Hygiene and pest control services for the national lotteries commission cape town provincial office – 60 months

The National Lotteries Commission seeks to appoint a suitably qualified service provider to provide hygiene services and pest control for its Cape Town provincial office for 60 months. The scope includes fumigation/pest control, supply and maintenance of dispensers, weekly bin servicing, quarterly deep cleaning, monthly consumables, monthly equipment servicing, and deep cleaning and pest control per the frequency table. The office is at 1C Summer Greens Drive, Century City, Milnerton.

Closing date and time: 01 September 2026 at 11:00 (Standard South African Time).

Bid advertisement date: 20 August 2026.

Validity period: 90 days from closing date.

No compulsory briefing session.

There will be no compulsory briefing session.

Bidding procedure enquiries: Maureen Senyatsi, telephone (012) 432 1470, email [email protected].

Technical enquiries: SCM, telephone (012) 432 1470, email [email protected].

Specific queries relating to this RFQ must be submitted to [email protected] before the closing date.

Bids must be submitted online via the e-Tender portal at https://www.etenders.gov.za/ before the closing time. Late or incomplete submissions will not be accepted. Bids must be in English and submitted on the official forms provided (not re-typed).

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 4 (Bidder's Disclosure): declares any employment by an organ of state, relationships with the procuring institution, and related enterprises; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• POPIA Consent Form: signed consent for processing of personal information.
• Proof of CSD registration reflecting tax-compliant status.
• Valid SARS Tax PIN.
• Valid B-BBEE certificate or sworn affidavit.
• Joint Venture agreement (if bidding as a JV).
• Valid CASA or NCCA membership certificate.
• Valid SAPCA membership certificate.
• Valid COIDA letter of good standing.
• Proof of waste hazard transportation certificate.
• Proof of authority to sign (e.g. company resolution).

Disqualification risks: any mandatory document omitted or unsigned; late submission; collusion with other bidders; canvassing NLC officers between closing and award.

Evaluation is staged:

• Stage 1: Tender closing and opening — only e-Tender submissions accepted.
• Stage 2: Administrative compliance — mandatory documents must be fully completed and signed; non-compliance disqualifies.
• Stage 3: Mandatory compliance — returnable documents, JV agreement, CASA/NCCA, SAPCA, COIDA, waste hazard certificate.
• Stage 4: Technical evaluation — rating scale (Excellent 5, Good 4, Acceptable 3, Minor Reservations 2, Serious Reservations 1, Unacceptable 0). Minimum qualifying score of 70 out of 100. Criteria: company experience (up to 35 points), contactable reference letters (up to 35 points), capacity and ability of key personnel (up to 30 points).
• Stage 5: 80/20 principle — price 80 points, specific goals 20 points. Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Stage 6: Due diligence, contract and award — NLC may verify information and negotiate best and final offers.

Scope of work for the Cape Town provincial office (1C Summer Greens Drive, Century City, Milnerton):

• Fumigation/pest control: fumigate offices with chemicals harmless to humans, as and when requested; ad hoc fumigation with paste or pesticides as required.
• Supply, installation and maintenance (including re-filling) of dispensers in bathrooms and kitchens: automatic stainless-steel liquid gel seat wipes, automated air freshener, 18-litre pedal-operated feminine hygiene disposal bins, feminine hygiene disposal bag dispensers, 3-tier toilet roll dispensers, hand sanitiser, hand lotion, hand towel, wall wastepaper bins, kitchen hand towel, kitchen hand sanitiser, kitchen hand lotion, dishwasher soap dispensers.
• Weekly servicing and safe disposal of all bins (including SHE bins).
• Quarterly deep cleaning per NLC standards.
• Monthly supply and delivery of consumables for the staff complement.
• Monthly servicing of hygiene equipment: repair, replacement, replenishing, battery replacement.
• Deep cleaning: monthly hot steam and eco-friendly chemical sanitisation; bi-annual upholstery cleaning; quarterly interior and exterior window cleaning.
• Pest control: quarterly preventative and reactive treatment; quarterly servicing of bait stations for rodents.
• Develop and monitor schedules for fumigation, carpet cleaning and deep cleaning.
• Deployed staff must be presentable and identifiable.
• Attend quarterly meetings with the Facilities Management Unit.
• Submit monthly and quarterly comprehensive reports.
• Quantity breakdowns per Annexure C.

Company experience in hygiene and pest control services: above 5 years earns maximum points; less than 1 year earns zero.

Contactable reference letters: up to 5 relevant letters on official letterhead, dated and signed by clients, not older than 5 years from closing; appointment letters not accepted; one letter per company.

