The Appointment of a Service Provider to Conduct a Once-off Deep Cleaning and Pest Control for Nlc Western Cape Office

Item Description Quantity

1 Cleaning of upholstery 51 Chairs & 3 Couches

2 Carpet deep cleaning PM Office – 30 m2

AM Office – 19m2

M & E Specialist Office -

19m2

Big boardroom – 63m2

Small boardroom - 18m2

M & E Office – 30m2

CLO Supervisor – 19m2

CLO cubicles - 34m2

2x Storerooms - 25 m2

RFQ/2026-002-005 DEEP CLEANING AND PEST CONTROL WESTERN CAPE of 30

Open plan 36,5 m2

3. Tiled are deep cleaning Kitchen – 53m2

Reception – 51m2

8 X Toilets – 54m2

Open plan – 36,5m2

4. Pest control with came that will not course harm to The whole office –

human

Approximately 666m2

4.2 DELIVERABLES

4.2.1 Completed deep cleaning of all specified areas.

4.2.2 Effective pest control treatment applied throughout the facility.

5. REPORTING REQUIREMENTS

5.1. The supplier will report to Facilities Management and Western Cape Office

6. DURATION OF THE SERVICE

6.1. The expected duration of the service is once-off which may be effective on the date of

appointment and receival of purchase order and/or as directed and at the discretion of

the NLC.

SECTION 2: NOTICE TO BIDDERS

7. Terms and Conditions of Request for Quotations (RFQ)

7.1 This document may contain confidential information that is the property of the NLC.

7.2 No part of the contents may be used, copied, disclosed, or conveyed in whole or in

part to any party in any manner whatsoever other than for preparing a proposal in

RFQ/2026-002-005 DEEP CLEANING AND PEST CONTROL WESTERN CAPE of 30

response to this RFP without prior written permission from the NLC.

7.3 All copyright and intellectual property herein vests with the NLC.

7.4 Late and incomplete submissions will not be accepted.

Order form has been received.

www.csd.gov.za.

report) and ensure that their tax matters are compliant.

8. General rules and instructions

8.1 News and press releases

8.1.1 Bidders or their agents shall not make any news releases concerning this

RFP or the awarding of the same or any resulting agreement without the

consent of, and then only in coordination with, the NLC.

8.2 Precedence of documents

8.2.1 This RFP consists of a number of sections. Where there is a contradiction in

terms between the clauses, phrases, words, stipulations or terms and herein

referred to generally as stipulations in this RFP and the stipulations in any

other document attached hereto, or the RFP submitted hereto, the relevant

stipulations in this RFP shall take precedence.

8.2.2 Where this RFP is silent on any matter, the relevant stipulations addressing

such matter, and which appear in the PPPFA, shall take precedence. Bidders

shall refrain from incorporating any additional stipulations in their proposal

submitted in terms hereof other than in the form of a marked recommendation

that the NLC may, in its sole discretion, elect to

8.2.3 import or to ignore. Any such inclusion shall not be used for any purpose of

interpretation unless it has been so imported or acknowledged by the NLC.

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8.2.4 It is acknowledged that all stipulations in the PPPFA are equally applicable

to all matters addressed in this RFP. It, however, remains the exclusive

domain and election of the NLC as to which of these stipulations are

applicable and to what extent. Bidders are hereby acknowledging that the

decision of the NLC in this regard is final and binding. The onus to enquire

and obtain clarity in this regard rests with the Bidder(s). The Bidder(s) shall

take care to restrict their enquiries in this regard to the most reasonable

8.3 Preferential procurement reform

8.3.1 The NLC supports B-BBEE as an essential ingredient of its business. In

accordance with government policy, the NLC insists that the private sector

demonstrates its commitment and track record to B-BBEE in the areas of

ownership (shareholding), skills transfer, employment equity and

procurement practices (SMME Development), etc.

submit a CSD report reflecting tax compliance.

8.4. The National Industrial Participation Programme

8.4.1. The Industrial Participation policy, which was endorsed by the Cabinet on 30

April 1997, is applicable to contracts that have imported content. The NIP is

and submit the Standard Bidding Document (SBD).

8.5. Language

8.5.1. Bids shall be submitted in English.

8.6. Gender

8.6.1. Any word implying any gender shall be interpreted to imply all other genders.

8.7. Headings

8.7.1. Headings are incorporated into this RFP document and submitted in

response thereto, for ease of reference only and shall not form part thereof

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for any purpose of interpretation or any other purpose.

8.8. Occupational Injuries and Diseases Act

8.8.1. The Bidder warrants that all its employees (including the employees of any

subcontractor that may be appointed) are covered in terms of the

Compensation for Occupational Injuries and Diseases Act and

that the cover shall remain in force for the duration of the adjudication of this

RFP and/ or subsequent agreement. The NLC reserves the right to request

the Bidder to submit documentary proof of the Bidder’s registration and “good

standing” with the Compensation Fund, or similar proof acceptable to the

NLC.

