Cleaning services for offices and hygiene facilities at foskor mining division (phalaborwa) – 3-Year contract

Enquiries:

• Email: [email protected]
• Telephone: 035 902 3322
• Foskor mobile equipment training centre: 015 789 2840 (for driver competence testing and authorisation)
• Foskor training superintendent (Mr Johan Fouche): 015 789 2525, email [email protected] (for training verification)
• Foskor CLINIX Clinic: 015 789 2427 (for medical examinations)
• Foskor SHE-Rep training booking: 015 789 2531

Submission address: bid box at the street address stated in the tender (address not fully legible in source).

Service delivery location: Foskor Mining Division, Phalaborwa, Limpopo.

Submission method: deposit bid response documents in the bid box at the street address stated in the tender (address not fully legible in the source).

Closing time: 12:00 on 10 November 2026.

Returnable forms and documents (all must be completed, signed and submitted with the bid):

• SBD 1 (Invitation to Bid): signed as the offer cover page.
• SBD 5 (Declaration of Interest): discloses any interest or connection to Foskor or the state.
• SBD 6.1 (B-BBEE Preference Points Claim): claims preference points under the PPPFA.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM practices.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Certificate of Acquaintance with RFP, Master Agreement and Applicable Documents.
• RFP Declaration and Breach of Law Form.
• RFP Clarification Request Form (if applicable).
• Certificate of Attendance of Compulsory/Non-Compulsory RFP Briefing.
• Job-Creation Schedule.
• Protection of Personal Information forms (normal contract and operator contract sections).
• Annexure E: Foskor's Supplier Integrity Pact.
• Annexure F: Non-Disclosure Agreement.
• Complete pricing schedule (Annexure B, Bill of Quantities) with all fields filled.
• List of all cleaning agents intended for use.
• Detailed work methodology (method statement).
• Contingency plan.
• Company profile with experience and references.
• Organogram identifying key personnel (Site Manager, Site Supervisor).
• Proof of professional body registration (NCCA, CASA, PBEH or BEECA).
• Tax clearance certificate (SARS).
• B-BBEE certificate or affidavit.
• COID letter of good standing (Workman's Compensation).
• Proof of CSD registration.
• Power of Attorney (if applicable, for foreign bidders).

Disqualification risks:

• Failure to submit any mandatory returnable schedule or document.
• Failure to submit a detailed work methodology at the time of tender.
• Failure to complete the pricing schedule (Annexure B) correctly.
• Quotations received after the closing time.
• Prices quoted subject to confirmation will not be considered.
• Alterations to bid prices not initialled by the signatory.
• Material deviation from Foskor's standard terms and conditions.
• Failure to submit the required documentation as per the evaluation criteria document.

Evaluation is in two stages: technical evaluation (minimum threshold 70/100) and final weighted scoring (price 80 points, B-BBEE 20 points).

Technical evaluation (100 points total, minimum qualifying score 70/100):

• Company experience in cleaning services (30 points): ≥5 years = 30; ≥2 to <5 years = 15; ≥1 to <2 years = 10; <1 year = 5. Provide reference list with award letters or purchase orders.
• Value of most recent contracts over past 5 years (10 points): ≥R500,000 = 10; ≥R400,000 to <R500,000 = 7.5; ≥R300,000 to <R400,000 = 5; <R300,000 = 2.5. Provide reference list with client names, contract values and periods.
• Registration with professional cleaning association (10 points): NCCA, CASA, PBEH or BEECA = 10; no registration = 0.
• Method statement (30 points): Excellent = 30; Good = 20; Fair = 15; Poor = 5; No submission = 0.
• Contingency plan (20 points): Excellent = 20; Satisfactory = 15; Fair = 10; Poor = 5; No submission = 0.

Final weighted scoring:

• Price and total cost of ownership: 80 points. Formula: PS = 80 (1 - (Pt - Pmin)/Pmin), where Pt is the bid price and Pmin is the lowest acceptable bid price.
• B-BBEE scorecard: 20 points, awarded per the B-BBEE Preference Points Claim Form.

Post-tender negotiations: Foskor may negotiate with the highest-ranked bidder to achieve a market-related price; if negotiations fail, it may negotiate with the 2nd and 3rd ranked bidders sequentially.

Objective criteria: Foskor may award to a bidder other than the highest scorer based on counterparty due diligence and financial stability assessments.

Foskor is not obligated to accept the lowest or any tender; competency is the key determiner.

Scope: Provision of cleaning services for offices and hygiene facilities at Foskor Mining Division (Phalaborwa) for a period of 3 years.

Areas to be cleaned: 12 complexes including Moshate House, North Pit, South Pit, Crusher Operations, Production, Tailings, Extension 8, Drying and Despatch, TSS, TSS Workshops, Metallurgical Laboratory, and HR Complex. Includes offices, ablutions, kitchens, change houses, workshops, control rooms, laboratories, boardrooms, meeting rooms, auditorium, security rooms, and the Foskor Mine Museum.

Total number of cleaners required: 54.

Working hours: Monday to Thursday 06:30 to 13:30; Friday 06:30 to 12:30; weekends and public holidays 06:30 to 12:30.

Cleaning tasks:

• Vacuum and sweep all offices, control rooms, laboratories and boardrooms daily.
• Dust and polish furniture daily.
• Wash cutleries twice daily.
• Empty dustbins three times daily (before and after lunch).
• Clean change houses, toilets, ablutions and kitchens twice per day (or as per Covid-19 compliance).
• Deep clean change house facilities once per month (or as risk assessment requires).
• Wash dishes in kitchens mine-wide.
• Clean building windows, carpets and upholstery.
• Ad hoc cleaning on request (not part of contract, but at same rates).

