Appointment of recruitment company for office assistants (cleaners) – national lotteries commission tender

The National Lotteries Commission (NLC) is a public entity established by the Lotteries Act, as amended, to regulate the National Lottery and other lotteries and to administer the National Lottery Distribution Trust Fund (NLDTF). The NLC has offices in all 9 provinces and requires relief labour for Office Assistants/Cleaners when they are incapacitated. The objective is to secure the services of an experienced recruitment service provider to appoint Office Assistants (Cleaner/s) for all Provincial Offices and the Head Office for a period of 12 months. The scope includes providing professional cleaning services, cleaning reception areas before 08h00, daily floor cleaning, emptying dustbins, collecting paper waste for recycling, checking bathrooms twice daily, cleaning kitchens twice daily, dusting furniture weekly, servicing boardrooms, vacuuming carpets twice weekly, cleaning windows quarterly, storing equipment, and preparing catering/tea & coffee for meetings.

Closing date and time: 23 October 2026 at 11:00 (South African Standard Time)

Bid advertisement date: 19 October 2026

Enquiries deadline: 2 days prior to closing (i.e., by 21 October 2026)

Tender validity period: 120 days from the closing date

Bidding procedure enquiries:

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

Technical enquiries:

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

Submission:

• Method: e-Tender portal
• URL: https://www.etenders.gov.za/

NLC head office:

• Address: P.O Box 1556, Brooklyn Square 0083, Pretoria
• Telephone: +27(12)432 1300
• Info Centre: 086 00 65383

Submission method: e-Tender portal only at https://www.etenders.gov.za/ — no email submissions accepted.

Closing time: 23 October 2026 at 11:00 (South African Standard Time). Late submissions are not accepted.

Bids must be submitted in English.

Returnable documents (all must be completed, signed by an authorised person, and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Bidder's Disclosure): declares any employment by an organ of state, relationships with the procuring institution, and related enterprises; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals under the 80/20 system.
• Signed POPIA consent form: consents to processing of personal information for the procurement.
• CSD registration report with tax compliant status.
• Certified copy of B-BBEE certificate or sworn affidavit.
• Valid BCCCI or NCCA membership/registration document.
• Three contactable reference letters, not older than 5 years, on client letterhead, for provision of Office Assistants/Cleaners (appointment letters and orders not accepted).

Disqualification risks:

• Any mandatory document omitted or unsigned.
• Late or incomplete submissions.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers.
• Bidders in the service of the state, or companies with directors in the service of the state.

Evaluation follows the Preferential Procurement Regulations, 2022 and the PPPFA, in five stages:

Stage 1 – Tender closing and opening: submissions via e-Tender portal by the deadline; late bids rejected.

Stage 2 – Administrative compliance: mandatory documents (SBD1, SBD6.1, POPIA consent, CSD report with tax compliant status, certified B-BBEE certificate or sworn affidavit). Non-compliance disqualifies.

Stage 3 – Mandatory compliance: fully completed and signed SBD4, valid BCCCI or NCCA membership, three reference letters. Non-compliance disqualifies.

Stage 4 – 80/20 preference point system:

• Price: maximum 80 points, calculated as Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals: maximum 20 points, allocated as:
• Black ownership: 100% = 8 points; 51%–99% = 4 points; less than 51% = 0 points.
• Women ownership: 100% = 4 points; 30%–99% = 2 points; less than 30% = 0 points.
• Youth ownership: 100% = 4 points; 30%–99% = 2 points; less than 30% = 0 points.
• Disability ownership: 20% or more = 4 points; more than 10% but less than 20% = 2 points; less than 10% = 0 points.

Stage 5 – Due diligence, contract and award: NLC may conduct due diligence on the preferred bidder and negotiate best and final offers.

Scope: Appointment of a recruitment company to source and provide Office Assistants (Cleaners) to the National Lotteries Commission (NLC) across all 9 provincial offices and Head Office, as and when required, for a period of 12 months.

Key deliverables:

• Provide professional, efficient, and effective cleaning services.
• Clean the reception area every morning before 08h00.
• Clean all floors daily (sweeping, mopping, polishing/buffing as needed).
• Empty office dustbins daily and dispose of refuse appropriately.
• Collect paper waste in marked bins for recycling.
• Check and clean bathrooms twice a day; complete cleaning roster after each session.
• Clean the kitchen twice a day.
• Dust office furniture at least weekly.
• Service the boardroom for meetings.
• Vacuum carpets at least twice per week; clean spots and marks as needed.
• Clean windows on the inside at least quarterly (external windows cleaned by external provider).
• Store cleaning equipment and products neatly in designated cupboards.
• Prepare catering/tea & coffee for meetings and workshops.