Project/Contract Manager experience: above 11 years earns maximum points; less than 3 years earns zero.

Bidder profile must include staff organogram and CVs of core staff.

Price proposals (VAT inclusive) must be presented as per Annexure A Pricing Schedule.

80/20 preference point system: price 80 points, specific goals 20 points.

Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).

Price proposals (VAT inclusive) must be presented as per Annexure A Pricing Schedule.

The 80/20 preference point system applies: price 80 points, specific goals 20 points.

Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).

No bond or guarantee requirements stated.

Mandatory registrations and certificates:

• CSD registration (www.csd.gov.za) with tax-compliant status; foreign suppliers with no local entity exempt.
• Valid SARS Tax PIN.
• Valid B-BBEE certificate or sworn affidavit (per Codes of Good Practice).
• Valid CASA or NCCA membership (Cleaning Association of South Africa or National Contract Cleaning Association).
• Valid SAPCA membership (South African Pest Control Association).
• Valid COIDA letter of good standing.
• Proof of waste hazard transportation certificate.
• POPIA consent form signed.
• Joint Venture agreement if applicable.
• Bidders must not be persons in the service of the state, nor companies with directors in state service.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

Specific goals for preference points (total 20 points):

• Black ownership: 100% = 8 points, 51-99% = 4 points, less than 51% = 0. Evidence: copies of IDs, CIPC report, CSD report.
• Women ownership: 100% = 4 points, 30-99% = 2 points, less than 30% = 0. Evidence: B-BBEE certificate or sworn affidavit.
• Youth ownership: 100% = 4 points, 30-99% = 2 points, less than 30% = 0. Evidence: B-BBEE certificate or sworn affidavit.
• Disability ownership: 20% or more = 4 points, 10-20% = 2 points, less than 10% = 0. Evidence: doctor's letter confirming disability (not older than 1 year from closing) and CSD report.

Services must comply with the Occupational Health and Safety Act to provide a clean, healthy, hygienic and safe working environment.

Fumigation must use chemicals harmless to humans.

Weekly safe disposal of all bins including SHE bins.

Bidders must hold a valid COIDA letter of good standing and warrant employee coverage under the Compensation for Occupational Injuries and Diseases Act.

Proof of waste hazard transportation certificate required.

Contract duration is 60 months, effective from appointment or signing of the SLA, at NLC's discretion, subject to monthly progress.

No services or goods before an official NLC Purchase Order is received.

Validity period of 90 days; bidders may be asked to extend in writing, and failure to respond means the bid lapses.

The RFQ takes precedence over attached documents; where silent, the PPPFA applies.

Bidders must not make news releases about the RFQ or award without NLC consent.

Bidders warrant COIDA coverage for all employees and subcontractors for the duration.

Personal information processed under POPIA; award details may be published on e-Tender portal within seven working days.

Supplier performance reviews conducted at least annually for contracts over a year; non-performance may lead to escalating actions.

Bidders found in collusion will be disqualified and restricted from doing business with the state.

Terms and conditions include: confidentiality of the RFQ document; no services before an official NLC Purchase Order; suppliers must register on the Central Supplier Database (CSD) and provide CSD number and summary report; bids must be in English; bidders must comply with the Occupational Injuries and Diseases Act (COIDA); personal information processed under POPIA; validity period of 90 days; no canvassing of NLC officers; collusion leads to disqualification; supplier performance reviews will be conducted.

Mandatory compliance requirements include fully completed and signed SBD forms (SBD 1, SBD 4, SBD 6.1), proof of CSD registration with tax-compliant status, valid SARS Tax PIN, signed POPIA consent form, valid B-BBEE certificate or sworn affidavit, signed Joint Venture agreements if applicable, valid CASA or NCCA membership certificate, valid SAPCA membership certificate, valid COIDA letter of good standing, and proof of waste hazard transportation certificate.

Evaluation is in stages: Stage 1 tender closing and opening; Stage 2 administrative compliance; Stage 3 mandatory compliance; Stage 4 technical evaluation with a rating scale (Excellent 5, Good 4, Acceptable 3, Minor Reservations 2, Serious Reservations 1, Unacceptable 0) and a minimum qualifying score of 70 points out of 100. Technical criteria include company experience (up to 35 points), contactable reference letters (up to 35 points), and capacity and ability of key personnel (up to 30 points). Stage 5 applies the 80/20 principle: price 80 points, specific goals 20 points (black ownership up to 8, women ownership up to 4, youth ownership up to 4, disability ownership up to 4). Stage 6 is due diligence, contract and award.