Cleaning & hygiene services + supply of cleaning materials – two sites, 36-Month contract

Bid documents available from 09h00 on Friday 28 August 2026 on www.ectransport.gov.za and www.e-tenders.gov.za. Compulsory clarification meeting: Monday 7 September 2026 at 10:00 sharp at Stellenbosch Park; latecomers after 10:15 not admitted; no tender documents available at the meeting. Closing date and time: 21 September 2026 at 11H00. Bid validity period: 60 days from closing date.

Compulsory clarification meeting at Stellenbosch Park on Monday 7 September 2026 at 10:00 sharp. Latecomers after 10:15 not allowed. No tender documents available at meeting. Bid documents available from 09h00 on Friday 28 August 2026 from Departmental website (www.ectransport.gov.za) and e-tenders portal (www.e-tenders.gov.za).

Administrative enquiries: Mr P. Nqikashe – Tel 043 6047 7727, Cell 067 419 8001. Technical enquiries: Mr M. Jama – Cell 072 123 7157. eSubmission technical support: National Treasury – [email protected], +27(0)12 406 9222, 012 406-9229, 012 312-5000. Department of Transport, Private Bag X0023, Bhisho 5605.

Submission method: Completed bid documents must be submitted on the eTender Publication Portal (eSubmission) not later than 11H00 on 21 September 2026. No late, posted, telephonic, or faxed bids will be considered. Bidders must complete all forms in black ink; mistakes must be crossed out with a single line, the correct entry written above, and the correction initialled. Bids must be submitted on the forms bound in the document; unbound and rebound documents may be deemed unacceptable. No unauthorised amendments to the bid form or any part of the document are permitted. Bids must not contain qualifications. All required information and documentation must be submitted with the bid. Returnable forms (Section 5, pages 36–63) must be completed, signed and submitted. Technical eSubmission queries: National Treasury – [email protected], +27(0)12 406 9222, 012 406-9229, 012 312-5000.

Forms to be completed by bidder (Section 5, pages 36–63). Completed bid documents must be submitted on eTender Publication Portal (eSubmission) not later than 11H00 on 21 September 2026. Bidders must complete all forms in black ink. Mistakes not erased – line through incorrect entry, correct entry written above and initialled. Bids submitted on forms bound in document. No unauthorised amendments. Bids must not have qualifications. All required information and documentation must be submitted with bid.

Bids evaluated on an 80/20 preference point system per the Preferential Procurement Policy Framework Act and 2022 Regulations. Price: 80 points (lowest price receives 80 points; other bidders receive points proportionally). Specific goals (20 points): Women Equity Ownership – 8 points (% ownership per CIPC/CSD); Youth Ownership – 5 points; Locality – Preferred address on CSD in Eastern Cape 7 points; Eastern Cape address unchanged for 3+ years 3 points; Outside Eastern Cape (including preferred/alternative address less than 3 years) 3 points. Black ownership points calculated via formula (SGP = Specific goals points, MHDI = Maximum points for HDI, BOE = Black Ownership Equity) using CSD report; onus on bidder to provide proof of ownership equity status. Locality means a fully functional office within the Eastern Cape; satellite office means maximum 3 personnel full-time. Minimum functionality/qualifying thresholds: bidder must meet all mandatory compliance requirements (CSD registration, tax compliance, UIF, COIDA, public liability insurance R1 million, provident fund registration, waste disposal authorisation, Sectoral Determination 1 wage compliance, minimum experience R800 000 contract in last 3 years, supervisor Grade 10/English/1 year experience/OHS-SHE Rep certificate, staff fingerprint clearance/health checks/PPE/security awareness training). Failure to meet any minimum requirement renders the bid non-responsive.

