Hygiene and cleaning services at idfc cluster 4 properties, kwazulu-natal — 36 months (RFP14/26)

Closing

• 04 November 2026 at 11:00 — proposals due; the tender box is locked at 11:00.

Compulsory briefing (online)

• 22 October 2026, 10:00–12:00.
• Venue: online via Microsoft Teams — https://teams.microsoft.com/meet/3463848694386232?p=EtsN1GXnKtndIL0jv9
• Attendance is compulsory and a certificate of attendance must be submitted.

Clarifications

• Written questions close 23 October 2026 at 16:00.
• Written responses issued to all bidders by 27 October 2026 at 16:00.

Other

• RFP released 13 October 2026.
• Bid validity: 120 days from the closing time.

Compulsory online briefing

• Date and time: 22 October 2026, 10:00–12:00.
• Venue: online via Microsoft Teams — https://teams.microsoft.com/meet/3463848694386232?p=EtsN1GXnKtndIL0jv9
• Attendance is compulsory; a certificate of attendance at the compulsory briefing meeting must be completed and submitted.
• Bidders must sign the attendance list in the name of the tendering entity; addenda are issued and bids received only from entities on the attendance list.

Procurement enquiries

• Unit: Supply Chain Management Unit
• Email: [email protected]
• Telephone: 031 907 8911
• Queries must be in writing and quote the bid number; telephonic clarification requests are not accepted.

Complaints (supply chain management abuses)

• Contact: Larissa Warren
• Telephone: 031 907 8610
• Email: [email protected]
• Anonymous toll-free hotline: 0800 0004 82

Site contacts

• Nombulelo Beja — Jozini, Makhathini, Manguzi and Mbazwana Shopping Centres

Telephone: 031 907 8660

Email: [email protected]

• Bonginkosi Cele — Hlabisa and Mbazwana Factory Units

Telephone: 031 907 8640

Email: [email protected]

• Russel Kumalo — Isithebe Estate Office

Telephone: 032 459 5409

Email: [email protected]

Submission address

Ithala Trade Centre

29 Canal Quay Road (GPS: 29 Signal Road)

Point Waterfront

Durban

Submission method

• Sealed envelopes delivered by hand and deposited in the tender box at ground floor reception.
• One original plus one electronic copy on USB.
• Telegraphic, telephonic, telex, facsimile and e-mail submissions are not accepted.
• Late bids are refused: the tender box is locked at 11:00 and nothing arriving after that time is accepted.
• Bids must be completed on the original IDFC-issued documentation in black ink; the document may not be reproduced or re-typed.
• Bids showing obvious deviation from the requirements are eliminated.

Submission address

Ithala Trade Centre

29 Canal Quay Road (GPS: 29 Signal Road)

Point Waterfront

Durban

Returnable documents

• Part 1: Invitation to Bid.
• Part 2: RFP Summary and Details, listing the returnable documents being submitted.
• Part 3: Compliance schedule (C.3) — mark Yes, No or Noted against each condition; where No, give reasons and the paragraph reference.
• Part 4: SARS tax status — good standing verified through the CSD or a SARS eFiling PIN.
• Part 5: Certificate of Authority to Sign a Bid and Declaration of Interest.
• Part 6: Joint venture or consortium agreement, where applicable.
• Part 7: Technical/functionality proposal, including client reference letters.
• Part 8: Deviations from the Request for Bid on form C.13; if there are none, mark the form "Nil" and sign it.
• Part 9: Pricing schedule.
• Part 10: Procurement timelines.
• Preference Points Claim Form (C.9) under the Preferential Procurement Regulations 2022.
• Certificate of attendance at the compulsory briefing (C.5).
• The successful bidder must sign the written contract form (SBD 7).

Disqualification risks

• Any returnable form omitted or left unsigned.
• Bids received after 11:00 on the closing date.
• Fraudulent documentation — the bid is disqualified and reported to the relevant authorities.
• Soliciting or canvassing information from any IDFC employee or agent between submission and award.
• Bids from persons in the service of the state, or from companies or close corporations whose directors or members are in the service of the state.

