Comprehensive cleaning service with equipment and consumables – orthotic and prosthetic centre, pinelands (3-Year contract)

Closing date: 28 August 2026 at 11:00.

Briefing/information session: 18 August 2026 at 10:00, venue: Board room. The briefing session is mentioned in the bid index under Section 4 Special Conditions of Contract, paragraph 4.2. Contact person for the briefing session: Ms Benitha Malgas, telephone (021) 531 5300, email [email protected].

Bidding procedure enquiries: Mr Therlo Apollis, telephone (021) 834 9006, email [email protected].

Technical enquiries: Ms Benitha Malgas, telephone (021) 531 5300, email [email protected].

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, 7530.

Bids must be submitted on the official, not re-typed forms. Only original, signed documents will be considered. Failure to complete and sign bidding documents, certificates, questionnaires and specification forms may invalidate the bid.

Each bid must be deposited in a sealed envelope with the name and address of the bidder, the bid number and closing date. The envelope must not contain documents related to any other bid.

Bid box location: 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 bid box is generally open from 07H00 until 16H00, 5 days a week.

Late bids will not be accepted for consideration and, where possible, will be returned unopened to the bidder with an explanatory letter. No bidders' names or prices will be read out after closing time.

Returnable forms (all must be completed, signed and submitted):

• WCBD1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• WCBD3.2 (Pricing Schedule): firm 3-tier prices including VAT.
• WCBD4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the department.
• WCBD6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 or 90/10 system.
• WCBD7.1 (Contract Form): the successful bidder must complete and sign this written contract form.
• GCC (General Conditions of Contract): the successful bidder must accept its terms and conditions.
• Annexure A (Occupational Health and Safety Agreement).
• Annexure B (Profile of bidder): qualification and experience, organisational structure, details of nearest office and undertaking, including Annexure B2.
• Proof of authority (e.g. company resolution) that the signatory is mandated to sign the bid.
• Tax clearance certificate and B-BBEE certificate where specified.

Bidders must complete the "details of offer" column in full, replying "complies" or "does not comply" to indicate the offer's compliance with requirements. Failure to reply to all sections will make an offer ineligible for evaluation.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Bids received after the closing time, regardless of reason.
• Bids not deposited in the correct bid box.
• Offers deviating from specified requirements, or alternative, qualified, conditional or incomplete offers.

Bids must be submitted on the official, not re-typed forms. Only original, signed documents will be considered. Compulsory bid documents include WCBD1, WCBD3.2 Pricing schedule, WCBD4 Declaration of Interest, WCBD6.1 Preference Points Claim Form, GCC General Conditions of Contract, Annexure A Occupational Health and Safety Agreement, and Annexure B Profile of bidder. Bidders must also submit proof of authority, tax clearance certificates, and BBBEE certificates where specified.

The bid will be evaluated based on the 80/20 or 90/10 preference points systems. The B-BBEE status level on form WCBD6.1 will be used to evaluate the bid, not the B-BBEE status on the SEB or CSD.

Evaluation will consider the specification and conditions in the bid, any documents where bidders were required to respond, and compliance with inherent requirements such as CSD registration.

Only reputable cleaning service-providers with proof of experience in the provision of cleaning services at facilities similar in size to the OPC will be considered.

Bidders must provide detailed information of their experience in the cleaning industry, acceptable proof of the ability to supply a high service standard, and a list of current cleaning contracts with their bid documents.

Proof of at least 2 years' accumulative contract cleaning experience in a health environment (quotation/contract numbers) must be attached.

Reference letters and contact details of 2 clients, attesting to the bidder's ability to provide a professional, punctual, reliable and cost-effective service, a sound accounting process and suitable contingency plans in emergencies, must be attached.

Neither offers deviating from the specified requirements, nor alternative, qualified, conditional or incomplete offers will be considered. The Department will not be obliged to enter into correspondence with bidders about this condition.

Scope: Provision of a comprehensive cleaning service including equipment and consumables at the Orthotic and Prosthetic Centre (OPC), Pinelands, for a 3-year period.

The service must be of the highest standard, provided by appropriate numbers and levels of trained cleaning staff, and must include:

• Regular, scheduled daily, weekly and quarterly cleaning.
• Monthly deep-cleaning of designated areas.
• Provision of cleaning equipment and consumables, all at the service-provider's expense.

Premises and equipment:

• The OPC will provide all necessary lighting, electrical power, hot and cold water and any other resources required for the cleaning service free of charge.
• The OPC will provide on-site furnished staff accommodation including a tearoom, changeroom, bathrooms/toilets and a storeroom for safekeeping of the service-provider's equipment and consumables.
• The OPC will supply toilet paper, hand towels, hand soap and small clear bags for all the bathrooms/toilets on the premises.
• The service-provider must possess, maintain and carry the cost of its own telecommunication and information technology facilities to manage the service efficiently.
• The service-provider must supply and maintain at its own cost all necessary cleaning materials, cleaning agents and accessories at sufficient stock levels, and all essential cleaning equipment in good working order.
• The service-provider must substitute any faulty or malfunctioning equipment immediately and temporarily while it is removed off-site for repairs, or replace irreparable equipment permanently.

Use and control of premises:

• The service-provider's access will be limited to areas that require cleaning.
• The service-provider will not use the designated premises for any purpose other than cleaning services and will not make any structural changes without the OPC's prior written authority.
• The service-provider will not remove any OPC equipment or property from the premises and must safeguard all OPC equipment and property in its care.
• The service-provider will be responsible for any wilful or negligent damage to the building, or damage, destruction, or loss of OPC equipment or property, fair wear and tear excepted.
• The OPC's Contract Manager will have reasonable access at all times to the facilities and equipment used by the service-provider.

