Hygiene and pest control services – NLC northern cape (kimberley) – 60 months

Closing date and time: 01 September 2026 at 11:00 (Standard South African Time).

Bid advertisement date: 20 August 2026.

Tender validity period: 90 days from the closing date.

Briefing session: none — there is no compulsory briefing session.

There will be no compulsory briefing session.

Bidding procedure enquiries: Maureen Senyatsi, telephone (012) 432 1470, email [email protected].

Technical enquiries: Maureen Senyatsi, telephone (012) 432 1470, email [email protected].

General NLC contact: telephone +27(12)432 1300, Info Centre 086 00 65383, website www.nlcsa.org.za.

Submission address: online only via https://www.etenders.gov.za/.

Submission channel: bids must be submitted online via the e-Tender portal at https://www.etenders.gov.za/ before the closing time. Late or incomplete submissions will not be accepted.

Returnable forms and documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): signed as the offer cover page.
• SBD 6.1 (Preference Points Claim Form): claims preference points for specific goals.
• SBD 4 (Declaration of Interest): discloses any connection to the state or procuring institution.
• POPIA consent form: original signed consent for processing of personal information.
• Valid B-BBEE certificate or sworn affidavit.
• Proof of CSD registration (CSD summary report) reflecting tax compliant status.
• Valid SARS Tax Pin.
• Joint Venture agreement (if applicable).
• Proof of membership of the Cleaning Association of South Africa (CASA) or National Contract Cleaning Association (NCCA).
• Valid SAPCA membership certificate.
• Valid COIDA letter of good standing.
• Proof of waste hazard transportation certificate.

Disqualification risks:

• Any mandatory document omitted, incomplete, or unsigned.
• Bids received after the closing time, regardless of reason.
• Bidders found to be in collusion will be disqualified and restricted from doing business with organs of state.

Returnable documents include: SBD1 Invitation to Bid, SBD6.1 Preference Points Claim Form, SBD4 Declaration of Interest, POPIA consent form, B-BBEE certificate or sworn affidavit, CSD registration report, SARS tax pin, and other mandatory documents as listed in the evaluation criteria.

Evaluation is conducted in six stages:

• Stage 1: Tender closing and opening — only e-tender submissions accepted; late bids rejected.
• Stage 2: Administrative compliance — SBD 1, SBD 6.1, CSD registration, SARS tax pin, POPIA consent, B-BBEE certificate. Non-compliance disqualifies.
• Stage 3: Mandatory compliance — SBD 4, joint venture agreements (if applicable), CASA/NCCA membership, SAPCA membership, COIDA letter of good standing, waste hazard transportation certificate. Non-compliance disqualifies.
• Stage 4: Technical evaluation — scored out of 100; minimum qualifying score is 70. Criteria and weights:
• Company experience in hygiene and pest control services: up to 35 points (more than 5 years earns the maximum).
• Contactable reference letters: up to 20 points (5 relevant reference letters earn the maximum; letters must be dated, signed, on official letterhead, and not older than 5 years from closing; appointment letters are not accepted).
• Experience of the Project/Contract Manager: up to 20 points (minimum 3 years required; more than 11 years earns the maximum).
• Capacity and ability of key personnel: up to 25 points (based on staff organogram and CVs of core staff).

Rating scale: Excellent 5, Good 4, Acceptable 3, Minor Reservations 2, Serious Reservations 1, Unacceptable 0.

• Stage 5: 80/20 principle — price scored out of 80 using the formula Ps = 80(1 - (Pt - Pmin)/Pmin); specific goals scored out of 20.
• Stage 6: Due diligence, contract and award — NLC may conduct due diligence on the preferred bidder and may negotiate for improved price, delivery or content.

Specific goals (total 20 points):

• Black ownership: 8 points for 100%, 4 points for 51%–99%, 0 below 51% (evidence: ID copies/CIPC report/CSD report).
• Women ownership: 4 points for 100%, 2 points for 30%–99%, 0 below 30% (evidence: B-BBEE certificate/sworn affidavit).
• Youth ownership: 4 points for 100%, 2 points for 30%–99%, 0 below 30% (evidence: B-BBEE certificate/sworn affidavit).
• Disability ownership: 4 points for 20% or more owners with disability, 2 points for more than 10% but less than 20%, 0 below 10% (evidence: doctor's letter not older than 1 year and CSD report).