• Part 1: Invitation to Bid.
• Part 2: RFP Summary and Details — the bid summary must indicate which returnable documents are submitted.
• Part 3: Compliance to Special Conditions of Bid and noting of evaluation criteria — complete C.3 with Yes/No/Noted, giving details and paragraph references where No.
• Part 4: SARS tax status — good standing verified via the CSD or a SARS eFiling PIN.
• Part 5: Certificate of Authority to Sign a Bid and Declaration of Interest.
• Part 6: Joint venture/consortium agreement, where applicable.
• Part 7: Technical/functionality proposal, including letters of reference from previous or current clients with contact details for similar projects.
• Part 8: Deviations from the Request for Bid on form C.13, or mark the form "Nil" and sign.
• Part 9: Pricing schedule.
• Part 10: Procurement timelines.
• Preference Points Claim Form (C.9) under the Preferential Procurement Regulations 2022.
• Certificate of attendance at the compulsory briefing meeting (C.5).

Evaluation stages

• Stage 1: administrative and compliance check against the bid requirements and conditions.
• Stage 2: technical/functionality evaluation of the proposal.
• Stage 3: price and specific goals (preference points), evaluated only for bidders who qualify at Stage 3.

Notes

• Preference points are claimed on the Preference Points Claim Form (C.9) under the Preferential Procurement Regulations 2022.
• IDFC may invite bidders to presentations before award; presentations may affect functionality points.
• All prices submitted may be subject to negotiation.
• IDFC is not obliged to accept the lowest or any offer, and reserves the right not to award to the highest-ranked bidder under its SCM policy.
• The Bid Adjudication Committee makes the final award; award is at IDFC's sole discretion and IDFC may retract the bid at any time.
• IDFC may award the bid in full or in part.

Scope

• Comprehensive cleaning, hygiene and garden services at IDFC properties in Cluster 4 (Far North), 7 sites, for 36 months.
• Areas covered at each property: parking and hard surfaces, gardens and outside verges, ablutions, staircases, verandas/walkways, guard houses, toilets and basins, windows, floors, and bin/waste areas.

Sites and staffing

Retail shopping centres (contact: Nombulelo Beja)

• Jozini Shopping Centre, Main Road, Jozini — 3 122 m²; 2 day cleaners 7 days a week, 1 late-shift cleaner 7 days a week; gardening once a week.
• Makhathini Shopping Centre, Main Road, Jozini — 4 764 m²; 2 day cleaners 7 days a week, 1 late-shift cleaner 7 days a week; gardening once a week.
• Manguzi Shopping Centre, Main Road, Manguzi — 9 341 m²; 4 day cleaners 7 days a week, 1 late-shift cleaner 7 days a week; gardening once a week.
• Mbazwana Shopping Centre, Main Road, Mbazwana — 3 422 m²; 2 day cleaners 7 days a week; gardening twice a month.

SMME properties (contact: Bonginkosi Cele)

• Hlabisa Factory Units A & B, Lots 266–268, Hlabisa — 756 m²; 1 cleaner 5 days a week; gardening twice a month.
• Mbazwana Factory Units Phase 1 & 2, Area 14, Ubombo, Mbazwane — 600 m²; 1 cleaner 5 days a week; gardening twice a month.

Large industrial (contact: Russel Kumalo)

• Isithebe Estate Office, Block 5, Blue Street, Isithebe Industrial Estate, Mandeni — 3 cleaners 5 days a week; no gardening.

Shift times

• Day shift 06:30–15:00 (8 hours with a 30-minute break).
• Late shift 15:00–19:30 (4.5 hours) at the applicable retail sites.

