Cleaning services for orbit tvet college – rustenburg campus (10 cleaners, 36 months)

Tender issue date: 6 November 2026.

Closing date: 4 December 2026 at 11:00.

Bid validity: 90 days from the closing date.

Enquiry deadline: written enquiries received after 14:00 on 20 November 2026 will not be attended to.

Compulsory briefing meeting: none.

Bidding procedure enquiries:

• Contact: Mr C Chaauke
• Role: Supply Chain Manager
• Telephone: 014 597 5515
• Email: [email protected]

Technical enquiries:

• Contact: Mr MC Sebopelo
• Telephone: 014 597 5500
• Email: [email protected]

Submission address:

ORBIT TVET College – Central Office

Corner Bosch and Fatima Bhayat Street

Rustenburg

0299

Service delivery address:

ORBIT TVET College – Rustenburg Campus

Rustenburg

Submission method: hard copy only. Bids must be placed in a sealed envelope marked "R01/2026: SERVICE PROVIDER TO RENDER CLEANING SERVICES AT ORBIT TVET COLLEGE – RUSTENBURG CAMPUS" and deposited in the tender box at the security gate.

Submission address:

ORBIT TVET College – Central Office

Corner Bosch and Fatima Bhayat Street

Rustenburg

0299

Closing time: 11:00 on 4 December 2026.

Bids must be submitted on the official tender document issued by the College; retyped documents are not accepted.

No emailed, telephonic, facsimile or late bids will be accepted.

Bid validity: 90 days from the closing date.

Returnable documents (all must be completed, signed and included; omission or non-signature disqualifies the bid):

• SBD 1 (Invitation to Bid): signed cover page with bidder details.
• SBD 3.1 (Pricing Schedule – Firm Prices): completed pricing for 10 cleaners over 36 months.
• SBD 4 (Declaration of Interest): discloses any state employment or connections to the evaluating officials.
• SBD 6.1 (Preference Points Claim Form): must be signed even if no preference points are claimed.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses any abuse, fraud or contract failures.
• SBD 9 (Certificate of Independent Bid Determination): certifies the bid was independently determined, with no collusion.
• B-BBEE status level verification certificate (valid certified copy) or sworn affidavit.
• Valid certified CIPC registration documents.
• Valid tax compliance status certificate with PIN.
• Certified copies of directors' identity documents.
• Certificate of Good Standing from the Compensation Commissioner.
• Central Supplier Database (CSD) registration.
• Proof of business address (lease agreement or municipal account in the company's name).
• Proof of public liability insurance cover.
• Company profile.
• If not the manufacturer of cleaning materials: signed letter from the supplier confirming a firm supply arrangement, including lead time, and SANAS certification for the products.
• Certified reference letters demonstrating cleaning experience.
• Proof of financial capacity (bank rating) not older than 3 months from the closing date.
• Accreditation certificate with the National Contract Cleaners Association (NCCA).

Certification requirements: documents must bear an original certification stamp dated within six months; copies of certified documents are not accepted.

Bid documents must be completed in black ink, not typed. No tippex; changes must be scratched out and initialled.

No subcontracting is allowed.

Bidders must not be blacklisted on the National Treasury database; persons in the service of the state and companies with such directors are excluded.

Evaluation stages:

1. Mandatory compliance check: all returnable forms and statutory documents must be complete and signed. Non-compliant bids are disqualified.
2. Functionality evaluation (pre-qualification): minimum qualifying score 70 out of 100. Bids scoring below 70 are non-responsive and disqualified.

Functionality criteria (total 100):

• List of 3 references from current or previous cleaning clients, with contact person names, telephone numbers and email addresses: 30 points (less than 1 year = 0; 1–2 years = 5; 3–4 years = 15; 5–6 years = 30).
• Outline of service delivery, chemicals to be used and cleaning equipment available: 10 points (chemicals only = 5; equipment only = 5; both = 10).
• Current Health and Safety files for cleaning services: 5 points.
• Skills profile of the cleaning supervisor and staff, showing First Aid or Firefighting skills: 5 points.
• Accreditation certificate with the National Contract Cleaners Association (NCCA): 20 points.
• Proposal for service provision during labour strikes, disruptions or staff shortages: 5 points.
• Proposed job descriptions for the supervisor and staff: 5 points.
• Proof of financial capacity (bank rating) not older than 3 months: 20 points.

