RFP: cleaning and hygiene services at umjantshi house (36 months) – gauteng tender

{"closingDate":"03 SEPTEMBER 2026","closingTime":"12:00 pm","briefingSession":"{"date":"12 AUGUST 2026","time":"10H00","venue":"E: 12 AUGUST 2026","is_compulsory":true}"}

{"name":null,"email":null,"phone":null,"department":null,"address":"COMPULSORY BRIEFING"}

Bidders must be registered on the CSD and have a valid tax compliance status (TCS PIN or certificate). They must demonstrate experience in cleaning and hygiene services, with a focus on high-rise buildings. Joint ventures or consortia must have a formal agreement. Bidders must not be restricted suppliers or engage in collusion. Foreign bidders must comply with South African regulatory requirements. PRASA may disqualify bidders who fail to submit mandatory documents or provide false information.

Of (36 months).

Bid number: ho/001/08/2026(intersite)

9.9 The responses to RFP formulation should be clear and concise and follow a clear

methodology which responses to RFP should explain upfront in a concise Executive

highest level of cleanliness of Umjantshi House. However, its is equally important that any

innovative ideas or new methods are presented to the Client before implementation. This

transparency allows the client to understand the benefits, address any concerns and approve the

approach where feasible.

9 Gloves Strong more durable –Green nitrile gloves one size fit all industrial external

cleaning gloves

10 Gloves Household - household gloves – one size fit all

11 Washroom cleaner 3 in 1 Industrial/heavy duty (dependent on no. of areas requiring the use thereof

multi-purpose

Disinfectant (QAC)

12 Dust Mask Dust masks Filtering Facepiece (ffp1)

Of (36 months).

Bid number: ho/001/08/2026(intersite)

NB: Definitions pertaining to Consumables/Materials to be used for Cleaning.

• Air supply diffuser is a device that delivers and ventilates conditioned air in an area, mixes indoor

air, and manages air output in an HVAC system.

• Grilles are the vents through which air is pulled out of a room for circulation back to the central

heating or cooling unit. They may be in floors, ceilings, or walls.

• Quaternary Ammonium Compounds (QACs) are a type of chemical that is used to kill bacteria,

viruses, and mould.

• FFP1 Masks, also known as dust mask, is mainly used to protect against dust, liquid and solid

aerosols. This respirator mask it is not classified as a medical device and does not protect against

viruses.

• Nitrile Gloves are a form of hand protection and is waterproof, greaseproof, oil proof and most

importantly, chemical resistant to a range of common chemicals and substances. It is also chemical

resistant, puncture-resistant material.

• Non-ionic and anionic surfaces.: any of a class of synthetic detergents that are neither anionic nor

cationic but produce electrically neutral colloidal particles in solution.

5.5 Minimum equipment required on site for cleaning

TENDER FORM (PRICING SCHEDULE) Form C

Volume 2 (Envelop 2/ Package 2)

Part C: Financial Proposal and Specific Goals

Volume 2 should be submitted in a separate sealed envelope. Bidders should make

their pricing offer in envelop 2/package 2.

9.3 Bidders must submit 1 original response and may submit copies and an electronic version

which must be contained in a Memory Card/External hard drive etc clearly marked in the

5.2 The Staffing Plan and Shift System

It must be noted that Umjantshi House operates five (5) days a week (Monday to Friday),

weekends and public holidays are non-working days. The total cleaning staff/personnel for

UMJANTSHI HOUSE should be twenty-seven (27) which comprises of twenty-five (25) which

general workers, two (2) supervisor as per the Table below.

any part or basis of any investment decision by Bidders. The recipient should not consider the

document as an investment recommendation by PRASA or any of its advisers.

Each person to whom this document (and other later documents) is made available must make

his own independent assessment of the Project after making such investigation and taking such

professional advice as he/she or it deems necessary. Neither the receipt of this document or any

related document by any person, nor any information contained in the documents or distributed

with them or previously or subsequently communicated to any Bidder or its advisers, is to be taken

as constituting the giving of an investment advice by PRASA or its advisers.

In this RFP, unless inconsistent with or otherwise indicated by the context –

1.1 headings have been inserted for convenience only and should not be taken into account

in interpreting the RFP;

1.2 any reference to one gender shall include the other gender;

1.3 words in the singular shall include the plural and vice versa;

1.4 any reference to natural persons shall include legal persons and vice versa;

1.5 words defined in a specific clause have the same meaning in all other clauses of the

RFP, unless the contrary is specifically indicated;

1.6 any reference to the RFP, schedule or appendix, shall be construed as including a

reference to any RFP, schedule or appendix amending or substituting that RFP,

schedule or appendix;

1.7 the schedules, appendices and Briefing Notes issued pursuant to this RFP, form an

indivisible part of the RFP and together with further clarifying and amending information

provided by PRASA, constitute the body of RFP documentation which must be complied

with by Bidders;

1.8 in the event of any inconsistency between this RFP or other earlier information published

with regard to the Project, the information in this RFP shall prevail; and

1.9 this RFP shall be governed by and applied in accordance with South African law.

