The appointment of a service provider for the provision of cleaning services for sixteen (16) department of home affairs’ (DHA) buildings for a period of thirty-six (36) months, with a possibility to renew for two (2) years, subject to satisfactory performance of the service provider and the availability of funds.

Closing date: 04 September 2026 at 11h00.

Briefing session: Friday, 21 August 2026, 13h00-14h00, virtual (Microsoft Teams), non-compulsory. Link: https://teams.microsoft.com/meet/379454139811252?p=KNDzdtTxuCxoHCqda6

Clarification deadline: 1 week before the bid deadline (close of business).

A non-compulsory virtual (Microsoft Teams) briefing session will be held on Friday, 21 August 2026 from 13h00 to 14h00. Link: https://teams.microsoft.com/meet/379454139811252?p=KNDzdtTxuCxoHCqda6

Bidding procedure enquiries: Dikeledi Nchaupe, (012) 406 7166, [email protected].

Technical enquiries: Madimetja Mafafo, (012) 406 4017, [email protected]; Nqobile Chonco, (012) 406 2789, [email protected].

Bids must be submitted online on the National Treasury's e-Tender portal (https://www.etenders.gov.za/). Manual, hardcopy, faxed or emailed bids will not be accepted. The bid must be uploaded before the closing time and the status must reflect 'Submitted'. Late bids will not be accepted and will be returned unopened.

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder details and offer cover page.
• SBD 3.3 (Pricing Schedule): total VAT-inclusive price for the 36-month period.
• SBD 4 (Declaration of Interest): discloses any connection to state employees.
• SBD 6.1 (Preference Points Claim): claims B-BBEE and specific goals points.
• SBD 7.2 (Contract Form): to be signed by the successful bidder.
• Letter of Authority: authorises the signatory to bind the bidder.
• CSD report: proof of Central Supplier Database registration.
• Company profile.
• Response to TOR requirements (pre-qualification, mandatory, functionality).
• SANAS B-BBEE certificate, sworn affidavit (EMEs/QSEs), or DTIC B-BBEE certificate.
• Annexure A (cost breakdown) and Annexure B (cleaning material pricing) must be completed in full.

Disqualification risks:

• Any returnable form omitted or unsigned.
• Failure to complete Annexure A in full.
• Non-compliance with online submission rules.
• Bids with variable prices or validity shorter than 90 days.

The bid must comprise: completed Invitation to Bid DHA14-2026 document, Letter of Authority (with title, name, position, contact details of authorised person), General Conditions of Contract, CSD report, company profile, response to TOR requirements (including pre-qualification, mandatory, and functionality requirements), and SANAS B-BBEE certificate or sworn affidavit or DTIC B-BBEE. Bidders must complete Annexure A (cost breakdown) and Annexure B (cleaning material pricing). Bidders must submit SBD 1, SBD 3, SBD 4, and SBD 6 forms as applicable.

Evaluation is staged:

• Stage 1A: Non-compulsory briefing session.
• Stage 1B: Initial screening for compliance (CSD registration, not restricted, not government employee, SBD 1 and SBD 4 completed).
• Stage 2: Pre-qualification criteria evaluation (fail = disqualified).
• Stage 3: Mandatory requirements evaluation (fail = disqualified).
• Stage 4: Functionality evaluation (technical proposal scored out of 100, minimum threshold 70 points; below = disqualified).
• Stage 5: Price and specific goals evaluation under the 80/20 system (value ≤ R50 million).

Functionality scoring (100 points):

• Company relevant experience in commercial cleaning services (50 points): 1 reference letter = 10, 2 = 20, 3 = 30, 4 = 40, 5 = 50.
• Company relevant commercial square meters cleaned (50 points): 0-9,999 = 0, 10,000-19,999 = 10, 20,000-29,999 = 20, 30,000-39,999 = 30, 40,000-49,999 = 40, 50,000+ = 50.

Price and specific goals (100 points):

• Price: 80 points.
• Specific goals: 20 points. Women-owned companies: 100% = 10 points, ≥51% and <100% = 7 points. Proof as declared on SBD 6.1.

Scope: Provision of comprehensive cleaning services to 16 DHA buildings for 36 months, with possible 2-year renewal. Total of 155 cleaners and 11 supervisors required, working Monday to Friday, 8 hours per day (e.g., 06H00-14H00 or 07H00-16H00).