Staff management and training:

• Minimum core cleaning staff levels: 1 Supervisor (male or female) and 4 Cleaners (2 male, 2 female), working 7:00-15h30, daily Mon-Fri, day duty.
• Cleaning staff must be South African citizens or possess valid work permits, be able to speak, read and write at least Western Cape official languages, be cleared by SAPS to confirm no criminal record, and be able to work independently.
• Wages paid by the service-provider to supervisors and cleaners must not be less than the minimum wage determined and gazetted by the Department of Labour. Bidders must furnish proof that the salaries/wages paid comply with this condition.
• The service-provider must submit a comprehensive roster of all shifts for the month to the OPC at the start of each month.
• The service-provider must maintain a daily register for signing-in and signing-off times in areas of deployment. The hours recorded must be reconciled and copies attached to all invoices.
• The service-provider must have at least 2 years' contract cleaning experience and must use only its own on-site trained cleaning staff.
• Before the contract term starts, cleaning staff must be made available for 1 day of on-site training. During the contract term, staff must be accessible for in-service training by OPC personnel.
• New cleaning staff must work an 8-hour training shift at the service-provider's cost before being allowed on duty for a normal shift. No untrained cleaning staff will be allowed to work on-site.

Chemicals, cleaning agents and consumables:

• All cleaning products supplied and used must comply with the specified quality standards laid down by the South African Bureau of Standards (SABS) and must be an approved SABS brand.
• The OPC and service-provider will agree on a list of chemicals and cleaning agents necessary for the service before the start of the cleaning service.
• The service-provider will arrange for the purchase and supply of all consumable products used on-site at its own cost and will ensure the ongoing availability of sufficient stock levels.

Transport:

• The service-provider will provide all suitable and approved transport necessary for the proper execution of its service, and will be fully liable for conveying staff, equipment and consumables to the OPC.

Waste disposal/refuse removal:

• The service-provider will place all refuse cleared from OPC's public areas, offices, workshops and bathrooms, including the contract staff changeroom and tearoom, in sturdy refuse bags of at least 25-micron thickness, seal these bags with cable ties and place them in the OPC's waste containers for municipal collection.
• Plastic waste bags must be SABS/SANS approved, clear, red, yellow and green; strong; small, medium, large.

Hygiene and cleanliness of staff:

• All staff members must look presentable and be neatly dressed in clean uniforms or protective clothing at all times while on the OPC's premises. Uniforms must be prominently embossed with the company logo.
• Each cleaning staff member must be in possession of a service-provider issued photo-identification badge, indicating company name, cleaner's name, rank and clear photograph, which must be worn and displayed at all times.
• The OPC's Contract Manager will perform a monthly hygiene audit. A fine will be imposed if the service-provider fails to implement suggested improvements during a follow-up audit within 48 hours.
• Random inspections (spot checks) may also be performed and a fine per incident may be imposed if staff hygiene is not found up to standard.

Cleaning specification:

• The cleaning specification includes two-step cleaning and disinfection method, daily routine cleaning, weekly routine cleaning, quarterly routine cleaning and cleaning on request, and deep-cleaning.

Staffing adjustments:

• The OPC reserves the right to either increase or decrease the number of cleaning staff permanently during the contract term, by giving 3 months (90 days) prior written notice. The resulting increased or decreased contract cost will be calculated proportionally and negotiated with the service-provider before implementation.
• If the OPC's available funds should result in an increase or decrease of the service-area, the contract cost may be adjusted pro-rata by mutual consent.

The service must include regular scheduled daily, weekly and quarterly cleaning, monthly deep-cleaning of designated areas, and provision of cleaning equipment/consumables. The cleaning specification includes two-step cleaning and disinfection method, daily routine cleaning, weekly routine cleaning, quarterly routine cleaning and cleaning on request, and deep-cleaning. The service-provider must submit detailed descriptions of all activities carried out by each post, which will become the basis of a site-procedure manual. The service-provider must submit a comprehensive roster of all shifts for the month to the OPC.

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 4 - Special Conditions Details of offer

4.3. Bid evaluation

4.3.1 The specification and conditions here and elsewhere in this bid, any documents

where bidders were required to respond, and compliance with inherent

requirements, such as CSD, will all be considered part of the evaluation of

received bids.

4.3.2 The following factors will be considered during evaluation of this bid:

Proof of a least 2 years’accumalative contract cleaning experience in a health

environment (quotation/contract numbers) is attached.

4.3.2.1 Only reputable cleaning service-providers with proof of experience in the

provision of cleaning services at facilities similar in size to the OPC will be

considered.

4.3.2.2 The provision of references for similar cleaning services undertaken. Bidders must

provide detailed information of their experience in the cleaning industry,

acceptable proof of the ability to supply a high service standard and a list of

current cleaning contracts with their bid documents.

4.3.2.3 Neither offers deviating from the specified requirements, nor alternative,

qualified, conditional or incomplete offers will be considered. The Department

will not be obliged to enter into correspondence with bidders about this

condition.

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 2: Service Specification Details of offer

2.1 Premises and equipment

2.1.1 Duties and obligations of the OPC

2.1.1.1 Before the contract award, the OPC reserves the right to conduct site visits at

the premises of compliant bidders/ and or to sites that they are servicing, to

assess bidders’ capacity and ability to provide the service satisfactorily.

2.1.1.2 After the contract award, the OPC will appoint a Contract Manager to act as

operational liaison with the service-provider’s Cleaning Manager to provide a

structure for daily communication, quality control, and the escalation of urgent

issues, e.g. floods, spills etc. (Also see para 4.2).

2.1.1.3 During the contract term, the OPC’s Contract Manager will determine when

monthly and ad hoc meetings will be held with the service-provider and other

stakeholders, inter alia to monitor performance, resolve challenges, etc. the

OPC’s Contract Manager will also accompany the service-provider’s Cleaning

Manager on inspections of the premises every 2 weeks.

2.1.1.4 the OPC will provide all necessary lighting, electrical power, hot and cold water

and any other resources that may be required for the provision of the cleaning

service free of charge.

2.1.1.5 The OPC will ensure that any of its capital equipment or additional cleaning

equipment that may need to be used by the service-provider in the course of his

duties is maintained, serviced and functional.

2.1.1.6 The OPC will provide on-site furnished staff accommodation including a tearoom,

changeroom, bathrooms/toilets and a storeroom for safekeeping of the service-

provider’s equipment and consumables. (Also see para 2.3.1)

2.1.1.7 The OPC will supply toilet paper, hand towels, hand soap and small clear bags

for all the bathrooms/toilets on the premises that must be cleaned by the service-

provider.

