Hygiene and pest control services for national lotteries commission free state provincial office

1.1. The National Lotteries Commission (NLC) is a public entity established by the Lotteries Act

No. as amended, to regulate the National Lottery and other lotteries and to

administer the National Lottery Distribution Trust Fund ("NLDTF"). In December 2014, the

Lotteries Amendment Act was promulgated, and the Regulations thereof were

published on 14 April 2015.

1.2. The National Lotteries Commission (NLC) seeks to appoint a suitably qualified service

provider to provide hygiene services and pest control for a period of 36 months.

2.1. In accordance with the provision of Occupational Health and Safety Act (NO.: ), all

National and Provincial government Departments are obliged to provide a clean, healthy,

hygienic, and safe working environment.

2.2 The National Lotteries Commission (NLC) intends to appoint a service provider to render

hygiene services, fumigation/pest control for Free State provincial office.

2.3 In line with the requirements of the Public Finance Management Act (PFMA) No. ,

as amended and Treasury Regulations, the NLC invites suitable qualified and experienced

service provider to render hygiene and pest control services.

2.4 Cleaning services, hygiene services, fumigation/pest control for the Free State provincial

office.

3 objectives

The purpose of the Request for Quotation (RFQ) is to appoint an experienced service

provider for the provision of hygiene and pest control services for the Free State provincial office

for a period of 36 months.

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

3.1. The NLC prides itself in ensuring compliance with various legislations of the country. The

appointed professional service provider will provide the NLC with hygiene services and

ensure that the building is compliant to regulations governing hygiene and cleaning services

sector, enabling the NLC to focus on its core business functions.

4. Mandate

The NLC Occupational Health & Safety (OHS) office requires a suitable and qualified service

provider to conduct hygiene and pest control services for the National Lotteries Commission.

5.1. Fumigation/Pest control

▪ Fumigate the offices with chemicals that are harmless to humans, and as and

when requested by NLC.

▪ Ad hoc fumigation with relevant paste or pesticides as and when required.

5.2. Supply, installation, and maintenance (including re-filling) of dispensers.

5.3 Weekly servicing and safety disposal of all bins (including SHE Bins)

5.4. Supply, installation, and maintenance of equipment.

5.5 Quarterly Deep cleaning services of the offices in line with NLC deep cleaning

standards.

5.6 Supply, installation, and maintenance (including re-filling) of dispensers should be placed in

the bathrooms and kitchens as follows:

5.6.1 Automatic stainless-steel range liquid gel seat wipes dispensers.

5.6.2 Automatic stainless-steel range automated air freshener dispenser.

5.6.3 18 litre stainless-steel range pedal operated feminine hygiene disposal bins.

5.6.4 Stainless-steel range feminine hygiene disposal bag dispenser.

5.6.5 Stainless-steel range 3 tier toilet roll dispensers in all toilet cubicles.

5.6.6 Automatic stainless-steel range hand sanitiser dispensers for bathrooms.

5.6.7 Automatic stainless-steel range hand lotion dispensers for the bathrooms.

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

5.6.8 Automatic stainless-steel range bathroom hand towel dispensers.

5.6.9 Stainless-steel range wall wastepaper disposal bins for bathrooms.

5.6.10 Automatic stainless-steel range kitchen hand towel dispensers.

5.6.11 Stainless-steel range hand sanitiser dispensers for the kitchens.

5.6.12 Automatic stainless-steel range dishwasher soap dispensers for the kitchens.

Free state

Female male incapacitated

FIRST 3 toilets 1 toilet 1 toilet

BATHOOM 2 basins 2 basins 1 basin

3 pedal operated feminine 2 urinals 1 pedal operated

hygiene disposal bins. 1 automatic hand feminine hygiene

3 feminine hygiene disposal lotion dispensers disposal bin

bag dispensers 1 automatic hand 1 hygiene bag

1 automatic hand lotion sanitizer dispensers dispenser

dispensers 1 hand towel 1 hand lotion

1 automatic hand sanitizer dispensers dispenser

dispensers 1 automatic seat 1 automatic hand

1 automatic hand towel wipes dispensers sanitizer dispenser

dispensers 1 automatic air 1 automatic hand towel

3 automatic seat wipes freshener dispenser

dispensers dispensers 1 automatic seat wipes

3 automatic air freshener 1 x 3 tier toilet roll dispenser

dispensers dispenser. 1 automatic air

3 x 3 tier toilet roll 1 wall wastepaper freshener dispenser

dispenser. disposal bins 1 x 3 tier toilet roll

1 wall wastepaper disposal dispenser

bins 1 wall wastepaper

disposal bin

SECOND 3 toilets 2 toilets

BATHROOM 2 basins 2 basins

3 pedal operated feminine 1urinal

hygiene disposal bins. 1 automatic hand

3 feminine hygiene disposal lotion dispensers

bag dispensers 1 automatic hand

1 automatic hand lotion sanitizer dispensers

dispensers 1 automatic hand

1 automatic hand sanitizer towel dispensers

dispensers

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

1 automatic hand towel 1 automatic seat

dispensers wipes dispensers

3 automatic seat wipes 1 automatic air

dispensers freshener

3 automatic air freshener dispensers

dispensers 1 x 3 tier toilet roll

3 x 3 tier toilet roll dispenser. dispenser.