Consumables to be supplied by service provider (paid monthly): Pine Gel (75 litres), Toilet Bowl Cleaner (50 litres), Handy Andy or equivalent (25 litres), Floor Polish Liquid (50 litres), Floor Stripper Liquid (50 litres), Floor Sealer (1 litre), Window Cleaner (20 litres).

Equipment to be supplied by service provider (paid once-off): 2 scrubbing machines, 54 gear press wringers and buckets, 110 mop sticks, 54 flat mop sweepers, 110 brooms, 54 feather dusters (short), 54 feather dusters (long), 54 window cleaning kits, 5 aluminium ladders, 3 vacuum cleaners, 54 small buckets.

Equipment ownership: All equipment supplied by the contractor remains the property of Foskor. Replacement before contract expiry requires a costed quotation with motivation.

Foskor supplies: paper products, black refuse bags, liquid hand-washing soap, Reinol hand cleaner, Flight hand cleaner.

Service provider responsibilities:

• Provide supervision and labour.
• Transport cleaning team and equipment (Foskor will not supply vehicles).
• Provide and maintain all cleaning equipment and agents.
• Submit a list of all cleaning agents with the tender.
• Appoint a Contract Manager to handle complaints; rectify below-standard work within 24 hours.
• Attend monthly contractor meetings (mandatory).
• Maintain storerooms and site offices to ISO 9001, 14001 and 45001 standards.
• Ensure waste separation and environmental awareness training (1 hour) for all employees.
• Provide PPE free of charge to employees.
• Establish an office within the Greater Phalaborwa area for HR management (condition precedent).
• No female cleaners in men's change house and no male cleaners in female change houses.
• No picketing or industrial action on Foskor premises.
• Special permission required for weekend work.
• Subcontractors must meet all Foskor standards and be listed in the tender.

Pricing format: Bill of Quantities (Annexure B) with four sections: Section A (consumables, paid monthly), Section B (once-off equipment, paid once), Section C (labour rates, paid monthly), Section D (other costs, paid monthly).

Pricing must be in South African Rand (ZAR).

Prices must be firm for the duration of the contract; prices subject to confirmation will not be considered.

Escalation: assume 7% escalation for Year 2 and Year 3 in the total cost summary.

Labour rates must be guided by the Department of Labour Sectoral Determination and include PPE, training, annual medical screening, annual leave, sick leave, annual bonuses, UIF, provident fund, public liability insurance, and relief staff.

Labour requirements:

• 54 cleaners (normal time weekdays: 7 hours x 4 days + 6 hours x 1 day = 34 hours per week, x 4.33 weeks per month).
• 10 cleaners for weekend and public holiday work (Saturday, Sunday, public holidays 06:30 to 12:30).
• 1 full-time 2.9.2 Supervisor.
• 1 2.6.1 Manager (max 8 hours per week, 8 x 4.33 hours per month).

Other costs: staff transportation (monthly) and any other specified costs.

Payment terms: claim certificates due on the 19th of every month.

Security: The successful bidder must provide a Deed of Suretyship from an approved bank, building society, insurance or guarantee corporation in South Africa, if required.

Insurance: COID (Workman's Compensation) letter of good standing required before site work and maintained throughout the contract.

Medical and induction costs: approximately R700 per person (entry and exit medicals).

Foskor may request audited financial statements for due diligence.

CSD registration: mandatory before bid submission; business may not be awarded without it. Foreign suppliers with no local entity are exempt.

Tax compliance: must be tax compliant at submission and for the entire contract term; SARS tax clearance certificate required.

B-BBEE: B-BBEE certificate or affidavit required; preference points claimed via SBD 6.1 form.

COID: registration and proof of payment under the Compensation for Occupational Injuries and Diseases Act required; letter of good standing.

Employment Equity Act: compliance required, including Section 53.

Professional body registration: NCCA, CASA, PBEH or BEECA (for full points in evaluation).

Key personnel:

• Site Manager: relevant years of experience, Foskor Legal Liability certificate (Reg. 2.6.1), and LACA competency assessment.
• Site Supervisor: relevant years of experience, Foskor Legal Liability certificate (Reg. 2.9.2), and LACA competency assessment.
• Health and Safety Representative (SHE-Rep) under Section 29(1) of MHSA.
• 2.6.1 Subordinate Manager and 2.9.2 Supervisor must pass Foskor legal examinations within 30 days of award.
• SHE-Rep must attend a five-day training course within 30 days of award (free of charge).

Training requirements (accredited external training): basic health and safety principles, HIRA, first aid level 1, working at heights, basic firefighting, lockout.

Medical examinations: all employees must undergo medical examination at Foskor CLINIX Clinic; entry and exit medicals required.

Induction: all employees must complete Foskor site induction (07:00-08:00, Monday to Friday, no appointment).

Work permit: required before commencement; allow 3-10 working days to complete requirements.

Safety file: must be compiled with Foskor Safety Department and available for inspection.

PPE: safety glasses, overalls with company logo, safety boots, hard hats, ear protection, soft latex gloves, dust masks where required. PPE must be issued free of charge.

Vehicle requirements: drivers must have valid licences, Foskor driver's permit, and open pit licence for mining areas; vehicles must be inspected daily.

Portable electrical equipment must be tested and declared safe by Foskor electrical services workshop.

Local content: not specified.

CIDB grading: not applicable (not construction).