Provision of office carpet cleaning and fumigation services for ports regulator of south africa

Contact department: Supply Chain Management (SCM) at Ports Regulator of South Africa.

Bidders will be disqualified if: listed in the Register for Tender Defaulters or List of Restricted Suppliers. Evaluation includes ethical checks: state employment of bidder/directors/shareholders must be declared; any relationship with procuring institution employees must be disclosed; no history of restrictive practices, corruption, or fraud.

Mandatory compliance requirements: Complete and submit the Bidder’s Disclosure form (SBD4). Disclose if bidder, directors, trustees, shareholders, members, partners, or controlling persons are state employees (include names, ID numbers, and employee numbers). Declare any relationship with Ports Regulator of South Africa employees. Declare any interest in related enterprises bidding for this contract. Certify bid was prepared independently without competitor collusion. Confirm no agreements with competitors on quality, quantity, specifications, prices, pricing methods, market allocation, or delivery conditions. Ensure bid terms are not disclosed to competitors before official opening or award. Confirm no prior or ongoing communication with procuring institution officials except for clarification. Confirm no involvement in drafting specifications or terms of reference. False or incomplete disclosures may result in: bid disqualification, reporting to the Competition Commission (section 59 of Competition Act), criminal investigation by the NPA, or a 10-year public sector restriction under the Prevention and Combating of Corrupt Activities Act. Action may be taken under PFMA SCM Instruction /22 on preventing and combating abuse in SCM.

Bidders must certify bid independence: no consultation, communication, agreement, or arrangement with competitors. Joint ventures/consortiums are exempt for internal communications. Confirm no competitor agreements on: quality, quantity, specifications, prices, pricing methods, market allocation, bid submission decisions, or delivery conditions. Bid terms must not be disclosed to competitors before official opening or contract award. Confirm no prior or ongoing communication with Ports Regulator of South Africa officials except for clarification. Confirm no involvement in drafting specifications or terms of reference. Suspicious bids may be reported to the Competition Commission (section 59 of Competition Act) or the NPA for criminal investigation. False or incomplete disclosures may result in: bid disqualification, 10-year public sector restriction under Prevention and Combating of Corrupt Activities Act, or action under PFMA SCM Instruction /22.

• The Ports Regulator seeks a service provider for fumigation and carpet cleaning at its Durban offices (22 Dorothy Nyembe Street, The Marine Building, 11th floor).
• Office area: 772 square meters.
• Services must be delivered on 29 June 2026 (fumigation at 15:00) and 30 June 2026 (carpet cleaning at 10:00).
• General procedures: Use registered pesticides, comply with health/safety regulations, and employ trained personnel.

• Closing date and time: 18 June 2026 at 12:00.
• Service delivery dates:
• Fumigation: 29 June 2026 at 15:00
• Carpet cleaning: 30 June 2026 at 10:00
• No briefing session is scheduled.

• All enquiries and submissions must be sent via email to: [email protected]

• Submit your quotation via email to [email protected] by 18 June 2026 at 12:00.
• Late or incomplete submissions will be disqualified.
• Required documents to include (completed and signed where applicable):
• Quotation on company letterhead
• CSD report or MAAA number (Central Supplier Database)
• SBD 4 (Declaration of Interest)
• SBD 6.1 (Preference Points Claim Form)
• POPIA consent form
• Valid Tax Clearance Certificate or Tax PIN
• Valid B-BBEE certificate or sworn affidavit
• Valid SAPCA (South African Pest Control Association) certificate
• Proof of pest control officers' certification and registration with the Department of Agriculture

• Required documents to submit with quotation:
• Quotation on company letterhead
• Copy of CSD report or MAAA number
• SBD 4 (Declaration of Interest)
• SBD 6.1 (Preference Points Claim Form)
• POPIA consent form
• Valid Tax Clearance Certificate or Tax PIN
• Valid B-BBEE certificate or sworn affidavit
• Valid SAPCA certificate
• Proof of pest control officers' certification and registration with the Department of Agriculture

• Evaluation is conducted in three phases:
• Phase 1 (SCM Administrative): Completion and submission of SBD 4, SBD 6.1, POPIA consent form, CSD registration proof, and valid Tax Clearance Certificate/Tax PIN.
• Phase 2 (Compulsory Requirements): Registration with SAPCA and proof of pest control officers' certification with the Department of Agriculture.
• Phase 3 (Price & Specific Goals):
• Price quotation (80 points): Must be inclusive of all taxes (including VAT) and include a detailed, itemized pricing schedule.
• B-BBEE compliance (20 points): B-BBEE Level 1 status is the specific goal. All B-BBEE levels are considered, with points allocated proportionally.
• Tax compliance will be verified on CSD or SARS eFiling before awarding the contract.

