Hygiene services for the ccma johannesburg office – 60-Month contract (re-advertisement)

Compulsory briefing session: 19 August 2026 at 11:00 AM via Microsoft Teams (virtual). Attendance is mandatory; failure to attend disqualifies the bid. Closing date for enquiries: 24 August 2026 at 16:00. Bid closing: 02 September 2026 at 11:00 AM. Contract period: 01 July 2027 to 30 June 2032 (60 months).

A Compulsory Briefing Session will be held on 19 August 2026 at 11:00 AM via Microsoft Teams (Virtual). The link to access the session is: https://teams.microsoft.com/meet/314723965262625?p=MdLQRrwRVlqiPs7lnC, Meeting ID: 314 723 965 262 625, Passcode: Ti35Mz7n. Bidders are responsible for ensuring they can access the briefing link before the session. Failure to attend the virtual briefing session will lead to disqualification of the bid.

Enquiries must be directed in writing to Ms. Thabang Kgagane, telephone +27 11 377 6916, email [email protected]. Closing date for enquiries is 24 August 2026 at 16:00. Consolidated responses will be posted on the CCMA website within two days after the enquiry deadline.

Bids must be submitted in duplicate (2 hard copies) plus one electronic copy on USB in PDF format, all bound in a sealed envelope endorsed with the reference number and bid description. The envelope must be deposited in the bid box at the CCMA National Office, 28 Harrison Street, JCI Building, 12th Floor, Johannesburg, by 11:00 AM on the closing date. Bids sent by email, fax, or similar means will not be considered. Late bids are not evaluated. The bid must be signed by a person authorised by a board resolution, with a certified copy of the resolution included. All documentation must be in English. The response must follow the prescribed format: Cover page, Schedule 1 (Executive Summary, completed RFP, company registration, ID documents, medical certificate if applicable, latest CSD report), Schedule 2 (tax clearance, SBD 1, SBD 3.3, SBD 4, SBD 6.1, SBD 7.2, CCMA Standard Conditions, POPIA consent, financial statements, JV/consortium agreement if applicable, B-BBEE certificate), and Schedule 3 (response to Section 2). Failure to attend the compulsory briefing session leads to disqualification.

Bidders must submit their bid responses in the prescribed format: Cover page with RFP reference number, bid description and bidder's name. Schedule 1: Executive Summary, RFP document duly completed and signed, Company Registration Documents, Identity Documents of owner(s), Medical Certificate confirming disability (if applicable), Latest Central Supplier Database Report. Schedule 2: Valid tax clearance certificate with tax compliance status PIN, SBD 1, SBD 3.3, SBD 4, SBD 6.1, SBD 7.2, CCMA's Standard Condition of bid and General Condition of Contract, POPIA consent form, Financial Statements for latest financial year, Joint Venture/Consortium/Subcontracting Agreement (if applicable), BBBEE Certificate. Schedule 3: Response to Section 2.

Bids are evaluated in three stages. Stage 1 – Mandatory Requirements: compliance with COIDA registration, public liability insurance, and waste disposal evidence; non-compliance leads to disqualification. Stage 2 – Functionality: minimum threshold of 70 out of 100 points to proceed. Criteria: Successful work in hygiene services (40 points) – up to 5 positive references not older than 3 years, with 5 references scoring 40, 4 scoring 35, 3 scoring 30, 2 scoring 15, 1 scoring 10, none scoring 0; references must include company name, letterhead, contact person, phone, email, signed and dated. Project plan (30 points) – detailed implementation plan covering all required aspects; full compliance scores 30, otherwise 0. Company profile (10 points) – 7+ years experience scores 10, 5-6 years scores 6, 3-4 years scores 4, 2 years scores 3, 1 year scores 2, less than 1 year scores 0. Financial capacity (20 points) – proof of minimum R50,000 positive cash balance or access to credit. Stage 3 – Price and Specific Goals: 80/20 principle, 80 points for price, 20 points for ownership goals. Current CCMA service providers with poor performance may incur a 10-point penalty.

