Cleaning and gardening services for three years at sentech's middelburg operational centre, eastern cape

Appointment of a suitably qualified and experienced service provider to deliver cleaning and gardening services for three (3) years at Sentech's Middelburg Operational Centre, Eastern Cape, under the Southern Region. Reference: RFX 6000003723.

RFQ issue date: 15 October 2026

Compulsory site briefing: 21 October 2026 at 11:00

Closing date and time: 29 October 2026 at 12h00

Bid validity period: 90 days

Compulsory site briefing

• Date and time: 21 October 2026 at 11:00
• Venue: Sentech Middelburg Operational Centre, No. 82 Du Plessis Street, Middelburg, Eastern Cape, 5900

Quotations

• Contact: Nomaswazi Mhlanga
• Role: Administrator
• Telephone: 083 644 5066
• Email: [email protected]

Site briefing venue / operational centre

Sentech Middelburg Operational Centre

No. 82 Du Plessis Street

Middelburg

Eastern Cape, 5900

Submission method: email

Submission email: [email protected]

Closing time: 12h00 on 29 October 2026

Format requirements

• Quotation on the bidder's company letterhead.
• Fully completed and signed in black ink.
• Delivered on or before the closing date and time.
• Bidders must be registered on the Sentech Supplier Database and be tax compliant.
• RFQ terms and Sentech's confidential information must not be disclosed to any other person, firm, the media or competitors, and may only be used for this RFQ.

Returnable documents

• Form of Offer and Acceptance: signed offer recording the total price inclusive of VAT, the authorised signatory, capacity and witness details.
• Schedule of Deviations: records any agreed amendments to the RFQ documents; no deviation is valid unless listed here.
• Pricing Schedule: sets out the offered prices.
• Valid COIDA Letter of Good Standing from the Department of Labour or FEM, reflecting Cleaning & Gardening Services as the registered nature of business.
• Valid B-BBEE certificate, required to claim preference points.
• Company profile, contract list, reference letters or completion certificates, and CV(s) of the cleaning and gardening Supervisor/Team Leader.

Evaluation stages

1. Administrative responsiveness — compliance with the administrative requirements in the RFQ Data.
2. Mandatory criteria — COIDA Letter of Good Standing. Bids that do not comply are not evaluated further.
3. Price and preference — 80/20 system.

Functional criteria (60 points; minimum qualifying score 35)

• Company experience in cleaning and gardening: 3 years or more = 20 points; 2 years = 15; 1 year = 10; none = 0. Evidence: company profile and contract list.
• Completed cleaning and gardening contracts: 5 or more = 20 points; 3 to 4 = 15; 1 to 2 = 10; none = 0. Each contract must have run for at least three months and been completed successfully. Evidence: reference letters or completion certificates.
• Knowledge and capacity: Supervisor/Team Leader with 6 years or more = 20 points; 4 to 5 years = 15; 1 to 3 years = 7; under 1 year = 3. Evidence: detailed CV(s).

Preference points (20 points, 80/20 system)

• Race: 8 points for at least 51% black ownership; 3 points for 25.1–50%; 1 point for 5–25%; 0 below 5%.
• Gender (women): 10 points for at least 51% women ownership; 6 points for 25.1–50%; 2 points for 5–25%; 0 below 5%.
• Disability: 2 points on submission of a doctor's note confirming disability.
• Evidence: a valid B-BBEE certificate. Only bidders who submit a valid B-BBEE certificate can claim preference points.

Price (80 points)

• Formula: Ps = 80 [1 − (Pt − Pmin) / Pmin], where Pt is the price of the bid under consideration and Pmin the lowest acceptable bid.
• The lowest acceptable price scores the highest price points.
• The bidder with the highest total points is recommended for award unless there are compelling and justifiable reasons not to.

Scope

• Cleaning and gardening services at Sentech's Middelburg Operational Centre, Eastern Cape, under the Southern Region.
• Contract period: three (3) years.

Personnel

• The bidder must submit CV(s) of the Supervisor/Team Leader responsible for cleaning and gardening operations, showing relevant industry experience.

Evidence to be supplied

• Company profile and list of services completed.
• Reference letters or completion certificates for completed cleaning and gardening contracts of at least three months' duration.