Hygiene equipment and consumables

• Supply, install and maintain hygiene equipment; the equipment remains the service provider's property, must be replaced within 3 working days if vandalised, damaged, broken or stolen, and must be uplifted at the end of the contract.
• Consumables must never run out on site; hand soap, toilet paper and sanitiser replenished twice daily where the site requires it.
• Hygiene items include sanitary bins, hand dryers, soap/sanitiser dispensers, 3-tier lockable toilet roll dispensers, urinal sanitiser/deo blocks and ablution waste bins.
• Each site: industrial vacuum where cleaning is required, a janitor trolley with broom, dustpan and mop per cleaner, mop, bucket, toilet brushes and ablution-only cloths, plus colour-coded cloths for different applications.
• All cleaning materials and consumables must be SABS approved; hand and surface sanitiser must comply with SANS 490.

Cleaning frequencies — retail

• Floors, surfaces, client information boards and passages/staircases: daily.
• Paved/tarred areas, parking, driveways and walkways: cleaned twice a week; pressure washed quarterly.
• Bin/waste area: twice a week; waste removed and disposed of twice daily.
• Machine scrub/buff of high-traffic floors: monthly.
• Toilets sanitised 6 times a day; toilet bins lined twice daily.
• Glass and metal surfaces spot cleaned weekly.
• Sanitary bins: weekly removal and disposal, with proof of disposal provided to IDFC's Risk Office.
• Toilet paper and soap dispensers replenished twice daily.

Cleaning frequencies — SMME and industrial

• Floors, surfaces and information boards: daily.
• Paved/tarred areas and bin/waste areas: twice a week; waste removed twice daily.
• Toilets sanitised twice a day; toilet bins lined daily.
• Sanitary bins, bag dispensers and urinal sanitiser: weekly minimum.
• Toilet paper and soap dispensers replenished twice daily.

Specialised services

• Quarterly stripping and deep cleaning of toilets and ablution facilities, with all equipment and consumables supplied.
• Carpet and upholstery cleaning every 6 months, done after hours and over weekends (Isithebe Industrial Estate office).
• High-pressure cleaning of concrete surfaces at Isithebe Head Office; high-pressure cleaning of gutters and downpipes with debris removal at all Cluster 4 premises.
• Gardening by an off-site team: grass cutting, garden waste removal, weed control with Roundup or an equivalent glyphosate-based herbicide, fertilising, pruning and watering at the stated frequencies.

Labour

• Labour supplied and remunerated in line with the Bargaining Council for Contract Cleaning Industry (BCCCI) sectoral determination 6.
• All staff issued with full uniform and PPE; relievers provided for the duration of leave.
• During a disease outbreak, standard practices and regulations specific to the facility type must be followed.
• Each site has individual requirements depending on site type; bidders may visit sites where necessary.

Company profile and experience

• Provide a company profile demonstrating expertise in cleaning, hygiene and gardening services.

Approach and methodology

• Set out the proposed approach and methodology, explaining why it suits the scope of work and the objectives of the terms of reference.
• Identify variables and risks associated with the approach and anything else that could affect delivery.
• Cover pre-takeover activities (staff recruitment, purchase of equipment and materials, uniforms), site takeover activities (staff induction and training, hand-over of uniforms and PPE, installation of hygiene equipment, setting cleaning schedules and routines), and ongoing contract activities (monitoring, supervision, contingency measures and follow-up training).

Training plan

• Provide a training and skills development plan for cleaners before work starts, covering general cleaning, deep cleaning and use of equipment.

• Bidders must provide letters of reference from previous or current clients, including contact details, for previous, current or ongoing projects of a similar nature; IDFC may verify these.
• Where a resource working on the IDFC contract becomes unavailable, the service provider must replace that person within 7 days with someone holding the same professional registration and/or qualifications and experience; the replacement is vetted by the IDFC project manager.

• Hand and surface sanitiser supplied to site must be SABS approved and compliant with SANS 490.
• All cleaning materials and consumables must be SABS approved.
• The service provider must keep an adequate supply of materials and consumables on site at all times.
• IDFC may inspect bidders' properties, vehicles and other resources to confirm they can deliver the service effectively and efficiently.

