Cleaning, hygiene, and pest control services for department of electricity and energy (12-Month contract)

Appointment of a service provider to render cleaning services, hygiene services, ablution deep cleaning, pest control/fumigation, and food service aid for the Department of Electricity and Energy for a period of twelve (12) months. Bid reference: DEE/002/2026/27.

• Closing Date: 25 June 2026
• Closing Time: 11:00
• No briefing session or site visit details specified in this document

• SCM/Bidding Procedure Enquiries: Mr. Samuel Msiza, Tel: 012 406 7910, Email: [email protected]
• Technical Enquiries: Mr. David Moima, Tel: (012) 406 7790, Email: [email protected]
• Physical Address for Submission: 192 Cnr Visagie and Paul Kruger Street, Matimba Building, Pretoria, 0001

• Submit bids on official forms only — do not re-type or substitute forms
• Deposit bids in the designated bid box at: Department of Electricity and Energy (DEE), 192 Cnr Visagie and Paul Kruger Street, Matimba Building, Pretoria, 0001
• Bid box closes strictly at 11:00 on 25 June 2026 — late submissions will not be considered
• Include proof of authority (e.g., company resolution) when signing the bid
• Returnable documents must be completed in full — incomplete submissions may be disqualified
• Bids are subject to the Preferential Procurement Policy Framework Act, 2000 and General Conditions of Contract (GCC)
• Successful bidder must sign SBD7 contract form before work commences

• Completed SBD1 form with all supplier information fields
• TCS PIN from SARS or CSD number (or printed TCS certificate)
• Proof of authority to sign bid (e.g., company resolution)
• Completed foreign supplier questionnaire (if applicable)
• SBD7 contract form (required from successful bidder only)
• Note: This document does not list all returnable documents — refer to complete tender specification for full list

Bids will NOT be considered from: (1) Persons in the service of the state, (2) Companies with directors who are persons in the service of the state, (3) Close corporations with members who are persons in the service of the state. Bidders must be tax compliant. Late bids will not be accepted. Failure to provide required particulars may render the bid invalid. Bidders must have proof of authority (e.g., company resolution) to sign the bid.

• Scope: Cleaning services, hygiene services, ablution deep cleaning, pest control/fumigation, and food service aid
• Duration: 12 months
• Client: Department of Electricity and Energy (DEE)
• Note: Detailed technical specifications, service levels, and performance requirements are not included in this SBD1 document — refer to the complete tender specification for full scope details

• Tax Compliance: Bidders must submit a Tax Compliance Status (TCS) PIN from SARS OR a Central Supplier Database (CSD) number
• Apply for TCS PIN via SARS e-filing at www.sars.gov.za or submit a printed TCS certificate with the bid
• For joint ventures/consortia/sub-contractors: each party must submit separate TCS certificate, PIN, or CSD number
• Foreign suppliers: Complete the foreign supplier questionnaire — if not a RSA resident with no RSA branch, permanent establishment, income source, or tax liability, tax registration is not required
• State employees prohibited: Bids from persons in service of the state, companies with state-employee directors, or close corporations with state-employee members will not be considered
• B-BBEE: Subject to Preferential Procurement Policy Framework Act, 2000 and Preferential Procurement Regulations — specific B-BBEE scoring and threshold details not specified in this document
• Failure to comply with any of the above requirements may render the bid invalid

• Bid subject to Preferential Procurement Policy Framework Act, 2000 and Preferential Procurement Regulations
• Specific B-BBEE certificate level requirements and preference point allocation not detailed in this SBD1 form
• Refer to complete tender documentation for B-BBEE scoring criteria and minimum threshold requirements

• Contract governed by General Conditions of Contract (GCC)
• Special conditions of contract may apply if specified elsewhere in tender documentation
• Successful bidder required to sign SBD7 written contract form before commencement
• Duration: 12 months from date of contract signature
• Note: Detailed contract terms, termination clauses, penalties, and SLA requirements not included in this SBD1 document

• Supplier must provide: company name, postal address, street address, telephone number (with code), cell phone number, facsimile number (with code), email address, VAT registration number
• Tax compliance status: submit TCS PIN from SARS or CSD number
• Foreign supplier declaration: confirm RSA residency, RSA branch presence, permanent establishment, income source, and tax liability status
• Accredited representative status in South Africa must be declared
• Proof of authority to sign (e.g., company resolution) required

