Cleaning services at flagstaff community health centre (or tambo district) – 36-Month contract

Closing date: 6 November 2026 at 11:00.

• No bid briefing session.
• In Loco inspection will be held (date and venue not stated in the document).

No bid briefing session will be held. There will be an In Loco inspection (date and venue not stated).

Bidding procedure enquiries:

• Contact: Ms N Bele
• Email: [email protected]
• Telephone: 071 332 6992

Technical enquiries:

• Contact: Ms Z. Sisilana
• Email: [email protected]
• Telephone: 071 890 4540

Submission: online via eTender portal (https://www.etenders.gov.za/).

Service delivery location: Flagstaff CHC, OR Tambo District, Eastern Cape.

Submission method: online via the eTender portal (https://www.etenders.gov.za/).

• Bids must be submitted before the closing time on the closing date; late bids are not accepted.
• Bids must be submitted on the official forms provided, not retyped.
• Returnable documents (all must be completed and signed where required):
• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 3.1 (Pricing Schedule): completed pricing details.
• SBD 4 (Declaration of Interest): discloses any connection to state employees.
• SBD 6.1 (Preference Points Claim Form): claims preference points under the 80/20 system.
• CSD registration certificate.
• Company profile and technical proposal demonstrating capacity.
• JV agreement, if applicable.
• COIDA certificate or tender letter from the Department of Labour.
• Proof of UIF registration and list of registered employees.
• Database of at least 12 cleaners with years of experience.
• Proof of sourcing cleaning materials, uniforms, and machinery from Eastern Cape manufacturers/distributors.
• Recruitment plan for local labour from OR Tambo District Municipality.
• Schedule F (Qualifications and experience), Schedule G (Organisational type), Schedule H (Organisational structure), Schedule I (Nearest office details), Schedule J (Financial particulars), Schedule K (Declaration of company firm).
• Failure to comply with any mandatory requirement invalidates the bid.
• Bids must remain valid for 120 calendar days from the closing date.

Evaluation stages:

• Stage 1: Administrative compliance / pre-qualification.
• Stage 2: Functionality.
• Stage 3: Price and specific goal points.
• Stage 4: In-Loco inspection for verification of available equipment.

Pre-qualification (Stage 1) mandatory criteria:

• Completed and signed SBD 1, SBD 6.1, and SBD 4.
• CSD registration proof.
• Valid COIDA certificate or tender letter from Department of Labour.
• Proof of UIF registration and employee list.
• Database of at least 12 cleaners with experience.
• Proof of sourcing SABS-approved cleaning materials, uniforms, and machinery from Eastern Cape manufacturers/distributors.
• Recruitment plan for local labour from OR Tambo District Municipality.
• Failure to meet any pre-qualification criterion makes the bid unacceptable.

Functionality (Stage 2):

• Previous experience in industrial cleaning services (max 20 points): less than 1 year = 5, 2-3 years = 10, 4-5 years = 15, 6+ years = 20. Requires client reference letters on letterheads indicating value, start/end dates, and square meterage.
• Locality (max 15 points): within OR Tambo radius = 15, within Eastern Cape = 10, outside Eastern Cape = 5. Proof of residence required (title deed, councillor letter, or signed lease).
• Minimum functionality threshold: 20 points. Bidders scoring below are disqualified.
• Functionality points are not carried into price/specific goals evaluation.

Price and Specific Goals (Stage 3):

• 80/20 preference point system: 80 points for price, 20 points for specific goals.
• Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals points: HDI-Race 2, HDI-Women 4, HDI-Disability 4, Youth 4, Military Veterans 2, Locality-based entity (OR Tambo) 4.
• Proof required for each claimed goal (e.g., CIPRO certificates, medical proof, veteran status, proof of business address).
• If bids tie, the bidder with highest specific goal points wins; if still tied, highest functionality; if still tied, drawing of lots.

In-Loco Inspection (Stage 4):

• Equipment verification: minimum 57 points (80%) out of 71 total points.
• Equipment list includes polishing machine, mops, janitorial trolleys, brooms, squeegees, wet floor signage, spray bottles, hoover, etc.

Scope: Provision of cleaning services at Flagstaff Community Health Centre (CHC) in OR Tambo District, Eastern Cape, for 36 months.

