Render cleaning and hygiene services - kwazulu natal

Closing date: 21 September 2026. Closing time: 11:00. Compulsory briefing session: 1 September 2026 at 10:00 via Microsoft Teams. RSVP for briefing: email company name and address to [email protected] by 31 August 2026 at 16:00. Bid validity period: 120 days from closing date. Contract period: 36 months.

Compulsory briefing session will be held on 1 September 2026 at 10:00 via Microsoft Teams. Interested bidders must forward their email addresses and company name to [email protected] before or on 31 August 2026 at 16:00. Site inspection/briefing certificate must be completed and stamped at the session. Failure to attend and have the certificate stamped disqualifies the bid.

Bidding procedure enquiries: Mr N Ngcamu, telephone 033 355 7589, email [email protected]. Technical enquiries: Adv Khwezi Masondo, telephone 033 355 7573, email [email protected]. All correspondence: The Head of Supply Chain Management, KZN Legislature, 244 Langalibalele Street, Pietermaritzburg 3201.

Submission method: sealed envelope deposited in the bid box on the Ground Floor, KwaZulu-Natal Legislature, 244 Langalibalele Street, Pietermaritzburg 3201. Bid box accessible Monday to Friday (excluding public holidays) 08:00–16:00. No bids by post, fax, email, or electronic means. Each bid in a separate sealed envelope marked with bidder name, address, bid number KZNL 1/2026, and closing date. Late bids not accepted. Returnable forms — all must be completed, signed and submitted: SBD 1 (Invitation to Bid), SBD 3 (Pricing Schedule – firm prices), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), Authority to Sign a Bid, CSD registration report, valid SARS tax compliance PIN or certificate, joint venture agreement (if applicable), company details on letterhead, references and proof of execution capacity, details of current contracts. Bidder must initial every page. Compulsory briefing attendance required; briefing certificate must be stamped and signed at the session. Failure to submit any required document or attend the briefing disqualifies the bid.

Returnable documents: Completed bid forms (SBD 1 – Invitation to Bid), Pricing Schedule (SBD 3 – firm prices), Declaration of Interest (SBD 4), Preference Points Claim Form (SBD 6.1), Authority to Sign a Bid, CSD registration report, valid SARS tax compliance PIN or certificate, joint venture agreement (if applicable), company details on letterhead (headquarters, regional office, bankers, partners), references and proof of execution capacity, details of current contracts, proof of public liability insurance (minimum R1 million), briefing session certificate (stamped and signed).

Evaluation uses the 80/20 preference point system (price 80 points, specific goals 20 points, total 100). Price points calculated as Ps = 80(1 – (Pt – Pmin)/Pmin). Specific goals and points: 25% black owned (5 points), 25% owned by youth (5 points), 25% black women-owned (5 points), company located within KZN Province (5 points). Supporting documents required: BBBEE certificate, CK document, proof of residence (lease, CSD report, water bill, letter from councillor). Failure to submit proof for specific goals means zero points for those goals. Equal total points: award to highest specific-goals score; if still equal, drawing of lots. The Legislature is not bound to accept the lowest or any bid. Mandatory pre-qualification: CSD registration (compulsory, failure disqualifies), tax compliance (SARS PIN/TCS certificate/CSD number), no directors in service of the state, compulsory briefing attendance, joint venture agreement submitted (if applicable), all returnable forms completed and signed.

Scope: cleaning and hygiene services for 36 months at KZN Legislature Administration Building (244 Langalibalele Street) and Legislature precincts (245 Langalibalele Street) including Speaker's Cottage, Senate Building, Chamber Building, Green's Chambers, Nathan's Chambers, Credit Indemnity Building, Law Society Building (16 & 17 Chancey Lane), Pietermaritzburg. Areas to be cleaned: entrance halls, foyers, internal stairs, balconies/passageways, offices, boardrooms, committee rooms, storerooms, toilets, photocopying/printing rooms, kitchens, verandas, internal windowsills and sun hoods, light fittings, fire hose reel recesses, accessible pipes and fittings, waste paper and refuse bin areas. Excluded: electrical equipment rooms, server rooms, transformer rooms. Specialised equipment (computers, photocopiers, PABX, etc.) must not be cleaned; server rooms only cleaned under direct supervision of an official. Materials must comply with SABS standards: disinfectants (SABS 47, 643, 1032, CKS 459), cleaners (SABS 1225, 1256, 1257, 825), toilet seat wipes, sanitary towel receptacles (serviced fortnightly), paper towels (CKS 614), toilet paper (double ply, 350 sheets, 100mm x 110mm), hand soap (SABS), deodorant blocks (SABS), urinal sanitiser (SABS), floor finishes (SABS 1224, 1042, 525), air fresheners (45 aerosol units with anti-theft brackets, dispensing every 10 minutes). Equipment required: vacuum cleaners, carpet shampooers, squeegees (not mops), extension cords, padded polishers. Refuse bags of acceptable quality. Cleaning frequencies specified per item (e.g., power skirtings weekly, radiators twice weekly, railings daily, refrigerators twice weekly, rubbish bins daily, screens monthly, showers daily, sinks as necessary, stairs daily, mirrors daily, ornaments twice weekly). Board/committee rooms kept clean at all times; cups/saucers collected twice daily; logistic support for boardroom bookings (refreshments, water, tea/coffee). Deep cleaning once per month of all offices, carpets, hard floors, ablutions, windows inside and out. Cleaning personnel: 22 staff required (6 male), working hours 07:00–16:00. Supervisor required; all staff trained before commencement; protective clothing with company name; personnel changes reported for security. Monthly management reports required. Public liability insurance minimum R1 million, proof submitted with bid, premiums paid monthly. Compliance with Labour Relations Act, Sectoral Determination for Contract Cleaning wages, OHS Act, SABS standards. Legislature may test detergents/equipment. Service Level Agreement to be signed on appointment.

