Cleaning services for port elizabeth and ngqura container terminal (4-Year contract)

Compulsory RFP briefing on 01 October 2026 at 10:00 at SCM Boardroom, NRE Garage, Green Street, Port of Port Elizabeth, for approximately 2 hours. Attendance is mandatory; failure to attend results in disqualification. Certificate of attendance (Section 7) must be submitted with proposal. Respondents must confirm attendance and provide contact details and number of representatives to [email protected].

Contact person: Sue-Ellen Nazer

Role: Technical/SCM enquiries

Email: [email protected]

Telephone: 041-507 2091

Complaints: [email protected]

Submission portal: https://transnetetenders.azurewebsites.net

Submission method: Transnet e-Tender Submission Portal (https://transnetetenders.azurewebsites.net). Register company profile, log intent to bid, and upload bid documents. Upload limit 30 MB per upload, multiple uploads allowed. Submit at least one day before closing to avoid technical issues; no late submissions accepted. Each company must submit under its own registered profile; submitting via another company's profile disqualifies the bid. Joint ventures may submit via any partner's profile.

Returnable documents (all must be signed, stamped, and dated):

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• Annexure B (Pricing Schedule): completed pricing per the schedule.
• Returnable Schedule E1: valid registration certificate with the National Contract Cleaners Association or recognised cleaners association.
• Returnable Schedule E2: valid Letter of Good Standing COIDA.
• Returnable Schedule T1: three reference letters (not older than one year, minimum one year experience).
• Returnable Schedule T2: list of cleaning chemicals with Safety Data Sheets.
• Returnable Schedule T3: generic risk assessment covering safety, health, environment, and quality.
• Returnable Schedule T4: proof of training (attendance registers or certificates).
• Returnable Schedule T5: hazardous material/chemicals control plan (SOP).
• Returnable Schedule T6.1–6.6: SHE Plan covering waste management, working at heights, hazardous biological agents, PPE issuing, safe working procedures, and injuries on duty.
• Proof of specific goals (B-BBEE) claims.
• Section 5: RFP Declaration and Breach of Law Form.
• Section 7: Certificate of attendance of compulsory RFP briefing.
• Section 8: RFP Protection of Personal Information form.
• Essential Returnable Schedule E3: minimum equipment.
• Latest financial statements (audited or signed by accounting officer) plus two previous years.
• Certified copies of directors' IDs.
• CSD registration proof.
• Joint Venture Agreement or intention to enter into one (if applicable).
• Proof of general/public liability insurance with indemnity limit of R10,000,000.

Disqualification risks:

• Missing any mandatory returnable document at closing.
• Late submission.
• Submitting via another company's profile.
• Pricing not in the prescribed format or below Contract Cleaning Centre minimum wage.
• Failure to attend compulsory briefing.

Evaluation stages:

• Stage 1: Test for administrative and substantive responsiveness (on-time submission, all returnable documents, signed bid, priced offer, compliance with scope and technical pre-qualification criteria). Must pass to proceed.
• Stage 2: Technical/functionality evaluation with minimum qualifying score of 70 out of 100. Weightings: Background Experience (10), List of Cleaning Chemicals (10), Risk Assessments (20), Proof of Training (10), Standard Operating Procedures (20), SHE Plan (30). Scores rounded to 2 decimal places.
• Stage 3: Price and Specific Goals evaluation using 80/20 system. Price score formula: PS = 80 × (Pmin/Pt). Specific goals (B-BBEE) up to 20 points: B-BBEE status level 1 or 2 = 10 points; EME or QSE 51% black-owned = 10 points.
• Stage 4: Price negotiations if price not market-related; sequential negotiation with highest, then 2nd and 3rd ranked bidders, or cancellation.
• Stage 5: Objective criteria may justify award to other than highest scorer (e.g., skills transfer, ROI, supplier rotation, probity checks).
• Stage 6: Award of business and contract conclusion.

Minimum qualifying score: 70/100 (technical).

Scope: Provision of office, mess, and ablution facilities cleaning services at the Port of Port Elizabeth and Ngqura Container Terminal, for Transnet Port Terminals, for a period of four (4) years.

Key requirements:

• Cleaning chemicals list must cover at least 10 specified areas: ablution facilities, glass & window cleaner, dishwashing liquid, carpet cleaner, tiles/paint/walls, cooker hood & stove, deep cleaning, furniture cleaner (wooden & metal), general areas, and mess room floors.
• Risk assessment must cover safety, health, environment, and quality.
• Training records for employees on supervisory skills, basic cleaning principles (hygiene and sanitation), and handling of hazardous chemicals and biological agents.
• Hazardous material/chemicals control plan (SOP) covering risk mitigation, PPE, competency, and equipment.
• SHE Plan covering waste management, working at heights, hazardous biological agents, PPE issuing, safe working procedures, and injuries on duty.
• Minimum equipment as per Returnable Schedule E3.