Company experience

• 3 years or more in cleaning and gardening = 20 points; 2 years = 15; 1 year = 10; none = 0.
• Evidence: detailed company profile and a list of services completed.

Completed contracts

• 5 or more completed cleaning and gardening contracts = 20 points; 3 to 4 = 15; 1 to 2 = 10; none = 0.
• Each contract must have been completed successfully and have lasted at least three months.
• Evidence: reference letters or completion certificates.

Key personnel

• CV(s) of the Supervisor/Team Leader responsible for cleaning and gardening operations, showing relevant industry experience.
• 6 years or more = 20 points; 4 to 5 years = 15; 1 to 3 years = 7; under 1 year = 3.

Pricing

• All prices quoted in South African Rands (ZAR).
• Foreign currency prices: the quoted exchange rate stays fixed for the full contract term, and the bidder bears all currency fluctuation risk and cost.
• No contract price adjustment without Sentech's written approval; any adjustment application must be supported by documentary evidence.
• Sentech may negotiate market-related prices and discounts, and may cancel the bid if market-related prices are not agreed.

Currency and pricing

• All prices quoted in South African Rands (ZAR).
• Where prices are quoted in a foreign currency, the quoted exchange rate remains fixed for the full contract term; the bidder carries all currency fluctuation risk and cost.
• No contract price adjustment without Sentech's written approval; any price adjustment application must be supported by documentary evidence.
• Sentech may negotiate market-related prices and discounts, and may cancel the bid if market-related prices are not agreed.
• Bid validity: 90 days.

Securities and insurance

• Within two days of receiving the completed agreement (including any Schedule of Deviations), the successful bidder must contact Sentech's agent to arrange delivery of securities, bonds, guarantees, proof of insurance and any other contract documentation. Failure to do so is treated as repudiation of the agreement.

Registration and tax

• Registered on the Sentech Supplier Database.
• Tax compliant, with all required information submitted to Sentech.

Mandatory eligibility

• Valid COIDA Letter of Good Standing issued by the Department of Labour or FEM, reflecting Cleaning & Gardening Services as the registered nature of business. Bids without it are not evaluated further.

B-bbee

• A valid B-BBEE certificate is required to claim preference points; the black and women ownership percentages on the certificate determine the points claimed.

Bid formalities

• Quotation on company letterhead, fully completed and signed in black ink.
• Form of Offer and Acceptance signed by an authorised representative.
• RFQ terms and Sentech's confidential information must be kept confidential.

Preference points are awarded under the 80/20 system, with 20 points available for specific goals.

Race

• At least 51% black ownership: 8 points.
• 25.1–50% black ownership: 3 points.
• 5–25% black ownership: 1 point.
• Below 5%: 0 points.

Gender (women)

• At least 51% women ownership: 10 points.
• 25.1–50% women ownership: 6 points.
• 5–25% women ownership: 2 points.
• Below 5%: 0 points.

Disability

• 2 points on submission of a doctor's note confirming disability.

Evidence

• A valid B-BBEE certificate is required to claim preference points.

Within two days of receiving the completed agreement, including any Schedule of Deviations, the successful bidder must contact Sentech's agent to arrange delivery of securities, bonds, guarantees, proof of insurance and any other documentation required by the conditions of contract. Failing to meet these obligations constitutes repudiation of the agreement.

Sentech may appoint one or more suppliers in whole or in part, may appoint none, or may cancel the bid entirely, at its sole discretion.

Administrative responsiveness

• All administrative criteria must be met; failure may result in no award.
• Registered on the Sentech Supplier Database and tax compliant, with all required information submitted to Sentech.
• Quotation on company letterhead, fully completed and signed in black ink.
• Submitted by email, or by the method specified in the RFQ, on or before the closing date and time.
• RFQ terms and Sentech's confidential information must be kept confidential and used only for this RFQ.

Three-stage evaluation: administrative responsiveness, mandatory criteria (COIDA registration), then price and preference on the 80/20 system.

Functional criteria (60 points; minimum qualifying score 35)

• Company experience: maximum 20 points.
• Completed contracts: maximum 20 points.
• Knowledge and capacity: maximum 20 points.

