Appointment of a service provider to render cleaning, hygiene, and gardening services at the office of the premier buildings for a period 36 months.

The successful bidder will be contracted for the period of thirty-six (36) months, limited to the items listed on the tender document.

{"closingDate":"23 July 2026","closingTime":"11H00"}

{"name":"Ms Sazi","email":"[email protected]","phone":null,"department":null,"address":"he bid box situated at OTP (ECOTP"}

Returnable Documents: 9.5. The costs to be inserted in the pricing schedule are to be fully inclusive of the work, 9.6. All rates and sums of money quoted in the pricing schedule must be in Rands and, of VAT will be made to a supplier that quoted VAT that cannot prove its VAT registration, any of the items in the pricing schedule will result in a disqualification of the bid., 1. Invitation to Bid – SBD 1 Complete and sign the supplied document, 2. Declaration of Interest – SBD 4 Complete and sign the supplied

Must score ≥70/100 in Functionality: Based on company experience (≥3 projects, up to 60 points), financial health (current ratio from statements, up to 20 points), and financial capacity (bank rating/credit, up to 20 points). Must meet all SCM compliance documents. Must be registered on Central Supplier Database (CSD). Tax matters must be in order. For preferential points: can claim for youth-owned (5), women-owned (5), EME/QSE with historical disadvantage (3), disability-owned (5), and Eastern Cape location (2).

1.1. The Eastern Cape Office of the Premier (ECOTP) serves as the strategic and

coordinating centre of the Provincial Government, responsible for providing leadership,

policy coordination and oversight in support of effective governance and service

delivery across the province. ECOTP as the apex office of the Provincial Administration,

the Office of the Premier plays a critical role in ensuring that government functions are

executed in a professional, efficient and accountable manner.

1.2. In fulfilling this mandate, the ECOTP is committed to creating and maintaining a safe,

healthy, dignified and conducive working environment for its employees, visitors and

official delegations. This commitment is aligned with the provisions of the Occupational

Health and Safety Act, , which places a legal obligation on employers to

provide and maintain a working environment that is safe and without risk to the health

of employees and members of the public.

1.3. The cleanliness, hygiene and overall condition of Office of the Premier facilities are

therefore not merely operational requirements, but an essential component of

institutional credibility, employee wellbeing, public confidence and service excellence.

As a lead department within the Provincial Administration, the Office of the Premier

must set and uphold the highest standards of hygiene, safety and environmental

management.

1.4. It is against this background that the ECOTP invites suitably qualified and experienced

service providers to submit bids for the provision of cleaning and hygiene, gardening

maintenance and car-washing services for a period of thirty-six (36) months, at

designated Office of the Premier buildings.

1.5. The primary focus of this contract is the delivery of high-quality cleaning and hygiene

services, particularly within high-use areas such as ablution facilities and office spaces,

where hygiene standards are critical to health and safety compliance. The successful

bidder will be required to render services at the following Office of the Premier facilities

located in Bhisho:

• OTP 1 (ECDC Building) at 1258,5 m2
• OTP 2 (ERF 5000) at 4000,0 m2
• Lilian Diedericks House (Premier’s State House) at 1291,0 m2
• These facilities collectively measure approximately 6549,5 m2 and accommodate

an estimated 450 staff members, in addition to visitors and official delegations

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Services at the office of the premier buildings for a period 36 months.

1.6. Specifically, the scope of services under this contract will include:

• Comprehensive cleaning and hygiene services at Office of the Premier buildings,

with particular emphasis on ablution facilities and common areas at OTP 1; cleaning

of common areas and the boardroom and ablution facilities at Lilian Diedericks

House; cleaning of offices, common areas, boardrooms and ablution facilities at

Otp 2

• Gardening maintenance services limited to OTP 1 only, focusing on the routine

upkeep and maintenance of landscaped areas

• Pest control and fumigation services to be rendered across all three Office of the

Premier buildings, in accordance with applicable health, safety and environmental

standards

• Car wash services to be provided at OTP 1, dedicated to the cleaning of the Office

of the Premier’s fleet of approximately twenty-one (21) government vehicles

2. Objectives

2.1 The objective of this bid is to appoint a suitably qualified, experienced and compliant

service provider to render integrated cleaning, hygiene and related support services at

the Eastern Cape Office of the Premier facilities. The appointment is intended to ensure

a clean, safe, hygienic and well‐maintained working environment that complies with the

Occupational Health and Safety Act, , and applicable regulatory

requirements.

