Cleaning services tender – eastern cape government

Closing date: 21 September 2026, Closing time: 12H00, Compulsory briefing session for prospective bidders: 07 September 2026 and 08 September 2026, Last day of questions: 11 September 2026, Final date of submission: 21 September 2026, Bid Validity: 120 Days

A compulsory briefing meeting will be held at the following venues. Bidders are required to attend in at least one of the venues. Failure to attend a briefing session on one (1) of the venues will lead to the disqualification of that Bidder.

Telephone number: 043 704 5600, E-mail address: [email protected], Contact person: Dr M Makamba

Bidders must submit proposals as follows: Bid Submissions are to be bound and MUST be placed in sealed envelopes in the Bid Box on or before the closing date and time of submission of proposals as indicated above labelled clearly as follows: Bid Reference Number: ECDC/ELN/424/082026, Bid Subject: PROVISION OF CLEANING SERVICES TO VARIOUS ECDC OFFICE/COMMERCIAL PREMISES FOR A PERIOD OF THREE YEARS, Submission of Bids to a) All Bids to be Submitted via Tender Box in a sealed envelope at ECDC Head Office in KuGompo City (East London) as follows: Bid Reference Number: ECDC/ELN/424/042026, For Attention: Ms S Vanda, Delivered at: ECDC Head Office at ECDC House, Ocean Terrace Park, Moore Street, Quigney, KuGompo City, Attention: S Vanda. All bid documents are to be completed in permanent ink. If the Bid Document is not completed in permanent ink the Bidder WILL be disqualified. No alterations of the Bid Document will be allowed. If the Bidder submits an altered Bid Document, the Bidder WILL be disqualified from the bidding process. No correction fluid will be allowed. All corrections should be initialled. One original duly signed (by authorised representative) and completed bid document MUST be submitted inclusive of the terms and conditions of this bid document if submitted physically. A PDF soft copy of the duly signed and completed original bid (e.g. PDF format in Flash drive/disc) should be submitted with the Original duly signed and completed hardcopy bid document however non-submission of a soft copy will not result in the Bid being disqualified. (if submitted physically) The bid box is open on weekdays between 08h00am and 16h30pm. No faxed or late submissions will be accepted by ECDC.

All submitted bids will be evaluated in the following three(3) stages: Stage 1 Service Providers are to meet all the Mandatory Tender Requirements in order to be evaluated further. Stage 2 Involves an evaluation of Functionality only. Stage 3 Preferential Procurement points. The 80/20 Preference Point System shall apply to responsive price and quotations and tenders/bids with a Rand value equal to, or above R2 000 and up to a Rand value of R50 000 000.00 inclusive of all applicable taxes.

The service to be provided is cleaning of the listed ECDC buildings internally, externally and building surroundings, i.e., gardening where applicable. These cleaning services include the supply of all Cleaning Equipment, Cleaning Material, Tea Making, Refuse Removal and all Labour required for the provision of Standard Cleaning services at the various ECDC properties.

ascertain whether the company is financially viable for normal trading conditions for the working

capital. Where the Bidder is found to be financially not viable ECDC will disqualify the bidder from

further evaluation.

Requirements for Provision of a Safe Working Environment 15

a) Bidder to submit Methodology indicating how their workers will ensure a Safe Working 15

Project Implementation Plan 15

✓ Implementation Plan which explains how point (i) and (ii) will be carried out = 15 points

✓ Did not explain how they will carry out both point (i) and (ii) = 0 points

Telephone number 043 704 5601

E-mail address [email protected]

1.23. Ecdc's stance on fraud, corruption, and theft

The Eastern Cape Development Corporation (ECDC) upholds the highest standards of integrity,

accountability, and ethical governance. As a responsible public entity, ECDC has a zero-tolerance approach

to fraud, corruption, and theft, recognizing these as serious offenses that undermine public trust and hinder

sustainable development. ECDC is committed to fostering a culture of transparency and ethical conduct,

ensuring that all employees, stakeholders, and service providers adhere to strict anti-fraud policies and

governance frameworks. To this end, ECDC encourages the reporting of any suspected fraudulent activities

through its confidential and independently managed fraud hotline.

4. Annexure C – Profile and Key Personnel Yes No

(Completed and Signed by the Delegated Authority) Attach

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Experience & Track Record 40

a) Annexure C) in Project Management/ Supervision of Staff/ Administration of Staff in similar 20

works/ Services).