• Any budget amount shown in the document is a guide only; bidders must submit a fair and reasonable costing.
• A pricing schedule that omits one of the specified elements (fees and reimbursable costs) may be considered non-responsive.
• IDFC is a VAT vendor; quoted prices must include VAT where applicable.
• IDFC may require the preferred bidder to register for VAT if the award is expected to exceed R2.3 million over 12 consecutive months.
• All prices submitted may be subject to negotiation.

Pricing

• The pricing schedule (Part 9) must be completed; any budget amount shown is a guide only and bidders must submit a fair and reasonable costing.
• A pricing schedule that omits one of the specified elements (fees and reimbursable costs) may be treated as non-responsive.
• Prices must include VAT where applicable; IDFC is a VAT vendor.
• IDFC may require the preferred bidder to register for VAT if the award is expected to exceed R2.3 million over 12 consecutive months.
• All prices submitted may be subject to negotiation.

Payment

• Payment is for actual services rendered in line with the contract.
• Invoices must comply with section 20 of the VAT Act.
• Payment normally within 30 days of receipt of an acceptable, valid invoice, into the bidder's bank account; banking details must be supplied on award.

Cost of bidding

• Bidders prepare and submit their bid at their own expense.

Registration and tax

• CSD registration is required; provide the CSD number, or a SARS Tax Compliance Status PIN where no TCS PIN is available.
• Bidders must be in good standing with SARS before award; status is verified through the CSD or the SARS eFiling PIN.
• In a consortium, joint venture or where sub-contractors are used, each member and each sub-contractor must submit a separate TCS certificate/PIN or CSD number.

Eligibility

• No bids from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.
• Foreign bidders must complete the questionnaire to bidding foreign suppliers.

B-bbee

• Preference points are claimed on the Preference Points Claim Form (C.9) under the Preferential Procurement Regulations 2022.

Local content / special condition

• Cleaning and hygiene products must be sourced only from the IDFC/KZN Detergent Centres (see special conditions).

Returnable forms

• Certificate of Authority to Sign a Bid (C.4): authorises the named signatory to bind the enterprise.
• Declaration of Interest (C.11): discloses any interest of directors, members or shareholders in the state or in IDFC staff.
• Certificate of Attendance at the Compulsory Briefing Meeting (C.5).
• Joint venture/consortium agreement, where applicable.
• SBD 7 contract form, signed by the successful bidder.
• Bid validity: 120 days.

• All staff must be issued with full uniform and the required personal protective equipment (PPE).
• Protective clothing must comply with the Occupational Health and Safety Act.
• Sanitary waste must be removed and disposed of in line with health and safety regulations.
• In the event of a disease outbreak, the service provider must follow standard practices and the regulations specific to the type of facility.

• Sanitary waste removed weekly; bins refreshed and disposed of in an approved, environmentally compliant manner, with proof of disposal provided to IDFC's Risk Office on a regular basis.
• Garden waste must be removed and disposed of by the service provider.
• Weed control: Roundup or an equivalent systemic, broad-spectrum glyphosate-based herbicide applied to all paved and applicable areas.

Contract basis

• The IDFC Service Level Agreement is the only contract signed by both parties and forms the basis of the contract; IDFC's standard terms and conditions are not negotiable.

Confidentiality and intellectual property

• The bid and all related information must be kept strictly confidential and used only to prepare the bid.
• Copyright in all documentation relating to the assignment belongs to IDFC; all IP arising from the agreement vests in IDFC, which may cede and assign it.
• The service provider may not use information or data generated under the services without prior written permission, and may not disclose documentation or products to other clients without written approval.

Payment

• IDFC pays for actual services rendered; invoices must comply with section 20 of the VAT Act; payment normally within 30 days of an acceptable, valid invoice into the bidder's bank account.

