Cleaning and hygiene services for water research commission – 36-Month tender in gauteng

Closing date: 11 December 2026 at 11:00

Compulsory site visit / briefing: 23 November 2026 at 10:00

Venue: WRC premises, 1609 Michael Thackeray, The Innovation Hub, Persequor, Tshwane, 0020

Clarification deadline: 04 December 2026 at 11:00 (written enquiries only)

Bidding procedure enquiries:

• Contact: The SCM Manager
• Department: Supply Chain Management
• Email: [email protected]
• Telephone: 012 761 9300

Technical enquiries:

• Contact: SCM Contact Person
• Email: [email protected]
• Telephone: 012 761 9300

Fraud hotline (for reporting suspicious procurement communications):

• Telephone: 0800 214 777
• Email: [email protected]

Service delivery address:

WRC premises/building

1609 Michael Thackeray

The Innovation Hub

Persequor, Tshwane, 0020

Submission method: online only via the National Treasury e-Tender Portal at https://www.etenders.gov.za/

Closing time: 11 December 2026 at 11:00

No physical, hand-delivered or couriered bids will be accepted.

The bid must be signed by an authorised representative and every page initialled in black ink.

The bid must be submitted in the prescribed response format and addressed to The Supply Chain Management Unit.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• Pricing Schedule: fully completed, with all prices VAT inclusive.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the WRC.
• SBD 6.1 (Preference Claim Certificate): claims B-BBEE preference points.
• B-BBEE Status Level Verification Certificate (original or certified copy) or sworn affidavit (for EMEs and QSEs).
• Business Registration Certificate (e.g. CK 1, certificate of incorporation).
• Central Supplier Database (CSD) Compliance History Report.
• SARS Tax Compliance Status (TCS) PIN or certificate.
• General Conditions of Contract: initial every page.

Disqualification risks:

• Late submission (after 11:00 on 11 December 2026).
• Incomplete or unsigned forms, or missing mandatory documents.
• Fraudulent, factually untrue or inaccurate information.
• Non-compliance with mandatory requirements.
• False declarations on standard bidding documents.
• Being listed on the National Treasury's database of restricted suppliers.
• Contacting any WRC staff other than the designated enquiry official.

Evaluation phases (in order):

1. Phase 1 – Admin compliance: verification of completeness and compliance. No elimination.
2. Phase 2 – Pre-qualification (mandatory): must meet all mandatory requirements, else disqualified.
3. Phase 3 – Technical/functional: minimum threshold 75% (75 points out of 100).
4. Phase 4 – Specification compliance: must fully comply with specifications.
5. Phase 5 – Pricing and Specific Goals: highest points recommended for award.

Technical/functional evaluation (100 points total):

• Company experience: 50 points
• Contract or Operations Manager's experience: 20 points
• Methodology and service delivery plan: 30 points
• Minimum threshold: 75 points (75%)

Pricing and Specific Goals (80/20 system):

• Price: 80 points
• Specific goals: 20 points – awarded to Women, Youth, or People with Disability owned businesses (30% or more ownership).

B-BBEE preference points are awarded according to the bidder's B-BBEE status level.

Sub-contracting restriction: a bidder may not sub-contract more than 25% of the contract value to an enterprise that does not qualify for at least the same B-BBEE points, unless the sub-contractor is an EME with the capability to execute.

Scope: Provision of cleaning and hygiene services at the Water Research Commission (WRC) offices for 36 months.

Services required:

• Daily cleaning of offices, reception areas, meeting rooms, boardrooms, workstations, corridors, staircases, kitchens, ablution facilities, lifts, shared areas, glass areas, and terrace cleaning.
• Ablution and hygiene services: provision, servicing and maintenance of hygiene equipment and dispensers.
• Waste management: daily waste collection, internal transportation, recycling separation, responsible disposal, and SHE bin services (removal and maintenance once per week, with disposal certificate issued each time).
• Deep cleaning: periodic deep cleaning of carpets, upholstery, kitchens, ablutions, floors, basements, windows and glass.
• Specialist cleaning: external and internal high-rise windows, high-level cleaning, stain removal, floor stripping and sealing, and post-event cleaning (priced separately as optional items).
• Provision and maintenance of commercial cleaning equipment, tools, safety signage, uniforms and PPE.
• Watering of flowers.

Staffing requirement:

• Four (4) cleaning personnel: two (2) females and two (2) males. One (1) must be a team leader (female) responsible for day-to-day cleaning and overseeing the team.
• Bidders may propose an alternative staffing structure (Option B) but evaluation is based on Option A (quantity-based pricing).

Service level requirements:

• Attend to service complaints within 24 hours.
• Replace absent staff where necessary.
• Ensure uninterrupted hygiene consumable supply.
• Maintain complaint and corrective action registers.
• Submit monthly performance reports.
• Attend monthly contract review meetings.

Quality management:

• Daily inspections, supervisor inspections, service monitoring, monthly quality reports, corrective action procedures, client satisfaction measurements.

Safety:

• Provide PPE, conduct safety inductions, maintain incident registers, ensure safe storage and use of chemicals, submit safety compliance file and method statement.

