Tender for comprehensive cleaning, hygiene, pest control, and food service aid for the department of electricity and energy

Submit the following returnable documents: - A completed SBD4 Bidder’s Disclosure form, including: (a) Declaration of whether the bidder or any directors/trustees/shareholders/members/partners (or persons with controlling interest) are state employees. If yes, provide full names, ID numbers, and state employee numbers. (b) Declaration of any relationship with employees of the procuring institution. If yes, provide particulars. (c) Declaration of any interest in related enterprises bidding for this contract. If yes, provide particulars. - Certification that the bid was prepared independently, without collusion with competitors or officials. - Certification that bid terms have not been disclosed to competitors before official opening. - Acceptance that false declarations may lead to bid rejection, legal action, or a 10-year public sector restriction. - Sign and date the form. Bids from persons listed in the Register for Tender Defaulters or List of Restricted Suppliers will be automatically disqualified.

Required returnable documents: - Completed SBD4 Bidder’s Disclosure form with all declarations (state employment, conflicts of interest, related enterprises). - Signed certification of independence, non-collusion, and non-disclosure of bid terms. - Acceptance of potential penalties for false declarations, including bid rejection, legal action, or a 10-year public sector restriction. Note: Bidders listed in the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

Automatic disqualification applies to: - Persons listed on the Register for Tender Defaulters. - Persons on the List of Restricted Suppliers. Bidders must: - Disclose state employment of directors/shareholders or persons with controlling interest. - Declare any relationship with procuring institution employees. - Declare any interest in related enterprises bidding for this contract. - Certify no collusive arrangements with competitors or officials. - Comply with PFMA SCM Instruction 22 on preventing and combating supply chain abuse. Non-compliance may result in disqualification, legal penalties, or a 10-year public sector restriction.

Bidders must: - Not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers. - Disclose any state employment, conflicts of interest, or related enterprise involvement. - Certify compliance with anti-collusion and anti-corruption provisions, including PFMA SCM Instruction /22 and the Prevention and Combating of Corrupt Activities Act. Non-compliance may result in disqualification, legal penalties, or a 10-year public sector restriction.

Evaluation uses either the 80/20 or 90/10 Preferential Procurement system, determined by the lowest/highest acceptable tender value. Maximum 100 points total: 80 for price, 20 for specific goals. Price scoring formula (80/20): Ps = 80(1 - (Pt - Pmin)/Pmin). For income-generating contracts: Ps = 80(1 + (Pt - Pmax)/Pmax). Specific goals: 4 points each for Black-owned, Women-owned, Youth-owned, Disabled-owned enterprises, or SMMEs (QSE/EME). Supporting documentation is mandatory to claim points.

Price must include all applicable taxes and exclude unconditional discounts. Rand value is the total estimated contract value at bid invitation. No pricing schedule template or bill of quantities provided.

Price must include all applicable taxes and exclude unconditional discounts. Rand value is the total estimated contract value at bid invitation. No pricing schedule, bonds, guarantees, or payment terms are specified in this document. Bidders must refer to the full tender for financial details.

Mandatory: SBD 6.1 form, company registration details (name, number, type), and signed declaration. Supporting documentation required for B-BBEE, ownership (Black, Women, Youth, Disabled), or SMME status to claim preference points. CSD registration and tax clearance are implied for verification. Fraudulent claims may lead to disqualification, cost recovery, contract cancellation, 10-year government business restriction, or criminal prosecution.

Specific goals: 4 points each for Black-owned, Women-owned, Youth-owned, Disabled-owned enterprises, or SMMEs (QSE/EME). Supporting documentation is mandatory to claim points. Organ of state may verify claims at any stage. Fraudulent claims may result in disqualification, cost recovery, contract cancellation, 10-year government business restriction, or criminal prosecution.