Performance and remedies

• The service provider must give immediate written notice if it cannot deliver within the delivery period, at the quoted price or as specified; IDFC may apply the remedies in the SLA.
• The service provider warrants it can conclude the agreement to IDFC's satisfaction and may not, without prior written consent, be involved in any competing or conflicting business.
• An unavailable resource must be replaced within 7 days with someone holding the same professional registration and/or qualifications and experience, subject to vetting by the IDFC project manager.
• No waiver, favour, delay, relaxation or indulgence operates as a waiver of any right or power.

Domicilium

Ithala Trade Centre

29 Canal Quay Road (GPS: 29 Signal Road)

Point Waterfront

Durban

Award and negotiation

• IDFC may invite bidders to presentations before award, which may affect functionality points.
• IDFC may negotiate terms and conditions, including price, is not obliged to accept the lowest or any offer, and may decline to award to the highest-ranked bidder under its SCM policy.
• A contract is concluded only when reduced to writing and signed by the designated persons of both parties.
• The Bid Adjudication Committee makes the final award; award is at IDFC's sole discretion and IDFC may retract the bid at any time.

Disqualification and integrity

• A bidder is disqualified for soliciting or canvassing information from any IDFC employee or agent between submission and award.
• IDFC will disregard the bid of any bidder or director who abused the supply chain management system or committed fraud or improper conduct, will list them as restricted suppliers, and will disqualify and report bidders who submit fraudulent documentation.
• IDFC may carry out site inspections of bidders to establish the suitability of properties, vehicles and other resources.

Detergent Centre sourcing (mandatory)

• Under IDFC's support of the KZN Township and Rural Economies Revitalisation Strategy (approved by the KZN Cabinet on 06 April 2022), the appointed service provider must buy the listed cleaning and hygiene products only from the KZN Detergent Centres.
• Products covered: dishwashing liquid, antibacterial dishwashing liquid, hard surface cleaner, pine disinfectant gel, pine gel, surface disinfectant (Sani pine), liquid pine disinfectant, antiseptic cleaner, surface disinfectant, household bleach (3,5%), thick bleach, toilet bowl cleaner, liquid drain cleaner, multipurpose degreaser, floor stripper, floor polish, hand soap, antibacterial hand soap, gel hand sanitiser, liquid hand sanitiser, window cleaner and air freshener.
• Centres: KwaMashu Motor Park (eThekwini); Gamalakhe Township (Ugu); Esikhawini (King Cetshwayo); Madadeni Detergent Centre, Madadeni Estate (Amajuba District); and any further centre that becomes available during the contract.

Other conditions

• Contract period: 36 months from date of appointment.
• IDFC may review the number of cleaners from time to time.
• IDFC may award the bid in full or in part.

• Bids submitted in sealed envelopes to Ithala Trade Centre, 29 Canal Quay Road (GPS: 29 Signal Road), Point, Durban, deposited in the tender box at ground floor reception.
• One original and one electronic (USB) copy required.
• Telegraphic, telephonic, telex, facsimile, e-mail and late bids are not accepted.
• Bids with obvious deviation from the requirements are eliminated.
• Bidders must be in good standing with SARS before award; in a consortium, joint venture or where sub-contractors are used, each member and sub-contractor must be SARS compliant.
• No bids from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.
• A copy of the joint venture/consortium agreement must be included.
• Bid validity period: 120 days.
• Bidders must acknowledge receipt of any addenda issued.

Evaluation runs in stages: administrative compliance, then technical/functionality, then price and specific goals for bidders who qualify. Bidders complete the compliance schedule (C.3), marking Yes, No or Noted against each condition, with reasons and paragraph references where No. SARS good standing is verified through the CSD or a SARS eFiling PIN, and each consortium/JV member and sub-contractor must be separately compliant. IDFC may call bidders to presentations before award, which may affect functionality points. Prices may be negotiated. IDFC is not obliged to accept the lowest or any offer and may decline to award to the highest-ranked bidder under its SCM policy. The Bid Adjudication Committee makes the final award.