Recruitment agency to supply office assistants (cleaners) for the national lotteries commission nationally for 12 months

Bid advertisement date: 03 November 2026

Closing date and time: 12 November 2026 at 11:00 (South African Standard Time)

Tender validity period: 120 days from closing date

Enquiries deadline: 2 days before closing (i.e., 10 November 2026)

No compulsory briefing or site visit indicated.

SCM / Bidding procedure enquiries:

• Contact: Maureen Senyatsi
• Role: SCM Contact Person
• Email: [email protected]
• Telephone: 012 432 1470

Technical enquiries:

• Contact: Maureen Senyatsi
• Role: Technical Contact Person
• Email: [email protected]
• Telephone: 012 432 1470

General NLC contact:

• Telephone: +27 (12) 432 1300
• Info Centre: 086 00 65383
• Website: www.nlcsa.org.za

Postal address:

• P.O. Box 1556
• Brooklyn Square 0083
• Pretoria

Submission channel: e-Tender portal only (https://www.etenders.gov.za/)

Submission method: e-Tender portal only (https://www.etenders.gov.za/)

No email submissions accepted

Closing date and time: 12 November 2026 at 11:00 South African Standard Time

Tender validity period: 120 days from closing date

Returnable forms (all must be completed and signed by authorised person):

• SBD1: Invitation to Bid (cover page with bidder details)
• SBD4: Bidder's Disclosure (declares state employment, relationships, interests)
• SBD6.1: Preference Points Claim (claims specific goals points under 80/20 system)
• POPIA Consent Form: consent for processing personal information

Mandatory supporting documents:

• CSD registration report with valid tax compliance status on closing date
• Certified copy of B-BBEE certificate or sworn affidavit (for EMEs/QSEs)
• Valid membership certificate of BCCCI (Bargaining Council for Contract Cleaning Service Industry) OR APSO (Federation of African Professional Staffing Organisation)
• Three contactable reference letters (not older than 5 years, on client letterhead, for provision of staff/Office Assistants/Cleaners, signed and dated with contact details and email address; appointment letters and orders not accepted)

Disqualification risks:

• Late or incomplete submissions
• Any returnable form unsigned or omitted
• Non-compliance with mandatory requirements at administrative or mandatory compliance stages
• No services rendered before official NLC Purchase Order received

Five-stage evaluation process:

1. Tender Closing and Opening: 12 November 2026 at 11:00 via e-Tender portal.
2. Administrative Compliance (pass/fail): Mandatory documents – SBD1, SBD6.1, signed POPIA consent, CSD report with tax compliant status, B-BBEE certificate/sworn affidavit.
3. Mandatory Compliance (pass/fail): SBD4, valid BCCCI or APSO membership, three contactable reference letters (≤5 years, for staff/cleaner provision).
4. Price and Specific Goals (80/20 preference point system):

• Price: 80 points (formula Ps = 80[1 – (Pt–Pmin)/Pmin] for tenders R30,000–R50 million).
• Specific Goals: 20 points total:

• Black ownership: 100% = 8 pts; 51–99% = 4 pts; <51% = 0 pts (evidence: IDs/CIPC report/CSD recent report).
• Women ownership: 100% = 4 pts; 30–99% = 2 pts; <30% = 0 pts (evidence: B-BBEE certificate/sworn affidavit).
• Youth ownership: 100% = 4 pts; 30–99% = 2 pts; <30% = 0 pts (evidence: B-BBEE certificate/sworn affidavit).
• Disability: ≥20% owners with disability = 4 pts; 10–20% = 2 pts; <10% = 0 pts (evidence: doctor's letter + CSD report).

5. Due Diligence, Contract and Award: NLC may conduct due diligence on preferred bidder; negotiation of best and final offers before award.

No minimum qualifying score stated for price/functionality; administrative and mandatory stages are pass/fail gates.

Procurement: Recruitment and placement of Office Assistants (Cleaners) for National Lotteries Commission across all 9 provinces and Head Office for 12 months.

Service provider responsibilities:

• Source, vet, and provide cleaners; NLC Human Capital, Facilities, and Provincial Managers approve placements.
• Pay cleaners at minimum NLC rate for Office Assistants/Cleaners; invoice NLC.
• Provide professional, efficient cleaning service enhancing facility appearance and healthy environment.

