Cleaning and hygiene services for hda head office (36-month contract)

Bidders must be registered on the National Treasury Central Supplier Database (CSD) and provide CSD supplier number; be tax compliant (submit SBD1 and/or TCS PIN); submit completed SBD1, SBD4 (Declaration of Interests) and SBD6.1 (Specific Goals Preference Points Claim Form); provide a Letter of Good Standing under COIDA; if bidding as a joint venture/consortium, submit a signed agreement detailing percentage split and responsibilities; meet BBBEE requirements to claim specific goals points; and demonstrate minimum three years’ experience in cleaning and hygiene services with supporting documentation.

conditions of this RFP.

8.9. The responses to RFP formulation must be clear and concise and follow a clear

methodology which responses to RFP must explain upfront in a concise Executive

which may be further supplemented by presentations and clarification information provided, if

required. All Bids shall be equally evaluated and adjudicated by various committees involved in

the evaluation process in accordance with stated Evaluation Criteria. Procurement integrity and

fairness, transparency, competitiveness and full accountability will at all times be paramount.

3.1. Evaluation and scoring methodology

The service provider must submit a Company Profile as well as 15

three (3) years’ experience in cleaning services and hygiene services.

The service provider must provide written referrals/Reference letters 15

that are no older than five years old on the referring company’s

letterhead, confirming cleaning and hygiene services rendered for

companies with 150 or more employees.

.

• Five or more letters of referral/Reference letters= 15 points
• Three to four letters of referral/Reference letters= 10 points
• One to two letters of referral/Reference letters= 5 points

• Withdraw the RFP on good cause shown;
• Award a contract in connection with this Proposal at any time after the RFP’s closing date;
• Award a contract for only a portion of the proposed goods/ service/s/ works which are

reflected in the scope of this RFP;

• The HDA may split the award of the contract between more than one Service Provider

should it be more advantageous in terms of, amongst others, cost or development

considerations;

• Make no award at all;
• Validate any information submitted by Bidders in response to this bid. This would include,

but is not limited to, requesting the Bidders to provide supporting evidence. By submitting

a bid, Bidders hereby irrevocably grant the necessary consent to the HDA to do so;

• Request annual financial statements prepared and signed off by a professional accountant

or other documentation for the purposes of a due diligence exercise; and/or

• Not accept any changes or purported changes by the Bidder to the bid rates after the

closing date and/or after the award of the business, unless the contract specifically

provided for it.

7 the national industrial participation programme............................... 28

8 post tender negotiation (if applicable) .................................................... 28

9 best and final offer .......................................................................................... 28

10 final contract award....................................................................................... 28

11 fairness and trasnparency ........................................................................... 29

Section 3 : pricing and delivery schedule ....................................................... 30

1 pricing ..................................................................................................................... 30

2 disclosure of prices quoted ......................................................................... 30

3 ownership of design .......................................................................................... 31

4 service levels ...................................................................................................... 31

5 total cost of ownership 31

6 financial stability .............................................................................................. 32

7 validity of returnable documents......................................................33

8 certificate of acquaintance with RFP terms and conditions .......... 34

9 general conditions .......................................................................................... 35

10 conditions of tender ......................................................................................... 40

of 55

Detailed Scope of Work (Project Specification) Annexure 1

Pricing Schedule Annexure 2

of 55

• Part B: Technical or Functional Response (response to scope of work)

Volume 2 (Envelop 2/ Package 2)

• Part C: Financial Proposal and specific goals (SBD6.1)

Volume 2 Has to be submitted in a separate sealed envelope. Bidders must make their pricing

offer in envelop 2/package 2, NO PRICING AND PRICING RELATED INFORMATION

Should be included in the volume 1 envelop 1.

8.3. Bidders must submit 1 original response, and electronic version which must be contained

in USB clearly marked in the Bidders name.

8.4. Bidders must ensure that their response to the RFP is in accordance with the structure of

this document.

8.5. Where Bidders are required to sign forms they are required to do so using a black ink pen.

8.6. Any documents forming part of the original responses to RFP but which are not original in

nature, must be certified as a true copy by a Commissioner of Oaths.

8.7. Each response to RFP must be in English and submitted in A4 format, except other

graphic illustrations, which may not exceed A3 format, unless the contrary is specifically

allowed for in this RFP. Responses to RFP must be neatly and functionally bound,

preferably according to their different sections.