• SCM Enquiries: Mr. Samuel Msiza, Tel: 012 406 7910, Email: [email protected]
• Technical Enquiries: Mr. David Moima, Tel: (012) 406 7790, Email: [email protected]
• Submission Address: Department of Electricity and Energy (DEE), 192 Cnr Visagie and Paul Kruger Street, Matimba Building, Pretoria, 0001

Tender means written offer in response to invitation for goods/services through competitive tendering process. Tender for income-generating contracts means written offer resulting in legal agreement producing revenue for organ of state, including leasing and disposal of assets and concession contracts, excluding direct sales and disposal through public auctions. No scope description for cleaning, hygiene, pest control, or food service aid services provided.

No specific contact details provided in this document. Submission address field left blank in source document.

Returnable Documents: SBD 6.1 Preference Points Claim Form must be completed and submitted with the tender. No other specific submission requirements, addresses, or returnable document lists are provided in this document. Bidders should refer to the full tender document for submission details.

The tender is open to all legally registered companies/firms. To claim preference points, tenderers must be: (1) Enterprise owned by Black people, (2) Enterprise owned by Women, (3) Enterprise owned by Youth, (4) Enterprise owned by Disabled persons, or (5) Enterprise classified as SMME (QSE or EME). Proof of ownership/classification must be provided with the tender submission.

This document is the SBD 6.1 preference points form only. No technical specifications for cleaning, hygiene, pest control, or food service requirements are included. Bidders must obtain the full tender document for scope details.

Price means amount tendered for goods/services including all applicable taxes less unconditional discounts. Rand value means total estimated contract value in Rand calculated at time of bid invitation, including all applicable taxes. No pricing schedule template or bill of quantities provided.

Price definition: amount tendered for goods/services, includes all applicable taxes less unconditional discounts. Rand value: total estimated contract value calculated at time of bid invitation, includes all applicable taxes. No specific pricing format, bonds, guarantees, or payment terms provided.

SBD 6.1 Preference Points Claim Form is mandatory. Bidders must declare company/firm details including registration number and type (Pty Ltd, Close Corporation, etc.). Declaration required confirming: (i) information is true and correct, (ii) preference points claimed per General Conditions, (iii) contractor may be required to furnish documentary proof, (iv) fraudulent claims may result in disqualification, recovery of costs/losses/damages, contract cancellation, restriction from organ of state business for up to 10 years, and/or criminal prosecution. CSD registration, tax clearance, and B-BBEE documentation required to support specific goals claims.

Specific goals allocation: 4 points each for Black-owned enterprise, Women-owned enterprise, Youth-owned enterprise, Disabled-owned enterprise, and SMME (QSE/EME). Failure to submit supporting documentation for specific goals claims means points will not be awarded. Organ of state may verify claims at adjudication or subsequently. Fraudulent claims may result in disqualification, damages recovery, contract cancellation, restriction from government business for up to 10 years, and criminal prosecution.

No contractual terms provided. The SBD 6.1 form does not include contract duration, termination clauses, penalties, or special conditions of contract.

80/20 system applies for tenders up to R50 million (all taxes included). 90/10 system applies for tenders above R50 million. This document indicates the applicable system will be determined based on lowest/highest acceptable tender. Points awarded for price and specific goals. Maximum 80 points for price under 80/20 formula: Ps = 80(1 - (Pt - Pmin)/Pmin). For income-generating contracts alternative formula uses Pmax instead of Pmin. 20 points for specific goals based on ownership demographics.

Department: SUPPLY CHAIN MANAGEMENT. No specific contact name, email, phone, or address provided in the document.

Submit the following returnable documents: A completed SBD4 Bidder’s Disclosure form, including: - Declaration of whether the bidder or any directors/trustees/shareholders/members/partners (or persons with controlling interest) are state employees. If yes, provide full names, ID numbers, and state employee numbers. - Declaration of any relationship with employees of the procuring institution. If yes, provide particulars. - Declaration of any interest in related enterprises bidding for this contract. If yes, provide particulars. - Certification that the bid was prepared independently, without collusion with competitors or officials. - Certification that bid terms have not been disclosed to competitors before official opening. - Acceptance that false declarations may lead to bid rejection, legal action, or a 10-year public sector restriction. Sign and date the form. Bids from persons listed in the Register for Tender Defaulters or List of Restricted Suppliers will be automatically disqualified.