Buildings (with approximate sizes and staff/visitor numbers):

• Hallmark Building, 230 Johannes Ramokhoase St, Pretoria (25,388.58 m², ~3800 staff, ~6000 visitors/month) – 21 cleaners, 1 supervisor.
• BVR, 184 Jeff Masemola St, Pretoria (39,477.45 m², ~2800 staff) – 23 cleaners, 1 supervisor.
• Centre Walk, 266 Pretorius St, Pretoria (170 m², ~200 visitors/month) – 1 cleaner, shared supervisor.
• FSI Building, 909 Arcadia St, Hatfield, Pretoria (3,800 m², ~20 staff, ~40 visitors/month) – 2 cleaners, shared supervisor.
• Passport Factory, 83 Visagie St, Pretoria (4,700 m², ~30 staff, ~80 visitors/month) – 1 cleaner, shared supervisor.
• Brits Archives Storage Facility, 3 Piet Pretorius St, Ext 14, Brits (11,810 m², ~65 staff, ~300 visitors/month) – 14 cleaners, 1 supervisor.
• Rosslyn Records Storage Facility, 12 Piet Rautenbach St, Rosslyn (16,946 m², ~35 staff, ~100 visitors/month) – 12 cleaners, 1 supervisor.
• Heyvries Records Storage Facility, 366 Francis Baard St, Pretoria (4,528 m², ~15 staff, ~80 visitors/month) – 2 cleaners, shared supervisor.
• Tshwane Refugee Reception Centre, 352 Eskia Mphahlele Drive, Pretoria (3,825 m², ~105,000 staff? unclear, ~10,000 visitors/month) – 20 cleaners, 1 supervisor.
• Musina Refugee Reception Centre, 08 Harold St, Musina (1,524 m², ~19,000 visitors/month) – 4 cleaners, 1 supervisor.
• Port Elizabeth Refugee Reception Centre, 2 Gibaud Road, North End, Port Elizabeth (2,381 m²) – 4 cleaners, 1 supervisor.
• Cape Town Refugee Reception Centre, Wanga Building, 12 Greenville Ave, Epping 1, Cape Town (2,971 m², ~52 staff, ~8000 visitors/month) – 9 cleaners, 1 supervisor.
• Durban Refugee Reception Centre, 137 Che Guevara Road, Glenwood, Durban (1,213 m², ~49 staff, ~19,000 visitors/month) – 4 cleaners, 1 supervisor.
• DHA Church Square Digitisation Facility, SAPO Post Office, Cnr Bosman and Madiba St, Pretoria (3,962 m², ~1000 staff, ~200 visitors/month) – 16 cleaners, 1 supervisor.
• DHA Silverton 1 Digitisation Facility, Moretela and James Drive, Silverton (4,257 m², ~700 staff, ~200 visitors/month) – 8 cleaners, 1 supervisor.
• DHA Silverton 2 Digitisation Facility, Moretela and James Drive, Silverton (10,062 m², ~700 staff, ~200 visitors/month) – 14 cleaners, shared supervisor.

Services include: cleaning windows (interior), blinds, flooring (carpets, tiles, rubberised, wooden, concrete), general exterior and interior cleaning, special cleaning of ablutions and kitchens, supply of cleaning materials and equipment, and refreshment coordination.

Minimum service levels and frequencies are specified in detail (e.g., daily dusting, weekly polishing, quarterly deep cleaning, etc.). All chemicals must be SABS compliant. Cleaning must comply with the Occupational Health and Safety Act.

The service provider must deliver a comprehensive cleaning service including: cleaning windows and seals (interior), blinds, flooring (carpets, tiles, rubberised, wooden, concrete), general exterior and interior cleaning, special cleaning of ablutions and kitchens, supply of cleaning materials and equipment, and refreshment coordination.