Preference points (20 points)

• Awarded for specific goals covering race, gender and disability.

Price (80 points)

• Formula: Ps = 80 [1 − (Pt − Pmin) / Pmin].

Returnable form

• SBD 4 (Bidder's Disclosure): must be completed and signed, disclosing whether the bidder, its directors, trustees, shareholders, members, partners or anyone holding a controlling interest is employed by the state, is connected to anyone at Sentech, or holds an interest in another related enterprise.

Disqualification risks

• A disclosure found to be untrue or incomplete disqualifies the bid.
• A bidder listed on the Register for Tender Defaulters or the List of Restricted Suppliers is automatically excluded from the process.

Closing: 29 October 2026 at 12:00.

Contract period: three years, covering 2026–2027, 2027–2028 and 2028–2029.

Service schedule

• Cleaning: once a week, 07h30–16h00, preferably Thursdays; where a public holiday falls on the scheduled day, service moves to the preceding day.
• Gardening: twice a week, Tuesdays and Thursdays, 07h30–16h00; where a public holiday falls on the scheduled day, service moves to the preceding day.
• Pest control: quarterly, two treatments a year and six over the contract.
• Window cleaning: inside and outside at least once a month.
• Tree pruning: once a year, during winter.

Returnable documents

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director, shareholder or member is employed by the state or connected to anyone at the department.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points under the PPPFA.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past disqualifications or contract defaults.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no contact with competing bidders.
• CSD registration report and a valid SARS tax compliance status PIN.

Pricing submission

• Complete the bill of quantities in the prescribed format, showing rates and totals for every line item.
• Add 15% VAT and carry the nett total to the Form of Offer and Acceptance.
• Break the total down into annual escalations for Year 1 (2026–2027), Year 2 (2027–2028) and Year 3 (2028–2029).

Qualification

• Bidders must be suitably qualified and experienced in providing cleaning and gardening services.

Preference points

• B-BBEE status level determines the preference points awarded under the PPPFA.

Compliance screening

• Valid CSD registration and a SARS tax compliance status PIN.

Scope

• Cleaning and gardening services at Sentech's Middelburg Operational Centre, Eastern Cape, for three years.
• Cleaning sub-categories: general cleaning; high-access cleaning; hygiene equipment, consumables and services; supply of all cleaning consumables and materials; supply and maintenance of cleaning machinery and equipment.
• Gardening: general garden maintenance.

Premises

• Offices, 1 kitchen, 2 bathrooms, passages, reception, 2 storerooms, 1 boardroom and workshop rooms.
• Working hours: Monday to Friday, 07h30–16h00.

Cleaning services

• General cleaning of offices, boardroom, toilets, kitchen, monitor room, stores and workshops.
• Internal and external window cleaning at least once a month.
• Weekly and monthly cleaning rosters to be provided.
• Provider supplies all cleaning materials, chemicals, consumables and a vacuum cleaner with a soft noise output.
• Provider supplies its own cleaning staff and equipment.
• Hygiene maintenance: 1 sanitary unit and 1 urinal gel fragrance unit, both serviced monthly.
• Cleaning rendered once a week, 07h30–16h00, excluding public holidays; preferably Thursdays, moving to the preceding day when a public holiday falls on the scheduled day.
• Deep cleaning of sanitary conveniences, washing facilities, kitchens, boardrooms, staff areas and restrooms; carpet cleaning and litter picking as required.
• Cleaning of high-level IT and communication equipment (telephones, keyboards, screens, PA devices).

Pest control

• Quarterly service: 2 treatments a year, 6 over the three-year period.
• Target pests: ants, cockroaches, rats, mice and other common crawling insects.
• Approved chemical treatments applied internally and externally; bait stations and rodent traps placed and monitored in strategic locations.
• Spot treatment in kitchens, basements, storage rooms and waste areas.
• Pesticides must comply with SABS/SANS standards and be applied by certified technicians.
• Monitoring, inspection and logging of pest activity, with treatment reports.
• Emergency callouts for infestations between scheduled visits.

