Cleaning services tender – mayville ethekwini regional office, kwazulu-natal

Closing

• Date: 27 November 2026
• Time: 11:00

Compulsory briefing and site inspection

• Date: 12 November 2026
• Time: 11:00
• Venue: 455A King Cetshwayo Highway, eThekwini Region
• Site to be visited: Mayville Complex
• Attendance is compulsory; the briefing session certificate must be completed and signed.

Bid validity

• Offers must remain valid for 90 days from the closing date.

Bidding procedure enquiries

• Contact: Mrs M.Q. Ngcobo
• Telephone: 063 687 6593
• Email: [email protected]

Technical enquiries

• Contact: Mr M. Mdlalose
• Telephone: 073 751 5626
• Email: [email protected]

Submission address

Bid Box 8

Department of Public Works: eThekwini Regional Office

455A King Cetshwayo Highway

Mayville

4091

Service delivery address

455A King Cetshwayo Highway

Mayville

4091

Briefing venue

455A King Cetshwayo Highway

eThekwini Region

Submission method

• Physical delivery only: bid documents must be deposited in Bid Box 8 at the Department of Public Works, eThekwini Regional Office, 455A King Cetshwayo Highway, Mayville, 4091.
• Bids sent by email, fax, telegraph, telex or telephone will not be accepted.
• Bids received after the closing time will not be considered; proof of posting is not accepted as proof of delivery.
• Bids must be lodged in a separate sealed envelope marked with the bidder's name and address, the bid number and the closing date. An envelope may not contain documents for any other bid.
• Bids found in any box other than the designated bid box after the closing time will not be considered.

Document format

• The official bid forms may not be retyped or redrafted; photocopies of the original document are allowed provided they carry an original signature.
• Every page of the bid must be initialled by the bidder.
• Any alteration must be initialled; correcting fluid is prohibited.
• Bidding documents must not be packed together with samples.
• Bidders should check that no pages are missing or duplicated and that the submission is complete in all respects.

Returnable forms and documents

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): the priced schedule of consumables, equipment and vehicle cleaning materials.
• SBD 4 (Bidder's Disclosure): discloses any interest of the bidder, its directors or shareholders in the state or in the procuring institution.
• SBD 6.1 (Preference Points Claim Form): claims the specific-goal preference points.
• SBD 7 (Contract Form): completed and signed by the successful bidder.
• Authority to sign, such as a company resolution, proving the signatory may bind the bidder.
• Official Briefing Session / Site Inspection Certificate, signed by the bidder's representative and the departmental representative.
• CSD declaration confirming the Central Supplier Database information is correct and up to date.
• Valid BCCCI certificate of registration.
• Original EME or QSE sworn affidavit signed and dated by a Commissioner of Oaths.
• Schedule of previously completed contracts and proof of three contracts completed in the last three years (letter of award or purchase order).

Document collection

• The bid document may be downloaded free of charge from the e-Tender Portal or www.kznworks.gov.za.
• A printed copy costs a non-refundable R330.00, payable to KZN PROV GOV – WORKS, ABSA Bank, business cheque account 41-2194-1044, branch 632005, reference 14074079. Proof of payment must be produced on collection.

Evaluation stages

• Phase 1 – Administrative compliance: correct bid document, compliance with bid regulations including CSD registration, pricing of all items, and the bid price reflected on the pricing schedule.
• Phase 2 – Mandatory criteria: valid BCCCI certificate of registration; at least three years' experience in cleaning services; proof of three contracts completed within the last three years.
• Phase 3 – Special condition: the awarded bidder undergoes a vetting process.
• Phase 4 – Specific goals: preference points claimed on the specific goals table.

Preference point system

• System: 80/20.
• Price: 80 points.
• Specific goals: 20 points, allocated to ownership by black people.
• Total: 100 points.
• Documentary proof for the 20 specific-goal points: an original EME or QSE sworn affidavit signed and dated by a Commissioner of Oaths.
• Failure to submit the required proof with the bid means the specific-goal points are not claimed.
• The department may require a bidder to substantiate any preference claim before adjudication or afterwards.

Other

• The department reserves the right not to award to the lowest bidder and may conduct a detailed risk assessment before award.