Tax Clearance Certificate (TCC) requirements: Bidders must have taxes in order or satisfactory arrangements with SARS. To comply: Complete and submit form TCC 001 to any SARS branch or via eFiling (requires eFiler registration at www.sars.gov.za). SARS issues a TCC valid for 1 year from approval. The ORIGINAL TCC must be submitted with the bid; certified copies are NOT accepted. Failure to submit a valid original TCC will invalidate the bid. For Consortia, Joint Ventures, or Sub-contractors: Each party must submit a separate TCC. TCC 001 forms are available at SARS branches or www.sars.gov.za.

Tax compliance: Bidders must ensure taxes are in order or have satisfactory arrangements with SARS. Required actions: Complete form TCC 001 and submit to any SARS branch or via eFiling (registration required at www.sars.gov.za). SARS issues a 1-year valid TCC. Original TCC must accompany the bid; certified copies are invalid. Non-submission of original TCC disqualifies the bid. Consortia/Joint Ventures/Sub-contractors: Each entity must provide a separate TCC. Forms available at SARS branches or www.sars.gov.za.

Closing date: 25 June 2026. Closing time: 11:00.

Bid enquiries: Mr. Samuel Msiza, Department of Electricity and Energy. Tel: 012 406 7910. Email: [email protected]. Technical enquiries: Mr. David Moima. Tel: 012 406 7559. Email: [email protected]. All technical enquiries must be directed in writing.

Submit the following returnable documents as part of your bid: Pricing Schedule (SBD 3.3) with all required details completed. Ensure all applicable taxes (VAT, PAYE, income tax, UIF contributions, skills development levies) are included in the bid price. Offer must remain valid for 120 days from the closing date of the bid.

Eligibility criteria are not explicitly stated in this pricing schedule document. Bidders should refer to the complete tender documentation for SBD 1 (Part 1 and 2), SBD 4, SBD 6.1, and other standard bid documents that typically contain eligibility requirements including registration on supplier databases, tax clearance status, and company registration verification.

Scope: Cleaning services, hygiene services, ablution deep cleaning, pest control/fumigation, and food service aid for the Department of Electricity and Energy. Contract duration: 12 months. Bidders must use the accompanying information to formulate proposals. Ceiling price must be indicated, covering total estimated time for completion of all phases, including all expenses and applicable taxes. Rates for personnel involved in the project must be specified (hourly and daily). Certified invoices must be rendered as per the terms.

Pricing must be in ZAR, inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Requirements: Ceiling price for the total project. Breakdown of costs per phase, including man-days. Travel expenses (rate/km, total km, class of air travel). Other expenses (e.g., accommodation, telephone, reproduction costs). Proof of expenses must accompany certified invoices. Specify if rates are firm for the contract period or subject to adjustments (e.g., CPI). Offer validity: 120 days from closing date.

Pricing must be in South African Rand (ZAR), inclusive of all applicable taxes (VAT, PAYE, income tax, UIF contributions, skills development levies). Bidders must provide: Ceiling price for the total project. Breakdown of costs per phase, including man-days. Travel expenses (rate/km, total km, class of air travel). Other expenses (e.g., accommodation, telephone, reproduction costs). Proof of expenses must accompany certified invoices. Specify if rates are firm for the full contract period or if adjustments (e.g., CPI-based) will apply. Offer must remain valid for 120 days from the closing date.

Submit all returnable documents as specified in the Special Conditions of Contract (SCC). Key points:

• SCC must be compiled separately for each bid where applicable.
• SCC provisions take precedence over General Conditions of Contract (GCC) in case of conflict.
• GCC is mandatory in all bid documents and cannot be amended.
• Ensure compliance with all SCC requirements, including performance security, delivery schedules, inspection protocols, and payment terms.

