Comprehensive cleaning service for worcester hospital, western cape – five-year contract

Closing

• Date and time: 04 December 2026 at 11:00.

Compulsory site inspection and information session

• Date and time: 24 November 2026 at 11h00.
• Venue: Worcester Hospital, Administration Building Boardroom, Murray Street, Worcester, 6850.
• Attendance is compulsory; failure to attend invalidates the offer.
• Bidders must be at the venue at least 15 minutes before the start; doors are locked when the session begins.
• Signing the attendance register is the proof of attendance, and no bidder may sign on behalf of another company.

Bidding procedure enquiries

• Contact: Mr Therlo Apollis
• Telephone: 021 834 9007
• Email: [email protected]
• Contact: Mr Christopher Cairns
• Telephone: 021 834 9015
• Email: [email protected]

Technical and specification enquiries

• Contact: Ms Giselle Piet
• Telephone: 023 348 1125
• Email: [email protected]

Site inspection enquiries

• Contact: Ms Chriszelda Hendricks
• Telephone: 023 348 1240
• Email: [email protected]

Departmental contact

• Contact: Mr J van Wyk, Chief Directorate: Supply Chain Management
• Telephone: 021 834 9007
• Email: [email protected]

CSD registration support

• Email: [email protected]
• Portal: www.csd.gov.za

Submission address

Bid box, Main entrance

Department of Health and Wellness

Supply Chain Management Offices, M9 Building

Karl Bremer Hospital

c/o Mike Pienaar Boulevard & Frans Conradie Avenue

Bellville

Service delivery address

Worcester Hospital

Murray Street

Worcester, 6850

Submission method

• Sealed envelope deposited in the bid box; courier deliveries must be signed off by the responsible official or placed in the bid box by the courier's representative.
• The envelope must show the bidder's name and address, the bid number and the closing date, and must contain no documents relating to any other bid.
• Bid box: Main entrance, Department of Health and Wellness, Supply Chain Management Offices, M9 Building, Karl Bremer Hospital, c/o Mike Pienaar Boulevard & Frans Conradie Avenue, Bellville.
• Bid box hours: generally 07:00 to 16:00, five days a week.
• Closing: 04 December 2026 at 11:00. Late bids are not accepted and may be returned unopened.
• No bidder names or prices are read out when the box is opened.

Format

• Submit on the official forms provided; retyped forms are not accepted.
• Only original, signed documents are considered. Unsigned or incomplete bidding documents, certificates, questionnaires or specification forms may invalidate the bid.

Returnable documents

• WCBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• WCBD 4 (Declaration of Interest): discloses any director, member or shareholder who is in the service of the state.
• WCBD 6.1 (Preference Points Claim): claims B-BBEE preference points under the 80/20 or 90/10 system.
• WCBD 7.1 (Contract Form): completed and signed by the successful bidder on award.
• B-BBEE status level verification certificate or sworn affidavit (EMEs and QSEs).
• Proof of public liability insurance.
• At least three reference letters.
• Partnership agreement, or memorandum of understanding for joint ventures and consortia.
• Proof of authority to sign, such as a company resolution.
• SARS tax compliance status PIN, or CSD number where no PIN is available.

Disqualification risks

• Bid received after the closing time.
• Failure to attend the compulsory site inspection and information session.
• Not registered, or suspended, on the CSD at closing.
• Any required document omitted or unsigned.
• Bids from persons in the service of the state, or from companies or close corporations whose directors or members are in the service of the state.

Adjudication

• Bids are adjudicated under the Preferential Procurement System using the preference points claim forms.
• Preference points are allocated only to bids found acceptable and compliant with the requirements and specifications.
• Preference point system: 80/20 or 90/10, claimed on WCBD 6.1.
• The B-BBEE status declared on WCBD 6.1 is used for evaluation, not the status recorded on the CSD or the SEB.

Acceptability stages

• Compliance with the conditions and legitimacy test.
• Compliance with the specification, including the statutory and other requirements in Part 3. Only bidders who comply with Part 3 are considered.
• Compliance with latent and other factors affecting award, including the capacity of the bidder.
• Capacity: the department assesses the bidder's organisation, financial standing and infrastructure against the Part 4 questionnaire, supported by physical validation. Bids judged to lack the capacity, infrastructure or supervisory skills to perform the contract are not accepted.

Disqualification

• Failure to submit any applicable document requested with the bid before the closing date disqualifies the offer.