Scope of work at the NLC Northern Cape (Kimberley) provincial office, 11A Schmidt's Drift Road, Kimberley:

• Fumigation/pest control: fumigate offices with chemicals harmless to humans, as and when requested; ad hoc fumigation with paste or pesticides as required.
• Supply, installation, and maintenance (including re-filling) of dispensers in bathrooms and kitchens, including: automatic stainless-steel liquid gel seat wipes dispensers, automated air freshener dispensers, 18-litre pedal-operated feminine hygiene disposal bins, feminine hygiene disposal bag dispensers, 3-tier toilet roll dispensers, hand sanitiser dispensers, hand lotion dispensers, hand towel dispensers, wall wastepaper disposal bins, dishwasher soap dispensers.
• Weekly servicing and safe disposal of all bins (including SHE bins).
• Supply, installation, and maintenance of equipment (lease contract).
• Quarterly deep cleaning services in line with NLC deep cleaning standards.
• Supply and delivery of consumables monthly for the staff complement, subject to stock availability.
• Monthly servicing of hygiene equipment: repair, replacement, replenishing, and battery replacement.
• Deep cleaning and pest control schedule:
• Deep cleaning: monthly, using hot steam and eco-friendly chemicals to sanitise all areas.
• Fabric furniture cleaning: bi-annually, deep cleaning of chairs, sofas and upholstered items.
• Window cleaning: quarterly, interior and exterior.
• Pest control/fumigation: quarterly, preventative and reactive measures.
• Bait station installation and servicing: quarterly, to control rodents and pests.

Deliverables:

• Ensure the office is continuously healthy and hygienic as per the OHS Act.
• Develop and monitor a schedule for fumigation, carpet cleaning and deep cleaning.
• Ensure deployed staff are always presentable and identifiable.
• Send a representative to attend quarterly meetings with the Facilities Management Unit.
• Submit monthly and quarterly comprehensive reports on all activities.

Reporting: the service provider reports to the Facilities Management Unit.

Contract duration: 60 months, effective from the date of appointment or signing of the SLA, at the NLC's discretion, subject to monthly progress.

The service provider must develop and monitor a schedule for fumigation, carpet cleaning and deep cleaning.

The service provider must submit monthly and quarterly comprehensive reports on all activities.

The service provider must send a representative to attend quarterly meetings with the Facilities Management Unit.

Bidders must demonstrate relevant experience in rendering hygiene and pest control services.

Company profile must clearly indicate the number of years of experience in hygiene and pest control services.

Contactable reference letters: dated and signed on official letterhead from clients for whom similar services were provided, not older than five years from the closing date. Appointment letters are not accepted.

Project/Contract Manager: must have no less than 3 years' experience; more than 11 years earns the maximum points.

Key personnel: provide a staff organogram and CVs of core staff, their experience and achievements.

Price proposals (VAT inclusive) must be presented as per Annexure A Pricing Schedule.

Price is evaluated under the 80/20 principle: price scored out of 80 points using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).

The 80/20 system applies to requirements with a value up to R50 million (all taxes included).

Price proposals (VAT inclusive) must be presented as per Annexure A Pricing Schedule.

Pricing is evaluated under the 80/20 principle: price scored out of 80 points using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).

The 80/20 system applies to tenders with a Rand value up to R50 million (all taxes included).

No services may be rendered or goods delivered before an official NLC Purchase Order is received.

Mandatory registrations and certificates:

• Central Supplier Database (CSD): bidders must be registered and submit a CSD summary report reflecting tax compliant status. The NLC may not award business to a bidder not registered on the CSD.
• SARS Tax Pin: valid tax compliance status PIN must be provided.
• B-BBEE: valid B-BBEE certificate or sworn affidavit in terms of the Codes of Good Practice.
• POPIA: original signed consent form for processing of personal information.
• CASA or NCCA: proof of membership of the Cleaning Association of South Africa or National Contract Cleaning Association.
• SAPCA: valid membership of the South African Pest Control Association.
• COIDA: valid letter of good standing with the Compensation Fund.
• Waste hazard transportation certificate: proof of affiliation.
• Joint venture agreement: if bidding as a JV, signed agreement must be submitted.