2.1.2 Duties and obligations of the service-provider

2.1.2.1 The service-provider must possess, maintain and carry the cost of its own

telecommunication and information technology facilities to manage the service

efficiently, which includes maintenance cost, safety expenses, network and

equipment costs.

2.1.2.2 To perform the specified service to an acceptable standard, the service-provider

will supply and maintain at his own cost (unless otherwise specified):

• all the necessary cleaning materials, cleaning agents and accessories at

sufficient stock levels, and

• all the essential cleaning equipment in good working order. (Also see para 2.4).

2.1.2.3 The service-provider must substitute any faulty/malfunctioning equipment,

electrical equipment in particular, immediately and temporarily while it is

removed off-site for repairs, or replace irreparable equipmentWESTERN CAPEpermanently.GOVERNMENT HEALTH & WELLNESS

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 2: Service Specification Details of offer

2.2 USE & CONTROL OF PREMISES (continued)

2.2.2 OPC premises

2.2.2.1 Although the service-provider’s staff will have full access to all areas that require

cleaning subject to the conditions of this bid, including surrounding buildings

and facilities where applicable, the service-provider’s access will be limited to

those areas.

2.2.2.2 The service-provider will not use the designated premises for any purpose other

than cleaning services under the conditions of this bid and will not make any

structural changes/alterations/additions to the existing premises without the

OPC’s prior written authority.

2.2.2.3 The service-provider will use all fixtures, equipment, electricity, material and

supplies, or allow these to be used, economically, only for the purpose for which

they are provided, according to their directions for use.

2.2.2.4 The service-provider will not remove any OPC equipment or property from the

premises or location where it is kept and must safeguard all OPC equipment

and property in its care from unauthorised use, damage, destruction, or loss.

2.2.2.5 The service-provider will be responsible for any wilful or negligent damage to

the building, or damage, destruction, or loss of OPC equipment or property

resulting from unauthorised use or negligence while in the service-provider’s

care, fair wear and tear excepted.

2.2.2.6 Not only will the service-provider undertake to replace any damaged,

destroyed, lost or stolen equipment or property in its care, notwithstanding the

cause and fair wear and tear excepted, but the OPC will determine the

replacement value of such items in consultation with the service-provider and

will also withhold such cost from any payment due to the service-provider.

2.2.2.7 The OPC’s Contract Manager/authorised representative, accompanied by the

service-provider’s Cleaning Manager, will have reasonable access at all times

to the facilities and equipment, material and supplies used by the service-

provider. Access requested in writing by the OPC management may not be

refused for functional, control or inspection purposes, which include inter alia:

• to monitor compliance with the contract conditions and specifications,

to establish if the premises, equipment, fixtures, electricity, material and

supplies are being used in accordance with these conditions

• to conduct inventory control of fixtures, equipment, etc., and
• for any other reasonable purpose related to contract conditions or the wider

interest of WCGHW.

2.2.2.8 Any item of OPC property found/recovered by the service-provider’s staff from

the premises in the course of their duties must be returned immediately to the

authorized OPC representative.

2.2.2.9 The service provider will be answerable to any claim arising from fatal or non-

fatal injury, proven to have been caused by negligence on the part of the

service-provider or his staff, of any person present legitimately on the OPC’s

premises.

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Western Cape Government Health & Wellness| Sub-Directorate Good & Services Sourcing

WCGHSC0369/2/2026 for the provision of a comprehensive cleaning service including equipment

2.5.3 The service provider will ensure that all staff-members look presentable and are

neatly dressed in clean uniforms or protective clothing at all times while on the

OPC’s premises. Uniforms must be prominently embossed with the company logo

and will be of an equal standard to uniforms worn by OPC staff engaged in similar

duties.

2.5.4 Cleaning staff issued protective clothing by the OPC to wear in specified areas will

change into this clothing only when they are on-site and will not leave the unit or

OPC premises under any circumstances while wearing clothing that is the OPC’s

property

2.5.5 Each cleaning staff member will be in possession of a service-provider issued

photo-identification badge, indicating company name, cleaner’s name, rank

and clear photograph, which will be worn and displayed at all times by the staff

while on the OPC’s premises.

2.5.6 The OPC’s Contract Manager will perform a monthly hygiene audit which will

measure acceptable hygiene levels. OPC will indicate the areas that require

improvement and may conduct a follow-up audit within 48 hours. A fine will be

imposed if the service provider fails to implement the suggested improvements

during this subsequent audit.

2.5.7 Apart from monthly hygiene audits, random inspections (spot checks) may also

be performed and a fine per incident may be imposed if staff hygiene during

these inspections is not found up to standard.

Table 6 Minimum uniform requirements

and/or submit to legal action for UIF payment claims from cleaning staff.)

4.1.2.7 Experience in providing a cleaning service in the Health Sector Yes No

Proof of a least 2 years’ accumulative contract cleaning experience in a health Yes No

environment (quotation/contract numbers) must be attached

Reference letters and contact details of 2 client/s, attesting to the bidder’s ability Yes No

to provide a professional, punctual, reliable and cost-effective service, a sound

accounting process and suitable contingency plans in emergencies are

attached.

the information session and site inspection.

4.2.3 Date and time: 18 August 2026 @ 10:00am

Venue: Board room

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 4 - Special Conditions Details of offer

4.4. Pricing and VAT

4.4.1 The bidder undertakes to provide the services specified to the OPC in

accordance with the bid prices it has provided according to the requirements in

the WCBD1 and WCBD3.2 forms. Under no circumstances, either before or after

the award of the bid, will the WCGH negotiate with any party regarding

alternative methods of calculating the cost of the service.

4.4.2 Bid prices must be firm 3-tier prices, where all annual escalations that may be

reasonably expected (e.g. labour such as mandatory annual wage increases by

the Department of Labour, fuel and transport cost, inflation) have been

incorporated into the prices for each year of the contract, and must include VAT.

Pricing format:

• Bid prices must be firm 3-tier prices, where all annual escalations that may be reasonably expected (e.g. labour such as mandatory annual wage increases by the Department of Labour, fuel and transport cost, inflation) have been incorporated into the prices for each year of the contract, and must include VAT.
• The bidder undertakes to provide the services specified in accordance with the bid prices it has provided according to the requirements in the WCBD1 and WCBD3.2 forms.
• Under no circumstances, either before or after the award of the bid, will the WCGH negotiate with any party regarding alternative methods of calculating the cost of the service.