Scope: Provision of hygiene services for the CCMA Johannesburg office at 127 Fox Street, building size 2928.60 m². Services include supply, installation, maintenance and monthly rental of hygiene equipment and consumables for ablution facilities. Ablution facilities: 4 female (each with 3 toilet cubicles and 2 basins), 4 male (each with 2 toilet cubicles, 1 urinal and 2 basins), and 2 disability facilities (each with 1 basin). Equipment to be supplied and installed once-off: toilet paper holders (22), foam soap dispensers (10), hand lotion dispensers (10), auto air freshener dispensers (10), foot paddle SHE bins (14), seat wipe dispensers (22), SHE sanitary packs (14), auto cut paper towel dispensers (10), wall mounted bins (10), auto flush dispensers (28), and bathroom seat sanitiser dispensers (22). Consumables with specified quantities and frequencies: air fresheners (10, twice monthly), bathroom paper 2 ply (28 bales monthly), foam soap refill 800ml (10 monthly), SHE bags (14 weekly), SHE packets (14 monthly), hand lotion (10 bi-monthly), disinfection cleaner sachets (5 monthly), spray seat sanitiser 400ml (22 monthly), urinal deep clean (4 monthly), bathroom bowl deep clean (22 monthly), toilet brushes (22 bi-annually), paper towels 200m (10 weekly). Monthly service includes installation, rentals, maintenance, batteries and fragrance. Service provider must convene quarterly meetings with the Team Leader: Administration, submit monthly written confirmation of safe disposal, and supply material safety data sheets and chemical register. Staff must be reliable, identifiable by name tag and uniform, and use SABS approved non-toxic chemicals. Training for replacement of consumables is required.

Project plan: The bidder must submit a detailed implementation plan including an implementation schedule covering all equipment, proposed installation timeline for each item, key implementation activities and milestones, proposed completion timeline for each installation, overall project completion timeline, details of resources to be deployed, measures to mitigate potential delays and minimise disruption, and proposed commissioning and handover process. The service provider shall convene quarterly meetings with the Team leader: Administration or delegate.

contract and whose bid is functionally acceptable and/or financially advantageous to the CCMA in line

with the bid specification.

8.3 The CCMA reserves the right to award this bid as a whole or in part.

8.4 The CCMA reserves the right to verify the validity of any submitted documents during the evaluation

process and to request clarification i.e., reference letter, certificates, or qualifications. Any document

that cannot be verified by the CCMA will not be considered for evaluation purposes, and no points will

be allocated in respect of such document.

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8.5 The CCMA reserves the right to consider the guidelines for consultants as provided in the National

Treasury Instruction /2025: Cost Containment Measures, where relevant.

8.6 The CCMA reserves the right to request all relevant information, agreements and other documents to

verify information supplied in the bid response. The bidder hereby gives consent to the CCMA to

conduct background checks on the bidding entity and any of its directors / trustees / shareholders /

members.

8.7 Any bidder found to have submitted fraudulent, false, or misleading information may be disqualified

from the bid process. The CCMA reserves the right to report such matters to National Treasury in terms

of SCM Instruction No. /22 and may take further action, including referral for criminal

investigation where applicable.

• An implementation schedule covering all equipment listed under Section 4.2.
• The proposed installation timeline for each item of equipment.
• Key implementation activities and milestones.
• The proposed completion timeline for each installation.
• The overall project completion t9meline.

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• Details of the resources to be deployed to ensure timely implementation.

• Measures to mitigate potential delays and minimise disruption to the CCMA's operations.

• The proposed commissioning and handover process for all installed equipment.

➢ No project plan submitted/attached, or project plan submitted but doesn’t address all

aspects as per 1.9 = (0 points)

➢ Project plan submitted/attached and addressing all the aspects as per 1.9 = (30 points)

1.3.3. Company Profile in Hygiene Services 10

Bidders must provide a company profile indicating the company’s continuous experience

rendering similar services:

• 7 years of experience and more (10 points)
• 5 – 6 years of experience (6 points)
• 3 - 4 years of experience (4 points)
• 2 years of experience (3 points)
• 1 year of experience (2 point)
• Less than 1 year of experience (0 point)

NB: Documentary proof to support the above experience should be submitted e.g. PO,

letter of award or appointment letter.

