Cleaning services for a period of three (3) years at samsa mossel bay office

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18 June 2026 @ 11:00 COMPULSORY BRIEFING SESSION Room 109 Plaza Aquda, Marsh St, Mossel Bay, 6506

{"name":null,"email":"[email protected]","phone":"012 366 2600","department":"SUPPLY CHAIN MANAGEMENT","address":"t SAMSA Mossel Bay Office"}

DELIVERY ADDRESS Room 109 Plaza Aquda, Marsh St, Mossel Bay, 6506

The South African Maritime Safety Authority (SAMSA) wishes to appoint a competent service provider to

render cleaning services at its offices situated in Mossel Bay for a period of three (3) years. In addition to

this requirement, SAMSA needs to clear an old storeroom, by removing boxes to a new storeroom.

Description of the premises

• Address: 6th Floor, Room 109, Plaza Aquada, 55 Marsh Street Mossel Bay
• Size: Approximately ± 191m2
• Office Layout Includes: Five (5) offices, One (1) small kitchen area, Two (2) storage rooms

within the building

• Communal toilets on each floor, cleaned by the building owner (excluded from this RFQ).

The successful bidder will be required to provide the following services:

Routine Cleaning Services:

• Washing of dishes and crockery
• General office cleaning
• Dusting of furniture, equipment, and surfaces
• Sorting and tidying of offices
• Vacuuming of carpeted areas
• Cleaning of blinds
• Weekly window cleaning
• Quarterly: Deep cleaning of office carpets
• Annual: Sorting and cleaning of storage rooms
• Quarterly Pest control of the entire office space and storage rooms

Board members

Adv. V Sihawu (Chairperson), Mr M Burton (Deputy Chairperson), Dr. O Horwood, Mr S Keswa, Dr. N. Skeepers, Adv. N. Sobekwa,

Capt. Dennis Mqadi (CEO) *

• Executive

Supply of Cleaning Equipment and Materials

The appointed service provider shall be responsible for the provision, maintenance, and replacement of

all cleaning equipment, tools, and materials required to deliver the services in accordance with the

required standards.

All equipment and materials supplied must be of good quality, fit for purpose, and compliant with relevant

health, safety, and environmental regulations.

Cleaning Equipment

The service provider shall, at a minimum, supply the following equipment:

• Industrial vacuum cleaners (wet and dry where required)
• Carpet cleaning machines
• Mops (wet and dry) and buckets with wringers
• Brooms, brushes, and dustpans
• Ladders and step stools (for high-level cleaning)
• Window cleaning equipment (squeegees, extension poles, etc.)
• Waste bin liners

Cleaning Materials and Consumables

The service provider shall supply all necessary cleaning materials and consumables, including but not

limited to:

• All-purpose cleaners
• Glass and window cleaning materials
• Floor cleaning materials and furniture polish

Additional Requirements

The service provider shall ensure that all equipment is well maintained and in good working condition at

all times.

• Faulty equipment must be repaired or replaced immediately to avoid disruption of services.
• The organisation reserves the right to inspect all equipment and materials used on site.

Board members

Adv. V Sihawu (Chairperson), Mr M Burton (Deputy Chairperson), Dr. O Horwood, Mr S Keswa, Dr. N. Skeepers, Adv. N. Sobekwa,

Capt. Dennis Mqadi (CEO) *

• Executive

Project timelines

.

• The services are required for a period of three (3) years, subject to an annual review of the

service provider’s performance.

