What are the submission requirements for this tender (Ref: RFP08-2026)?

Returnable Documents: 10.15.1 SARS has a Policy in terms of which the successful bidder; key personnel or any other

How will bids be evaluated?

7 EVALUATION OF PROPOSALS ............................................................................... 10 NB: If a bidder does not meet any of the mandatory evaluation criteria, the bidder will 7.4 Technical evaluation process (Gate 2) 7.4.1 Only bidders that have met the prequalification and mandatory evaluation requirements will be evaluated for technical capability and functionality, strictly according to the technical evaluation criteria below. A bidder is required to provide a technical solution for the required 7.4.2 The technical evaluation will be scored out of a total of 100 points, and bidders are required to score a minimum threshold of 65 out of 100 points to proceed to the next stage of evaluation, namely price and specific goals evaluation. 7.4.3 If a bidder does not meet the technical evaluation minimum threshold, the bidder will 7.4.4 Bidders must refer to the table below for the Technical Evaluation Criteria that will Table 6: Technical Evaluation Criteria company profile demonstrating experience in points indicate the number of years the bidder has been points NB: Bidders that do not submit a company profile • 6 years or more = 10 points experience, will score zero. providing cleaning services within large corporate letter submitted = 0 points measuring 3 000 m2 or more. = 5 points Only reference letters confirming cleaning = 10 points scored. = 15 points Each reference letter must include the following: reference letters = 20 points 6.1.1 SARS has a detailed evaluation methodology premised on Treasury Regulation 16A3 seven key elements: plan = 4 points • health and safety/PPE plan; points • cleaning log and sign-off system; system = 4 points

What are the technical specifications?

Successful Bidder’s Name: ______________________________ --- Cell C2: Provision of Cleaning Services at SARS Kasteel Office Park for a period of 24 months --- APPOINTMENT OF A SERVICE PROVIDER FOR PROVISION OF CLEANING SERVICES --- Supply Chain Management Policy and the regulatory framework --- The purpose of this document is to detail the Scope of Work (SOW), incorporating the tasks and responsibilities of the Service Provider required by the South African Revenue Service (SARS) for the provision of cleaning services. The South African Revenue Service intends to appoint a service provider for the cleaning services. The physical scope of the site is defined as the Kasteel Park Office, comprising of the following three (3) distinct buildings: Building Name Specific Levels/Areas Size (Approx. SQM) Buren Building Total Building 5 136.28 m2 Nassau Building Total Building 5 140.00 m2 Oranje Building 1st Floor (2 343 m2) & 2nd Floor (1 150 m2) 3 493.00 m2 Total Kasteel Park Precinct 13 769.28 m2 SARS intends to enter into a Service Level Agreement (SLA) with the successful Service Provider to execute these services. 3.1 Contract Framework 3.1.1 Nature of Service The detailed scope of work is structured as a labour-only contract, as related services such as hygiene services, cleaning equipment, chemicals, and consumables are covered under existing SARS contracts. • Service Provider Responsibility: Provision of management, vetted cleaning staff, and the execution of all cleaning tasks. • SARS Responsibility: SARS has an existing national contract for provision of all cleaning equipment (vacuums, polishers), consumables (toilet paper, soap), and chemicals. 3.1.2 Contract Duration The contract duration is twenty-four (24) months, with an option to extend for up to twelve (12) months. SARS shall have an option to, on a prior written notice to the service provider, extend the validity of the Agreement by a period of up to twelve (12) months. 3.1.3 Compliance Requirements To ensure industry standards are met, the service provider must be a registered member with the following organisation. Failure to maintain registration will result in disqualification: • National Contract Cleaners Association (NCCA) 3.2 Operational Hours & Response Times 3.2.1 Standard Working Hours The service provider must structure their shifts to accommodate the following operational windows: Location Operational Days Shift Options (Flexi-Time) • ±06:00 to 15:00+ Kasteel Park Office Monday – Friday • ±06:30 to 15:30+ • ±07:00 to 16:00+ Activity Planning: Disruptive tasks (vacuuming, mopping high-traffic areas) must be scheduled to cause minimal disruption to SARS core business operations. Site Accessibility: The site is accessible from 05:30 to 18:00 for logistical purposes. 3.2.2 Response Times Standard Service Call: Maximum 2 business hours following a logged call. Emergency Service Call: Maximum 2 hours following an emergency log. Definition: Response time is measured from the moment the call is logged until the service provider’s representative physically arrives on-site and meets the Facility Manager. 3.3 Staffing & Supervision The service provider must assign a dedicated supervisor who shall be present on site at all times during operational hours. This supervisor will be the person that reports and liaise with SARS representative on daily basis. SARS representative will communicate with only this delegated person regarding inspections and / or defective work / workmanship. SARS’ representatives will not act as supervisors to the service provider’s staff. 3.3.1 SARS Recommended Minimum Staff Complement Role Allocation per Building Total for Precinct Cleaners 5 per building 15 Supervisors N/A 1 (Roaming/Central) TOTAL 5 per building 16 Staff Members 3.3.2 Relief & Continuity Protocol The service provider guarantees that the full operational complement is present at all times. Absence Management: In the event of unforeseen circumstance such as strikes, sickness, leave, or training, a relief cleaner must be deployed immediately. The service provider is to provide temporary staff as relief for any period of absenteeism and illness. It is required that the replacement person be on site by 06:00 on notice by supervisor. Replacement during sick/local leave of cleaning personnel should be provided at all times. Failure to have a replacement person on duty will mean that the service provider will have to alter its tax invoice to make allowance for the period not covered by its personnel. It is in the interest of the service provider to keep accurate records of attendance of staff. Security Vetting: All relief staff must possess valid, up-to-date security clearance identical to the permanent team. Unvetted staff will be denied access, and such incidents will be recorded as a Service Level failure. A list of names of employees that will be working on the site during a given time must be made available to the supervisor. Should any exchange of personnel…