1.3.4. Bidders must provide proof of financial capacity with a minimum of R50 000.00 positive 20

cash balance, not a turnover, at the time of bid closure and / or access to credit through

a single or various sources. The submission of either one of the below mentioned

documentations will be considered:

• Bank statement stating a positive balance available in the bank account (electronically

stamped or bank stamped) as at the time of bid closure.

Annexure 2a: pricing schedule

Prices to be firm for the duration of the contract, bidders are advised to take into account all other costs (including statutory

Fees) when pricing their proposals, NO price change will be entertained after the award or during the contract period.

Prices must be firm for the duration of the contract; no price changes will be entertained after award. Bidders must complete the pricing schedule with unit rates for once-off installation costs, monthly rental fees for equipment, and monthly rates for consumables, all VAT inclusive. The schedule includes items such as toilet paper holders, soap dispensers, air fresheners, sanitary bins, paper towel dispensers, and consumables with specified quantities and frequencies. Bidders must provide proof of financial capacity with a minimum of R50,000 positive cash balance at bid closure or access to credit, via bank statement, credit facility letter, or commitment letter from a registered financial service provider. Financial statements for the latest financial year, signed by an independent registered accountant, must be submitted.

Mandatory compliance: Registration and good standing with the Compensation Commissioner (COIDA) – attach valid certificate. Valid public liability insurance cover – attach proof stating period and renewal date. Evidence of waste transporter registration and disposal at a licensed facility – submit valid Waste Transporter Registration Certificate and proof of licensed disposal facility (either own licence or third-party facility with licence and signed agreement). Undertaking to comply with the Occupational Health and Safety Act and the National Environmental Management Waste Act. General compliance: Valid tax clearance certificate with tax compliance status PIN. Registration on the Central Supplier Database (CSD) – include Master Registration Number. Company registration documents and identity documents of owners. B-BBEE certificate. Returnable forms: SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule for professional services), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 7.2 (Contract Form for services), CCMA Standard Conditions of Bid, POPIA consent form. For consortia/JVs, these documents must be submitted for each member.

9.1 By submitting a bid in response to the RFP, the bidder will be taken to offer to render all or any of the

services described in the bid response submitted by it to the CCMA on the terms and conditions and in

accordance with the specifications stipulated in this RFP document.

9.2 The bidder may be required to attend an interview should CCMA require such and the bidder shall be

notified thereof in good time before the actual presentation date. Such interview may include a practical

demonstration of understanding products or services as called for in this RFP.

9.3 The bidder agrees that the offer contained in its bid shall remain binding upon him/her and receptive for

acceptance by the CCMA during the bid validity period indicated in the RFP and calculated from the bid

closing hour and date such offer and its acceptance shall be subject to the terms and conditions

contained in this RFP document read with the bid.

9.4 The bidder furthermore confirms that he/she has satisfied himself/herself as to the correctness and

validity of his/her bid response; that the price(s) and rate(s) quoted cover all the work/item(s) specified in

the bid response documents; and that the price(s) and rate(s) cover all his/her obligations under a

resulting contract for the services contemplated in this RFP; and that he/she accepts that any mistakes

regarding price(s) and calculations will be at his/her risk.

9.5 It is the responsibility of the bidder to ensure that all supporting documentation submitted as part of the

bid is valid and compliant with the requirements of this bid at the closing date.

9.6 The successful bidder accepts full responsibility for the proper execution and fulfilment of all obligations

and conditions devolving on him/her under the supply agreement and SLA to be concluded with CCMA,

as the principal(s) liable for the due fulfilment of such contract.

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9.7 The bidder accepts that all costs incurred in the preparation, presentation and demonstration of the

solution offered by it shall be for the account of the bidder. All supporting documentation and manuals

submitted with its bid will become CCMA property unless otherwise stated by the bidder/s at the time of

submission.