8.9. Processing of the Bidder’s Personal Information

8.9.1. All Personal Information of the Bidder, its employees, representatives,

under this RFP is collected and processed to assess the content of its tender

proposal and award the bid. The assessment and award of the bid shall be

conducted in accordance with applicable legislation, including the PPPFA

read with the Preferential Procurement Regulations, 2023.

8.9.2. The Bidder is advised that Bidder Personal Information may be passed on to

third parties to whom the NLC is compelled by law to provide such

information. For example, where appropriate, the NLC is compelled to submit

information to the National Treasury’s Database of Restricted Suppliers.

8.9.3. All Personal Information collected will be processed in accordance with

POPIA and with the NLC Data Privacy Policy.

8.9.4. The following persons will have access to the Personal Information collected:

8.9.4.1. The NLC personnel are participating in procurement/award

procedures.

8.9.4.2. Members of the public: within seven working days from the time the

bid is awarded, the following information will have to be made

available on the National Treasury’s e-Tender portal.

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8.9.4.2.1. Contract description and bid number.

8.9.4.2.2. Names of the successful bidder(s) and preference

points claimed.

8.9.4.2.3. the contract price(s) (if possible).

8.9.4.2.4. contract period.

8.9.4.2.5. Names of directors and

8.9.4.2.6. date of completion/award.

8.9.5. The NLC will ensure that the rights of the Bidder and of its employees and

representatives (i.e. the right of access and the right to rectify) are effectively

guaranteed in accordance with the procedures specified in the NLC PAIA

manual.

8.9.6. In signing this document, the Bidder consents to the use of its Personal

Information for the purposes as specified in section 2.9.1 above.

9. Formal Briefing Session

9.1. There will be no compulsory briefing session.

10. Validity Period

10.1. The NLC requires a validity period of 120 Days against this RFP. Bidders are to note

that they may be requested to extend the validity period of their bids, on the same

terms and conditions. A written letter will be sent to every bidder who responded to

the bid. In terms of procedural fairness, the bidders will be given an opportunity to

respond, in writing, to the terms and conditions of the bid and the bid price. Such

acceptance of the terms and conditions of the bid and bid price becomes legally

binding in the procurement process. Any bidder that did not respond to the extension

of the bid validity period, in writing, WILL NOT be considered further for the bid upon

expiry of the initial validity period.

10.2. Bidders are to note that they may be requested to extend the validity period of their

RFQ/2026-002-005 DEEP CLEANING AND PEST CONTROL WESTERN CAPE of 30

bids, on the same terms and conditions, if the internal evaluation process is not

finalised within the validity period.

11. National Treasury’s Central Supplier Database

Database (CSD) which has been established to centrally administer supplier

information for all organs of state and facilitate the verification of certain key supplier

information.

11.2. The NLC may not award business to a bidder who has failed to register on the CSD.

11.3. Only foreign suppliers with no local registered entity need not register on the CSD.

11.4. The CSD can be accessed at https://secure.csd.gov.za/

12. Confidentiality

12.1. Bids submitted for this Request for Proposals will not be revealed to any other bidders

and will be treated as contractually binding.

12.2. The NLC reserves all the rights afforded to it by the POPIA in the processing of any

of its information as contained in Bid Proposals.

12.3. The Bidder acknowledges that it will obtain and have access to personal information

of The NLC and agrees that it shall only process the information disclosed by the

NLC in terms of this bid award and only for the purposes as detailed in this RFP and

in accordance with any applicable law.

12.4. The Bidder shall notify the NLC in writing of any unauthorized access to personal

information and the information of a third party, through cybercrimes or suspected

cybercrimes, in its knowledge and report such crimes or suspected crimes to the

relevant authorities in accordance with applicable laws, after becoming aware of

such.

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13. Communication

13.1. Specific queries relating to this RFP should be submitted

[email protected], before the closing date.

13.2. In the interest of fairness and transparency the NLC’s response to such a query

may be made available to other bidders.

13.3. It is prohibited for bidders to attempt, either directly or indirectly, to canvass any officer

or employee of the NLC in respect of this RFP between the closing date and the date

of the award of the business.

13.4. Bidders found to be in collusion with one another will be automatically disqualified

and restricted from doing business with organs of the state for a specified period.

14. Supplier Performance

14.1. The National Lotteries Commission conducts regular performance reviews in

accordance with the requirements for the classification of the contract and or

stakeholder by making use of supplier evaluation forms. The evaluation is conducted

against the deliverables or scope of the contract with a minimum of an annual review

done for contracts longer than a year and a review at completion of contract for those

contracts less than a year.

14.2. Ad-hoc performance reviews shall be conducted where non-performance is identified

outside the review period.