Evaluation is based on compliance and integrity. Key criteria:

• Tax compliance: Original SARS tax clearance certificate is mandatory. No contract will be awarded to bidders with outstanding tax obligations.
• Anti-corruption: Suppliers must not engage in corrupt, fraudulent, or collusive practices. Violations may result in contract termination, blacklisting for up to 10 years, and legal action.
• Performance security: Must be provided within 30 days of contract award notification. Form and amount are specified in SCC.
• Restrictive practices: Suppliers found guilty of collusive bidding or bid rigging by the Competition Commission may face bid invalidation, contract termination, blacklisting, or damages.

Scope of services for a 12-month period:

• Cleaning services
• Hygiene services
• Ablution deep cleaning
• Pest control and fumigation
• Food service aid

Quality and compliance:

• All goods and services must conform to standards specified in the bidding documents and SCC.
• Premises must be accessible for inspection by the Department or its representatives at reasonable hours if required by bid conditions.
• Pre-bidding testing costs are the bidder’s responsibility.
• During the contract, the purchaser arranges and pays for inspections if supplies/services comply. Non-compliant items incur inspection costs at the supplier’s expense.
• Non-compliant supplies/services may be rejected. Supplier must remove and replace them at their own cost and risk. Failure to replace may result in the purchaser procuring substitutes at the supplier’s expense.
• Purchaser retains the right to cancel the contract for breach of conditions.

Quality assurance and inspection requirements:

• Goods/services must conform to standards specified in bidding documents and SCC.
• Premises must be open for inspection by the Department or its representatives at reasonable hours if required by bid conditions.
• Pre-bidding testing costs are for the bidder’s account.
• If inspections are required during the contract period:
• Purchaser arranges and pays for testing if supplies/services comply.
• Non-compliant supplies/services incur inspection costs at the supplier’s expense.
• Non-compliant supplies/services may be rejected. Supplier must remove and replace them at their own cost and risk.
• Failure to replace may result in the purchaser procuring substitutes at the supplier’s expense.
• Purchaser retains the right to cancel the contract for breach of conditions.

Payment and pricing:

• Payment method, conditions, and currency (default: Rand) are specified in SCC.
• Supplier must submit an invoice with a copy of the delivery note and fulfill all contractual obligations.
• Payments will be made within 30 days of invoice submission unless otherwise stipulated in SCC.
• Prices must match the bid quote unless adjusted per SCC or bid validity extension.

Performance security:

• Successful bidder must provide performance security within 30 days of contract award notification.
• Amount and form (e.g., bank guarantee, irrevocable letter of credit, cashier’s/certified cheque) are specified in SCC.
• Security is discharged and returned within 30 days of contract completion, including warranty obligations.

Penalties:

• Delays in delivery or performance may incur penalties calculated using the current prime interest rate per day of delay.
• Purchaser may terminate the contract for persistent delays or defaults.

Tax compliance:

• Original SARS tax clearance certificate is mandatory prior to contract award. No contract will be awarded to bidders with outstanding tax matters.
• Local suppliers are responsible for all taxes, duties, and levies until delivery.
• Foreign suppliers are responsible for all taxes and levies imposed outside South Africa.

Anti-corruption and fraud:

• Corrupt or fraudulent practices (e.g., bribery, collusive bidding) may result in contract termination, blacklisting for up to 10 years, and legal action.
• Suppliers found guilty by the Competition Commission of collusive bidding may face bid invalidation, contract termination, blacklisting, or damages.

General compliance:

• Contracts are governed by South African law and must be written in English.
• Suppliers must indemnify the purchaser against third-party claims of patent, trademark, or industrial design infringement.
• Suppliers must maintain full insurance for goods against loss or damage during manufacture, transportation, storage, and delivery as per SCC.
• National Industrial Participation Programme (NIPP) applies to contracts subject to NIP obligations, as administered by the Department of Trade and Industry.

Contract duration and terms:

• Duration: 12 months.
• General Conditions of Contract (GCC) apply to all bids and contracts and cannot be amended.
• Special Conditions of Contract (SCC) supplement GCC and prevail in case of conflict.