Occupational Health and Safety Act (No: ), requires a government building to provide a clean,

healthy, hygienic and safe working environment. It is against this background that hygiene service is

fundamental.

1.4 Legislative and regulatory framework

1.4.1 This bid and all contracts emanating here from will be subject to General Conditions of Contract (GCC)

issued in accordance with Treasury Regulation 16A published in terms of the Public Finance

Management Act, 1999 (Act ) (PFMA) as well as the Preferential Procurement Policy

Framework Act, 2000 (PPPFA) with its associated Regulations.

1.4.2 The Special Conditions of Contract (SCC) supplement the GCC. However, when the SCC is in conflict

with the GCC, the provisions of the SCC will prevail.

1.4.3 This bid is guided by, inter alia, the following:

• Preferential Procurement Policy Framework Act, 2000 (Act No. ) and its

associated Regulations.

1.5 Duration of the contract

1.5.1 The contract shall be for a period of sixty (60) months.

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1.6 Special instructions to bidders

1.6.1 Bidders must provide full and accurate answers to the questions posed in this RFP document, and,

where required explicitly state “Compliant/Non-Compliant” regarding compliance with the requirements.

Supply and installation of toilet paper holders – TR3 in both female; male and 22 (Each carries 3

disability ablutions tissues) Once off

Supply and installation of foam soap dispenser in female, male and disability 10

ablutions Once off

Supply and installation of hand lotion dispensers in female, male and disability 10

ablutions Once off

Supply and installation of Auto Air freshener Dispenser Sateen in all ablutions 10

(Stylish Silver). Once off

Supply and install foot paddle SHE Bin Elite Stylish Silver) in female and disability 14

ablutions. The bin must be fully lined. Once off

Supply and install Seat Wipe Dispenser POM (Stylish Silver) for all bathroom’s 22

female, male and disability ablutions. Once off

Supply and install SHE Sanitary Pack (Stylish Silver) surface mounted in female 14 Once off

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and disability ablutions.

Supply and Install Auto cut Paper Towel dispenser in all ablution’s female, male, 10

unisex and disability ablutions (Stylish Silver). Once off

Supply and install Bin Wall Mounted – (Stylish Silver) in all ablutions, female, male 10

and disability ablutions. Once off

Supply and install Auto flush dispenser Sateen in all ablutions, female, male, 28

urinals and disability ablutions. Once off

Supply and install bathroom seat sanitiser dispenser (Stylish Silver) in all 22

Air Fresheners 10 Twice monthly

Bathroom Paper 2 PLY 28 Bales Monthly

Foam Soap Refill (800ml) 10 Monthly

SHE Bags 14 Once every week

SHE Packet 1 x 50 14 Monthly

Hand Lotion 10 Bi-Monthly (every two months)

Disinfection cleaner Sachet (100’s) or

1 Auto air fresheners Supply and Bimonthly (twice 10

service monthly)

2 Foam soap refill (800ml) Supply and Monthly 10

service

3 Hand lotion (400ml) Supply and Monthly 10

service

4 Toilet seat spray sanitiser (400ml) Supply and Monthly 22

service

5 Urinal deep cleaning Supply and weekly 4

service

6 Wall mounted plastics bins (20l) Supply and Monthly 10

service

7 SHE bin disposal (12L) Disposal Weekly 14

8 SHE bin liners (bags) (per pack of Supply and Monthly 14

100. service

9 Urinary mat Supply and Weekly 04

service

10 Toilet paper 2 ply (toilet paper 48 Supply Monthly 28 bales

per pack)

11 Sanitary hygiene bags (50 packets) Supply Monthly 14

12 Urinal auto sanitiser Supply Monthly 04

13 Paper towels (200 meters Supply Weekly 10

perforated)

14 Pine liquid (5Litres) Supply Monthly 04

15 Disinfection cleaner sachet (100’s) Supply Monthly 5

16 Toilet brush (15.7L x 4.5W x 4.5H Supply Bi-Annually (twice 22

CM) a year)

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1.12. Project management

• The service provider shall convene quarterly meetings or (as and when required), with the Team leader:

• The service provider must supply material safety data sheets and chemical register for chemicals used.

