RFP168/2026: provision of cleaning services to the development bank of southern africa (DBSA)

Cleaning services for IPPO for a period of 5 years. Pricing must include all activities (including transport, relievers and full scope).

Annual increase requests must be submitted 30 days in advance of the increase date.

Submit the completed pricing schedule (Annexure A1) with all required pricing information. The pricing must cover the full 5-year scope, including transport, relievers, and all activities. VAT at 15% must be added. The annual increase must be requested by the bidder 30 days in advance and must be based on the annual CPI. Pricing should include all activities (including transport, relievers and full scope).

No specific eligibility criteria are stated. Bidders must comply with the pricing schedule requirements and submit the required pricing information.

Pricing schedule for cleaning and pest control services over 5 years, including monthly cleaning, ad-hoc weekdays, ad-hoc afterhours, and carpets & couches. Pricing includes annual increase of 5% based on CPI, requested 30 days in advance. Pricing must include all activities (transport, relievers, full scope). Breakdown includes designations, quantities, rates, equipment, consumables, contingency, VAT, and yearly totals.

Appointment of a service provider for cleaning services for IPPO for a period of 5 years. The current office space comprises two floors with offices, meeting rooms, restrooms, and common areas, interior area measuring 3482.25 sqm. IPPO may relocate, reconfigure, or redesign premises during the term.

{"closingDate":"05 October 2026","closingTime":"23H55","briefingSession":"{"date":"22 September 2026","time":"10H00 AM","venue":"e: 22 September 2026","is_compulsory":true}"}

Compulsory briefing session will be held online via Microsoft Teams on 22 September 2026, 10:00-11:00. Bidders must register and join via the provided link, which will be accessible 15 minutes before the meeting. Attendance is a pre-qualifying criterion.

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Returnable Documents: Central Supplier Database (CSD) (provide summary report)., Bidder/s must be registered with CSD in order to do business with the, A Tax Compliance Status Pin issued by SARS. 7 days Y, 48 hours Y Valid Letter of good standing (COIDA), 48 hours Y Bidders to provide a Subcontracting or Joint Venture Agreement,

Checklist of returnable documents: Original bid document, Part A: Invitation to Bid, Part B: Terms and Conditions, Part C: Checklist, Part D: Conditions of Tendering, Part E: Specifications/Terms of Reference, Annexure B: SBD4 Declaration of Interest, Annexure C: SBD6.1 and B-BBEE certificate, Annexure D: CIPC registration documents, Annexure E: share certificates, Annexure F: consortium fee/work breakdown, Annexure G: supporting documents for pre-qualifying and functional criteria, Annexure H: General Conditions of Contract, Annexure I: CSD Tax Compliance Status report.

Unable to extract eligibility criteria

In 2010, the then Department of Energy (DOE), now the Department of Electricity and Energy (DEE), in

collaboration with National Treasury (NT) and then Development Bank of Southern Africa (DBSA),

established the independent Power Producer Office (IPP Office). Its primary mandate is to procurement

of new electricity generation capacity in South Africa under the Independent Power Producer

procurement programme (IPPPP), as outlined in Ministerial Determinations issued under the Electricity

Regulation Act (ERA) and the Integrated Resource Plan (IRP).

Since its inception, the IPP Office has played a pivotal role in addressing South Africa’s energy crisis.

As the IPPP has evolved, so too has the IPP Office’s reputation in the market. Given the evolving energy

landscape, it is essential to reassess how the IPP Office can further strengthen its position as a world-

class, specialized, and high-performance entity in energy procurement.

It is important to note that the IPPO operates as a stand-alone office from its own premises in Building

9, Bylsbridge Office Park, Cnr Jean & Olievenhoutbosch Avenue, Bylsbridge Office Park, Centurion. It

also operates separate Information Systems and systems are not integrated with the DBSA in this

regard.

The DBSA supports the operational requirements of the IPP Office. Accordingly, when a tender is issued,

it is important to bear in mind that the services required will be contracted by the DBSA, the Service

Level Agreement will be managed by the IPP Office, and all services provided directly to the IPP Office.

