Office cleaning and washroom services — 36 months, wilton mkwayi complex, eqonce (king william's town)

Compulsory briefing session: 14 October 2026 at 10:00, Department of Sport Recreation Arts and Culture, Wilton Mkwayi Building, No.5 Eales Street, King William's Town (Archives Boardroom)

Closing date and time: 29 October 2026 at 11:00

Existing contract expires: 30 November 2026

Technical/specification enquiries:

• Name: Mr. N. H Mtamzeli
• Telephone: 043 492 1310 / 066 474 2755

Bid procedure enquiries:

• Name: Mr. M. Maqubela
• Telephone: 043 492 0232

Delivery/submission address:

Supply Chain Management Unit

Department of Sport, Recreation, Arts and Culture

Wilton Mkwayi building

No.5 Eales Street, buffalo road

King Williams town

Submission method: sealed envelope deposited in bid box

Submission address: Supply Chain Management Unit, Department of Sport, Recreation, Arts and Culture, Wilton Mkwayi building, No.5 Eales Street, buffalo road, King Williams town

Bid box hours: 08:00–16:30 Monday–Thursday, 08:00–16:00 Friday

Closing: 29 October 2026 at 11:00

Envelope must be marked with bid number SCMU14-26/27-0007, description, and department name

No telegraphic, facsimile, or electronic bids accepted

All forms must be completed and signed in original ink; photocopied signatures rejected

Mandatory returnable documents:

• SBD 1 (Invitation to Bid): bidder information and offer cover page
• SBD 4 (Declaration of Interest): discloses state employment or connections; false declaration disqualifies
• SBD 6.1 (Preference Points Claim): claims specific-goal points under PPPFA
• Completed pricing schedule (5 line items)
• Pricing Compliance Declaration (consumables only, labour excluded, VAT inclusive, ZAR, firm Year 1, annual escalation on anniversary)
• Labour Compliance Declaration (minimum wages, sectoral determinations, BCEA, LRA)
• Request for Documentary Proof Declaration (payroll, payslips, contracts, UIF/PAYE, minimum wage proof)

Price escalation for Years 2 and 3 must be 4.4%–5%; bids outside this range disqualified

Incomplete pricing schedule or any mandatory declaration = disqualification

Failure to comply with any mandatory requirement renders bid non-responsive

Bid validity: 120 calendar days from closing date

Two-stage evaluation: functionality first, then price/preference

Functionality (100 points): minimum 70/100 overall AND minimum score in each criterion to proceed

1. Experience (30 pts, min 20): contactable reference letters on client letterhead, signed, clear description, ≥6 months; 0 letters=0, 1–2=10, 3–5=20, 6+=30 (award letters not accepted)
2. Financial Stability (20 pts, min 15): valid bank rating letter from SA institution ≤30 days old; ≥R2M=20, R1.5M–R1.999M=15, <R1.5M or no letter=0
3. Operational Methodology & Risk Contingency Plan (30 pts, min 20): comprehensive written technical proposal; detailed 36-month framework, staff rotation, cross-contamination strategy, labour dispute/absenteeism contingency=30; generic/high-level missing robust cross-contamination=20; irrelevant/incomplete/omitted=0
4. Industry Accreditation & Professional Compliance (20 pts, min 15): valid NCCA/equivalent + Bargaining Council Compliance=20; valid NCCA/equivalent only=15; no valid registration=0

Preference points: specific goals (likely 20 pts under 80/20 system): Women=4, Persons with disabilities=3, Youth=3, Eastern Cape enterprises=10, Co-operatives/NPOs=0, SA citizen no franchise=0

Price/preference system ambiguous: document lists 90/10 (option a), 80/20 (option b), or either determined by lowest/highest acceptable tender (option c)

Failure to submit proof for specific goals = no points claimed

Organ of state may require substantiation of claims at any time

Scope: office cleaning and washroom services for 36 months at Wilton Mkwayi Complex, Head Office eQonce