1 wall wastepaper disposal 1 wall wastepaper

bins disposal bins

Kitchens

Equipments quantity

Automatic Dishwasher soap dispenser 1

Automatic Kitchen hand towel dispenser 1

Automatic Hand sanitizer dispenser 1

Automatic hand lotion dispenser 1

5.7 Supply and delivery of consumables.

The successful service provider will be expected to supply consumables monthly for staff

complement as outlined and the supply shall be subject to availability of stock at the time of

request.

5.8 Monthly Servicing of Hygiene Equipment

▪ Monthly repair, replacement and replenishing of hygiene equipment’s.

▪ Replacement of batteries in the hygiene equipment.

▪ Repair and/or replace of broken hygiene equipment’s.

5.9 Deep cleaning and pest control

Category Service Frequency Details

Deep Cleaning Hot steam and Monthly Use of hot steam and eco-friendly

harmless chemicals chemicals to sanitize all areas

thoroughly

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

Floor and carpet Deep cleaning Bi- Intensive cleaning of all floors

cleaning Annually and carpeted areas to remove

dirt, stains and allergens

Tiled area cleaning Deep cleaning Quarterly Thorough cleaning of all tiled

areas including restrooms,

kitchens and entryways

Window cleaning Interior and exterior Quarterly Comprehensive cleaning of all

interior and exterior windows to

ensure clarity and hygiene

Pest Control/ Preventative and Quarterly Regular pest control treatment to

fumigation reactive measures prevent infestations and address

any existing pest issue

Installation and Preventative and Quarterly Regular servicing of bait stations

servicing of bait reactive measures to control rodents and pests

station

Address of the office Service

Free State office (Welkom) 280-282 State way, Bedelia.

NB: Breakdown quantities on Annexure B

6. Deliverables

6.1 The service provider must ensure that the office is continuously healthy and hygienic to

enable a conducive working environment as per the OHS act.

6.2 The service provider must develop and monitor a schedule for fumigation, carpet cleaning

and deep cleaning.

6.3 The service provider must ensure that the deployed staff is always representable and

identifiable.

6.4 The service provider to send the representative/delegate to attend quarterly meetings

with the Facilities Management Unit.

6.5 Submit a monthly & quarterly comprehensive report on all activities.

7. Reporting requirements

The service provider will report to the Facilities Management Unit.

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

8. Duration of the mandate

The expected duration of the contract is 36 months, which will be effective either on the date

of appointment or the date of signing of a service level agreement (SLA), at the discretion

and direction of the NLC, and subject to monthly progress.

Section 2: notice to bidders

9. Terms and Conditions of Request for Quotations (RFQ)

9.1. This document may contain confidential information that is the property of the NLC.

9.2. No part of the contents may be used, copied, disclosed, or conveyed in whole or in part

to any party in any manner whatsoever other than for preparing a proposal in response to

this RFQ without prior written permission from the NLC.

9.3. All copyright and intellectual property herein vests with the NLC.

9.4. Late and incomplete submissions will not be accepted.

9.5. No services must be rendered or goods delivered before an official NLC Purchase Order

form has been received.

9.6. Suppliers are required to register on the Central Supplier Database at www.csd.gov.za.

9.7. Suppliers must provide their CSD registration number (and attach a CSD Summary report)

and ensure that their tax matters are compliant.

10. General rules and instructions

10.1. News and press releases

10.1.1 Bidders or their agents shall not make any news releases concerning this RFQ or

the awarding of the same or any resulting agreement without the consent of, and

then only in coordination with, the NLC.

10.2. Precedence of documents

10.2.1. This RFQ consists of a number of sections. Where there is a contradiction in terms

between the clauses, phrases, words, stipulations or terms and herein referred to

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

generally as stipulations in this RFQ and the stipulations in any other document

attached hereto, or the RFQ submitted hereto, the relevant stipulations in this RFQ

shall take precedence.

10.2.2. Where this RFQ is silent on any matter, the relevant stipulations addressing such

matter, and which appear in the PPPFA, shall take precedence. Bidders shall refrain

from incorporating any additional stipulations in their proposal submitted in terms

hereof other than in the form of a marked recommendation that the NLC may, in its

sole discretion, elect to

10.2.3. import or to ignore. Any such inclusion shall not be used for any purpose of

interpretation unless it has been so imported or acknowledged by the NLC.

