Provision of cleaning services for a period of 12 months

Compulsory site briefing: 27 August 2026 at 10:00 at OBP Offices, 100 Old Soutpan Road, Onderstepoort, 0110. Attendance is mandatory; bidders must arrive on time and wear PPE clothing. Closing date and time for submissions: 4 September 2026 at 16:00. No other dates (clarification deadline, site visits) are specified.

Compulsory site briefing: 27 August 2026 at 10:00 at OBP Offices, 100 Old Soutpan Road, Onderstepoort, 0110. Attendance mandatory; must arrive on time; PPE clothing required before entering premises.

SCM / procurement enquiries: email [email protected]; telephone 012 522 1500. No named contact person provided. Physical address for briefing and correspondence: OBP Offices, 100 Old Soutpan Road, Onderstepoort, 0110. Postal address: Private Bag X7, Onderstepoort 0110. Fax: N/A. No submissions accepted via email.

Submission method: online via the OBP E-Procurement portal only; no email submissions accepted. Bidders must register on the portal in advance (link on the OBP website under Supply Chain) and await approved login credentials before submitting. All required documents and attachments must be uploaded with the bid application. Quotation must be on company letterhead and in PDF format only (Word or Excel not accepted). Closing date and time: 4 September 2026 at 16:00. Offer validity and lead time must be indicated. Prices must be VAT-exclusive; if not indicated, prices will be evaluated as exclusive. Returnable forms and documents (all mandatory, must be completed, signed and submitted): SBD 4 (Bidder's Disclosure) – declares any director/shareholder employed by the state or connected to the procuring institution; CSD registration report with valid tax compliance status; proof of membership of the National Contract Cleaners Association (NCCA/BEECA or equivalent) with valid certificate; COID letter of good standing (valid); two reference letters demonstrating experience in GMP-regulated pharmaceutical environments, not older than 5 years; proof of public liability insurance of at least R500 000 (original letter or certified copy from insurer, or letter of intent) – absence disqualifies the bid; valid UIF compliance certificate or UIF letter from the Department of Labour; SBD 6.1 (Preference Points Claim) for B-BBEE specific goals; SBD 1 for foreign/international companies (request from [email protected]). Disqualification risks: any mandatory document omitted or unsigned; submission after closing time; failure to attend compulsory site briefing.

Mandatory returnable documents: SBD 4 (Bidder's Disclosure) – completed, signed; CSD registration report with tax compliance status; NCCA/BEECA (or equivalent) membership certificate; COID letter of good standing; UIF compliance certificate or letter; public liability insurance proof (≥R500 000); two GMP pharmaceutical reference letters (≤5 years); SBD 6.1 (Preference Points Claim); SBD 1 for foreign/international companies (on request); quotation on company letterhead in PDF.

Evaluation uses the 80/20 preference point system (price 80%, specific goals 20%). Price points calculated per the standard 80/20 formula. Specific goals and evidence required: 10 points – valid B-BBEE certificate showing at least 51% black ownership; 8 points – valid B-BBEE certificate showing at least 30% women ownership; 2 points – doctor's note confirming disability, confirmation from Department of Labour, B-BBEE certificate or equivalent. Total specific goals = 20 points. Failure to submit proof for claimed goals means points are not awarded. All bids must meet mandatory compliance requirements (CSD registration, tax compliance, NCCA/BEECA membership, COID, UIF, public liability insurance, GMP experience references) before price/preference evaluation. No minimum functionality/qualifying score stated beyond mandatory compliance.

