Invitation of bids for the appointment of a service provider for the provision of cleaning, hygiene, pest control and boardroom support services for the department of mineral and petroleum resources (dmpr) – springbok regional office for a period of twenty-four (24) months.

{"name":"Mr. Tebogo Katjeni CONTACT PERSON","email":"[email protected]","phone":"012 444 3197","department":"/ PUBLIC ENTITY)","address":"SPRINGBOK."}

Mandatory documents: 1) Valid registration for Office Pest Control and Fumigation with DALRRD. 2) Valid Letter of Good Standing with COIDA. 3) Valid UIF compliance registration. 4) Public Liability Insurance. 5) Registration with a recognized cleaning industry body (e.g., NCCA/BEECA). 6) Tax Compliance Status (TCS PIN or CSD number). 7) Company profile and reference letters proving experience in cleaning services for offices (100-500 m²). 8) Minimum 70% score in functionality evaluation. 9) Attendance at compulsory briefing session on 05 August 2026.

At the department of mineral and petroleum resources, springbok regional

Office, hopley centre, corner van der stel, van riebeck and hof street, springbok.

Evaluation will be based on 80/20 principle

1.1 In accordance with the provisions of Section 8 (1) of the Occupational Health and Safety Act (Act ), every employer must provide and maintain, as far as is reasonably practicable, a working

environment that is safe and without risk to the health of their employees.

1.2 The Department of Mineral and Petroleum Resources (DMPR) intends to appoint a reliable and

competent Service Provider to provide office cleaning, hygiene, pest control, and boardroom support

services for its Springbok Regional Office.

2. Contract period

2.1 The contract period for the project is twenty- four (24) consecutive calendar months from the date

of commencement of the contract, commencing from the date of contract initiation, which shall be

effective upon signature by both parties.

3. Objective

3.1 The objective of this project is to provide, as far as reasonably practicable, a working environment

that is safe and without risk to the health of employees and visitors in compliance with the provisions

of the Occupational Health and Safety Act (OHSA).

4.1 The appointed Service Provider shall render cleaning services, hygiene services, fumigation/pest

control, and boardroom support services shall be performed at DMPR, Springbok Regional Office,

Hopley Centre, Corner Van Der Stel, Van Riebeck and Hof Street, Springbok.

4.2 The total office space comprises of 404.46 m2 and entails interlocking rubber flooring and tiled

space. The areas to be serviced is inclusive of common areas, reception area, ablution

facilities/restrooms, closed and open plan offices, inter leading passages, kitchens, registries and

records storage areas, boardrooms/meeting rooms, boardrooms/meeting rooms, storerooms,

printing areas, lifts and staircases.

4.3 Provision of cleaning services and related duties shall be rendered during office hours, Monday

to Friday, between 06h30 to 15h00, excluding weekends and public holidays. Cleaning services

beyond office hours shall be performed in accordance with a prior authorisation and agreement

between the Department and the appointed Service Provider.

4.4 Staffing and Personnel Requirements

The appointed Service Provider shall at all times:

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a) Provide and maintain a total of one (1) suitably trained and experienced cleaning personnel.

The cleaner must have proven skills and relevant experience in performing cleaning services.

b) daily ensure cleaner remains until 16h00, to attend to any emergencies or unforeseen

incidents that may arise during or after standard cleaning hours.

c) ensure the immediate deployment of reliever personnel to cover any absenteeism arising from

leave, illness or any other form of absence.

NOTE: The Service Provider will be evaluated based on the submitted list of personnel members for

deployment, including their qualifications, relevant experience, roles, and proof of competence in

delivering the required services.

5. Service Standards and Deliverables

The Service Provider is expected to ensure that all areas are maintained in a clean, hygienic, and

presentable condition at all times and in line with Occupational Health and Safety standards.

5.1 Cleaning Services:

On a daily basis, the Service Provider shall be expected to -:

5.1.1 Dust and wipe clean all accessible surfaces, including furniture, workstations, cupboards,

countertops, and windowsills, using approved materials, ensuring that they are free of dust,

smudges, and residue.

5.1.2 Clean and disinfect high-contact surfaces such as door handles, frames, switches, plug

points, window frames, sills, railings, and frequently touched painted areas to remove dirt,

stains, finger marks, and contaminants.

5.1.3 Empty and disinfect all waste bins and dispose of waste in compliance with applicable

environmental and municipal regulations.

5.1.4 Clean and disinfect internal surfaces, including floors, walls, and skirtings, using appropriate

non-damaging products.

5.1.5 Sweep and mop all hard floors using approved detergents to remove stains and dirt,

ensuring surfaces are left clean, dry, and slip-resistant.