10.2.4. It is acknowledged that all stipulations in the PPPFA are equally applicable to all

matters addressed in this RFQ. It, however, remains the exclusive domain and election

of the NLC as to which of these stipulations are applicable and to what extent. Bidders

are hereby acknowledging that the decision of the NLC in this regard is final and

binding. The onus to enquire and obtain clarity in this regard rests with the Bidder(s).

The Bidder(s) shall take care to restrict their enquiries in this regard to the most

reasonable interpretations required to ensure the necessary consensus.

10.3. Preferential procurement reform

10.3.1 The NLC supports B-BBEE as an essential ingredient of its business. In accordance

with government policy, the NLC insists that the private sector demonstrates its

commitment and track record to B-BBEE in the areas of ownership (shareholding),

skills transfer, employment equity and procurement practices (SMME Development),

etc.

10.3.2 Bidders must be registered with the central supplier database (CSD) and submit a

CSD report reflecting tax compliance.

10.4 The National Industrial Participation Programme

10.4.1 The Industrial Participation policy, which was endorsed by the Cabinet on 30

April 1997, is applicable to contracts that have imported content. The NIP is

obligatory and therefore must be complied with. Bidders are required to sign and

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

submit the Standard Bidding Document (SBD).

10.5 Language

10.5.1 Bids shall be submitted in English.

10.6 Gender

10.6.1 Any word implying any gender shall be interpreted to imply all other genders.

10.7 Headings

10.7.1 Headings are incorporated into this RFQ document and submitted in response

thereto, for ease of reference only and shall not form thereof for any purpose of

interpretation or any other purpose.

10.8 Occupational Injuries and Diseases Act

10.8.1 The Bidder warrants that all its employees (including the employees of any

subcontractor that may be appointed) are covered in terms of the Compensation for

Occupational Injuries and Diseases Act and that the cover shall remain

in force for the duration of the adjudication of this RFQ and/or subsequent

agreement. The NLC reserves the right to request the Bidder to submit documentary

proof of the Bidder’s registration and “good standing” with the Compensation Fund,

or similar proof acceptable to the NLC.

10.9 Processing of the Bidder’s Personal Information

10.9.1 All Personal Information of the Bidder, its employees, representatives, associates,

and sub-contractors (“Bidder Personal Information”) required under this RFQ is

collected and processed to assess the content of its tender proposal and award the

bid. The assessment and award of the bid shall be conducted in accordance with

applicable legislation, including the PPPFA read with the Preferential Procurement

Regulations, 2023.

10.9.2 The Bidder is advised that Bidder Personal Information may be passed on to third

parties to whom the NLC is compelled by law to provide such information. For

example, where appropriate, the NLC is compelled to submit information to the

National Treasury’s Database of Restricted Suppliers.

10.9.3 All Personal Information collected will be processed in accordance with POPIA and

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

with the NLC Data Privacy Policy.

10.9.4 The following persons will have access to the Personal Information collected:

10.9.4.1 The NLC personnel are participating in procurement/award procedures.

10.9.4.2 Members of the public: within seven working days from the time the bid is

awarded, the following information will have to be made available on the

National Treasury’s e-Tender portal.

10.9.4.2.1 Contract description and bid number.

10.9.4.2.2 Names of the successful bidder(s) and preference points

claimed.

10.9.4.2.3 the contract price(s) (if possible).

10.9.4.2.4 contract period.

10.9.4.2.5 Names of directors and

10.9.4.2.6 date of completion/award.

10.9.5 The NLC will ensure that the rights of the Bidder and of its employees and

representatives (i.e. the right of access and the right to rectify) are effectively

guaranteed in accordance with the procedures specified in the NLC PAIA manual.

10.9.6 In signing this document, the Bidder consents to the use of its Personal Information for

the purposes as specified in section 2.9.1 above.

11 Formal Briefing Session

11.1. There will be no compulsory briefing session.

12 Validity Period

12.1 The NLC requires a validity period of 90 Days against this RFQ. Bidders are to note that

they may be requested to extend the validity period of their bids, on the same terms and

conditions. A written letter will be sent to every bidder who responded to the bid. In terms

of procedural fairness, the bidders will be given an opportunity to respond, in writing, to

the terms and conditions of the bid and the bid price. Such acceptance of the terms and

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

conditions of the bid and bid price becomes legally binding in the procurement process.

Any bidder that did not respond to the extension of the bid validity period, in writing, WILL

NOT be considered further for the bid upon expiry of the initial validity period.