Area: 15,389 m² daily cleaning covering offices, open plan, boardrooms, reception, passages, storerooms, kitchens, toilet stalls, library warehouse, registries, security guardhouses

Fleet: 23 vehicles washed weekly (preferably Mondays), light vacuuming ad hoc

Staffing: 29 cleaners + 1 supervisor deployed on site

Working hours: 07:00–15:00 Monday–Friday, excluding public holidays and weekends

Cleaners must wear uniform with company name visible

Cleaners dedicated to washing dishes (plates, cups, saucers, water jugs, glasses, cutlery) and making tea/coffee on request

Cleaning materials delivered day before commencement

Uniforms delivered within 30 days of commencement

Proof of UIF and Provident Fund registration within 7 working days

Valid certificate of compliance/letter of good standing with UIF and Provident Fund within 30 days of award

Rates fixed for first 12 months; thereafter escalation per Dept of Employment and Labour Sectorial Determination and CPI

Compliance: Basic Conditions of Employment Act, all Dept of Employment and Labour laws, Occupational Health & Safety Act

Invoicing: payment within 30 days of undisputed accurate invoice; from month 2, invoices require verifiable salary payroll schedules proving payment of basic labour rates, UIF, COIDA, NCCA levies, Provident Fund to on-site workers

Core duties: sweeping, wiping/polishing furniture, light vacuuming, cleaning kitchens, disinfecting toilets, dusting shelves/walls/decorations, spot cleaning carpets, carpet shampoo, deep cleaning toilets, shining tiled floors, strip and seal tiled floors, washing windows, washing dishes/jugs/glasses, cleaning/filling water dispensers, pest control quarterly, toilet paper replacement twice daily, soap dispenser refilling, fragrance unit replacement, fleet vehicle washing/vacuuming, tyre polishing

Performance roster: daily, weekly, monthly, quarterly, plus ad-hoc instructions

Detailed task specifications per area (dusting, blinds, doors, furniture, walls, floors, rubbish removal, kitchens, restrooms, windows, disinfecting)

Washroom consumables quantities/frequency: sanitary units 34 weekly, quality liquid hand soap (MEC/HOD) 2 monthly, 2-ply toilet rolls 104 twice daily, 2-ply toilet rolls (MEC/HOD) 2 twice daily, hand soap in dispensers 27 daily, sanitary wipes 59 weekly, car washing 23 weekly, pest control 1 quarterly

Minimum monthly cleaning materials list specified (10 items with quantities)

Minimum on-site hardware/machinery list specified (10 categories with quantities)

Operational Methodology & Risk Contingency Plan required as comprehensive written technical proposal (30 functionality points, min 20)

Must include:

• Detailed 36-month site execution framework
• Staff rotation plan
• Clear cross-contamination strategy
• Robust labour dispute/absenteeism contingency model

Scoring:

• Detailed framework with all elements = 30 points
• Generic/high-level overview missing robust cross-contamination = 20 points
• Irrelevant, incomplete, or omitted = 0 points

Pricing transparency: bidders must indicate basis of pricing by completing all aspects of Pricing Schedule form

Experience criterion (30 functionality points, min 20):

• Contactable reference letters for cleaning services required
• Letters on client letterhead, signed, with clear service description
• References of six months or more from one client counted once
• Award letters do not constitute reference letters
• Scoring: 0 letters = 0 pts; 1–2 letters = 10 pts; 3–5 letters = 20 pts; 6+ letters = 30 pts

Bidder must submit details of experience in relevant trade with present contracts on attached form; if no details included, assumed no experience

Organisational principles, procedures, and functions for effective service delivery must be submitted on attached form

Details of bidder's nearest office to contract location must be provided on attached form

Financial particulars and standing must be submitted on attached form; if omitted, assumed not in good standing with financial institutions

Department reserves right to conduct in loco inspections to verify bidder capacity

Cleaners must be in uniform with company name visible at all times

Working hours: 07:00–15:00 Mon–Fri, excl. public holidays/weekends

Cleaners must be paid timeously

Goods/services must conform to standards in bidding documents and specifications

GCC inspection clauses apply:

