Hygiene services, ablution deep cleaning & indoor plant maintenance for pseta until march 2030

Closing

• Date: 26 October 2026
• Time: 12:00

Contract period

• Start: Date of appointment
• End: 31 March 2030

Briefing and site inspection

• No compulsory briefing session is specified.
• A site inspection is mentioned for verifying the number and placement of hand dryers, liquid-soap dispensers and hand-towel dispensers, but no date, time, venue or attendance requirement is given.

Additional date

• 20 October 2026 (purpose unspecified).

Bidding procedure and submission enquiries

• Contact: Ms Lungile Mokoena
• Role: Bidding procedure contact
• Email: [email protected]
• Telephone: 012 423 5700 / 5800

Submission

• Method: Electronic email
• Main address in SBD 1: [email protected]
• Copy to: [email protected]
• Address in the terms of reference: [email protected]
• Conflict: SBD 1 and the terms of reference name different primary recipients; no precedence is stated.

Service delivery

• Location: PSETA offices

Submission method

• Electronic proposal or quotation by email.
• SBD 1 submission address: [email protected], with [email protected] copied.
• Terms-of-reference submission address: [email protected], addressed to Ms Lungile Mokoena.
• Submission-address conflict: SBD 1 requires Khutsom as the main recipient and Lungile as a copy, while the terms of reference name only Lungile. No precedence is stated.

Mandatory documents

• Company profile.
• Track record and experience.
• Three reference letters giving the full details of organisations that received similar services.
• Certified copies of the directors' identity documents.
• Certified B-BBEE certificate or affidavit.
• Valid SARS Tax Compliance Status PIN or proof of SARS exemption.
• CIPC registration document.
• Central Supplier Database registration.
• Disability evidence for preference claims: a certified doctor's certification showing the medical practice number, or a medical report or letter from an authorised body or doctor.

Returnable forms

• All applicable standard bidding documents must be completed and signed.
• SBD 1 (Invitation to Bid): completes bidder and contact details and acts as the signed offer cover page.
• SBD 4 (Declaration of Interest): declares state employment, business and evaluation relationships and other relevant interests.
• SBD 6.1 (Preference Points Claim Form): records specific-goal claims and the supporting evidence.
• General Conditions of Contract: every page must be signed or initialled; the conditions form part of the contract and may not be amended.

Disqualification

• Omission of any section 11 item, including SBD 1, SBD 4, SBD 6.1, CSD proof, the signed or initialled General Conditions, or the three reference letters, results in disqualification.

Evaluation sequence

1. Functionality assessment.
2. Preferential point scoring.

Preference system

• System: 80/20.
• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals

• Black ownership: 8 points for 51% to 100% black ownership.
• Women: 4 points for 51% to 100% women ownership.
• Youth: 5 points for 51% to 100% youth ownership.
• Disability: 3 points for 51% to 100% disability ownership.

Qualification and evidence

• No functionality criteria or numerical pass mark is provided, although minimum requirements must be met before preference scoring.
• Missing evidence for a claimed goal means that no preference points are claimed for that goal.
• PSETA may require further substantiation of preference claims before or after adjudication.

Coverage and term

• PSETA requires a professional, suitably qualified and experienced provider to maintain a hygienic, healthy, safe and visually appealing working environment at its offices for employees, stakeholders and visitors.
• Scope: hygiene equipment, hygiene consumables, ablution deep cleaning, weekly SHE packet disposal, preventative and corrective pest control, and indoor office plants and planters.
• Term: from appointment until 31 March 2030.

Ablution facilities

• Female ablution: 4 toilets and 0 urinals.
• Male ablution: 2 toilets and 3 urinals.
• Disabled bathroom: 1 toilet and 0 urinals.
• Total: 3 areas, 7 toilets, 3 urinals and 7 basins, comprising 3 female, 3 male and 1 disabled basin.

Hygiene equipment

• SHE sanitary disposal bins: 4 female, 0 male, 1 disabled; 5 total.
• Toilet-cleaning brushes with holders: 4 female, 2 male, 1 disabled; 7 total.
• Toilet-seat sanitiser dispensers: 4 female, 2 male, 1 disabled; 7 total.
• Liquid-soap dispensers: 1 in each area; 3 total.
• Electric hand dryers: 1 in each area; 3 total.
• Hand-towel dispensers: 1 in each area; 3 total.
• Toilet-paper holders or dispensers: 4 female, 2 male, 1 disabled; 7 total.
• General-waste dustbins: 1 in each area; 3 total.
• Automatic air-freshener dispensers: 1 in each area; 3 total.
• Urinal-hygiene treatment units: 0 female, 3 male, 0 disabled; 3 total.
• Total equipment: 21 female, 13 male and 10 disabled; 44 units.

Equipment and installation

• Equipment must be commercially suitable, professionally installed, and repaired or replaced promptly when defective.
• SHE bins must be serviced weekly or more often when needed.
• Electric hand dryers must be safely installed and maintained.
• Disabled-bathroom equipment must support accessibility.
• All dispensers must remain operational throughout the contract.
• The schedule assumes one handwashing station per ablution area. Hand-dryer, soap-dispenser and hand-towel-dispenser counts and positions must be checked during the site inspection.

