36-Month hygiene and cleaning services tender for gfms east london offices and garage

SCM enquiries: Ms. N. Mda (043 731 1140, [email protected]) and Ms. P. Solwandle (043 731 1140, [email protected]). Technical enquiries: Project Manager Ms. Nokuthula Mafani (067 429 3380 / 043 731 2319, [email protected]). Submission address: GFMS Trading Entity Bid Box, No. 25 Brooklyn Road, Castellano Building, Woodbrook, East London, 5208.

Submit bids in a sealed envelope, clearly marked with the bid number (SCMU10-GFMS–26/27-0002) and the nature of the service, to the GFMS Trading Entity Bid Box at No. 25 Brooklyn Road, Castellano Building, Woodbrook, East London by 11:00 on 26 June 2026. Late, faxed, or emailed bids will be rejected. Ensure the bid is deposited in the correct GFMS bid box (shared building with Amathole District Office). Couriers must deposit bids in the correct box before closing time. Required returnable documents: Bid Form, SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim Form), SBD 7.2 (Contract Form), Annexure A (Bidders Experience), and Bid Pricing Form. Bids must remain valid for 90 days from closing date. Do not tamper with or retype bid documents; use official forms only. Corrections must be lined through and initialed—no correction fluid allowed.

Evaluation uses the 80/20 Preferential Point System under the PPPFA Regulations, 2022. 80 points for price (lowest acceptable tender as baseline) and 20 points for specific goals. Specific goals and points: Black Ownership (4), Women Ownership (3), Youth Ownership (3), Disability (2), Locality (8 for Buffalo City Metropolitan Municipality or 2 for Eastern Cape CSD address). Bidders must submit proof for claimed points. Failure to submit required documentation forfeits preference points. Bidders must not be on the Register for Tender Defaulters or List of Restricted Suppliers. Bidders must provide satisfactory evidence of experience in hygiene and cleaning services, including employer details, nature of work, value, duration, and contactable references.

Provision of hygiene and cleaning services for 36 months at two locations: (1) GFMS Offices, Shop No. 17, Beacon Bay Crossing, East London; (2) East London Government Garage, 9 Cotton Road, Westbank, East London. Requirements: (a) Establish a fully functional office/satellite office within 50 km of East London within 3 months of award (proof required); (b) Use SABS-approved chemicals sourced from Eastern Cape-based suppliers/distributors; (c) Source cleaner uniforms from Eastern Cape suppliers (proof required within 7 days of award); (d) Submit proof of R1 million liability coverage within 30 days of appointment; (e) Contract with a SHE bins waste management company (monthly certificates required; sanitary towels cannot be disposed of in general bins); (f) Submit police clearance reports for all staff before contract start.

Pricing must be firm and inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, SDL). Prices quoted by VAT vendors excluding VAT will be evaluated as-is and deemed inclusive of VAT per Section 64(1) of the VAT Act. Successful bidders with excluded VAT absorb the financial implication. Bid validity period: 90 days from closing date. Payment terms: Within 30 days of invoice receipt. Pricing schedule (SBD 3.1) must include unit prices, itemized prices, and all relevant details. Non-firm prices or missing pricing information may lead to rejection.

Mandatory compliance: (1) Registration on Central Supplier Database (CSD) with valid CSD number; (2) Tax Compliance Status (TCS) PIN or CSD number for verification; (3) Valid Tax Clearance Certificate (or separate certificates for consortia/joint ventures/sub-contractors); (4) No bids accepted from persons in the service of the state or restricted/tender defaulters; (5) Foreign bidders must attach SAQA evaluation certificate for foreign qualifications; (6) B-BBEE compliance (points claimed for Black/Women/Youth/Disability Ownership and Locality); (7) Proof of COIDA letter of good standing within 21 days of purchase order; (8) UIF registration and compliance certificate within 30 days of purchase order; (9) SBD 4 (Declaration of Interest) must be completed and submitted. Non-compliance with tax status allows 7 working days to remedy; failure results in disqualification.