• Supplier must permit purchaser inspection of records and audits
• Pre-bidding testing at bidder's account
• Premises open for inspection at reasonable hours if bid condition requires
• Cost of inspections/tests borne by purchaser if compliant; by supplier if non-compliant
• Non-compliant supplies/services may be rejected
• Rejected supplies held at supplier cost/risk; supplier must remove and substitute
• Purchaser may cancel contract for breach per GCC Clause 23

Pricing schedule (Year 1) – 5 line items:

1. Cleaning materials (all activities per paragraphs 8, 9, 10) – annual
2. Washing 23 departmental cars (once weekly, preferably Mondays) – annual
3. Deep cleaning of carpets (once yearly) – annual
4. Pest control services – quarterly (4 per annum)
5. Management fee – annual

Prices exclusive of VAT on schedule; VAT 15% added for registered VAT vendors only

Grand Total Year 1 = Sub-total + VAT

Escalation Years 2 & 3: 4.4%–5% applied to Year 1 consumables pricing; bidder must indicate compliance and percentage

Prices for Years 2–3 not quoted separately; calculated by applying escalation to Year 1

Incomplete pricing schedule = disqualification

Pricing Compliance Declaration mandatory (consumables only, labour excluded, all overheads/transport/admin/profit included, ZAR, VAT inclusive, firm Year 1, annual escalation on anniversary)

Labour Compliance Declaration mandatory (minimum wages per Dept of Employment and Labour, sectoral determinations, bargaining council agreements, BCEA, LRA)

Documentary Proof Declaration mandatory (payroll, payslips, contracts, UIF/PAYE, minimum wage proof)

Non-compliance or incomplete declarations = disqualification

Estimated labour rates provided for reference: basic R30.33/hr (173.2 hrs/month = R5,253.16); total with benefits R6,507.91 per cleaner/month

Pricing schedule (Year 1, 5 line items):

1. Cleaning materials (all activities) – annual
2. Washing 23 departmental cars (once weekly) – annual
3. Deep cleaning of carpets (once yearly) – annual
4. Pest control services – quarterly (4 per annum)
5. Management fee – annual

Prices inclusive of VAT (only registered VAT vendors)

Sub-total + VAT 15% = Grand Total Year 1

Escalation Years 2 & 3: 4.4%–5% applied to Year 1 consumables pricing; percentages outside range = disqualification

Prices for Years 2–3 not quoted separately; calculated by applying escalation to Year 1

Pricing Compliance Declaration mandatory (consumables only, labour excluded, all overheads/transport/admin/profit included, ZAR, VAT inclusive, firm Year 1, annual escalation on anniversary)

Labour Compliance Declaration mandatory (minimum wages per Dept of Employment and Labour, sectoral determinations, bargaining council agreements, BCEA, LRA)

Documentary proof of labour compliance may be requested anytime (payroll, payslips, contracts, UIF/PAYE, minimum wage proof)

Estimated labour cost per cleaner/month: basic R5,253.16 (173.2 hrs × R30.33) + benefits (Provident Fund 5.25%, Workmen's Comp 1.6%, SDL 1%, UIF 1%, NCCA Levy R1.52, Severance 1.92%, annual/sick/family responsibility leave) = R6,507.91

30 staff (29 cleaners + 1 supervisor) → estimated monthly labour cost ~R195,237

Bid security/guarantee/retention: not specified

Payment terms: 30 days from undisputed invoice

Central Supplier Database (CSD) registration (implied by SBD 4 alignment with CSD director info)

Tax compliance (SARS tax clearance/status PIN) – implied

B-BBEE: SBD 6.1 required; specific goals points for Women (4), Disabilities (3), Youth (3), Eastern Cape enterprises (10), Co-ops/NPOs (0), SA citizen no franchise (0)

UIF registration proof within 7 working days

Provident Fund registration proof within 7 working days

Certificate of compliance/letter of good standing with UIF and Provident Fund within 30 days of award

NCCA (National Contract Cleaners Association) or equivalent registration (for functionality points)