14.3. Non-performance will be addressed with at least a formal letter advising specific non-

Non-adherence to remedial actions shall lead to escalating performance

management actions.

14.4. Any party to this agreement may request to participate in a joint performance review

where appropriate and seek continuous improvement opportunities.

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SECTION 3: EVALUATION CRITERIA

15. The NLC will evaluate all proposals in terms of the Preferential Procurement

Regulation of 2023 and the Preferential Procurement Policy Framework Act. No. (PPPFA). The phase evaluation criteria below will be considered in evaluating

the proposals.

The following phases evaluation criteria will be considered in evaluating the

proposals, being:

Stage 1: RFQ Closing Date and Submission Instructions, and Format

15.1. RFQ closing Details

The deadline for RFQ submission is February 2025 @ 11:00 Standard South African

E-TENDER SUBMISSION - https://www.etenders.gov.za/

15.2. Stage 2: Administrative Compliance

requirements will be disqualified and will not be considered for further evaluation. The

Administrative Compliance Evaluation will include the following:

Evaluation Criteria Supporting

Document/Content

Fully Completed Standard

SCM - SBD 1 - Invitation to Bid

and duly signed

SCM - SBD 6.1 - Preference Points Claim Form in

Fully Completed Standard

terms of the Preferential Procurement Regulations

and duly signed

2022

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Evaluation Criteria Supporting

Document/Content

Proof of Central Supplier

Whether Service Providers have failed to register on

Database (CSD) registration

the CSD. Only foreign suppliers with no local

reflecting Tax compliant

registered entity need not register on the CSD

status

Valid SARS Tax Pin. In case

of a Joint Venture (JV) Valid

Whether the Service Provider tax affairs in order Tax Clearance Certificate /

TCS PIN for Each Partner

Original Signed consent form in terms of the

Protection of Personal Information Act No.4 2013 POPIA Consent Form

(POPIA)

B-BBEE Certificate in terms of Codes of Good

Practice-Valid. In case of Joint Venture (JV), bidders A valid BEE

Affidavit

requirements will be disqualified and will not be considered for further evaluation.

SUPPORTING

EVALUATION CRITERIA

DOCUMENT

1. Returnable documents (standard bidding

Standard Bidding

documents) and/or schedules were completed,

Document (SBD 4) Forms

duly signed by the authorized person.

case of a bidder being in a joint venture. This will agreements

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SUPPORTING

EVALUATION CRITERIA

DOCUMENT

include:

• Signed Joint Venture / Consortium Agreement

15.4. Stage 4: Technical evaluation

15.4.1. The table below indicates the criteria which the service provider is expected to

demonstrate, and which will form the evaluation criteria during the evaluation of

the prospective service providers’ proposals. The following rating scale will be

used to evaluate bid proposals: Stage 5: The 80/20 Principle based on Price

and Special goal as stated below.

Financial evaluation (*Pricing and Specific goals comparatives)

Schedule. The evaluation for Pricing and Specific Goals will include the following:

Evaluation Criteria Final Weighted

Scores

Price 80

The following formula will be used to calculate the points out of 80 for

price in respect of a tender with a Rand value equal to or above R30

000 and up to a Rand value of R50 million, inclusive of all applicable

taxes:

Where:

Ps = Score for the Bid under consideration

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Pt = Price of Bid under consideration

P min = Price of lowest acceptable Bid

Points will be awarded to a bidder as follows:

Sub -

Maximum

points

points for

Specific Goals for Relevant Evidence

specific

specific

goals

goals

1. Procurement from entities who are black Owned

Tenderer who has 100% black Ownership 8

Copies of ID’s/ CIPC

Tenderer who has 51% to 99% black Report CSD Recent

8 ownership Report

Tenderer who has less than 51% black

ownership

2. Procurement from entities who are women Owned

Tenderer who has 100% women ownership 4 B-BBEE Certificate /

B-BBEE Sworn Tenderer who has 30% to 99% women

2 4 Affidavit ownership

Tenderer who has less than 30% women

ownership

3 Youth Ownership

Tenderer who has 100% youth ownership 4

B-BBEE Certificate /

Tenderer who has 30% to 99% youth B-BBEE Sworn

2 4 ownership Affidavit

Tenderer who has less than 30% youth

ownership

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Sub -

Maximum

points

points for

Specific Goals for Relevant Evidence

specific

specific

goals

goals

4.Procurement from Disabilities

Letter from the Doctor

Tenderer who has 20% or more owners with

4 confirming disability

disability

not older than 1 year

Tenderer who has less than 20% but more from the closing date 2 4

than 10% owners with disability of the RFQ and CSD

Tenderer who has less than 10% owners report

with disability

Total points for specific goals 20

15.5. Stage 6: Due Diligence, Contract and Award

The NLC reserves the right to undertake a due diligence exercise on the preferred

bidder/s as part of a material risk evaluation aimed at determining to its satisfaction,

the validity of the information provided by the Bidder. Such exercise shall be fully

documented and may include, but need not be limited to, all or any combination of

the following:

The contract and award stage are for negotiation after receipt of formal tenders and

before the conclusion of contracts with suppliers/contractors submitting the lowest

acceptable tender with a view to obtaining an improvement in price, delivery or

content, in circumstances which do not put other tenderers at a disadvantage or

affect adversely their confidence or trust in the competitive system. Bidders may be

requested to provide their best and final offers based on contract negotiations.

