Cleaning services at the playhouse company premises – 3-Year contract

The Playhouse Company is a Schedule 3 Public Entity and a Cultural Institution, operating a multi-venue live theatre complex in Durban's CBD.

The tender is for the provision of cleaning services at The Playhouse Company premises for a period of three (3) years.

The contract is expected to commence on 01 April 2027 (indicative).

Compulsory site briefing: 16 October 2026 at 09:00, at 231 Anton Lembede Street, Durban, 4001.

Closing date: 02 November 2026 at 11:00.

Tender award: 01 February 2027 (indicative, may change).

Contract commencement: 01 April 2027 (indicative, may change).

Validity period: 90 days from closing date.

Enquiries (technical and bidding procedure):

• Contact: Siya Manqele
• Email: [email protected]
• Telephone: 031-369 9507

Additional enquiry contacts:

• Contact: Kay Khan
• Email: [email protected]
• Contact: Athaphiwe Xaba
• Email: [email protected]
• Telephone: (031) 369 9507 / (031) 369 9555

Submission:

• Email: [email protected]

Site briefing venue:

231 Anton Lembede Street

Durban, 4001

Submission method: email only, to [email protected], before the closing time. Do not send enquiries to this address; it is monitored only on the closing date and time.

Bids received after the closing time, or sent to an enquiry email address, will be disqualified.

Bids must be submitted on the official forms provided, not re-typed, and all pages must be securely attached.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): cover page with bidder details and tender amount.
• SBD 3.3 (Pricing Schedule – Professional Services): detailed pricing and cost build-up.
• SBD 4 (Declaration of Interest): discloses any connection to state employees or the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• SBD 7.2 (Contract Form – Rendering of Services): to be signed in duplicate.
• SBD 8 (Declaration of Past Supply Chain Management Practices): declares any past abuse, fraud or contract failures.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusive bidding.
• Site Inspection Certificate: proof of attendance at the compulsory site briefing.
• Proof of authority to sign (e.g. company resolution).

Additional mandatory documents (each is a disqualification risk if missing):

• CSD registration report generated within 30 days before closing.
• Detailed pricing schedule with wage and benefit cost build-up.
• Valid BEE affidavit or SANAS-approved certificate.
• Valid COIDA / Compensation Fund letter of good standing.
• Proof of UIF registration.
• Valid CIPC registration documents.
• Signed resolution or letter of authority for the signatory.
• Proof of current public liability insurance.
• Current bargaining council registration and letter of good standing, with collective agreement and wage schedule.
• Signed audited financial statements for the latest three financial years (or independently reviewed/accountant-confirmed if audited not legally required).
• Proposed organogram and details of key contract-management personnel.
• Sample fixed complement and flexi-time employment contracts.
• Anonymised sample of three consecutive months of payslips and proof of payment for supervisor and cleaner categories.
• Roster method, transport arrangements, and relief plan.
• Proof of benefit fund contribution or exemption.
• Safety file or OHS documentation (OHS policy, risk assessment, emergency procedures, incident reporting, COIDA proof).
• Minimum five current references for verification.

Sub-contracting: if applicable, sub-contractor's CSD report (within 30 days) and commitment that the sub-contractor will not change during the contract.

Evaluation is in two stages: responsiveness (pass/fail) and preference points.

Responsiveness: a 'NO' to any of the mandatory items listed in the submission guidelines results in disqualification.

Preference points: 80/20 system (estimated value not exceeding R50 million).

• Price: maximum 80 points, calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals: maximum 20 points, allocated as follows:
• Owned by Black people: 6 points
• Owned by Women: 6 points
• Owned by Youth: 2 points
• Owned by Disabled people: 2 points
• Owned by SMMEs (QSE and EME): 4 points

Verification for specific goals: valid B-BBEE certificate or affidavit; failure to submit results in zero points for that goal.

The Playhouse Company reserves the right to negotiate price with the highest-scoring bidder.

The Playhouse Company is a multi-venue live theatre complex in Durban's Central Business District, comprising Tudor and Moorish style buildings.

The contract is for the provision of cleaning services at The Playhouse Company premises for a period of three (3) years.

Scope includes cleaning of the theatre venues and associated premises.

