Cleaning services for umngeni-uthukela water north east region – 5-Year contract

Tender issue date: 20 August 2026. Compulsory briefing session: 10 September 2026 at 12h00, venue: uMngeni-uThukela Water North East Regional Office, Cnr South Central Arterial & Battery Bank Alton, 3901. Tender closing date: 01 October 2026 at 12h00. Bid validity period: 120 calendar days from closing date. Appeals/objections must be lodged within 7 days of intention to award advertisement.

Compulsory briefing session: 10 September 2026 at 12h00. Venue: uMngeni-uThukela Water North East Regional Office, Cnr South Central Arterial & Battery Bank Alton, 3901. Attendance mandatory; certificate to be completed at the session. No bid documents will be issued at the briefing meeting; documents must be downloaded from uMngeni-uThukela website (www.umngeni-uthukela.co.za) and e-Tenders portal (www.etenders.gov.za).

SCM Enquiries: Silindile Hudla, telephone 035 902 1079, email [email protected]. Technical Enquiries: Sipho Zulu, telephone 033 341 1135, email [email protected]. Submission address: uMngeni-uThukela Water, Head Office, 310 Burger Street, Pietermaritzburg, 3201. Tip-Offs Anonymous Hotline: free call 0800 864 463, email [email protected], SMS 30916, fax 0867 261 681, post PO Box 10512, Centurion, 0046. Appeals/objections: email [email protected], attention Supply Chain Management.

Submission method: Original bid document neatly bound plus one electronic copy on a USB stick attached to the bid document. Deposit in the tender box at uMngeni-uThukela Water, Head Office, 310 Burger Street, Pietermaritzburg, 3201. Faxed and emailed submissions are not accepted. Late submissions will not be accepted. All corrections must be initialled in black ink by the signatory. Bidders must complete, sign and submit the following returnable forms and documents: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 8 (Declaration of Past Supply Chain Management Practices), SBD 9 (Certificate of Independent Bid Determination), Authority to Sign / Board Resolution, valid COID letter of good standing, BCCCI registration certificate, CIPC registration proof, B-BBEE verification certificate or sworn affidavit, CSD registration report, proof of location within King Cetshwayo District Municipality, and attendance certificate from the compulsory briefing session. Incomplete submissions may be rejected at UUW's discretion.

Returnable documents and forms: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 8 (Declaration of Past Supply Chain Management Practices), SBD 9 (Certificate of Independent Bid Determination), Authority to Sign / Board Resolution (completed, signed, dated or company resolution on letterhead). Mandatory supporting documents: valid COID letter of good standing, BCCCI registration certificate, CIPC registration proving location within King Cetshwayo District Municipality, black-owned co-operative status evidence (CIPC/CSD report/sworn affidavit/B-BBEE certificate), B-BBEE verification certificate or sworn affidavit, CSD registration report, compulsory briefing session attendance certificate. Bid format: original neatly bound plus one electronic copy on USB stick. All documents in English, clearly structured with numbered pages and detailed content listing.

Three-stage evaluation: Stage 1 — Mandatory Requirements (pass/fail): SBD 4 completed and signed, valid COID letter of good standing, BCCCI registration certificate, CIPC proof of location within King Cetshwayo District Municipality, black-owned co-operative status with CIPC/CSD report/sworn affidavit/B-BBEE certificate, attendance at compulsory briefing session. Stage 2 — Functionality (minimum 70/100 points): Tenderer's experience in general cleaning services not older than 10 years (weight 60%): 1 contract = 50 points, 2 contracts = 70 points, 3 contracts = 100 points; must provide signed reference/completion letters on client letterhead. Contract Manager experience managing similar cleaning contracts (weight 20%): 2 years = 40 points, 3 years = 50 points, 4 years = 60 points, 5 years = 70 points, plus 10 additional points per year beyond 5 years up to maximum 100 points; must provide CV with contract lists, duration, role, and contactable references. Cleaning Site Supervisor experience supervising similar cleaning contracts (weight 20%): same scoring scale as Contract Manager; must provide CV with contract lists, duration, role, and contactable references. Failure to score in any criterion renders the bid non-responsive. Stage 3 — Price and Preference (80/20 system): Price = 80 points, Preference Goals = 20 points (10 points for entity at least 51% owned by Black Women, 10 points for entity at least 51% owned by Black Youth; evidence: sworn affidavit/B-BBEE certificate/CSD report/CIPC documents/ID). Price proposals in ZAR including VAT where applicable, detailed in SBD 3.1.

