Cleaning services for department of home affairs eastern cape – 2 metros & 6 districts (36 months)

Closing date: 04 September 2026 at 11h00.

Briefing session: Non-compulsory virtual (Microsoft Teams) on Friday, 21 August 2026 from 10h00 to 11h00. Link: https://teams.microsoft.com/meet/389002165939680?p=VdMwWb1Vl80YXaELIH

Clarification requests must be received no later than 1 week before the closing date.

Non-compulsory virtual (Microsoft Teams) briefing session on Friday, 21 August 2026 from 10h00 to 11h00. Link: https://teams.microsoft.com/meet/389002165939680?p=VdMwWb1Vl80YXaELIH

Bidding procedure enquiries: Lettie Mbatha, (012) 406 2750, [email protected].

Technical enquiries: Pumeza Ntshiba, 083 343 3666, [email protected]; Nqobile Chonco, (012) 406 2789, [email protected].

Bids must be submitted online on the National Treasury eTender portal (https://www.etenders.gov.za/). Manual, hardcopy, faxed, or emailed bids will not be accepted. Bids must be uploaded before the closing time; the portal closes at 11h00 on 04 September 2026. Bidders must ensure their status reflects 'Submitted' before closing. 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) completed in full, with letter of authority.
• SBD 4 (Declaration of Interest) completed in full.
• SBD 3.3 (Pricing Schedule) with firm, VAT-inclusive prices.
• SBD 6.1 (Preference Points Claim) and SBD 6.2 (Declaration for Local Production and Content) if applicable.
• SBD 7.2 (Contract Form) to be signed by successful bidder.
• CSD report.
• Company profile.
• Response to TOR requirements (pre-qualification, mandatory, functionality).
• SANAS B-BBEE certificate or sworn affidavit (for EMEs/QSEs).
• Valid tax clearance certificate or SARS PIN.
• Joint Venture/Consortium/Trust agreement and consolidated certificates if applicable.

Disqualification risks:

• Non-compliance with online submission will invalidate the bid.
• Bids not on official forms or re-typed will be rejected.
• Bids with variable prices will be rejected.
• Bids valid for less than 90 days will be rejected.
• Failure to provide required particulars may render the bid invalid.

Returnable documents: Completed Invitation to Bid (SBD 1), Letter of Authority, General Conditions of Contract, CSD report, company profile, response to TOR requirements (pre-qualification, mandatory, functionality), SANAS B-BBEE certificate or sworn affidavit, and pricing schedule. Bids must be submitted online via eTender portal; manual or hardcopy bids not accepted.

Evaluation stages:

• Stage 1A: Non-compulsory briefing session.
• Stage 1B: Initial screening – CSD registration, tax compliance, not restricted supplier, not government employee, SBD 1 and SBD 4 completed.
• Stage 2: Pre-qualification – bidder must confirm capacity to render cleaning services in all listed areas (tick all offices).
• Stage 3: Mandatory – minimum 2 years' experience in cleaning services, evidenced by signed and dated reference letters on company letterhead, not older than 10 years, from clients, indicating start and end dates. No purchase orders, award letters, or appointment letters accepted.
• Stage 4: Functionality – technical proposal scored out of 100, minimum threshold 70 points. Criteria: (1) Company experience in cleaning services: less than 24 months = 0; 24-<47 months = 20; 48-<60 months = 30; more than 60 months = 50 points. (2) Company experience in square meters cleaned: 0-999 = 10; 1000-1500 = 20; 1501-2500 = 30; 2501-3500 = 40; 3501 and above = 50 points. Total 100 points.
• Stage 5: Price and specific goals – 80/20 system (PPPFA 2022). Price 80 points, specific goals 20 points.

Scope: Provision of cleaning services at various DHA offices in Eastern Cape Province, covering 2 Metros and 6 Districts, for 36 months with possible 24-month extension.

Sites (5 days a week):

• Buffalo City Metro: Stutterheim (239 m², 1 cleaner).
• Nelson Mandela Bay Metro: Cleary Park (1066 m², 1), Motherwell (779 m², 1), Uitenhage (739 m², 1).
• Amathole District: Alice (354 m², 1), Fort Beaufort (250 m², 1), Willowvale (155.01 m², 1).
• Alfred Nzo District: Bizana (572 m², 1), Matatiel (1200 m², 2), Mount Frere (1050 m², 2), Mount Ayliff (600 m², 1).
• Chris Hani District: Queenstown (1270 m², 2), Whittlesea (135.42 m², 1), Middelburg (131.82 m², 1), Cofimvaba (50 m², 1), Elliot (150 m², 1), Cala (160 m², 1).
• Joe Gqabi District: Burgersdorp (155 m², 1), Aliwal North (636.19 m², 1), Sterkspruit (970 m², 1).
• OR Tambo District: Libode (220 m², 1), Flagstaff (106 m², 1), Ngqeleni (600 m², 1), Port St Johns (190 m², 1), Lusikisiki (1623 m², 2), Mthatha (1050 m², 2).
• Sarah Baartman District: Grahamstown (742.97 m², 2).

