Cleaning services for ewseta cape town office – 24-Month tender in gauteng

Issue date: Tuesday 25 August 2026.

Closing date: Tuesday 01 September 2026 at 13:00.

All inquiries must be in writing to [email protected].

Bidding procedure and technical enquiries: SCM Admin, telephone 011 274 4700, email [email protected].

Submit the RFQ via email to [email protected]. Closing date: Tuesday 01 September 2026 at 13:00. Late submissions will not be considered. The bid must be valid for 90 working days from the closing date.

Returnable forms (all must be completed and signed):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule): firm prices for the 24-month contract.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at EWSETA.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• Annexure 5 (General Conditions of Purchase): signed on the last page and initialled on each page.
• Annexure 6 (POPI Consent): consent to process personal information under PAIA and POPIA.
• Company registration documents (CIPC).
• CSD report or number.
• Valid B-BBEE certificate (SANAS accredited) or sworn affidavit (for EMEs/QSEs).
• Tax PIN issued by SARS.
• Declaration that the company and its directors are not listed on the National Treasury Database of Restricted Suppliers or Register of Tender Defaulters.

Bidders will not be disqualified at Stage 1 if these documents are missing, but they will be required before award.

Stage 1 returnable administrative documents include: Company Registration Documents (CIPC); declaration that neither the company nor its directors are listed on the National Treasury Database of Restricted Suppliers or Register of Tender Defaulters; CSD Report/Number; valid B-BBEE Certificate (SANAS accredited) or B-BBEE Affidavit (for EMEs and QSEs); fully completed and signed SBD 1, SBD 3.1, SBD 4, SBD 6.1; Annexure 5 - General Conditions of Purchase (signed on last page and initialed on each page); Tax Pin issued by SARS; Annexure 6 - POPI Consent forms. Bidders will not be disqualified at this stage if documents are not attached, but documents will be required prior to award.

Three-stage evaluation:

• Stage 1: Pre-qualification – submission of all returnable administrative documents.
• Stage 2: Technical/Functionality – minimum qualifying score of 70 out of 100 points. Criteria: Reference letters (30 points), Resource capability and experience (10 points), Methodology and Project Plan (40 points), Company Profile (20 points).
• Stage 3: Price and Specific Goals – 80/20 preference point system applies. 80 points for price, 20 points for B-BBEE status level contribution. Price points formula: Ps = 80 [1 - (Pt - Pmin)/Pmin]. B-BBEE points: Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0.

Scope: Provision of one (1) cleaner for daily comprehensive cleaning services at EWSETA Cape Town provincial office for 24 months.

Location: False Bay TVET College, House No: T442, Westlake Campus, Westlake Drive, Cape Town, 7950.

Working hours: Monday to Friday 06h30 to 16h30 (excluding public holidays). Extended hours and weekend work may be negotiated.

Staffing: Bidder to designate one (01) experienced cleaner. Additional cleaners may be required.

Equipment: Bidder must supply all cleaning equipment and consumables. EWSETA will inspect equipment before contract start and quarterly. Defective equipment must be replaced or repaired within 12 hours.

Tasks include daily dusting, cleaning of blinds, doors, glass partitioning, furniture, walls, floors (wooden, vinyl, carpet, concrete), outdoor surfaces, rubbish removal, kitchens, brass items, and windows. Quarterly deep cleaning and carpet/furniture upholstery washing as required.

Consumables: Bidder to supply all cleaning chemicals and consumables quarterly. List includes furniture oil, spray polish, air fresheners, refuse bags, bleach, dishwasher, Handy Andy, Pine Gel, kitchen sponges, rubber gloves, toilet paper, hand paper towels, dish cloths, and disinfection sprays. All chemicals must comply with SABS and OHSA requirements and be non-toxic.

Compliance: Services must comply with OHSA and COIDA. Staff must wear appropriate PPE.

Bidders must submit a detailed project methodology covering: task descriptions and how tasks will be performed daily, proposed work schedule/work plan, equipment to be utilised, resources to be utilised, and a contingency plan for sudden shortages of consumables or equipment.

Reference letters: Submit at least one reference letter from a client for similar cleaning services, with a minimum duration of 5 years. Letters must be on client letterhead, not older than 5 years, include client name, description of work, years conducted, contactable reference, and be signed. Up to 3 letters earn up to 30 points.

Resource CV: Provide CV of the proposed cleaner. 5+ years cleaning experience = 10 points, 1-4 years = 5 points, less than 1 year = 0 points.