2. Background and purpose

The IPP Office requires a suitable service provider to provide cleaning services for its office premises

currently situated at Building 9, Bylsbridge Office Park, corner Jean & Olievenhoutbosch Avenue,

Centurion.

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A qualified service provider is required for superior cleaning services using environmentally friendly

cleaning products and supplies for the premises. The current office space layout comprises of two

floors containing offices, meeting rooms, restrooms and common areas. The interior area (including

common and balcony areas) measure at 3482,25 sqm. During the term of this Agreement, IPPO may

relocate, reconfigure, or redesign its premises as required for operational, commercial, or strategic

reasons.

3.1 Deliverables

The scope of the contract shall include, but shall not be limited to, the following services:

• Cleaning of office areas, including offices, meeting rooms, open-plan spaces, and

common areas as per IPP Office’s requirements.

• Cleaning and disinfecting all bathrooms, including all fixtures and fittings as per IPP

Office’s requirements.

• Cleaning and maintenance of kitchen areas, including surfaces, appliances, and fixtures

as per IPP Office’s requirements.

• Cleaning of balconies and any associated outdoor areas as per IPP Office’s

requirements.

• Sanitization of all designated areas to maintain hygiene and health standards of high

contact areas.

• Internal window and glass cleaning.

• Quarterly carpet cleaning and soft seating/upholstery cleaning.

3.2 Resources

The minimum resources required are as follows. The quantity may be adjusted according to

the IPPO’s requirements:

• One (1) permanent on-site Supervisor who will also conduct cleaning and refreshment

officer duties as required. Workdays from 07:00 to 16:00.

• Two (2) cleaners. Workdays from 07:00 to 16:00.

• One (1) cleaner and refreshment officer. Workdays from 08:00 to 17:00.

• Ad-hoc cleaners as and when required (48 hours’ notice will be provided, a maximum of

three (3) additional cleaners per order).

• Shifts may be changed according to operational requirements.

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• Relievers should be available and included in pricing. Should a resource not be able to

work, a reliever should be available within one (1) hour or by 09:00 in the morning. The

IPPO retains the right to request from the service provider that any of his/her employees

be replaced should justifiable reasons exist, in which case the employee must leave the

site forthwith. The IPPO will not be responsible for any damage or claim which may arise

because of this and is indemnified against any such claims and legal expenses.

• It is recommended that resources be rotated as agreed between the parties throughout

the contract.

• The bidder shall ensure that the personnel deployed at the IPPO have no criminal

records.

• All personnel should wear acceptable, clean and neat contractor uniform which includes

company branded logo attire, cleaning suits and safety boots which are suitable for

cleaning duties. Attire should include but not be limited to branded company logo -shirts,

trousers/skirt/dress with aprons and closed flat shoes that are suitable for standing.

• The cleaning staff are prohibited from reading documents or records in offices or

unnecessary handling thereof.

• The cleaning staff and management on site must be able to communicate, read and write

in English.

3.3 Equipment and Consumables

• The bidder must use only SABS approved equipment & biodegradable (eco-friendly)

chemicals and cleaning supplies required for carrying out the work. Equipment and

consumables should be changed on a regular basis to ensure that hygiene standards are

maintained. Equipment and consumables should comprise, but not be limited to the

following minimum items:

• Disinfectants, dishwashing liquid, sponges, dish-washing cloths, dish washer tablets

and all cleaning liquids.

• Noise reducing vacuums.

• Brooms and dustpans.

• Dry and wet mops.

• Plastic buckets.

• Rubber gloves.

• Cleaning supply carts.

• Trash bags.

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Scope of work deliverables: cleaning of office areas, meeting rooms, open-plan spaces, common areas; cleaning and disinfecting bathrooms; cleaning and maintenance of kitchen areas; cleaning balconies and outdoor areas; sanitization of high-contact areas; internal window and glass cleaning; quarterly carpet and soft seating/upholstery cleaning.