Ad hoc sites (only when needed):

• Buffalo City: Mdantsane (216.82 m², 1).
• Amathole: Butterworth (1015 m², 1).
• Alfred Nzo: Ntabankulu (318 m², 1).
• Chris Hani: Cradock (354 m², 1), Lady Frere (184 m², 1).
• Joe Gqabi: Mt Fletcher (165 m², 1).
• OR Tambo: Qumbu (454.40 m², 1), Mqanduli (145 m², 1).
• Sarah Baartman: Humansdorp (578 m², 1).

Note:

• indicates office has permanent cleaner but needs additional; # indicates mobile truck/office to be cleaned inside once a week.

Cleaning tasks (daily unless noted): sweep and mop floors; vacuum carpets; scrub and polish floors quarterly; dust and polish furniture; clean glass; disinfect ablution facilities; replenish consumables; clean kitchens (wash crockery, cupboards, sinks); clean mobile offices weekly; clean storerooms. Use SABS approved products only. Cleaning hours Monday to Friday 07:30–16:00.

Method: Cleaning services to be provided daily (Monday to Friday 07:30–16:00) at specified sites. Daily checklist includes sweeping and mopping floors, vacuuming carpets, scrubbing and polishing floors quarterly, dusting and polishing furniture, cleaning glass, disinfecting ablution facilities, replenishing consumables, cleaning kitchens, cleaning mobile offices weekly, and cleaning storerooms. Use appropriate cleaning detergents and equipment. Deep cleaning of surfaces and hands detergent required.

Experience: Bidder must have minimum 2 years' experience in provision of cleaning services. Evidence: Signed and dated contactable reference letters on company letterhead, from clients, indicating start and end dates of service or actual period. Reference letters must not be older than 10 years. Letters must be for the company, not individual employees. No purchase orders, award letters, or appointment letters accepted. For functionality, reference letters must also indicate square meters cleaned per project.

Quality requirements: Cleaning services must be provided in a courteous and professional manner. Only SABS approved products to be used. All work and equipment must comply with OHSA. Service provider must maintain cleaning equipment in good working condition. DHA may conduct site visits and inspections during finalization of award. Recommended bidder will be subjected to inspection by health inspectors of labour to verify SABS approval and COIDA compliance.

Pricing schedule: Complete the provided tables for 5-days-a-week and ad hoc services. For each site, provide price per month and price over 36 months (for 5-day sites) or price per week (for ad hoc sites). Prices must be VAT-inclusive and firm for the full contract period. Annual increases per sectoral determination must be included in the total price. The department will provide cleaning materials and equipment; supplier supplies only when needed on pass-through basis.

Pricing: Firm, VAT-inclusive prices for the full 36-month period. Prices must include all duties, taxes, transportation, insurance, and incidental costs. Annual increases must be included in the bid total price in line with sectoral determination by Department of Employment and Labour. Prices quoted in South African Rands. Variable price quotations will be rejected.

Pricing schedule: Complete the provided tables for 5-days-a-week and ad hoc services, showing price per month and price over 36 months for each site. The department will provide cleaning materials and equipment; supplier supplies only when needed on pass-through basis.

Bid validity: 90 days from closing date.

Payment: Invoices submitted by 7th of each month; payment within 30 days of receipt of valid invoice. Invoices must be signed by office manager based on signed-off checklist and duty roster.

CSD registration: Mandatory – bidder must be registered on Central Supplier Database and be tax compliant as indicated on CSD.

Tax compliance: Submit SARS TCS PIN or printed TCS certificate. If no PIN, provide CSD number. For consortia/JVs, each party must submit separate TCS certificate/PIN/CSD number.

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

Specific goals (20 points): Points for ownership by women and Black people. Women: 100% = 10 points; ≥51% and <100% = 7; >0% and <51% = 2; 0% = 0. Black: 100% = 7; ≥51% and <100% = 5; >0% and <51% = 2; 0% = 0. Proof: CIPC registration certificate, sworn affidavit or B-BBEE certificate.

COIDA: Recommended bidder must comply with COIDA and provide certificate from Department of Labour before contract signing.

