Supply, installation and maintenance of sanitary and healthcare services for SARS offices countrywide — 36 months (RFP 18/2026)

Closing: 10 November 2026 at 11:00

Compulsory briefing session: 19 October 2026 at 11:00 — venue: online meeting (link to be provided). Attendance is compulsory.

Enquiries

• Email: [email protected]

Submission

• Method: SARS tender office / e-procurement
• Submission email: [email protected]

Service delivery

• SARS offices nationwide as listed in Annexure B (clusters A to G).

Submission method: SARS e-procurement / tender office (tender box).

Submission email: [email protected]

Closing time: 11:00

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 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at SARS.
• 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): discloses any prior SCM transgressions.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no contact with competing bidders.
• Annexure B (Tick Sheet): indicates the cluster(s) the bidder is bidding for.
• Pricing Template: completed for ALL items in each selected cluster, signed hardcopy and Excel soft copy.
• Proof of CSD registration and valid tax compliance status PIN.
• B-BBEE certificate or sworn affidavit.
• Proof of SANS 1887 compliance for toilet paper.
• Company profile and three most recent years' annual financial statements.
• Proof of qualifications, skill levels and compliance with the Occupational Health and Safety Act.

Disqualification risks:

• Pricing template incomplete, amended or not submitted for all items in a selected cluster.
• No cluster ticked on Annexure B (bidder regarded as not bidding for that cluster).
• Returnable form left unsigned or omitted.
• Bid received after the closing time.
• Failure to meet minimum technical threshold of 70/100.

Evaluation stages:

1. Gate 0 — Administrative prequalification: CSD registration, tax compliance, completed and signed returnable forms. Non-compliant bids may be disqualified.
2. Gate 1 — Technical/functionality evaluation: scored out of 100 points. Minimum qualifying score: 70/100. Bidders below 70 are disqualified.
3. Price and specific goals evaluation: preference points system applied.

Technical evaluation criteria (100 points):

• Company experience and references: 20 points
• Experience: 5 points (5 years or more = 5 points; 4 years = 3 points)
• References: 15 points (each reference scored out of 5; contract value R1 000 000 or more = 2 points; contract duration 12 months or more = 2 points; maximum three references scored; missing item scores 0)
• Proof of qualifications, skill levels and compliance with relevant legislation (e.g. Occupational Health and Safety Act): 27 points
• Proof of qualification: 12 points
• CV demonstrating at least 3 but less than 5 years' relevant experience = 3 points; less than 3 years with no CV = 0 points.

Preference points: PPPFA system applied (80/20 or 90/10 as per SARS guidelines).

SARS reserves the right to verify references and to employ subject matter experts during evaluation.

Scope: supply, install, service and maintain sanitary and healthcare equipment and provide related consumables and scheduled or as-and-when-required services at SARS offices countrywide for 36 months.

Clusters (bidders may bid for one or more):

• Cluster A: Western Cape
• Cluster B: Eastern Cape
• Cluster C: KwaZulu-Natal
• Cluster D: Free State and Northern Cape
• Cluster E: Limpopo, North West and Mpumalanga
• Cluster F: Head Office and Gauteng North
• Cluster G: Gauteng South and Central

Equipment and consumables (minimum specifications):