What financial requirements apply to bidders?

Bid Bond: Performance Guarantee that is signed by a Financial Service Provider (Guarantor) of the holding company, stating that the Guarantor will undertake to cover any or all risks associated with a bidder, in the event the bidder is awarded the RFP. 7.6.7 If the proposal is submitted by an incorporated joint venture, the

What are the important dates and deadlines for this tender?

{"closingDate":"28 July 2026","closingTime":"11H00","briefingSession":"{\"date\":\"5 August 2026\",\"time\":\"11H00\",\"venue\":\"e Teams meeting.\",\"is_compulsory\":true}"}

Who should be contacted for queries about this tender?

{"name":null,"email":"tenderoffice@sars.gov.za","phone":null,"department":null,"address":null}

Appointment of a service provider for provision of cleaning services at SARS Kasteel office park for a period of 24 months with an option to extend for up to 12 months

Successful Bidder’s Name: ______________________________

Cell C2: Provision of Cleaning Services at SARS Kasteel Office Park for a period of 24 months

Appointment of a service provider for provision of cleaning

Services

Supply Chain Management Policy and the

regulatory framework

The purpose of this document is to detail the Scope of Work (SOW), incorporating the tasks

and responsibilities of the Service Provider required by the South African Revenue Service

(SARS) for the provision of cleaning services.

The South African Revenue Service intends to appoint a service provider for the cleaning

services. The physical scope of the site is defined as the Kasteel Park Office, comprising of

the following three (3) distinct buildings:

Building Name Specific Levels/Areas Size (Approx. SQM)

Buren Building Total Building 5 136.28 m2

Nassau Building Total Building 5 140.00 m2

Oranje Building 1st Floor (2 343 m2) & 2nd Floor (1 150 m2) 3 493.00 m2

Total Kasteel Park Precinct 13 769.28 m2

SARS intends to enter into a Service Level Agreement (SLA) with the successful Service

Provider to execute these services.

3.1 Contract Framework

3.1.1 Nature of Service

The detailed scope of work is structured as a labour-only contract, as related services such

as hygiene services, cleaning equipment, chemicals, and consumables are covered under

existing SARS contracts.

Service Provider Responsibility: Provision of management, vetted cleaning staff,

and the execution of all cleaning tasks.

SARS Responsibility: SARS has an existing national contract for provision of all

cleaning equipment (vacuums, polishers), consumables (toilet paper, soap), and

chemicals.

3.1.2 Contract Duration

The contract duration is twenty-four (24) months, with an option to extend for up to twelve

(12) months. SARS shall have an option to, on a prior written notice to the service provider,

extend the validity of the Agreement by a period of up to twelve (12) months.

3.1.3 Compliance Requirements

To ensure industry standards are met, the service provider must be a registered member with

the following organisation. Failure to maintain registration will result in disqualification:

National Contract Cleaners Association (NCCA)

3.2 Operational Hours & Response Times

3.2.1 Standard Working Hours

The service provider must structure their shifts to accommodate the following operational

windows:

Location Operational Days Shift Options (Flexi-Time)

±06:00 to 15:00+

Kasteel Park Office Monday – Friday

±06:30 to 15:30+
±07:00 to 16:00+

Activity Planning: Disruptive tasks (vacuuming, mopping high-traffic areas) must be

scheduled to cause minimal disruption to SARS core business operations.

Site Accessibility: The site is accessible from 05:30 to 18:00 for logistical purposes.

3.2.2 Response Times

Standard Service Call: Maximum 2 business hours following a logged call.

Emergency Service Call: Maximum 2 hours following an emergency log.