Scope: Appointment of two service providers for cleaning and hygiene services and supply of cleaning materials for 36 months. Site allocation: one provider for Stellenbosch Park (Head Office, Schornville); one provider for Erf 5000, TBN and FNB Buildings at Bhisho. Total area: Stellenbosch Park campus 8 320.2 m² (New Building Ground/First Floors, Old Building Ground/First Floors, White House, Rondavel, ENATIS Building, Guard House, TBN Building); Erf 5000 campus 4 322 m² (1st, 3rd, 4th Floors). Detailed room/toilet counts per floor provided. Deliverables: daily cleaning of all offices, toilets, passages, kitchenettes, boardrooms, windows, floors, glass doors; deep cleaning of toilets (walls, floors, equipment, fittings, windows) monthly; floor stripping and polishing of tiles quarterly at Erf 5000; daily performance duty sheet at each toilet door, signed by cleaner, inspected every 30 minutes by supervisor, signed daily by departmental representative; cleaning completed before 08h00 daily; dusting daily, polishing weekly of furniture/equipment; refuse removal daily (morning and 14h00); telephone disinfection daily; wooden furniture polished weekly; curtains dusted daily; windowpanes washed quarterly; mirrors/glass doors/partitions kept neat. Floor surfaces: ceramic/quarry/cement floors wiped; carpets vacuumed twice weekly, entrance mats swept daily, steam cleaned annually; cleaning machines required; safety equipment for high areas (ladders, windows) per OHS Act. Toilets: hourly monitoring for paper, cleaning, mopping, sanitary bin emptying; floors washed daily with disinfectant; pans/urinals disinfected daily; basins/mirrors cleaned twice daily; supply of toilet paper, soap, paper towels, deodorant blocks; wall-mounted/electronic air fresheners installed; roster of cleaning staff and times posted behind toilets and submitted to Project Manager. Storerooms cleaned bi-monthly under departmental supervision. Supply of materials over 36 months: 2-ply toilet paper 10×48 bales monthly; toilet brushes one per cubicle once-off; urinal deodorant blocks/mats 18 urinals monthly; cleaning detergents (JIK, Pine Gel, Handy Andy, air freshener) monthly; cleaning equipment (brooms, mops, feather dusters, dustpans, dust cloths) as required. Equipment supply/installation/maintenance: air fresheners (monthly replacement, 8 new installations); hand soap dispensers (once-off supply, 8 new); hand soap replenishment (monthly, 8); toilet wall bins (once-off, 8 units 310×300 mm). Department retains ownership of installed equipment on contract expiry. Manpower: 1 on-site supervisor; staff numbers per scope; working hours 06h00–15h00 Monday–Friday. Equipment/materials provided by contractor: industrial mop, vacuum cleaner, floor polisher/machine, polishes, air fresheners, Windowlene, toilet cubes, toilet papers, mops, cloths, step ladders, feather dusters, yellow dusters, floor stripper, brooms, all-purpose cleaner, toilet disinfectant, squeeze buckets, dish cloths, cleaning liquids (Sunlight, Jik, Handy Andy, Domestos), toilet brushes (replace annually), dust pans, spill mops. Staff requirements: supervisor on site daily (monthly toolbox talks with proof to DoT Project Manager); supervisor attends all DoT meetings; all staff fingerprint clearance before contract start (forms from Security Permit Office); general health checks at start and every 2 years; PPE (gloves, safety shoes, reflector with company logo, uniform, masks, goggles) – new uniform annually, 3 months to provide; security awareness training from SACAA-accredited institution within 3 months (refresher every 2 years at contractor cost); new/replacement staff trained at contractor cost.

Cleaning services include daily cleaning of offices, toilets, passages, kitchenettes, boardrooms, windows, and floors. Deep cleaning of toilets monthly, floor stripping and polishing quarterly at Erf 5000. Daily performance duty sheets to be placed at back of each toilet door, completed and signed by cleaner, inspected every 30 minutes by supervisor, and signed daily by departmental representative. Cleaning to be completed before 08h00 daily. Dusting daily and polishing weekly of office furniture and equipment. Working hours 06h00 to 15h00 Monday to Friday. 1x On-site Supervisor required. Toolbox talks monthly with proof submitted to DoT Project Manager. Supervisor to attend all DoT meetings and report on cleaning status.

Minimum requirements: Supervisor must have Grade 10, read and write English, at least one year experience, OHS/SHE Rep Certificate or Company certificate (CV and qualification must be attached). Company must have successfully performed at least one contract with value of R800 000 in last 3 years in cleaning services. Company experience must include nature of work, duration, value, year completed (bid award letter/signed contract on client letterhead). Proof of physical address for office establishment required (CSD primary address used). Failure to meet any minimum requirement renders bidder non-responsive.

Monitoring and reporting: Project steering committee established to monitor performance and certify invoices prior to payment. Daily performance duty sheets at each toilet door, inspected every 30 minutes by supervisor, signed daily by departmental representative. Employer may perform tests to ensure service meets specification. Contractor responsible for training staff on emergency plan guidelines provided by Employer's Emergency Co-ordinator. If employee not performing satisfactorily, Contractor must remove and replace with competent staff member. Service Level Agreement may be agreed in writing for additional quality requirements and performance measurement provisions.