2.2 The service provider will be required to maintain consistent service standards,

demonstrate accountability, and ensure measurable performance throughout the

contract period in support of the effective and uninterrupted operations of the Office of

the Premier.

3.1. The successful bidder must render the services under this scope of work at the

buildings located in Bhisho (OTP 1 ECDC Building, OTP 2 ERF 5000 and Statehouse)

with a total combined size of 6549,5 m2 and approximately 450 staff members.

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3.2. Thus, services are to be rendered as follows: -

i. Provision of uninterrupted cleaning and hygiene services.

ii. Provision of pest control/fumigation throughout the facilities on a quarterly basis

or when required.

iii. Provision of deep-cleaning services throughout the facilities according to OHS

(Occupational Health and Safety ACT ) Regulations on a quarterly

basis or when required.

iv. Provision of weekly garden maintenance services, or when required.

v. Provision of weekly brick pavement cleaning, or when required.

vi. Provision of weekly state-vehicles washing services.

4. Deliverables

The appointed service provider will be required to deliver the following for the duration

of the contract:

4.1. Otp 1: ecdc building (independence avenue, bhisho)

4.1.1. Provision of forty-eight (48) SHE bins.

4.1.2. Disposal of sanitary towels, servicing and maintenance of SHE bins bi-weekly

4.1.3. Daily deep cleaning of seventy-three (73) toilet cubicles, urinals and cleaning of

bathroom mirrors and walls tiles.

4.1.4. Ensure toilets have constant supply of 2ply soft toilet rolls, hand paper towels, toilet wet

seat wipes, conditioning liquid hand soap, automatic air freshener sprays and refills,

always.

4.1.5. Always ensure constant supply of fragrant urinal toilet bowel deodorants (blocks) in

men’s toilet.

4.1.6. Ensure there is constant supply of batteries for automated holders as and when

required.

4.1.7. Daily sweeping and weekly polishing of ceramic floor tiles at the ground floor,

staircases, entrance, reception area and as well as the steps outside the main entrance.

4.1.8. Daily cleaning of one (1) lift with a SABS approved 70% alcohol disinfectant

4.1.9. Daily cleaning of two (2) Guard Houses.

4.1.10. Daily cleaning, sanitizing and shining of all stainless-steel handrails and handles.

4.1.11. Daily cleaning of automated doors, glass doors, staircases and reception areas on

ground floor, and entrances daily.

4.1.12. Quarterly cleaning of windows internally in all floors

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4.1.13. Quarterly deep cleaning of boardroom carpets, boardroom foyer and passage carpets.

4.1.14. Quarterly stripping, polishing and ceiling of ceramic tiles in the ground floor, staircases,

entrance, reception area as well as steps outside the main entrance.

4.1.15. Toilets, sinks and showers must be free of residue and cleaned with anti-Bacterial

soaps/detergents.

4.2. Otp 2: erf 5000 leased building (independence avenue, bhisho)

4.2.1. Provision of eighteen (18) SHE bins.

4.2.2. Disposal of sanitary towels, servicing and maintenance of SHE bins bi-weekly

4.2.3. Daily deep cleaning of twenty-four (24) toilet cubicles, urinals and cleaning of bathroom

mirrors and walls tiles.

4.2.4. Ensure toilets have constant supply of 2ply soft toilet rolls, hand paper towels, toilet wet

seat wipes, conditioning liquid hand soap, automatic air freshener sprays and refills, at

all times.

4.2.5. Always ensure constant supply of fragrant urinal toilet bowel deodorants (blocks) in

men’s toilet.

4.2.6. Ensure there is constant supply of batteries for automated holders as and when

required.

4.2.7. Ensure that work surfaces are sanitised with a SABS approved 70% alcohol

disinfectants daily.

4.2.8. Daily vacuuming, dusting and cleaning of cubicle and open plan offices and passages

4.2.9. Daily sweeping and weekly polishing of ceramic floor tiles at the ground floor,

mezzanine floor and 1st floor foyer entrances and reception areas.