• Frequency: Three (3) days per week

• Days: Mondays, Wednesdays and Friday

Additional once off labour requirement

Scope: Moving boxed items from one storage area to a new storage area within the same building

• Collect items from old Storeroom

• Offload items into new Storeroom

• Ensure all items are handled with care to prevent damage

• Stack and place items neatly in the destination storeroom as directed by SAMSA personnel

• Remove any debris or packaging created during the move

Board members

Adv. V Sihawu (Chairperson), Mr M Burton (Deputy Chairperson), Dr. O Horwood, Mr S Keswa, Dr. N. Skeepers, Adv. N. Sobekwa,

Capt. Dennis Mqadi (CEO) *

• Executive

Adv. V Sihawu (Chairperson), Mr M Burton (Deputy Chairperson), Dr. O Horwood, Mr S Keswa, Dr. N. Skeepers, Adv. N. Sobekwa,

Capt. Dennis Mqadi (CEO) *

• Executive

Adv. V Sihawu (Chairperson), Mr M Burton (Deputy Chairperson), Dr. O Horwood, Mr S Keswa, Dr. N. Skeepers, Adv. N. Sobekwa,

Capt. Dennis Mqadi (CEO) *

• Executive

Adv. V Sihawu (Chairperson), Mr M Burton (Deputy Chairperson), Dr. O Horwood, Mr S Keswa, Dr. N. Skeepers, Adv. N. Sobekwa,

Capt. Dennis Mqadi (CEO) *

• Executive

Evaluation criteria

Bidders who fail to submit the mandatory requirements will be disqualified and not proceeding for the 80/20

(pricing / specific goals)

Adv. V Sihawu (Chairperson), Mr M Burton (Deputy Chairperson), Dr. O Horwood, Mr S Keswa, Dr. N. Skeepers, Adv. N. Sobekwa,

Capt. Dennis Mqadi (CEO) *

• Executive

Annexure b: pricing table

(The total price must be inclusive of VAT)

Name of bidder................................................ RFQ NUMBER: ..................................

Adv. V Sihawu (Chairperson), Mr M Burton (Deputy Chairperson), Dr. O Horwood, Mr S Keswa, Dr. N. Skeepers, Adv. N. Sobekwa,

Capt. Dennis Mqadi (CEO) *

• Executive

..............................................................................................................................

Pricing table 1 - cleaning and pest control services for a period of three (3) years

Period unit price incl. VAT quantity sub-total (incl. VAT)

(Monthly) (per annum)

Year 1 12

Year 2 12

Year 3 12

Total for 3 years (Incl. VAT)

Pricing table 2 - removal of boxes from one storeroom to another (once-off service)

Pricing table 3 - summary of total pricing

Detail price (incl. VAT)

PRICING TABLE 1: Office Cleaning (3 years)

PRICING TABLE 2: Removal of Boxes (Once-Off)

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing through

Tcs pin is available but the bidder is registered on the central supplier

Csd number

Csd number must be provided

CSD report

CENTRAL SUPPLIER DATABASE No: MAAA

Central supplier database (csd), a csd number must be provided

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through

Party must submit a separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier

Database (csd), a csd number must be provided.

Sbd 1: part b

Points Allocation: 90 points

B-BBEE Details: PRICING

Detail price (incl. VAT)

PRICING TABLE 1: Office Cleaning (3 years)

PRICING TABLE 2: Removal of Boxes (Once-Off)

Total including VAT

• * Suppliers will be evaluated on the total cost of both services.

Board members

Adv. V Sihawu (Chairperson), Mr M Burton (Deputy Chairperson), Dr. O Horwood, Mr S Keswa, Dr. N. Skeepers, Adv. N. Sobekwa,

Capt. Dennis Mqadi (CEO) *

• Executive

Required supporting documents & checklist

No. Document description Submitted (Yes / No)

1 Quotation

2 Signed SBD (RFQ) Forms

3 Recent CSD, not older than 3 months

4 Tax pin certificate

5 Valid B-BBEE

6 CK1 registration document (CIPC)

7 ID copies of ALL listed owner/s as per

CSD report

8 Proof of address not older than 3 months

9 Medical certificate/ Assessment

(if applicable)

10 Consortiums and Joint Ventures Form

(if applicable)

• *All information submitted will be treated as evidence for awarding points for the samsa goals

And must be consistent with declarations made. Inconsistent information provided may result in 0

Points awarded for the applicable goal. Samsa reserves the right to disqualify bidders with

Supporting documents that are not duly submitted in terms of the bid conditions.