8.8. The original responses to RFP must be signed by a person duly authorized by each

consortium member and Subcontractor to sign on their behalf, which authorization must

form part of the responses to RFP as proof of authorization. By signing the responses to

• Rates to be paid by the Service Provider must be at least at the minimum wage gazetted

at R33.27 per hour - R1,497.15 per week (based on 45 hours worked per week)

• The salary adjustment must be made annually in line with all gazetted changes. Evidence

must be provided annually of the gazetted changes in order to justify the increase in costs.

• The cleaning schedule must incorporate cleaning and hygiene services as per Section

5.1 below.

• The service provider will be required to detail all equipment to be provided to ensure that

is in a good working order for the purpose for which it is intended below.

• The service provider will be required to provide cleaning and hygiene consumables.
• The financial proposal shall contain the price breakdown in annexure 1, which includes:

the total bid prices and the bill of quantities for procurement of goods, or scope of work

for procurement of services, the applicable price schedules; and the recurring and the

maintenance costs if applicable, inclusive of VAT

part or basis of any investment decision by Bidders. The recipient should not consider the document

as an investment recommendation by the HDA or any of its advisers.

Each person to whom this document (and other later documents) is made available must make his

own independent assessment of the Project after making such investigation and taking such

professional advice as he/she or it deems necessary. Neither the receipt of this document or any

related document by any person, nor any information contained in the documents or distributed with

them or previously or subsequently communicated to any Bidder or its advisers, is to be taken as

constituting the giving of an investment advice by the Housing Development Agency or its advisers.

being requested to do so, the HDA reserves the right to award the business to the next ranked bidder,

provided that he/she is still prepared to provide the required goods at the quoted price. Under such

circumstances, the validity of the bids of the next ranked bidder(s) will be deemed to remain valid,

irrespective of whether the next ranked bidder(s) were issued with a Letter of Regret. Bidders may

therefore be requested to advise whether they would still be prepared to provide the required goods at

their quoted price, even after they have been issued with a Letter of Regret.

In this RFP, unless inconsistent with or otherwise indicated by the context –

3.1. headings have been inserted for convenience only and should not be taken into account in

interpreting the RFP;

3.2. any reference to one gender shall include the other gender;

3.3. words in the singular shall include the plural and vice versa;

3.4. any reference to natural persons shall include legal persons and vice versa;

3.5. words defined in a specific clause have the same meaning in all other clauses of the RFP,

unless the contrary is specifically indicated;

3.6. any reference to the RFP, schedule or appendix, shall be construed as including a reference

to any RFP, schedule or appendix amending or substituting that RFP, schedule or appendix;

3.7. the schedules, appendices and Briefing Notes issued pursuant to this RFP, form an indivisible

part of the RFP and together with further clarifying and amending information provided by the

HDA, constitute the body of RFP documentation which must be complied with by Bidders;

3.8. in the event of any inconsistency between this RFP or other earlier information published with

regard to the Project, the information in this RFP shall prevail; and

3.9. this RFP shall be governed by and applied in accordance with South African law.

of 55

does not add value and detracts from the ability of the HDA to effectively evaluate and

understand the responses to RFP. The use of numbered headings, bullet points, sections,

appendices and schedules are encouraged.

of 55

submit any of the required documents, such Bids shall, at the sole discretion of the HDA, be

disqualified.

The successful Bidder [hereinafter referred to as the Service Provider] shall be in full and

complete compliance with any and all applicable laws and regulations.

10. National treasury’s central supplier database

Bidders are required to self-register on National Treasury’s Central Supplier Database (CSD)

which has been established to centrally administer supplier information for all organs of state and

facilitate the verification of certain key supplier information. Only foreign suppliers with no local

registered entity need not register on the CSD. The CSD can be accessed at

https://secure.csd.gov.za. Bidders are required to provide the following to the HDA in order to

enable it to verify information on the CSD:

of 55

The Housing Development Agency (HDA) is a national public sector development agency that, inter

alia, has the mandate to identify, acquire, hold, prepare and develop suitable land for human

settlements. The agency also undertakes the programme and project management for development

of housing and human settlements. The HDA carries out its functions in partnership with a range of

stakeholders, including national, provincial and local government and municipalities, as well as with

communities, developers and financiers. Established in 2009, the Agency was established by an Act

of Parliament in 2008 and is accountable through its Board to the Minister of Human Settlements. For

more information about the HDA, please visit our website: www.thehda.co.za.

The HDA has, in the past years, repositioned itself as an implementation agent for government;

packaging and delivering human settlements projects on behalf of both national, provincial and local

government.