Company profile: Submit a company profile showing years in cleaning services, approach to service execution, geographical location, and organisational chart. 10+ years = 10 points, 5-9 years = 5 points, 1-4 years = 3 points, less than 1 year = 0 points. Geographical location and organisational chart each earn up to 5 points.

All equipment must be of acceptable quality standard, meeting relevant regulatory prescripts and laws in South Africa.

EWSETA will inspect cleaning equipment before contract start and quarterly.

Defective equipment must be replaced or repaired within 12 hours of being reported.

All chemicals, detergents, and materials must comply with SABS standards and OHSA requirements, and be non-toxic.

Complete the pricing schedule (SBD 3.1) with firm prices for the 24-month contract. Include monthly cost for one cleaner (all-inclusive of salary, benefits, overheads), cost for hygiene consumables and equipment, VAT, and total cost inclusive of VAT for 24 months. Only firm prices accepted. Bidders must also complete the VAT declaration.

Pricing format: Complete the pricing schedule in the RFQ. Rates must include all labour, supervision, tools, equipment, transport, travelling costs, administration, and overheads. Materials, consumables, and replacement parts quoted separately.

The pricing schedule requires:

• Monthly cost for provision of cleaning services for 24 months (excl. VAT and incl. VAT).
• Cost for all 1 resource.
• Cost for all hygiene consumables and equipment.
• VAT.
• Total cost inclusive of VAT for 24 months.

Only firm prices accepted. Non-firm prices will not be considered.

Bidders must complete the VAT declaration (whether VAT-registered and VAT registration number if applicable).

EWSETA does not guarantee any minimum quantity of work.

No upfront payments.

Bid validity: 90 working days from closing date.

CSD registration: Bidders must be registered on the Central Supplier Database and provide a CSD report or number.

Tax compliance: Tax matters must be in order with SARS. Submit a Tax PIN or Tax Compliance Status (TCS) certificate.

B-BBEE: Submit a valid B-BBEE certificate issued by a SANAS accredited entity, or a sworn affidavit for EMEs/QSEs. Joint ventures must submit a consolidated B-BBEE certificate.

CIPC: Submit company registration documents.

Declaration: Bidder must declare that neither the company nor its directors are listed on the National Treasury Database of Restricted Suppliers or Register of Tender Defaulters.

SBD forms: SBD 1, SBD 3.1, SBD 4, SBD 6.1 must be fully completed and signed.

Annexure 5: General Conditions of Purchase signed on last page and initialled on each page.

Annexure 6: POPI Consent forms.

Plagiarism in any bid document will result in disqualification.

Compliance with OHSA and COIDA is mandatory.

All staff must wear appropriate personal protective equipment (PPE) while working.

No poisonous or highly inflammable substances may be used or stored on premises without written consent from EWSETA.

Warning signs must be exhibited where cleaning services may cause injury.

Fire hose reels and extinguishers may not be used by the contractor except in emergencies.

Safety harness required when cleaning windows.

Contract duration: 24 months.

Probation period: 30 days.

Penalty regime: A penalty system will be implemented for non-performance.

Confidentiality: Successful bidder must abide by confidentiality undertakings in the agreement.

Contract formation: Contract is only concluded when reduced to writing and signed by the EWSETA Chief Executive Officer or authorised delegate.

Liability: EWSETA not liable for damages, losses, theft of equipment, or injury to service provider's employees on site. Service provider liable for damages caused by them.

Staff changes: Any staff changes during the contract require EWSETA consultation and approval.

Absenteeism: If a staff member is absent, a replacement must be provided by 10:00 on that day.

Code of conduct: All staff must conduct business courteously and professionally.

Uniform: Staff must be in uniform with visible name tags.

Special condition: The appointed service provider may be required to absorb staff from the outgoing service provider, subject to labour legislation.

The appointed service provider may be required to absorb staff currently employed by the outgoing service provider, subject to the Labour Relations Act, Basic Conditions of Employment Act, and other applicable labour laws. Details of affected staff will be communicated during contracting. The successful service provider must engage directly with affected staff regarding employment conditions.

Tax matters must be in order at time of award. Late bids not considered. EWSETA not obliged to accept lowest or any bid. EWSETA may cancel the RFQ. No upfront payments. 30-day probation period applies. Plagiarism disqualifies the bid. Clarification requests must be responded to within 48 hours. Staff changes require EWSETA approval.

See evaluationCriteria section above.