Three-year office cleaning services and once-off storage relocation for samsa mossel bay

SAMSA seeks a service provider for cleaning services at its Mossel Bay office (6th Floor, Room 109, Plaza Aquada, 55 Marsh Street) for 3 years, plus a once-off task to move boxes from an old storeroom to a new storeroom within the same building. Premises are ±191m² with 5 offices, 1 kitchen, and 2 storage rooms. Communal toilets are excluded from the scope.

Key dates:

• Compulsory briefing session: 18 June 2026 at 11:00, Room 109, Plaza Aquada, Marsh Street, Mossel Bay, 6506.
• Closing date: 25 June 2026 at 11:00.
• Price validity period: Quoted prices must remain valid for at least 60 days after the closing date.

Submission contact:

• Email: [email protected]

Bid enquiries contact:

• Name: Ivor Mothoane
• Email: [email protected]
• Phone: 012 366 2600
• Department: Supply Chain Management

Physical submission address:

• Room 109, Plaza Aquada, Marsh Street, Mossel Bay, 6506.

Submission method and deadline:

• Submit bids via email to: [email protected]. Email subject line must clearly state the RFQ number (RFQ-HO-1651.1).
• Physical delivery address: Room 109, Plaza Aquada, Marsh Street, Mossel Bay, 6506.
• Late bids will not be accepted.

Required forms and documents:

• Use official forms provided (do not re-type).
• Submit all supporting documents as prescribed in the bid document.
• Ensure consistency between declarations and evidence. Inconsistent information may result in 0 points for applicable goals.

Disqualification risks:

• Failure to submit supporting documents as per bid conditions may lead to disqualification.
• Bids from state employees, companies with state-employed directors, or close corporations with state-employed members will not be considered.

Additional notes:

• Delivery costs are included in the total quotation and not evaluated separately.

DELIVERY ADDRESS Room 109 Plaza Aquda, Marsh St, Mossel Bay, 6506

Evaluation system:

• 80/20 or 90/10 preference point system will apply based on the total bid value (80/20 for ≤ R50M, 90/10 for > R50M).
• Points allocated: Price (80 or 90 points) + Specific Goals (20 or 10 points).

Specific goals (80/20 system - max 20 points):

• Equity ownership by HDIs (no franchise pre-1993): 7 points (ID copies, CK1, BBBEE certificate).
• Equity ownership by women: 5 points (ID copies, BBBEE certificate).
• Equity ownership by disabled persons: 2 points (Medical certificate/assessment).
• Equity ownership by youth: 3 points (ID copies, BBBEE certificate).
• Locality (Western Cape): 3 points (CIPC/SARS or proof of address).

Specific goals (90/10 system - max 10 points):

• Equity ownership by HDIs (no franchise pre-1993): 4 points.
• Equity ownership by women: 2 points.
• Equity ownership by disabled persons: 1 point.
• Equity ownership by youth: 1 point.
• Locality (Western Cape): 2 points.

Mandatory requirements (failure to comply = disqualification):

• Three (3) reference letters (≤ 3 years old, signed, on client letterhead) proving office cleaning experience.
• Valid COIDA Certificate / Letter of Good Standing (must be valid at RFQ closing date).

Additional rules:

• Points for specific goals require supporting documents.
• Ownership points awarded pro-rata using share certificates/CSD/SBD.
• Locality points only for suppliers within the Western Cape.
• Consortiums/JVs must detail ownership percentages and submit separate TCS/CSD for each party.
• Fraudulent claims may lead to disqualification, contract cancellation, or 10-year public sector restriction.

Scoring formulae:

• 80/20: Ps = 80(1 - (Pt/Pmin)).
• 90/10: Ps = 90(1 - (Pt/Pmin)).

Scope of work:

• Provide cleaning services for SAMSA Mossel Bay Office (6th Floor, Room 109, Plaza Aquada, 55 Marsh Street) for 3 years.
• Premises size: ±191m² (5 offices, 1 kitchen, 2 storage rooms). Communal toilets are excluded.
• Additional once-off task: Move boxed items from old storeroom to new storeroom within the same building.

Routine cleaning services (3 days/week: Mondays, Wednesdays, Fridays):

• Wash dishes and crockery.
• General office cleaning.
• Dust furniture, equipment, and surfaces.
• Sort and tidy offices.
• Vacuum carpeted areas.
• Clean blinds.
• Weekly window cleaning.
• Quarterly deep cleaning of office carpets.
• Annual sorting and cleaning of storage rooms.
• Quarterly pest control for entire office space and storage rooms.