OHSA: Compliance with Occupational Health and Safety Act required.

Other: Not a restricted supplier, not a government employee, no directors in service of the state. Foreign suppliers must answer questionnaire and comply with local laws.

Health and safety: Compliance with Occupational Health and Safety Act (OHSA) and Compensation for Occupational Injuries and Diseases Act (COIDA) required. Recommended bidder must provide COIDA certificate from Department of Labour before contract signing. Service provider must ensure health and safety of work environment, provide personal protective clothing, and not use poisonous or highly inflammable substances without written consent. Warning signs must be displayed when cleaning in progress.

ii. A valid tax clearance certificate and/ or pin issued by South African Revenue Services (SARS) for all companies that

form part of a Joint Venture, Consortium or Trust.

iii. A Central Supplier Database (CSD) Report for all companies that form part of a Joint Venture, Consortium or Trust.

iv. A consolidated SANAS B-BBEE certificate or a consolidated B-BBEE certificate issued by the Companies and

Intellectual Property Commission (CIPC).

v. SBD 1, SBD 3, SBD 4, & SBD 6 forms must be completed using the Joint Venture, Consortium or Trust information

or the lead partner as indicated on the Joint Venture, Consortium or Trust agreement.

1.8. Foreign firms providing proposals must become familiar with local conditions and laws and take them into account in

preparing their proposals.

1.9. The service provider and its affiliates are disqualified from providing goods, works, and services to any private party to this

4.1. The Department will determine to its satisfaction whether the Bidder that is selected as having submitted the highest

evaluated responsive bid meets the criteria specified in these documents, and is qualified to perform the contract

satisfactorily.

4.2. The determination will take into account the Bidder’s financial, technical and production capabilities. It will be based upon an

examination of the documentary evidence of the Bidder’s qualifications submitted by the bidder, as well as such other

information as the Department deems necessary and appropriate.

4.3. An affirmative determination will be a prerequisite for award of the Contract to the Bidder. A negative determination will result

in rejection of the Bidder’s bid, in which event the Department will proceed to the next highest evaluated bid to make a similar

determination of that Bidder’s capabilities to perform the contract satisfactorily.

Department’s right to vary Quantities at Time of Award

4.4. The Department reserves the right at the time of Contract award to increase or decrease the quantity of the services originally

specified in the Terms of Reference without any change in unit price or other terms and conditions.

Department’s right to accept or reject any or all Bids

4.5. The Department reserves the right to:

• Accept or reject all or individual items of this bid;

• Accept one or more bids submissions reject individual items;

• Request clarification or further information regarding any item in the Proposal;

• Request further information from any bidder after the closing date;

• Accept a bid that may not reflect the lowest pricing;

• Consider any bid that may not conform to any aspect of this bid;

• Annul the tender process and reject all bids at any time prior to contract award;

• Consider such alternate services, terms or conditions that may be offered, whether such offer is contained in a

Proposal or otherwise;

• Award the contract or any part thereof to one or more bidders; without thereby incurring any liability to the affected

thereof.

• Provide cleaning service in a courteous and professional manner.
• Provide cleaning services daily from Monday to Friday (07:30 – 16:00) as agreed (Note: Only SABS approved

products to be used).

• Manage internal disputes among his/her staff such that Home Affairs is not affected by those disputes.
• Comply with Home Affairs security and all other policies, procedures, and regulations.
• Not make use of fire hose reels or other fire extinguishers in offices for the purpose of executing cleaning

services.

• Provide and display warning sign when cleaning is in progress
• Not use equipment, utensils or chemicals that may damage property, persons or other contents in the offices.
• Not use poisonous or highly inflammable substances without the written consent of Home Affairs.
• Ensure that all work performed and all equipment used on site is in compliance with the Occupational Health

and Safety Act no. and any regulations promulgated in terms of this Act.

• Maintain and keep cleaning equipment in good working condition at all times.
• Provide cleaners with uniform and identity which states the name of the service provider(s).
• Provide cleaners with personal protective clothing.
• Ensure that Home Affairs is informed of any replacement or removal of staff.
• Ensure that health and safety of work environment is adhered to.
• The Department will provide cleaning material and equipment at all times and the supplier will only be requested

to supply materials and/or equipment when there is a need. When that need arises it will be on a pass through

basis.

• Comply with all laws and regulations of the department.
• Should location of the office change the service provider will be informed of the new address and to perform

work at the new premises.

• Attach current and past projects details with a proof in a form of reference letter from past/current projects

indicating start and end date of the contract.