Scope: GMP professional cleaning, hygiene and related support services across OBP facilities for 12 months. Areas to be serviced: main entrance/reception; offices (open plan and enclosed) and passages; boardroom/meeting rooms; kitchen; canteen (including satellite canteen); windows (internal and external); distribution; stores; packaging; experimental animals (offices and dining area). Personnel: seven (7) cleaning staff trained and experienced in GMP facility cleaning must be provided. Supervision: competent, experienced supervisor with relevant qualifications; details to be provided before commencement; supervisor contactable at all times; responsible for attendance, quality monitoring, check sheets, defect reporting. Working hours: cleaners available 06:30–15:30 Monday–Friday; relief/replacement staff within 2 hours with proof of training. Uniforms: quality uniform with name/ID badges, shoes, gloves supplied by contractor at own cost; worn items replaced immediately; badges visible at all times. Cleaning frequencies: daily cleaning of all listed areas, waste removal, kitchen surfaces, floors, bathrooms, water bottles, telephones/computers; weekly tasks include polishing doorknobs, glass doors, wooden furniture, vacuuming fabric furniture, dusting blinds, washing glass partitioning, cleaning fridges/microwaves; monthly tasks include treating upholstery/leather, cleaning blinds, deep carpet cleaning (bi-annually), storeroom cleaning; quarterly tasks include interior window cleaning, storeroom floor/wall/window washing. Colour-coded cloths: yellow (workstations/equipment), blue (staircases/walls/windows/glass), red (bathrooms), green (kitchens). Equipment and consumables (chemicals, detergents, disinfectants, PPE, machinery) supplied by contractor at own cost; OBP provides water and electricity only. Contractor must list specific cleaning materials/chemicals/equipment and monthly quantities. Material safety data sheets for chemicals must be submitted. Waste recycling: daily separation of paper, tins, bottles, food, plastics, toners, light bulbs into recycling bins (morning and afternoon). Additional services: preparing/serving refreshments at pre-arranged times; cleaning accessible windowpanes without ladders/scaffolding. Compliance: Occupational Health and Safety Act and regulations; labour legislation; no flammable/poisonous substances without written consent; no use of fire hose reels/extinguishers; security vetting of staff may be required. Damages: contractor liable for damage/theft by employees; must repair damage to OBP property immediately on notification or OBP will recover costs. Insurance: public liability insurance covering death/injury/property damage (minimum R500 000) and own equipment insurance; policies to be provided within 7 days of award. Training: staff trained on cleaning/hygiene procedures, waste sorting, recycling at contractor's cost.

Scope covers 10 defined areas: main entrance/reception; offices (open plan/enclosed) and passages; boardroom/meeting rooms; kitchen; canteen (including satellite); windows (internal/external); distribution; stores; packaging; experimental animals (offices/dining). Detailed cleaning activities per area with frequencies: daily dusting/cleaning of surfaces, floors, waste removal, kitchen/bathroom sanitation; weekly polishing, glass cleaning, vacuuming, fridge/microwave cleaning; monthly upholstery treatment, blind cleaning, deep carpet cleaning (bi-annually); quarterly interior windows, storeroom deep cleaning. Colour-coded cloths system. Additional services: refreshment preparation/service at pre-arranged times; accessible windowpane cleaning without ladders/scaffolding.

Demonstrated experience in GMP-regulated pharmaceutical environments required: minimum two reference letters not older than 5 years. Seven (7) cleaning staff with GMP facility cleaning training and experience. Supervisor with competent, experienced, qualified supervisory level skills. Staff must have Services SETA-accredited skills/knowledge-based training proof. Good communication, people skills, confidentiality, professional client service required.

Seven (7) GMP-trained cleaning staff required. Competent, qualified supervisor mandatory; details provided before start; supervisor monitors quality via daily/weekly/fortnightly/monthly check sheets. Staff must have Services SETA-accredited training proof. Relief/replacement staff within 2 hours with proof of training. Cleaning frequencies and standards specified per area (daily, weekly, monthly, quarterly, bi-annually). Colour-coded cleaning cloths system enforced. Material safety data sheets for chemicals required. Equipment quality: recognised durable brands in facilities management industry. OBP to inspect equipment condition before contract start. Sufficient back-up cleaning material and equipment required.

Pricing format: VAT-exclusive rates on company letterhead in PDF. If VAT status not indicated, prices evaluated as exclusive. All prices must be VAT-exclusive; VAT vendors to indicate as such. Quotation must include offer validity and lead time. Contractor bears cost of consumables, chemicals, equipment, uniforms, PPE, training, insurance, waste bags. Payment terms: 30 days after statement.

Pricing: VAT-exclusive rates; if VAT status not indicated, prices evaluated as exclusive. Quotation on company letterhead in PDF format. Payment terms: 30 days after statement. Public liability insurance minimum R500 000 (proof required with bid). Contractor bears cost of all consumables, chemicals, detergents, disinfectants, equipment, uniforms, PPE, training, insurance, waste bags. OBP provides water and electricity only. No exchange rate fluctuations for OBP's account. General Conditions of Contract (July 2010) apply.