The successful bidder must commence services on 01 April 2027 (indicative).

The bidder must provide a detailed pricing schedule and cost build-up, including wage and benefit costs demonstrating compliance with the applicable collective agreement.

The bidder must submit a proposed organogram and details of key contract-management personnel, including CVs of directors/partners and senior supervisors.

The bidder must provide sample employment contracts (fixed complement and flexi-time), anonymised payslips, and proof of payment for comparable supervisor and cleaner categories.

The bidder must provide a roster method, transport arrangements, and relief plan.

The bidder must provide a safety file or OHS documentation, including OHS policy, risk assessment, emergency procedures, incident reporting, and COIDA compliance.

The bidder must provide at least five current references for verification of similar contracts.

The bidder must provide a minimum of five (5) current references for verification of similar contracts.

Client references must include individual names and contact telephone numbers; the Playhouse Company may pursue references with the bidder's permission.

The bidder must provide an organogram of management and ownership, detailed CVs of partners/directors, and summary CVs of senior supervisory individuals.

The bidder must provide signed audited financial statements for the latest three financial years (or independently reviewed/accountant-confirmed if audited not legally required).

No specific quality management system or certification is required beyond the OHS documentation and compliance with the collective agreement.

The bidder must provide a safety file or OHS documentation, including OHS policy, risk assessment, emergency procedures, incident reporting, and COIDA compliance.

Pricing schedule: SBD 3.3 (Professional Services). A separate pricing schedule must be submitted according to the scope of work.

Bid price must be VAT inclusive and valid for 90 days from closing date.

Bidders must indicate a ceiling price based on total estimated time for completion, including all expenses and taxes.

Rates must be quoted for personnel (hourly and daily rates) and phases (cost per phase and man-days).

Travel and other expenses: only actual costs recoverable, with proof and certified invoices.

Bidders must state whether rates are firm for the full contract period; if not, provide basis for adjustment (e.g. CPI).

Payment terms: the purchaser undertakes to pay within 30 days after receipt of invoice.

Bidders must submit signed audited financial statements for the latest three financial years (or independently reviewed/accountant-confirmed if audited not legally required).

No bid security or guarantee is specified.

CSD registration: mandatory, report generated within 30 days before closing, reflecting active registration and tax compliance status.

Tax compliance: SARS TCS PIN or CSD number required; each party in a consortium/JV/sub-contractor must submit separate TCS/CSD.

B-BBEE: valid B-BBEE certificate or affidavit required; specific goals claim up to 20 points (see evaluation criteria).

COIDA: valid letter of good standing from Compensation Fund.

UIF: proof of registration.

CIPC: valid company registration documents.

Public liability insurance: proof of current cover.

Bargaining council: current registration and letter of good standing, with collective agreement and wage schedule.

Benefit fund: proof of contribution or exemption.

OHS: safety file or documentation as per technical specifications.

No bids from persons in the service of the state, or companies with directors who are state employees.

Sub-contracting: sub-contractor's CSD report required and sub-contractor must not change during contract.

The bidder must submit a safety file or OHS documentation before commencement, including:

• OHS policy
• Risk assessment
• Emergency procedures
• Incident reporting procedure
• Proof of COIDA compliance
• Any site-specific health and safety documentation required.

Contract duration: three (3) years.

The successful bidder will be required to sign a written contract form (SBD 7.2).

The contract is subject to the General Conditions of Contract (GCC) and any special conditions.

Payment within 30 days of receipt of invoice.

The Playhouse Company may cancel the tender before award if circumstances change, funds are unavailable, no acceptable tender is received, material irregularity occurs, or fair market price negotiation fails.

The bidder must commence services on the date specified in the terms of engagement.

The bidder accepts full responsibility for proper execution of the contract.

No collusive practices are permitted; violations may lead to disqualification, contract cancellation, and referral for criminal prosecution.

Evaluation is in two stages: responsiveness (pass/fail) and preference points.

Responsiveness: a 'NO' to any mandatory item results in disqualification.

Preference points: 80/20 system (estimated value not exceeding R50 million).

• Price: maximum 80 points, using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals: maximum 20 points as per the table.

The Playhouse Company reserves the right to negotiate price with the highest-scoring bidder.