Performance and delivery:

• Supplier must deliver goods/services as per the contract schedule. Delays may incur penalties (prime interest rate per day) or termination.
• Supplier must notify purchaser in writing of any delays, including cause and likely duration. Purchaser may grant extensions with or without penalties.
• Purchaser may procure substitute goods/services at the supplier’s expense if delays occur.

Termination:

• Purchaser may terminate the contract for default (e.g., failure to deliver, non-performance, corrupt/fraudulent practices) via written notice.
• Termination may include blacklisting the supplier from public sector business for up to 10 years.
• Supplier may be terminated in cases of insolvency or force majeure (e.g., natural disasters, wars, epidemics).

Amendments and assignments:

• Contract terms can only be modified via written amendments signed by both parties.
• Supplier cannot assign obligations without purchaser’s prior written consent.
• Subcontracts must be notified in writing; supplier remains liable for all obligations.

Dispute resolution:

• Disputes must first be resolved via mutual consultation within 30 days.
• If unresolved, either party may initiate mediation. Failing mediation, disputes may be settled in a South African court.
• Parties must continue performing obligations during dispute resolution unless otherwise agreed.

Liability and indemnity:

• Supplier is liable for direct damages but not for indirect/consequential losses (e.g., loss of profits) unless due to criminal negligence or willful misconduct.
• Aggregate liability is capped at the total contract price, excluding costs for repairing/replacing defective equipment.
• Supplier must indemnify purchaser against third-party claims for patent/trademark infringement.

Insurance and warranty:

• Goods must be fully insured against loss/damage during manufacture, transport, storage, and delivery as per SCC.
• Supplier warrants goods are new, unused, and free from defects for 12 months post-delivery (or 18 months post-shipment, whichever is earlier).
• Supplier must repair/replace defective goods at no cost upon written notice. Failure to do so allows purchaser to take remedial action at supplier’s expense.

National Industrial Participation Programme (NIPP):

• NIPP applies to contracts subject to NIP obligations, as administered by the Department of Trade and Industry.

Prohibition of restrictive practices:

• Collusive bidding or bid rigging is prohibited under the Competition Act. Suppliers found guilty may face bid invalidation, contract termination, blacklisting, or damages.

Special Conditions of Contract (SCC) details:

• SCC are specific to each bid and supplement the General Conditions of Contract (GCC).
• SCC prevail over GCC in case of conflict.
• SCC specify requirements such as:
• Performance security amounts and forms (e.g., bank guarantee, irrevocable letter of credit).
• Delivery schedules and inspection protocols.
• Payment terms and conditions.
• Additional obligations or deviations from GCC.

• Attach proof for all points claimed as outlined on the SBD 6.1 form.

• Mandatory compliance with SBD 4 and SBD 6.1 forms.\n Bidders must be registered on the Central Supplier Database (CSD).\n Dates on SBD forms must fall within the bid advert period.\n* Failure to fully complete forms or provide required proof will likely result in disqualification.

• The scope involves providing cleaning services, hygiene services, ablution deep cleaning, pest control/fumigation, and food service aid for the Department of Electricity and Energy.\n* Contract duration: 12 months.

• Valid Central Supplier Database (CSD) report is mandatory.\n Complete SBD 4 in full, disclosing any interests your company or its directors have in other companies. Information must match your CSD report.\n Complete SBD 6.1 in full. Information must align with your CSD Reports. Attach proof for all B-BBEE or preference points claimed.

• SCM/Bidding Procedure Enquiries: Mr. Samuel Msiza, Tel: 012 406 7910, Email: [email protected]\n Technical Enquiries: Mr. David Moima, Tel: (012) 406 7790, Email: [email protected]\n Submission Address: Department of Electricity and Energy (DEE), 192 Cnr Visagie and Paul Kruger Street, Matimba Building, Pretoria, 0001

• Submit bids using the official forms provided — do not re-type or alter them.\n Deposit bids in the bid box at: Department of Electricity and Energy (DEE), 192 Cnr Visagie and Paul Kruger Street, Matimba Building, Pretoria, 0001.\n Deadline: Strictly 11:00 on 25 June 2026. Late bids will be rejected.\n Include proof of authority (e.g., company resolution) when signing the bid.\n Ensure all returnable documents are fully completed. Incomplete submissions may be disqualified.\n Bids are subject to the Preferential Procurement Policy Framework Act, 2000, and the General Conditions of Contract (GCC).\n The successful bidder must sign the SBD7 contract form before work begins.