Payment terms:

• The service-provider must submit a valid, original tax invoice for the contract price to the OPC at the end of each month for which the service has been provided.
• The OPC will endeavour to pay this account within 30 days of receipt. Payment will only take place once per month.
• Payment terms are 30 days of receipt of a valid, dated, original tax invoice.
• The OPC will pay the service-provider the all-inclusive quoted price for the services.
• 15% VAT is only charged on taxable supplies.
• Annual escalations include adjustments for increases/decreases due to the imposition/abolition/change to any regulatory or legal duty, levy or tax binding on the service-provider.
• No claims involving additional costs, e.g. levies, transport, insurance, fuel etc. will be considered. Furthermore, no additional fees will be payable for work done after hours, at weekends or on public holidays, unless otherwise specifically stated in the contract.
• If the service area should increase or decrease due to the availability of funds, the quoted price may be adjusted on a pro-rata basis by mutual consent.

CSD registration:

• All bidders must be registered on the Central Supplier Database (CSD) at the time of bid closing. Unregistered bidders or bidders with suspended registration will be deemed non-compliant and their bids will not be considered.
• Bidders already registered on the CSD must have confirmation of their registration and ensure that their status is up to date prior to bidding by contacting www.csd.gov.za.
• CSD self-registration only: www.csd.gov.za; contact email: [email protected].

Tax compliance:

• Where a bidder's tax compliance status cannot be verified or if a bidder's tax status is non-compliant on the CSD, the bidder will be afforded 7 working days to confirm tax compliance for the bid to be considered.
• Bidders must ensure compliance with their tax obligations. Application for Tax Compliance Status (TCS) may be made via e-filing through the SARS website www.sars.gov.za.
• Bidders may also submit a printed TCS certificate with a result summary page (downloaded from e-filing) together with the bid.
• In bids where consortia / joint ventures / sub-contractors are involved, each party must submit a separate TCS certificate and CSD number.
• Where no TCS PIN is available, but the bidder is registered on the CSD, a CSD number must be provided.
• No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members/persons in the service of the state.

B-bbee:

• The B-BBEE status on form WCBD6.1 in the bid document will be used to evaluate the bid, not the B-BBEE status on the SEB or CSD.
• Bidders must complete their claims for the 80/20 or 90/10 preference points systems in the WCBD6.1, as well as the attached form WCBD4.
• A B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) must be submitted with a completed WCBD6.1 form to qualify for B-BBEE preference points.

Compulsory evaluation documents (declaration/affidavit):

• Registration under the Compensation for Occupational Injuries and Diseases Act (COIDA).
• Registration in terms of the Occupational Health and Safety Act, 1993 (Act 85 of 1993) and Regulations. The bidder must accept full responsibility in terms of Section 37(2) of the Act.
• Registration for Public Liability Insurance.
• Registration for Value Added Tax (VAT).
• Inclusion of an EMP 201 with a payment advice to verify registration for Skills Development Levies Act, Pay as You Earn (PAYE), and Unemployment Insurance Fund (UIF).

Other:

• The bid is subject to the General Conditions of Contract (GCC) and, if applicable, any other Special Conditions of Contract.
• The successful bidder will be required to complete and sign a written contract form (WCBD7.1).
• Proof of authority for the signatory must be submitted (e.g. company resolution).
• Foreign suppliers must answer the questionnaire in Part B3 of WCBD1.

devices (calipers, built-up shoes, various braces, hand & foot orthoses) and prosthetics

(artificial limbs) for clients referred by physiotherapists and occupational therapists at

institutions. There are no wards for patient admissions; clients are seen on appointment.

Polish (noun) Usually a petroleum-based/synthetic high-solid wax paste/liquid suitable for providing a

dust-repellent sheen to porous or semi-porous furniture and floor-surfaces.

duty performed and controlled.

Sealer/ dressing A non-ammonia based dry, clear (bight) or buffable polymer-synthetic wax emulsion

with not less than 25% built-in solids applied to resilient floors to enhance its appearance

and facilitate cleaning of spills, scuffmarks etc.

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 1: Introduction Details of offer

1.1 Scope and overview

1.1.1 This specification establishes the requirements for the provision, operation and

management of a continuous cleaning service at the premises of the Orthotic

and Prosthetic Centre, Pinelands (‘OPC’) for a 3-year period, in accordance with

the requirements described further on in this document.

1.1.2 The service must be of the highest standard, provided by appropriate numbers

and levels of trained cleaning staff in, and must include:

• regular, scheduled daily, weekly and quarterly cleaning,
• monthly deep-cleaning of designated areas, and
• provision of cleaning equipment/consumables, all at the service-provider’s

expense.

1.1.3 The contract will be awarded based on information furnished by the successful

service-provider in this document, and available in the public domain (inter alia

the Central Supplier Database) at the time, which position (status quo) must be

maintained by the service-provider for the contract’s duration.

1.1.4 If there are any changes in the service-provider’s position, the OPC must be

informed immediately, however, material differences in its status from the start of

the contract may result in remedial action by the OPC.

1.1.5 Depending on its operational needs, the OPC reserves the right to either increase

or decrease the number of cleaning staff permanently during the contract term,

by giving 3 months (90 days) prior written notice of its intention. The resulting

increased or decreased contract cost will be calculated proportionally and

negotiated with the service-provider before implementation.

1.1.6 Similarly, if the OPC’s available funds should result in an increase or decrease of

the service-area, the contract cost may be adjusted pro-rata by mutual consent.

1.1.7 WCGHW promotes Sustainable Public Procurement, and preference will be given

to bidders who demonstrate support for, and compliance with, the sustainability

objectives for cleaning materials and packaging detailed in para 2.4, in addition

to measures not specified relating to other aspects of their service.

1.2. Validity period

1.2.1 This bid will be valid for 120 days from the closing date. If a bidder withdraws his

offer during this period, and a less favourable bid must be accepted as a result,

the bidder will be liable to compensate the OPC.