Monthly consumables

• Supply and delivery: monthly. Quantities are estimates for pricing and must be reconciled with actual use.
• 2-ply toilet paper: 84 rolls.
• Liquid hand soap: 15 litres.
• Toilet-seat sanitiser refills: 10 litres.
• Paper hand towels: 12 packs.
• Automatic air-freshener refills: 6 units.
• SHE-bin liners: 25 units.
• General-waste-bin liners: 60 units.
• Urinal-hygiene blocks or refills: 6 units.
• Toilet disinfectant: 10 litres.
• General surface disinfectant: 10 litres.
• Toilet-cleaning chemicals: 10 litres.
• Every delivery must include a delivery note showing quantities.
• Products must be compatible with installed equipment, of acceptable commercial quality, and replaced if defective or damaged.
• Stock levels must be sufficient to prevent service interruptions.

Deep cleaning

• Female, male and disabled facilities: twice monthly. Session totals are calculated from appointment to the confirmed contract end date.
• Work includes scrubbing and disinfecting all toilet bowls and all 3 urinals, removing limescale and stubborn stains, and sanitising seats, lids and flush mechanisms.
• Work includes cleaning wall and floor tiles, scrubbing grout, cleaning 7 basins and taps, mirrors and accessible glass, and disinfecting doors, handles and frequently touched surfaces.
• Work also includes cleaning drains and removing odours, cleaning the outside of dispensers and hygiene equipment, and applying suitable disinfectants and deodorising treatments.
• The provider supplies all cleaning chemicals, equipment, labour and protective materials.
• SHE packets must be removed from SHE bins weekly.

Plants and planters

• Supply and install 12 healthy plants suitable for indoor offices, including decorative planters.
• Reception: 2 Madagascar Dragon Trees, each 850–1200 mm high and 400–500 mm wide, in square lime-green pots with silver stripes.
• Reception: 1 Sansevieria Gold Mini, 180–200 mm pot size and 150 mm high, in a silver pot.
• Reception: 1 Asplenium nidus, 180–200 mm high and 130–150 mm wide, in a silver pot.
• CEO office: 2 Dracaena Massangeana Cane Plants, each 850–1200 mm high and 400–500 mm wide, in square silver pots.
• CFO office: 2 Dracaena Warnekii, each 850–1200 mm high and 400–500 mm wide, in square silver pots.
• CSE office: 2 Dracaena Warnekii, each 850–1200 mm high and 400–500 mm wide, in square silver pots.
• COO office: 2 Dracaena Massangeana Cane Plants, each 850–1200 mm high and 400–500 mm wide, in square silver pots.
• Plant care: regular watering, leaf cleaning and dusting, pruning, dead-foliage removal, fertilisation, pest and disease control, planter cleaning, and health monitoring.
• Care frequency: watering and general care weekly or according to plant needs; inspections monthly; pruning and fertilisation as required.
• Replacements: replace dead or unhealthy plants caused by inadequate maintenance, and otherwise replace plants as required under the agreed contract conditions.
• Reporting: maintenance report monthly.

Pricing

• Format: full-project cost analysis covering the entire contract period.
• Basis: all-inclusive price covering professional fees, venue hire, travel expenses, disbursements and VAT.
• Rate breakdown: PSETA may request a breakdown for any priced item, and the bidder must provide it.
• Incidental costs must comply with National Treasury Instruction Note 1/14.
• Expenditure incurred without PSETA's prior approval is not reimbursable.
• PSETA may negotiate the selection or prioritisation of deliverables against the contract price.

Payment

• Invoices must include a copy of the delivery note and evidence that other contractual obligations have been met.
• Payment is in Rand unless the Special Conditions of Contract state otherwise, and must occur no later than 30 days after submission of an invoice or claim.

Performance security

• The General Conditions require security within 30 days after award notification in the amount specified by the Special Conditions of Contract, but no amount is supplied.
• Permitted forms: bank guarantee, irrevocable letter of credit from an acceptable reputable bank, or cashier's or certified cheque.
• PSETA must return the security no later than 30 days after completion, including warranty obligations, unless the Special Conditions of Contract state otherwise.

Insurance

• Supplied goods must be fully insured in a freely convertible currency against loss or damage during manufacture or acquisition, transport, storage and delivery. The required cover is set by the Special Conditions of Contract, which are not supplied.

Warranty and exposure

• Unless the Special Conditions of Contract provide otherwise, the warranty lasts 12 months after delivery and acceptance or 18 months from shipment, whichever ends first.
• Delay penalty: the current prime interest rate per day applies to the delivered price of delayed goods or unperformed services.
• Liability: indirect and consequential losses are excluded, and aggregate liability is capped at the total contract price. The cap does not apply to repairing or replacing defective equipment.

Mandatory status and evidence

• Central Supplier Database registration.
• CIPC registration.
• Tax: valid SARS TCS PIN or proof of exemption.
• B-BBEE: certified certificate or affidavit.
• Experience: a professional, suitably qualified and experienced service provider, supported by three reference letters for similar services.
• Disability: medical evidence as required for a disability preference claim.
• Occupational health and safety: services must comply with applicable OHS requirements and acceptable workplace hygiene standards.

Tax-document conflict

• The bid instructions permit a TCS PIN or exemption proof, while General Conditions clause 32.3 refers to an original SARS tax clearance certificate before award and bars award where tax matters are not in order.

Two-stage assessment: functionality is considered first, followed by the 80/20 preferential point system. Price carries 80 points and the defined specific goals carry 20 points. No functionality criteria or numerical pass mark is provided, although minimum requirements must be satisfied. Documentary evidence is required for every preference claim.