4.2.10. Daily cleaning and shining of all glass doors and handles within offices

4.2.11. Daily cleaning of glass doors and reception areas on ground floor, mezzanine floor and

first floor entrances daily.

4.2.12. Quarterly deep cleaning of boardroom carpets, boardroom foyer and passage carpets.

4.2.13. Quarterly stripping, polishing and sealing of ceramic tiles on the ground floor,

mezzanine and first floor reception area.

4.2.14. Toilets and sinks must be free of residue and always cleaned with anti-bacterial

soaps/detergents

4.3. Lilian diedriecks house, (independence avenue, bhisho)

4.3.1. Provision of thirteen (13) SHE bins.

4.3.2. Disposal of sanitary towels, servicing and maintenance of SHE bins bi-weekly

4.3.3. Daily deep cleaning of thirty- three (33) toilet cubicles and cleaning of bathroom walls.

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4.3.4. Ensure toilets have constant supply of 2ply soft toilet rolls, hand paper towels, toilet wet

seat wipes, conditioning liquid hand soap, automatic air freshener sprays and refills, at

all times.

4.3.5. Ensure there is constant supply of fragrant urinal toilet bowel deodorants (blocks) in

men’s toilet at all times.

4.3.6. Ensure there is constant supply of batteries for automated holders as and when

required.

4.3.7. Daily sweeping and weekly polishing of ceramic floor tiles at the ground floor entrance

and reception area as well as the steps outside the main entrance.

4.3.8. Daily vacuuming, dusting and cleaning of fifteen (15) offices, boardrooms and

passages.

4.3.9. Quarterly stripping, polishing and ceiling of ceramic tiles in the ground floor entrance

and reception area as well as steps outside the main entrance.

4.3.10. Cleaning and shining of all stainless-steel handrails and handles daily.

4.3.11. Quarterly cleaning of windows internally and externally in all floors.

4.3.12. Daily cleaning of two (2) lifts with a SABS approved 70% alcohol disinfectant.

4.3.13. Daily cleaning of two (2) Guard Houses and 1 control room.

4.3.14. Quarterly deep cleaning of boardroom carpets, boardroom foyer and passage carpets.

4.3.15. Daily cleaning of shower (Premier’s Private Office).

4.3.16. Toilets, sinks and showers must be free of residue and cleaned with anti-Bacterial

soaps/detergents at all times.

4.4. Pest control and fumigation services

4.4.1. Quarterly fumigation of all Office of the Premier buildings, or when required.

4.4.2. Each fumigation must have a written quarterly report.

4.4.3. Identifying of pest infestation and specific pests.

4.4.4. Develop a plan for eradication of pests through fumigation.

4.4.5. Apply suitable remedy through application of pesticides/rodenticide

4.4.6. Carry out routine services for prevention of possible pest infection, this will include

placement and maintenance of pests traps.

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4.5. Guidelines for deep cleaning services

To deep-clean all indicated offices with focus on all areas through fogging / fine mist, covering

top to bottom as follows:

4.5.1. Deep- cleaning to be carried out quarterly and to be arranged for weekends.

4.5.2. Ensure that all chemicals used are compliant to the health and safety standards

4.5.3. Disinfectant products must indicate the (NRCS) National Regulator for

Compulsory Specifications number.

4.5.4. Disinfectant products must have a Materials Safety Data Sheet that complies with

SANS 11014.

4.5.5. Service provider must submit SABS approved disinfectant products.

4.5.6. All products must be packaged, marked and labelled as per National Regulator

Compulsory Specifications Standards.

4.6. Gardening maintenance services

The gardening maintenance services will be provided to cover the following:

4.6.1. Weekly cutting and trimming of the grass to improve the office look and feel of the

external environment or when necessary.

4.6.2. Weekly cutting and trimming of the trees to improve the look and visibility of offices

or when necessary.

4.6.3. Maintaining the flowers and plants based on seasonal period to preserve the

bright gardening image of the offices at all times.

4.6.4. Weekly removal of weeds in flowerbeds and spraying of herbicides on driveways,

parking areas and pavements or when necessary.