1.3 Contract period

1.3.1 This contract between WCGHW and the service-provider will become effective

for 3 years from the day on which it is signed, or the first day of the following

month, unless otherwise provided in the contract.

1.3.2 The contract will end on the last calendar day of the 36th month after the

commencement date, with the option to extend the contract for a period

determined by WCGHW if required, after which fresh bids will be invited.

1.4 General

1.4.1 The bid will be subject to the General Conditions of Contract (GCC) of which a

copy is included in the bid documents for the information of bidders. The

successful bidder must accept the terms and conditions of the GCC.

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Western Cape Government Health & Wellness| Sub-Directorate Good & Services Sourcing

WCGHSC0369/2/2026 for the provision of a comprehensive cleaning service including equipment

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 2: Service Specification Details of offer

2.3.1 Staff management (continued)

2.3.1.9 If a cleaner/supervisor fails to perform his/her duties, or if misconduct reports are

received, the service-provider must investigate such transgression, including but

not limited to absenteeism from the site/ point of duty, alcohol abuse, extended

tea/lunch breaks, undermining authority, etc. and submit a detailed written

report to the OPC within 24 hours after the incident.

2.3.1.10 At the request of the Contract Manager, the service-provider must remove the

current staff member from the site and replace him/her immediately. The OPC

also has the right to request that the service-provider redeploy cleaners to best

advantage, either temporarily or permanently.

2.3.1.11 From time to time the OPC will issue written site instructions to the service-provider

who must carry them out on-site accordingly. Such instructions may relate, inter

alia, to the following aspects of the outsourced service:

• code of conduct
• performance standards and deviations
• control of services and attendance
• timekeeping, including managing attendance registers and lateness
• duty lists and duty sheets
• uniform and dress standards WESTERN CAPE GOVERNMENT HEALTH & WELLNESS
• equipment handling GOODS & SERVICES SOURCING
• lost and found property management BID OPENED @ 11:00
• incident reporting 28 AUGUST 2026
• removal from site and/or redeployment of 1) ....................... 2) .......................

cleaning staff SIGNED SIGNED

2.3.1.12 However, the OPC will not instruct the service-provider’s staff to perform any duty

that may be detrimental to their health or safety, that is beyond their strength or

competence, or that may affect their status or dignity negatively.

2.3.1.13 For the duration of the contract, the service-provider will ensure that his staff:

• comply with all OPC rules and regulations while on-site,
• have regard for the nature of their duties and therefore behave as quietly and

orderly as practicable while engaged on-site,

• cause no unreasonable/unnecessary disruption to the OPC’s routine,

activities, staff or clients, and

• respect the right to privacy and confidentiality of the OPC’s clients.

2.1.3.14 The highest standard of conduct is expected from the cleaning staff and

includes compliance with the Western Cape Government’s smoking policy. On-

site the service-provider’s staff must appear professional at all times and must

not dawdle, stand or sit idly, eat, drink, smoke or engage in loud conversations

while performing their duties.

2.1.3.15 The envisaged minimum (core) cleaning service staffing levels, determined

historically by the institutions and vetted by a duly appointed Bid Specification

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 2: Service Specification Details of offer

2.3 STAFF MANAGEMENT AND TRAINING (continued)

2.3.2 Training

2.3.2.1 The service-provider must have at least 2 years’ contract cleaning experience

and must use only his own on-site trained cleaning staff according to the bid’s

specified requirements.

2.3.2.2 Before the contract term starts, the service-provider’s cleaning staff to be

deployed at OPC must be made available for 1 day of on-site training. During

the contract term, cleaning staff must also be accessible for in-service training

by OPC personnel to perform special tasks, e.g. handling emergency requests,

dealing with domestic waste, etc and similar site-related duties.

2.3.2.3 In exceptional circumstances, if new cleaning staff are required, they must work

an 8-hour training shift at the service-provider’s cost before being allowed on

duty for a normal shift. No untrained cleaning staff will be allowed to work on-

site.

Floor sealer/dressing SABS 0170/SANS 10170 25% or more solid content; polymer

Floor stripper SABS 0170/SANS 10170 Compatible with sealer; non-ammonia

Floor pads SABS 0170/SANS 10170 For scrubbing, stripping, buffing floors

Dishwashing liquid BID OPENED @ 11:00

Floor polish, stripper & sealer 28 AUGUST 2026

Stove cleaner 1) ....................... 2) .......................

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 3: Cleaning specification Details of offer

3.1 Service requirements

3.1.1 The comprehensive cleaning service consists of regular, scheduled daily

cleaning and refuse disposal in public areas, offices, boardrooms and workshops,

and continuous longer interval deep-cleaning in designated areas, maintained

at a high standard at all times.

3.1.2 Besides their routine duties, the service-provider’s staff may also be required to

perform emergency cleaning (e.g. floods) outside their designated areas of

deployment (posting) but within the OPC’s premises.

3.1.3 The Occupational Health and Safety Act, Act no and Regulations

govern the daily routine cleaning and disinfection processes, which are

performed according to a 2-step method.

3.1.4 Every morning supervisors must mix a disinfectant solution of suitable strength for

its required use according to the directions on the Material Data Safety Sheet and

distribute it to cleaning staff responsible for the various areas.

Table 8 Two-step cleaning & disinfection method

duplicated, as no liability will be accepted for challenges arising as a result.

4.1.1 Compulsory bid documents

4.1.1.1 WCBD1 - Invitation to Bid.

4.1.1.2 WCBD3.2 - Pricing schedules

4.1.1.3 WCBD4 - Declaration of Interest

4.1.1.4 WCBD6.1(b) - Preference claim form

4.1.1.5 Tax Clearance Certificate - Proof of current valid certificate

4.1.1.6 BBBEE Certificate - Proof of current valid certificate

4.1.1.7 Annexure A – Occupational Health and Safety Agreement

4.1.1.8 Annexure B - Company profile

4.1.2 Compulsory evaluation documents – declaration/affidavit

(a) Please answer every question by marking ‘Yes’ or ‘No’ with an X where

applicable. Failure to comply with this requirement, or to provide compulsory

evaluation documents listed further on, or acceptable, well-motivated written

explanations where deviations occur, will lead to the exclusion of the offer.