5.1.6 Thoroughly clean and disinfect all sanitary fixtures and surrounding ablution surfaces using

correct detergents and tools to prevent cross- contamination.

5.1.7 Remove and disinfect sanitary and general waste bins in ablution areas daily, replace liners,

and ensure bins remain hygienic and odour-free.

5.1.8 Conduct spot checks to promptly remove loose dirt, litter, and spills from all work areas,

ensuring continuous cleanliness and presentability.

NOTE: All cleaning must be carried out by trained personnel using SABS-approved, eco-friendly

products, in line with public health and safety protocols, and monitored daily by an on-site supervisor.

On a weekly basis, the Service Provider shall be expected to -:

5.1.9 Wash and sanitize office bins, ensuring they are free from odours and bacteria.

5.1.10 Wipe clean kitchen appliances and fridges, cupboards, and scrub sinks and tiles, ensuring

food safety standards.

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5.1.11 Dust and wipe clean office furniture, equipment, and surfaces in open-plan and enclosed

office areas.

5.1.12 Thoroughly sweep and vacuum all carpeted areas to remove embedded dust and allergens

using safe cleaning agents.

5.1.13 Remove dust from air vents, ceiling corners, light fittings, curtain rails, and above cabinets.

5.1.14 Clean interior glass panels, doors, and partitions to remove marks, smudges, or handprints

from walls, doors, and partitions.

5.1.15 Scrub and descale toilet bowls, urinals, basins, taps, and disinfect walls, partitions, floors,

and sanitary bins.

On a monthly basis, the Service Provider shall be expected to -:

5.1.16 Clean or vacuum blinds to prevent dust buildup and maintain a clean look.

5.1.17 Vacuum fabric chairs, wipe leather furniture, and disinfect chair handles, backs, and

armrests.

On a quarterly basis, the Service Provider shall be expected to -:

5.1.18 Clean all interior glass panels, windows and frames, including hard-to-reach areas, ensuring

they are smear, fingerprint and streak-free.

5.1.19 Polish hard floors (vinyl, wooden or tiles) with non-damaging solutions to restore shine and

protect finishes.

5.1.20 Clean air conditioning vents, grilles, and extractor fans using non-damaging tools to

maintain air quality.

5.1.21 Thoroughly clean refrigerators, microwave ovens, and kitchen cupboards to remove grime.

5.1.22 Scrub and descale toilet bowls, urinals, basins, taps, and disinfect walls, partitions, floors,

and sanitary bins.

5.1.23 Conduct comprehensive carpet washing and cleaning to remove embedded dirt, allergens,

and stains.

NOTE: Carpet washing and cleaning must be scheduled over weekends to prevent disruption of

normal office operations, unless prior arrangements have been communicated and mutually agreed

upon with the Department for it to be conducted during the week.

5.2 Pest Control Services

The Service Provider shall be expected to -:

5.2.1 Supply and maintain ten (10) rodent traps to be serviced monthly for ongoing and effective

rodent control.

5.2.2 Conduct monthly inspections for pests and apply appropriate insecticidal paste to manage

cockroach and insect infestation and administer pesticides as and when required,

depending on the type and severity of infestation reported.

5.2.3 Conduct quarterly fumigation of the office premises using chemicals that are non-toxic

chemicals that have been certified safe for human exposure.

5.2.4 Ensure that all pest control services are performed by trained and certified personnel, in

possession of registration certificates and/or registered with relevant authorities.

5.2.5 Ensure that all chemicals used must be registered and compliant with the relevant

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governing bodies and must meet Occupational Health and Safety (OHS) standards.

NOTE: Fumigation activities shall be scheduled over weekends to minimize disruption to daily

office operations, unless prior arrangements have been made and mutually agreed upon

with the Department for it to be conducted during the week. The Department reserves the

right to inspect, verify, and approve all pest control products to ensure compliance with

health regulations and safety requirements.

5.3 Boardroom Support Services

The Service Provider shall be expected to -:

5.3.1 Prepare hot water twice daily at 07h00 and 11h00 for officials.

5.3.2 Prepare the layout and set up boardrooms, providing fresh drinking water, hot water,

tea/coffee, etc. before each meeting, workshop, or training. Be available for refilling or any

needs during meeting breaks.

5.3.3 Clean up and keep the boardrooms neat and tidy after each meeting, workshop or training.

5.3.4 Wash and put away crockery and cutlery, including that of officials. Service Provider

personnel must apply care and diligence when handling crockery and cutlery.

5.3.5 Clean off accidental spillages immediately or on request.

5.3.6 Wipe stains, dirt marks and finger marks on kitchen counters, tables and kitchen appliances

with a damp cloth and grease-removing agent, while ensuring care and diligence.

