Hygiene services for sanitary disposal units at DFFE coastal offices

• Closing date: 13 August 2026, at 12:00.
• Quotations to be advertised for at least 7 days.
• No other dates (briefings, site visits, clarification deadlines) are stated in the document.

• Technical enquiries: Deon Dombas, phone 072 145 9188 or 021 493 7114.
• Submission/quotation enquiries: Andiswa Charlie, phone 021 493 7149, email [email protected].
• Submission address: Email to [email protected] (no physical address provided for submission).

• Submit quotation on your company letterhead, including VAT per item, correct banking details, and the RFQ form.
• Email quotation to [email protected] before closing date and time (13/08/2026, 12:00). Late submissions will not be accepted.
• Complete and sign SBD 4 (Bidder's Disclosure) and SBD 6.1 (Preference Points Claim Form).
• Indicate delivery timelines and quotation expiry date (default validity 90 days from RFQ closing date).
• Quotation must include item descriptions, validity, banking details, contact details, and CSD MAAA number.
• Failure to deliver within agreed timelines may result in order cancellation and inclusion on National Treasury's Database of Restricted Suppliers.
• No goods/services to be delivered before an official order is received from DFFE.

Supplier details (to be completed by the user)

Central supplier database (csd) number

• 80/20 preference point system applies (estimated value up to R1,000,000).
• 80 points for price: lowest acceptable tender gets maximum points; formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• 20 points for specific goals: more than 50% ownership by Black people, Women, or People with disabilities (each category worth 20 points, but total specific goals points capped at 20).
• To claim specific goals points, submit: completed SBD 6.1, SANAS/CIPC accredited B-BBEE certificate or sworn affidavit, and if claiming disability, a medical certificate from a registered practitioner.
• Joint ventures/partnerships must submit consolidated B-BBEE certificate in the name of joined entities.
• Failure to submit required preference point documentation means no points claimed for specific goals.
• DFFE reserves the right to request additional information to validate any submitted information, including preference points claimed.
• Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers (SBD 4 declaration).

• Scope: Provision of comprehensive hygiene services for sanitary disposal units at DFFE offices in Western Cape, Eastern Cape, KwaZulu-Natal, and Northern Cape.
• Services include:
• Supply and installation of sanitary disposal units where required.
• Collection, emptying, cleaning, and sanitising of sanitary bins every two (2) weeks.
• Disposal of sanitary waste in accordance with all applicable environmental and health legislation.
• Supply of environmentally friendly deodorising and sanitising chemicals.
• Replacement of damaged or defective sanitary bins at no additional cost during the contract period.
• Ensure all sanitary bins remain clean, hygienic, and odour-free.
• Provide trained personnel equipped with appropriate personal protective equipment (PPE).
• Maintain service records for each site and obtain a signature from the departmental representative after every service visit.
• Service frequency: Every two (2) weeks.
• Contract period: Twelve (12) months from date of appointment.
• Service locations: Detailed list of sites across Eastern Cape (16 units), KwaZulu-Natal (5 units), Western Cape (170 units), and Northern Cape (2 units). Total approximately 193 units.
• Pictures or brand names in specification are for illustration; similar or equivalent brand specifications will be accepted.

• Ensure all sanitary bins remain clean, hygienic, and odour-free.
• Maintain service records for each site and obtain a signature from the departmental representative after every service visit.
• Provide trained personnel equipped with appropriate PPE.
• Use environmentally friendly deodorising and sanitising chemicals.
• Replace damaged or defective sanitary bins at no additional cost during the contract period.

• Submit a detailed pricing schedule indicating:
• Cost per sanitary bin per service.
• Monthly cost.
• Annual cost for the twelve (12) month contract.
• VAT (where applicable).
• Total quotation amount.
• All prices must remain fixed for the duration of the contract.

• Submit a detailed pricing schedule including:
• Cost per sanitary bin per service.
• Monthly cost.
• Annual cost for the twelve (12) month contract.
• VAT (where applicable).
• Total quotation amount.
• All prices must remain fixed for the duration of the contract (no price adjustment accepted unless subject to rate of exchange).
• All delivery costs and applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) must be included in the bid price.
• DFFE reserves the right to negotiate prices with preferred tenderers in line with legislative requirements.

• Must be registered on the Central Supplier Database (CSD) – provide CSD number or MAAA number.
• Must be tax compliant with SARS – provide SARS Tax Status Pin or CSD number/report.
• Must remain tax compliant for the entire contract term.
• Bidders with taxable supplies >R1 million in any 12-month period must be VAT registered; voluntary registration possible if threshold >R50,000 exceeded.
• Submit a valid B-BBEE certificate (SANAS/CIPC accredited) or sworn affidavit to claim preference points.
• For disability claims, submit a medical certificate signed by a medical practitioner with a practice number.
• Submit ownership certificate from CIPC if claiming specific goals.
• Complete and sign SBD 4 (Bidder's Disclosure) and SBD 6.1 (Preference Points Claim Form).
• Joint ventures/partnerships must submit consolidated B-BBEE certificate.
• Must not be listed on Register for Tender Defaulters or List of Restricted Suppliers.
• No mandatory professional registration specified.

• Provide trained personnel equipped with appropriate personal protective equipment (PPE).
• Disposal of sanitary waste must comply with all applicable environmental and health legislation.
• Ensure all sanitary bins remain clean, hygienic, and odour-free to maintain a safe environment.

• Contract period: Twelve (12) months from date of appointment.
• Successful bidder must sign a Memorandum of Agreement (MoA) with DFFE before services commence.
• Prices must remain firm for the contract duration; no price adjustment accepted except those subject to exchange rate.
• DFFE reserves the right to negotiate prices with preferred tenderers.
• Failure to deliver within agreed timelines may result in order cancellation and possible inclusion on National Treasury's Database of Restricted Suppliers.
• No goods/services to be delivered before an official order is received from DFFE.
• DFFE reserves the right not to appoint any tenderer.
• Quotations deemed valid for 90 days from RFQ closing date unless otherwise stated.

• DFFE reserves the right to perform due diligence during evaluation of quotations.
• DFFE reserves the right not to appoint any tenderer.
• DFFE reserves the right to negotiate prices with preferred tenderers.
• Tenderers must indicate delivery timelines and quotation expiry date (default 90 days from RFQ closing).
• Failure to deliver within agreed timelines may result in order cancellation and possible inclusion on Database of Restricted Suppliers.
• No goods/services to be delivered before an official order is received from DFFE.

• Mandatory requirements: None specified beyond standard compliance (CSD, tax, B-BBEE, SBD forms).
• Bidders must submit a valid quotation on company letterhead with item descriptions, validity, banking details, contact details, and CSD MAAA number.
• No goods/services to be delivered before an official order is received from DFFE.

• 80/20 preference point system: 80 points for price, 20 points for specific goals.
• Price scoring formula: Ps = 80(1 - (Pt - Pmin)/Pmin) for goods/services procurement.
• Specific goals: More than 50% ownership by Black people (20 points), Women (20 points), or People with disabilities (20 points). Bidders claim points for one or more categories, but total specific goals points cannot exceed 20.
• To claim specific goals, submit: completed SBD 6.1, B-BBEE certificate/sworn affidavit, and if claiming disability, a medical certificate.
• Failure to submit required documentation means no points for specific goals.
• DFFE may request additional information to validate preference points claimed.