12.2 Bidders are to note that they may be requested to extend the validity period of their

bids, on the same terms and conditions, if the internal evaluation process is not finalised

within the validity period.

13. National Treasury’s Central Supplier Database

13.1 Bidders are required to self-register on National Treasury’s Central Supplier Database

(CSD) which has been established to centrally administer supplier information for all organs

of state and facilitate the verification of certain key supplier information.

13.2 The NLC may not award business to a bidder who has failed to register on the CSD.

13.3 Only foreign suppliers with no local registered entity need not register on the CSD.

13.3 The CSD can be accessed at https://secure.csd.gov.za/

14. Confidentiality

14.1 Bids submitted for this Request for Proposals will not be revealed to any other

bidders and will be treated as contractually binding.

14.2 The NLC reserves all the rights afforded to it by the POPIA in the processing of

any of its information as contained in Bid Proposals.

14.3 The Bidder acknowledges that it will obtain and have access to personal

information of The NLC and agrees that it shall only process the information

disclosed by the NLC in terms of this bid award and only for the purposes as detailed

in this RFQ and in accordance with any applicable law.

14.4 The Bidder shall notify the NLC in writing of any unauthorized access to personal

information and the information of a third party, through cybercrimes or suspected

cybercrimes, in its knowledge and report such crimes or suspected crimes to the

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

relevant authorities in accordance with applicable laws, after becoming aware of

such.

15. Communication

15.1 Specific queries relating to this RFQ should be submitted [email protected], before

the closing date.

15.2 In the interest of fairness and transparency the NLC’s response to such a query may be

made available to other bidders.

15.3 It is prohibited for bidders to attempt, either directly or indirectly, to canvass any officer or

employee of the NLC in respect of this RFQ between the closing date and the date of the

award of the business.

15.4 Bidders found to be in collusion with one another will be automatically disqualified and

restricted from doing business with organs of the state for a specified period.

16. Supplier Performance

16.1 The National Lotteries Commission conducts regular performance reviews in accordance

with the requirements for the classification of the contract and or stakeholder by making use

of supplier evaluation forms. The evaluation is conducted against the deliverables or scope

of the contract with a minimum of an annual review done for contracts longer than a year and

a review at completion of contract for those contracts less than a year.

16.2 Ad-hoc performance reviews shall be conducted where non-performance is identified outside

the review period.

16.3 Non-performance will be addressed with at least a formal letter advising specific non-

performing areas and stating remedial action/s required within specific time frames. Non-

adherence to remedial actions shall lead to escalating performance management actions.

16.4 Any party to this agreement may request to participate in a joint performance review where

appropriate and seek continuous improvement opportunities.

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

Section 3: evaluation criteria

17. The NLC will evaluate all proposals in terms of the Preferential Procurement Regulation

of 2023 and the Preferential Procurement Policy Framework Act. No. (PPPFA).

The phase evaluation criteria below will be considered in evaluating the proposals.

Stage 1: Tender Closing and Opening

17.1 Tender closing details

The deadline for Tender submission is 03 September 2026 @ 11:00 Standard South African

Time. No Late bids will be accepted. Only e-tender submissions will be allowed. See below

link https://www.etenders.gov.za/

Stage 2: Administrative Compliance

All bid respondents must submit mandatory documents that comply with all mandatory

requirements. Bids that do not fully comply with the mandatory requirements will be

disqualified and will not be considered for further evaluation. The Administrative Compliance

Evaluation will include the following:

Evaluation Criteria Supporting Document/Content

Fully Completed Standard and duly

SCM - SBD 1 - Invitation to Bid

signed

SCM - SBD 6.1 - Preference Points Claim Form in

Fully Completed Standard and duly

terms of the Preferential Procurement Regulations

signed

2022

Whether Service Providers have failed to register Proof of Central Supplier Database (CSD)

on the CSD. Only foreign suppliers with no local registration reflecting Tax compliant

registered entity need not register on the CSD status

Whether the Service Provider tax affairs in order Valid SARS Tax Pin

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

Evaluation Criteria Supporting Document/Content

Original Signed consent form in terms of the

Protection of Personal Information Act No.4 2013 POPIA Consent Form

(Popia)

BBBEE Certificate in terms of Codes of Good

A valid BEE Certificate/Sworn affidavit

Practice-Valid

17.2 Stage 3: Mandatory Compliance

All bid respondents must submit mandatory documents that comply with all mandatory

requirements. Bids that do not fully comply with the mandatory requirements will be

disqualified and will not be considered for further evaluation.

Evaluation criteria supporting document

1. Returnable documents (standard bidding documents)

Fully Completed Standard Bidding

and/or schedules were completed, duly signed by the

Document (SBD 4) Forms

authorized person.