Scope

• Rendering of cleaning services for the Department of Public Works and Infrastructure at the eThekwini Regional Office, Mayville Complex, 455A King Cetshwayo Highway, Mayville.
• Contract period: three years.

Staffing per year

• Total: 5 cleaners plus 1 supervisor (6 people).
• 4 cleaners for the building (3 female and 1 male).
• 1 male cleaner for washing state vehicles.
• 1 supervisor (female in Year 1).

Monthly cleaning consumables to be supplied

• Toilet paper bales 48s 2-ply: 16 bales.
• Dishwashing soap 5 litres: 6.
• Multi-purpose insect killer (similar to Doom) 300 ml: 4.
• Thick bleach (similar to Domestos) 5 litres: 7.
• Multi-purpose kitchen cleaner (similar to Handy Andy) 3 litres: 6.
• Multi insect killer (similar to Blue Death) 100 g: 8.
• Thin bleach (similar to Jik) 3 litres: 4.
• Furniture polish (similar to Mr Min) 300 ml: 14.
• Sani pine deodorant 25 litres: 2.
• Pine gel 5 litres: 5.
• Dust masks: 6 units.
• Air freshener deoblock 1 litre bucket: 6.
• Floor cleaner equivalent to Procare 5 litres: 10.
• Window cleaner similar to Windolene 25 litres: 1.
• Heavy duty refuse bags XL, pack of 100: 3 packs.
• Latex household gloves, 100 per box: 1 box.
• Microfibre cloths, 12 units in three colours for kitchen, boardroom, toilet and passage: 12 units.
• Dish swabs 30 x 30 cm, pack of 10: 1 pack.
• Dish cloths 30 x 30 cm, pack of 10: 1 pack.
• Dishwashing sponges, pack of 10: 1 pack.
• Mutton cloths 400 g: 3.

Once-off equipment purchases (Mayville Regional Office)

• Heavy duty dry vacuum cleaner: 1.
• Complete industrial mops in three colours for kitchen, boardroom, toilet and passage: 12 units.
• Double-bucket cleaning equipment trolleys: 4.
• 4–10 litre plastic buckets: 4 units.
• Wet floor signs: 4 pieces.
• Plastic toilet brush sets for cubicles in both towers: 28 sets.
• High pressure washer: 1.
• 1840 mm long feather dusters: 8 units.
• All purchased equipment remains the property of the Department when the contract expires.

Monthly vehicle cleaning materials

• Microfibre cloths, 5 per pack: 2 packs.
• Tyre polish 400 ml: 5.
• Car shampoo 1 litre: 5.
• Chamois 430 mm x 320 mm: 2 units.
• Sponges: 4 units.

Mandatory experience requirements

• At least three years' experience in the cleaning services field.
• A schedule of previously completed contracts must be submitted, showing the service description, previous client, contract value, start and end dates, contract details, and the contact person's name, telephone number and email address.
• Proof of three contracts completed within the last three years, in the form of a letter of award or a purchase order.

Administrative compliance checked first

• Correctness of the bid document.
• Compliance with bid regulations, including CSD registration.
• Pricing of all items.
• Bid price reflected on the pricing schedule.

Pricing is submitted on SBD 3.1 (firm prices) and covers three components.

Monthly cleaning consumables

• Toilet paper bales 48s 2-ply: 16 bales; dishwashing soap 5 litres: 6; multi-purpose insect killer 300 ml: 4; thick bleach 5 litres: 7; kitchen cleaner 3 litres: 6; multi insect killer 100 g: 8; thin bleach 3 litres: 4; furniture polish 300 ml: 14; Sani pine deodorant 25 litres: 2; pine gel 5 litres: 5; dust masks: 6 units; air freshener deoblock 1 litre: 6; floor cleaner 5 litres: 10; window cleaner 25 litres: 1; heavy duty refuse bags XL pack of 100: 3 packs; latex household gloves 100 per box: 1 box; microfibre cloths 12 units in three colours: 12 units; dish swabs 30 x 30 cm pack of 10: 1 pack; dish cloths 30 x 30 cm pack of 10: 1 pack; dishwashing sponges pack of 10: 1 pack; mutton cloths 400 g: 3.