Bidders must submit a detailed service plan demonstrating understanding of the scope and proposed service delivery approach.

The service plan is scored out of 30 points:

• 30 points: Comprehensive service plan covering all ten (10) requirements with clear implementation plan.
• 20 points: Good service plan covering at least eight (8) of the requirements.
• 10 points: Poor methodology with limited relevance, covering at least five (5) requirements.
• 0 points: No service plan submitted.

Service plan must address:

• Cleaning approach and work schedules
• Staffing and supervision arrangements (four cleaners: 2 female, 2 male, one female team leader)
• Quality control measures
• Risk management plan
• Occupational Health and Safety compliance (safety file)
• Consumable stock management
• Complaint handling and response procedures
• Monthly reporting processes

Company experience (scored out of 50 points):

• Minimum 3 years' cleaning experience – proof required (reference letters with contactable details and contract start/end dates).
• Minimum 3 years' hygiene services experience – proof required.
• Scoring: 50 points for more than 6 years' experience + 2 or more relevant reference letters; 8 points for above 2 up to 3 years; 4 points for less than 2 years; 0 points for no relevant experience.

Contract or Operations Manager's experience (scored out of 20 points):

• Minimum 2 years' relevant experience in cleaning and hygiene services within corporate, government, commercial, institutional or similar environments.
• Must provide positions held, responsibilities, duration (with dates), organisations, and contactable references.

Company profile requirements:

• Detailed description of main field of expertise and range of services.
• Reference list of contracts completed during the last 5 years, including value, duration, location and contact person.
• List of current contracts and values.
• Organisational structure, ownership structure, and list of directors/shareholders with proof of shareholding.
• Details of training capabilities and management/supervisory expertise.

Quality management system required:

• Daily inspections
• Supervisor inspections
• Service monitoring
• Monthly quality reports
• Corrective action procedures
• Client satisfaction measurements

Monthly service meetings with the WRC contract manager.

Service level requirements:

• Attend to service complaints within 24 hours
• Replace absent staff where necessary
• Ensure uninterrupted hygiene consumable supply
• Maintain complaint and corrective action registers
• Submit monthly performance reports
• Attend monthly contract review meetings

Pricing schedule requirements:

• Detailed 36-month pricing schedule separating labour, supervision, cleaning equipment, hygiene-equipment rental/supply and installation, maintenance, cleaning consumables, hygiene consumables, periodic deep cleaning, optional specialist services, administration, VAT and total contract price.
• Separate and complete pricing for each of the 36 contract months, including escalations.
• Hygiene equipment pricing must separately identify equipment, installation, maintenance and consumable costs.
• Specialist cleaning services priced separately as optional items.
• Total evaluated price must be VAT inclusive.
• Bidders must declare if any services will be sub-contracted.

Option A (quantity-based model) – estimated monthly quantities:

Hygiene equipment rental (monthly, excl. VAT):

• Hand paper towel dispensers (bathrooms, touch-free): 13
• Hand paper towel dispensers (kitchen, touch-free): 4
• Hand soap dispensers (bathrooms, 800ml): 10
• Sanitary bins 12L (touch-free): 9
• Sanitary bag dispensers: 9
• Seat sanitizer dispensers: 13
• Air freshener dispensers: 10
• Three-tier tissue dispensers: 13

Cleaning chemicals (estimated monthly quantities):

• Floor tile cleaner (5L): 3
• Furniture polish (5L): 2
• WHO accredited disinfectant (5L): 4

Total bid price: fixed, including VAT and all applicable taxes and charges. Prices in ZAR. Overheads and additional costs increased annually according to CPI. Bid valid for 120 days.

Staffing: four (4) cleaning personnel (2 female, 2 male), one female team leader. Bidders may propose alternative staffing (Option B) but evaluation is based on Option A.

Pricing format:

• Fixed total bid price, including VAT and all applicable taxes and charges.
• Prices must be in South African Rand (ZAR).
• Overheads and additional costs will be increased annually according to the latest available CPI rate.
• Bid validity: 120 days.

Pricing schedule requirements:

• Detailed 36-month pricing schedule, separating labour, supervision, cleaning equipment, hygiene-equipment rental/supply and installation, maintenance, cleaning consumables, hygiene consumables, periodic deep cleaning, optional specialist services, administration, VAT and total contract price.
• Separate pricing for each of the 36 contract months, including escalations.
• Hygiene equipment pricing must separately identify equipment, installation, maintenance and consumable costs.
• Specialist cleaning services priced separately as optional items.

Option A (quantity-based model) – estimated monthly quantities:

Hygiene equipment rental (monthly, excl. VAT):

• Hand paper towel dispensers (bathrooms, touch-free): 13
• Hand paper towel dispensers (kitchen, touch-free): 4
• Hand soap dispensers (bathrooms, 800ml): 10
• Sanitary bins 12L (touch-free): 9
• Sanitary bag dispensers: 9
• Seat sanitizer dispensers: 13
• Air freshener dispensers: 10
• Three-tier tissue dispensers: 13

Cleaning chemicals (estimated monthly quantities):

• Floor tile cleaner (5L): 3
• Furniture polish (5L): 2
• WHO accredited disinfectant (5L): 4

Payment terms:

• Payments made by the last day of the calendar month following receipt of a correct and original invoice.
• Invoices/statements must be submitted after WRC acknowledges receipt of services.
• A correct and original monthly statement must be submitted by the 5th of each month.
• Tax invoices and supporting documents must be submitted by the 1st business day of the month for payment by end of same month; otherwise payment by end of following month.
• No penalty interest permitted.