Once-off labour requirement:

• Collect items from old storeroom.
• Offload items into new storeroom.
• Handle items with care to prevent damage.
• Stack and place items neatly as directed by SAMSA.
• Remove debris or packaging created during the move.

Equipment and materials:

• Service provider must supply, maintain, and replace all cleaning equipment and materials.
• Minimum equipment: Industrial vacuum cleaners (wet/dry), carpet cleaning machines, mops/buckets, brooms/brushes/dustpans, ladders/step stools, window cleaning equipment, waste bin liners.
• Minimum consumables: All-purpose cleaners, glass/window cleaners, floor cleaners, furniture polish.
• All equipment/materials must be of good quality, fit for purpose, and compliant with health, safety, and environmental regulations.
• Faulty equipment must be repaired/replaced immediately.
• SAMSA reserves the right to inspect equipment and materials on site.

Contract terms:

• Services subject to annual performance review.
• Contract duration: 36 months.

Pricing must be submitted using official tables (Annexure B). Include VAT in all prices. Tables cover: (1) Cleaning and pest control services (monthly, 3 years), (2) Once-off box removal, and (3) Summary total. Prices must remain valid for 60 days after closing date. Delivery costs are part of the total quotation.

Pricing requirements:

• Submit pricing using the official tables provided (Annexure B).
• Total bid price must include VAT.
• Pricing must cover both cleaning services (3 years) and once-off box removal.
• Delivery costs are included in the total quotation and not evaluated separately.

Pricing tables:

• Table 1: Cleaning and pest control services (monthly unit price, 12 months/year for 3 years).
• Table 2: Once-off removal of boxes (total price including VAT).
• Table 3: Summary of total pricing (combined total for Tables 1 and 2).

Validity period:

• Quoted prices must remain valid for at least 60 days after the closing date (25 June 2026).

Mandatory compliance:

• Central Supplier Database (CSD) registration (number must be provided).
• Tax Compliance Status (TCS) PIN (apply via SARS e-filing at www.sars.gov.za) or valid TCS certificate.
• If no TCS PIN, CSD number must be provided.
• For consortia/JVs/sub-contractors: Each party must submit separate TCS certificate/PIN/CSD number.
• B-BBEE certificate (valid).
• CIPC registration (CK1 document).
• ID copies of all listed owners (as per CSD report).
• Proof of address (≤ 3 months old) for locality points (if not listed on CIPC/SARS).

Mandatory for qualification:

• COIDA registration and valid Letter of Good Standing (must be valid at RFQ closing date).
• Three (3) reference letters (≤ 3 years old, signed, on client letterhead) proving office cleaning experience.

Exclusions:

• Bids from state employees, companies with state-employed directors, or close corporations with state-employed members are invalid.

Additional notes:

• All submitted information must be consistent with declarations. Inconsistencies may result in 0 points for applicable goals.
• SAMSA reserves the right to verify all documents and disqualify non-compliant bidders.

B-BBEE certificate is mandatory. Points are awarded for equity ownership by HDIs, women, disabled persons, and youth. Locality points are awarded for suppliers based in the Western Cape. Supporting documents (ID copies, CK1, BBBEE certificate, medical assessments) are required for all claims.

All equipment and materials must comply with health, safety, and environmental regulations. Faulty equipment must be repaired or replaced immediately to avoid service disruption. SAMSA reserves the right to inspect all equipment and materials on site.

Contract duration: 36 months, subject to annual performance review. Successful bidder may be required to sign a written contract form (SBD7). Bid is subject to the Preferential Procurement Policy Framework Act, 2000, and General Conditions of Contract (GCC).

Bids must be submitted on time to the correct address (email or physical). Late bids are disqualified. All bids must use official forms. SAMSA reserves the right to disqualify bidders with incomplete or non-compliant supporting documents.

Mandatory requirements: CSD registration, TCS PIN or certificate, B-BBEE certificate, CIPC registration (CK1), ID copies of owners, and proof of address (if claiming locality). For foreign suppliers: Disclose RSA residency, branches, permanent establishments, income sources, or tax liability. Consortiums/JVs must submit separate compliance documents for each party.

Evaluation uses the 80/20 or 90/10 preference point system based on bid value. Points are allocated for price (80 or 90) and specific goals (20 or 10). Specific goals include equity ownership by HDIs, women, disabled persons, youth, and locality (Western Cape). Supporting documents are mandatory for all claims. Consortiums/JVs must provide ownership breakdowns. Mandatory requirements: 3 reference letters (≤ 3 years) and valid COIDA certificate. Fraudulent claims may lead to disqualification or legal action.