36-Month cleaning, hygiene, pest control & boardroom support services for dmpr pretoria (trevenna campus)

The Department of Mineral and Petroleum Resources (DMPR) seeks to appoint a service provider for cleaning, hygiene, pest control, and boardroom support services at its Trevenna Campus, Pretoria. The contract duration is 36 months. The objective is to maintain a safe, clean, and hygienic working environment in compliance with the Occupational Health and Safety Act (OHSA). The total office space is 14,213 m², including common areas, reception, ablution facilities, offices, kitchens, boardrooms, storerooms, and lifts. Services must be rendered during office hours (06h30–15h00, Monday–Friday), with provision for after-hours cleaning by prior agreement. The service provider must deploy 20 trained personnel (18 cleaners, 2 supervisors) and ensure continuous compliance with OHS standards.

Compulsory briefing session: 30 June 2026 at 11:00 at Department of Mineral and Petroleum Resources, Trevenna Campus, Block 2C, 70 Meintjies Street, c/o Meintjies and Francis Baard Street, Sunnyside, Pretoria. Closing date for bids: 10 July 2026 at 11:00.

Bidding procedure enquiries: Ms Lucia Nkhethoa or Ms Tebogo Katjeni, Tel: (012) 444 3778 or (012) 444 3197, Email: [email protected] or [email protected]. Technical enquiries: Ms Mpho Makhoana or Ms Naledi Salagae, Tel: (012) 444 3136 or (012) 444 3230, Email: [email protected] or [email protected]. Submission address: Bid box at Department of Mineral and Petroleum Resources, Trevenna Campus, 70 Meintjies Street, Sunnyside, Pretoria, 0001.

Bids must be submitted on or before 10 July 2026 at 11:00 to the bid box at Department of Mineral and Petroleum Resources, Trevenna Campus, 70 Meintjies Street, Sunnyside, Pretoria, 0001. Late bids will not be accepted. Bids must be submitted on official forms (not re-typed). Bid box is open from 07h30 to 16h00, Monday to Friday. Attendance at the compulsory briefing session on 30 June 2026 at 11:00 at the same address is mandatory; failure to attend may result in disqualification. Bidders must ensure all SBD forms (SBD 1, SBD 4, SBD 6.1) are fully completed, signed, and dated. Use of correction fluid or non-black ink will disqualify the bid. Proof of authority to sign the bid must be submitted.

Evaluation follows a 4-stage process: Mandatory Requirements, Functionality, Administrative Compliance, and Point Scoring System (80/20 principle). Mandatory requirements: Valid pest control registration with DALRRD, valid COIDA and UIF registration with letters of good standing, public liability insurance, membership in a recognized cleaning industry body (e.g., NCCA/BEECA), tax compliance (TCS PIN or CSD number), and no state-employed directors or tender defaulters. Functionality minimum threshold is 70%. Points are awarded for: Company profile and experience (25 points), technical governance and capability (30 points), project plan and methodology (20 points), regulatory compliance (5 points), team leaders' experience (10 points), and team leaders' qualifications (10 points). Preferential points (20): 4 points each for ownership by Black people, women, youth, disabled persons, or SMME status (QSE/EME). Bidders must submit proof for all claims. Price accounts for 80 points, with the lowest acceptable bid scoring highest. Ties are resolved by specific goals, then functionality, then drawing of lots.

Scope: Provision of cleaning, hygiene, pest control, and boardroom support services for DMPR Trevenna Campus, Pretoria (14,213 m², two building blocks). Contract duration: 36 months. Services include: Daily cleaning (dusting, disinfecting, waste disposal, floor maintenance, sanitary fixture cleaning), weekly tasks (bin sanitization, kitchen cleaning, carpet vacuuming, glass cleaning), monthly tasks (blind cleaning, furniture vacuuming), and quarterly tasks (window cleaning, floor polishing, air conditioning vent cleaning, carpet washing). Pest control: Monthly rodent trap servicing, insecticidal paste application, quarterly fumigation (weekends preferred). Boardroom support: Hot water preparation, setup/cleanup, crockery handling. Hygiene services: Supply and maintain dispensers (toilet seat wipes, toilet rolls, hand soap, air fresheners, paper towels, liquid gel seat wipes, sanitary bins, urinal mats) with specified replenishment frequencies. Deep cleaning: Semi-annual deep cleaning of sanitary fixtures and upholstered furniture. Staffing: 20 personnel (18 cleaners, 2 supervisors) with relievers for absenteeism. Personnel must be trained, wear branded uniforms, and use SABS-approved, eco-friendly products. All services must comply with OHS Act standards. Equipment and consumables are the Service Provider’s responsibility.

Pricing must be submitted in ZAR, VAT inclusive, and remain fixed for the 36-month contract. Ceiling price required, covering all costs (labour, consumables, equipment, periodic services). Pricing schedule must include: Square metre costing, personnel costing (wages, UIF, COID, leave, overtime, uniforms, PPE), once-off installations (toilet seat wipe holders, toilet roll holders, hand soap holders), periodic services (carpet cleaning, deep cleaning, upholstery cleaning, pest control), and consumables (cleaning chemicals, hygiene products, waste management). Payment terms: No upfront payments. Monthly invoices submitted by the last working day of the month, paid within 30 days via EFT. Pro-rata adjustments or withholding may apply for incomplete or unsatisfactory services. Subsistence and travel rates must align with National Treasury instructions (e.g., accommodation ≤ R1,770/night, economy air travel, AA-approved km rates).

Mandatory compliance: Valid registration for pest control with DALRRD, valid COIDA and UIF registration with letters of good standing, public liability insurance, membership in a recognized cleaning industry body (e.g., NCCA/BEECA). Tax compliance: Submit TCS PIN (via SARS eFiling) or CSD number. For consortia/joint ventures, each party must submit separate TCS/CSD proof. No bids accepted from state employees or entities with state-employed directors. B-BBEE: Preferential points for ownership by Black people (51%+), women (51%+), youth (51%+), disabled persons (51%+), or SMME status (QSE/EME). Proof required (CIPC documents, medical certificates, B-BBEE certificates, or sworn affidavits). SBD forms: SBD 1, SBD 4 (disclosure of interests), and SBD 6.1 (preference points) must be fully completed and signed. Failure to comply with any mandatory requirement will disqualify the bid.

Evaluation is based on the 80/20 preference point system. Price accounts for 80 points, and preferential goals (B-BBEE, ownership) account for 20 points. Functional evaluation (minimum 70% threshold) includes: Company profile and experience (25 points), technical governance and capability (30 points), project plan and methodology (20 points), regulatory compliance (5 points), team leaders' experience (10 points), and team leaders' qualifications (10 points). Preferential points are awarded for ownership by Black people, women, youth, disabled persons, or SMME status (4 points each). Proof of claims is mandatory. Ties are resolved by specific goals, then functionality, then drawing of lots.