Minimum qualifications for cleaners: Senior National Certificate (Matric).

Company experience: At least 1 year in cleaning of office premises.

Key deliverables (frequency):

• Reception area: cleaned daily before 08h00.
• Floors: swept, mopped, polished/buffed daily.
• Dustbins: emptied daily, refuse disposed appropriately.
• Paper waste: collected in marked bins for recycling.
• Bathrooms: checked and cleaned twice daily; cleaning roster completed after each session.
• Kitchen: cleaned twice daily.
• Office furniture: dusted weekly without disturbing documents.
• Boardroom: serviced for meetings.
• Carpets: vacuumed twice weekly; spot-cleaned as needed.
• Internal windows: cleaned quarterly on rotational basis (external by separate provider).
• Equipment storage: neatly in designated cupboards on each floor.
• Catering: prepare tea/coffee for meetings and workshops.

Reporting: Daily signed timesheets submitted to Recruitment Office and Provincial Office.

Engagement model:

• NLC requests placement with minimum 24 hours' notice.
• Service provider supplies at least 3 CVs with reference letters meeting qualification/experience requirements.
• NLC reviews with Facilities Unit and Provincial Managers; may interview.
• NLC confirms selected candidate and start date.
• NLC inducts placement and provides tools of trade.

Uniform:

• Short-term (<1 month): black skirts/pants (no jeans), white T-shirt/shirt, comfortable work shoes/trainers.
• Longer placements: agreed uniform; NLC bears cost.

Contract duration: 12 months, effective on appointment date, SLA signing, or at NLC discretion.

Engagement methodology:

• NLC Human Capital sends request for placement of Office Assistants/Cleaners as soon as need identified; minimum notice period 24 hours.
• Service provider provides CVs from database of at least 3 possible placements, each with reference letters meeting minimum qualification (Matric) and experience (1 year office cleaning) requirements.
• NLC reviews CVs with Facilities Unit and Provincial Managers; may request interviews.
• Human Capital confirms selected candidate to service provider with start date.
• NLC inducts placement and provides necessary tools of trade.
• Uniform requirements: short-term (<1 month) – black skirts/pants (no jeans), white T-shirt/shirt, comfortable work shoes/trainers; longer placements – agreed uniform, NLC bears cost.
• Daily signed timesheets submitted to Recruitment Office and Provincial Office.

Bidder eligibility and personnel requirements:

• Company experience: At least 1 year in cleaning of office premises.
• Cleaner qualifications: Senior National Certificate (Matric) minimum.
• Reference letters: Three contactable references (≤5 years, on client letterhead, for provision of staff/Office Assistants/Cleaners, signed and dated with contact details and email; appointment letters/orders not accepted).
• Industry membership: Valid membership of BCCCI or APSO.
• Service provider must provide at least 3 CVs per placement request with reference letters meeting above requirements.

Pricing schedule (per employee):

• Daily rate: R531.84
• Monthly rate: R11,525
• 12-month total (excluding VAT): R138,300
• Management fee: bidder to insert percentage (covers sourcing, placement, payment of cleaners); rand value = percentage × monthly rate.
• Subtotal = monthly rate + management fee rand value.
• VAT: 15% on subtotal.
• Total cost including VAT.

Bidder must complete pricing schedule with company name, signature, and date.

Pricing schedule (fixed rates per employee):

• Daily rate: R531.84
• Monthly rate: R11,525
• 12-month total (excl. VAT): R138,300

Management fee: bidder to provide as percentage of monthly rate (covers sourcing, placement, payment of cleaners); rand value = percentage × monthly rate.

VAT: 15% added to subtotal.

Total cost including VAT.

No bid security, performance bond, guarantee, retention, or turnover threshold specified.

Payment terms not detailed; likely against invoice after service delivery.

Central Supplier Database (CSD) registration with valid tax compliance status (TCS PIN or CSD number) on closing date.

B-BBEE certificate (SANAS accredited) or sworn affidavit (for EMEs ≤R10m turnover, QSEs ≤R50m turnover) to claim preference points.

Standard Bidding Documents (completed and signed by authorised person):

• SBD1: Invitation to Bid
• SBD4: Bidder's Disclosure (state employment, relationships, interests)
• SBD6.1: Preference Points Claim for specific goals

POPIA Consent Form signed.