2. Joint Venture agreements must be submitted in a

Signed Joint Venture agreements

case of a bidder being in a joint venture.

3. Proof of a membership of the Cleaning Association of Valid Copy of either (CASA) or

South Africa (CASA) or National Contract Cleaning NCCA certificate

Association (NCCA) of the company.

4. Proof of valid membership of South African Pest Valid Copy of the SAPCA

Control Association (SAPCA) provided. certificate

5. Valid Compensation for Occupational Injuries and Valid Copy of the COIDA

Diseases Act, No. (COIDA) letter of Good certificate

Standing

6. Proof of waste hazard transportation certificate for the Valid Copy of the affiliation

company.

Bid advertisement date: 21 August 2026.

Closing date and time: 03 September 2026 at 11:00 (South African Standard Time).

Compulsory briefing session: none (explicitly stated).

Tender validity period: 90 days from closing date (may be extended by written agreement).

SCM / bidding procedure enquiries: Maureen Senyatsi, email [email protected], telephone (012) 432 1470.

Technical enquiries: Supply Chain Management, email [email protected], telephone (012) 432 1470.

Submission address: e-Tender portal https://www.etenders.gov.za/.

NLC head office: P.O. Box 1556, Brooklyn Square 0083, Pretoria; telephone +27(12)432 1300; info centre 086 00 65383; website www.nlcsa.org.za.

Submission method: e-Tender online only via https://www.etenders.gov.za/.

Closing date and time: 03 September 2026 at 11:00 (South African Standard Time). Late submissions will not be accepted.

Tender validity period: 90 days from closing date; bidders may be asked to extend validity in writing.

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

• SBD 1 (Invitation to Bid): signed offer cover page.
• SBD 4 (Declaration of Interest): discloses state employment and relationships with NLC staff.
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE and specific-goal points under the 80/20 system.
• POPIA Consent Form: signed consent for processing personal information.
• Valid B-BBEE certificate or sworn affidavit.
• Proof of CSD registration with tax-compliant status (CSD summary report and valid SARS tax pin).
• Proof of membership of Cleaning Association of South Africa (CASA) or National Contract Cleaning Association (NCCA).
• Proof of valid membership of South African Pest Control Association (SAPCA).
• Valid COIDA letter of good standing (Compensation for Occupational Injuries and Diseases Act).
• Waste hazard transportation certificate for the company.
• Signed joint venture agreement (if bidding as a JV).
• Company profile showing years of experience in hygiene and pest control services.
• Contactable reference letters (on client letterhead, signed, dated within 5 years of closing date) for completed hygiene and pest control projects.
• Staff organogram and CVs of core personnel, including Project/Contract Manager.
• Proof of authority to sign (e.g., board resolution).

Disqualification risks: any mandatory form unsigned or omitted; submission after closing time; incomplete submission; bidder or directors in service of the state; false declarations.

Evaluation follows a six-stage process:

Stage 1 – Tender Closing and Opening: only e-Tender submissions received by 03 September 2026 @ 11:00 are opened.

Stage 2 – Administrative Compliance: mandatory documents checked (SBD 1, SBD 6.1, POPIA consent, B-BBEE certificate/affidavit, CSD registration with tax compliance, valid SARS tax pin). Non-compliant bids are disqualified.

Stage 3 – Mandatory Compliance: additional mandatory documents verified (SBD 4, JV agreement if applicable, CASA/NCCA membership, SAPCA membership, COIDA good standing, waste hazard transportation certificate). Non-compliant bids are disqualified.

Stage 4 – Technical (Functionality) Evaluation: scored out of 100 points; minimum 70 points required to proceed.

• Company experience in hygiene and pest control services (35 points):

5 years = 5; >4–5 years = 4; >3–4 years = 3; >2–3 years = 2; >1–2 years = 1; <1 year = 0.

• Contactable reference letters for completed hygiene and pest control projects (35 points):

5 letters = 5; 4 letters = 4; 3 letters = 3; 2 letters = 2; 1 letter = 1; none = 0.

• Project/Contract Manager relevant experience (30 points):

11 years = 5; >9–11 years = 4; >7–9 years = 3; >5–7 years = 2; >3–5 years = 1; <3 years = 0.

Stage 5 – Price and Specific Goals (80/20 system):

• Price: 80 points (formula Ps = 80 × (1 – (Pt – Pmin)/Pmin) for contracts R30 000 – R50 million).
• Specific Goals: 20 points allocated as follows:

Black ownership: 100% = 8; 51–99% = 4; <51% = 0.

Women ownership: 100% = 4; 30–99% = 2; <30% = 0.

Youth ownership: 100% = 4; 30–99% = 2; <30% = 0.

Disability ownership: ≥20% = 4; >10–<20% = 2; ≤10% = 0.

