Appointment of a service provider for cleaning and hygiene services at ceta head office and provincial offices

• Purpose: Appoint a service provider for cleaning and hygiene services at CETA Head Office and provincial offices for 36 months.
• Background: CETA requires a reliable provider to maintain clean, safe, and functional working environments.
• Locations and Staffing: Services required at 9 sites (Head Office in Midrand and 8 provincial offices). Total of 12 cleaners and 1 supervisor, with specific gender preferences per location.
• Scope Overview: Comprehensive cleaning of offices, boardrooms, kitchens, bathrooms, windows, basements. Includes supply and maintenance of hygiene equipment and consumables. Ad-hoc boardroom services. Detailed task frequencies and standards provided.

• Closing date: 31 July 2026.
• Closing time: 11:00.
• Briefing session: None specified.
• Validity period: 90 days from the closing date.

• For bidding procedure enquiries: Dr Sibusiso Sifunda, Supply Chain Management Unit.
• Email: [email protected] and CC [email protected].
• Telephone: +27 11 265 5901.
• Submission address: CETA Head Office, 52 14th Road, Noordwyk, Midrand, 1687. Attention: Supply Chain Management – Bids.
• Fraud reporting channels: Toll-free 0800 053 927, WhatsApp 0860 004 004, email [email protected], online www.behonest.co.za.

• Submit one original hard copy and one unlocked USB with all returnable documents.
• Deliver to: CETA Head Office, 52 14th Road, Noordwyk, Midrand, 1687. Attention: Supply Chain Management – Bids.
• Closing date: 31 July 2026 at 11:00. Use the clock at CETA Head Office Reception as official time.
• You must sign the tender register at CETA Head Office Reception. If using a courier, ensure the courier writes your company name on the register. Submissions not registered will be disqualified.
• Required returnables include SBD forms (SBD 1, SBD 4, SBD 6.1, SBD 7.2, GCC) and schedules as per the bid checklist.
• Bids must be structured, numbered, and separated with file dividers as per the specified schedule order.
• Failure to submit compulsory documents (e.g., COIDA letter, NCCA/BCCCI/BEECA registration) leads to immediate disqualification.

Eligible bidders must: be registered on CSD with tax compliant status; have valid COIDA Letter of Good Standing; be registered with NCCA, BCCCI, or BEECA as active members; not be in service of the state or have directors/members in state service; submit all mandatory SBD forms; meet functionality threshold of 80/100 points; comply with minimum wage requirements per Sectoral Determination 1; and provide supervisor meeting NQF Level 4 + 5 years experience requirement. Joint ventures require signed JV agreement, CSD reports for all members, SBD4 for all members, and consolidated BBBEE certificate.

• Scope: Provide cleaning and hygiene services at CETA Head Office (Midrand) and 8 provincial offices for 36 months.
• Staffing: Total of 12 cleaners plus 1 supervisor. Specific gender preferences and locations detailed in the document (e.g., Head Office: 4 cleaners + 1 supervisor, with 3 female and 2 male preference).
• Deliverables:

• Detailed cleaning tasks for offices, boardrooms, passages, storerooms, server rooms, kitchens, bathrooms/toilets, windows, and basements. Frequencies range from daily to quarterly.
• Use of SABS/SANS approved 70% alcohol-based disinfectants.
• Minimum equipment and materials required (e.g., color-coded cloths, mops, vacuum cleaners, uniforms) for the contract duration.
• Cleaning consumables (e.g., ammonia, bleach, detergents) for the contract duration.
• Hygiene equipment and services: supply, installation, and maintenance of sanitary bins, soap dispensers, air fresheners, paper towel dispensers, etc.
• Hygiene consumables: monthly replenishment quantities specified for items like sanitary bags, soap refills, toilet paper, urinal blocks.

• Ad-hoc tasks: Boardroom preparation (setup beverages, crockery), replenishment during meetings, post-meeting cleaning, restocking.
• Reporting: Submit monthly detailed service reports, quarterly consolidated reports, cleaning schedule checklists, and attendance registers.
• Health and Safety: Compile a health and safety site file including COIDA certificate, OHS risk assessments, staff certificates, first aid, emergency procedures, policies, and environmental plan.

• Submission Requirement: Include methodology and approach/company brochure as Schedule 4 in bid response.
• Evaluation Criterion: Methodology is scored out of 25 points in functionality evaluation. Must address cleaning schedules, staffing, materials, quality control, complaint handling, and boardroom services.