4.6.5. Clean brick pavement to remove fungus and stains.

4.6.6. Immediate disposal of the debris from service.

4.7. Car washing services

Weekly washing and cleaning of OTP vehicles within OTP premises. The car washing services

will be provided for a minimum of 21 vehicles and cover the following:

4.7.1. Weekly exterior and interior washing of vehicles or when required.

4.7.2. Use of SABS approved cleaning products.

4.7.3. Interior Vacuumed

4.7.4. Dash and Door Jambs wiped and polished.

4.7.5. Clean, polish tyres and rims.

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5. Guidelines on equipment, cleaning chemicals and products

The following details relating to the equipment, cleaning chemicals and products must apply:

5.1 Hazardous material / chemicals control plan and procedure, list of chemicals to be

used as well as their Material Safety Data Sheets (MSDS) must be provided to OTP

prior to their usage

5.2 Chemicals and equipment used must be SABS approved

5.3 All chemicals used must be within the expiry date.

5.4 Acceptable decanters should be used for dispensing of chemicals.

5.5 In the event of faulty soap dispensers an alternative dispenser should be

provided until the original dispenser is back to function.

The successful bidder must have the following equipment to ensure uninterrupted cleaning

services:

a) Major Equipment for office cleaning and vehicles

i. Vacuum cleaners

ii. Suction machines

iii. Steam cleaning machines

iv. Floor polish applicators

v. Safety warning sign

b) Major Equipment for gardening maintenance services

i. Grass Cutter and Trimmer machines.

ii. Sprayer and spreader for application of fertilizer, weed, insect control,

insecticides and pesticides.

iii. Hand tools mainly shovels, rakes, pruners, and other low tech garden tools.

iv. Buckets and lawn bags example heavy duty plastic bags and buckets.

v. Equipment trailer to remove waste and debris on site immediately.

vi. Safety equipment: Eye and ear protection, gloves, long sleeved protective

clothing, steel toed work boots.

c) Minor Equipment and other consumables

i. Roach traps, toilet wastepaper bins, buckets, dish cloths, blind dusters, long and

short step ladders, spider mops, long and short squeegee soft, hard brooms and

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mops, dust pans, feather dusters, yellow duster, toilet brushes and mutton cloth

protective clothing.

Note: The service provider must ensure prompt replacement of any malfunctioning equipment

to ensure uninterrupted services

6. Contract period

The successful bidder will enter into a Service Level Agreement (SLA) with ECOTP after

the award of the contract. The contract shall remain in force for a period of thirty-six (36)

months from the date of the appointment.

7. Communication and reporting

7.1 The successful bidder must assign a Project Manager during all execution phases

of this contract.

7.2 The name of the Project Manager together with relevant documentation must be

submitted to the Director: Facilities & Security Management, two weeks prior to

the commencement of the contract.

7.3 Should the Project Manager change during the tenure of the contract for whatever

reason, the Office of the Premier must be notified thereof and the person replacing

the Project Manager should be of equal or greater experience and management

skills relevant to the project.

7.4 The Project Manager is to report to the Deputy Director: Facilities & Security

Management.

7.5 The successful bidder must submit a report, on the last day of each month,

regarding the execution of the scope of work as outlined in this bid document.

7.6 A monthly meeting will be held in the first week of every month in Bhisho, to

discuss the report and any other issues arising during the month.

7.7 Daily signed Attendance register must be submitted with the monthly report.

7.8 Should any equipment be malfunctioning, the service provider must notify the

Deputy Director: Security and Facilities Management immediately.

7.9 The service provider is required to hold monthly meetings with his/her employees,

and a boardroom will be provided by the Office of the Premier, and submit the

attendance register to OTP.

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8. Conditions of contract

8.1. Security identification and vetting of employees

8.1.1. The successful bidder must submit a list of all employees to be deployed on the

contract, together with certified copies of their identity documents, to the Director:

Facilities and Security Management at least seven (7) days prior to commencement of

the contract.

8.1.2. The service provider must notify the Office of the Premier in writing of any staff

replacements or changes during the contract period.

8.1.3. All employees shall be subjected to security screening and vetting.

8.1.4. Any employee with negative security clearance must be replaced immediately.

8.1.5. The Office of the Premier reserves the right to terminate the contract should any

Company Director receive negative security clearance results.

8.1.6. A supervisor must be present on OTP premises at all times during service

execution.