Detailed service levels and frequencies are specified: daily dusting of surfaces, quarterly dusting of archives, daily cleaning of outside areas, quarterly high-pressure hosing of paving, weekly cleaning of glass partitioning, weekly polishing of wooden furniture, daily damp-wiping of telephones, weekly vacuuming of fabric furniture, twice-yearly shampooing of upholstery, daily washing of floors with disinfectant, weekly polishing of vinyl floors, daily sweeping and weekly polishing of wooden floors, twice-weekly vacuuming of carpets (daily for high-traffic areas) and twice-yearly washing, daily sweeping of outdoor concrete surfaces, weekly washing of walkways, daily rubbish removal, daily washing of kitchen floors and counters, twice-daily cleaning of toilet pans and basins, weekly chemical treatment of toilets, daily cleaning of brass items, daily refreshment coordination, and quarterly window cleaning inside and biannually outside. Cleaning times are 8 hours per day, e.g., 06H00-14H00 or 07H00-16H00.

The bidder must have at least 5 years' experience in the provision of cleaning services, evidenced by signed and dated contactable reference letters on company letterhead. Reference letters must indicate start and end dates or the actual number of years, must be from a client where the service was provided, must not be older than 10 years, and must be for the company, not an individual employee.

The service provider must provide quality cleaning services for 36 months. Monthly inspections of buildings must be conducted by the service provider's management, with a report submitted to Home Affairs. Operational meetings with Home Affairs must be held quarterly, with minutes kept. All cleaning materials must be SABS compliant.

Prices must be quoted in South African Rands and must be fixed for the contract period. Variable price quotations will be rejected. The price schedule must include all duties, taxes, transportation, insurance, and other incidental costs. The Department requires competitive, market-related pricing.

Bidders must attach a breakdown of all cost drivers, with labour cost not below the approved sectoral wage determination, as per Annexure A. Bidders must quote for cleaning materials as a pass-through cost for comparison purposes; materials may be ordered on an ad hoc basis if prices are market-related. The pricing schedule must be placed in a separate envelope marked 'envelope two'.

Prices must be quoted in South African Rands and must be fixed for the contract period. Variable price quotations will be rejected. The price must be all-inclusive, covering duties, taxes, transportation, insurance, and all incidental costs. The total VAT-inclusive price must be indicated on SBD 3.3 and must cover the full 36-month period.

Bidders must complete Annexure A (cost breakdown) in full; failure results in disqualification. Labour cost must not be below the sectoral wage determination (Sectoral Determination 1: Contract Cleaning Sector). The only adjustment allowed is hourly rates per the sectoral determination.

Cleaning materials must be quoted as a pass-through cost for comparison; bidders will not be evaluated on material costs, but materials may be ordered on an ad hoc basis if prices are market-related (Annexure B).

The pricing schedule must be placed in a separate envelope marked 'envelope two' with the service provider's name.

The successful bidder must maintain Public Liability Insurance for its staff against accidents, injuries or death in line with COIDA.

CSD registration: Bidders must be registered on the Central Supplier Database and submit a CSD report.

Tax compliance: Bidders must provide a valid SARS Tax Compliance Status PIN or CSD number. For consortia/JVs, each party must submit a separate TCS certificate/PIN/CSD number.

State employees: Bids from persons in the service of the state, or companies with directors who are state employees, will not be considered.

B-BBEE: Bidders must submit a valid SANAS B-BBEE certificate, or a B-BBEE certificate issued by CIPC. EMEs and QSEs may submit a sworn affidavit signed by the representative and attested by a Commissioner of Oaths.

Experience: Bidders must have at least 5 years' experience in the provision of cleaning services, evidenced by signed and dated contactable reference letters (not older than 10 years) on company letterhead.

Joint ventures/consortia: Must submit a signed JV/Consortium/Trust agreement, valid tax clearance certificates for all parties, CSD reports for all parties, a consolidated SANAS or CIPC B-BBEE certificate, and complete SBD 1, 3, 4, and 6 forms using JV information.

Foreign suppliers: Must complete the questionnaire for foreign suppliers and comply with local conditions and laws.

Public Liability Insurance: The successful bidder must maintain Public Liability Insurance for its staff in line with COIDA.

All work and equipment must comply with the Occupational Health and Safety Act. Cleaners must be provided with personal protective clothing. Warning signs must be displayed when cleaning is in progress. Poisonous or highly inflammable substances may not be used without written consent. Safety harnesses must be provided when cleaning outside windows. Staff must be trained in equipment handling to prevent misuse and injuries.

The service provider must comply with the National Environmental Management Act, Waste Management Act 2008 (as amended), and local municipality by-laws when collecting, transporting and disposing of waste from She Bins.