• Completed SBD1 form with all supplier information fields.\n TCS PIN from SARS or CSD number (or printed TCS certificate).\n Proof of authority to sign bid (e.g., company resolution).\n Completed foreign supplier questionnaire (if applicable).\n SBD7 contract form (required from successful bidder only).\n* Note: This document does not list all returnable documents — refer to the complete tender specification for the full list.

• Bids will be disqualified if submitted by: (1) Persons in the service of the state, (2) Companies with directors who are persons in the service of the state, (3) Close corporations with members who are persons in the service of the state.\n Tax compliance is mandatory. Failure to provide a TCS PIN, CSD number, or printed TCS certificate may invalidate the bid.\n Late bids will not be accepted.\n Proof of authority to sign the bid (e.g., company resolution) is required.\n Note: Specific scoring method, thresholds, or preference points are not detailed in this document — refer to the full tender specification.

• Scope: Provision of cleaning services, hygiene services, ablution deep cleaning, pest control/fumigation, and food service aid.\n Client: Department of Electricity and Energy (DEE).\n Duration: 12 months from contract signature.\n* Note: Detailed technical specifications, service levels, and performance requirements are not provided in this document — refer to the complete tender specification.

• Tax Compliance: Submit a Tax Compliance Status (TCS) PIN from SARS OR a Central Supplier Database (CSD) number. Apply via SARS e-filing at www.sars.gov.za or include a printed TCS certificate with the bid.\n For joint ventures/consortia/sub-contractors: Each party must submit a separate TCS certificate, PIN, or CSD number.\n Foreign Suppliers: Complete the foreign supplier questionnaire. If the entity is not a RSA resident and has no RSA branch, permanent establishment, income source, or tax liability, tax registration is not required.\n State Employees: Bids from persons in the service of the state, companies with state-employee directors, or close corporations with state-employee members will not be considered.\n B-BBEE: Subject to the Preferential Procurement Policy Framework Act, 2000, and Preferential Procurement Regulations. Specific B-BBEE scoring criteria and thresholds are not detailed here — refer to the full tender documentation.\n Supplier Information: Provide company name, postal address, street address, telephone number (with code), cell phone number, facsimile number (with code), email address, and VAT registration number.\n Proof of Authority: Submit proof of authority to sign the bid (e.g., company resolution).\n* Failure to comply with any of the above may render the bid invalid.

• Bid subject to Preferential Procurement Policy Framework Act, 2000, and Preferential Procurement Regulations.\n Specific B-BBEE certificate level requirements and preference point allocation are not detailed in this document.\n Refer to the complete tender documentation for B-BBEE scoring criteria and minimum threshold requirements.

• Contract governed by General Conditions of Contract (GCC).\n Special conditions of contract may apply if specified elsewhere in the tender documentation.\n Successful bidder required to sign SBD7 written contract form before commencement.\n Duration: 12 months from date of contract signature.\n Note: Detailed contract terms, termination clauses, penalties, and SLA requirements are not included in this document.

• Supplier must provide: company name, postal address, street address, telephone number (with code), cell phone number, facsimile number (with code), email address, and VAT registration number.\n Tax compliance status: Submit TCS PIN from SARS or CSD number.\n Foreign supplier declaration: Confirm RSA residency, RSA branch presence, permanent establishment, income source, and tax liability status.\n Accredited representative status in South Africa must be declared.\n Proof of authority to sign (e.g., company resolution) required.