Company Experience 1. The bidder must clearly Years’ experience:

Cleaning: demonstrate experience in 0 – 4 years’ experience demonstrated

providing commercial = 0

reference letters 5 to 6 Years experience demonstrated 30

2. Signed reference letters must = 5

contain the information

requested below 7 - 8 Years’ experience demonstrated,

Nb = 10

reference letters which shows More than 8 years’ experience

experience in providing demonstrated, 3 letters containing all

commercial cleaning services, required information = 15

the reference letters must clearly

demonstrate the following: Signed reference letters:

• Name of the client 0 – 2 signed reference letters = 0
• Date of letter
• Contact person 3 to 4 signed reference letters
• Contact number containing all information = 5
• Contract start and end date

5 - 6 letters containing all required The contract must have been

information= 10 concluded between 2015 to date.

• Management/business or No information or CV indicating less

equivalent qualification of at than 8 years’ experience or

least NQF 5 level qualification not included = 0

CV included indicating 8 years’

experience, with lower qualification

included = 15

Cleaning Supervisor, indicating requirements = 20

the following:

• More than 5 years’ Supervisor

supervisory experience No information, CV indication less than

• Matric Certificate 5 years’ experience or no matric

certificate= 0

CV included indicating 5 years’

experience, with lower certification =

information communicated which is not accurate, current or complete.

7.2 If a Bidder finds or reasonably believes it has found any discrepancy, ambiguity, error or

inconsistency in this RFP or any other information provided by the DBSA (other than minor clerical

matters), the Bidder must promptly notify the DBSA in writing of such discrepancy, ambiguity, error

or inconsistency in order to afford the DBSA an opportunity to consider what corrective action is

necessary (if any).

7.3 Any actual discrepancy, ambiguity, error or inconsistency in this RFP or any other information

provided by the DBSA will, if possible, be corrected and provided to all Bidders without attribution

to the Bidder who provided the written notice.

If, after a Bidder’s Response has been submitted, the Bidder becomes aware of an error in the

Bidders Response (including an error in pricing but excluding clerical errors which would have no

bearing on the evaluation of the Bid), the Bidder must promptly notify the DBSA of such error.

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1 Folder 1 Functionality and returnable submission Pre-Qualifier Y

Folder 2 Pricing proposal submission

9, Bylsbridge Office Park, Cnr Jean & Olievenhoutbosch Avenue, Bylsbridge Office Park, Centurion. It

also operates separate Information Systems and systems are not integrated with the DBSA in this

regard.

the IPPO’s requirements:

• One (1) permanent on-site Supervisor who will also conduct cleaning and refreshment

officer duties as required. Workdays from 07:00 to 16:00.

• Two (2) cleaners. Workdays from 07:00 to 16:00.

• One (1) cleaner and refreshment officer. Workdays from 08:00 to 17:00.

• Ad-hoc cleaners as and when required (48 hours’ notice will be provided, a maximum of

three (3) additional cleaners per order).

• Shifts may be changed according to operational requirements.

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• Relievers should be available and included in pricing. Should a resource not be able to

work, a reliever should be available within one (1) hour or by 09:00 in the morning. The

The following particulars must be furnished (failure to do so may result in

Your bid being disqualified).

guidelines issued by National Treasury and be in accordance with the applicable notices published

by the Department of Trade and Industry in the Government Gazette.

18.4 The DBSA reserves the right to require of a Bidder, either before a Bid is adjudicated or at any

time subsequently, to substantiate any claim in regard to preferences, in any manner required by

the DBSA.

18.5 Failure to provide the required information may result in disqualification of the Bidder.

26.1.3.2 The recommended preferred Bidder will be the Bidder with the lowest overall

price in the Third Stage of the Bid evaluation, unless the DBSA exercises its

right to cancel the RFP, in line with the PPPFA Regulations.

26.1.3.3 Refer to the annexure A1 for a pricing schedule.

26.1.3.4 A financial risk assessment will be conducted by qualified DBSA

personnel to evaluate the preferred bidder's Annual Financial Statements

(AFS). If this review reveals financial instability or excessive risk, DBSA

reserves the right to disqualify the bidder and select the next highest-

scoring alternative

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26.1.4 Risk Analysis and Objective Criteria

26.1.4.1.In addition to the financial offer and preference evaluation, the Tenderers having

the highest ranking / number of points, will additionally be reviewed against the

following points listed as “Other Objective Criteria” in terms of the National Treasury

PPR 2022 order to ascertain suitability for award – DBSA reserve the right to clarify

any aspects listed hereunder where applicable.