Wage floor

• The successful bidder must pay employees at least the minimum monthly basic wage prescribed for the area under the Basic Conditions of Employment Act: Contract Cleaning Sector (Sectoral Determination 1).

Scope

• Comprehensive cleaning service for Worcester Hospital, Department of Health and Wellness, Western Cape Government, for a five-year (60-month) period.
• Cleaning of the general hospital environment and clinical areas, including rooms previously occupied by patients with infectious diseases.
• Segregation and disposal of health care risk waste.
• Handling of linen, serving and clearing of patient meals and refreshments.
• Response to emergency cleaning needs anywhere on the hospital premises, including outside designated areas.

Staffing and supervision

• Sufficient numbers and levels of staff to deliver the service at all times, with full details of numbers and categories per shift and per area.
• Organogram of proposed cleaning staff, with qualifications, experience and duties where possible.
• Supervisors and managers must have proven hospital-environment experience; reference contacts must be provided before the service provider assumes duty.
• An on-site manager must be available during office hours and must be contactable on a cellphone provided by the contractor.
• A trained pool of casualty and relief staff, plus trained substitutes for staff on leave.
• A monthly shift-by-shift roster with names, off-days, relievers and points of duty; daily changes reported immediately.
• The hospital may require quarterly rotation of cleaning personnel.
• Cleaners may not leave their point of duty during or after a shift unless relieved, including for tea, lunch, smoke and toilet breaks.

Staff requirements

• Staff must be legally permitted to work in South Africa and able to work independently and accountably.
• SAPS clearance confirming no criminal record, at the contractor's cost, provided to the contract manager at commencement.
• Full staff particulars and certified ID copies submitted one week before the service starts.
• Staff must be vaccinated with at least one dose before service commencement, with proof of further doses within six months; staff who have had three doses provide proof and need no further vaccination.
• All staff inoculated against Hepatitis A and B, with an on-site file of inoculation certificates for hospital inspection.
• Fit testing of staff for N95 masks is the contractor's responsibility, with the tested-staff list given to the contract manager.
• All cleaning staff must sign a confidentiality clause, with a copy provided to the institution at commencement.
• Uniforms with a prominently embossed company logo, photo identification badges worn at all times, and colour-coded cleaning equipment, chemicals, utensils and PPE.
• New staff must complete a 12-hour day training shift at the contractor's cost before working a normal shift; no untrained personnel are allowed on the premises.
• Theoretical and in-service training on hospital cleaning, chemicals, equipment and infectious-disease rooms, with proof of competency available to the contract manager.

Operational requirements

• A site procedure manual with detailed activities for each post, compiled with the hospital representative before the service starts.
• Minimum and maximum stock levels documented and approved by the hospital contract manager, updated quarterly or as needed, with weekly stock takes of chemicals, utensils and equipment.
• Incident reports in writing to the contract manager within 24 hours.
• Inspections and posting of cleaners before every shift against the duty roster, with discrepancies reported.
• Control sheets and management reports submitted monthly; staff attendance registers submitted daily.
• Compulsory monthly meetings and ad hoc meetings with the contractor and stakeholders.
• A contract project officer appointed to liaise daily with the hospital contract manager.
• Cleaning products: dressings and sealers must be non-ammonia based with a solid content of at least 25%; strippers must be non-ammonia based.
• No selling, offering or free distribution of any article on site; no organised labour activity on hospital premises; no smoking on the premises.
• Facilities provided at no charge: personnel toilets and an administration and storage area, which the contractor must keep clean and secure at its own cost.

Experience

• Minimum five years' previous cleaning experience in a health care environment is compulsory, of which three years must be consecutive.
• Contractors without hospital cleaning experience will not be considered.
• At least three reference letters must be submitted with the completed bid documents; the department may conduct reference checks or request additional references.

Personnel

• An organogram of the proposed cleaning staff deployed on site must be submitted, with qualifications, experience and duties where possible.
• Supervisors and managers must have proven experience of working in a hospital environment, and reference contacts must be provided before the service provider assumes duty.
• Sufficient and appropriate supervisory structures must be in place so that staff are adequately supervised in all allocated areas.
• Full details of the numbers and categories of staff to be deployed per shift and per area must be submitted.
• The bidder must state the total number of employees by designation (management, administration, supervisors, cleaners, other) and the percentage turnover of cleaners over the last 12 months.

Service level agreement

• The appointed service provider must sign a service level agreement defining the scope of services.