Service details:

• Area: 906,625 m².
• Frequency: 7 days a week, 8 hours per day.
• Day shift: 07:00–19:00, 12 cleaners.
• Night shift: 19:00–07:00, 4 cleaners.
• 1 cleaning supervisor (provided from the day shift team).
• Service provider supplies tools and cleaning materials.

Staffing requirements:

• Total cleaning personnel: 17.
• 100% local community people from OR Tambo District Municipality.
• Proof within first 3 months that all new employees reside in OR Tambo District Municipality.
• Staff uniforms/protective clothing and name tags to be provided.

Operational requirements:

• All cleaners must be trained before commencement; proof required.
• Pre-medical reports for all cleaners before commencement.
• Liquids must be clearly labelled.
• Full protective clothing and uniform with tags worn at all times.
• Equipment must be available and in good condition; repairs done by the facility.
• Daily routine monitor signed by head of each section to check compliance.
• Management and Infection Control Officer to monitor compliance.

Basic tools to be supplied (indicative list):

• Industrial multipurpose machine (cleaning & polishing).
• Mops (red, blue, white, yellow) – 6 of each.
• Janitor trolleys – 3.
• 20L squeeze and rectangular mop buckets – 3 of each colour.
• Sweeper mop and broom – 4 of each.
• Stripping roller – 2.
• Window squeegee 2.1m – 3.
• Wet floor signage – 6.
• Dusting cloths – 20 of each colour.
• Feather dusters and lobby brooms with dustpan – 3 of each.
• Hoover multi-purpose – 1.
• Extension cords 15m – 2.
• Aprons, gloves, masks, goggles, safety boots, working suits as listed.

Bidder must submit a detailed technical proposal demonstrating capacity.

• Training programs must cover infection control, general cleaning, pest control, equipment usage, and OHS precautions.
• Contingency plan required for uninterrupted service during strikes, leave/absenteeism, and equipment default.
• Recruitment strategy for local labour from OR Tambo District Municipality.

Bidders must submit detailed information of their experience in the relevant trade, including present contracts with description, contract period, contact person, and telephone numbers (Schedule F).

• Functionality evaluation awards points for previous experience in industrial cleaning services: less than 1 year = 5, 2-3 years = 10, 4-5 years = 15, 6+ years = 20.
• Client reference letters required on letterheads indicating value, start/end dates, and square meterage.
• Database of at least 12 cleaners with years of experience must be submitted.

Service Level Agreement may be agreed for additional quality requirements.

• Performance measured through periodic checks, service complaints, user satisfaction surveys, and audits.
• Records of services must be kept and provided upon termination.
• Management and Infection Control Officer monitors compliance with specification.
• Daily routine monitor signed by head of each section checks qualitative compliance.

Complete the Pricing Schedule (SBD 3.1) fully; incomplete pricing invalidates the bid.

• Price must be firm for the first year.
• Price adjustments allowed after first 12 months: Year 2 and Year 3 adjusted using Sectorial determination rates for labour and CPI for other costs.
• Price increase requests must be supported by documentary proof.
• VAT vendors: prices inclusive of VAT.
• Non-VAT vendors whose turnover would exceed R1 million must include VAT and register with SARS within 21 days of award.
• If a non-VAT vendor registers during the contract, they must absorb cost escalations.

Pricing format:

• Complete the Pricing Schedule (SBD 3.1) fully; incomplete pricing invalidates the bid.
• Price must be firm for the first year.
• Price adjustments allowed after the first 12 months: Year 2 and Year 3 adjusted using Sectorial determination rates for labour and CPI for other costs.
• Price increase requests must be supported by documentary proof.

VAT requirements:

• VAT vendors: prices must be inclusive of VAT.
• Non-VAT vendors whose annual turnover would exceed R1 million must include VAT in prices and register with SARS immediately upon award.
• Non-VAT vendors who include VAT: award is conditional on proof of VAT registration within 21 days of award.
• If a non-VAT vendor registers during the contract, they must absorb any cost escalations; the contract price will not increase.

Financial standing:

• Submit a letter of guarantee from a reputable financial institution.
• Letter confirming availability of funds, or letter of good standing, or proof of positive rating.
• Complete Schedule J (Financial Particulars). Audited financial statements should carry a date stamp.
• Failure to submit financial particulars may render the bid non-responsive.

CSD registration:

• Must be registered on the Central Supplier Database (CSD) and submit proof of registration.