Request for proposal: appointment of service provider for cleaning and hygiene services for

Umjantshi house for a period of (36 months.

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Request for proposal (RFP) appointment of a service provider to

which does not add value and detracts from the ability of PRASA to effectively evaluate

and understand the responses to RFP. The use of numbered headings, bullet points,

sections, appendices and schedules are encouraged.

9.11 Information submitted as part of a responses to RFP should as far as possible, be orderly

according to the order of the required information requested by PRASA. All pages should

be consecutively numbered.

9.12 Responses to RFP should ensure that each requirement contained in the RFP is

succinctly addressed. Responses to RFP should as far as possible use the terms and

definitions applied in this RFP and should clearly indicate its interpretation of any differing

terminology applied.

9.13 Response to RFP documents are to be submitted to the address specified in this RFP,

and Bidders should ensure that the original and copies (where applicable) are identical in

all respects as PRASA will not accept any liability for having disqualified a bidder for failing

to provide a mandatory returnable document.

9.14 Unless otherwise expressly stated, all Proposals furnished pursuant to this RFP shall be

deemed to be offers. Any exceptions to this statement must be clearly and specifically

indicated.

9.15 Any additional conditions must be embodied in an accompanying letter. Subject only to

clause 16 [Alterations made by the Bidder to Bid Prices] of the General Bid Conditions,

alterations, additions or deletions must not be made by the Bidder to the actual RFP

documents.

9.16 Bidders are required to review the Contract. Bidders may further amend and/ or delete

any part of the Draft Contract where they deem fit to do so. Where Bidders have amended

and or deleted any part of the Contract, it must be clearly visible by using track changes

and must ensure that the disc copy of their bid submission for the Draft Contract is in word

version and not password protected. It must be noted that the marked-up Contract will

form part of contract negotiations processes with the preferred bidder.

Request for proposal: appointment of service provider for cleaning and hygiene services for

Umjantshi house for a period of (36 months.

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Request for proposal (RFP) appointment of a service provider to

documents which may have not been submitted.

11.2 The successful Bidder [hereinafter referred to as the Service Provider] shall be in full and

complete compliance with any and all applicable laws and regulations.

12. National treasury’s central supplier database

Bidders are required to self-register on National Treasury’s Central Supplier 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. Only foreign suppliers with

no local registered entity need not register on the CSD. The CSD can be accessed at

https://secure.csd.gov.za. Bidders are required to provide the following to PRASA in order to

enable it to verify information on the CSD:

Supplier Number: ____________ Unique registration reference number: _____________.

levels and customer experience, compliance with the relevant legal and statutory requirements

(i.e. Occupational Health and Safety) and to improve PRASA’s property and value of the Asset

managed.

building conditions and appearance of the facility. To achieve these objectives, a suitably qualified

and experienced service provider is sought to render high quality cleaning and hygiene services

and to ensure continuous compliance to Occupational Health and Safety requirements for the

building.

scrubbed/damp mopped

Approved list of chemicals with Safety Data Sheets (MSDS)

forms a protective film which can be polished (per 20 lt)

11 Powder for carpets per 20 lt

12 Outdoor Cleaning Fluid kills 99.9% of bacteria and cleans paths, patios, decking and cleans &

deodorize drains. It can also be used on plant pots, containers, seed trays, hanging baskets,

greenhouses, garden tools and much more. per 25lt

1 Clear Hand soaps Hand Bac sabs1828

2 Toilet paper per Bale - 350 Sheet per Roll as per SABS or SANS Regulations.

Sheet Size: 100mm x 110mm

18 - 22gsm Paper.

21 Air freshener 75ml product designed to mask or remove unpleasant room odours

Sateen descales, and prevents build up – Automatic and consistent dispensing

25 SHE Packet 1 x 50 used for discrete and hygienic disposal of sanitary waste

Request for proposal: appointment of service provider for cleaning and hygiene services for

Umjantshi house for a period of (36 months.

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Request for proposal (RFP) appointment of a service provider to

• Bins and disposal units shall be cleaned internally

and externally.

• carefully remove plastic bin liners and place it in a

lined waste receptacle.

Office

• remove any products or debris from the bottom of Weekly

ablutions Sanitary the bin and once it is empty you should wipe down

bins the interior using the disinfectant.

• Allow the bin to air dry or wipe with a dry towel if

necessary and then fit with a fresh bin liner.

• Safely dispose the sanitary waste (proof of disposal

certificate required + SHE plan)

• De-scale and remove algae, bacteria from the unit or

fitments.