• Reference Letters: Submit three written reference letters on official client letterheads confirming cleaning/hygiene experience, dated, signed, with client contacts, not older than five years.
• Supervisor Qualifications: Supervisor must have minimum NQF Level 4 qualification and at least five years' experience in cleaning/hygiene supervision. Submit certified copies of qualifications (certification not older than six months) and CV.

• Methodology Requirements: Bidder's proposal must address daily, weekly, and monthly cleaning schedules; staffing structure and supervision; cleaning materials, equipment, and chemicals; quality control and inspection processes; handling of complaints and emergency requests; boardroom preparation and hygiene protocols.
• Scoring: Detailed methodology covering all six elements scores 25 points, covering 4-5 elements scores 15 points, covering 1-3 elements scores 5 points.

• Pricing Table: Use Table G in the document to submit monthly and annual costs for Year 1, Year 2, and Year 3, excluding VAT.
• Cost Components: Price must cover Supervisor, Cleaning Personnel, Tools and Services, Cleaning Consumables, Hygiene Equipment, and Hygiene Consumables.
• Inclusive Costs: Personnel wages must include all hidden costs and benefits (UIF, bonuses, COIDA, Skills Development Levy, Provident Fund).
• Regulatory Compliance: Hourly rate must meet the minimum prescribed by the Contract Cleaning Sector determination.

• Pricing must be submitted using the provided Pricing Table (Table G) for Year 1, Year 2, and Year 3.
• Cost components include Supervisor, Cleaning Personnel, Tools and Services, Cleaning Consumables, Hygiene Equipment, and Hygiene Consumables.
• Personnel wages must be inclusive of all hidden costs and benefits (UIF, bonuses, COIDA, Skills Development Levy, Provident Fund).
• Hourly rate must not be less than the Minimum Rate prescribed by the Department of Employment and Labour, Sectoral Determination 1: Contract Cleaning Sector.
• Pricing is to be submitted excluding VAT, with VAT (15%) calculated separately. Total bid amount is the sum of three years including VAT.

• Tax Compliance: Must be registered on the National Treasury Central Supplier Database (CSD). CSD proof of registration is required. At award, bidder must be tax compliant on CSD. Submit TCS PIN or CSD number.
• B-bbee:

• EMEs: Submit sworn affidavit confirming annual total revenue ≤ R10 million and level of black ownership, or a B-BBEE level verification certificate.
• QSEs: Submit sworn affidavit confirming annual total revenue between R10 million and R50 million and level of black ownership, or B-BBEE level verification certificate.
• Other bidders: Submit original and valid B-BBEE status level verification certificate from a SANAS accredited verification agency.
• Subcontracting: If subcontracting >25% of contract value, the subcontractor must qualify for at least the same points, unless it is an EME with capability.

• Compulsory Documents: Valid COIDA Letter of Good Standing and proof of registration with NCCA, BCCCI, or BEECA.
• Joint Ventures: Must submit signed JV agreement, CSD reports for all members, completed SBD4 for all members, and valid BBBEE certificate of the JV.
• Due Diligence: Recommended bidder subject to due diligence including office verification (lease/ownership proof) and submission of employment contracts for proposed team.
• Other: Complete and sign SBD 1, SBD 4, SBD 6.1, SBD 7.2, and GCC forms.

• Health and Safety File: Bidder must compile a site file including all statutory and management information for the contract. Must include COIDA certificate, OHS risk assessments, cleaning staff certificates, first aid, emergency procedures, Health & Safety Policy, Environmental Management Plan, and COVID-19 protocols if applicable.
• EHS Plan Requirement: As part of functionality evaluation, submit an Environmental, Health and Safety Plan covering OHS policy, chemical handling procedures, PPE provision, incident reporting, and waste management.

• Waste Management: Procedures for safe disposal of sanitary bins and general waste.
• Chemical Use: Use of SABS/SANS approved disinfectants and cleaning agents. Emphasis on environmentally suitable dilutions and non-harmful, non-flammable products.
• EHS Plan Element: Plan must include waste management and environmental procedures.

• Contract Duration: 36 months from date of appointment.
• Pricing Compliance: Hourly rates must not be less than the Minimum Rate prescribed by the Department of Employment and Labour, Sectoral Determination 1: Contract Cleaning Sector.
• General Terms: The 80/20 preference point system applies. CETA reserves the right to cancel the tender or not appoint any bidder.