Mandatory compliance documents (failure to submit any results in disqualification): CSD registration with valid tax compliance status (CSD report); SBD 4 (Bidder's Disclosure) completed, signed and submitted; membership of National Contract Cleaners Association (NCCA/BEECA or equivalent) with valid certificate; valid COID letter of good standing (Compensation for Occupational Injuries and Diseases Act, cleaning services/hygiene); valid UIF compliance certificate or UIF letter from Department of Labour; public liability insurance minimum R500 000 (original letter or certified copy from insurer, or letter of intent) – absence disqualifies; two reference letters for GMP-regulated pharmaceutical environment experience, not older than 5 years; SBD 6.1 (Preference Points Claim) for B-BBEE specific goals; SBD 1 for foreign/international companies (on request). B-BBEE specific goals: 51% black ownership (10 points), 30% women ownership (8 points), disability confirmation (2 points). Occupational Health and Safety Act compliance. Labour legislation compliance. SABS specification for materials. Material safety data sheets for chemicals. Security vetting of staff may be required. Registration on OBP E-Procurement portal mandatory before submission.

B-BBEE specific goals under 80/20 system: 10 points for valid B-BBEE certificate showing ≥51% black ownership; 8 points for valid B-BBEE certificate showing ≥30% women ownership; 2 points for disability confirmation (doctor's note, Department of Labour confirmation, B-BBEE certificate or equivalent). Total 20 points. SBD 6.1 must be completed to claim points. Failure to submit proof means points not claimed.

Compliance with Occupational Health and Safety Act and regulations mandatory. Safety procedures for equipment, stepladders, machinery required. Injury-on-duty reporting procedure required. Risk identification and resolution procedure required. Contractor responsible for ensuring no risk to any persons. No flammable/poisonous substances without written OBP consent. No use of fire hose reels/extinguishers. Warning boards/signs displayed where service may cause injury. PPE clothing mandatory at compulsory briefing and on premises. COID letter of good standing required. UIF compliance certificate required. Public liability insurance minimum R500 000 required.

National Waste Management Strategy supported per National Environmental Management: Waste Act 2008. Daily waste separation (paper, tins, bottles, food, plastics, toners, light bulbs) into recycling bins (morning and afternoon). Staff trained on recycling procedures and environmental impact at contractor's cost. Sufficient rubbish bags provided daily at contractor's cost. Rubbish bags not dragged across floors/carpets.

Contract duration: 12 months. General Conditions of Contract (July 2010) apply. Payment terms: 30 days after statement. Contractor liable for damages/theft by employees; must repair damage to OBP property immediately on notification or OBP recovers costs. Public liability insurance (minimum R500 000) and own equipment insurance must remain in force for contract duration; policies to be provided within 7 days of award. Contractor bears all consumables, chemicals, equipment, uniforms, PPE, training, waste bags costs. OBP provides water and electricity only. No flammable/poisonous substances without written consent. No use of fire hose reels/extinguishers. Security vetting of staff may be required. OBP reserves right to cancel or re-advertise RFQ. Offer validity period must be indicated. Exchange rate fluctuations not for OBP's account.

Contractor liable for damages/injuries from misuse/negligent use of equipment by on-site staff. Sufficient back-up cleaning material and equipment must be maintained. Damages to OBP property (carpets, furniture, equipment) must be repaired immediately on notification or OBP recovers costs. No flammable/poisonous substances without written consent. No use of fire hose reels/extinguishers. Security vetting of staff may be required. OBP reserves right to cancel/re-advertise RFQ. Offer validity period must be indicated. Exchange rate fluctuations not for OBP's account.

Mandatory: NCCA/BEECA (or equivalent) membership with valid certificate; valid UIF compliance certificate or UIF letter from Department of Labour; valid COID letter of good standing (cleaning services/hygiene); public liability insurance minimum R500 000 (original/certified copy or letter of intent) – absence disqualifies; two GMP pharmaceutical environment reference letters not older than 5 years; CSD registration with tax compliance; SBD 4 completed and signed; SBD 6.1 for preference points; registration on OBP E-Procurement portal before submission; quotation on company letterhead in PDF; prices VAT-exclusive.

80/20 preference point system: price 80%, specific goals 20%. Specific goals: 10 points for ≥51% black ownership (valid B-BBEE certificate); 8 points for ≥30% women ownership (valid B-BBEE certificate); 2 points for disability confirmation (doctor's note, Department of Labour confirmation, B-BBEE certificate or equivalent). Total 20 points. Mandatory compliance gate before price/preference evaluation.