• The main purpose of the invitation to tender is to appoint a suitable Service Provider that can render

cleaning and hygiene services to the HDA at 4 Kikuyu Road, Sunninghill, Johannesburg for a period

of thirty-six (36) months.

• The service provider will further be required to provide cleaning equipment as well as cleaning and

hygiene consumables monthly.

• The Team Leader (from among one of the six cleaners) must be remunerated at a rate that is

above the rate of the other five (5) cleaners.

• The Service Provider shall at all times ensure that they are in Good Standing with the

Workmen’s Compensation Commissioner and will provide a letter to that effect on appointment

and annually thereafter.

• The Service Provider undertakes to ensure that all equipment provided is in sound working

condition and fit for the purpose for which it is intended and that it complies at all times with the

requirements of the Occupational Health & Safety Act.

• In the event of labour unrest the onus will fall on the service provider to ensure that travel

arrangements are made for employees to get to work or that substitute employees are

arranged.

of 55

(Weekly)

Replenish all consumables as and when required: To be checked two hourly

2 ply toilet paper;

2 x battery operated wall mounted air fresheners in each

bathroom to be refilled when empty;

Toilet seat sanitiser to be refilled when empty;

Hand soap to be refilled in all bathrooms;

swept and mopped regularly

Washing up sponges; washing up cloths and washing of Washed and replaced twice

dishcloths must be maintained in a clean and hygienic daily.

condition. Must be hung out to dry and

not be placed over kitchen

cupboards

From sanitary (she) bins

Waste from ten (10) SHE Bins to be disposed of weekly Weekly – waste manifest to be

and bins to be cleaned provided

of 55

• At least four (4) Industrial Heavy duty carpet cleaner (wet and dry) to be provided. The

number of vacuum cleaners allocated must enable cleaners to vacuum all offices prior to

employees arriving 08h00.

• Every resource shall be allocated a soft broom; hard broom; mop and mop trolley;

scrubbing brush; window squeegee and bucket, as well as hazard warning signs

indicating that the floor is wet.

• Every toilet is to be provided with a toilet brush which must be replenished every six (6)

months.

• Hand Soap Dispensers; toilet roll dispensers; toilet seat sanitiser dispensers; SHE Bins;

battery operated air fresheners; hand towel dispensers and wall mounted dirt bins are

currently installed in the bathrooms. At the time of the compulsory site briefing,

equipment is to be checked for functionality and any repairs to equipment must be

quoted on.

• All toilet roll dispensers must be lockable. Quotation to include The cost of replacing

locks with duplicate keys must be quoted as a separate item.

consumables monthly. This cost must be quoted as part of the bid, with any annual escalation

in costs stipulated in the bid document:

• Fifteen (15) x 5 litres of dishwashing liquid per month;
• Twenty-four (24) washing up sponges with scorers per month;
• Ten (10) litres of bleach per month;
• Ten (10) x 5 litres of Handy Andy per month;
• Fifteen (15) litres of toilet disinfectant per month;
• Thirty (30) x 400ml Aerosol surface furniture polish per month;
• Three hundred (300) black refuse bags per month;
• Forty (40) red refuse bags indicating hazardous waste must be provided monthly for the

ten SHE bins that are emptied weekly;

• Thirty (30) toilet seat sanitiser refills per month;
• Twenty (20) Battery Operated Air Freshener Refills (100ml);
• Six hundred (600) of the 350 sheets each of two-ply toilet paper per month;
• Fifteen (15) Foam Hand Dispenser Refills (700ml)

of 55

office and kitchen waste receptacles.

purport to be comprehensive or true and correct. Neither the HDA nor any of its advisers accept any

liability or responsibility for the adequacy, accuracy or completeness of any of the information or

opinions stated in any document.

implied, is or will be given by the HDA, or any of its officers, employees, servants, agents or advisers

with respect to the information or opinions contained in any document or on which any document is

based. Any liability in respect of such representations or warranties, howsoever arising is hereby

expressly disclaimed.

may be contained in the information provided (the “Confidential Information Provided”). The

Confidential Information provided may be made available to Bidder’s subcontractors, employees and

professional advisers who are directly involved in the appraisal of such information (who must be

made aware of the obligation of confidentiality) but shall not, either in the whole or in part, be copied,

reproduced, distributed or otherwise made available to any other party in any circumstances without

of 55

shown to have been made available (otherwise than through a breach of a confidentiality obligation).

sign confidentiality contracts/undertakings (in such form as the HDA may require from time to time).