• The Department of Home Affairs may conduct site visits and inspections during the finalization of the award.
• The service provider must comply with Occupational Safety Act; the recommended supplier will be subjected to

the inspection of the health inspectors of labor, to determine that all products are SABS approved in terms

(OHSA) and Compensation Fund. The recommended service provider will be required to comply with (COIDA)

prior to signing of the contract. Home Affairs will verify with Department of Labour COIDA certificate (Please

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attach the certificate issued by the Department of Labour). Non-compliance with any policies or laws of another

government department/ institution may result in breach of contract, which will lead to termination of contract.

• The service provider must remunerate his/her employees the minimum wages as prescribed by the Department

of Labour and pay them on time.

• The service provider shall submit invoices on or before the 7th of each month for the services rendered on the

previous month.

• Home Affairs will make payment within 30 days of receipt of valid invoice.
• The successful service provider will submit invoice for equal service rendered after the office manager has

signed the invoice. Invoice will be paid based on the service rendered according to the signed off checklist and

duty rooster (A designated Home Affairs official to sign off the checklist at the end of each shift, confirming that

service has been rendered according to cleaning service agreement at each site).

• The contractor’s employees must be residents within the local area where the office is located, and it is expected

that the service provider will provide security screened personnel with proof thereof.

6.1. Project location(s):

• The project will be based in the Eastern Cape Province covering the two (2) Metros and six (6) Districts, the

required service is for thirty-six (36) months with a possible extension for a further twenty-four (24) months

subject to satisfactory performance and budget availability. The project will be managed by the Provincial

Manager’s office located at Shop Hemmingways Mall, Two Rivers Drive, Cambridge, East London.

6.2. Expected commencement date:

• The contract will commence following the awarding of the tender, upon receipt of the signed acceptance letter

and the completed SBD 7.2 form from the appointed service provider(s).

6.3. Project period:

• The contract will be for a period of thirty-six (36) months with a possible extension for a further twenty-four (24)

months subject to satisfactory performance and budget availability.

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6.4. Bid proposal

• The service provider must provide a properly referenced bid proposal in response to this TOR document with

clear headings and information required to evaluate the bid against the requirements stipulated in this TOR

document. The bid proposal response must indicate the following:

➢ The bidding company’s profile, including proof of compliance with all the requirements as per the TOR

document.

➢ The pricing information. Bid price must include VAT and should be fully inclusive to deliver all goods /

services indicated in the terms of reference.

➢ Where substantiations are required, a copy of certification or proof is required to be attached to the bid

response.

• Bid documents must be submitted online on the National Treasury’s E-tender portal. Bidders must ensure that

their bids are uploaded timeously to the correct portal. The department will not take any responsibility for late

uploaded bids. The e-tender portal is open from the day the tender is advertised until the closing date and time.

Bidders are required to ensure that their status reflects “Submitted” before the closing time as they will not

have access once the tender is closed.

• The online e-Tender publication portal can be accessed on the following link: https://www.etenders.gov.za/
• Manual or hardcopy bids will not be accepted.
• Bidders to adhere to all the rules for the online bid submission.
• Bidders’ attention is drawn to the sequential submission format as per the checklist.
• Non-compliance with online bid submission WILL invalidate the bidder’s response.

6.5. Fee structure

• The bidders must complete the table below the pricing schedule.
• The price comparison will be done against the total VAT-inclusive price per grouping provided. The price offered

must be a firm total VAT-inclusive price for the provision of cleaning services and must include labor and

overheads for a period of three years.

• The Department will provide cleaning materials and equipment.
• `The annual increase must be considered in the bid total price for the thirty-six (36) months in line with the

sectoral determination by the Department of Employment and Labour.

Metropolitan/district municipalities eastern cape (5 days a week) - 2 metros & 6 districts

Buffalo city municipality – 5 days a week

Building building size service NO of price per price over 36

m2 REQUIRED PER CLEANERS MONTH MONTHS

Company relevant number of years of Contactable reference letter(s) (on a company

experience in the provision of cleaning letter head, signed, dated, with an indication of

services acceptable/ satisfactory level of performance and

NB: No points will be scored if the start and end date (or the actual period of the

1 reference letter is incomplete. contract) 50

Less than 24 Months = 0

24 – < 47 months = 20

48 - < 60 months =30

More than 60 months = 50

Company relevant experience (square Contactable reference letter(s) on a company letter

meters) in the provision of cleaning head, signed, dated and with an indication of the

services square meters cleaned per project). No purchase

NB: no points will be scored if the orders, Award Letters, Appointment letter will

reference letter is incomplete. be accepted.