Mandatory pre-qualification requirements (Phase 2) – failure to meet any results in disqualification:

1. Membership of a recognised cleaning industry association/body – valid membership certificate.
2. All owners/directors must be South African citizens – certified copies of SA identity documents.
3. Company must be registered as a Health Care Risk Waste Transporter – valid registration certificate (third-party certificates not accepted).
4. Company must have a physical office within the City of Tshwane – recent municipal account or valid lease agreement reflecting the physical address.
5. Public liability insurance – valid proof.
6. COIDA registration – valid proof.

Tax compliance:

• Must submit SARS Tax Compliance Status (TCS) PIN or certificate, or CSD number if registered on CSD.
• Each party in a consortium/JV/sub-contracting arrangement must submit separate TCS/CSD.
• Bidders with tax matters not in order will not be considered.

B-bbee:

• B-BBEE Status Level Verification Certificate (original or certified copy) or sworn affidavit (for EMEs and QSEs) required to qualify for specific goals points.
• EMEs must submit certificate issued by an Accounting Officer, SANAS-accredited Verification Agency, or Registered Auditor.
• Non-EMEs must submit certificate issued by a Registered Auditor approved by IRBA or SANAS-accredited Verification Agency.
• Trusts, consortia or JVs qualify as a legal entity if they submit their B-BBEE certificate, or as an unincorporated entity with a consolidated scorecard.

Other compliance:

• Must not be persons in the service of the state, nor have directors/members who are.
• Must not be listed on the National Treasury's restricted suppliers database.
• Must submit a written statement that none of the bidder's personnel have any involvement or interest in the bidder's business.
• Employees and subcontractors may be subject to security screening by SSA or WRC.

Health and safety obligations:

• Provide personal protective equipment (PPE)
• Conduct safety inductions
• Maintain incident registers
• Ensure safe storage and use of chemicals
• Submit safety compliance file and method statement

All employees (including sub-contractors) must be covered under COIDA, with proof of registration and good standing with the Compensation Fund available on request.

Employees and subcontractors may be subject to security screening by SSA or WRC.

Waste management must be environmentally responsible:

• Daily collection and removal of waste from offices and common areas
• SHE bins waste transportation to designated collection points
• Cleaning of waste storage areas and municipal bins
• Separation of recyclable and non-recyclable waste where applicable
• Environmentally responsible waste handling practices

Contract duration: 36 months from commencement date stated in the agreement.

Termination:

• WRC may terminate the contract on valid commercial or operational grounds not foreseen at the time of bidding, with 30 days' written notice, preceded by bona fide discussions.
• WRC may cancel immediately by written notice if the bidder acts dishonestly or in bad faith, or makes intentional or negligent misrepresentation. WRC may withhold payment for 90 days from cancellation to investigate.
• WRC reserves the right to cancel if poor performance persists despite opportunity to resolve.

Dispute resolution:

• Negotiation within 10 days of notification; failing that, mediation within 15 days under the Arbitration Foundation of Southern Africa; failing that, expedited arbitration within 15 days under AFSA rules.
• Arbitration held in Sandton, South Africa, in English, under South African law.
• Parties may be legally represented; the arbitrator's award is final and binding.

Payment terms:

• Payments by last day of the calendar month following receipt of correct and original invoice.
• Invoices/statements submitted after WRC acknowledges receipt of services.
• Correct and original monthly statement must be submitted by the 5th of each month.
• No penalty interest permitted.

General conditions:

• Bidders' terms and conditions are not acceptable.
• The bidder accepts WRC's interpretation of any requirement in the bid documents.
• The bid conditions take precedence over any other documentation in the RFP.
• WRC reserves the right to cancel the RFP, not accept any bids, or negotiate with one or more bidders.
• The bidder must accept that WRC may contract with other service providers for services not covered by this specification.
• All costs of preparing the bid are for the bidder's account.
• Confidential material submitted must be clearly marked as such.

Additional evaluation criteria:

• The bid is evaluated in five phases: Admin compliance, Pre-qualification (mandatory), Technical/functional (minimum 75%), Specification compliance, and Pricing and Specific Goals.
• Technical/functional evaluation: Company experience (50 points), Contract or Operations Manager's experience (20 points), Methodology and service delivery plan (30 points). Minimum threshold 75 points (75%).
• Pricing and Specific Goals: 80/20 system. Price 80 points, Specific Goals 20 points (Women/Youth/People with Disability owned businesses with 30%+ ownership).
• Bidders must comply with all mandatory requirements in Phase 2; failure leads to disqualification.
• Bidders must not be listed on the National Treasury's restricted suppliers database.
• Bidders must not make false declarations on standard bidding documents.