Cleaning services methodology: Weekly cleaning Monday to Friday of Legislature Administration Building and precincts including floor cleaning, ablution cleaning, kitchen cleaning, hard and resilient floor cleaning, vacuum and steam cleaning of carpets, cleaning/vacuuming of curtains in Main Chamber. Deep cleaning once per month of all offices including carpeted offices, hard floors, carpet tiles, ablutions, all windows inside and outside. Service provider uses own equipment and materials. Cleaning personnel commence work daily between 07:00 and 16:00. Staffing: 22 cleaning staff required, 6 must be males. Bidders must include costing for machinery, manning, and cleaning materials. Supervisor ensures cleaning/hygiene material always available and replaced as required. Liaison through supervisor, not directly with workers. Monthly management reports as required. Logistic support for boardroom bookings (refreshments, water, tea/coffee). Cups/saucers collected twice daily from central points, washed and returned.

Bidders must provide proof of execution capacity: references or statement of company experience to undertake the contract. References of past experience of owners/employees of new entities must accompany the bid. Details of all current contracts required: commencement date, expiry date, value per contract, contract details (counterparty, phone number, address). Company details on letterhead: headquarters, regional office (if any), bankers and account number, partner names/ID numbers/addresses (if partnership). New businesses must provide business plan details: who drafted plan, who calculated prices, whose advice relied on, who provides financial support. Joint ventures must submit certified joint venture agreement specifying percentage split. Employees must be registered for Compensation Fund and UIF.

Cleaning specifications and quality standards: Disinfectant liquid (coal-tar type) SABS 47; stabilised chlorine disinfectants SABS 643; detergent-disinfectants (stabilised inorganic chlorine) SABS 1032; disinfectants for automatic dispensers CKS 459; ammoniated liquid detergent cleaners SABS 1225; acidic lavatory bowl cleaner (powder/granule) SABS 1256; liquid cleaner for sanitary ware SABS 1257; dish washing liquid SABS 825; toilet paper CKS 614; floor stripper SABS 1224; polymer metalised floor sealer SABS 1042; approved detergents for tile/granite/terrazzo/glazed surfaces SABS 525. Equipment requirements: vacuum cleaners (owned), carpet shampooers (available on request, remove excess water), squeegees (not mops), extension cords, padded polishers. Refuse/garbage bags of acceptable quality. Dusting of windowsills with care to avoid blind damage. Installation/removal of dispensers with care to avoid tile damage. Board/committee rooms kept clean at all times, frequency in consultation with relevant unit. Cups/saucers collected from central points twice daily (morning/afternoon), washed and returned. Logistic support for boardroom bookings: refreshments, water, tea/coffee as required. Detailed cleaning schedules with standard methods and frequencies (e.g., mirrors daily, paving daily, lavatories 3–5 times daily, hard floors daily, resilient floors as necessary). Legislature reserves right to test and analyse detergents/equipment for SABS compliance. No equipment/utensils/detergents that may damage buildings, fittings, or persons. All equipment and cleaning/hygiene material provided by service provider. Personnel adequately trained before commencement. Protective clothing (uniform) with company name. Monthly management reports covering all work performed. Service Level Agreement to be signed on appointment.

Pricing schedule (SBD 3) – firm prices only. Offer valid for 120 days from closing date. Three line items: Year 1, Year 2, Year 3. Sub-total, VAT at 15%, grand total in RSA currency with all applicable taxes included. Prices deemed firm for first year; only statutory increases (VAT, minimum wage) permitted after first completed year, subject to Legislature approval. Cost breakdown for cleaning materials to be completed by the company. Separate pricing schedule required for each delivery point if different delivery points influence pricing.

