Provision of comprehensive cleaning services at orthotic and prosthetic centre, pinelands (3-Year contract)

• Provision of a comprehensive cleaning service including equipment and consumables at the Orthotic and Prosthetic Centre, Pinelands for a 3-year period.

• Closing date: 24 July 2026.
• Closing time: 11:00.
• Bid validity period: 120 days from the closing date.
• A compulsory information session and site inspection will be held; failure to attend invalidates the bid. Date and time: to be specified; venue: Board room.
• Contract period: 3 years from the date of signing or the first day of the following month.

• For bidding procedure enquiries: Mr Therlo Apollis, Directorate Supply Chain Sourcing, email [email protected], telephone 021 834 9006.
• For technical/specification enquiries: Ms Benitha Malgas, email [email protected], telephone 021 531 5300.
• Submission address: Bid box at Main entrance of Department of Health, Supply Chain Management Offices M9 Building, Karl Bremer Hospital, c/o Mike Pienaar Boulevard & Frans Conradie Avenue, Bellville.

• Submit your bid in a sealed envelope with bidder name, address, bid number (WCGHSC0369/1/2026) and closing date clearly marked.
• Use only the official, original bid forms provided; do not retype them. All documents must be signed.
• Deposit the bid in the bid box at the Main entrance of Department of Health, Supply Chain Management Offices M9 Building, Karl Bremer Hospital, c/o Mike Pienaar Boulevard & Frans Conradie Avenue, Bellville. The box is open 07:00–16:00, Monday–Friday.
• Late bids will not be accepted and may be returned unopened.
• Bids sent by courier must be in a sealed envelope inside the courier pouch and either signed off by an official or deposited in the bid box by the courier representative.
• Ensure all bidding documents, certificates, questionnaires and specification forms are fully completed and signed; failure may invalidate the bid.
• Do not include documents for any other bid in the envelope.

Registered on the Central Supplier Database (CSD) with valid tax compliance status; not a person in the service of the state or a company with state-employed directors; minimum 2 years' contract cleaning experience; B-BBEE status level verification via WCBD6.1 form; staff must be South African citizens (or have valid work permits), cleared by SAPS, and proficient in a Western Cape official language.

• Provide a comprehensive cleaning service at the Orthotic and Prosthetic Centre (OPC), Pinelands for a 3-year period.
• Service includes regular scheduled daily, weekly, and quarterly cleaning, plus monthly deep-cleaning of designated areas.
• Supply and maintain all necessary cleaning equipment, materials, agents, and consumables at your own cost.
• Cleaning products must comply with SABS quality standards.
• Staffing: Minimum core staff includes 1 supervisor and 4 cleaners (2 male, 2 female), working 7:00–15:30, Monday–Friday.
• Cleaners must be South African citizens (or have valid work permits), speak at least one Western Cape official language, have no criminal record, and be able to work independently.
• The service provider must have at least 2 years’ contract cleaning experience and use only trained staff.
• OPC will provide on-site staff accommodation (tearoom, changeroom, bathrooms/toilets, storeroom), lighting, power, water, and toilet paper/hand towels/soap/small bags for bathrooms.
• Service provider is responsible for staff management, training, uniforms, photo-ID badges, and compliance with OPC rules and smoking policy.
• Penalties may apply for infringements; a list of fines is provided.

• Bidders must have at least 2 years’ cumulative contract cleaning experience in a health environment.
• Provide proof via quotation/contract numbers and reference letters from two clients.
• Only reputable providers with experience in facilities similar in size to OPC will be considered.
• Submit detailed experience information, proof of ability to deliver high service standards, and a list of current cleaning contracts.