3. Price and preference points (80/20 system):

• Price: 80 points, calculated using the formula Ps = 80(1 − (Pt − Pmin)/Pmin).
• Specific goals: 20 points, allocated as follows:
• Black people: 3 points (CSD report).
• Women: 3 points (CSD report).
• Persons with disability: 2 points (original or certified certificate/confirmation of disability status).
• B-BBEE: 5 points (B-BBEE certificate or sworn affidavit).
• Youth (age 35 or younger): 2 points (CIPC/CSD/B-BBEE evidence).
• Enterprise location: 5 points (recent municipal account or local authority letter confirming local address, not older than 3 months).
• Within North West Province local municipality: 5 points.
• Elsewhere in North West Province: 3 points.
• Outside North West Province: 0 points.
• Points for specific goals are allocated according to percentage ownership per goal.
• Failure to submit documentary proof results in zero points for that goal.
• Total points are rounded to two decimal places. The bidder with the highest total points may be selected for award.

Scope: cleaning services for ORBIT TVET College – Rustenburg Campus, covering offices, classrooms, workshops and ablution facilities.

Campus population: approximately 3,000 students, 150 staff and daily public visitors.

Service hours: Monday to Saturday, 06:00 to 19:00, according to a timetable to be set in the service level agreement.

Staffing: 10 cleaners.

Bidder must supply labour, cleaning chemicals and cleaning equipment.

Management and reporting:

• Weekly on-site inspection by the manager.
• Daily cleaning report on ablution facilities; weekly report on other areas.
• Monthly cleaning monitoring system.
• 100% availability of cleaning materials at all times.
• Industrial-standard cleaning equipment.

Areas to be cleaned (indicative counts):

• Admin Building: 15 offices (including corridors), 4 ablution facilities, 2 book stores, 1 college hall (including stage and store rooms).
• Business Studies Building 1: 6 offices, 10 computer rooms and simulation rooms, 1 book store, 1 computer store room/server, 6 ablution facilities (cafeteria).
• Business Studies Building 2: 17 classrooms, 2 offices.
• Auditorium: 9 offices, 5 ablution facilities, 2 foyers, 1 classroom, 1 hall, 1 stage.
• Jewellery: 4 offices, 1 classroom and upstairs area, 3 training areas, 2 ablution facilities.
• Haircare Building (Ground Floor): 10 offices, 3 ablution facilities, 1 computer room, 1 foyer, 1 kitchen, 1 simulation room, 1 simulation room ablution, 1 lecturers' resource centre (including kitchen), 1 ablution facility.
• Haircare Building (Top Floor): 3 ablution facilities, 2 store rooms, 2 offices, 1 kitchen, 1 classroom, 1 hair salon, 2 beauty centres.
• Engineering Building: 5 offices, 2 ablution facilities, 2 store rooms, 12 classrooms.
• Mobile Classrooms and Recreation Hall: 11 mobile classrooms, 1 student recreation hall.
• Workshops: Jewellery (4 offices); SEDA – Platinum (1 classroom upstairs, 3 training areas, 2 ablution facilities); Campus B (Hall A, Hall B, Hall C, 2 classrooms, 3 ablution facilities); Fitting & Turning (1 office, 1 store room, 1 ablution facility, 1 training area, 1 classroom); Boiler Making (1 office, 1 store room, 1 ablution facility, 1 training area); EIC (1 office, 2 store rooms, 1 ablution facility, 2 training areas, 1 classroom).
• Student Support: 1 reception, 2 computer rooms, 1 kitchen, 1 study area, 1 board room, 7 offices.
• Workshops: 2 ablution facilities.
• Guard Rooms: 4 guard rooms, 1 ablution facility.
• Entrepreneurs Centre: 1 reception, 3 offices, 1 board room, 2 ablution facilities, 1 kitchen.
• IT & Computer Venue: 3 training areas, 1 office upstairs.
• Music Building: 2 ablution facilities, 1 kitchenette, 8 offices.

Cleaning frequency requirements (summary):

• Ablution facilities: cleaned and sanitised daily (admin building ablutions twice daily).
• Offices, classrooms, computer rooms, workshops: swept and damp-mopped daily; desks, chairs, walls, glass partitions and light switches wiped daily; waste receptacles emptied daily; dusting daily.
• Carpets and rugs: vacuumed daily in admin building; vacuumed weekly in auditorium; carpets washed bi-annually in admin building and quarterly in auditorium.
• Windows: washed quarterly (monthly for guard houses); scaffolding must be provided for second-floor windows.
• Blinds: dusted weekly (daily in classrooms and computer rooms).
• Upholstered furniture: vacuumed weekly.
• Passages and lobbies: swept, damp-mopped and sanitised weekly.
• Stairs, passages and fire escapes: swept and cleaned daily; washed monthly.
• Waste: removed daily to an agreed area.
• Glass partitions and doors: cleaned weekly; bright metal fittings and trophies polished monthly.
• Halls on Campus B: swept and damp-mopped daily; walls, glass and light switches cleaned weekly; windows washed quarterly.

Minimum experience: at least 3 years' experience in rendering similar cleaning services.

Bidders must submit certified reference letters demonstrating experience in supply and delivery services with the necessary competency.