8.2. Employee identification and protection

8.2.1. All employees must be easily identifiable by wearing designated uniform and

name tags.

8.2.2. All employees must wear appropriate PPE (Personal Protective Equipment).

8.2.3. All the above mentioned should be provided by the bidder.

8.3. Restoration of work areas

8.3.1. All office areas must be restored to their original condition after cleaning.

8.3.2. Furniture and equipment must be repositioned as found prior to cleaning.

8.3.3. No disruption to operational workspaces shall be permitted.

8.4. Indemnity, public liability insurance and liability

8.4.1. The service provider shall indemnify and hold harmless the Office of the Premier

against all claims including taxes, COIDA, and third‐party claims.

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8.4.2. The service provider must obtain Public Liability Insurance appropriate to OTP

assets.

8.4.3. Proof of insurance must be submitted within 21 days of contract

8.5. Continuity of services

8.5.1. The service provider must ensure uninterrupted service delivery.

8.5.2. Penalties shall apply for under‐performance or non‐performance.

8.6. Sub-contracting

8.6.1. Upon award of the bid, the successful bidder shall be required to submit a detailed work

schedule outlining how the project will be executed. The work schedule must clearly

indicate the methodology, timelines, and sequence of activities, taking into full

consideration the approved Scope of Work and specified Deliverables.

8.6.2. The successful bidder must submit:

• Proof of valid registration as a Pest Control Operator with Department of

Agriculture. The registration must be applicable to the category of pest control

services required and/or;

• Valid membership certificate from South African Pest Control Association (SAPCA)

or Pest Control Association of South Africa (PCASA)

8.6.3. Where the successful bidder is not duly registered or accredited to provide such

services, a fully registered and accredited Pest Control Operator must be sub-

contracted to render the services. Such bidders will therefore be expected to provide a

sub-contracting agreement within 21 days upon acceptance from day of the offer.

8.6.4. The sanitary / SHE Bins services must be provided by a reputable service provider in

compliance with The National Environmental Management: Waste Act . If

the successful bidder is not certified to provide such services, a certified company must

be sub-contracted. Such bidders will therefore be expected to provide a sub-contracting

agreement within 21 days upon acceptance from day of the offer.

8.7. Labour conditions

8.7.1. The successful bidder must submit a valid certified letter of good standing issued by

the Department of Employment and Labour on Compensation of Injuries and Diseases

Act (COIDA) within 21 days upon receipt of appointment letter.

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8.7.2. The successful bidder must submit a certified copy of a valid Compliance certificate

with Unemployment Insurance Fund issued by the Department of Employment and

Labour within 21 days after commencement of the contract.

8.7.3. Bidders are required to base their pricing on the current minimum wage rate and must

adhere to the National Minimum Wage act no. published by Minister of

Employment and Labour under Government Notice No. February 2025.

8.7.4. The department shall consider annual price escalations for the duration of the contract

in line with the minimum wage adjustments and/or sectoral determinations as gazetted

by the minister of Employment and Labour. Any approved price adjustment shall be

subject to the official rates published in the Gazette and will only apply upon formal

approval by the Office of The Premier.

8.7.5. The successful bidder must commit to pay the salaries and wages to employees at the

agreed date and with the applicable rate as per Sectoral Determination of cleaners.

OTP will monitor this through the request of payrolls and Electronic Funds Transfer

(EFT) printout.

8.7.6. The successful bidder is required to pay employees for five working days including the

public holidays that fall within working days as you will invoice the department as such.

8.7.7. The successful bidder must ensure that all cleaners and employees deployed for this

project are remunerated in accordance with the minimum wage rates and conditions of

employment prescribed by the Department of Employment and Labour and any

applicable Sectoral Determination or collective agreement regulating the Contract

Cleaning Sector.

8.7.8. The service provider must comply with the provisions of the Basic Conditions of

Employment Act, 1997 (Act No. ), the National Minimum Wage Act, 2018

(Act No. ), and Sectoral Determination 1 for the Contract Cleaning Sector, as

amended from time to time.

8.7.9. Proof of compliance may be requested by the Department at any stage during the

contract period.