Required returnable documents: - Completed SBD4 Bidder’s Disclosure form with all declarations (state employment, conflicts of interest, related enterprises). - Signed certification of independence, non-collusion, and non-disclosure of bid terms. - Acceptance of potential penalties for false declarations, including bid rejection, legal action, or a 10-year public sector restriction. Note: Bidders listed in the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

Automatic disqualification applies to: (1) Persons listed on the Register for Tender Defaulters, (2) Persons on the List of Restricted Suppliers. Bidders must disclose state employment of directors/shareholders. Must not have collusive arrangements with competitors. Must comply with PFMA SCM Instruction 22 on preventing and combating supply chain abuse.

Bidders must: - Not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers. - Declare any state employment, conflicts of interest, or related enterprise involvement. - Certify compliance with anti-collusion and anti-corruption provisions, including PFMA SCM Instruction /22 and the Prevention and Combating of Corrupt Activities Act. Non-compliance may result in disqualification, legal penalties, or a 10-year public sector restriction.

The tender involves the appointment of a service provider to render cleaning services, hygiene services, ablution deep cleaning, pest control/fumigation, and food service aid for the Department of Electricity and Energy. Contract duration: 12 months. Bidders must use the provided information to formulate proposals and submit a ceiling price covering all phases and expenses, including taxes.

Bid enquiries: Mr. Samuel Msiza, Department of Electricity and Energy. Tel: 012 406 7910. Email: [email protected]. Technical enquiries: Mr. David Moima. Tel: 012 406 7559. Email: [email protected]. All technical enquiries must be directed in writing.

Submit the following returnable documents as part of your bid: Pricing Schedule (SBD 3.3) with all required details completed. Ensure all applicable taxes (VAT, PAYE, income tax, UIF contributions, skills development levies) are included in the bid price. Offer must remain valid for 120 days from the closing date of the bid.

Eligibility criteria are not explicitly stated in this pricing schedule document. Bidders should refer to the complete tender documentation for SBD 1 (Part 1 and 2), SBD 4, SBD 6.1, and other standard bid documents that typically contain eligibility requirements including registration on supplier databases, tax clearance status, and company registration verification.

Scope: Cleaning services, hygiene services, ablution deep cleaning, pest control/fumigation, and food service aid for the Department of Electricity and Energy. Contract duration: 12 months. Bidders must use the accompanying information to formulate proposals. Ceiling price must be indicated, covering total estimated time for completion of all phases, including all expenses and applicable taxes. Rates for personnel involved in the project must be specified (hourly and daily). Certified invoices must be rendered as per the terms.

Pricing must be submitted in ZAR, inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Bidders must provide: Ceiling price for the total project. Breakdown of costs per phase, including man-days. Travel expenses (rate/km, total km, class of air travel). Other expenses (e.g., accommodation, telephone, reproduction costs). Proof of expenses must accompany certified invoices. Specify if rates are firm for the contract period or subject to adjustments (e.g., CPI). Offer validity: 120 days from closing date.

Pricing must be in South African Rand (ZAR), inclusive of all applicable taxes (VAT, PAYE, income tax, UIF contributions, skills development levies). Bidders must provide a ceiling price for the total project. Breakdown required: Cost per phase, man-days per phase, travel expenses (rate/km, total km, class of air travel), and other expenses (e.g., accommodation, telephone, reproduction costs). Proof of expenses must accompany certified invoices. Specify if rates are firm for the full contract period or if adjustments (e.g., CPI-based) will apply. Offer must remain valid for 120 days from the closing date.

Taxes must be in satisfactory standing with SARS. Valid Tax Clearance Certificate obtained within 1 year of bid submission. No tax arrears or outstanding tax obligations. Each consortium/joint venture partner must independently meet tax compliance requirements.