Operations manager to have a minimum of Matric Certificate or equivalent/ certified Grade 12/

Abet Level 3 or equivalent or higher to score points:

• 4 or more years’ experience of Operations Manager in the cleaning services industry = 20

points

• 2 - 3 years’ experience of Operations Manager in the cleaning services = 10 points
• 1 year experience of Operations Manager in the cleaning services = 5 points
• Less than 1 year experience of Operations Manager in the cleaning services = 0 points

listed below. ECDC will provide the recommended bidder with at least seven (7) days’ written notice

before conducting an on-site inspection of the equipment.

will provide the recommended bidder with at least seven (7) days’ written notice before conducting an on-site inspection

of the equipment.

will provide the recommended bidder with at least seven (7) days’ written notice before conducting an on-site inspection

of the equipment.

representations or warranties that the content of the bid or any information communicated to or provided to

Bidder(s) during the bidding process is, or will be, accurate, current or complete. ECDC, and its employees and

advisors will not be liable with respect to any information communicated which may not be accurate, current or

complete.

If Bidder(s) finds or reasonably believes it has found any discrepancy, ambiguity, error or inconsistency in this

bid or any other information provided by ECDC (other than minor clerical matters), the Bidder(s) must promptly

notify ECDC in writing of such discrepancy, ambiguity, error or inconsistency in order to give ECDC an

opportunity to consider what corrective action is necessary (if any).

5. Annexure D – Form of offer and acceptance offer (Signed and Yes Yes

Completed by delegated authority)

6. Annexure E– Pricing Schedule (Signed and Completed by Yes Yes

delegated authority)

7. Annexure F – (SBD 4): Bidders Disclosure (To be Signed and Yes Yes

Completed by the Duly Authorised Signatory).

The bid price remains final once submitted. Any errors in price calculations shall be borne by the bidder.

Bidders must be registered on the National Treasury Central Supplier Database (CSD) with an active status at closing and award. Bidders must be tax compliant (verified via CSD). Bids from persons in the service of the state, or companies with directors who are such persons, will not be considered. Bidders must submit a Letter of Authority/Board Resolution authorising the signatory.

In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations, preference points must be awarded for specific goals stated in the tender. For the purposes of this tender the tenderer will be allocated points based on the goals stated in table 1 below as may be supported by proof/documentation stated in the conditions of this tender.

Cluster 1 ..............................

Cluster 2 ..............................

Closing date: 21 september 2026

Closing time: 12h00

Head office: KUGOMPO T: (+27) 043 704 5646

• Gqeberha t: (+27) 041 373 8260
• Komani t: (+27) 045 838 1910

Mthatha t: (+27) 047 501 2200

• BUTTERWORTH T: (+27) 047 401 2700 Satellite offices: ZWELITSHA T: (+27) 063 501 0920
• Mount ayliff t: (+27) 039 254 6500
• Maletswai t: (+27) 064 751 8105
• Robert sobukwe: (+27) 071 859 6520

Board Members: V Jarana (Chairperson)

• S Siko (Deputy Chairperson)
• T Mtotywa
• Dr M Makamba
• X Titus
• N Mheshe
• Dr P Makhetha-Kosi
• Adv L Mbada
• T Buthelezi (Acting Chief Executive Officer) Company Secretary: Z Thomas

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1.1. Invitation

Eastern Cape Development Corporation (ECDC) wishes to engage competent service providers to assist with the

provision of Cleaning and Gardening Services at various ECDC properties (as per table below) situated throughout the

of 120

✓ ECDC Butterworth Regional Offices (1)

b) Industrial scrubbing machines – In the event that the Industrial scrubbing machine is

not available at the time of equipment verification, ECDC will require a letter confirming

that the Industrial scrubbing machine will be available for deep cleaning

c) Janitorial trolleys - One trolley per Cleaner

d) Soft and hard brooms – One soft and hard brooms required per cleaner

e) Dustpans - One dustpan required per cleaner

f) Dusters - One Duster required per cleaner

g) Safety warning signs - One safety warning sign required per cleaner

h) Toilet Cleaning Brushes

i) Sink Unblocking Tools - Two sink unblocking tools per floor (one for the kitchenette and

one for bathroom)

j) Window cleaning equipment includes: -

• Protective clothing
• Safety harnesses and headgear
• Step ladders

k) Equipment to be used for cleaning windows,

• Equipment to be used to clean windows below 2m

• Equipment to be used to clean windows above 2m from the ground

• ECDC will require a letter confirming from the Bidder that the equipment to be used to

clean windows above 2m will be available for the cleaning of the windows (from

ground floor to the maximum floor;

• The floors at ECDC are as follows:

✓ ECDC Head Office kuGompo City Gound floor to fourth floor,

✓ ECDC Mthatha – Ground floor to second Floor,

✓ ECDC Komani – Ground Floor to First Floor,

✓ ECDC Zwelitsha - Ground Floor,

✓ One Stop Shop – First Floor ONLY)

✓ In the event that the Window cleaning equipment/ plant to be used for

cleaning windows above 2m is not available at the time of equipment

verification, ECDC will require a letter confirming/ letter indicating an intent to

hire the equipment for window cleaning equipment.