9. Bid pricing structure

The following pricing instructions provide guidelines and requirements with regards to the bid

pricing structure and completion of the pricing schedule:

9.1. The following pricing instructions provide guidelines and requirements with regards to

the bid pricing structure and completion of the pricing schedule:

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9.2. Bidders are required to submit their bid prices by fully completing the pricing schedule

(Annexure A).

9.3. The bid price shall be deemed to be fixed for the contract period, and no price

adjustments shall be considered except for adjustments relating to the remuneration of

cleaning personnel.

9.4. Any adjustment to labour costs shall be limited to increases resulting from

amendments to the applicable Sectoral Determination, collective agreement,

bargaining council agreement, or any statutory minimum wage determination regulating

the cleaning sector. Such adjustments shall only be considered upon submission of

satisfactory documentary proof by the contractor and approval by the Department.

9.5. The costs to be inserted in the pricing schedule are to be fully inclusive of the work

described in the terms of reference. Such costs shall cover all expenses that may be

required for the execution of work described, and all general risks, liabilities as well as

overheads charges.

9.6. All rates and sums of money quoted in the pricing schedule must be in Rands and

whole cents.

9.7. All prices must be inclusive of VAT whether or not the bidder is registered for VAT.

Where suppliers are VAT registered, all rate proposed must be VAT inclusive and

presented in accordance with the stipulations of the VAT Act (Act no ). In the

event that the bidder does not include VAT, such bidder must absorb any cost

escalations, with the contractually agreed prices not allowed to increase. No payment

of VAT will be made to a supplier that quoted VAT that cannot prove its VAT registration

at the point of invoicing.

NB: Failure to complete the prescribed price schedule and failure to provide a price for

any of the items in the pricing schedule will result in a disqualification of the bid.

4.7. Car washing services

2.1 The objective of this bid is to appoint a suitably qualified, experienced and compliant

service provider to render integrated cleaning, hygiene and related support services at

the Eastern Cape Office of the Premier facilities. The appointment is intended to ensure

a clean, safe, hygienic and well‐maintained working environment that complies with the

7.1 The successful bidder must assign a Project Manager during all execution phases

of this contract.

7.2 The name of the Project Manager together with relevant documentation must be

submitted to the Director: Facilities & Security Management, two weeks prior to

the commencement of the contract.

7.3 Should the Project Manager change during the tenure of the contract for whatever

reason, the Office of the Premier must be notified thereof and the person replacing

the Project Manager should be of equal or greater experience and management

skills relevant to the project.

7.4 The Project Manager is to report to the Deputy Director: Facilities & Security

1. Company Experience and References 60 a) A completed Annexure B with the

details of previous cleaning hygienic

Bid Notice 3

Special Conditions of Bid 4 – 7

Specification 8– 20

Evaluation criteria 20 - 24

Submission of proposals 25

Annexure A (pricing schedule) 26 - 31

Annexure B (list of previous work) 32- 33

Annexure C (confirmation of references) 34

Invitation to bid (SBD 1) 35 - 36

Bidder’s Disclosure (SBD 4) 37 - 39

Preference Points Claim Form (SBD 6.1) 40 - 45

Form of offer 46

General conditions of contract 47 - 60

Compliance checklist 61

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pricing structure and completion of the pricing schedule:

9.1. The following pricing instructions provide guidelines and requirements with regards to

the bid pricing structure and completion of the pricing schedule:

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Services at the office of the premier buildings for a period 36 months.

9.2. Bidders are required to submit their bid prices by fully completing the pricing schedule

(Annexure A).

9.3. The bid price shall be deemed to be fixed for the contract period, and no price

adjustments shall be considered except for adjustments relating to the remuneration of

cleaning personnel.

9.4. Any adjustment to labour costs shall be limited to increases resulting from

amendments to the applicable Sectoral Determination, collective agreement,

bargaining council agreement, or any statutory minimum wage determination regulating

the cleaning sector. Such adjustments shall only be considered upon submission of

satisfactory documentary proof by the contractor and approval by the Department.

9.5. The costs to be inserted in the pricing schedule are to be fully inclusive of the work

described in the terms of reference. Such costs shall cover all expenses that may be

required for the execution of work described, and all general risks, liabilities as well as

overheads charges.

9.6. All rates and sums of money quoted in the pricing schedule must be in Rands and

whole cents.