• Sanitary hygiene bins (SHE bins): white coated plastic, 20 litre, automatic sensor, self-closing tight-fitting lids with trap doors and lifting sensor, batteries supplied free of charge, lined with red plastic bags, treated with SABS-tested environmentally friendly chemicals that sanitise, sterilise and deodorise. Serviced/replenished weekly, monthly or bi-weekly.
• Nappy bins: white coated plastic, 50 litre, serviced/replenished bi-weekly.
• Automatic toilet and men's urinal sanitisers: white coated plastic, 800ml sanitising liquid replenished as a service, must not interfere with plumbing, leaking units replaced free of charge, liquid biodegradable, drips every 90 seconds, maintained monthly.
• Automatic air freshener dispensers: white coated plastic, batteries supplied free of charge, aerosol canisters changed as a service, adjustable spray settings, environmentally friendly, replaced free of charge on breakage, maintained monthly.
• Anti-theft brackets for air freshener dispensers: white coated mild steel, lockable, replaced free of charge on breakage, maintained monthly.
• Automatic sensor foam soap dispensers: white coated plastic, 400ml and 800ml, reliable pump mechanism, pre-measured foam, SABS approved, drip-free, sealed system, minimum 1200 hand washes, mild soap, replaced free of charge on leakage or faulty pump, batteries supplied free of charge, maintained monthly.
• Toilet roll holders: white coated plastic, accommodate at least three standard TR3 rolls, lockable, easy to fill, powder-coated rust-proof, replenished by SARS cleaners, replaced free of charge on breakage, maintained monthly.
• Automatic sensor toilet seat sanitiser dispensers: white coated plastic, 400ml, seat spray liquid sachets replenished by SARS cleaners, adjustable spray settings, non-leaking, replaced free of charge on breakage, maintained monthly including batteries.
• Automatic sensor hand paper towel dispensers: white coated plastic, automatic and lockable, batteries provided and replaced by bidder, programmable paper length, automatic cut-off, paper towels replenished by SARS cleaners, replaced free of charge on breakage, maintained monthly.
• Wall-mounted wastepaper bins: white coated plastic, approximately 30 litre, maintained monthly.
• Urinal auto flushers: stainless steel, automatic flush every 24 hours, 2-second pre-flush, infrared sensor with maximum 65cm range, battery operated with batteries provided and replaced by bidder, maintained monthly.
• Automatic sensor hand sanitiser dispensers: white coated plastic, 400ml, lockable and refillable, reliable pump, pre-measured liquid, drip-free, sealed system, replaced free of charge on leakage or faulty pump, sanitiser sachets replenished by SARS cleaners, maintained monthly including batteries.
• 2-ply soft hand paper towels: perforated, double ply, approximately 200mm width, roll length approximately 125 metres, biodegradable, blend of nonwoven synthetic and natural fibres, soft and strong, environmentally friendly and recyclable, replenished by SARS cleaners. Costing per roll (not recycled paper).
• Tissue (folded) hand paper towels: Q-cut folded perforated double ply, approximately 240mm x 90mm, 200 sheets per pack, biodegradable and environmentally friendly, soft and gentle, replenished by SARS cleaners. Costing per pack (not recycled paper).
• Toilet paper: 1-ply and 2-ply virgin (not recycled), 1-ply 500 sheets per roll, 2-ply 350 sheets per roll, supplied in 48 units per bale, must comply with SANS 1887 (proof of compliance required at tender stage), environmentally friendly, replenished by SARS cleaners.
• Automatic air freshener canisters: scented, fit supplied dispenser, environmentally friendly and CFC free, various fragrances, replacement every 30 days.
• Hand sanitiser refill: 400ml, 70% alcohol-based, hypoallergenic, anti-bacterial, dermatologically tested, sealed non-drip cartridge, replenished by SARS cleaners.
• Foam soap and liquid refills: 400ml and 800ml scented foam soap sachets, 5 litre hand washing liquid soap, hypoallergenic, anti-bacterial, dermatologically tested, sealed non-drip cartridge, replenished by SARS cleaners.
• Toilet seat sanitiser refill: 400ml sachet, hypoallergenic, anti-bacterial, dermatologically tested, sealed non-drip cartridge, replenished by SARS cleaners.
• Urinary mats: anti-splash, scented, round, approximately 18cm diameter (not bigger than 18cm), quick draining, retains original size, replenished by SARS cleaners, priced per unit.
• Clear plastic bin liners for wastepaper bins: fit wall-mounted bin, approximately 60mm x 650mm, 25 micron, replenished by SARS cleaners.
• Auto sanitiser refill: prevents uric scale build-up and cleans existing scale, maintains pipes, traps and drains, reduces odours, sealed non-drip cartridge, 100% biodegradable, replacement every 30 days, bidder responsible for servicing.
• Chemical deep cleaning of ablution areas: monthly chemical deep cleaning of wash basins, toilets, urinals and showers using safe environmentally friendly preparations, performed by skilled trained and supervised operators.

Service and maintenance requirements:

• All rental equipment must be new and in working order, replaceable and in working order for the contract duration.
• Service period: 72 hours (three working days) from receipt of purchase order.
• Maintenance in accordance with manufacturer's warranty.
• Monthly inspection and maintenance of units.
• Delivery/service period: 48 hours (two working days) strictly adhered to; breach may result in monetary penalties or cancellation.
• Proof of Delivery (POD) required on delivery.
• Serviceable items replenished within specified timeframes (e.g. air freshener, auto sanitiser within 30 days).
• Installation and removal subject to written consent from Regional Physical Facilities Management; landlord approvals secured by SARS.
• Bidder liable for damages to premises during installation, maintenance or removal, including replacement of wall tiles.
• Training plan and skills transfer to SARS cleaning staff for replenishment of hand paper towel, foam soap, hand sanitiser, toilet seat sanitiser and toilet roll dispensers.
• Bidder must furnish appointed offices with contact details of responsible person and ensure adequate stock before contract commencement.
• If an item/model is replaced or withdrawn by manufacturer, bidder must submit supporting evidence and full particulars of replacement for SARS approval.

Pricing:

• Prices in South African Rand, excluding VAT; VAT at 15% added automatically by template.
• Pricing template must be completed for ALL items in each selected cluster; incomplete or amended template results in disqualification.
• Pricing must be fully inclusive of all costs, overheads, travel expenses and profit margins; no additional charges accepted after bid submission.
• Pricing firm for 180 days from closing date.
• Annual escalation to be indicated for Year 2 and Year 3.
• Signed hardcopy and Excel soft copy of pricing required.
• Estimated quantities are for evaluation purposes only; final quantities agreed post-award without amendment to quoted rates.

Bid security / guarantee:

• Performance Guarantee signed by a Financial Service Provider (Guarantor) of the holding company, undertaking to cover risks associated with the bidder if awarded the RFP.
• For incorporated joint ventures, power of attorney to bind the other party(ies) required.

Payment terms: as per SARS standard conditions (not detailed in extract).

Mandatory eligibility:

• CSD registration (Central Supplier Database).
• Valid tax compliance status (SARS TCS or tax pin).
• B-BBEE certificate or sworn affidavit to claim preference points.
• Proof of SANS 1887 compliance for toilet paper at tender stage.
• Proof of qualifications, skill levels and compliance with relevant legislation (e.g. Occupational Health and Safety Act).
• Necessary operational infrastructure and technical capability to service every office in each selected cluster.
• Bidders with physical presence in Gauteng may bid for clusters F and G.

Returnable forms (one line each):

• SBD 1: bidder and contact details, signed offer cover page.
• SBD 4: declaration of interest regarding state employment or connections.
• SBD 6.1: preference points claim for B-BBEE.
• SBD 8: declaration of past supply chain management practices.
• SBD 9: certificate of independent bid determination.
• Annexure B: cluster tick sheet.
• Pricing template: completed for all items in selected clusters.

Minimum technical qualifying score: 70/100.

Local content: not specified in extract.