Other compliance:

• Bidders must be tax compliant; SARS tax pin or CSD number required.
• Bidders must not be persons in the service of the state, nor have directors who are.
• Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Bidders must comply with the Preferential Procurement Policy Framework Act (PPPFA) and Preferential Procurement Regulations, 2023.
• Bids must be submitted in English.
• Bidders must warrant that all employees (including subcontractors) are covered under the Compensation for Occupational Injuries and Diseases Act (COIDA).

The service provider must ensure a clean, healthy, hygienic, and safe working environment in accordance with the Occupational Health and Safety Act.

All employees (including subcontractors) must be covered under the Compensation for Occupational Injuries and Diseases Act (COIDA) and the NLC may request proof of good standing.

Fumigation must use chemicals that are harmless to humans.

Weekly servicing and safe disposal of all bins, including SHE bins, is required.

Contract duration: 60 months, effective from the date of appointment or signing of the SLA, at the NLC's discretion, subject to monthly progress.

Validity period: 90 days from the closing date; bidders may be requested to extend the validity period in writing; failure to respond to an extension request will result in the bid not being considered further.

Confidentiality: the RFQ document is confidential and property of the NLC; no part may be used, copied, disclosed or conveyed without prior written permission.

No services may be rendered or goods delivered before an official NLC Purchase Order is received.

Late and incomplete submissions will not be accepted.

Precedence: the RFQ takes precedence over any other document; where the RFQ is silent, the PPPFA applies.

Bidders must not make any news releases concerning the RFQ or award without the NLC's consent.

Bidders must refrain from incorporating additional stipulations in their proposal unless marked as a recommendation.

The NLC supports B-BBEE and requires commitment in ownership, skills transfer, employment equity and procurement practices.

The National Industrial Participation (NIP) policy applies to contracts with imported content.

Bids must be submitted in English.

All employees must be covered under COIDA for the duration of the adjudication and any subsequent agreement.

Personal information will be processed in accordance with POPIA and the NLC Data Privacy Policy; the NLC may disclose information to the National Treasury's Database of Restricted Suppliers and to the public within seven working days of award.

Supplier performance: regular performance reviews, annual reviews for contracts longer than a year, ad-hoc reviews for non-performance, and remedial actions with escalation if not addressed.

Mandatory requirements: CSD registration with a CSD report reflecting tax compliance; valid SARS Tax Pin; POPIA consent form; valid B-BBEE certificate or sworn affidavit; proof of membership of CASA or NCCA; valid SAPCA membership; valid COIDA letter of good standing; proof of waste hazard transportation certificate; joint venture agreement if applicable.

Bidders must be registered on the CSD; the NLC may not award business to a bidder who has not registered.

Bidders must be tax compliant.

Bidders must not be persons in the service of the state, nor have directors who are.

Bidders must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers.

Evaluation stages: Stage 1 - tender closing and opening; Stage 2 - administrative compliance (SBD1, SBD6.1, CSD registration, SARS tax pin, POPIA consent, B-BBEE certificate); Stage 3 - mandatory compliance (SBD4, joint venture agreements, CASA/NCCA, SAPCA, COIDA, waste transport certificate); Stage 4 - technical evaluation with rating scale (Excellent 5, Good 4, Acceptable 3, Minor Reservations 2, Serious Reservations 1, Unacceptable 0). Minimum qualifying score is 70 points out of 100.

Technical evaluation criteria: Company experience (up to 35 points based on years of experience in hygiene and pest control); Contactable reference letters (up to 20 points based on number of relevant references); Experience of Project/Contract Manager (up to 20 points based on years of experience); Capacity and ability of key personnel (up to 25 points based on staff organogram and CVs).

Stage 5: 80/20 principle based on price and specific goals. Price is scored out of 80 using the formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals total 20 points: black ownership (8 points for 100%, 4 for 51-99%), women ownership (4 points for 100%, 2 for 30-99%), youth ownership (4 points for 100%, 2 for 30-99%), disability ownership (4 points for 20% or more, 2 for 10-20%).

Stage 6: Due diligence, contract and award. The NLC reserves the right to conduct due diligence on the preferred bidder. Contract negotiations may be held to improve price, delivery, or content.