(b) Where documentary evidence is required, such documents will be either

originals or copies of originals certified by a Commissioner of Oaths not older than

3 months, attached to the last page of the bid document. WCGHW will/may

verify this information.

(c) Only bidders who comply with the following requirements will be considered for

acceptance. Bidders are therefore required to declare their compliance at the

end of this section.

4.1.2.1 Bidder’s organisational status WESTERN CAPE GOVERNMENT HEALTH & WELLNESS GOODS & SERVICES SOURCING

➢ Individual ownership

BID OPENED @ 11:00 ➢ A company

28 AUGUST 2026 ➢ A close corporation

➢ Partnership 1) ....................... 2) .......................

specification include, but are not limited to:

4.1.3.1 The Constitution of the Republic of South Africa (Act )

4.1.3.2 The Employment Equity Act (Act )

4.1.3.3 The Labour Relations Act (Act )

4.1.3.4 The Basic Conditions of Employment Act (Act )

4.1.3.5 Occupational Health and Safety Act (Act no ) and regulations

4.1.3.6 Occupational Injuries and Diseases Act (Act ),

4.1.3.7 The Food, Cosmetics and Disinfectants Act, 1972 (Act ).

4.2. Briefing session

4.2.1 All prospective bidders must attend a compulsory information session and site

inspection. Failure to attend will invalidate a bidder’s offer. No late comers will

be allowed.

4.2.2 Bidders must sign an attendance register at the entrance gates at the

information session. The register will be provided at the relevant venues on the

meeting day and will be forwarded to the Directorate Supply Chain Sourcing,

30 days of receipt of an accurate, certified account. The OPC does not accept

responsibility for delays in payment due to the submission of inaccurate

accounts.

4.6.3 The service provider will provide the service on an all-risk basis. The amount

claimed from the OPC for cleaning will not exceed the amount in the pricing

schedules, forms WCBD3.2 subject to the provisions under Pricing.

4.6.4 The service provider must furnish the OPC with a document to verify cleaning

costs per month. Monthly payment claims must be submitted to the OPC’s

Contract Manager on the service-provider’s official invoices by the 2nd weekday

of next month and must be supported by schedules reflecting the work

performed during the month and its cost.

4.6.5 The cleaning service provided and any costs reflected in the accounting

schedules must be certified as correct by the OPC’s Contract Manager or an

appointed and authorized representative, to enable the OPC to monitor and

keep account of expenditure.

4.6.6 At any reasonable time, the OPC, in the capacity of its Contract Manager or

other duly authorized person, will be entitled to inspect all the records and

documents of the service-provider relating to the provision of the cleaning

service (e.g. purchase orders, accounts, invoices etc.).

4.7 Liaison, monitoring & communication

4.7.1 The OPC will appoint a Contract Manager (contract administrator) and the

service-provider will appoint a Cleaning Manager who will form a joint

communication link between the OPC and the service-provider. This liaison

committee will co-operate closely to facilitate the daily flow of information

regarding operational issues between the parties.

4.7.2 Both Managers must maintain an ongoing communication to monitor the

standard and quality of the cleaning service and respond positively to routine

operational and technical challenges.

4.7.3 The OPC Contract Manager will determine monthly and ad hoc meetings with

the service-provider and other stakeholders, while a Standing Liaison Forum with

identified participants from the OPC and service-provider will be held at least

quarterly.

4.7.4 Control sheets and management reports will be submitted monthly to the OPC

4.9.2 The service-provider will ensure that his staff complies with the safety and security

directives applicable to the WCGHW. No information concerning WCGHW, the

media by the service-provider’s staff.

4.9.3 The OPC reserves the right to notify the Service Provider in writing to remove any

cleaning service staff-member it views as a threat to the security, health or safety

of the OPC staff and clients, who transgresses any OPC policy, divulges any detail

of the OPC’s staff, clients or activities, engages in horseplay, is disorderly,

disruptive, under the influence of alcohol or other substances or whose presence

on-site is undesirable, without prejudice to the service-provider’s right to screen

personnel prior to employment. The service-provider may not continue to use

this/these staff-member(s) for the contract and must terminate his/her/their

employment at the OPC within one month of receipt of the OPC’s written

notification.

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Western Cape Government Health & Wellness| Sub-Directorate Good & Services Sourcing

WCGHSC0369/2/2026 for the provision of a comprehensive cleaning service including equipment

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 4 - Special Conditions Details of offer

4.10 Fire and safety precautions

4.10.1 The service provider will ensure compliance with the provisions of the

4.10.2 The service-provider will report any hazardous situation in writing to the OPC.

determine a course of action.

4.10.3 The service provider will ensure that all staff under his control are trained in Health

and Safety procedures, including fire training, that they know the fire drill

procedures of the OPC and are aware of the locations of fire extinguishers on the

premises. The service provider must be familiar with the OPC’s Major Incident Plan

a copy of which will be provided to the service provider.

4.10.4 Fire extinguishing equipment in the service-provider’s designated operational

areas must be recorded on his inventory schedule, however, the OPC will maintain

this equipment and ensure that it is in good working order.

4.10.5 The service provider must ensure that all electrical appliances used in the

execution of the contract, and for which he is responsible, are in good working

order, will not trip the earth leakage system of the OPC or pose a fire hazard to

any person, property or premises.

4.10.6 Any power disruptions caused by the service-provider’s faulty equipment can

have severe and adverse effects on the operation of the OPC. The service

provider will be liable for any claims and damages incurred in this way.

4.11 Industrial action, unrest and force majeure

4.11.1 The service provider will be liable for the provision of the cleaning service

irrespective of the effect of industrial action and/or unrest on management staff

and cleaning staff it employs.

4.11.2 During industrial action and/or unrest the service-provider’s staff will be present on

the OPC’s premises at their own risk. The OPC will not be liable for any damage to

property or equipment of the service-provider or his staff, or injury to or death of

the service-provider’s staff. The service-provider will indemnify the OPC against

such damages or claims and legal costs including attorney and client costs.

4.11.3 Should the service-provider’s staff embark on a strike/industrial action/organised

labour activity they will not be allowed onto the OPC’s premises.

