Supply and delivery of cleaning materials and hygiene services to agriseta for 36 months

Closing date and time: 15 September 2026 at 11:00 am.

Compulsory site inspection: 27 August 2026, 10:00 am to 11:00 am, at AgriSETA Offices, 529 Belvedere Street, Arcadia, Pretoria. Attendance is mandatory; failure results in disqualification.

Bid validity period: 120 days from closing date.

Bidding procedure enquiries: Dineo Dhlongolo, 012 301 5616, [email protected].

Technical enquiries: Dineo Dhlongolo, 012 301 5678, [email protected].

General: AgriSETA, 529 Belvedere Street, Arcadia, 0083; Tel (012) 301 5600; [email protected].

Fraud reporting: Chief Risk Officer Ms Kubenokuthula Ndlovu, (012) 301 5687, [email protected]; Anti-Corruption Hotline 0800 869 624, [email protected].

Bidders must submit one original, two copies and one soft copy (on a memory stick) of the bid proposal. Price proposals must be submitted separately from the technical proposal.

Deliver to: SCM Manager, AgriSETA Offices, 529 Belvedere Street, Arcadia, Pretoria, 0001.

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm prices only, inclusive of VAT and delivery costs, fixed for 36 months.
• SBD 4 (Bidder's Disclosure): declares whether any director, shareholder or controlling interest is employed by the state or connected to anyone at AgriSETA; false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system; if not completed, bidder scores 0 for specific goals but is not disqualified.
• Tax compliant CSD report or tax PIN.
• CIPC company registration documents listing all directors/shareholders, with certified ID copies, plus a company profile.
• For EMEs/QSEs: a certificate issued by a registered auditor, accounting officer or accredited verification agency, or a sworn affidavit.
• Joint venture/consortium agreements, signed by both parties, clearly setting out roles and identifying the Lead Partner with power of attorney.

Disqualification risks:

• Late bids are not accepted.
• Any returnable document omitted or unsigned.
• Failure to attend the compulsory site inspection.
• Price proposal not submitted separately from technical proposal.
• Incomplete pricing schedule (Annexure A).
• Bid price not inclusive of VAT or not fixed for the contract duration.

Bidders must submit one (1) original, two (2) copies and one (1) soft copy (in a memory stick) of their bid proposal. Price Proposals must be submitted separately from the technical proposal for the attention of the SCM Manager at AgriSETA Offices, No: 529 Belvedere Street Arcadia, Pretoria, 0001.

Two-phase evaluation:

Phase 1 – Functionality (minimum threshold 80 out of 100 points):

• Experience of prospective provider (55 points): 5 testimonials from different companies in the past five years = 5 points; 4 = 4; 3 = 3; 2 = 2; 1 = 1; incomplete = 0. Testimonials must be on company letterhead, indicate duration, description, amount, and be signed by the client. Bidders must have at least five years' experience in supplying cleaning material and rendering pest control services.
• Delivery turnaround times (20 points): 1-day delivery after purchase order = 5 points; 2 days = 3; 3+ days = 0. Submit a plan and a letter of confirmation.
• Membership (25 points): valid SAPCA membership = 5 points; none = 0.

Bids scoring below 80 are disqualified.

Phase 2 – Price and Specific Goals (80/20 split):

• Price: 80 points, calculated per the SBD 6.1 formula.
• Specific Goals: 20 points, allocated as per SBD 6.1 (SMME promotion 4, black ownership 8, black women ownership 4, disability 2, youth 2).

Only evidence from the bidding company is considered; subcontractor evidence is not considered unless a valid joint venture agreement is in place.

Scope: supply and deliver cleaning materials, maintain dispensers, and provide pest control services for 36 months.

Cleaning detergents (monthly quantities as per Annexure A):

• Ammoniated liquid detergent – comply with SABS 1225.
• Pine gel for floor cleaning – SABS approved.
• Acidic toilet bowl cleaner – SABS approved.
• Liquid acidic cleaner – comply with SABS 1257.
• Floor sealer for vinyl flooring – comply with SABS 1042.
• Bleach, dishwashing liquid, general purpose cleaner, Vision gold – SABS approved.
• Hand cream, furniture polish, black refuse bags (750x950mm and 600x700mm), mops, brooms with long sticks, window cleaning detergent, window cleaning squeegee with long handle, chemical gloves, micro fibre cloths, alcohol-based hand sanitizer refill 1000ml.

Disinfectants: for automatic dispensers in toilets and urinals – comply with CKS 459.

Toilet paper: 2-ply virgin, 48 bale, SABS approved.

Hand soap and hand lotion: dispenser liquid.

Paper towel: single ply, TD1208L.

Dispensers to be installed and maintained by the supplier (rented by AgriSETA):

• 3 urinal quadrasan dispensers – monthly refill, service and maintenance.
• 14 sanitex safe seat spray dispensers or equivalent – monthly refill and maintenance.
• 8 air freshener dispensers – refill, service and maintenance.
• 8 sanitary bins – weekly cleaning, plastic bags and disposal.
• 8 paper towel dispensers – service and maintenance.
• 8 hand soap dispensers – service and maintenance.
• Supply and install 8 waste bins (rented).
• 8 rented dispensers with 96 refills in 12 months for 3 years.

