Three-year professional cleaning services for the department of transport (gauteng)

Annexure D is a single Excel workbook containing the company, project leader and project team experience templates for this bid. It opens with an instructions sheet intended for project managers, which must not be printed as part of the bid. Bidders may adjust the spreadsheets only where changes have been agreed.

Annexure D submission

• Submit both a paper copy and a protected electronic copy of Annexure D; where the two differ, the paper copy prevails.
• Complete every schedule in the workbook.
• Sign all paper copies of Annexure D.
• The instructions sheet addressed to project managers must not be printed as part of the bid.

Returnable templates

• Annexure D1 (Company Experience): up to 10 completed projects, each with project name, duration, whether it was successfully completed, a description and scope, and an indication of supporting proof.
• Annexure D2 (Proposed Team): up to 34 team members, each with name, role as specified in the terms of reference, listed qualifications and years of experience; certified copies of qualifications must be attached.
• Annexure D3 (Team Member Past Experience): each member's project, client name with contact person details, and project start and end dates; verifiable, contactable references must be attached.

Evidence assessed

• Company experience: up to 10 completed projects, each with duration, completion status, description, scope and supporting proof.
• Proposed team: up to 34 members, each with a role matching the terms of reference, listed qualifications and years of experience.
• Team member track record: past projects with client contact details and start and end dates.
• Certified copies of proposed team members' qualifications must accompany the bid.
• Verifiable, contactable references must accompany the bid.

Scope

• Comprehensive professional cleaning services for the Department of Transport over a three-year contract period.

Bid structure

• The bid must set out the bidder's company experience, the proposed project team, and the past experience of each proposed team member, using the Annexure D templates.
• Team roles must correspond to those specified in the terms of reference.

Mandatory supporting evidence

• Certified copies of the qualifications of every proposed team member.
• Verifiable, contactable references for the bidder's past projects and for each team member's project history.
• All Annexure D schedules completed and all paper copies signed.

The pricing annexure sets out the required cost breakdown for the cleaning service. Bidders must submit a separate cost breakdown following the prescribed Annexure B format, covering salaries and wages, equipment, cleaning materials and consumables, repairs and maintenance, other periodic services, and management fees, priced per month for each of the three contract years.

Cost breakdown submission

• A separate cost breakdown must be submitted in the exact Annexure B format; it is submitted in addition to the main bid.
• Each line item must be cross-referenced to the relevant TOR clause, annexure or note in the space provided on the schedule.
• The breakdown must be completed for all three contract years, with monthly and annual totals shown.

Staffing (minimum requirement as per TOR)

• 31 cleaning staff in total, comprising 5 supervisors, 1 site manager and 5 male staff.
• Costing must cover cleaners and the supervisory/site management team separately, including salaries and wages with annual escalation, leave of all types, overtime for monthly and quarterly deep cleaning, uniforms, legislative body costs, skills development training, and other costs such as 13th cheque or bonus.

Equipment to be supplied (quantities)

• Wet and dry vacuum cleaners: 10
• Trolley carts: 30
• Buckets: 30
• Brooms: 15
• Mops: 15
• Carpet brushes: 30
• Toilet brushes: 412
• Dust pans: 30
• Industrial cleaning machines: 8
• Toilet paper holders: 17
• Automatic air freshener dispensers (83 x 88 x 230 mm, taking 250 ml or 320 ml aerosol refills, spray delay selectable at 5, 10, 15 or 20 minutes): 63
• Hand soap dispensers: 63
• Toilet seat foam sanitiser dispensers: 103
• Sanitary/she bins: 65

Consumables and materials

• Quantities are based on the identified spaces and a building staff complement of approximately 800.
• Toilet paper (2-ply) supplied daily.
• Hand paper towel refills for 63 automatic hand towel dispensers, refilled as required.
• Size D batteries for dispenser replacement.
• Hand soap for 63 dispensers, refilled as required.
• Floor germ killer and germ killer for sanitary equipment.
• Furniture polish; glass, metal and mirror cleaner; multipurpose cleaner and other cleaning supplies.
• Toilet seat foam sanitiser refills for 103 dispensers, refilled daily.
• Air freshener refills for 63 dispensers, refilled as required.
• Refuse bags; 6 x 250 litre wheeled waste bins; refuse collection and rubbish removal.
• Floor polish; dusters; 70 duster cloths, 70 wet cloths and 70 dry cloths, or as required.

Periodic services

• Deep cleaning of ablutions, lobbies, kitchens, reception, stairs and lifts: quarterly.
• Carpet cleaning with strong detergent: quarterly.
• Steam cleaning of carpets and cloth-covered furniture: quarterly.
• Fumigation of the entire building: quarterly.
• Specialised sanitary care, including she bin liner bags and she packs plastic bags: weekly.

Repairs and maintenance of equipment must also be priced.

Pricing format

• A separate cost breakdown in the prescribed Annexure B format is required.
• Pricing must be shown per month for Year 1, Year 2 and Year 3, with annual escalation built into salaries and wages.
• Totals are required excluding VAT, including VAT, and including VAT across Years 1, 2 and 3.

Cost lines to be priced

• Salaries and wages, leave of all types, overtime for monthly and quarterly deep cleaning, uniforms, legislative body costs, skills development training, and other costs such as 13th cheque or bonus — split between cleaners and supervisors/site manager.
• Equipment, at unit cost per item.
• Cleaning materials and consumables, at unit cost per item.
• Repairs and maintenance.
• Other costs: quarterly deep cleaning, carpet cleaning, steam cleaning, quarterly fumigation, and weekly specialised sanitary care.
• Management fees.
• Grand total including VAT for Years 1, 2 and 3.

Comprehensive professional cleaning services rendered to the Department of Transport under a three (3) year contract.

Submission method

• Bids sent by mail must be sent by registered mail and must reach the Department in time to be deposited in the Tender Box before the closing date and time.
• Late bids will not be considered.

Packaging

• SBD 1 must form part of the technical proposal; the envelope must be marked "Technical proposal".

Returnable documents

• SBD 1 (Invitation to Bid): completed and signed by the bidder's authorised official.
• SBD 6.1 (Preference Points Claim): completed and signed to claim B-BBEE preference points.
• Original and valid Tax Clearance Certificate; each consortium, joint venture or sub-contractor party submits its own certificate.
• B-BBEE Status Level Verification Certificate: a single certificate is submitted for the consortium, joint venture or sub-contractors.
• Updated CSD report, plus a CSD report for every company forming part of a JV, consortium or sub-contract.
• General Conditions of Contract: signed at the bottom of each page.
• The bid must be complete and responsive to the specifications and terms of reference.

Scope

• Comprehensive professional cleaning services rendered to the Department of Transport.

Contract period

• Three (3) years.

Registration and tax

• Updated CSD report required; every company forming part of a JV, consortium or sub-contract must submit its own CSD report.
• Original and valid Tax Clearance Certificate required; in consortia, joint ventures or sub-contracts each party submits a separate certificate.

B-bbee

• SBD 6.1 must be completed and signed.
• A B-BBEE Status Level Verification Certificate must be submitted; for consortia, joint ventures or sub-contractors one certificate is submitted.

Contract conditions

• The General Conditions of Contract must be signed at the bottom of each page.