26.1.4.2.If having passed Responsiveness, the tenderer will again be checked in terms of

having a Compliant Tax Status at time of recommendation to confirm that the status

has not changed, based on an active and Tax Complaint Pin issued by the South

part of its risk assessment. DBSA may also consider whether the preferred

bidder or any of its directors have been convicted of a serious offence.

b. Pending litigation/liquidation/business rescue (distinct from Working Capital)

tribunal as part of its risk assessment.

c. Performance

business with the preferred service provider, it may take this into account as

part of its risk assessment.

e. Restricted/Blacklisted

29.1 Each Bid constitutes an irrevocable offer by the Bidder to the DBSA to provide the Services

required and otherwise to satisfy the requirements of the Specification as set out in this RFP.

29.2 A Bid must not be conditional on:

29.2.2 the Board approval of the Bidder or any related governing body of the Bidder being

obtained.

29.2.3 the Bidder conducting due diligence or any other form of enquiry or investigation.

29.2.4 the Bidder (or any other party) obtaining any regulatory approval or consent.

29.2.5 the Bidder obtaining the consent or approval of any third party; or

29.2.6 the Bidder stating that it wishes to discuss or negotiate any commercial terms of

the contract.

29.3 The DBSA may, in its absolute discretion, disregard any Bid that is, or is stated to be, subject to

any one or more of the conditions detailed above (or any other relevant conditions).

29.4 The DBSA reserves the right to accept a Bid in part or in whole or to negotiate with a Bidder in

accordance with the provisions of this RFP and the applicable laws and regulations.

be replaced should justifiable reasons exist, in which case the employee must leave the

site forthwith. The IPPO will not be responsible for any damage or claim which may arise

because of this and is indemnified against any such claims and legal expenses.

• It is recommended that resources be rotated as agreed between the parties throughout

the contract.

• The bidder shall ensure that the personnel deployed at the IPPO have no criminal

records.

• All personnel should wear acceptable, clean and neat contractor uniform which includes

company branded logo attire, cleaning suits and safety boots which are suitable for

cleaning duties. Attire should include but not be limited to branded company logo -shirts,

trousers/skirt/dress with aprons and closed flat shoes that are suitable for standing.

• The cleaning staff are prohibited from reading documents or records in offices or

unnecessary handling thereof.

• The cleaning staff and management on site must be able to communicate, read and write

in English.

3.3 Equipment and Consumables

• The bidder must use only SABS approved equipment & biodegradable (eco-friendly)

chemicals and cleaning supplies required for carrying out the work. Equipment and

consumables should be changed on a regular basis to ensure that hygiene standards are

maintained. Equipment and consumables should comprise, but not be limited to the

following minimum items:

• Disinfectants, dishwashing liquid, sponges, dish-washing cloths, dish washer tablets

and all cleaning liquids.

• Noise reducing vacuums.

• Brooms and dustpans.

• Dry and wet mops.

• Plastic buckets.

• Rubber gloves.

• Cleaning supply carts.

• Trash bags.

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RFP168/2026

Assessment (where applicable).

1.13 Functional Criteria means the criteria set out in clause 27 of this Part C.

1.14 Intellectual Property Rights includes copyright and neighbouring rights, and all proprietary rights

in relation to inventions (including patents) registered and unregistered trademarks (including

service marks), registered designs, confidential information (including trade secrets and know

how) and circuit layouts, and all other proprietary rights resulting from intellectual activity in the

industrial, scientific, literary or artistic fields.

1.15 PFMA means the Public Finance Management Act, 1999.

1.16 PPPFA means the Preferential Procurement Policy Framework Act, 2000.

1.17 PPPFA Regulations means the Preferential Procurement Regulations, 2022 published in terms

of the PPPFA.

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1.18 Pre-Qualifying Criteria means the criteria set out in clause Error! Reference source not f

ound. of this Part C.

1.19 Price and Preferential Points Assessment means the process described in clause Error! R

eference source not found. of this Part C, as prescribed by the PPPFA.