4.11.4 If the premises used by the service-provider to provide the cleaning service should

become either partially or completely inaccessible due to force majeure (Act of

God, e.g. floods, windstorms) or fire damage, the OPC and the service-provider

will agree mutually on methods to continue the service as best as possible.

harmful to environmental and human health and have a reduced environmental

pollution impact to traditional cleaning products known for harmful components.

2.4.2 Transport

2.4.2.1 The service provider will provide all suitable and approved transport necessary for

the proper execution of its service, and will be fully liable for conveying staff,

equipment and consumables to the OPC.

2.4.3 Waste disposal/refuse removal

2.4.3.1 The service-provider will place all refuse cleared from OPC’s public areas, offices,

workshops and bathrooms, including the contract staff changeroom and

tearoom in sturdy refuse bags of at least 25-micron thickness, seal

these bags with cable ties and place them in the OPC’s waste containers

for municipal collection. WESTERN CAPE GOVERNMENT HEALTH & WELLNESS

Plastic waste bags SABS/SANS approved Clear, red, yellow & green; strong; small, med, large

WCBD1 Invitation to bid 2

Definitions Frequently used terms 6-7

Section 1 Introduction

Paragraph 1.1 Scope and overview 8

Paragraph 1.2 Validity period 8

Paragraph 1.3 Contract period 8

Paragraph 1.4 General

Section 2 Service Specification

Paragraph 2.1 Premises and equipment 9

Paragraph 2.1.1 - Duties and obligations of the OPC 9

Paragraph 2.1.2 - Duties and obligations of the service-provider 9

Paragraph 2.2 Use and control of premises 10

Paragraph 2.2.1 - Cleaning staff accommodation 10

Table 1 Cleaning staff facilities & amenities 10

Paragraph 2.2.2 - Orthotic and Prosthetic Centre premises 11

Paragraph 2.3 Staff management and training 12

Paragraph 2.3.1 - Staff management 12

Table 2 Cleaner’s profile 12

Table 3 Core cleaning service staffing levels, weekly working hours & shifts

Paragraph 2.3.2 - Training 14

Paragraph 2.4 Purchase & supply of cleaning requirements 15

Paragraph 2.4.1 - Chemicals, cleaning agents and consumables 15

Paragraph 2.4.2 - Transport 15

Paragraph 2.4.3 - Waste disposal/refuse removal 15

Table 4 Suggested types & standards of cleaning products 16

Table 5 Cleaning equipment, cleaning materials & chemicals 16

Paragraph 2.5 Hygiene and cleanliness of staff 17

Table 6 Minimum uniform requirements 17

Paragraph 2.6 Penalties 18

Table 8 List of infringements and fines 18

Section 3 Cleaning specification

Paragraph 3.1 Service requirements 19

Table 9 Two-step cleaning & disinfection method 19

Table 10 Daily routine cleaning 19

Table 11 Weekly routine cleaning 19

Table 12 Quarterly routine cleaning & cleaning on request 19

Table 13 Deep-cleaning 20

Section 4 Special Conditions of Contract

Paragraph 4.1 Applicable Documents 21

Paragraph 4.1.1 - Compulsory bid documents 21

Paragraph 4.1.2 - Compulsory evaluation documents 21

Paragraph 4.1.3 - Applicable Acts 23

Paragraph 4.2 Briefing/information session 23

Paragraph 4.3 Evaluation 24

Paragraph 4.4 Pricing and VAT 25

Paragraph 4.5 Payment 25

Paragraph 4.6 Accounting 26

Paragraph 4.7 Liaison, communication and monitoring 26

Paragraph 4.8 Public liability and insurance indemnity 27

Paragraph 4.9 Security 28

Paragraph 4.10 Fire and safety precautions 29

Paragraph 4.11 Industrial action, unrest and force majeure 29

Paragraph 4.12 Disturbances 30

Paragraph 4.13 Restrictions 30

www.westerncape.gov.za14

Western Cape Government Health & Wellness| Sub-Directorate Good & Services Sourcing

WCGHSC0369/2/2026 for the provision of a comprehensive cleaning service including equipment

Section 4 Special Conditions of Contract (continued)

Paragraph 4.14 Promotional and advertising material 30

Paragraph 4.15 Transfer and cession 30

Paragraph 4.16 Breach and termination 31

Paragraph 4.17 Dispute resolution 32

Paragraph 4.17.1 - Mediation 32

Paragraph 4.17.2 - Arbitration 32

Paragraph 4.18 - General 33

WCBD3.2 Pricing schedule 34

WCBD4 Declaration of Interest 35-41

WCBD 6.1 Preference Points Claim Form; Sworn affidavit - BBEE/Qualifying Small Enterprise 42-48

GCC General Conditions of Contract 49-61

Annexure A Occupational Health and Safety Agreement 62

Annexure B Profile of bidder - Qualification and experience, organisational structure, details 63-65 of bidder’s nearest office and undertaking, including Annexure B2

NOTE: Please index the required annexures in the order as above and add them after the last documents in

your bid offer with page separators in between.

Please insert any other compulsory forms (Tax clearance certificates, BBBEE certificates, etc.) where they

are specified or requested in the bid document.

➢ Joint venture

4.1.2.2 Registration under the Compensation for Occupational Injuries and Diseases Act Yes No

(COIDA), Act

Is the bidder registered with the Commissioner for COID? Yes No

4.1.2.3 Registration in terms of the Occupational Health and Safety Act, 1993 (Act 85 of Yes No

1993. and Regulations

Will the bidder accept full responsibility in terms of Section 37(2) of the Act? Yes No

4.1.2.4 Registration for Public Liability Insurance Yes No

Para Section 4 - Special Conditions Details of offer

4.1.2 Compulsory evaluation documents – declaration/affidavit (continued)

4.1.2.5 Registration for Value Added Tax (VAT) Yes No

Is the bidder VAT registered? Yes No

4.1.2.6 Inclusion of an EMP 201 with a payment advice to verify a bidder’s registration for Yes No

4.1.2.6.1 Skills Development Levies Act (Act ) Yes No

4.1.2.62 Pay as you Earn (PAYE) Yes No

4.1.2.6.3 *Unemployment Insurance Fund (UIF) Yes No

(*In case of future nationwide lockdowns in accordance with the Disaster

service-provider fails to deliver satisfactory service due to oversight, negligence,

or lack of supervision.