• Remove trap where possible and clean/disinfect

Office Toilet

• Clean and disinfect both internal and external Weekly

ablutions bowel/seat surface of the unit.

• De-scale and remove uric acid incrustation and

other deposits from all surfaces on the appliance,

including channel, outlet, outlet grid, step, pipes, and

tipper.

• Steam cleans the urinals, and floor and wall tiles

around urinals.

• Clear overflows and waste pipes of accumulated

Office basins,

• Clean and disinfect both internal and external

ablutions showers surfaces of the unit. Weekly

and sinks

• Remove uric acid incrustation and other deposits

from all surfaces on the appliance including channel,

outlet, outlet grid, step, sparge pipe and tipper.

Request for proposal: appointment of service provider for cleaning and hygiene services for

Umjantshi house for a period of (36 months.

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Request for proposal (RFP) appointment of a service provider to

free SHE Bin in ladies’ ablutions.

limited to the below:

i. The Basic Conditions of Employment Act 1997 (Act no )

ii. The Labour Relations Act, 1995 (Act no )

iii. The Occupational Health and Safety Act, 1993 (Act no )

iv. The National Environmental Management: Waste Act, 2008 (Act No. )

v. The National Minimum Wage Act (Act no )

vi. The Employment Service Act (Act no )

vii. The Unemployment Insurance Contributions Act (Act no )

viii. The Compensation for Occupational Injuries and Diseases Act (Act )

4.1.4 The services that are required are:

i. Cleaning Services

ii. Hygiene Services

4.2 Required proffesional services

4.2.1 Registration with the National Contract Cleaners Association (NCCA) and Bargaining

purport to be comprehensive or true and correct. Neither PRASA nor any of its advisers accept

any liability or responsibility for the adequacy, accuracy, or completeness of any of the information

or opinions stated in any document.

or implied, is or will be given by PRASA, or any of its officers, employees, agents or advisers with

respect to the information or opinions contained in any document or on which any document is

based. Any liability in respect of such representations or warranties, howsoever arising is hereby

expressly disclaimed.

which may be contained in the information provided by PRASA, or any of its officers, employees,

agents or advisers (the “Confidential Information Provided”). The Confidential Information

provided may be made available to Bidder’s subcontractors, employees and professional advisers

who are directly involved in the appraisal of such information (who must be made aware of the

obligation of confidentiality) but shall not, either in the whole or in part, be copied, reproduced,

distributed or otherwise made available to any other party in any circumstances without the prior

written consent of PRASA, nor may it be used for any other purpose than that for which it is

intended.

shown to have been made available (otherwise than through a breach of a confidentiality

obligation). Bidders, Key Contractors and their constituent members, agents and advisers, may

be required to sign confidentiality Contracts/undertakings (in such form as PRASA may require

from time to time).

All Confidential Information Provided (including all copies thereof) remains the property of PRASA

and must be delivered to PRASA on demand. Further, by receiving this RFP each Bidder and

Request for proposal: appointment of service provider for cleaning and hygiene services for

Umjantshi house for a period of (36 months.

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Request for proposal (RFP) appointment of a service provider to

receipt of a Proposal in response to it. Please note that PRASA reserves the right to:

• Modify the RFP’s goods / service(s) / works and request Bidders to re-bid on any changes;
• Withdraw, amend the RFP at any time without prior notice and liability to compensate or

reimburse any bidder;

• Reject any Proposal which does not conform to instructions and specifications which are

detailed herein;

• Disqualify Proposals submitted after the stated submission deadline;
• Call a bidder to provide additional documents which PRASA may require which have not

been submitted to PRASA;

• Withdraw the RFP on good cause shown;
• Award a contract in connection with this Proposal at any time after the RFP’s closing date;
• Make no award at all;
• Validate any information submitted by Bidders in response to this bid. This would include,

but is not limited to, requesting the Bidders to provide supporting evidence. By submitting a

bid, Bidders hereby irrevocably grant the necessary consent to PRASA to do so;

• Request annual financial statements prepared and signed off by a professional accountant

or other documentation for the purposes of a due diligence exercise; and/or

• Not accept any changes or purported changes by the Bidder to the bid rates after the closing

date and/or after the award of the business, unless the contract specifically provided for it.

Interpretation 8

Definitions 9

Section 1 10

1. Invitation to bid 10

2. Formal briefing 11

3. Briefing session minutes and notes 11

4. Proposal submission of RFP response 11

5. Delivery instruction for RFP 12

6. B-bbee joint ventures or consortiums 12

7. Communication 12

8. Confidentiality 13

Section 2 18

1. Background overview and scope requirements 18

2. Status quo 18

3. Key objectives of the RFP 18

4. Scope of work 19

Request for proposal: appointment of service provider for cleaning and hygiene services for

Umjantshi house for a period of (36 months.

of 42

Request for proposal (RFP) appointment of a service provider to

any such clear indication in writing, PRASA shall deem the response to the RFP to have

waived any right to confidentiality and treat such information as public in nature.