• OPC will appoint a Contract Manager for daily communication, quality control, and escalation of urgent issues.
• Monthly and ad hoc meetings will be held to monitor performance and resolve challenges.
• Bi-weekly inspections of premises by OPC Contract Manager accompanied by service provider's Cleaning Manager.
• Service provider must supply and maintain all cleaning materials, agents, and equipment in good working order at own cost.
• Staff must wear clean uniforms with company logo and photo-ID badges at all times.
• Monthly hygiene audits and random spot checks will be conducted; fines may be imposed for non-compliance.
• Provide proof of at least 2 years’ cumulative contract cleaning experience in a health environment and reference letters from two clients attesting to professional, reliable service.

• Prices must be firm 3-tier prices incorporating all expected annual escalations (e.g., labour wage increases, fuel, inflation) for each contract year.
• Prices must include VAT.
• No negotiation on alternative costing methods.

• Bid prices must be firm 3-tier prices, incorporating all expected annual escalations (e.g., labour wage increases, fuel, inflation) for each year of the 3-year contract.
• Prices must include VAT.
• No negotiation on alternative costing methods before or after award.
• No additional fees for work after hours, weekends, or public holidays unless specifically stated in the contract.
• If the service area changes due to available funds, the price may be adjusted pro-rata by mutual consent.

• All bidders must be registered on the Central Supplier Database (CSD) at the time of bid closing. Ensure your CSD status is up to date via www.csd.gov.za.
• Unregistered bidders or those with suspended registration will be deemed non-compliant and their bids not considered.
• Tax compliance is mandatory. If tax status cannot be verified or is non-compliant on CSD, you will have 7 working days to confirm compliance.
• Submit a valid Tax Clearance Certificate (or TCS PIN/CSD number if applicable).
• Submit B-BBEE certificate or sworn affidavit (for EMEs/QSEs) with completed WCBD6.1 form to qualify for preference points.
• Comply with applicable acts including Occupational Health and Safety Act, Compensation for Occupational Injuries and Diseases Act (COIDA), and others listed.
• Provide proof of Public Liability Insurance.
• No bids from persons in the service of the state, companies with state directors, or close corporations with state members.

• Comply with Occupational Health and Safety Act and regulations.
• Cleaning and disinfection processes follow a 2-step method as per Material Data Safety Sheet directions.
• Staff must be trained in health and safety procedures, including fire drills and location of fire extinguishers.
• Service provider must report hazardous situations to OPC in writing.
• Ensure all electrical appliances used are in good working order and do not pose fire hazards.
• Service provider indemnifies OPC against claims from injury, death, or damage due to negligence.
• Staff must comply with OPC rules, maintain professionalism, and respect privacy and confidentiality.
• No smoking on site per Western Cape Government smoking policy.

• Preference given to bidders using sustainable 'green' cleaning alternatives that are biodegradable, have reduced environmental impact, and minimize harmful components.
• Consider packaging type and quantity, and recycling/refilling opportunities.
• Service provider must provide all transport for staff, equipment, and consumables.
• Refuse must be placed in sturdy bags (at least 25-micron thickness), sealed with cable ties, and placed in OPC's waste containers for municipal collection.

• Contract period: 3 years from signing or first day of following month, with option to extend.
• Bid validity: 120 days from closing date.
• General Conditions of Contract (GCC) apply, included in bid documents.
• Special Conditions of Contract include provisions for public liability insurance, indemnity, security, fire safety, industrial action, disturbances, restrictions, promotional material, transfer/cession, breach/termination, and dispute resolution (mediation/arbitration).
• Compulsory documents: WCBD1, WCBD3.2, WCBD4, WCBD6.1(b), Tax Clearance Certificate, BBBEE Certificate, Annexure A (Occupational Health and Safety Agreement), Annexure B (Company profile).
• Compliance declarations required for COIDA, Occupational Health and Safety Act, Public Liability Insurance, VAT, Skills Development Levies, PAYE, UIF.

• Evaluation includes compulsory evaluation documents (Paragraph 4.1.2) and criteria outlined in Paragraph 4.3.
• B-BBEE preference points are assessed via WCBD 6.1 Preference Points Claim Form and sworn affidavit.
• Complete claims for the 80/20 or 90/10 preference points systems in WCBD6.1.