Functionality scoring for experience:

• List of 3 references from current or previous cleaning clients, with contact person names, telephone numbers and email addresses: 30 points (less than 1 year = 0; 1–2 years = 5; 3–4 years = 15; 5–6 years = 30).

Skills profile of the cleaning supervisor and staff must show First Aid or Firefighting skills (5 points).

Proposed job descriptions for the supervisor and staff must be submitted (5 points).

Service levels:

• 10 cleaners must be provided.
• Weekly on-site inspection by the manager.
• Daily cleaning report on ablution facilities and weekly report on other areas.
• Monthly cleaning monitoring system.
• 100% availability of cleaning materials at all times.
• Industrial-standard cleaning equipment must be used.

The service level agreement will set out the approved cleaning timetable and further quality requirements.

Pricing form: SBD 3.1 – Firm Prices (Services). Only firm prices will be accepted; non-firm prices or prices subject to exchange rate variation will not be considered.

Bidders must provide:

• Total monthly bid price in RSA currency, inclusive of VAT.
• Total for 36 months in RSA currency, inclusive of VAT.

The price must cover:

• All materials, equipment and protective clothing used by cleaners.
• All hidden employment costs: UIF, bonus, COIDA, Skills Development Levy and Provident Fund.
• All cleaning equipment and detergents.

Pricing must remain fixed for the contract duration; only wage increases based on the Department of Labour Sectoral Wage Determination will be considered.

No adjustments to quoted prices will be accepted after bid submission.

Pricing format: SBD 3.1 – Firm Prices (Services). Only firm prices will be accepted; non-firm prices or prices subject to exchange rate variation will not be considered.

Pricing structure: total monthly bid price and total for 36 months, inclusive of VAT, for the provision of 10 cleaning staff.

Price must include:

• All materials, equipment and protective clothing used by cleaners.
• All hidden employment costs: UIF, bonus, COIDA, Skills Development Levy and Provident Fund.
• All cleaning equipment and detergents.

Pricing must remain fixed for the contract duration; only wage increases based on the Department of Labour Sectoral Wage Determination will be considered.

No adjustments to quoted prices will be accepted after bid submission.

Proof of financial capacity: bank rating not older than 3 months from the closing date.

The College may request further documentation to prove financial capacity.

No bid security or performance guarantee is stated.

CSD registration: required; provide CSD number.

Tax compliance: valid tax compliance status certificate with PIN required.

B-BBEE: valid certified B-BBEE certificate or sworn affidavit required to claim preference points. B-BBEE points: Level 1 = 5 points, Level 2 = 2 points, Levels 3–8 = 1 point.

CIPC: valid certified registration documents required.

Directors' identity documents: certified copies required.

Compensation Commissioner: Certificate of Good Standing required.

Business address: proof by lease agreement or municipal account in the company's name.

Insurance: proof of public liability insurance cover required.

Company profile: required.

NCCA accreditation: certificate with the National Contract Cleaners Association required (20 functionality points).

Experience: minimum 3 years' experience in rendering similar cleaning services; certified reference letters required.

Supplier arrangement: if not the manufacturer of cleaning materials, a signed letter from the supplier confirming a firm supply arrangement, including lead time, and SANAS certification for the products.

Health and Safety: current Health and Safety files for cleaning services required (5 functionality points).

Skills: cleaning supervisor and staff must have First Aid or Firefighting skills (5 functionality points).

Exclusions: persons in the service of the state, companies with such directors, and blacklisted companies on the National Treasury database are prohibited from bidding.

No subcontracting allowed.

Bid documents must be completed in black ink, not typed; no tippex; changes must be scratched out and initialled.

Bidders must submit current Health and Safety files for cleaning services (5 functionality points).

The cleaning supervisor and staff must have First Aid or Firefighting skills (5 functionality points).

The appointed bidder must comply with all laws relating to cleaning services and pay statutory wages to its cleaners.

Contract period: 3 years, with an option to renew for a further 2 years.

Conditions of engagement will be set out in a service level agreement signed with the appointed service provider.

The appointed bidder must comply with all laws relating to cleaning services and pay statutory wages to its cleaners.

The College may terminate the contract on one month's written notice.

The College is not obliged to award to the lowest bidder.

The College may stop the procurement process, not select any bidder, or not shortlist bidders.

The College may require shortlisted bidders to give presentations or undergo site inspections.

The successful bidder must complete and sign a written contract form (SBD 7).

No subcontracting is allowed.

The appointed bidder must be able to deliver the services within 30 days from the date of tender award.

Counteroffers will not be considered and will nullify the offer.

The College reserves the right to amend the specification before the closing date, to award the whole or part of the bid to one or more service providers, to cancel the bid, or to adjust quantities before financial award.

Any attempt to influence the adjudication process will result in immediate disqualification.