Industry membership: Valid membership of BCCCI (Bargaining Council for Contract Cleaning Service Industry) OR APSO (Federation of African Professional Staffing Organisation).

Reference letters: Three contactable references (≤5 years, on client letterhead, for provision of staff/Office Assistants/Cleaners, signed and dated with contact details and email; appointment letters/orders not accepted).

Compensation for Occupational Injuries and Diseases Act (COIDA): Bidder warrants all employees (including sub-contractors) covered; NLC may request proof of registration and good standing with Compensation Fund.

Not listed on National Treasury's Register for Tender Defaulters or List of Restricted Suppliers.

No directors, trustees, shareholders, members, or partners employed by the state or connected to NLC.

Bids submitted in English.

Compliance with PFMA, Treasury Regulations, PPPFA, Preferential Procurement Regulations 2022.

National Industrial Participation Programme (NIP) applicable only if contract has imported content (unlikely for cleaning services).

Occupational health and safety:

• Bidder warrants all employees (including sub-contractor employees) covered under Compensation for Occupational Injuries and Diseases Act (COIDA).
• Coverage must remain in force for duration of bid adjudication and any subsequent agreement.
• NLC reserves the right to request documentary proof of bidder's registration and good standing with the Compensation Fund, or similar proof acceptable to NLC.

Key contractual terms:

• Confidentiality: Document contains NLC proprietary information; no use, copy, disclosure without written permission.
• Intellectual property: All copyright and IP vest with NLC.
• Late/incomplete submissions not accepted.
• No services rendered or goods delivered before official NLC Purchase Order received.
• Suppliers must register on CSD (www.csd.gov.za), provide CSD registration number and report, ensure tax matters compliant.
• Enquiries must be emailed to [email protected] at least 2 days before closing.
• News releases: Bidders/agents may not issue releases concerning RFQ or award without NLC consent.
• Precedence: RFQ stipulations take precedence over any attached or submitted documents.
• Additional stipulations by bidders only as clearly marked recommendations; NLC discretion to import or ignore.
• Preferential procurement: PPPFA and Preferential Procurement Regulations 2022 apply.
• National Industrial Participation Programme (NIP) obligatory if contract has imported content; bidders must sign and submit SBD.
• Language: Bids submitted in English.
• Gender neutrality: Words implying any gender interpreted to imply all genders.
• Headings for reference only, not for interpretation.
• COIDA: Bidder warrants all employees (including sub-contractors) covered; cover must remain in force for adjudication and agreement duration; NLC may request proof of registration and good standing.
• POPIA: Personal information collected for bid assessment and award; processed per POPIA and NLC Data Privacy Policy; may be shared with third parties as legally compelled; awarded bid information published on e-Tender portal within 7 working days.
• Rejection rights: NLC may reject all bids if lack of effective competition or bids not substantially responsive.
• Supplier performance: Regular reviews per contract classification; minimum annual review for contracts >1 year, review at completion for <1 year; ad-hoc reviews for non-performance; formal remedial actions with timeframes; escalation for non-adherence.
• SBD7: Successful bidder must complete and sign written contract form (SBD7).
• Tax compliance: Bidders must submit SARS TCS PIN or CSD number; each party in consortium/JV/sub-contractor must submit separate TCS certificate/PIN/CSD number.
• No bids from persons in service of the state, companies with directors in state service, or close corporations with members in state service.

Additional evaluation details:

• Stage 1: Tender closing and opening – deadline 12 November 2026 at 11:00 via e-Tender portal; step-by-step e-submission instructions provided.
• Stage 2: Administrative compliance – mandatory documents listed with supporting evidence requirements.
• Stage 3: Mandatory compliance – SBD4, BCCCI/APSO membership, three reference letters.
• Stage 4: 80/20 preference point system – price formula and specific goals table with points, thresholds, and required evidence.
• Stage 5: Due diligence, contract and award – NLC may conduct due diligence on preferred bidder; negotiation of best and final offers before award.
• Preference point system: 80/20 applies (tender value up to R50 million).
• Specific goals evidence: IDs/CIPC report/CSD recent report for black ownership; B-BBEE certificate/sworn affidavit for women and youth ownership; doctor's letter + CSD report for disability.
• Failure to submit required proof for specific goals means points not claimed.
• NLC reserves right to require substantiation of claims at any time.