Monitoring

• The contract manager decides whether the services conform to the contract specification in quality and process.
• Control sheets and management reports are submitted monthly; staff attendance registers daily.
• A weekly or monthly control checklist is used by the hospital to monitor work effectiveness and advise payment.
• A site manager accompanies a Support Service Department officer on periodic inspections.
• Supervisors must attend weekly and monthly meetings with the client; monthly and ad hoc meetings with the contractor and stakeholders are compulsory.

Staffing and cover

• Adequate stock levels must be maintained at all times.
• An adequate labour force, including a trained pool of casualty and relief staff and supervisory staff, must be provided.
• Trained substitute staff must cover persons on leave.
• A site manager with the required skills must be available at all times to plan and monitor the work.

Standards

• All consumables must comply with the standards set by the Bureau of Standards and must be approved by the client before the bid commences.
• The contractor must repair or pay for damage caused by its staff.
• Staff must present an acceptable image; sitting, lounging, smoking or drinking on duty and cellphone use during duties are prohibited.
• Staff must be trained by the client on special tasks such as medical waste handling, the Ideal Hospital Framework, IPC protocols, OHS regulations, emergency requests, linen handling and patient meal service.
• The contractor must investigate reported staff transgressions such as leaving a point of duty, absenteeism, alcohol abuse and extended breaks, and replace staff where necessary.

Financial capacity

• The bidder must be financially self-sufficient to cover all costs, uniforms, overheads and salaries for the first two months of the contract, and for any on-site training period.

Payment terms

• First payment: between 45 and 60 days after the contract commences.
• Thereafter: within 30 days of invoice submission at the end of the month in which the service was provided.

Insurance

• The successful bidder must obtain public liability insurance at its own cost, commensurate with the risks, covering vicarious losses and claims for which the bidder or its staff may be responsible.
• Proof of public liability insurance must be submitted with the bid; non-compliance renders the contract award null and void.
• Proof of valid cover must be submitted monthly to the Supply Chain Management Unit, Contract Administration Section.

Penalties and deductions

• Penalties and pro rata deductions apply per hour, day, incident or worker for work not performed to specification and for breaches of hospital rules and the code of conduct.
• Standard penalty: 1% of the monthly contract value per listed transgression, including late or failed posting, sleeping on duty, missing identity cards, incorrect uniform, absence from post, untrained staff, missed rest-room checks, substandard equipment or chemicals, missing PPE, non-attendance at monthly meetings, IPC and health standards non-compliance, incorrect health care risk waste segregation, dirty or non-functional equipment, stock level and stock availability failures, missing documentation, and non-compliance with the Ideal Hospital and IPC national frameworks.
• The hospital may withhold the replacement cost of lost, stolen or damaged hospital property from payments due.

VAT

• VAT registration is compulsory where taxable supplies in any 12-month period exceed, or are likely to exceed, R1 million, or where a written contractual obligation will exceed R1 million in 12 months.
• Offers may be subject to VAT; bidders not yet registered must price in the possibility of VAT registration and later price adjustments.

Registration and tax

• CSD registration is mandatory at bid closing; unregistered or suspended bidders are non-compliant and their bids are not considered.
• SARS tax compliance status PIN, or a CSD number where no PIN is available; a printed TCS certificate may be submitted.
• Where tax compliance cannot be verified, the bidder has 7 working days to confirm compliance.
• Consortia, joint ventures and subcontractors: each party submits a separate TCS certificate, PIN or CSD number.

B-bbee

• A valid B-BBEE status level verification certificate, or a sworn affidavit for EMEs and QSEs, must be submitted to claim preference points.
• The B-BBEE status declared on WCBD 6.1 is used for evaluation, not the status on the CSD or SEB.

Statutory registrations

• Compensation for Occupational Injuries and Diseases (COID) registration.
• Unemployment Insurance Fund (UIF) registration.
• Skills Development Levies registration.
• PAYE registration.
• VAT registration where applicable.
• Acceptance of full responsibility under Section 37(2) of the Occupational Health and Safety Act, 1993.

Eligibility

• No bid is considered from a person in the service of the state, a company with directors in the service of the state, or a close corporation with members in the service of the state.
• Minimum five years' previous cleaning experience in a health care environment, of which three years must be consecutive; contractors without hospital experience are not considered.
• At least three reference letters submitted with the completed bid documents; the department may conduct reference checks or request more references.
• Joint ventures and consortia: partnership agreement or memorandum of understanding.
• Proof of authority to sign, such as a company resolution.