1.13. Notes:

• Guaranteed workmanship
• Reliable and trustworthy staff with knowledge of all aspects of the service to be provided
• SABS approved hygiene chemicals shall be used
• Non-Toxic chemicals shall be used
• Safety data Sheet for all chemicals- products to be made available
• A prompt service at all times
• All equipment to be in a sound state of use and no exceptions
• All service technicians must be clearly identifiable by means of name tag and uniform.

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Section 3: evaluation criteria

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1. Bids will be evaluated in three (3) stages:

• Mandatory Requirements
• Functionality Evaluation
• Price and Specific Goals

1.1. Stage 1: mandatory requirements

NB: Bidders must take note of the following:

1.2.1 The service provider undertakes to comply with the

Occupational health and Safety Act (regulations for

hazardous substances).

1.2.2 The service provider undertakes to comply with Waste

1. Supply and installation of toilet paper holders – TR3 in both female; male and disability 22 (Each carries 3

ablutions tissues)

2. Supply and installation of foam soap dispenser in female, male and disability ablutions 10

3. Supply and installation of hand lotion dispensers in female, male and disability ablutions 10

4. Supply and installation of Auto Air freshener Dispenser Sateen in all ablutions (Stylish Silver). 10

5. Supply and install foot paddle SHE Bin Elite Stylish Silver) in female and disability ablutions. 14

6. Supply and install Seat Wipe Dispenser POM (Stylish Silver) for all bathroom’s female, male 22

and disability ablutions.

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7. Supply and install SHE Sanitary Pack (Stylish Silver) surface mounted in female and 14

disability ablutions.

8. Supply and Install Auto cut Paper Towel dispenser in all ablution’s female, male, unisex and 10

disability ablutions (Stylish Silver).

9. Supply and install Bin Wall Mounted – (Stylish Silver) in all ablutions, female, male and 10

disability ablutions.

10. Supply and install Auto flush dispenser Sateen in all ablutions, female, male, urinals and 28

disability ablutions.

11. Supply and install bathroom seat sanitiser dispenser (Stylish Silver) in all ablutions, female, 22

male and disability ablution.

1. Auto air fresheners 10 Bimonthly (twice

monthly)

2. Foam soap refill 10 Monthly

(800ml)

3. Hand lotion (400ml) 10 Monthly

4 Toilet seat spray 22 Monthly

sanitiser (400ml)

5. Urinal deep cleaning 4 weekly

6 Wall mounted bin liner 10 Monthly

(20l)

8. SHE bin liners (per 14 Monthly

pack of 100)

9. Urinary mat 04 Weekly

10. Toilet paper 2 ply (toilet 28 bales Monthly

paper 48 per pack)

11. Sanitary hygiene bags 14 Monthly

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(50 packets)

12. Urinal auto sanitiser 04 Monthly

refill

13. Paper towels (200 10 Weekly

meters perforated)

14. Pine liquid (5Litres) 04 Monthly

15. Disinfection cleaner 5 Monthly

sachet (100’s)

16. Toilet brush (15.7L x 22 Bi-Annually (twice a year)

4.5W x 4.5H CM)

• A valid Waste Transporter Registration

Certificate issued by relevant authority;

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and

• Proof that the waste will be disposed of at

a licensed disposal facility issued by relevant

authority, either:

o through a disposal licence held by the

bidder; or

o through a licensed third-party disposal

facility, supported by a copy of the

facility's valid licence and a signed

contractual agreement or letter of intent

confirming that the licensed facility will

receive and dispose of the waste

generated under this contract.

1.2. Bidders undertaking

5.1 All the documentation submitted in response to this RFP must be in English.

5.2 The bidder is responsible for all the costs that it shall incur related to the preparation and submission

of the bid document.