Supply of products over 36-month contract period: 1) 2-ply white standard toilet paper – 10 × 48 bales monthly; 2) Toilet brushes for all toilets – one per cubicle once-off; 3) Urinal deodorant blocks/mats – 18 urinals monthly; 4) Cleaning materials (detergents, JIK, Pine Gel, Handy Andy, air freshener) – monthly basis for duration; 5) Cleaning equipment (brooms, mops, feather dusters, dustpans, dust cloths) – as and when required for duration of contract. Pricing must be firm for three years including employee increments. VAT inclusive.

Pricing must be firm for the full 36-month contract period including employee increments. All bid rates must include VAT. Pricing must comply with Sectoral Determination 1 (Contract Cleaning Sector) wage rates; any bid proposing wages below the sectoral minimum will be rejected. Public liability insurance coverage of R1 million required; insurance certificates must be furnished on effective date of agreement with Employer named as additional insurer, 30 days prior written notice of cancellation/material alteration, insurer waiver of subrogation rights against Employer, cross-liability clause included. Contractor indemnifies Department against loss/damage/theft/destruction of Department property and third-party claims arising from contractor acts/omissions. Contractor liable for additional costs if failing to enter contract after award. No bidder costs reimbursed during proposal process.

Mandatory pre-qualification: Registration on Central Supplier Database (CSD) prior to bid submission; valid Tax Compliance Status PIN code for SARS verification; good standing with SARS verified on CSD. Mandatory documentation with bid: Proof of UIF registration; proof of Workmen's Compensation (COIDA) registration; proof of Public Liability Insurance to value of R1 million; proof of Provident Fund registration; valid certified copy of Waste Disposal Authorisation Certificate or signed agreement for safe disposal of feminine hygiene waste in compliance with OHS Act and National Environmental Management Waste Act. Legislative compliance required with: Basic Conditions of Employment Act; Sectoral Determination 1 (Contract Cleaning Sector); Occupational Health and Safety Act; Compensation for Occupational Injuries and Diseases Act; Unemployment Insurance Contributions Act; Unemployment Insurance Act; National Minimum Wage Act; Labour Relations Act; Employment Service Act. Minimum experience: Company must have successfully completed at least one cleaning services contract valued at R800 000 in the last 3 years; provide bid award letter/signed contract on client letterhead showing nature, duration, value, year completed. Key personnel: Supervisor – Grade 10, English literacy, minimum 1 year experience, OHS/SHE Rep Certificate or Company certificate (CV and qualifications attached). Staff: Fingerprint clearance before contract start; health checks at start and every 2 years; PPE provided (annual renewal); Security Awareness training from SACAA-accredited institution within 3 months (refresher every 2 years). No directors/partners/employees employed by the state. Not listed on Register of Tender Defaulters (Prevention and Combating of Corrupt Activities Act 2004). No abuse of SCM system or prior contract failure with written notice. Joint ventures/consortiums: signed agreements by all partners, each party compliant with all bidding requirements. Proof of physical address for office establishment (CSD primary address used).

B-BBEE evaluation through specific goals points: Women Equity Ownership 8 points, Youth Ownership 5 points, Locality points (Eastern Cape address 7 points, Eastern Cape address 3+ years 3 points, outside Eastern Cape 3 points). Black ownership points calculated via formula using CSD report. Onus on bidder to provide proof of ownership equity status. Historically Disadvantaged Individual (HDI) defined as South African citizen who had no franchise in national elections due to apartheid policy.

Occupational Health and Safety: Contractor acknowledges awareness of OHS Act terms, is employer in own right with duties under Act, agrees to perform services and use equipment in accordance with Act, accepts accountability for employees and subcontractors, agrees to comply with Employer's health and safety rules, will inform Employer immediately if unable to comply. Contractor shall appoint duly authorised representative per Section 16(1) and (2) of Act. Contract constitutes agreement per Section 37(2) of Act. All staff to have general health checks at start of contract and every 2 years thereafter. All staff to receive correct PPE (gloves, safety shoes, reflector with company logo, uniform, masks, goggles) – new uniform annually, company given 3 months to provide. Safety equipment for high areas (windows, ladders) per OHS Act. No cleaners containing solvents (thinners) allowed on carpets.

Waste disposal: Valid certified copy of Waste Disposal Authorisation Certificate or signed agreement by both parties for safe disposal of feminine hygiene waste in compliance with Occupational Health and Safety Act and National Environmental Management Waste Act. Refuse including contents of refuse bins and waste-paper baskets removed daily in morning and after lunch (14h00). Refuse bins, waste and paper baskets supplied by contractor.