4.5.4 No claims involving additional costs, e.g. levies, transport, insurance, fuel etc. will

be considered. Furthermore, no additional fees will be payable for work done

after hours, at weekends or on public holidays, unless otherwise specifically

stated in the contract.

4.5.6 If the service area should increase or decrease due to the availability of funds,

the quoted price may be adjusted on a pro-rata basis by mutual consent.

www.westerncape.gov.za

Western Cape Government Health & Wellness| Sub-Directorate Good & Services Sourcing

WCGHSC0369/2/2026 for the provision of a comprehensive cleaning service including equipment

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 4 - Special Conditions Details of offer

4.8 Public liability and insurance indemnity

4.8.1 The service provider will indemnify the OPC and hold it harmless against:

4.8.1.1 any damage to the OPC’s movable or immovable property, any loss resulting

directly or indirectly from damage to such property, any act or omission on the

part of the service-provider or its staff, or any damage arising from the use and

occupation of the OPC’s property by the service-provider,

4.8.1.2 legal liability for any claims that may be made against the OPC arising from

damage to movable or immovable property of any third parties, including any

damage resulting directly or indirectly from any act or omission on the part of the

service-provider or its staff, or any damage arising from the use and occupation

of the OPC’s property by the service-provider,

4.8.1.3 legal liability claims in the event of the death, injury or illness of any person,

including employees of the OPC or their dependents, or any associated loss

resulting or arising from any act or omission on the part of the service-provider or

its staff, or any damage arising from the use and occupation of the OPC’s

property by the service-provider, or

4.8.1.4 any reasonably incurred legal costs, including attorney and client costs, relating

to claims or actions against the OPC arising from any act or omission on the part

of the service-provider or its staff, or any damage arising from the use and

occupation of the OPC’s property by the service-provider.

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 4 - Special Conditions Details of offer

4.8 PUBLIC LIABILITY AND INSURANCE INDEMNITY (continued)

4.8.2 For the proper fulfilment of the indemnity, the service-provider will submit proof

of the insurance cover held and maintained to cover the risks above as well as

the amount of such cover, within 14 days of the date of the letter of acceptance.

service-provider to increase the cover at his expense to the value determined

by the OPC.

4.8.3 This bid will be accepted on condition that the OPC may terminate the

agreement in its sole discretion and without prejudice to any other rights it may

have, if the service-provider fails to submit proof of the insurance cover required

above. The service-provider will be liable for any damage which the OPC may

sustain due to the termination of the contract and the appointment of another

service-provider.

4.8.4 If the service-provider fails to pay the premiums required to maintain the

insurance cover, an equivalent amount will be deducted from its monthly service

account to ensure that cover is maintained.

4.8.5 The service-provider will be responsible at all times for the acts or omissions of

employees, e.g. unlawful unrest, assault, injury, death etc while engaged in

duties performed in accordance with the scope of the service

4.8.6 The service-provider indemnifies and holds WCGHW blameless against damage

to or loss of WCGHW property and any third party that may be involved.

4.9 Security

4.9.1 The service-provider must supply a list with the names of all staff involved with the

cleaning service to the OPC’s Contract Manager for security purposes. Any

personnel changes must be reported in writing to the Contract Manager, who

will inform OPC security in turn. Unidentified staff and staff whose names do not

appear in the security section’s records will not be allowed access to the OPC.

and MUST refer to the relevant corresponding paragraph below in each case.

Para Section 4 - Special Conditions Details of offer

4.12 Disturbances

4.12.1 The service provider will not facilitate access to, or allow any activity, person or

vehicle on the premises of the OPC that could pose a disturbance,

inconvenience, public nuisance or danger to staff, clients or property. Noise levels

must be limited as far as practically possible.

4.13 Restrictions

4.13.1 The OPC reserves the right, within reason, to implement such regulatory measures

as it may deem necessary to maintain hygiene standards, safety and order on the

premises. If the service provider fails to comply with these measures despite written

notification by the OPC, its non-compliance may be considered breach of

contract.

4.14 Promotional and advertising material

4.14.1 The service-provider may not display any promotional sign, poster, nameplate,

article or object with its name or logo in the OPC or on the OPC’s premises, without

the written approval of OPC’s operational manager or his representative. The OPC

reserves the right to remove any such undesirable item at the service-provider’s

cost.

4.14.2 Neither the service-provider nor his staff will be entitled to distribute any article free

of charge, to offer any article for sale, or to sell any article on the OPC premises.

4.15 Transfer and cession

4.15.1 The service-provider must be the sole provider of the cleaning service. The use of

sub-contractors will not be allowed without the prior written permission of

This bid is subject to the General Conditions of Contract (GCC) and any other Special Conditions of Contract. The successful bidder will be required to complete and sign a written contract form (WCBD7.1). The contract will be effective for 3 years from the day it is signed, with the option to extend. The bid will be valid for 120 days from the closing date. The service-provider must accept the terms and conditions of the GCC.

All bidders must be registered on the Central Supplier Database (CSD) at the time of bid closing. Unregistered bidders or bidders with suspended registration will be deemed non-compliant. Where a bidder's tax compliance status cannot be verified or is non-compliant on the CSD, the bidder will be afforded 7 working days to confirm tax compliance. The service-provider must have at least 2 years' contract cleaning experience. Cleaning staff must be South African citizens or possess valid work permits, be cleared by SAPS, able to work independently. Wages must not be less than the minimum wage. Proof of mandatory vaccination of staff against hepatitis B must be provided. All cleaning products must comply with SABS quality standards.

Paragraph 4.1.2 - Compulsory evaluation documents 21

Paragraph 4.3 Evaluation 24

WCBD 6.1 Preference Points Claim Form; Sworn affidavit - BBEE/Qualifying Small Enterprise 42-48

status on the SEB or CSD. Please complete your claims for the 80/20 or 90/10 preference points systems in the

structure for daily communication, quality control, and the escalation of urgent