9.7. All prices must be inclusive of VAT whether or not the bidder is registered for VAT.

presented in accordance with the stipulations of the VAT Act (Act no ). In the

event that the bidder does not include VAT, such bidder must absorb any cost

escalations, with the contractually agreed prices not allowed to increase. No payment

of VAT will be made to a supplier that quoted VAT that cannot prove its VAT registration

at the point of invoicing.

NB: Failure to complete the prescribed price schedule and failure to provide a price for

any of the items in the pricing schedule will result in a disqualification of the bid.

10. Evaluation criteria

Bids will be evaluated in three (3) phases as follows:

• Phase 1: SCM Compliance Requirements

• Phase 2: Functionality Criteria Evaluation

• Phase 3: Price and Specific Goals

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10.1 Phase 1: SCM compliance

Annexure a: pricing schedule

February 2025.

2. The rates for Year 2 and Year 3 of the contract may be subject to price escalation in accordance with the applicable gazetted labour

increases issued by the Minister of Employment and Labour. Any such escalation shall be considered subject to approval by the Office of

points submitted by bidders

allocated terms of this tender for points (80/20 system)

Youth owned entities 5

Women owned Entities 5 -ID document.

South African citizen – who, had no franchise in national elections prior to the introduction -Company registration of the Constitution of the Republic of South Africa, 1983 (Act ) or the Constitution of the Republic of South Africa, 1993, (Act )

SASSA registration or 5 Entities owned by people with disabilities confirmation of disability from a relevant authority

Enterprise located in Eastern Cape 2 Proof of address

a) 2+ = 20 points An average of the two 2024 and 2025

b) 1,26 to 1,9 = 15 points Current Ratios = Current Assets /

c) 1,25 = 10 points Current Liabilities will be used to score

points.

3 Proof of financial capacity from an 20 Provide a copy of valid bank rating

accredited financial institution or document indicating bank code rating (A,

registered credit provider. B, C) and this copy must not be older

than 30 calendar days prior to bid

a) R 3m and above = 20 points

closing.

b) R 2m – R 2 999m = 15 points

c) Letter of intent or bank code letter OR

with no indication of funds

Letter of intent from a registered credit

= 10 points provider.

Or

Overdraft facility from a registered

financial institution.

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NO. criteria total evidence

Weight

Note: The proof submitted must not be

older than 30 calendar days prior to bid

closing.

Total 100

10.3. Phase 3: price and specific goals

a) Only Bidders that have met all the requirements of the above criteria will be evaluated in

phase 3 for price and specific goals. Price and specific goals will be evaluated as follows:

b) In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement

Regulations,

c) 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

the table below as may be supported by proof/ documentation stated in the conditions of

this tender.

d) The applicable preference point system for this tender is the 80/20 preference point

system.

e) The maximum points for this tender are as follows:

Points

Price 80

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

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Specific goals for the tender and points claimed are indicated per the table below

Number of Documentation to be

points submitted by bidders

The specific goals allocated points in to validate their claim

allocated

terms of this tender for points

(80/20

system)

Youth owned entities 5

Women owned Entities 5 -ID document.

South African citizen – who, had no franchise

in national elections prior to the introduction

• Company registration

of the Constitution of the Republic of South

3 (cipc)

Africa, 1983 (Act ) or the

Constitution of the Republic of South Africa,

1993, (Act )

Proof of disability such as

SASSA registration or 5 Entities owned by people with disabilities

confirmation of disability

from a relevant authority

Enterprise located in Eastern Cape 2 Proof of address

Total

Note: failure to meet all of the above requirements will result in

A bid being disqualified

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8.3 Disputes between the Department and a bidder (if any) will be dealt with in the form of

litigation.

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8.4 The penalties will be as per the terms of reference.

8.1.6. A supervisor must be present on OTP premises at all times during service

execution.

8.2. Employee identification and protection

8.2.1. All employees must be easily identifiable by wearing designated uniform and

name tags.

8.2.2. All employees must wear appropriate PPE (Personal Protective Equipment).

8.2.3. All the above mentioned should be provided by the bidder.

8.3. Restoration of work areas

8.3.1. All office areas must be restored to their original condition after cleaning.

8.3.2. Furniture and equipment must be repositioned as found prior to cleaning.

8.3.3. No disruption to operational workspaces shall be permitted.

8.4. Indemnity, public liability insurance and liability

8.4.1. The service provider shall indemnify and hold harmless the Office of the Premier

against all claims including taxes, COIDA, and third‐party claims.