Provision of cleaning services for uMngeni-uThukela Water North East Region for a period of 5 years. Contract Participation Goals (CPG) mandatory: minimum 35% of total contract value (excluding VAT, CPA, contingencies) subcontracted to targeted enterprises, comprising at least 25% from uMngeni-uThukela Water area of operation and 10% local participation from project footprint. CPG partners sourced from UUW's Enterprise Development Database; main contractor must not substitute or remove CPG partners without written approval. CPG partners must perform work directly, no further subcontracting. Monthly payment certificates due by 25th of each month (or nearest previous working day) with CPG partner signature confirming measurements and rates. Payment to main contractor on last day of following month; CPG partner must be paid within 3 working days after main contractor receives payment. Cash flow projection for main contractor and CPG partners required within 2 weeks of contract award. Subcontracting agreement and letter of appointment for CPG partners required before commencement. Public Liability Insurance minimum cover R10 000 000 for the period of performance. Key personnel required: Contract Manager and Cleaning Site Supervisor with CVs (max 3 pages each) detailing personal particulars, last 10 years experience, and recent assignments relevant to scope. Proposals must be in English, clearly structured with numbered pages and detailed content listing.

Three-stage evaluation methodology: Stage 1 mandatory compliance check, Stage 2 functionality/technical evaluation (minimum 70 points), Stage 3 price and preference (80/20). Bidders must submit proposals in clearly structured format with numbered pages, detailed content listing, consistent numbering system, in English only. Key personnel CVs (max 3 pages) required for Contract Manager and Cleaning Site Supervisor with specific structure: personal particulars, last 10 years experience overview, recent assignments relevant to scope. Reference/completion letters on client letterhead required for tenderer experience. CPG implementation methodology: sourcing from UUW database, subcontracting at same rates, direct performance by CPG partners, no substitution without approval, working capital arrangements agreed before commencement, monthly payment certification with CPG partner signature.

Tenderer experience: general cleaning services contracts not older than 10 years, minimum 1 contract (50 points), 2 contracts (70 points), 3 contracts (100 points) with signed reference/completion letters on client letterhead. Contract Manager: experience managing similar cleaning contracts, minimum 2 years (40 points), 3 years (50 points), 4 years (60 points), 5 years (70 points), plus 10 points per additional year beyond 5 up to 100 points maximum; CV with contract lists, duration, role, contactable references required. Cleaning Site Supervisor: experience supervising similar cleaning contracts, same scoring scale as Contract Manager; CV with contract lists, duration, role, contactable references required. Both key personnel CVs limited to 3 pages each, structured under personal particulars, last 10 years experience overview, recent relevant assignments. Failure to score in any criterion results in disqualification.

No specific quality management standards or certifications detailed in the extracted sections beyond general cleaning service requirements and key personnel experience criteria. The document references a Declaration of Tenderer's Health and Safety (section 21) and a Checklist of Returnable Schedules and Documents (section 24) but does not elaborate on quality management systems, ISO certifications, or quality assurance/quality control requirements in the provided text.

Pricing to be submitted as per SBD 3.1 (Pricing Schedule for Services). Price proposals in South African Rand including VAT where applicable. Annual price adjustments (escalation) apply as detailed in section 26 (Price Adjustments). Contract Participation Goals: 35% of contract value (excluding VAT, CPA, contingencies) allocated to CPG partners at same rates/prices as main contractor with consistent profit margins. CPA payable to CPG partners per contract indices. Monthly payment cycle: payment certificate by 25th of each month with CPG partner signature; payment to main contractor on last day of following month; CPG partner paid within 3 working days after main contractor payment. Payment certificate must include total contract sum, cumulative CPG payments, current month CPG payment, percentage split, and CPG partner invoice. Cash flow projection for main contractor and CPG partners required within 2 weeks of award.

Pricing schedule to be submitted as per SBD 3.1 in South African Rand including VAT where applicable. Annual price adjustments (escalation) apply as per contract terms. Contract Participation Goals: 35% of contract value (excluding VAT, CPA, contingencies) allocated to CPG partners at same rates/prices as main contractor would offer, with consistent profit margins. CPA payable to CPG partners per contract indices. Monthly invoicing: payment certificate by 25th of each month with CPG partner signature; payment to main contractor on last day of following month; CPG partner paid within 3 working days after main contractor payment. Payment certificate must show total contract sum, cumulative CPG payments, current month CPG payment, percentage split, and CPG partner invoice. Public Liability Insurance minimum R10 000 000 cover for performance period. Bid validity 120 calendar days from closing date; extension may be requested in writing, failure to confirm in writing leads to disqualification.

Mandatory: CSD registration, valid tax compliance status (TCS PIN), B-BBEE verification certificate or sworn affidavit (for EMEs/QSEs) to claim preference points, COID letter of good standing, BCCCI registration certificate, CIPC registration proving location within King Cetshwayo District Municipality, black-owned co-operative status with supporting documentation (CIPC/CSD report/sworn affidavit/B-BBEE certificate), attendance at compulsory briefing session. Consortium/joint venture requirements: lead member authorisation, consortium agreement, consolidated B-BBEE certificate. Authority to Sign / Board Resolution must be completed, signed and dated or company resolution on letterhead attached. SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 8 (Past SCM Practices), SBD 9 (Independent Bid Determination) must be completed and signed. Foreign suppliers must complete questionnaire; if no RSA presence/income/tax liability, SARS tax compliance PIN not required. No CIDB grading specified for this cleaning services tender.