5.4 Hygiene Services:

Additionally, the Service Provider shall be expected to -:

Provision replenishment, frequency & conditions

5.4.1 Supply and maintain wastepaper ▪ Bins shall be emptied and sanitised once per

bins for 3 (three) toilets. week, with liners replaced in line with hygiene

standards.

▪ All waste shall be collected, transported and

disposed of by a duly licensed waste management

service provider, in full compliance with applicable

regulatory requirements.

5.4.2 Supply and replenish automated ▪ Air freshener cartridges must be replenished

air fresheners for 3 (three) monthly or as soon as they are depleted.

dispensers.

5.4.3 Supply and replenish multi-fold ▪ Hand paper towels shall be replenished (3) three

hand paper towels for 3 (three) times daily and immediately upon depletion, with

dispensers. monitoring of stock levels to ensure availability.

5.4.4 Supply and replenish hand liquid ▪ Soap dispensers shall be inspected and refilled

soap dispensers for 3 (three) daily. Hand liquid soap must be of an antibacterial

dispensers. formula, suitable while maintaining skin moisture

and protection.

5.4.5 Supply, maintain and replenish ▪ Stock levels shall be checked daily, and

liquid gel seat wipes for 3 (three) dispensers must be refilled promptly as and when

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dispensers. required to ensure continuous availability.

5.4.6 Supply and replenish one-ply, ▪ Toilet paper must be checked and restocked three

first-grade toilet paper for double (3) times daily or immediately upon depletion,

toilet paper holders for 5 (five) whichever occurs first.

cubicles.

5.4.7 Supply, install, and maintain ▪ Sanitary bins must be emptied, cleaned, sanitised,

sanitary bins in all female toilet and relined once (1) weekly, or as frequently as

cubicles, totaling 3 (three) units. required.

▪ All sanitary waste must be collected, transported,

and disposed of by a licensed service provider in

compliance with SABS and applicable health and

environmental regulations, and bins must remain

hygienic and odour-free at all times.

5.4.8 Supply and maintain urinal mats ▪ Urinal mats must be replaced twice monthly and

for two (2) male toilets. disposed of in accordance with applicable hygiene

best practices and regulations.

NOTE: all hygiene services and replenishments must adhere to Occupational Health and Safety

(OHS) Act standards and in compliance to contract performance and must be performed by trained

and certified personnel, in possession of registration certificates and/or registered with relevant

authorities.

5.5 Deep Cleaning Services

The Service Provider shall be expected to -:

5.5.1 Conduct deep cleaning of all sanitary fixtures, inclusive of 3 (three) toilet bowls, 3 (three)

basins, and 2 (two) urinals every six (6) months. The deep cleaning must be performed

using hot steam and appropriate, approved chemicals specifically formulated to remove

stains and disinfect surfaces.

5.5.2 Conduct every six (6) months a deep cleaning of all upholstered furniture, including chairs

and couches, using appropriate cleaning methods and approved products to ensure the

removal of dirt, stains, allergens, and odours, while preserving the integrity of the materials.

5.5.3 Ensure that all deep cleaning activities shall be scheduled over weekends to avoid

disruption to normal office operations, unless prior arrangements have been communicated

and mutually agreed upon with the Department for it to be conducted during the week.

6. Project deliverables /outputs

For the duration of the contract, the appointed Service Provider undertakes to -:

6.1.1 Render cleaning services of acceptable quality in a courteous, professional manner and to

the satisfaction of the Department, while ensuring full compliance with security and

Occupational Health and Safety (OHS) policies and procedures.

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6.1.2 Provide all required cleaning, hygiene, fumigation/pest and boardroom support services,

aid machinery, equipment, including responsibility for their maintenance and provision of all

required consumables at their own cost.

6.1.3 Ensure that clearly readable warning boards or signs are visibly exhibited where needed

and where the rendering of services may cause injuries to any person(s).

6.1.4 Properly monitor the usage of consumables, ensure that adequate stock levels are

maintained to prevent shortages and that supplies are replenished as and when required to

ensure continuous cleanliness and hygiene of the areas.

6.1.5 Deploy trained and skilled cleaning personnel and manage disputes among and with his/her

personnel without impacting departmental operations.

6.1.6 Ensure that while on duty, his/her personnel are at all times -:

a) Station and remain visible at their designated cleaning areas.

b) conduct themselves in a professional and co-operative manner.

c) be under full supervision by the appointed supervisor.

d) Wear clearly visible name tags depicting the name of the company.

e) be dressed in full distinctive, branded and safety compliant uniform.

f) be equipped with all necessary protective clothing, cleaning-related tools and

consumables.