All Confidential Information Provided (including all copies thereof) remains the property of the HDA

and must be delivered to the HDA on demand. Further, by receiving this RFP each Bidder and each

of its members agrees to maintain its submission in Bid to this RFP confidential from third parties

other than the HDA and its officials, officers and advisers who are required to review the same for the

purpose of procurement of the RFP.

receipt of a Proposal in response to it. Please note that the HDA reserves the right to:

• Modify the RFP’s goods / service(s) / works and request Bidders to re-bid on any

changes;

• Withdraw, amend the RFP at any time without prior notice and liability to compensate or

reimburse any bidder;

• Reject any Proposal which does not conform to instructions and specifications which are

detailed herein

• Disqualify Proposals submitted after the stated submission deadline;
• Call a bidder to provide additional documents which the HDA may require which have not

been submitted to The HDA.

• Not necessarily accept the lowest priced Proposal or alternative bid;
• Not accept any response to the RFP or appoint a final bidder;
• Reject all proposals it if so decides;

of 55

Section 1 : notice to bidders .....................................................................................

1 invitation to bid ................................................................................................... 13

2 formal briefing and briefing session notes ........................................... 14

3 proposal submission ......................................................................................... 14

4 delivery instructions for RFP ....................................................................... 15

5 specific goals ....................................................................................................... 15

6 communication ..................................................................................................... 15

7 confidentiality .................................................................................................... 16

8 instructions for completing the RFP ......................................................... 16

9 legal compliance ................................................................................................ 18

10 national treasury’s central supplier database ................................. 18

11 tax compliance .................................................................................................... 19

12 protection of personal data ........................................................................ 19

Section 2 : background, overview and scope of requirements ............. 21

1 introduction and background ...................................................................... 21

2 overview ................................................................................................................. 21

3 key objectives of the RFP ................................................................................ 22

4 scope of work ...................................................................................................... 22

5 evaluation methodology ................................................................................ 22

6 validity period ...................................................................................................... 28

of 55

after completion thereof, will be treated with strict confidence. Should the need however arise to

divulge any information gleaned from provision of the Services, which is either directly or

indirectly related to the HDA’s business, written approval to divulge such information must be

obtained from the HDA.

7.2. Bidders must clearly indicate whether any information submitted or requested from the HDA is

confidential or should be treated confidentially by the HDA. In the absence of any such clear

indication in writing, the HDA shall deem the response to the RFP to have waived any right to

confidentiality and treat such information as public in nature.

8.11. Information submitted as part of a responses to RFP must as far as possible, be ordered

according to the order of the required information requested by the HDA. All pages must

be consecutively numbered.

8.12. Responses to RFP must ensure that each requirement contained in the RFP is succinctly

addressed. Responses to RFP should as far as possible use the terms and definitions

applied in this RFP and should clearly indicate its interpretation of any differing

terminology applied.

8.13. Response to RFP documents are to be submitted to the address specified in paragraph 6

above, and Bidders must ensure that the original and copies (where applicable) are

identical in all respects as the HDA will not accept any liability for having disqualified a

bidder for failing to provide a mandatory returnable document.

8.14. Unless otherwise expressly stated, all Proposals furnished pursuant to this RFP shall be

deemed to be offers. Any exceptions to this statement must be clearly and specifically

indicated.

5 evaluation methodology ................................................................................ 22

Preference points claim form sbd 6.1

equipment is to be checked for functionality and any repairs to equipment must be

• Twenty-four (24) washing up sponges with scorers per month;
• Fifteen (15) Foam Hand Dispenser Refills (700ml)

Technical Evaluation Detailed analysis of Bids to determine whether the Bidder is capable of

(Stage 2) delivering the Project in terms of business and technical requirements.

The minimum threshold for technical evaluation is [70%], any bidder

not proceed with the evaluation of Price and Specific goals.

Stage description

Price and Specific Evaluate price and Specific Goals on an 80/20 point system

goals (Stage 3)

close in terms of points awarded.

5.2. Stage 1: compliance requirements

Stage 1A: Basic Compliance

(d) Specific Goals (as per SBD 6.1)

Stage 2 - technical / functionality requirements

Qualifying bidders shall be evaluated on technicality / functionality after meeting all compliance

requirements outlined above. The minimum threshold for the technical/functionality requirements is

70%. Bidders who score below the minimum requirement shall not be considered for further

evaluation in stage 3Qualifying bidders shall then be evaluated on functionality after meeting all

PPPFA Preferential Procurement Policy Framework Act (as amended from

5 specific goals ....................................................................................................... 15

the evaluation process in accordance with stated Evaluation Criteria. Procurement integrity and

3.1. Evaluation and scoring methodology