Facilities management services – npa ddpp office, kugompo city (east london) – 3-Year contract

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Returnable Documents: 2. to Tender from Compensation Fund, Documentary proof from third party e.g., municipal account, signed lease agreement etc. (must, 6. corroborate with address provided in SBD 1,

• Section 1 : Invitation to Bid (SBD 1)

1. Central Supplier Database registration report (CSD)

2. to Tender from Compensation Fund

3. Bidder’s profile

4. Management Services as per Section 3, paragraph 30.3.

Submit one (1) or more signed reference letter/s from previous/current clients indicating client

satisfaction, contract duration, project description and bid amount as per Section 3 paragraph

5. 30.2.

Documentary proof from third party e.g., municipal account, signed lease agreement etc. (must

6. corroborate with address provided in SBD 1

7. Submit one (1) original and two (2) copies

Bidders must be registered on the Central Supplier Database (CSD). Bidders must be tax compliant and provide a valid tax clearance status (PIN or CSD number). Bidders must not be persons in the service of the state, or companies with directors who are persons in the service of the state. Bidders must have relevant experience in facilities management services, evidenced by reference letters. Bidders must be legal entities (preferential consideration). Foreign suppliers must complete a pre-award questionnaire if they have no South African tax obligations. Bidders must not be restricted from doing business with the public sector. Bidders must not have engaged in collusive tendering or fraudulent practices.

Facilities Management Services for the DDPP office in

KuGompo City (East London).

• Section 1 : Invitation to Bid (SBD 1)

• Section 2 : General Conditions of Contract

• Section 3 : Special Conditions of the Bid

• Section 4 : Bid Submission Requirements

• Section 5 : Evaluation and Selections Process

• Section 6 : Terms of Reference, Service Schedule

• Section 7 : Management Fee

• Section 8 : Preference Points Claim Form In Terms Of The Preferential Procurement Regulations 2022

(Sbd 6.1)

• Section 9 : Bidder’s Disclosure (SBD 4)

• Section 10 : Confirmation Form

• Section 11 : Pricing schedule

• Section 12 : Bidder’s experience

of 56

Bidder’s Signature/ initial: ______________

Bid No: NPA 09-25/26

be executed successfully. The proposed strategy must include an inventory list of all equipment and

human resources (CV’S of the supervisor and/or manager with relevant experience in facilities

management must be included) to be used during the execution of the contract.

Provide a comprehensive proposal to demonstrate their capability to render such services. (See

attached – service schedule)

2 Track Record and Experience in Facilities Management 30

The bidder must submit one (1) or more signed relevant reference letter(s) demonstrating experience in

rendering cleaning and hygiene services. Note. signed reference letters should be on the referee’s

letterhead, with contact details and confirming the exact start and end dates of the contracts where such

services were/ are rendered.

• Less than one (1) year experience = 1 point
• One (1) year to two (2) year’s experience = 2 points
• More than two (2) years to four (4) year’s experience = 3 points
• More than four (4) years to six (6) year’s experience = 4 Points 30
• More than six (6) year’s experience = 5 Points

NB: Failure to provide proof of experience in the form of signed reference letter/s which explicitly

reflect cleaning and hygiene services will automatically score zero (0).

experience in all services required. Where services are addressed across multiple reference letters, they

will be evaluated collectively as a cohesive set. Refer to Section 3, paragraph: 30.2, of 56.

3 Locality 20

Bidders must provide documentary proof from the third (3rd) party to indicate that the company has an

operating office/business premises (Municipal account, letter from tribal council/authority, telephone

account not older than three (3) months, signed lease agreement., etc.) as per paragraph 30.5 of the

special conditions of Bid.

• Office /business within Buffalo City Metropolitan Municipality = 5 points
• Office/business within Eastern Cape Province = 3 points 20
• Office/ business elsewhere = 1 point
• Non-submission and non-corroboration = 0 points

NB: If the company is operating from residential premises, a valid lease agreement between the owner

of the house and the business is required.

Lease agreement must be signed six (6) months prior to the advertisement date of the bid. If the lease

Agreement is less than six (6) months, then the previous lease agreement must also be submitted.

Functional Total 100

Threshold 60%

of 56

Bidder’s Signature/ initial: ______________

disqualification of the bids.

2. Bidders’ attention is drawn to the fact that amendments to any of the Special Conditions will result in

their bids being disqualified.

3. The NPA reserves the right;

3.1 Not to appoint and/or cancel the bid at any time and shall not be bound to accept the lowest bid or

proposal.

3.2 To award a bid to one or more service providers.

3.3 To award the bid as a whole or in part.

3.4 To enter into negotiation with one or more bidders regarding any terms and conditions, including price(s),

of a proposed contract before or after the conclusion of the contract. (BAFO “Best and Final Offer”)

3.5 To terminate any contract where service has not been carried out to its satisfaction.

3.6 To amend any bid condition, validity period, or extend the closing date of bids.

3.7 To cancel and/or terminate the bid process at any stage, including after the closing date and/or after

presentations have been made, and/or after bids have been evaluated and/or after shortlisted bidders

have been notified of their status.

3.8 To conduct site inspections and or due diligence, or explanatory meetings in order to verify the nature

and quality of services offered by the bidder. This will be done before/or after adjudication of the bid.

4.1 A non-compulsory site inspection will be held at the following address:

11 August 2026 10:00 am

KuGompo City (East London)

5200

4.2 Attendance of this site inspection is non-compulsory.

4.2.1 Bidders must bring their ID cards to the Old SARS Building, Corner Terminus and Station Street,

KuGompo City (East London), by 10:00am.