Contract period: 36 months from date of acceptance of award/purchase order. Bid validity: 60 days from closing date. General Conditions of Contract (GCC) latest version applies (obtainable from National Treasury website); special conditions prevail over GCC in case of conflict. Contractor indemnifies State/Employer against any loss, damage, claims from third parties arising from acts/omissions of personnel or failure to provide services. Contractor liable for loss/damage/theft/destruction of Department property; must immediately inform Department. Insurance requirements: Employer named as additional insurer; 30 days prior written notice of cancellation/material alteration; insurers waive subrogation rights against Employer; cross-liability clause included. Professional indemnity, all risks, insurances, warranties, guarantees, licensing and on-site support required. Contractor may only sub-contract with prior written consent of Employer; remains liable for performance. Strikes by personnel will not influence service rendering. Transfer management upon termination: Contractor assists Employer to transfer services to Employer or new provider; provides all information/documentation except proprietary/confidential. Breach and termination per GCC. Penalties: 5% of invoice amount deducted if Contractor fails to produce registers as specified in Project Specification. Special conditions: Service provider to charge fees not higher than Department of Labour rates; critical to present credentials of key personnel; Department will not contract with company having directors/partners/employees employed by the state; all documents submitted become property of DOT; service provider undertakes to provide professional resources for project objectives; consortium/joint venture partners must attach signed agreements and each comply with all bidding requirements; service provider acts as independent contractor and faithful adviser to DOT; work executed strictly per contract to DOT satisfaction; service provider deemed satisfied with rates/prices; no authority to bind DOT or incur liability on DOT behalf; DOT not liable for bidder costs during proposal process; service provider attends meetings when required; replacement of cleaners not allowed except in extreme cases with written agreement and equivalent/higher training.

Special conditions: Service provider to charge fees not higher than Department of Labour rates. Critical to present credentials of key personnel. Department will not contract with company having directors/partners/employees employed by the state. All documents submitted become property of DOT. Service provider undertakes to provide professional resources for project objectives. Consortium/Joint Venture partners must attach signed agreements and each comply with all bidding requirements. Service provider acts as independent contractor. Service provider acts as faithful adviser to DOT, acts fairly between DOT and third parties. Work executed strictly per contract to DOT satisfaction. Service provider deemed satisfied with rates/prices. No authority to bind DOT or incur liability on DOT behalf. DOT not liable for bidder costs during proposal process. Service provider attends meetings when required. Replacement of cleaners not allowed except in extreme cases with written agreement and equivalent/higher training. Due to hybrid working arrangements, Department may operate with reduced occupancy or temporary shutdowns (including fumigation); service provider shall not bill for days no services rendered; prior notification of suspension/reduction provided; service provider invoices strictly per services rendered and cleaners deployed per schedule from Project Manager.

Mandatory documentation: Tax Compliance Status PIN code; pricing in accordance with Sectoral Determination 1 (Contract Cleaning Sector); proof of UIF; proof of workmen's compensation; proof of liability coverage to value of R1 million; proof of registration with Provident Fund; valid certified copy of Waste Disposal Authorisation Certificate or signed agreement for safe disposal of feminine hygiene waste in compliance with Occupational Health and Safety Act and National Environmental Management Waste Act. Legislative compliance required with Basic Conditions of Employment Act, Sectoral Determination 1, Occupational Health and Safety Act, Compensation for Occupational Injuries and Diseases Act, Unemployment Insurance Contributions Act, Unemployment Insurance Act, National Minimum Wage Act, Labour Relations Act, Employment Service Act. Registration on Central Supplier Database (CSD) mandatory prior to bid submission. Good standing with SARS verified on CSD. No directors/shareholders listed on register of tender defaulters. No abuse of SCM system or failure to perform on previous contracts.

Bids evaluated on 80/20 preference point system per PPPFA and 2022 Regulations. 80 points for price (lowest price gets 80, others proportionally). 20 points for specific goals: Women Equity Ownership 8 points (% ownership per CIPC/CSD); Youth Ownership 5 points; Locality: Preferred address on CSD in Eastern Cape 7 points; Eastern Cape address not changed in last 3 years 3 points; Outside Eastern Cape 3 points (including preferred address less than 3 years, alternative address less than 3 years). Black ownership points calculated via formula: SGP = Specific goals points, MHDI = Maximum points for HDI, BOE = Black Ownership Equity. CSD report used for verification. Onus on bidder to provide proof of ownership equity status. Locality means fully functional office within Eastern Cape; satellite office means max 3 personnel fulltime.