Pricing schedule (SBD 3) – firm prices only; non-firm prices (including exchange-rate variations) not accepted. Offer valid for 120 days from closing date. Three line items: Year 1, Year 2, Year 3. Sub-total, VAT at 15%, grand total in RSA currency with all applicable taxes included. Prices deemed firm for first year; only statutory increases (VAT, minimum wage) permitted after first completed year, subject to Legislature approval. Payment within 30 days of invoice, subject to satisfactory performance, via electronic transfer to verified CSD bank account. Legislature may withhold, deduct or set off amounts for damages, costs or indebtedness with written notice and CFO-signed certificate. Service provider liable for legal fees on attorney-and-own-client scale if Legislature institutes legal action. No interest payable during disputes. Public liability insurance minimum R1 million required before contract signing.

Mandatory: registration on National Treasury Central Supplier Database (CSD) – CSD registration report must be submitted; failure disqualifies the bid. Tax compliance: valid SARS Tax Compliance Status PIN or printed TCS certificate, or CSD number if no PIN; each JV/consortium party must submit separate PIN/certificate/CSD number. No bids from persons in service of the state, or companies with directors/members in service of the state. B-BBEE: preference points claimed via SBD 6.1; specific goals require BBBEE certificate, CK document, proof of residence. Joint ventures: certified joint venture agreement specifying percentage split must accompany bid; failure results in no preference points for JV partners. Company details on letterhead: headquarters, regional office (if any), bankers and account number, partner names/ID numbers/addresses (if partnership). New businesses: business plan details (drafter, price calculator, advisor, financial supporter). Execution capacity: references or company experience; references of owners/employees for new entities. Current contracts: commencement date, expiry date, value, contract details (counterparty, phone, address). Employees registered for Compensation Fund and UIF. All legislation, SANS, OHS Act, Sectoral Determination for Contract Cleaning wages must be complied with. Bidder must initial every page of bid document.

Preference points claim form (SBD 6.1) – 80/20 preference point system applicable. Maximum points: Price 80, Specific Goals 20, total 100. Specific goals and points: 25% black owned (5 points), 25% owned by youth (5 points), 25% black women-owned (5 points), company located within KZN Province (5 points). Supporting documents required: BBBEE certificate, CK document, proof of residence (lease, CSD report, water bill, letter from councillor). Failure to submit proof means zero points for specific goals. Tenderer must indicate how points are claimed for each goal.

Compliance with Labour Relations Act, 1995 and other relevant legislative prescripts; Legislature will not tolerate exploitation of cleaning staff. Compliance with Department of Labour Sectoral Determination for Contract Cleaning Sector wages; Legislature reserves right to conduct random payroll checks. Occupational Health and Safety Act compliance; all equipment and cleaning material must comply with SABS and OHS Act, be of high quality. Specialised equipment (computers, photographic equipment, photocopy machines, printing machinery, facsimiles, PABX, electrical equipment) must NOT be cleaned by contract cleaners. Rooms housing specialised equipment (e.g., server rooms) may only be cleaned when accompanied by and under direct supervision of an official of the office concerned. No equipment, utensils or detergents that may damage buildings, fittings, or persons. Public liability insurance minimum R1 million with reputable insurer; documentary proof submitted with bid; premiums paid monthly for contract duration; contract only signed upon proof of cover. Personnel removal/replacement reported for security reasons. Service provider indemnifies Legislature against claims arising from conduct of employees/agents. Service provider liable for injury, loss, damage from unauthorised acts, omissions, negligence, breach of contract or legislation; must make good at own expense on demand.

No specific environmental requirements stated beyond compliance with SABS standards for cleaning materials and general waste management (refuse bags, waste paper and refuse bin areas cleaned daily).