Guidelines for documents required for the verification of the samsa goals

Specific goal documents that will be used to verify

The information supplied

Equity ownership by persons who had no franchise in the ID copies of all listed owner/s as per CSD report

national elections

CK1 registration document (CIPC)

Points for persons or categories of persons historically

BBBEE certificate disadvantaged on the basis of race (black people)

Equity ownership by women ID copies of all listed owner/s as per CSD report

Points for persons or categories of persons historically BB

1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the preferential procurement regulations, the general conditions of contract (gcc) and, if applicable, any other special conditions of contract.

terms of section 59 of the Competition Act No and or may be reported to the National

Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting

business with the public sector for a period not exceeding ten (10) years in terms of the Prevention

and Combating of Corrupt Activities Act No or any other applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS CORRECT. I ACCEPT

That the state may reject the bid or act against me in terms of paragraph 6 of PFMA SCM

Instruction /22 on preventing and combating abuse in the supply chain

6.4. Describe principal business activities

......................................................................................................................................................

......................................................................................................................................................

6.5. Total number of years the company/ firm has been in business? ........................

6.6. List of shareholder/s information to be used to calculate the points claimed in paragraph 4.3.

NAME ID NUMBER HDI Youth % of

(**Yes / No) company /

No franchise Women Disabled (**Yes/ No) firm

prior to owned

elections

6.7. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the points

claimed, based on the specific goals as advised in the bid, qualifies the company/ firm for the

preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 4.1

and 5.6, the contractor may be required to furnish documentary proof to the satisfaction of SAMSA

that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions of

contract have not been fulfilled, SAMSA may, in addition to any other remedy it may have –

(a) disqualify the person from the bidding process;

(b) recover costs, losses or damages it has incurred or suffered as a result of

that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a

result of having to make less favourable arrangements due to such

cancellation;

(d) recommend that the bidder or contractor, its shareholders and directors, or

only the shareholders and directors who acted on a fraudulent basis, be

restricted from obtaining business from any organ of state for a period not

exceeding 10 years, after the audi alteram partem (hear the other side) rule

has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

Tel: +27 (0) 12 366 2600

Fax: +27 (0) 12 366 2601

Description

The South African Maritime Safety Authority (SAMSA) wishes to appoint a competent service provider to

render cleaning services at its offices situated in Mossel Bay for a period of three (3) years. In addition to

this requirement, SAMSA needs to clear an old storeroom, by removing boxes to a new storeroom.

• Washing of dishes and crockery
• General office cleaning
• Dusting of furniture, equipment, and surfaces
• Sorting and tidying of offices
• Vacuuming of carpeted areas
• Cleaning of blinds
• Weekly window cleaning
• Quarterly: Deep cleaning of office carpets
• Annual: Sorting and cleaning of storage rooms
• Quarterly Pest control of the entire office space and storage rooms

health, safety, and environmental regulations.

• Industrial vacuum cleaners (wet and dry where required)
• Carpet cleaning machines
• Mops (wet and dry) and buckets with wringers
• Brooms, brushes, and dustpans
• Ladders and step stools (for high-level cleaning)
• Window cleaning equipment (squeegees, extension poles, etc.)
• Waste bin liners

1.4. The successful bidder may be required to fill in and sign a written contract form (sbd7), for long term contracts / or were deemed necessary.

1.1. Bids must be emailed / delivered by the stipulated time to the correct address. Late bids will not be accepted for consideration.

SUPPLIER COMPLIANCE TAX COMPLIANCE SYSTEM OR STATUS PIN: CENTRAL SUPPLIER DATABASE No: MAAA ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS/SERVICES OFFERED? Yes No ARE YOU A FOREIGN BASED SUPPLIER FOR THE GOODS/SERVICES OFFERED? Yes No [IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO

TELEPHONE NUMBER 012 366 2600 E-MAIL ADDRESS [email protected]