Definition: Response time is measured from the moment the call is logged until the

service provider’s representative physically arrives on-site and meets the Facility

Manager.

3.3 Staffing & Supervision

The service provider must assign a dedicated supervisor who shall be present on site at all

times during operational hours. This supervisor will be the person that reports and liaise with

SARS representative on daily basis. SARS representative will communicate with only this

delegated person regarding inspections and / or defective work / workmanship. SARS’

representatives will not act as supervisors to the service provider’s staff.

3.3.1 SARS Recommended Minimum Staff Complement

Role Allocation per Building Total for Precinct

Cleaners 5 per building 15

Supervisors N/A 1 (Roaming/Central)

TOTAL 5 per building 16 Staff Members

3.3.2 Relief & Continuity Protocol

The service provider guarantees that the full operational complement is present at all times.

Absence Management: In the event of unforeseen circumstance such as strikes,

sickness, leave, or training, a relief cleaner must be deployed immediately. The

service provider is to provide temporary staff as relief for any period of absenteeism

and illness. It is required that the replacement person be on site by 06:00 on notice by

supervisor. Replacement during sick/local leave of cleaning personnel should be

provided at all times. Failure to have a replacement person on duty will mean that the

service provider will have to alter its tax invoice to make allowance for the period not

covered by its personnel. It is in the interest of the service provider to keep accurate

records of attendance of staff.

Security Vetting: All relief staff must possess valid, up-to-date security clearance

identical to the permanent team. Unvetted staff will be denied access, and such

incidents will be recorded as a Service Level failure. A list of names of employees that

will be working on the site during a given time must be made available to the

supervisor. Should any exchange of personnel take place, the supervisor must be

informed accordingly in writing. Unidentified employees, and employees whose names

do not appear on the list, will not be allowed to enter the site.

3.3.3 Uniforms & Identification

Staff must wear robust, standardised uniforms that are clearly distinguishable.

Name tags with the cleaner’s full name must be visible at all times.

PPE (Gloves, goggles) will be provided by SARS based on the weekly stock request.

3.4 Cleaning Specifications & Frequencies

The following table depicts the minimum service requirements:

Area / Item Scope of Work Frequency

Pre-Commencement Clean (Ends by 07:30/07:45):

High-filtration vacuuming of traffic lanes and open

Daily

Carpets offices.

Spot-clean visible spills immediately

Note: Must be noise-free by 08:00

Sanitization & Safety: Daily

Sweep and mop stair treads.

Lifts & Stairs

Sanitize handrails and lift buttons

Polish stainless steel lift panels (Pre-08:00)

Twice Daily A. Deep Clean Cycles (Twice Daily):

Deep Clean Recommended times: 08:00 & 13:00

Scrub toilets/urinals, polish mirrors, wet mop floors,

replenish stock

Bathrooms B. Hourly Spot Checks:

Pick up litter, dry wet floors, wipe vanities

C. Verification:

Sign the Bathroom Log behind the door after every Hourly

interaction Checks

Service Cycles (09:00 & 14:00):

Wipe counters/appliances, mop floors, empty bins

Kitchens Twice Daily

Verification: Sign the visible Kitchen Log upon

completion

Area / Item Scope of Work Frequency

Wipe down tables and seating

Relaxation Areas Sweep and mop floors Once Daily

Verification: Sign Area Log upon completion

Twice Daily

Collect used items from desks/meeting rooms

Crockery & Cutlery (11:00 & Wash, dry, and stow in kitchen cupboards.

14:30)

High Touch Points Disinfect door handles, light switches, and rails Daily

3.5 Specialized Surface Maintenance

3.5.1 Belgotex Carpets

Spill Protocol: Blot gently with absorbent pads; do not rub vigorously.

Chemicals: Use only approved low-moisture agents tested for compatibility.

Drying: Use air movers (provided by SARS) to expedite drying and prevent mildew.

3.5.2 Propel air Toilets (Compressed Air Systems)

Cleaning Method: Wipe surfaces with soft cloths; do not use abrasive pads.

Functionality Check: Verify water supply and air compression daily.

Reporting: Inspect inlet valves for damage and log defects immediately.

3.6 Safety & Governance

3.6.1 Safety Procedures (Spills)

Immediate Action: Cordon off spills with "Wet Floor" signage before cleaning begins.

Method: Clean from the outside in to contain the hazard.

Completion: Signage must remain until the floor is 100% dry.

3.6.2 Weekly Reporting & Stock Management

Quarterly Meeting: service provider must meet the business approved Campus

Manager Quarterly to review performance.

Frequency of meetings to be agreed between the service provider and SARS Campus

Manager.

Asset Management: service provider must maintain a register of SARS-owned

equipment, noting condition (New/In Use/Broken) and reporting faults immediately.