Pest control services:

• Supply and service rodent/rat traps, fumigate and treat insects/cockroaches quarterly, as and when required.
• Chemicals must not be harmful to humans.
• Cover: 3 boardrooms, 6 kitchens, 70m x 5m open plan offices, 8 toilet rooms, 1 reception, 1 dining hall, 10 store-rooms, emergency stairs, 5 floors.
• Rodent treatment of surrounding premises using bait stations and poison; building area approx. 1192 square metres.

Bidders must have at least five years' experience in supplying cleaning material and rendering pest control services.

Submit a minimum of 3 signed testimonials on company letterhead, indicating period and services rendered; 5 testimonials from different companies are required to score maximum points.

Must be accredited with a reputable body for pest control (SAPCA membership scores points).

Failure to attach testimonials results in forfeiting points in the experience category.

Cleaning materials must comply with specified SABS standards (e.g. SABS 1225, SABS 1257, SABS 1042) and disinfectants with CKS 459.

Bidders must submit a delivery turnaround plan and a letter of confirmation for delivery times.

Testimonials must be signed by clients and indicate duration, description and amount of similar work.

Complete Annexure A – Pricing Schedule, inclusive of VAT and delivery costs, fixed for 36 months.

Items include (monthly unless noted): ammoniated liquid detergent (5L), pine gel (5L), liquid acidic toilet bowl cleaner (5L), floor sealer (5L), hand cream (300g), bleach (5L), dishwashing liquid (5L), furniture polish (500g), general purpose cleaner (5L), black refuse bags 750x950mm (50 packets/month), cleaning mops, chemical gloves (quarterly), two-ply bathroom tissue (48 bale), Vision gold (5L), microfiber cloths, pest control/fumigation (quarterly), bin liners 56x66cm (quarterly), window cleaning squeegees (yearly), window cleaning detergent (quarterly), alcohol-based hand sanitizer refill 1000ml (quarterly), brooms with long sticks (quarterly), mops with long sticks (quarterly).

Rental dispensers: 14 Quadrasan dispensers (504 refills over 3 years), 14 seat spray dispensers (168 refills per 12 months x 3 years), 8 air freshener dispensers (96 refills per 12 months for 3 years).

Add VAT at 15% and provide a grand total fixed for the 36-month period.

Pricing format: complete Annexure A (Pricing Schedule) – firm prices, inclusive of VAT and delivery costs, fixed for the 36-month contract duration. Non-firm prices (e.g. subject to exchange rate variations) are not considered.

Total bid price must cover all requirements in the scope of work; failure to do so disqualifies the bid.

Once submitted, the bid price cannot be amended.

Payment terms: AgriSETA pays valid invoices in full within 30 days of receipt, for work done to its satisfaction. No payment for outstanding information or unproductive/duplicated time due to staff changes.

CSD registration: bidders must be registered on the National Treasury Central Supplier Database and submit a CSD report with tax compliant status.

Tax compliance: submit a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate; if no PIN, provide a CSD number. Each party in a joint venture/consortium must submit separate tax compliance.

CIPC: submit company registration documents listing all directors/shareholders, with certified ID copies, plus a company profile.

B-BBEE: complete SBD 6.1 to claim preference points; provide proof (e.g. B-BBEE certificate, sworn affidavit for EME/QSE).

Pest control accreditation: must be accredited with a reputable body for pest control (SAPCA membership scores points).

No bids from persons in the service of the state, or companies with directors who are state employees.

Pest control chemicals used must not be harmful to humans.

Bidders must ensure safe handling and application of cleaning chemicals and pest control substances.

No specific OHS plan is required in the document, but compliance with general health and safety obligations is implied.

Contract duration: 36 months.

AgriSETA may vary the scope to include more or reduce work.

If a conflict of interest is discovered, AgriSETA may cancel the agreement and demand return of all information, documents and property.

Bidders must not disclose proposal details to anyone not involved, or issue press releases without prior written approval.

Bidders must declare any conflict of interest; AgriSETA may reject a bid where a conflict exists.

The General Conditions of Contract (GCC) apply and must be signed by an authorised representative.

Disputes to be settled by mutual consultation, mediation, or in a South African court.

Submission of a proposal creates no contractual obligation on AgriSETA.

Debriefing of tender participants opens from the date the award is published and closes after 30 days.

AgriSETA may vary the scope of work.

Conflict of interest may lead to cancellation of the agreement.

Bidders must not disclose proposal details or issue press releases without approval.

Bidders must declare conflicts of interest.

Bidders must accept the General Conditions of Contract.

CSD registration and tax compliance are mandatory.

Bid price must be inclusive of VAT and fixed for 36 months; no amendments after submission.

Joint ventures must provide signed agreements with roles and Lead Partner identified.

Bidders must submit independently, without collusion.

Fraud alert: AgriSETA will not solicit money for tender awards; report suspicious contacts to the Chief Risk Officer or Anti-Corruption Hotline.

Functionality (Phase 1) – minimum threshold 80/100:

• Experience (55 points): based on number of testimonials (5 = 5 points, 4 = 4, 3 = 3, 2 = 2, 1 = 1, incomplete = 0).
• Delivery turnaround times (20 points): 1-day = 5, 2 days = 3, 3+ days = 0.
• SAPCA membership (25 points): membership = 5, none = 0.

Phase 2 – Price (80) + Specific Goals (20) = 100.

Only evidence from the bidding company is considered; subcontractor evidence requires a valid joint venture agreement.