0 - 999 = 10

2 50

1000 - 1500 = 20

1501 - 2500 = 30

2501 - 3500 =40

3501 - and above= 50

NB: Non- accumulative calculation the highest

square metres cleaned will be considered.

Total 100

Stage 5– Price and Specific Goals evaluation

• Bidders will further be evaluated in accordance with the prescripts of the Preferential Procurement Policy Framework Act

(PPPFA) and the associated Preferential Procurement Regulations of 2022, which stipulate an 80/20 point split for

requirements with a Rand value equal to or below R 50 000 000, inclusive of all applicable taxes.

• A valid SANAS B-BBEE Status Level Verification certificate or a B-BBEE certificate issued by the Companies and

Intellectual Property Commission, with the exception of EME’s and QSE’s who are required to submit sworn affidavit in

terms of Code of Good Practice. The sworn affidavit must be signed by the EME representative and attested by a

this tender

points

The company owned / director/s / Proof of claim as declared on SBD 6.1 in verifying the

shareholders by people who are Women. tenderer’s status.

• 100% company owned by people who

are Women =10 points The following must be submitted as proof of claim as

• ≥51% and <100% company owned by declared on SBD 6.1 for the specific goals:

people who are Women = 7 points

• 0% and <51% company owned by

• Company Registration Certification as issued by

people who are Women = 2 points the Companies and Intellectual Property

• 0% company owned by people who are Commission (CIPC).

Women = 0 points

• Sworn Affidavit or valid B‐BBEE Certificate or

The company owned / director/s / Proof of claim as declared on SBD 6.1 in verifying the

shareholders by people who are Black. tenderer’s status.

• 100% company owned by people who

are Black = 7 points The following must be submitted as proof of claim as

• ≥51% and <100% company owned by declared on SBD 6.1 for the specific goals:

people who are Black = 5 points

• 0% and <51% company owned by

• Company Registration Certification as issued by

people who are Black = 2 points the Companies and Intellectual Property

• 0% company owned by people who are Commission (CIPC).

Black = 0 points

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The company owned / director/s / Proof of claim as declared on SBD 6.1 in verifying the

shareholders by people who are Disabled. tenderer’s status.

• 100% company owned by people who

are Disabled = 3 points The following must be submitted as proof of claim as

• ≥51% and <100% company owned by declared on SBD 6.1 for the specific goals:

people who are Disabled = 2 points

• 0% and <51% company owned by

• Company Registration Certification as issued by

people who are Disabled = 1 point the Companies and Intellectual Property

• 0% company owned by people who are Commission (CIPC).

Disabled = 0 points

• Sworn Affidavit or valid B‐BBEE Certificate or

Special conditions: Service provider may not recruit DHA employees; must provide cleaning in courteous and professional manner; cleaning services Monday to Friday 07:30-16:00 using SABS approved products; manage internal staff disputes; comply with DHA security policies; not use fire hose reels or extinguishers; display warning signs; not use poisonous or inflammable substances without consent; comply with OHSA and COIDA; maintain equipment; provide uniforms and PPE; inform DHA of staff changes; adhere to health and safety; DHA provides cleaning materials and equipment; comply with all laws; adapt to office relocations; attach reference letters; DHA may conduct site visits; remunerate employees minimum wages; submit invoices by 7th of each month; payment within 30 days; invoices signed by office manager; employees must be local residents and security screened.

General requirements: Bidder must be a single legal entity; may use sub-contractors, joint venture, or consortium. Bidding entity must be the same entity that will execute the bid; fronting will be disqualified. All South African firms in JV/consortium must submit valid tax clearance certificates. Foreign firms must be familiar with local conditions and laws. Service provider and affiliates disqualified from providing services to any private party to this agreement. Bids must be in English. Bid must include: completed Invitation to Bid, Letter of Authority, General Conditions of Contract, CSD report, company profile, response to TOR requirements, SANAS B-BBEE certificate or sworn affidavit. Bids must be submitted online via eTender portal.

Evaluation stages: Stage 1A briefing session; Stage 1B initial screening/compliance; Stage 2 pre-qualification; Stage 3 mandatory requirements; Stage 4 functionality (minimum 70 points out of 100); Stage 5 price and specific goals (80/20). Functionality criteria: (1) Company experience in cleaning services: less than 24 months = 0; 24-<47 months = 20; 48-<60 months = 30; more than 60 months = 50 points. (2) Company experience in square meters cleaned: 0-999 = 10; 1000-1500 = 20; 1501-2500 = 30; 2501-3500 = 40; 3501 and above = 50 points. Total 100 points. Price 80 points, specific goals 20 points.