8.3 By participating in the bidding process and submitting documentation you consent that we

may process the same for the purposes of the bid. We may disclose your information

[including your personal information, that of your directors, agents, service providers, joint

venture partners, and service providers, collectively referred as “related parties”] to our

service providers, including data storage and processing providers. We may obtain your

information including that of your related parties from our service providers and

by external providers who were formally appointed through a competitive Request for

Proposal (RFP) procurement mechanism. This arrangement was necessary as Intersite

does not possess the internal capacity or infrastructure to deliver these essential services

in-house. To guarantee that all high standards are maintained, the cleaning operations are

subjected to rigorous and close supervision by both the Campus Facilities team and the

appointed service providers, ensuring that all contractual obligations and performance

benchmarks are consistently met.

4. Scope of work

4.1 Scope of the desired solution

4.1.1 The appointment of a service provider to provide cleaning and hygiene services at

Umjantshi House for a period of 36 months.

4.1.2 The service provider shall comply strictly with health, safety, and environmental

requirements for cleaning of the building.

4.1.3 The service provider shall ensure full compliance with all applicable Statutory

4.3 Insurance requirements for the project

Request for proposal: appointment of service provider for cleaning and hygiene services for

Umjantshi house for a period of (36 months.

of 42

Request for proposal (RFP) appointment of a service provider to

Of (36 months).

Bid number: ho/001/08/2026(intersite)

4.3.1 Public Liability cover

4.4 Targeted area by this project

to render cleaning and hygiene services. PRASA reserves the right to change or replace any of

the below listed chemicals with equivalent specification chemicals, should it be declared that it’s

of hazardous to the environment and people.

NB: This section provides ONLY guideline for the type of cleaning material and consumables and

type of equipment and tools which will guarantee that the requirements by Intersite can be

satisfied.

NB: Kindly note that the bidder is responsible for transportation of cleaning materials,

consumables, equipment and any other tools required to perform the services.

• Disinfect all cleaning equipment after use and before using in other areas (e.g., Disinfect

buckets by soaking in bleach solution or rinse in hot water with soap).

• Intersite would like to ensure that cleaning standards are not lowered in the execution of the

contract to be signed for the provision of the services mentioned herein. Therefore, a start-

up list of approved chemicals has been developed for bidders to use in the preparing of

their bid.

• The successful bidder is encouraged to offer Intersite continuous improvement efforts which

are aimed at always enhancing cleaning efficiency and quality service.

• All chemicals must be SABS and SANS approved and must not be harmful to the

environment.

Request for proposal: appointment of service provider for cleaning and hygiene services for

Umjantshi house for a period of (36 months.

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Request for proposal (RFP) appointment of a service provider to

terms and conditions, if the internal evaluation

PPPFA Preferential Procurement Policy Framework Act (as amended

and experienced service provider is sought to render high quality cleaning and hygiene services

Quality service received from an experienced service provider.

Part C: Financial Proposal and Specific Goals

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{"name":null,"email":null,"phone":null,"department":"/ PUBLIC ENTITY)","address":"UATED AT"}

Bidders must be registered on the Central Supplier Database (CSD). They must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers. Foreign suppliers must answer questionnaire (Form B, section 3). Bidders must have no conflicts of interest (e.g., employment by an organ of state). They must provide proof of authority to sign. For preference points, bidders must meet specific goals (B-BBEE level 2, Black Woman/Youth owned, EME/QSE 51% Black owned) and provide supporting evidence.

Form a: invitation to bid 2

Form b: terms and conditions for bidding 3

Form d: site inspection / pre-tender briefing session(compulsory) 5

Form e: statement of works successfully carried out by bidder 6

Form f: security screening form 7

Form g: acknowledgment 9

Form h: special conditions: funding contingency 10

Sbd 4: declaration of interest 12

Sbd 5: the national industrial participation programme 14

Sbd 6.1: Preference points claim form in terms of the preferential

Procurement regulations 2022

1 | P a g e

Request for proposal (RFP) appointment of a service provider

A period of (36 months).

Bid number: ho/001/08/2026(intersite)

Form d: site inspection / pre-tender briefing session (non-compulsory (n/a)

Request number: HO/001/08/2026(INTERSITE)

Request for proposal (RFP) appointment of a service provider to

Bid Bond: performance guarantee to the DTI;

d. the contractor will submit a business concept for consideration and approval by the DTI;

e. upon approval of the business concept by the DTI, the contractor will submit detailed business plans outlining

the business concepts;

f. the contractor will implement the business plans; a

*If the company has more than five directors/principals a list of all shareholders must be appended

as Annexure “A”

SECTION 3 Only applicable for the Security Providers