Returnable forms

• WCBD 1 (Invitation to Bid): signed offer cover page with bidder and contact details.
• WCBD 4 (Declaration of Interest): discloses state employment or connections of directors, members or shareholders.
• WCBD 6.1 (Preference Points Claim): claims 80/20 or 90/10 preference points.
• WCBD 7.1 (Contract Form): signed by the successful bidder on award.
• Proof of public liability insurance.
• B-BBEE certificate or sworn affidavit.

Disqualification

• Failure to submit any applicable document requested with the bid before the closing date.
• Failure to attend the compulsory site inspection and information session.
• Non-compliance with the statutory and other requirements, unless an acceptable written explanation for the deviation is provided.

Occupational Health and Safety Act

• The service provider accepts liability under Section 37 of the Occupational Health and Safety Act.
• Under Circular H68/2024, the department is not responsible for mandated immunisations or occupational protections for external workers; these fall to the service provider.

Vaccination and inoculation

• All staff deployed on site must be vaccinated with at least one dose before the service commences, with proof of further doses within six months; staff who have had three doses provide proof and need no further vaccination.
• All staff must be inoculated against Hepatitis A and B on a continuous basis, with an on-site file of inoculation certificates available for hospital inspection.
• Fit testing of staff for N95 masks is the service provider's responsibility, and the list of tested staff must be given to the hospital contract manager.

PPE and infection control

• During hospital infection and disease outbreaks, the service provider must supply staff with proper PPE, cleaning supplies as advised by the Quality Assurance component (QA, IPC and OHS) and the required equipment; the hospital provides information and training sessions.
• The department is not liable for contracted illness or infection to the service provider or its staff arising from their duties.
• Staff must have adequate colour-coded cleaning equipment, chemicals, utensils and PPE.
• Cleaning equipment and chemicals must meet the required legal standards; inadequate or missing health and safety equipment and PPE while cleaning attracts a penalty.

Statutory registrations

• COID registration with the Commissioner for Compensation for Occupational Injuries and Diseases.
• UIF registration.
• Skills Development Levies registration.
• PAYE registration.
• VAT registration where applicable.
• Acceptance of full responsibility under Section 37(2) of the Occupational Health and Safety Act, 1993.

Contract period

• 60 months (five years).

Liability and indemnity

• The contractor is responsible for the acts and omissions of its employees while providing services, including death, injury, assault and unlawful unrest.
• The contractor indemnifies the provincial government against damage to or loss of its property and that of third parties.

Scope changes

• The hospital may permanently reduce the number of cleaners on 3 months' (90 days') written notice; the reduced price is negotiated on a proportional basis.
• The hospital may permanently increase the number of cleaners with approval of the delegated official; the increased price is negotiated on a proportional basis.

Operational status

• The successful bidder must maintain the status quo on which the bid was awarded for the contract period and must notify the department of any deviation; material deviations may lead to remedial action.

Service level agreement

• A service level agreement will be entered into with the successful bidder.

Penalties

• Penalties and pro rata deductions apply per hour, day, incident or worker for work not performed to specification and for breaches of hospital rules and the code of conduct, at 1% of the monthly contract value per listed transgression.

Staffing and conduct

• Only the contractor's own site-trained cleaners may be used; no other person may replace or relieve them.
• Staff particulars and certified ID copies must be submitted one week before the service starts.
• Staff must comply with hospital policy, safety and security directives, and patient privacy and confidentiality; a signed confidentiality clause is required for each cleaner.
• The contract manager may require removal of any staff member who is disorderly, disruptive, under the influence, breaches hospital policy or discloses patient information.
• No organised labour activity is allowed on hospital premises.

Property

• The contractor must safeguard hospital property, replace lost, stolen or damaged items, and return found property immediately.
• No alterations to buildings or infrastructure without prior written authority from the hospital engineer.
• Hospital representatives must be given reasonable access to facilities for inspection when requested in writing.

Adjudication follows the Preferential Procurement System, using the preference points claim forms. Preference points are awarded only to bids that are acceptable and compliant with the requirements and specifications. Bids are assessed for compliance with the conditions and legitimacy test, compliance with the specification (including the Part 3 statutory and other requirements), and latent and other factors affecting award. Capacity is assessed from the Part 4 questionnaire on organisational, financial and infrastructure capacity, supported by physical validation; bids judged to lack the capacity, infrastructure or supervisory skills to perform the contract are not accepted. Failure to submit any applicable document requested with the bid before the closing date disqualifies the offer. The successful bidder must pay employees at least the minimum monthly basic wage prescribed for the area under the Basic Conditions of Employment Act: Contract Cleaning Sector (Sectoral Determination 1).