1.7.1. Stage 1: pre-qualification stage (mandatory requirements)

must demonstrate safe working procedure of the following but not limiting to:

• Wet Floors
• Handling and Storage of Cleaning Chemical
• Equipment Storage
• Incident Reporting Procedures
• Cleaning of the windows – (Safety measures working on heights for the equipment to be

used where the height is more than 2 meters above the ground. Bidder to provide details on

safe working procedure and methodology to be provided for each site the bidder is bidding

for.

• Bidders have submitted a methodology on all the above areas on how they will ensure a Safe

Working Environment (to include equipment to be used e.g. PPE’s, Warning signs, etc.) and

has provided details as what their Incident Reporting Procedure (escalation, investigation and

corrective measures) is = 15 points

• Bidder has provided a Methodology on some of the points mentioned above = 7 points

• Bidder did not provide a Methodology on any of the points mentioned above = 0 points

• Certified copy of the latest return to SARS for UIF, PAYE within 7 days of appointment.

• Successful Service Provider is required to be registered with the Department of Labour for Workmen’s

Compensation and be up to date with the payment. Letter of Good Standing (COIDA or a Letter to tender) obtained

from the Department of Labour Compensation Commissioner or FEMA to be submitted within the 7 days of

appointment.

• Public Liability to be submitted within 7 days of appointment
• Detailed Health and Safety Plan to be submitted within 7 days of appointment

a) Only bids that have achieved the minimum qualifying score for functionality will be evaluated further in terms of

price (stage 3).

b) All bids that fail to achieve the minimum score will be disqualified.

c) The minimum qualifying score (in a percentage) for functionality shall be calculated as follows:

So

Ps = x100

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✓ ECDC Butterworth Regional Offices (1)

b) Industrial scrubbing machines – In the event that the Industrial scrubbing machine is not available at the

time of equipment verification, ECDC will require a letter confirming that the Industrial scrubbing machine will

be available for deep cleaning

c) Janitorial trolleys - One trolley per Cleaner

d) Soft and hard brooms – One soft and hard brooms required per cleaner

e) Dustpans - One dustpan required per cleaner

f) Dusters - One Duster required per cleaner

g) Safety warning signs - One safety warning sign required per cleaner

h) Toilet Cleaning Brushes

i) Sink Unblocking Tools - Two sink unblocking tools per floor (one for the kitchenette and one for bathroom)

j) Window cleaning equipment includes: -

• Protective clothing
• Safety harnesses and headgear
• Step ladders

k) Equipment to be used for cleaning windows,

• Equipment to be used to clean windows below 2m

• Equipment to be used to clean windows above 2m from the ground

• ECDC will require a letter confirming from the Bidder that the equipment to be used to clean windows

above 2m will be available for the cleaning of the windows (from ground floor to the maximum floor;

• The floors at ECDC are as follows:

✓ ECDC Head Office kuGompo City Gound floor to fourth floor,

✓ ECDC Mthatha – Ground floor to second Floor,

✓ ECDC Komani – Ground Floor to First Floor,

✓ ECDC Zwelitsha - Ground Floor,

✓ One Stop Shop – First Floor ONLY)

In the event that the Window cleaning equipment/ plant to be used for cleaning windows above 2m is not available

at the time of equipment verification, ECDC will require a letter confirming/ letter indicating an intent to hire the

equipment for window cleaning equipment

Not mentioned in the provided text.

The ECDC, the Accounting Officer and the Bid Committee (as the case may be) does not bind itself to accept either the lowest (price), highest (points) or any other bid and reserves the right to accept the bid which it deems to be in the best interest of the Institution even if it implies a waiver by the ECDC, the Accounting Officer, or the Bid Committee, (as the case may be) of certain requirements which the ECDC, the Accounting Officer, the Bid Committee, (as the case may be) considers to be of minor importance and not complied with by the bidder.

ECDC reserves the right to increase or decrease the quantities provided to align with ECDC’s strategy, needs and requirements.

Service Providers must ensure that all the required returnable document and annexures are submitted together with this bid document, fully completed by the delegated authority and signed as required in the minimum requirements, and Annexures.

A nominated official of the bidder(s) can make enquiries in writing, to the specified person on the table below. Bidder(s) must reduce all telephonic enquiries to writing and send to the above email address.