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8.4.2. The service provider must obtain Public Liability Insurance appropriate to OTP

assets.

8.4.3. Proof of insurance must be submitted within 21 days of contract

8.5. Continuity of services

8.5.1. The service provider must ensure uninterrupted service delivery.

8.5.2. Penalties shall apply for under‐performance or non‐performance.

8.6. Sub-contracting

8.6.1. Upon award of the bid, the successful bidder shall be required to submit a detailed work

schedule outlining how the project will be executed. The work schedule must clearly

indicate the methodology, timelines, and sequence of activities, taking into full

consideration the approved Scope of Work and specified Deliverables.

8.6.2. The successful bidder must submit:

• Proof of valid registration as a Pest Control Operator with Department of

(EFT) printout.

8.7.6. The successful bidder is required to pay employees for five working days including the

public holidays that fall within working days as you will invoice the department as such.

8.7.7. The successful bidder must ensure that all cleaners and employees deployed for this

project are remunerated in accordance with the minimum wage rates and conditions of

employment prescribed by the Department of Employment and Labour and any

applicable Sectoral Determination or collective agreement regulating the Contract

8.7.8. The service provider must comply with the provisions of the Basic Conditions of

Employment Act, 1997 (Act No. ), the National Minimum Wage Act, 2018

(Act No. ), and Sectoral Determination 1 for the Contract Cleaning Sector, as

amended from time to time.

8.7.9. Proof of compliance may be requested by the Department at any stage during the

contract period.

The word “Bidder” in these conditions shall mean and include any firm of Contractors or any company or body incorporated or unincorporated.

The word “Department” in these conditions shall mean the OFFICE OF THE PREMIER

CLOSING DATE 23 July 2026

Closing time 11h00 AM

Validity period 90 days

Bids will be evaluated in three (3) phases as follows:

• Phase 1: SCM Compliance Requirements

• Phase 2: Functionality Criteria Evaluation

• Phase 3: Price and Specific Goals

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10.1 Phase 1: SCM compliance

Document that must be submitted Explanatory information

1. Invitation to Bid – SBD 1 Complete and sign the supplied document

2. Declaration of Interest – SBD 4 Complete and sign the supplied document

3. Preference Point Claim Form – Complete and sign the supplied document

Sbd 6.1

4. Registration on Central Supplier Bidders must be registered on Central Supplier Database

Database (CSD) (CSD) prior to submitting the bid proposal. For registration,

visit https://secure.csd.gov.za/ to obtain your vendor

number. Submit CSD printout as proof of registration.

5. Tax matters No bid shall be awarded to a bidder whose tax matters are

not in order or whose tax status is non-compliant. Bidder’s

tax compliant status will be verified through CSD and tax

status compliance pin.

10.2 Phase 2: functionality evaluation criteria

a) Functionality will be based on the evaluation criteria noted in the table below, each of the

evaluation criteria will carry a weighting as indicated.

b) The bidder must score a minimum of 70 out of the 100 points for Functionality in order to

qualify for further evaluation in phase 3 (Price and Specific goals).

c) The Department reserves a right to validate the submitted information as part of the

evaluation process.

NO. criteria total evidence

Weight

1. Company Experience and References 60 a) A completed Annexure B with the

details of previous cleaning hygienic

Bidders must demonstrate experience in

services not older than ten (10)

provision of cleaning and hygienic

years.

services in an office environment:

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NO. criteria total evidence

Weight

b) A purchase orders / letters of award /

contract corresponding to the

a) 9 projects and above = 60 points

projects / contracts provided.

b) 5 – 8 projects = 40 Points

c) 3 - 4 projects = 20 Points c) Reference letters, provided in the

template Annexure C corresponding

with the list of events provided in

Annexure B

d) The reference letter must be signed

and dated by one of the following

personnel: Head of Supply Chain, or

Project Leader.

2 Financial statements 20 Audited or reviewed financial

Audited or reviewed financial statements statements for the year ending 2024

as presented by an independent auditor. and 2025 as presented by an

Current Ratios = Current Assets / Current independent auditor or accountant.