• Scope: Provide fumigation and carpet cleaning services at Ports Regulator offices, 22 Dorothy Nyembe Street, The Marine Building, 11th floor, Durban (772 sq meters).
• Service delivery:
• Fumigation: 29 June 2026 at 15:00
• Carpet cleaning: 30 June 2026 at 10:00
• Pesticide requirements:
• All pesticides must be registered with the Department of Agriculture.
• Pesticides must be applied according to label instructions.
• Use environmentally friendly and human-safe products.
• Equipment and personnel:
• All equipment must comply with the Occupational Health and Safety Act.
• Only competent, trained personnel may handle insecticides/pesticides.
• Additional requirements:
• Apply chemical gel in strategic areas after chemical spray.
• Contractor assumes full liability for health and safety compliance during execution.

• Submit a detailed, itemized pricing schedule.
• Price must include all applicable taxes (including VAT).
• Price accounts for 80 points in the evaluation.

• Price quotation must be inclusive of all applicable taxes (including VAT).
• Provide a detailed, itemized pricing schedule.
• Price carries 80 points in the evaluation.
• No bonds, guarantees, or payment terms are specified.

• Mandatory registrations and certifications:
• Central Supplier Database (CSD) registration (submit proof).
• Valid Tax Clearance Certificate or Tax PIN.
• Registration with the South African Pest Control Association (SAPCA) (submit valid certificate).
• Pest control officers must be certified and registered with the Department of Agriculture (submit proof).
• Required forms:
• SBD 4 (Declaration of Interest) – completed and signed.
• SBD 6.1 (Preference Points Claim Form) – completed and signed.
• POPIA consent form – completed and signed.
• B-BBEE requirements:
• Submit valid B-BBEE certificate or sworn affidavit.
• B-BBEE Level 1 status is the specific goal (20 points in evaluation).

• Submit a valid B-BBEE certificate or sworn affidavit.
• B-BBEE Level 1 status is the specific goal and carries 20 evaluation points.
• All B-BBEE levels are considered, with points allocated proportionally.

• All equipment must comply with the Occupational Health and Safety Act.
• Work must adhere to national health and safety regulations.
• Contractor is fully liable for health and safety compliance during execution.
• Only trained, competent personnel may handle insecticides/pesticides.

• No quotation is accepted until a formal contract, letter of award, or order form is executed.
• Quotation must remain open for acceptance for 90 days from the RFQ closing date.
• Bidder bears all costs of preparing and submitting the RFQ; the Ports Regulator is not liable for these costs.

• Three-phase evaluation:
• Phase 1: SCM administrative checks (SBD forms, CSD proof, tax compliance).
• Phase 2: Compulsory requirements (SAPCA registration, pest control officer certification).
• Phase 3: Price (80 points) and B-BBEE compliance (20 points, with Level 1 as the specific goal).
• Tax compliance verified via CSD or SARS eFiling before award.

• The 80/20 preference point system applies to this tender (Rand value up to R50,000,000).
• Points are allocated as follows: Price (80 points), Specific Goals (20 points).
• Price points are calculated using the formula: Ps = 80(1 - (Pt - Pmin) / Pmin), where Ps = points scored, Pt = tender price, Pmin = lowest acceptable tender price.
• Specific Goals points are awarded based on B-BBEE status levels: Level 1 (20), Level 2 (18), Level 3 (14), Level 4 (12), Level 5 (8), Level 6 (6), Level 7 (4), Level 8 (2), Non-compliant (0).
• Failure to submit proof for Specific Goals means no points are claimed for those goals.
• The organ of state may require substantiation of preference claims at any time.

• Price must include all applicable taxes and exclude all unconditional discounts.
• Rand value refers to the total estimated contract value in Rand, including all applicable taxes, calculated at the time of bid invitation.

• Submit the completed SBD 6.1 Preference Points Claim Form with your tender.
• Provide company/firm name, registration number, and legal entity type (e.g., Pty Ltd, Close Corporation, Partnership).
• Certify that preference points claimed are true and correct via a duly authorised signatory.
• Be prepared to furnish documentary proof if awarded the contract.
• Fraudulent claims or non-compliance may result in: disqualification, contract cancellation, recovery of damages, restriction from state business for up to 10 years, and criminal prosecution.

• The contractor must provide company/firm name, registration number, and legal entity type.
• A duly authorised signatory must certify the accuracy of preference points claimed.
• The organ of state may request documentary proof to substantiate claims after contract award.
• Consequences of fraudulent claims or non-compliance include: disqualification from the tender process, recovery of costs/damages by the organ of state, contract cancellation, restriction from doing business with any organ of state for up to 10 years, and potential criminal prosecution.