Obligations and Responsibilities

Requirement by SARS from the successful service provider

Code of Conduct, Disciplinary Conduct is the responsibility of the service provider in

line with Labour laws, Bill of rights as set out in our South African constitution.

Uniforms with identifiable company logo are to be worn at all times.
Attendance registers to be kept daily, and in accordance with the SLA.
Compliance with the BCEA, UIF, provident fund and Labour laws in South Africa.
All cleaners must undergo a safety induction.
Working times must be adhered to
Leave planning must be done upon awarding of the contract and submitted to the

supervisor no later than 6 weeks after the contract is awarded.

The appointed service provider to ensure that the cleaning certificate is valid.
Without limiting the liability of the service provider under this Agreement, the service

provider shall take out insurance in respect of all risks for which it is prudent for the

service provider to insure against, including any liability it may have as a result of its

activities under this agreement for theft, destruction, death or injury to any person and

damage to property.

Service Provider Obligations

The service provider shall adhere to the following mandatory obligations throughout the

contract lifecycle:

5.1.1 Legislative & Statutory Compliance

Employment Law: Comply with all relevant employment legislation and applicable

Bargaining Council agreements.

Service provider must ensure that wages are in line with the Department of Labour

Sectoral Determination minimum wage rate

Statutory Proof: Submit valid proof of registration and good standing for UIF, PAYE,

SETA, and COIDA (WCA) with the bid proposal and within 14 days of the contract

award.

OHS Act: Ensure all work is performed in strict compliance with the Occupational

Health and Safety Act and SARS’s specific safety regulations.

The successful service providers shall comply with the provision of following:

✓ Act , Compensation of Occupational Injuries and Diseases act.

✓ Act , Occupational Health and Safety Act.

✓ Basic Conditions of Employment Act (BCEA) No. .

5.1.2 Insurance & Indemnity

Public Liability: The recommended service provider must submit proof or letter of

intent for Public Liability Insurance to the value of R1 million to indemnify SARS against

accidents, injury, or death caused by the Provider's staff. Proof of such must be

provided to SARS.

Submission: Proof of such insurance must be submitted within 14 days of the contract

award.

5.1.3 Staffing & Health

Health Status: Ensure all personnel are in good health and pose no medical risk to

SARS employees.

Training: All staff must be adequately trained in cleaning methodologies and chemical

safety prior to deployment.

Vetting: Inform SARS immediately of any staff changes. SARS reserves the right to

vet all new personnel; unvetted staff are not permitted on site.

5.1.4 Safety & Equipment

Safety: Safe work practises must always be followed to prevent health and safety risks

for cleaner and other office occupants including but not limited to tripping, slipping,

falling, cross contamination and chemical exposure hazards. The service provider shall

submit a health and safety file according to SARS Property requirements for approval

and kept by H&S representatives for monthly audits. The service provider shall ensure

that its staff always comply fully with any safety, fire, emergency and security

procedures and policies applicable at the premises.

PPE Compliance: All staff members must always wear appropriate Personal

Protective Equipment (PPE) (Safety Shoes, Gloves, Masks, etc.)

Equipment Care: Maintain all SARS-supplied equipment in good order and report

defects immediately to ensure OHS compliance. The Service Provider must ensure

that all cleaning chemicals are stored safely, kept properly labelled, and handled

responsibly. Cleaning staff must also receive training on the correct use, handling, and

storage of these chemicals to ensure a safe working environment

Reporting: Cleaners to proactively identify and formally report any health and safety

risks encountered during the execution of their duties.

Constraints: The facilities shall be occupied during working hours with high volume of

SARS staff, therefore working areas shall be properly demarcated. Mops and dirty

water shall not be flushed into the sewer system. Working equipment should not be

left lying around, must be removed to the designated storage areas.

5.1.5 Reporting & Documentation

Quarterly/Monthly Reports: Submit management reports to the SARS Facilities

Manager monthly/Quarterly, covering work completed, staff attendance, and the

Equipment/Supply requirements list.

5.1.6 Waste Management

Where colour coded bins are supplied for the management of waste and recycling

purposes, the service provider is to separate all waste collected accordingly.

5.2 SARS Obligations

The South African Revenue Service shall:

Operational Support: Provide information and access required for the service

provider to fulfil their duties.

Contract Management: Conduct Quarterly Performance Reviews and random

quality audits.

Liability: Not accept responsibility for damages suffered by the service provider, nor

expenses not explicitly agreed upon in writing.

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder.

Preference points claim form in terms of the preferential procurement regulations 2022

Nb: failure to provide / or comply with any of the above particulars may render the bid invalid.

Technical Specifications

Source: RFP08-2026 Kasteel Cleaning Tender pack.zip (RFP)