Evidence required: CIPC report/CSD report for ownership; B-BBEE certificate/sworn affidavit; doctor’s letter for disability (not older than 1 year from closing date).

Stage 6 – Due Diligence, Contract and Award: NLC may conduct due diligence on preferred bidder(s); negotiation of best and final offers may occur before award.

Scope: hygiene and pest control services for NLC Free State provincial office (Welkom) at 280–282 State Way, Bedelia, for 36 months.

Pest control:

• Fumigation with chemicals harmless to humans, as and when requested by NLC.
• Ad hoc fumigation with relevant paste or pesticides as required.
• Quarterly preventative and reactive pest control/fumigation.
• Quarterly installation and servicing of bait stations for rodent and pest control.

Hygiene equipment – supply, installation, maintenance and re-filling of dispensers in bathrooms and kitchens as per detailed schedule:

First bathroom (female): 3 toilets, 2 basins, 3 pedal-operated feminine hygiene disposal bins (18L), 3 feminine hygiene bag dispensers, 1 automatic hand lotion dispenser, 1 automatic hand sanitiser dispenser, 1 hand towel dispenser, 1 automatic seat wipes dispenser, 1 automatic air freshener dispenser, 3 x 3-tier toilet roll dispensers, 1 wall wastepaper bin.

First bathroom (male): 1 toilet, 2 urinals, 2 basins, 1 pedal-operated feminine hygiene disposal bin, 1 automatic hand lotion dispenser, 1 hygiene bag dispenser, 1 automatic hand sanitiser dispenser, 1 hand towel dispenser, 1 automatic seat wipes dispenser, 1 automatic air freshener dispenser, 1 x 3-tier toilet roll dispenser, 1 wall wastepaper bin.

First bathroom (incapacitated): 1 toilet, 1 basin, 1 pedal-operated feminine hygiene disposal bin, 1 automatic hand lotion dispenser, 1 hygiene bag dispenser, 1 automatic hand sanitiser dispenser, 1 hand towel dispenser, 1 automatic seat wipes dispenser, 1 automatic air freshener dispenser, 1 x 3-tier toilet roll dispenser, 1 wall wastepaper bin.

Second bathroom (female): 3 toilets, 2 basins, 3 pedal-operated feminine hygiene disposal bins, 3 feminine hygiene bag dispensers, 1 automatic hand lotion dispenser, 1 automatic hand sanitiser dispenser, 1 automatic hand towel dispenser, 3 automatic seat wipes dispensers, 3 automatic air freshener dispensers, 3 x 3-tier toilet roll dispensers, 1 wall wastepaper bin.

Second bathroom (male): 2 toilets, 1 urinal, 2 basins, 1 automatic hand lotion dispenser, 1 automatic hand sanitiser dispenser, 1 automatic hand towel dispenser, 1 automatic seat wipes dispenser, 1 automatic air freshener dispenser, 1 x 3-tier toilet roll dispenser, 1 wall wastepaper bin.

Kitchens (each): 1 automatic dishwasher soap dispenser, 1 automatic kitchen hand towel dispenser, 1 automatic hand sanitiser dispenser, 1 automatic hand lotion dispenser.

Weekly servicing and safe disposal of all bins (including SHE bins).

Monthly servicing of hygiene equipment: repair, replacement, replenishment, battery replacement.

Quarterly deep cleaning:

• Monthly hot steam and eco-friendly chemical sanitising of all areas.
• Bi-annual intensive floor and carpet cleaning.
• Quarterly thorough tiled area cleaning (restrooms, kitchens, entryways).
• Quarterly interior and exterior window cleaning.

Consumables: monthly supply and delivery for staff complement, subject to stock availability.

Deliverables:

• Maintain continuously healthy and hygienic office per OHS Act.
• Develop and monitor schedule for fumigation, carpet cleaning and deep cleaning.
• Deployed staff must be presentable and identifiable.
• Attend quarterly meetings with Facilities Management Unit.
• Submit monthly and quarterly comprehensive reports on all activities.

Reporting to: Facilities Management Unit.

Contract duration: 36 months, effective from appointment date or SLA signing at NLC’s discretion, subject to monthly progress.

Annexure B contains detailed quantity breakdown.

The service provider must provide hygiene services, fumigation/pest control for Free State provincial office. The service provider must supply consumables monthly for staff complement as outlined and the supply shall be subject to availability of stock at the time of request.

4 years and ≤ 5 years' experience in rendering hygiene and pest

control services

3 years and ≤ 4 years' experience in rendering hygiene and pest

3 35

control services

2 years and ≤ 3 years' experience in rendering hygiene and pest

control services

1 years and ≤ 2 years' experience in rendering hygiene and pest

control services

Less than 1 year experience in rendering hygiene and pest control

services or no experience

Bidder (s) are required to demonstrate relevant experience and competency of the

company for all successfully completed projects.