Once-off equipment purchases

• Heavy duty dry vacuum cleaner: 1; industrial mops in three colours: 12 units; double-bucket cleaning trolleys: 4; 4–10 litre plastic buckets: 4 units; wet floor signs: 4 pieces; plastic toilet brush sets for cubicles in both towers: 28 sets; high pressure washer: 1; 1840 mm feather dusters: 8 units.
• Purchased equipment remains the property of the Department after the contract ends.

Monthly vehicle cleaning materials

• Microfibre cloths 5 per pack: 2 packs; tyre polish 400 ml: 5; car shampoo 1 litre: 5; chamois 430 mm x 320 mm: 2 units; sponges: 4 units.

Summary required

• Grand total made up of monthly consumables, once-off equipment and monthly vehicle cleaning materials.
• Three-year schedule showing materials, equipment and labour values per year, subtotal, VAT at 15% and quotation total.

Pricing format

• SBD 3.1 firm prices apply; non-firm prices and prices subject to exchange rate variation will not be considered.
• All prices must include VAT; VAT is shown at 15%.
• All delivery costs must be included in the bid price.
• The bid price must be entered on the pricing schedule, in figures and in words.
• The offer must remain valid for 90 days from the closing date.

Price build-up required

• Monthly cost of cleaning consumables.
• Once-off equipment purchases.
• Monthly vehicle cleaning materials.
• Three-year summary split into materials, equipment and labour components for each year, with a subtotal, VAT at 15% and a quotation total.

Other

• No bid security or performance guarantee is stated in the document.

Registration and statutory compliance

• Central Supplier Database: registration is compulsory; a bidder not registered at the closing time is disqualified. The CSD declaration confirming the details are correct and up to date must be completed.
• Tax: submit a SARS tax compliance status PIN, or a printed TCS certificate, or a CSD number where no PIN is available. Consortia, joint ventures and subcontractors must each submit a separate TCS certificate, PIN or CSD number.
• BCCCI: a valid certificate of registration with the Bargaining Council for the Contract Cleaning Services Industry is a mandatory requirement.
• OHS/SHE Act: the contractor must ensure all safety requirements are adhered to throughout the operation on site.

B-bbee

• Preference points for ownership by black people require an original EME or QSE sworn affidavit signed and dated by a Commissioner of Oaths.
• The affidavit must state the black ownership, black female ownership and black designated group ownership percentages, and confirm annual total revenue of R10 million or less.
• The affidavit is valid for 12 months from the date signed by the Commissioner of Oaths.

Experience

• At least three years' experience in cleaning services.
• A schedule of previously completed contracts, and proof of three contracts completed within the last three years by letter of award or purchase order.

Disqualification risks

• Not registered on the CSD at the closing time.
• Failure to quote for all items or to reflect the bid price on the pricing schedule.
• Omission of the BCCCI certificate, the EME/QSE affidavit, the experience schedule or the proof of three completed contracts.
• Non-attendance at the compulsory briefing session and site inspection.
• Bids from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.
• Late bids, or bids submitted by email, fax, telegraph, telex or telephone.
• Bids found in a box other than the designated bid box after the closing time.

The contractor must ensure that all safety requirements under the OHS / SHE Act are adhered to at all times during the entire operation on site.

• A valid certificate of registration with the Bargaining Council for the Contract Cleaning Services Industry (BCCCI) must be provided.

Contract period

• Three years, priced year by year with materials, equipment and labour components.

Pricing conditions

• Only firm prices are accepted; non-firm prices and exchange-rate-variable prices are excluded.
• All delivery costs must be built into the bid price.
• Prices include all applicable taxes, with VAT shown at 15%.
• The offer must remain valid for 90 days from the closing date.

Equipment

• All equipment purchased under the contract becomes the property of the Department when the contract expires.

Award

• The department may decline to award to the lowest bidder and may conduct a risk assessment before award.
• The successful bidder must complete and sign the SBD 7 contract form.
• The awarded bidder is subject to a vetting process.

The 80/20 preference point system applies to this tender.

• Price: 80 points.
• Specific goals: 20 points, allocated to ownership by black people.
• Total available: 100 points.
• Proof for the specific-goal points: an original EME or QSE sworn affidavit signed and dated by a Commissioner of Oaths.
• A bidder that does not submit the required proof with the bid is treated as not claiming the specific-goal points.
• The department may call for substantiation of any preference claim at any time.