Bargaining Council Compliance (for functionality points)

Basic Conditions of Employment Act compliance

Department of Employment and Labour laws compliance (sectoral determinations, BCEA, LRA)

Occupational Health & Safety Act compliance

Security clearance may be required before service commencement

No CIDB grading required (non-construction)

Occupational Health & Safety Act compliance mandatory

Contractor acknowledges OHS Act, accepts employer duties and responsibilities

Contractor agrees to comply with Department health & safety rules and must inform Department immediately if unable to comply

Permit-to-work procedures and health & safety procedures must be followed

Personnel must comply with all safety, fire, emergency, and security procedures at the institution

Department may deny access to non-compliant personnel and require replacement

Disinfecting of offices quarterly or when required (arranged with employer)

Pest control services quarterly

Detailed cleaning tasks require approved disinfectants for toilets, surfaces, waste bins

Rubbish removal twice daily (morning and afternoon); bins washed with approved disinfectant

Kitchen floors washed, countertops washed, cupboards cleaned weekly to avoid infestation

Restroom/toilet cleaning: floors, countertops, pans, covers, urinals, basins, towel rails, taps with approved disinfectant; mirrors cleaned; sanitary wipes replaced

Windows washed inside on request/when necessary; outside quarterly

Minimum consumables include antibacterial pine gel, liquid hand wash soap, hygiene wipes, sanitary wipes, refuse bags, bin liners, industrial floor stripper

Minimum hardware includes wet/dry vacuum cleaners, heavy-duty mops, brooms, dustpans, sweeper mops, feather dusters, toilet brush sets, mopping buckets with lids, dish swabs, microfiber cloths

Contract formation: on date of letter of acceptance; duration 36 months

Prices fixed (firm) for contract duration

Payment does not constitute acceptance of defective services; Department may withhold disputed amounts

Contractor responsibilities:

• Regard Department operational requirements; no negative impact
• Proactive reporting of incidents/accidents involving personnel; cooperate in investigation
• Cooperate with third-party service providers
• Comply with all applicable legislation and regulations
• Comply with Department procedures/policies (permit to work, health & safety, safety/fire/emergency/security)
• Department may deny access to non-compliant personnel and require replacement
• Provide operating procedures on written request
• Deliver services in clean and tidy manner

Hazardous materials: contractor liable for expenses from damage/injury due to poor quality products

Fire risks: personnel must report immediately and take remedial action

Energy management: comply with Department strategy; provide services energy-efficiently

OHS Act: contractor acknowledges Act, accepts employer duties, agrees to comply with Department health & safety rules, must inform Department if unable to comply

Service Level Agreement: may be agreed in writing for additional quality/performance standards

Performance measurement:

• Periodic checks by Department/Technical Support Manager
• Service complaints investigated per Department-approved procedures
• Full accurate records kept for contract duration; handed over on termination

Breach/termination: per GCC paragraph 23

Indemnity: contractor indemnifies State against loss/damage/claims from personnel acts/omissions or service failures

Sub-contracting: only with prior written Department consent; contractor remains liable

Functionality evaluation (100 points) – minimum 70/100 overall AND minimum in each criterion:

1. Experience (30 pts, min 20): contactable reference letters on letterhead, signed, clear description, ≥6 months; 0=0, 1–2=10, 3–5=20, 6+=30
2. Financial Stability (20 pts, min 15): valid bank rating letter ≤30 days old; ≥R2M=20, R1.5M–R1.999M=15, <R1.5M or none=0
3. Operational Methodology & Risk Contingency Plan (30 pts, min 20): detailed 36-month framework, staff rotation, cross-contamination strategy, labour dispute/absenteeism contingency=30; generic missing cross-contamination=20; irrelevant/incomplete=0
4. Industry Accreditation & Professional Compliance (20 pts, min 15): NCCA/equivalent + Bargaining Council=20; NCCA/equivalent only=15; none=0

Preference points: specific goals as per B-BBEE section

Price/preference system not definitively stated (options for 90/10, 80/20, or either)