5.3 Bids submitted by bidders which are, or comprised of companies must be signed by a person or persons

duly authorised thereto by a resolution of the applicable Board of Directors, a copy of which Resolution,

duly certified, must be submitted with the bid.

5.4 The bidder should check the numbers of the pages of its bid to satisfy itself that none of their

documents are missing or duplicated. No liability will be accepted by CCMA in regard to anything

arising from the fact that pages/documents of a bid are missing or duplicated.

5.5 A valid Tax Clearance Certificate with the tax compliance status PIN must be included in the bid

response to verify bidders’ tax compliance status.

5.6 All bidders must be registered on the Central Supplier Database (CSD) prior to submitting bids and

include in their bid a copy of their Master Registration Number (Supplier Number) in order for CCMA to

verify the bidder’s tax status on CSD and other Governing compliances.

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1.1 Introduction

The Commission of Conciliation, Mediation and Arbitration (CCMA) intends to appoint a service provider with

suitable expertise and experience to render Hygiene Services. The expected contract duration of the project

is sixty (60) months.

1.2 Background

The Commission for Conciliation, Mediation and Arbitration (CCMA) is an independent and

autonomous organisation that was established by the Labour Relations Act (LRA) to deliver

dispute prevention and resolution services to the people of South Africa. The core mandate of the CCMA, as

one of the organisations charged with implementing the LRA, is derived from the purpose of the LRA, which,

amongst others, is to advance economic development, social justice, labour peace and the democratisation of

the workplace.

1.3 Objective

1.1.1 The service provider must be registered and

in good standing with the Compensation

Commissioner (COIDA). Attach proof of

valid certificate

1.1.2 The service provider should provide a valid

public liability insurance cover– Attach proof

of a valid insurance cover stating the period

and the renewal date.

1.1.3 The bidder must provide evidence that all

waste generated under the contract will be

transported and disposed of in accordance

with applicable environmental legislation.

Special conditions: Bidders must provide full and accurate answers to questions, explicitly stating 'Compliant/Non-Compliant' where required. Failure to comply with Mandatory Requirements will lead to disqualification. Special condition for current service providers: reference checks will include evaluation of current services being provided, and the CCMA will use existing performance as a reference. The awarded service provider will enter into a Service Level Agreement (SLA) with the CCMA.

Mandatory requirements: Bidders must be registered and in good standing with the Compensation Commissioner (COIDA) and provide proof of valid certificate. Must provide valid public liability insurance cover. Must provide evidence that all waste generated will be transported and disposed of in accordance with environmental legislation, including a valid Waste Transporter Registration Certificate and proof of disposal at a licensed facility. Bidders must undertake to comply with the Occupational Health and Safety Act and the National Environmental Management Waste Act.

2. Evaluation Criteria 18
3. Price and Specific Goals 27

Section 3: evaluation criteria

1. Bids will be evaluated in three (3) stages

• Functionality Evaluation
• Price and Specific Goals

1.1. Stage 1: mandatory requirements

next evaluation stage.

1.3. Stage 2: functionality evaluation

The bidders will be required to score a minim

NB: Bidders will be required to meet the minimum threshold of 70 points out of 100 points

to be evaluated further to price and specific goals.

1.4. Stage 3: points for specific goals

Price and specific goals points

Price Evaluation

The proposals will be evaluated in terms of the 80/20 evaluation principle, in line with

Regulations (PPR) 2022, where 80 points is allocated for price and the 20 points will be

Points allocated for Price 80

Points allocated for Specific Goals 20

TOTAL FOR PRICE and SPECIFIC GOALS 100

1.4.2. The applicable preference point system for this tender is the 80/20 through the applicable

Preferential Procurement Regulations principles aligned with the set evaluation thresholds

determined by the National Treasury. The evaluation criteria shall be in terms of the Preferential

2022 provisions that have specific goals as contemplated in section 2(1)(d) of the Act., where 80

points are allocated for price and 20 points will be allocated to promote the CCMA goals on