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INVITATION TO BID (SBD1)

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS

BID NUMBER: RFQ/2026-002-005 CLOSING 09 February 2026 CLOSING TIME: 11:00

DATE:

DESCRIPTION APPOINTMENT OF A SERVICE PROVIDER TO REQUEST FOR PRICE QUOTATION FOR THE DEEP

CLEANING AND PEST CONTROL FOR WESTERN CAPE NLC OFFICE

BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TECHNICAL ENQUIRIES MAY BE DIRECTED TO:

CONTACT PERSON Raesetje Manala CONTACT PERSON Supply Chain Management

TELEPHONE NUMBER (012) 432 1470 TELEPHONE NUMBER (012) 432 1470

FACSIMILE NUMBER FACSIMILE NUMBER

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

SUPPLIER INFORMATION

NAME OF BIDDER

POSTAL ADDRESS

STREET ADDRESS

TELEPHONE NUMBER CODE NUMBER

CELLPHONE NUMBER

FACSIMILE NUMBER CODE NUMBER

E-MAIL ADDRESS

VAT REGISTRATION

NUMBER

SUPPLIER COMPLIANCE TAX COMPLIANCE CENTRAL SUPPLIER

STATUS SYSTEM PIN: DATABASE No:

MAAA

ARE YOU THE YES NO YES NO

ACCREDITED ARE YOU A FOREIGN BASED

[IF YES ENCLOSE REPRESENTATIVE IN SUPPLIER FOR THE GOODS

PROOF] [IF YES, ANSWER

SOUTH AFRICA FOR /SERVICES OFFERED? QUESTIONNAIRE

THE GOODS /SERVICES BELOW]

OFFERED?

QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

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YES NO IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)?

YES NO DOES THE ENTITY HAVE A BRANCH IN THE RSA?

YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA?

YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA?

YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION

IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FORA TAX

COMPLIANCE STATUS SYSTEM PINCODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF

NOT REGISTER AS PER 1.3 BELOW.

PART B

TERMS AND CONDITIONS FOR BIDDING

1. BID SUBMISSION:

CONSIDERATION.

PRESCRIBED IN THE BID DOCUMENT.

1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE PREFERENTIAL

PROCUREMENT REGULATIONS, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL

CONDITIONS OF CONTRACT.

2. TAX COMPLIANCE REQUIREMENTS

ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS.

2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE

WWW.SARS.GOV.ZA.

2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID.

TCS CERTIFICATE / PIN / CSD NUMBER.

2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER

2.7 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.”

NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID.

SIGNATURE OF BIDDER: ...................................................

CAPACITY UNDER WHICH THIS BID IS SIGNED: ...................................................

DATE: ...................................................

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BIDDER’S DISCLOSURE (SBD 4)

1 PURPOSE OF THE FORM

Any person (natural or juristic) may make an offer or offers in terms of this invitation to

bid. In line with the principles of transparency, accountability, impartiality, and ethics as

enshrined in the Constitution of the Republic of South Africa and further expressed in

Where a person/s are listed in the Register for Tender Defaulters and / or the List of

Restricted Suppliers, that person will automatically be disqualified from the bid process.

Bidder’s declaration

1.1 Is the bidder, or any of its directors / trustees / shareholders / members /

partners or any person having a controlling interest1 in the enterprise, employed

by the state? YES/NO

1.1.1 If so, furnish particulars of the names, individual identity numbers, and, if

applicable, state employee numbers of sole proprietor/ directors / trustees /

shareholders / members/ partners or any person having a controlling interest in

the enterprise, in table below.

Full Name Identity Number Name of State institution

1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively, the person/s having the

deciding vote or power to influence or to direct the course and decisions of the enterprise.

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1.1.2 Do you, or any person connected with the bidder, have a relationship with any

person who is employed by the procuring institution?

YES/NO

1.1.3 If so, furnish particulars:

.............................................................................................

.............................................................................................

1.2 Does the bidder or any of its directors / trustees / shareholders / members /

partners or any person having a controlling interest in the enterprise have any

interest in any other related enterprise whether or not they are bidding for this

contract? YES/NO

1.2.1 If so, furnish particulars:............................................................................

.......................................................................................................................