4.2.2 Upon arrival, they are required to contact:

• Caroline de Kock at Tel: 040 608 6810 or e-mail: [email protected] or
• Sanelisiwe Lulema at Tel: 040 608 6836 or e-mail: [email protected].

4.3 Bidders must complete and sign the attendance register at the non-compulsory site inspection.

of 56

Bidder’s Signature/ initial: ______________

Bid No: NPA 09-25/26

Minimum functionality/qualifying score: 60

minimum qualifying score of 60

Tax compliance

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing through the SARS website

tax compliance status PIN or the Central Supplier Database Master

tax compliance status

Csd number

Csd number must be provided

Central supplier database (csd) since suppliers who are not registered may not be awarded bids with effect from

Central Supplier Database registration report (CSD)

Central supplier database (csd), a

Central Supplier Database (CSD) and include in their bid a copy of their

Central Supplier Database Master

power of attorney to bind the other party/parties

proof of experience in the form of signed reference letter/s which

proof of experience in the form of signed reference letter/s which explicitly

Documentary proof from third party e.g., municipal account, signed lease agreement etc. (must

6. corroborate with address provided in SBD 1

human resources (CV’S of the supervisor and/or manager with relevant experience in facilities

dates of the contract (s) where such services were/are rendered (please note that the focus of

30.2.3 NB: Failure to provide proof of experience in the form of si

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS website

A separate tcs certificate / pin / csd number.

2.6 Where NO tcs is available but the bidder is registered on the central supplier database (csd), a

Csd number must be provided.

B-BBEE Details: er agrees to submit to the

exclusive jurisdiction of the South African courts in any dispute of any kind that may arise out of or in

connection with the subject matter of this bid, the bid itself and all processes associated with the bid.

19. Responsibility for company/business personnel

19.1 A bidder is responsible for ensuring that its personnel (including agents, officers, directors, employees,

advisors, and other representatives), comply with all terms and conditions of this bid.

19.2 Bidding companies must clearly indicate if they envisage sub-contracting part of the services. The

specific goals of the company to which work will be sub-contracted must also be clearly indicated as

per table 1 on of 56 of the SBD 6.1.

20. The NPA will enter into a Service Level Agreement with the successful bidder, effective from the date of

bid award, taking all aspects of the contract into account.

21. Under no circumstances will negotiation with any bidders constitute an award or promise / undertaking

to award the contract.

22. The successful service provider will be subjected to a security screening process/ routine testing

randomly by the NPA at any stage during the duration of this contract. If the results thereof are negative

and/or unfavourable and/or have a material or adverse effect to the carrying out of this contract, NPA

shall be entitled to cancel this contract immediately, in writing.

23. The employees of the successful service provider may be subject to screening for security purposes by

the NPA at least once in the contract period or as and when other surrounding circumstances so

requires. Any such employees whose security screening comes back negative, shall be removed from

the NPA’s site by the service provider immediately upon request by the NP

3. Additional services will be rendered as and when required (ad-hoc):

3.1 Maintenance and repairs

3.2 Porter services

3.3 Waste Removal

3.4 Supply of diesel for the generator

Phase 3: Functionality evaluation

• Cleaning, Hygiene services including food aid services 30
• Pest control services 5
• Maintenance and repair 5
• Porter service 5
• Waste removal 5

prevent their damage or deterioration during transit to their final

destination, as indicated in the contract. The packing shall be sufficient to

withstand, without limitation, rough handling during transit and exposure

to extreme temperatures, salt and precipitation during transit, and open

storage. Packing, case size and weights shall take into consideration,

where appropriate, the remoteness of the goods’ final destination and the

absence of heavy handling facilities at all points in transit.

packages shall comply strictly with such special requirements as shall be

expressly provided for in the contract, including additional requirements, if

any, specified in SCC, and in any subsequent instructions ordered by the

purchaser.

Company name : __________________________________________________________

Note: as per national treasury circular bidders are required to register their companies on the central

Supplier database (csd) since suppliers who are not registered may not be awarded bids with effect from

The 01 july 2016. Https://www.CSD.GOV.ZA

• Section 5 : Evaluation and Selections Process
• Section 8 : Preference Points Claim Form In Terms Of The Preferential Procurement Regulations 2022

Phase 3: Functionality evaluation

Only bidders that qualified during the mandatory evaluation process will be evaluated on functionality. At this

phase, the evaluation process will be based on the bidder’s responses in respect of the bid proposal. Bidders

who score a minimum qualifying score of 60 percent or more on functionality will be evaluated on next phase

i.e., Price and specific goals specified for the bid.

FUNCTIONALITY CRITERIA – PHASE 2 Weight

• One (1) year to two (2) year’s experience = 2 points

id process can be postponed or cancelled at any stage provided such cancellation or postponement

Evaluation and selection process

All bids received will be evaluated in accordance with the 80/20 preference point system as prescribed in the

Preferential Procurement Regulation of 2022. The evaluation process comprises the following phases

Phase 2. Mandatory evaluation.

to purchase supplies of a similar quality and up to the same quantity in

specific goals of the company to which work will be sub-contracted must also be clearly indicated as

randomly by the NPA at any stage during the duration of this contract. If the results thereof are negative

• More than two (2) years to four (4) year’s experience = 3 points
• More than four (4) years to six (6) year’s experience = 4 Points 30
• More than six (6) year’s experience = 5 Points