B-BBEE verification certificate or sworn affidavit (for EMEs/QSEs) must be submitted to qualify for preference points. Preference goals under 80/20 system: 10 points for entity at least 51% owned by Black Women, 10 points for entity at least 51% owned by Black Youth (total 20 points). Evidence required: sworn affidavit, B-BBEE certificate, CSD report, CIPC documents, or ID documents. Consortium/joint venture must submit consolidated B-BBEE certificate. Black-owned co-operatives must provide CIPC/CSD report/sworn affidavit/B-BBEE certificate. Failure to submit proof/documentation means preference points for specific goals are not claimed. UUW reserves right to substantiate any preference claims.

Declaration of Tenderer's Health and Safety required (section 21 of tender document). Public Liability Insurance minimum cover R10 000 000 for the period of performance. Insurance cover requirements to be confirmed with Risk Department on award. Compulsory briefing session attendance required. No further specific occupational health and safety requirements, safety plans, or HSE compliance details provided in the extracted text.

Contract duration: 5 years. Service Level Agreement to be concluded. General Conditions of Contract apply and prevail in case of inconsistency unless clarified before submission. No-contact policy: bidders may not contact UUW officials except through listed contacts. Corruption prohibition: gifts/gratuities lead to termination. Independent probity auditor may be appointed. Independent submission certification required (no collusion, disclosure, inducement). Competition Act collusive tendering prohibition. Disqualification grounds: confidentiality breach, corruption/impropriety, contact policy violations, unauthorised communication, incorrect information, unauthorised structural changes. Bidder undertakings: no winding-up, no criminal convictions, no grave misconduct, tax compliance, no misrepresentation, no directors on Tender Defaulters Register. UUW may disqualify/revoke based on incorrect information. CPG special conditions as detailed. Monthly payment terms with CPG partner involvement. UUW reserves right to negotiate, not accept lowest offer, award in part or full.

Contract Participation Goals (CPG) special conditions: 35% minimum CPG (25% area of operation, 10% local) of contract value excluding VAT, CPA, contingencies. CPG partners sourced from UUW database (25%) and project footprint database (10%). Subcontracting at same rates with consistent profit margins. CPG partners perform work directly, no further subcontracting. No substitution/removal without written approval. Working capital arrangements agreed before commencement. Subcontracting agreement and letter of appointment required before work starts. Monthly payment certification by 25th with CPG partner signature. Payment to main contractor last day of following month; CPG partner paid within 3 working days. Cash flow projection within 2 weeks of award. UUW monitors CPG implementation on site, may contact CPG partners directly. CPG partners must attend all contractual meetings. Variation orders and re-measureable items evaluated for CPG inclusion. Public Liability Insurance R10 million minimum. Bid validity 120 days with written extension process. No-contact policy during procurement. Corruption prohibition with termination rights. Independent submission certification. Disqualification grounds include confidentiality breach, corruption, unauthorised contact, incorrect information, structural changes without consent.

Contract Participation Goals (CPG) mandatory: 35% of total contract value (excluding VAT, CPA, contingencies) to targeted enterprises, comprising minimum 25% from uMngeni-uThukela Water area of operation and 10% local participation from project footprint. CPG partners sourced from UUW's Enterprise Development Database (25%) and project footprint database (10%). Subcontracting at same rates/prices as main contractor with consistent profit margins. CPG partners must perform work directly, no further subcontracting. Main contractor cannot substitute/remove CPG partners without written approval. Working capital arrangements between main contractor and CPG partners agreed before commencement. Subcontracting agreement and letter of appointment for CPG partners required before work commencement. Monthly payment certification with CPG partner signature. CPG partners must attend all relevant contractual meetings. Public Liability Insurance minimum R10 000 000. Key personnel: Contract Manager and Cleaning Site Supervisor with specified experience and CV requirements. Bid validity 120 days. Proposals in English, clearly structured with numbered pages.

Three-stage evaluation: Stage 1 mandatory requirements (pass/fail) including SBD 4, COID letter, BCCCI registration, CIPC location proof, black-owned co-operative status, compulsory briefing attendance. Stage 2 functionality (weighted 100 points, minimum 70): Tenderer experience 60% (1-3 contracts, 50-100 points), Contract Manager experience 20% (2-5+ years, 40-100 points), Cleaning Site Supervisor experience 20% (2-5+ years, 40-100 points). Zero score in any criterion = disqualification. Stage 3 price and preference: 80/20 system (price 80 points, preference goals 20 points). Preference goals: 10 points for ≥51% Black Women ownership, 10 points for ≥51% Black Youth ownership. Evidence: sworn affidavit/B-BBEE certificate/CSD report/CIPC documents/ID. Price proposals in ZAR including VAT per SBD 3.1.