Tax Clearance Certificate (TCC) requirements: Bidders must have their taxes in order or have satisfactory arrangements with SARS. To comply: Complete and submit form TCC 001 to any SARS branch or via eFiling (requires eFiler registration at www.sars.gov.za). SARS will issue a TCC valid for 1 year from approval. The ORIGINAL TCC must be submitted with the bid; certified copies are NOT accepted. Failure to submit a valid original TCC will invalidate the bid. For Consortia, Joint Ventures, or Sub-contractors: Each party must submit a separate TCC. TCC 001 forms are available at SARS branches or www.sars.gov.za.

Tax compliance: Bidders must ensure their taxes are in order or have satisfactory arrangements with SARS. Required action: Complete form TCC 001 and submit to any SARS branch or via eFiling (registration required at www.sars.gov.za). SARS issues a 1-year valid TCC. Original TCC must accompany the bid; certified copies are invalid. Non-submission of original TCC disqualifies the bid. Consortia/Joint Ventures/Sub-contractors: Each entity must provide a separate TCC. Forms available at SARS branches or www.sars.gov.za.

The tender involves the appointment of a service provider to render the following services for the Department of Electricity and Energy over a 12-month period:

• Cleaning services
• Hygiene services
• Ablution deep cleaning
• Pest control/fumigation
• Food service aid

Submit the following returnable documents as specified in the Special Conditions of Contract (SCC):

• SCC must be compiled separately for each bid where applicable.
• SCC provisions prevail over General Conditions of Contract (GCC) in case of conflict.
• Ensure all bid documents include GCC, which cannot be amended.

Bidders must have tax matters in order with SARS (original tax clearance certificate required). Suppliers must not engage in corrupt, fraudulent practices, or collusive bidding. Performance security must be provided within 30 days of contract award. No contract awarded to bidders with outstanding tax obligations. Suppliers found guilty of restrictive practices may be prohibited from doing business with public sector for up to 10 years.

Scope of services includes:

• Cleaning services
• Hygiene services
• Ablution deep cleaning
• Pest control/fumigation
• Food service aid

Standards:

• Goods and services must conform to standards specified in the bidding documents and SCC.
• Inspections, tests, and analyses may be required at any stage of production or execution. Non-compliant supplies/services may be rejected at the supplier's cost and risk.

Quality Assurance and Inspection:

• Goods/services must conform to standards specified in bidding documents and SCC.
• Premises must be open for inspection by the Department or its representatives at reasonable hours if required by bid conditions.
• Pre-bidding testing costs are for the bidder’s account.
• If inspections are required during the contract period, the purchaser arranges and pays for testing if supplies/services comply. Non-compliant supplies/services incur inspection costs at the supplier’s expense.
• Non-compliant supplies/services may be rejected. Supplier must remove and replace them at their own cost and risk. Failure to replace may result in the purchaser procuring substitutes at the supplier’s expense.
• Purchaser retains the right to cancel the contract for breach of conditions.

Payment terms:

• Payment method and conditions are specified in the SCC.
• Supplier must submit an invoice with a copy of the delivery note and fulfill other contractual obligations.
• Payments will be made in Rand within 30 days of invoice submission unless otherwise stipulated in SCC.
• Prices must match the bid quote unless adjusted per SCC or bid validity extension.

Performance Security:

• Successful bidder must provide performance security within 30 days of contract award notification.
• Security amount and form (bank guarantee, irrevocable letter of credit, or cashier’s/certified cheque) are specified in SCC.
• Security is discharged and returned within 30 days of contract completion, including warranty obligations.

Penalties:

• Delays in delivery or performance may incur penalties calculated using the current prime interest rate per day of delay.
• Purchaser may terminate the contract for persistent delays or defaults.

Tax Compliance:

• No contract will be awarded to bidders with outstanding tax matters.
• Original tax clearance certificate from SARS must be submitted prior to award.
• Local suppliers are responsible for all taxes, duties, and levies until delivery.
• Foreign suppliers are responsible for all taxes and levies imposed outside South Africa.

Anti-Corruption and Fraud:

• Corrupt or fraudulent practices (e.g., bribery, collusive bidding) may result in contract termination, blacklisting for up to 10 years, and legal action.
• Suppliers found guilty by the Competition Commission of collusive bidding may face bid invalidation, contract termination, blacklisting, or damages.