Contract period: 36 months. Validity period: 120 days from closing date. Bid and General Conditions of Contract (GCC) form part of the contract. No assignment of interest without prior written consent. Amendments subject to legal vetting. No conflicts of interest. Winning bidder must retain 25% of staff complement from current contract. Acceptance of bid: Legislature not obliged to accept lowest or any bid; financial standing and capacity may be examined. Reservation of rights: Legislature may invite presentations, appoint multiple providers, call for best and final offers, verify information, conduct site inspections/product evaluations, enter price negotiations, reject incomplete proposals, accept proposals in whole or part, cancel/terminate tender process at any stage. Bid pricing: prices firm for contract duration; no escalation except statutory increases (VAT, minimum wage). VAT inclusive. Change of address: bidder must advise Legislature of address changes. Communication: all correspondence to Head of SCM, 244 Langalibalele Street, Pietermaritzburg 3201. Completion of specification: schedules/forms must be completed and submitted. Completeness of bid: only considered if correctly completed with all certificates. Other conditions: successful bidder assumes duty on award date; no telegram/telex/fax/email bids; no alternative offers; company details on letterhead; new businesses provide business plan details. Successful bidder obligations: comply with specifications, SANS, best industry practices; appoint project manager as single point of contact; ensure qualified, skilled, trained staff; Legislature may interview staff; provide all resources; revise reports on notice; re-execute non-conforming work; liable for costs/damages from non-conformity. Payment conditions: invoice required; payment within 30 days subject to satisfactory performance; electronic transfer to verified CSD bank account; no interest on disputes; Legislature may withhold/set off with written notice and CFO certificate; service provider liable for legal fees on attorney-and-own-client scale. Liability: service provider responsible for conduct of employees/agents; indemnifies Legislature; must make good loss/damage at own expense. Warranties: capacity and resources; suitability of goods/services; compliance with specifications; no material facts affecting performance; good title to goods/services; compliance with all legal requirements, licences, certificates, authorisations. Termination: Legislature may disregard bid or cancel contract for failure to comply with legal/policy requirements, fraud/bad faith, failure to sign contract/SLA, collusive bidding, breach of SANS/legislation/policy, failure to fulfil obligations. Immediate termination without notice for substantial professional misconduct/incompetence, unlawful/dishonest/unethical acts, repeated breach (two or more times). Unsatisfactory performance: written breach notice; if persists, termination or enforcement and damages claim. Joint ventures: certified JV agreement with percentage split required before closing; failure means no preference points for JV partners. Execution capacity: proof required (references, experience). Current contracts: details required. Tax obligations: tax compliant at bid submission and throughout contract; tax clearance certificate and PIN submitted with bid; each JV party submits separate certificate/PIN; deregistering for VAT after award is an offence leading to contract cancellation and prohibition from future business. Registration with statutory bodies: employees registered for Compensation Fund and UIF. Equal bids: highest specific-goals points wins; if still equal, drawing of lots. Late bids: not considered, returned unopened where practicable. Notification of adjudication: in writing by authorised official; results advertised on same media platforms used for advertisement.

Special conditions: Bid prices firm for contract duration, no escalation except statutory increases (VAT, minimum wage). VAT inclusive. Bidders must advise of address changes. Bids only considered if complete with all certificates. Successful bidder must assume duty on stipulated date. No alternative offers. Bidders must provide company details on letterhead (headquarters, regional office, bankers, partners). New businesses must provide business plan details. Successful bidder must comply with specifications, SANS, and best industry practices; appoint project manager; ensure qualified staff; provide all resources; revise reports on notice; re-execute non-conforming work. Payment within 30 days of invoice, subject to satisfactory performance, electronic transfer to verified CSD bank account. Legislature may withhold/set off amounts for damages. Service provider liable for conduct of employees, indemnifies Legislature, must make good loss/damage. Warranties: capacity, suitability, compliance, no material facts, good title, legal compliance. Termination rights for fraud, breach, non-compliance. Unsatisfactory performance: written breach notice, then termination. Joint ventures must submit certified agreement specifying percentages. Execution capacity proof required. Details of current contracts required. Tax compliance mandatory, tax clearance certificate and PIN required. Employees must be registered for Compensation Fund and UIF. Late bids not accepted. Notification of adjudication in writing, results advertised.

Mandatory requirements: Bidders must be registered on Central Suppliers Database (CSD) – compulsory, failure results in disqualification. Tax compliance: must submit SARS PIN, TCS certificate or CSD number. No bids from persons in service of the state or companies with such directors. Bidders must provide company details on letterhead. New businesses must provide business plan details. Bidders must provide proof of execution capacity and references. Joint ventures must submit certified joint venture agreement. Bidders must provide details of current contracts. Employees must be registered for Compensation Fund and UIF. Bidders must be tax compliant for entire contract term. Compulsory briefing attendance. All returnable forms completed and signed. Public liability insurance minimum R1 million. Compliance with Labour Relations Act, Sectoral Determination for Contract Cleaning wages, OHS Act, SABS standards.

Evaluation: 80/20 preference point system. Points for price (80) and specific goals (20). Formula: Ps = 80(1 – (Pt – Pmin)/Pmin). Equal bids: contract awarded to tenderer with highest points for specific goals; if still equal, decided by drawing of lots. The Legislature is not bound to accept the lowest or any bid. Mandatory pre-qualification: CSD registration, tax compliance, no directors in service of the state, compulsory briefing attendance, joint venture agreement (if applicable), all returnable forms completed and signed.