Gardening services

• Attendance twice a week, 07h30–16h00, on Tuesdays and Thursdays; where a public holiday falls on the scheduled day, service moves to the preceding day.
• Mowing and trimming lawns; weeding flower beds; trimming and pruning bushes, shrubs and hedges; watering garden and flower beds; planting additional plants on request; applying fertiliser as required.
• General maintenance of the site within the security parameters; sweeping outdoor areas; raking leaves and garden debris.
• Pruning all trees within the security area once a year in winter.
• Removal and disposal of garden waste.
• Ad hoc duties as requested by the manager.
• Provider supplies all gardening tools and equipment.

Consumables and chemicals

• Surface and floor cleaners: neutral pH floor cleaner; floor polish for epoxy and tiles; thickened deodorising detergent/disinfectant; bleach for disinfecting and stain removal; food-safe all-purpose surface cleaner.
• Glass and window cleaner for windows, plastic and stainless steel.
• Hygiene consumables: 2-ply toilet paper, scented pearly white hand soap, wall-mounted soap dispensers with refillable sachets, seat wipe dispensers, digital air freshener refills, 1-ply 150 m hand towel rolls, folded kitchen paper towel bales, wall-mounted wastepaper bins, SHE sanitary bins with servicing.

Cleaning standards

• General cleaning of offices, boardroom, toilets, kitchen, monitor room, stores and workshops.
• Internal and external window cleaning at least once a month.
• Weekly and monthly cleaning rosters must be provided.
• The provider supplies all cleaning materials, chemicals, consumables and a vacuum cleaner with a soft noise output.
• Hygiene maintenance: 1 sanitary unit and 1 urinal gel fragrance unit, both serviced monthly.
• Cleaning rendered once a week, 07h30–16h00, excluding public holidays; preferably Thursdays, moving to the preceding day when a public holiday falls on the scheduled day.

Pest control standards

• Quarterly service: 2 treatments a year, 6 over three years.
• Target pests: ants, cockroaches, rats, mice and other common crawling insects.
• Approved chemicals applied internally and externally; bait stations and rodent traps placed and monitored in strategic locations.
• Spot treatment in kitchens, basements, storage rooms and waste areas.
• Pesticides must meet SABS/SANS standards and be applied by certified technicians.
• Monitoring, inspection and logging of pest activity, with treatment reports.
• Emergency callouts for infestations between scheduled visits.

Pricing format

• Bill of quantities with rates and totals per line item.

Section 1 — general cleaning and gardening (including equipment, chemicals and consumables)

• 1.1 General cleaning services: 36 units, monthly.
• 1.2 Supply of all cleaning equipment, chemicals and hygiene consumables (tools, soaps, paper, bin liners): 36 units, monthly.
• 1.3 Gardening services: 36 units.
• 1.4 Safety file covering PPE and the safety file for the three-year period: 1 sum.

Section 2 — pest control

• 2.1 General pest control (ants, roaches, rats/mice): 6 units, twice a year.

Totals

• Nett total of the RFQ, plus 15% VAT, carried to the Form of Offer and Acceptance.
• Annual escalation breakdown required: Year 1 (2026–2027), Year 2 (2027–2028), Year 3 (2028–2029).

Registration and tax

• Valid CSD registration.
• Valid SARS tax compliance status PIN or tax clearance certificate.

B-bbee

• B-BBEE status level is claimed for preference points under the PPPFA; a valid B-BBEE certificate or qualifying sworn affidavit must be submitted.

Returnable forms

• SBD 1, SBD 4, SBD 6.1, SBD 8 and SBD 9, each completed and signed.

Safety file

• A safety file covering PPE for the three-year contract period is a priced line item in the bill of quantities.

Gardening duties

• Attendance twice a week, 07h30–16h00, on Tuesdays and Thursdays; where a public holiday falls on the scheduled day, service moves to the preceding day.
• Mowing and trimming lawns; weeding flower beds; trimming and pruning bushes, shrubs and hedges; watering garden and flower beds; planting additional plants on request; applying fertiliser as required.
• General maintenance of the site within the security parameters; sweeping outdoor areas; raking leaves and garden debris.
• Pruning all trees within the security area once a year in winter.
• Removal and disposal of garden waste.
• Ad hoc duties as requested by the manager.
• The provider supplies all gardening tools and equipment.