Respondents must submit three reference letters from companies they have provided similar services to, not older than one year, indicating a minimum of one year experience (Returnable Schedule T1).

Respondents must submit a list of all cleaning chemicals to be used, with Safety Data Sheets (SDS) file, covering specified areas (Returnable Schedule T2).

Pricing must be completed as per Annexure B. All prices quoted in South African Rand inclusive of VAT. Pricing lower than minimum wage for the Contract Cleaning Centre sectorial determination rates leads to immediate disqualification. Deviations from the pricing schedule result in disqualification. Discounts only considered if unconditional. Disbursements not specifically priced will not be accepted.

Pricing must be completed as per Annexure B (Pricing Schedule).

• All prices in South African Rand, inclusive of VAT.
• Pricing lower than the Contract Cleaning Centre sectorial determination minimum wage leads to immediate disqualification.
• Deviations from the pricing schedule result in disqualification.
• Discounts only considered if unconditional.
• Disbursements not specifically priced will not be accepted.
• Transnet may negotiate price if not market-related; sequential negotiation with highest, then 2nd and 3rd ranked bidders, or cancellation.
• General/public liability insurance with indemnity limit of R10,000,000 required.

Mandatory pre-qualification:

• Valid registration certificate with the National Contract Cleaners Association or any recognised cleaners association (Returnable Schedule E1).
• Valid Letter of Good Standing COIDA (Compensation for Injury and Disease Act) or similar registered body approved in South Africa for 'tender purpose' (Returnable Schedule E2).

Other compliance:

• CSD registration (Central Supplier Database).
• Valid SARS Tax Compliance Status (TCS) PIN or CSD number; each party in a JV/consortium must submit separately.
• B-BBEE status level certificate or sworn affidavit (for EME/QSE) to claim preference points.
• Not listed on Register for Tender Defaulters or List of Restricted Suppliers.
• Compliance with Employment Equity Act (Section 53).
• Security clearance may be required (CONFIDENTIAL/SECRET/TOP SECRET).
• Disclosure of any relationship with Domestic Prominent Influential Persons (DPIP) or Foreign Prominent Public Officials (FPPO).

Technical evaluation includes submission of a SHE Plan covering: waste management, management of safety when working at heights, management of employee exposure to hazardous biological agents, management of issuing of PPE, written safe working procedures for cleaning services, and management of injuries on duty. Also required: risk assessments covering safety, health, environment, and quality; proof of training on hazardous chemicals and biological agents; and a hazardous material/chemicals control plan (SOP) including risk mitigation, PPE, competency, and equipment.

The successful bidder must comply with all applicable laws, including the Employment Equity Act (Section 53). Transnet may cancel the RFP, split awards, validate information, request audited financial statements, and cancel the contract if incorrect information is furnished. Security clearance may be required. The proposal is deemed an offer; changes after closing not considered. Transnet's Legal Counsel will review proposed contractual terms. Validity period: 180 business days from closing date. Bidders may be asked to extend validity. Award may be to next ranked bidder if preferred bidder fails to sign or commence. Failure to respond to validity extension request excludes bidder.

Technical pre-qualification/eligibility criteria: 1) Valid registration certificate with the National Contract Cleaners Association or any recognised Cleaners Association (Returnable schedule E1). 2) Valid Letter of Good Standing COIDA (Compensation for Injury and Disease Act) or similar registered body approved in South Africa for 'tender purpose' for the cleaning services industry (Returnable schedule E2).

Evaluation methodology: Stage 1 - Test for responsiveness (administrative and substantive). Stage 2 - Minimum threshold of 70 points for technical criteria (weightings: Background Experience 10, List of Cleaning Chemicals 10, Risk Assessments 20, Proof of Training 10, Standard Operating Procedures 20, SHE Plan 30). Stage 3 - Price and Specific Goals (80/20 system). Stage 4 - Price negotiations if price not market-related. Stage 5 - Objective criteria (e.g., skills transfer, ROI, rotation of suppliers). Stage 6 - Award of business. Price formula: Ps = 80 (Pt/Pmin). Specific goals: B-BBEE status level 1 or 2 = 10 points, EME or QSE 51% black owned = 10 points.