For the provision of a comprehensive eco-friendly cleaning, hygiene and pest control service at the new observatory forensic pathology institute (ofpi) under the control of the department of health, western cape government for a five (5) year period

• Bid Closing Date: Friday, 07 August 2026.
• Bid Closing Time: 11:00.
• Bid Validity Period: 120 days from the closing date.

• For bidding procedure enquiries: Contact Mr Therlo Apollis, Directorate Supply Chain Sourcing. Email: [email protected]. Telephone: 021 834 9006.
• For technical/specification enquiries: Contact Ms Tracey Cornelius. Email: [email protected]. Telephone: 021 836 0960.
• Bid Submission Address: Deposit bid in the bid box at Supply Chain Management Offices, M9 Building, Karl Bremer Hospital, c/o Mike Pienaar Boulevard & Frans Conradie Avenue, Bellville, 7530.

• Submit your bid in a sealed envelope clearly marked with your name, address, bid number (WCGHSC0224/2026) and closing date (07 August 2026).
• Use only the official, original bid forms provided; do not re-type them. All documents must be signed.
• Deposit your bid in the bid box marked 'DEPARTMENT OF HEALTH' at the Supply Chain Management Offices, M9 Building, Karl Bremer Hospital, c/o Mike Pienaar Boulevard & Frans Conradie Avenue, Bellville.
• The bid box is open from 07:00 to 16:00, Monday to Friday. For location assistance, contact Mr Therlo Apollis at (021) 834 9006 during office hours.
• Late bids will not be considered and will be returned unopened.
• Bids sent by courier must be in a sealed envelope within the courier pouch and signed off by an official or deposited in the bid box by the courier representative.
• Failure to complete and sign all required documents (bidding forms, certificates, questionnaires, specification forms) may invalidate your bid.

Valid Central Supplier Database (CSD) registration at bid closing; tax compliance status verifiable via SARS PIN or certificate; B-BBEE status level submission via WCBD6.1 form; submission of original signed documents on official forms; bid submission by specified deadline (07 August 2026, 11:00) at correct physical address; compliance with all compulsory bid and evaluation documents; no bids accepted from persons in service of the state or related entities.

• Scope: Provide a comprehensive, eco-friendly cleaning, hygiene and pest control service at the new Observatory Forensic Pathology Institute (OFPI) for a five-year period.
• Key service components include:

• Scheduled daily, weekly, and quarterly cleaning of all areas, including waste bin washing, carpet steam cleaning, and internal/external window cleaning.
• Monthly deep-cleaning of designated areas.
• Supply of all cleaning equipment, consumables, and PPE (excluding blue gloves) at the service provider's expense.
• Daily refuse collection and removal.
• A hygiene service including placement and servicing of sanitary bins and provision of consumables.

• Staffing: The service provider must deploy appropriately trained cleaning staff with minimum core staff levels as specified (e.g., supervisors, cleaners, groundsman). All staff must meet specific profile requirements (South African citizen or valid work permit, police clearance, language proficiency, physical fitness).
• Equipment & Materials: The service provider must supply and maintain all necessary industrial-grade cleaning equipment and eco-friendly cleaning consumables compliant with SABS/SANS standards. Material Data Safety Sheets for all products must be submitted with the bid.
• Quality & Monitoring: OFPI will appoint a Contract Manager for daily liaison and quality control. The service provider's Cleaning Manager will conduct 2-weekly inspections with the OFPI manager. Monthly hygiene audits and random spot checks will be performed.
• Penalties: A detailed list of infringements and corresponding fines is provided (e.g., late posting, dress code violations, untrained staff).

• The service provider must have at least two years' contract cleaning experience at a health facility.
• Cleaning staff must be South African citizens (or have valid work permits), possess police clearance, be physically fit, and able to speak, read, and write at least Western Cape official languages (one must be English).
• The cleaning supervisor must have appropriate training for their duties.
• Before the contract starts, cleaning staff must be available for one day of on-site training. During the contract, in-service training for special tasks (e.g., handling medical waste) may be required.
• New cleaning staff must complete an 8-hour training shift before starting normal duties.

• OFPI will appoint a Contract Manager for daily operational liaison, quality control, and escalation of urgent issues.
• Monthly and ad-hoc meetings will be held to monitor performance and resolve challenges.
• Two-weekly inspections of the premises will be conducted jointly by OFPI and the service provider's Cleaning Manager.
• The service provider is responsible for all cleaning consumables and must ensure staff hygiene and presentation meet specified standards, including uniform and photo-ID badge requirements.
• Monthly hygiene audits and random spot checks will be performed, with fines for non-compliance.

• Central Supplier Database (CSD): All bidders must be registered on the CSD at the time of bid closing. Ensure your CSD registration is confirmed and up to date via www.csd.gov.za.
• Tax Compliance: Bidders must provide their SARS-issued Tax Compliance Status (TCS) PIN or a printed TCS certificate. If tax status cannot be verified, you will be given 7 working days to confirm compliance.
• B-BBEE: Submit a completed WCBD 6.1 Preference Points Claim Form along with a B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Other Mandatory Registrations: Bidders must declare compliance with and registration for COIDA, VAT, PAYE, and UIF as per the compulsory evaluation documents in Section 4.1.2.
• General Conditions: The bid is subject to the General Conditions of Contract (GCC) and any Special Conditions of Contract, including completion of an Occupational Health and Safety (OHS) document.

• The bid is subject to completion of an Occupational Health and Safety (OHS) document.
• The service provider must accept full responsibility under Section 37(2) of the Occupational Health and Safety Act.
• Cleaning processes must comply with the OHS Act and regulations, including a defined two-step cleaning and disinfection method.
• Pest control and high-rise window cleaning staff must provide proof of Hepatitis B vaccination.
• The service provider must ensure a safe working environment and provide competent personnel adhering to safety standards.
• Specific safety requirements are outlined for high-rise window cleaning, including fall protection plans and certified training for staff.

• The service requires the use of eco-friendly cleaning products that are less harmful to environmental and human health.
• Cleaning products should be biodegradable, biologically-based, or have reduced volatile organic compounds.
• Sustainable Public Procurement is promoted; preference may be given to bidders demonstrating support for sustainability objectives.
• Waste management includes separation of recyclables (paper, cardboard, aluminium, glass, plastic) from general household waste.
• Hygiene service bin liners for sanitary bins must be biodegradable to reduce carbon footprint.

• Contract Period: Five years from the date of signing or the first day of the following month.
• Validity Period: The bid is valid for 120 days from the closing date.
• General Conditions: The contract is subject to the General Conditions of Contract (GCC).
• Special Conditions: Detailed in Section 4, covering aspects like pricing, evaluation, guarantees, liaison, payment, public liability insurance, security, dispute resolution, breach and termination.
• Compulsory Documents: Bidders must submit WCBD1, WCBD3.2 (pricing), WCBD4 (declaration of interest), WCBD6.1 (preference claim), and Annexure B (company profile).
• The successful bidder must sign a written contract form (WCBD7.1).

• Evaluation involves compulsory documents listed in Section 4.1.2.
• B-BBEE preference points are awarded based on the WCBD 6.1 form, not CSD status.
• The General Conditions of Contract (GCC) apply.