Bidder must submit full details of reliable contactable dully signed reference letters

where successfully completed projects where hygiene and pest control service were

providedCONTACTABL

E REFERENCE The bidder is required to provide contactable client references where their services

LETTERS can be verified. References should be presented in the form of a written letter on an

official letterhead from clients where similar services have been provided and the

date on the letter may not be longer than five (5) years from the closing of the bid.

The letters must be dated and signed by the clients.

Reference letter from one company is deemed as one reference

No appointment letters from clients will be accepted as reference letters.

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

Category & criteria description points

Reference Letters Weight Score

5 relevant reference letters in rendering hygiene and pest control

services

4 relevant reference letters in rendering hygiene and pest control

services

3 relevant reference letters in rendering hygiene and pest control

services

2 relevant reference letters in rendering hygiene and pest control

services

1 relevant reference letter in rendering hygiene and pest control

services

No relevant reference letters provider or no letters attached 0

Experience of Project/Contract Manager

The bidder must be able to demonstrate the experience of of the Project/Contract

Manager.

The bidder is required to demonstrate their bidder’s suitability with respect to the

capacity/ability to execute and deliver on the project, based on same/similar

(previous) work having been undertake within the scope and scale of work.

CAPACITY The bidder profile must also provide a staff organogram, as well as CV’s of core

AND ABILITY staff, their experience and achievements.

Of the key

Description Weight Score

Personnel

Relevant experience of a project/contract manager above 11 years 5

Relevant experience of a project/contract manager for > 9 years and

≤ 11 years'

30 Relevant experience of a project/contract manager for > 7 years and

≤ 9 years'

Relevant experience of a project/contract manager for > 5 years and

≤ 7 years

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

Category & criteria description points

Relevant experience of a project manager/contract manager for > 3

years and ≤ 5 years

Less than 3 years’ experience of a project/contract manager 0

Total weighting: 100

Minimum qualifying criteria 70

17.4 Stage 5: The 80/20 Principle based on Price and Special goal as stated below.

Financial evaluation (*Pricing and Specific goals comparatives)

Price proposals (VAT inclusive) must be presented as per Annexure A Pricing Schedule. The

evaluation for Pricing and Specific Goals will include the following:

Evaluation Criteria Final Weighted Scores

Price 80

The following formula will be used to calculate the points out of 80 for price

in respect of a tender with a Rand value equal to or above R30 000 and up

to a Rand value of R50 million, inclusive of all applicable taxes:

Where:

Ps = Score for the Bid under consideration

Pt = Price of Bid under consideration

P min = Price of lowest acceptable Bid

20 Points will be awarded to a bidder as follows.

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

Sub - Maximum

points for points for Relevant

hygienic, and safe working environment.

2.2 The National Lotteries Commission (NLC) intends to appoint a service provider to render

hygiene services, fumigation/pest control for Free State provincial office.

2.3 In line with the requirements of the Public Finance Management Act (PFMA) No. ,

as amended and Treasury Regulations, the NLC invites suitable qualified and experienced

service provider to render hygiene and pest control services.

2.4 Cleaning services, hygiene services, fumigation/pest control for the Free State provincial

office.

The purpose of the Request for Quotation (RFQ) is to appoint an experienced service

provider for the provision of hygiene and pest control services for the Free State provincial office

for a period of 36 months.

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

3.1. The NLC prides itself in ensuring compliance with various legislations of the country. The

appointed professional service provider will provide the NLC with hygiene services and

ensure that the building is compliant to regulations governing hygiene and cleaning services

sector, enabling the NLC to focus on its core business functions.

understanding, experience, skills, resource and quality measures required to provide the 5

by the bidder of the relevant ability, understanding, experience, skills, resource and

Good 4

quality measures required to provide the goods / services. Response identifies factors

that will offer potential added value, with supporting evidence.

Acceptable understanding, experience, skills, resource, and quality measures required to provide the 3

goods / services, with supporting evidence.

the supplier’s relevant ability, understanding, experience, skills, resource and quality 2

of the bidder’s relevant ability, understanding, experience, skills, resource and quality 1

provided to demonstrate that the bidder has the ability, understanding, experience, skills,

Unacceptable 0

resource & quality measures required to provide the goods / services, with little or no

supporting evidence.

17.3.2 Functional evaluation will be done in two phases. The first phase will be based on the

bidder’s technical submission, and the second phase will be based on pricing and specific

goals.

17.3.3 The following weighting system will apply and only bidders scoring a minimum of 70

points or more will be eligible to migrate to the next evaluation phase of this bid.