Tax compliance:

• Must submit SARS Tax Compliance Status (TCS) PIN or printed TCS certificate.
• If no TCS PIN, provide CSD number.
• Consortia/JVs/subcontractors: each party must submit separate TCS certificate/PIN/CSD number.

Labour compliance:

• Proof of UIF registration and list of registered employees.
• Valid COIDA certificate or tender letter from Department of Labour.
• Proof of registration with National Provident Fund Administration for contract cleaners (confirmation letter and employee list).

Local content and sourcing:

• Source SABS-approved cleaning materials/consumables from Eastern Cape manufacturers (submit agreement or letter of intent).
• Source uniforms from Eastern Cape textile manufacturers (submit agreement).
• Source machinery from Eastern Cape industrial cleaning equipment manufacturers/distributors (submit agreement or letter of intent).

B-bbee:

• Preference points claimed via SBD 6.1 for specific goals (HDI, women, youth, disability, military veterans, locality).
• Proof required for each claimed goal (CIPRO certificates, medical proof, veteran status, proof of business address).
• Each consortium party must submit a consolidated B-BBEE Status Level Verification certificate.

Other:

• Must be a legal entity or partnership; consortia/JVs allowed with signed agreement and lead member.
• No bids from persons in the service of the state or companies with directors in state service.
• All shortlisted bidders subject to screening by State Security Agency (SSA).

Preference points for specific goals: HDI-Race 2, HDI-Women 4, HDI-Disability 4, Youth 4, Military Veterans 2, Locality-based entity (OR Tambo) 4.

• Proof required for each claimed goal (CIPRO certificates, medical proof, veteran status, proof of business address).
• Each consortium party must submit a consolidated B-BBEE Status Level Verification certificate.

Contractor must comply with the Occupational Health & Safety Act and acknowledge duties as an employer.

• Must comply with all health and safety rules at the institution.
• Training programs must include OHS precautions for equipment and chemical usage.
• Pre-medical reports for all cleaners must be provided before commencement of duties.
• Personnel must comply with safety, fire, emergency, and security procedures.

Contract duration: 36 months, commencing on the date of the letter of acceptance.

• The contractor must comply with ECDoH operational requirements and not negatively impact other parties.
• Must report incidents/accidents without delay and cooperate with the Technical Support Manager.
• Must cooperate with third-party service providers when required.
• Must comply with all applicable legislation and regulations.
• Must comply with ECDoH procedures and policies, including permit-to-work and health/safety procedures.
• ECDoH may deny access to personnel failing to comply and require replacement.
• Contractor liable for expenses from damage/injury due to poor quality products.
• Fire risks must be reported immediately and remedial action taken.
• Must comply with the institution's energy management strategy.
• Contractor acknowledges duties as an employer under the Occupational Health & Safety Act.
• Service Level Agreement may be agreed for additional quality requirements.
• Performance measured via periodic checks, service complaints, user satisfaction surveys, and audits.
• Records of services must be kept and provided to ECDoH upon request after termination.
• ECDoH may withhold disputed payments until resolution.
• Breach and termination per GCC paragraph 23.

Director of successful bidder must attend compulsory quarterly strategic meetings with Facilities Management.

• Bidder must submit comprehensive training programs covering infection control, general cleaning, pest control, equipment usage, and OHS precautions.
• Successful bidder must render uninterrupted service during strikes, leave/absenteeism, and equipment default.
• Must provide proof within first 3 months that all new employees reside in OR Tambo District Municipality.

Bidders must be registered on the Central Supplier Database (CSD) and submit proof.

• Mandatory documents: signed SBD1, SBD6.1, SBD4; proof of UIF registration and employee list; valid COIDA certificate or tender letter; database of at least 12 cleaners; proof of sourcing SABS-approved cleaning materials, uniforms, and machinery from Eastern Cape; recruitment plan for local labour; proof of registration with National Provident Fund Administration.

80/20 preference point system used.

• Evaluation stages: Stage 1 Administrative compliance/pre-qualification; Stage 2 Functionality; Stage 3 Price and Specific goals; Stage 4 In-Loco inspection.
• Functionality: previous experience (max 20 points), locality (max 15 points). Minimum functionality threshold: 20 points.
• In-Loco inspection: minimum 57 points (80%) of 71 points for equipment.
• Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals points as per SBD 6.1.