1.20 Proposed Contract means the agreement including any other terms and conditions contained in

or referred to in this RFP that may be executed between the DBSA and the successful Bidder.

1.21 Request for Proposal or RFP means this document (comprising each of the parts identified under

Part A, Part B, Part C and Part D) including all annexures and any other documents so designated

by the DBSA.

1.22 SARS means the South African Revenue Service.

1.23 Services means the services required by the DBSA, as specified in this RFP Part D.

1.24 SLA means Service Level Agreement.

1.25 SOE means State Owned Enterprise, as defined by the Companies’ Act.

1.26 Specification means the conditions of tender set and any specification or description of the

DBSA’s requirements contained in this RFP.

1.27 State means the Republic of South Africa.

1.28 Statement of Compliance means the statement forming part of a Tender indicating the Bidders

compliance with the Specification.

1.29 Tendering Process means the process commenced by the issuing of this Request for Proposals

and concluding upon formal announcement by the DBSA of the selection of a successful Bidder(s)

or upon the earlier termination of the process.

1.30 Website means a website administered by DBSA under its name with web address

www.dbsa.org

17.3 The determination of the DBSA as to the actual time that a Bid is lodged is final. Subject to clause

17.2, all Bids lodged after the Closing Time will be recorded by the DBSA and will only be opened

for the purposes of identifying a business name and address of the Bidder. The DBSA will inform

a Bidder whose Bid was lodged after the Closing Time of its ineligibility for consideration. The

general operating practice is for the late Bid to be returned within 5 (five) working days of receipt

or within 5 (five) working days after determination not to accept a late Bid.

18. Bidder’s responsibilities

18.1 Bidders are responsible for:

18.1.1 examining this RFP and any documents referenced or attached to this RFP and any

other information made or to be made available by the DBSA to Bidders in connection

with this RFP.

18.1.2 fully informing themselves in relation to all matters arising from this RFP, including all

matters regarding the DBSA’s requirements for the provision of the Services.

18.1.3 ensuring that their Bids are accurate and complete.

18.1.4 making their own enquiries and assessing all risks regarding this RFP, and fully

considering and incorporating the impact of any known and unknown risks into their Bid;

18.1.5 ensuring that they comply with all applicable laws in regard to the Tendering Process

particularly as specified by National Treasury Regulations, Guidelines, Instruction Notes

and Practice Notes and other relevant legislation as published from time to time in the

Government Gazette; and

18.1.6 submitting all Compulsory Documents.

18.2 South African bidders with annual total revenue of ZAR10 million or less qualify as Exempted

Micro Enterprises (EMEs) in terms of the B-BBEE Act must submit a certificate issued by a

registered, independent auditor (who or which is not the Bidder or a part of the Bidder) or an

accredited verification agency.

18.3 South African bidders other than EMEs must submit their original and valid B-BBEE status level

verification certificate or a copy, or a sworn affidavit thereof, substantiating their B-BBEE status.

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24.1 Upon submission in accordance with the requirements relating to the submission of Bids, all Bids

submitted become the property of the DBSA. Bidders will retain all ownership rights in any

intellectual property contained in the Bids.

24.2 Each Bidder, by submission of their Bid, is deemed to have licensed the DBSA to reproduce the

whole, or any portion, of their Bid for the sole purposes of enabling the DBSA to evaluate the Bid.

48 hours Y Proof of membership and compliance with the Contract Cleaning

National Provident Fund (CCNPF) or similar provident fund

48 hours Y Beneficial ownership certificate

48 hours Y Valid public viability insurance of minimum R1 000 000.000

48 hours Y Bidders to provide a Subcontracting or Joint Venture Agreement,

where applicable

performance on any task orders/purchase orders or contracts, including poor

performance in respect of compliance with policies or procedures regarding

safety, health, quality control or environment, or having committed a serious and

gross breach of contract.

d. Reputational harm

cannot control the actions of our suppliers, we will not tolerate any Illegal activities. These

include, but are not limited to:

• Misrepresentation of any kind (e.g. origin of manufacture, specifications,

intellectual property rights, etc.);

• Collusion;
• Failure to disclose accurate information required during the sourcing activity

(ownership, financial situation, BBBEE status, etc.);

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• Corrupt activities listed above; and
• Harassment, intimidation or other aggressive actions towards DBSA’s

employees.