Engagement model:

• NLC Human Capital sends placement requests with a minimum notice period of 24 hours.
• Service provider must provide CVs of at least 3 possible placements, with reference letters, meeting minimum qualifications and experience.
• NLC reviews, may interview, and confirms the selected candidate.
• NLC inducts placements and provides tools of trade; for short-term placements (less than a month), dress code is black skirts/pants (no jeans) and white T-shirt/shirt with comfortable work shoes; for longer placements, an agreed uniform is provided at NLC cost.

Reporting:

• Timesheets must be completed and signed daily and submitted to the Recruitment Office and Provincial Office.

Payment:

• Service provider pays Office Assistants/Cleaners at least the NLC rate, and invoices NLC.

Qualifications: Senior National Certificate (Matric) at a minimum.

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

Reference letters: Three contactable reference letters, not older than 5 years, on client letterhead, for provision of Office Assistants/Cleaners (appointment letters and orders not accepted).

Pricing schedule (Annexure A) – to be completed:

• Office Assistants: daily rate per employee R531.84; monthly rate per employee R11,525; total fee for 12 months per employee R138,300 (excluding VAT).
• Management fee: to be stated as a percentage, covering costs of sourcing, placing, and paying the Office Assistant/Cleaner. The rand value is calculated by multiplying the percentage by the monthly rate.
• Provide subtotal, VAT at 15%, and total cost including VAT.

No bid security, bonds, or guarantees are specified.

No services may be rendered before an official NLC Purchase Order is received.

Mandatory eligibility:

• Senior National Certificate (Matric) at a minimum.
• At least one year of experience in cleaning of office premises.
• Registered on the Central Supplier Database (CSD) with valid tax compliance status on the closing date.
• Valid membership or registration with the Bargaining Council for the Contract Cleaning Service Industry (BCCCI) or the National Contract Cleaners Association (NCCA).
• Three contactable reference letters, not older than 5 years, on client letterhead, for provision of Office Assistants/Cleaners (appointment letters and orders not accepted).
• B-BBEE certificate or sworn affidavit (for EMEs and QSEs) to claim preference points.
• Signed POPIA consent form.
• Bidders must not be persons in the service of the state, or companies with directors who are persons in the service of the state.
• Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
• All employees (including sub-contractors) must be covered under the Compensation for Occupational Injuries and Diseases Act; NLC may request proof of registration and good standing with the Compensation Fund.
• Bids must be submitted in English.

All employees (including sub-contractors) must be covered under the Compensation for Occupational Injuries and Diseases Act, and cover must remain in force for the duration of adjudication and any subsequent agreement.

NLC reserves the right to request documentary proof of registration and good standing with the Compensation Fund.

Contract duration: 12 months, effective from the date of appointment, signing of the SLA, or as directed by NLC.

Confidentiality: The RFQ document is confidential and property of NLC; no part may be used, copied, or disclosed without prior written permission.

Intellectual property: All copyright and IP vests with NLC.

No services may be rendered before an official NLC Purchase Order is received.

Precedence: The RFQ document takes precedence over any attached documents.

Bidders shall not incorporate additional stipulations unless clearly marked as recommendations; NLC's decision on applicability is final and binding.

No news releases concerning the RFQ or award without NLC consent.

NLC may reject all bids when there is lack of effective competition or bids are not substantially responsive.

NLC conducts performance reviews; non-performance is addressed with a formal letter specifying remedial actions, and non-adherence may lead to escalating performance management actions.

Bidders warrant that all employees (including sub-contractors) are covered under the Compensation for Occupational Injuries and Diseases Act, and cover remains in force for the duration of adjudication and any subsequent agreement.

NLC may request proof of registration and good standing with the Compensation Fund.

Personal information will be processed in accordance with POPIA and the NLC Data Privacy Policy; may be shared with National Treasury's Database of Restricted Suppliers and made public on the e-Tender portal within seven working days of award.

Service providers must have a Senior National Certificate (Matric) at a minimum and at least one year of experience in cleaning of office premises. They must be registered on the Central Supplier Database (CSD) with valid tax compliance status. They must hold valid membership or registration with the Bargaining Council for the Contract Cleaning Service Industry (BCCCI) or the National Contract Cleaners Association (NCCA). They must provide three contactable reference letters, not older than 5 years, on client letterhead, for provision of Office Assistants/Cleaners (appointment letters and orders not accepted).

Evaluation follows the Preferential Procurement Regulation of 2022 and PPPFA. Stage 1: Tender closing and opening - submissions via e-Tender portal by the deadline. Stage 2: Administrative compliance - returnable documents (SBD1, SBD6.1), signed POPIA consent form, CSD report with tax compliant status, certified BEE/sworn affidavit. Stage 3: Mandatory compliance - fully completed and signed SBD4, valid BCCCI/NCCA membership, three reference letters. Stage 4: 80/20 principle - price points (80) calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin), and specific goals (20 points) for black ownership, women ownership, youth ownership, and disability ownership with specified point allocations. Stage 5: Due diligence, contract and award - NLC may conduct due diligence and negotiate best and final offers.