General:

• Contracts are governed by South African law and must be written in English.
• Suppliers must indemnify the purchaser against third-party claims of patent, trademark, or industrial design infringement.
• Suppliers must maintain full insurance for goods against loss or damage during manufacture, transportation, storage, and delivery as per SCC.

Contract Duration and Terms:

• Contract duration is 12 months.
• General Conditions of Contract (GCC) apply to all bids and contracts and cannot be amended.
• Special Conditions of Contract (SCC) supplement GCC and prevail in case of conflict.

Performance and Delivery:

• Supplier must deliver goods/services as per the contract schedule. Delays may incur penalties (prime interest rate per day) or termination.
• Supplier must notify purchaser in writing of any delays, including cause and likely duration. Purchaser may grant extensions with or without penalties.
• Purchaser may procure substitute goods/services at the supplier’s expense if delays occur.

Termination:

• Purchaser may terminate the contract for default (e.g., failure to deliver, non-performance, corrupt/fraudulent practices) via written notice.
• Termination may include blacklisting the supplier from public sector business for up to 10 years.
• Supplier may terminate or be terminated in cases of insolvency or force majeure (e.g., natural disasters, wars, epidemics).

Amendments and Assignments:

• Contract terms can only be modified via written amendments signed by both parties.
• Supplier cannot assign obligations without purchaser’s prior written consent.
• Subcontracts must be notified in writing; supplier remains liable for all obligations.

Dispute Resolution:

• Disputes must first be resolved via mutual consultation within 30 days.
• If unresolved, either party may initiate mediation. Failing mediation, disputes may be settled in a South African court.
• Parties must continue performing obligations during dispute resolution unless otherwise agreed.

Liability and Indemnity:

• Supplier is liable for direct damages but not for indirect/consequential losses (e.g., loss of profits) unless due to criminal negligence or willful misconduct.
• Aggregate liability is capped at the total contract price, excluding costs for repairing/replacing defective equipment.
• Supplier must indemnify purchaser against third-party claims for patent/trademark infringement.

Insurance and Warranty:

• Goods must be fully insured against loss/damage during manufacture, transport, storage, and delivery as per SCC.
• Supplier warrants goods are new, unused, and free from defects for 12 months post-delivery (or 18 months post-shipment, whichever is earlier).
• Supplier must repair/replace defective goods at no cost upon written notice. Failure to do so allows purchaser to take remedial action at supplier’s expense.

National Industrial Participation Programme (NIPP):

• NIPP applies to contracts subject to NIP obligations, as administered by the Department of Trade and Industry.

Prohibition of Restrictive Practices:

• Collusive bidding or bid rigging is prohibited under the Competition Act. Suppliers found guilty may face bid invalidation, contract termination, blacklisting, or damages.

Special Conditions of Contract (SCC):

• SCC are specific to each bid and supplement the General Conditions of Contract (GCC).
• SCC prevail over GCC in case of conflict.
• SCC detail requirements such as performance security amounts, delivery schedules, inspection protocols, and payment terms.

• Submit completed SBD 4 and SBD 6.1 forms as returnable documents.
• Ensure all dates on the SBD forms fall within the bid advert period.
• For SBD 4: Complete in full, paying special attention to paragraph 2.3 requiring disclosure of company/director interests in other companies. Provide all information; if more companies need declaring, use a separate sheet in the prescribed format and attach it. Information must align with your CSD report.
• For SBD 6.1: Complete in full. Ensure information aligns with your CSD Reports. Attach relevant proof for all points claimed.

• Attach proof for all points claimed as outlined on the SBD 6.1 form.

Bidders must be registered on the Central Supplier Database (CSD). Compliance with SBD 4 and SBD 6.1 forms is mandatory. Dates on SBD forms must fall within the bid advert period. Failure to fully complete forms or provide required proof will likely result in disqualification.

• This is a directive for completing SBD 4 and SBD 6.1 forms, not a technical specification for the services.
• The scope involves cleaning services, hygiene services, ablution deep cleaning, pest control/fumigation, and food service aid for the Department of Electricity and Energy for 12 months.

• You must have a valid Central Supplier Database (CSD) report.
• Complete SBD 4 in full, disclosing any interests your company or its directors have in other companies. Information must match your CSD report.
• Complete SBD 6.1 in full. Information must align with your CSD Reports. Attach proof for all B-BBEE or preference points claimed.