The Department undertakes to -:

6.1.7 Provide groceries, crockery and cutlery for use in boardrooms.

6.1.8 Reserve the right to request the Service Provider and his/her personnel to undergo a

security vetting process.

6.1.9 Provide a storage facility for the safekeeping of the Service Provider's machinery and

consumables for the duration of the contract.

6.1.10 Not be liable for any damages or losses incurred by Service Provider or their personnel

during the execution of the services.

6.1.11 If necessary, point out and request the withdrawal of a personnel member with undesirable

performance or who is/are considered to pose a safety, health, or security risk to employees

of the department.

Bid price in RSA currency

NO

• (All applicable taxes included)

1. The accompanying information must be used for the formulation

of proposals.

2. Bidders are required to indicate a ceiling price based on the total

estimated time for completion of all phases and including all

expenses inclusive of all applicable taxes for the project. R.......................................................................

3. Persons who will be involved in the project and

Rates applicable (certified invoices must be

Rendered in terms hereof)

4. Person and position hourly rate daily rate

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Supply chain management system should

This declaration prove to be false.

.................................... .....................................................

Signature Date

.................................... ......................................................

Position Name of bidder

income-generating contracts)

provisions

in the SCC shall prevail.

Table of clauses

1. Definitions
2. Application
3. General
4. Standards
5. Use of contract documents and information; inspection
6. Patent rights
7. Performance security
8. Inspections, tests and analysis
9. Packing
10. Delivery and documents
11. Insurance
12. Transportation
13. Incidental services

Payment Terms: PAYMENT TERMS

14.1 The Department shall not make any upfront payments to the Service Provider. Payments shall be

made monthly subject to the satisfactory delivery of services in accordance with the agreed Terms

of Reference and Contract.

14.2 Unless otherwise agreed in writing with the Department, the Service Provider shall submit an original

invoice on

CSD report

CSD Reports

Tax compliance status

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing through the SARS

Tcs pin is available but the bidder is registered on the central supplier database

Csd number

Csd number must be provided

Central supplier database

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS

Submit a separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier database

(Csd), a csd number must be provided.

Quirement to register for a tax compliance status

Tax Compliance Status (TCS) unique personal identification

tax compliance status (TCS) or pin may also be made via SARS eFiling

Tax Compliance Status (TCS) together with the bid proposal

CSD number must be provided for verification of tax compliance status

Central Supplier Database (CSD), a

16. Tax compliance requirements

16.2 Bidders are required to submit their Tax Compliance Status (TCS) unique personal identification

16.3 Application for tax compliance status (TCS) or pin may also be made via SARS eFiling. To use this

16.4 A bidder may also submit a printed Tax Compliance Status (TCS) together with the bid proposal.

separate proof of TCS / pin / CSD number.

16.6 Where no TCS is available, but the bidders is registered on the Central Supplier Database (CSD), a

valid CSD number must be provided for verification of tax compliance status.

Annexure a : pricing schedule

No specific requirements found

B-BBEE Details: AUGUST 2026 CLOSING TIME: 11:00

Invitation of bids for the appointment of a service provider for the provision of

Cleaning, hygiene, pest control and boardroom support services for the

Department of mineral and petroleum resources (dmpr) – gauteng regional office

For a period of thirty-six (36) months.

A compulsory briefing session/site inspection will be held on 05 august 2026 @ 11h00

Description at the department of mineral and petroleum resources, springbok regional

Office, hopley centre, corner van der stel, van riebeck and hof street, springbok.

Evaluation will be based on 80/20 principle

Bid response documents may be deposited in the bid box situated at (street address)

Bid response documents must be deposited in the bid box

Situated at (street address) department of mineral and petroleum resources

Trevenna campus

70 meintjies street

Sunnyside

Pretoria

0001

Bidders should ensure that the bids are delivered timeously to the correct address. If the

Bid is late, IT will not be accepted for consideration

All bids must be on the official forms – (not to be re-typed)

Note: the bid box is generally open from 07h30 – 16h00, monday – friday

Bidding procedure enquiries may be directed to technical enquiries may be directed to:

CONTACT PERSON Mr. Tebogo Katjeni CONTACT PERSON Ms. Naledi Salagae

Telephone number 012 444 3197/3778 telephone number 012 444 3230/3136

Facsimile number n/a facsimile number n/a

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Version

Sbd1

Cellphone number

Facsimile number code number

E-mail address

VAT registration

Number

Supplier tax central

Compliance status compliance supplier

Evaluation will be based on 80/20 principle

70 meintjies street