The General Conditions of Contract (GCC) apply. The Department will own all information, documents, programmes, advice, and reports compiled by the service provider. Copyright vests in the Department; reproduction requires written consent. All information is confidential. The service provider may use general knowledge acquired, provided it is not detrimental to the Department.

The Department may terminate or defer work at any stage. If termination is not attributable to the service provider, remuneration is limited to the fee bid for the completed portion. The Department may accept or reject any bid, vary quantities at award, and annul the tender process.

The successful bidder must sign and return the contract form within 2 days of receipt. The Department may cancel the contract for non-compliance with at least 7 days' written notice, and claim damages. The contractor may not cede, assign or transfer rights without prior written authority.

The service provider is responsible for any damage or theft caused by its employees and may be subject to indemnification claims by the State.

The successful bidder must provide day-to-day comprehensive cleaning and hygiene service in a courteous and professional manner; work eight hours per day Monday to Friday; manage internal staff disputes without affecting DHA; comply with DHA security and all policies; not use fire hose reels or fire extinguishers for cleaning; display warning signs when cleaning is in progress; not use equipment or chemicals that may damage property; not use poisonous or highly inflammable substances; ensure compliance with the Occupational Health and Safety Act; comply with the National Environmental Management Act, Waste Management Act and local municipality by-laws when collecting, transporting and disposing of waste; provide and maintain cleaning equipment in good working condition; refill, empty and clean machines only at designated places; provide cleaners with uniform and name tags; provide personal protective clothing; inform DHA of any replacement or removal of staff; ensure health and safety of the work environment; ensure cleaning materials/consumables are provided at all times; ensure cleaning teams are supervised; comply with all laws and regulations; ensure cleaning teams are regularly trained; note that the number of cleaners may change due to lease changes or departmental needs, with at least three months' notice, but the price per cleaner and supervisor remains as tendered; attach a breakdown of all cost drivers with labour cost not below the sectoral wage determination (Annexure A); failure to complete Annexure A will result in disqualification; bidders may not recruit DHA employees; DHA may conduct site visits and inspections; pricing schedule must be in a separate envelope marked 'envelope two'; bidders must quote for cleaning materials as a pass-through cost for comparison purposes, materials may be ordered on an ad hoc basis; service provider must have experience in provisioning cleaning services in commercial buildings; successful bidder must maintain Public Liability Insurance and comply with COIDA; provide after-hours support in emergencies; DHA will manage the contract professionally, not accept responsibility for damages suffered by the service provider, not be involved in unfair labour practices, provide storage for cleaning equipment where possible, and may request withdrawal of staff if they pose a threat or perform unsatisfactorily.

The service provider must be a single legal entity, with expertise secured via sub-contract, joint venture or consortium. The bidding entity must be the same entity that will execute the bid; fronting is disqualified. Joint ventures/consortia must submit a signed agreement, valid tax clearance certificates for all parties, CSD reports, consolidated B-BBEE certificate, and complete SBD forms using JV information.

Bidders must be registered on the Central Supplier Database (CSD). Bidders must not be restricted suppliers or have restricted directors. Bidders must not be government employees. Bidders must complete SBD 1 and SBD 4 forms. Bidders must comply with tax obligations and provide a SARS PIN or CSD number. Bids must be valid for 90 days. Bids must be submitted online on the eTender portal. Bids must be in English. Bidders must submit a Letter of Authority, CSD report, company profile, response to TOR requirements, and SANAS B-BBEE certificate or sworn affidavit. Bidders must have experience in provisioning cleaning services in commercial buildings.

The evaluation process consists of stages: Stage 1A non-compulsory briefing session; Stage 1B initial screening for compliance (CSD registration, not restricted, not government employee, SBD 1 and SBD 4 completed); Stage 2 pre-qualification criteria evaluation (bidders failing are disqualified); Stage 3 mandatory requirements evaluation (bidders failing are disqualified); Stage 4 functionality requirements evaluation (technical proposal evaluated out of 100 points with a minimum threshold of 70 points, bidders scoring less are disqualified); Stage 5 price and specific goals evaluation. The 80/20 system applies as the Rand value is equal to or below R50 million. Price is allocated 80 points and specific goals 20 points. Specific goals include: 100% company owned by women = 10 points, ≥51% and <100% owned by women = 7 points, with proof as declared on SBD 6.1.