34.1 By submitting a Bid, a Bidder warrants that:

34.1.2 it did not rely on any express or implied statement, warranty or representation,

whether oral, written, or otherwise made by or on behalf of the DBSA, its officers,

employees, or advisers other than any statement, warranty or representation

expressly contained in the RFP;

34.1.3 it did not use the improper assistance of DBSA’s employees or information

unlawfully obtained from them in compiling its Bid;

34.1.4 it is responsible for all costs and expenses related to the preparation and lodgement

of its Bid, any subsequent negotiation, and any future process connected with or

relating to the Tendering Process;

34.1.5 it accepts and will comply with the terms set out in this RFP; and

34.1.6 it will provide additional information in a timely manner as requested by the DBSA

to clarify any matters contained in the Bid.

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35. Dbsa’s rights

35.1 Notwithstanding anything else in this RFP, and without limiting its rights at law or

otherwise, the DBSA reserves the right, in its absolute discretion at any time, to:

35.1.2 cease to proceed with or suspend the Tendering Process prior to the execution of

a formal written contract.

35.1.3 alter the structure and/or the timing of this RFP or the Tendering Process;

35.1.4 vary or extend any time or date specified in this RFP

35.1.5 terminate the participation of any Bidder or any other person in the Tendering

Terms of reference

1. Introduction

In 2010, the then Department of Energy (DOE), now the Department of Electricity and Energy (DEE), in

collaboration with National Treasury (NT) and then Development Bank of Southern Africa (DBSA),

established the independent Power Producer Office (IPP Office). Its primary mandate is to procurement

of new electricity generation capacity in South Africa under the Independent Power Producer

procurement programme (IPPPP), as outlined in Ministerial Determinations issued under the Electricity

Regulation Act (ERA) and the Integrated Resource Plan (IRP).

Since its inception, the IPP Office has played a pivotal role in addressing South Africa’s energy crisis.

As the IPPP has evolved, so too has the IPP Office’s reputation in the market. Given the evolving energy

landscape, it is essential to reassess how the IPP Office can further strengthen its position as a world-

class, specialized, and high-performance entity in energy procurement.

Bid validity period is 120 calendar days from closing time. Non-acceptance of validity extensions will result in exclusion. Electronic submission only; no physical bids accepted. Bidders must request OneDrive link by 02 October 2026, 16:00. DBSA assumes no responsibility for technical issues.

Pre-qualifying criteria: submission as two-folder tender (Folder 1: functionality and returnables, Folder 2: pricing), attendance of compulsory briefing, registration with a recognised cleaning association (proof attached). Clarification response times: 48 hours for standard conditions, returnable documents, COIDA letter, UIF proof, audited financial statements, CCNPF membership, beneficial ownership certificate, public liability insurance (min R1,000,000), subcontracting/JV agreement; 7 days for CSD registration and Tax Compliance Status PIN. OHS compliance: signed company-specific OHS plan, policy and statement, and injury on duty procedure within 48 hours.

Evaluation is conducted in three stages:

1. Administrative responsiveness: All mandatory documents must be submitted; failure may lead to disqualification.
2. Functionality: Scored based on signed reference letters. 0-2 letters = 0 points; 3-4 letters with all required information = 5 points; 5-6 letters with all required information = 10 points. Reference letters must include client name, date, contact person, contact number, and contract start/end dates.
3. Price and B-BBEE preference points: Bids are evaluated on price and B-BBEE status; preference points are awarded accordingly.

Additional evaluation notes:

• Bidders must have a compliant tax status at time of recommendation.
• Bidders must be fully registered on the National Treasury Central Supplier Database.
• No misrepresentation in tender information is allowed.
• Online verification of professional registration may be conducted.
• Reference letters must be contactable via email and telephone.
• DBSA reserves the right to verify authenticity of documents and content.
• Bids received after the closing date are not eligible for award.