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

years of experience in the rendering of hygiene and pest control services

Above 5 years’ experience in rendering the hygiene and pest control

services

Experience

4 years and ≤ 5 years' experience in rendering hygiene and pest

control services

3 years and ≤ 4 years' experience in rendering hygiene and pest

3 35

control services

2 years and ≤ 3 years' experience in rendering hygiene and pest

control services

1 years and ≤ 2 years' experience in rendering hygiene and pest

control services

Less than 1 year experience in rendering hygiene and pest control

services or no experience

Bidder (s) are required to demonstrate relevant experience and competency of the

company for all successfully completed projects.

Relevant experience of a project/contract manager above 11 years 5

Relevant experience of a project/contract manager for > 9 years and

≤ 11 years'

30 Relevant experience of a project/contract manager for > 7 years and

≤ 9 years'

Relevant experience of a project/contract manager for > 5 years and

≤ 7 years

RFQ 2026-008-024 HYGIENE AND PEST CONTROL SERVICES NLC WELKOM of 34

Relevant experience of a project manager/contract manager for > 3

years and ≤ 5 years

Less than 3 years’ experience of a project/contract manager 0

Total weighting: 100

Minimum qualifying criteria 70

17.4 Stage 5: The 80/20 Principle based on Price and Special goal as stated below.

Financial evaluation (*Pricing and Specific goals comparatives)

Price proposals (VAT inclusive) must be presented as per Annexure A Pricing Schedule. The

evaluation for Pricing and Specific Goals will include the following:

Price proposals must be VAT inclusive and submitted according to Annexure A Pricing Schedule (not provided in extracted text).

Evaluation uses 80/20 preference point system: price accounts for 80 points, specific goals for 20 points.

Price points calculated using standard formula Ps = 80 × (1 – (Pt – Pmin)/Pmin) for contracts valued R30 000 to R50 million inclusive of taxes.

No further pricing structure, rates, or payment terms detailed in the document.

Price proposals must be VAT inclusive and presented according to Annexure A Pricing Schedule.

Evaluation uses 80/20 preference point system (price 80 points, specific goals 20 points).

Price points calculated using formula Ps = 80 × (1 – (Pt – Pmin)/Pmin) for tenders valued R30 000 to R50 million inclusive of taxes.

No explicit mention of performance bonds, guarantees, advance payments, or retention percentages in the document.

Mandatory compliance documents:

• CSD registration (www.csd.gov.za) with tax-compliant status; CSD summary report and valid SARS tax pin required.
• SBD 1 (Invitation to Bid) fully completed and signed.
• SBD 4 (Declaration of Interest) fully completed and signed.
• SBD 6.1 (Preference Points Claim Form) fully completed and signed.
• POPIA Consent Form signed.
• Valid B-BBEE certificate or sworn affidavit.
• Proof of membership of CASA or NCCA.
• Proof of valid SAPCA membership.
• Valid COIDA letter of good standing.
• Waste hazard transportation certificate for the company.
• Signed joint venture agreement (if applicable).
• Company profile demonstrating years of experience in hygiene and pest control.
• Contactable reference letters (on client letterhead, signed, dated within 5 years of closing date) for completed similar projects; appointment letters not accepted.
• Staff organogram and CVs of core personnel including Project/Contract Manager.
• Proof of authority to sign (e.g., board resolution).
• No bids accepted from persons in service of the state, companies with directors in state service, or close corporations with members in state service.
• Compliance with Occupational Injuries and Diseases Act (COIDA) for all employees and subcontractors; NLC may request proof of registration and good standing.
• Personal information processed per POPIA and NLC Data Privacy Policy.

bids, on the same terms and conditions, if the internal evaluation process is not finalised

Category & criteria description points

Minimum qualifying criteria 70

17.4 Stage 5: The 80/20 Principle based on Price and Special goal as stated below.

Financial evaluation (*Pricing and Specific goals comparatives)

evaluation for Pricing and Specific Goals will include the following

Evaluation Criteria Final Weighted Scores

The following formula will be used to calculate the points out of 80 for price

Ps = Score for the Bid under consideration

20 Points will be awarded to a bidder as follows.

points for points for Relevant

Specific Goals

Total points for specific goals 20

17.5 Stage

Arded for specific goals

preference points must be awarded for specific goals stated in the tender. For the purposes

of this tender the tenderer will be allocated points based on the goals stated in table 1 below

that, if it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of

(a) an invitation for tender for income-generating contracts, that the 80/20 preference point

applicable preference point system; or

(b) any other invitation for tender, that the 80/20 preference point system will apply and that the

lowest acceptable tender will be used to determine the applicable preference point system,

then the organ of state must indicate the points allocated for specific goals for the 80/20

preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.