Provision of student meals, cleaning, facility management, pest control and sanitary bin services at western cape college of nursing, southern cape campus, george (3-Year contract)

Closing date: Friday, 25 September 2026, at 11:00. A compulsory site inspection and briefing/information session will be held as per Special Conditions of Contract (Paragraph 8.2); attendance is mandatory and an attendance register (Annexure A) must be completed. No services will be rendered for 3 weeks each year during December and January recess.

Bidding procedure enquiries: Mr Rashaad Matthews, telephone (021) 483 2550, email [email protected]. Technical enquiries: Dr Sundira Mottian, telephone (044) 813 1993/1941, email [email protected]. Submission address: Bid box marked 'DEPARTMENT OF HEALTH' in the foyer of the Western Cape Government Building, junction of Dorp and Keerom Streets, Cape Town.

Submit the bid in a sealed envelope marked with the bidder's name and address, the bid number (WCGHSC0114/2026), and the closing date. Deposit it in the bid box marked 'DEPARTMENT OF HEALTH' in the foyer of the Western Cape Government Building, junction of Dorp and Keerom Streets, Cape Town, before 11:00 on Friday, 25 September 2026. Use only the official, not re-typed forms; incomplete or unsigned documents may invalidate the bid. Late bids will not be accepted and will be returned unopened where possible. Bidders must be registered on the Central Supplier Database (CSD) at closing; unregistered or suspended bidders are non-compliant. Returnable forms include WCBD1 (Invitation to Bid), WCBD3.2 (Pricing Schedules), WCBD4 (Declaration of Interest), WCBD6.1 (Preference Points Claim Form), GCC (General Conditions of Contract), OHS (Occupational Health and Safety Agreement), and any other compulsory documents listed in the bid index (e.g., tax clearance, B-BBEE certificate). Bidders must also submit examples of proposed 5-week summer and winter cycle menus, a fully documented in-service training matrix, and proof of salaries/wages compliance.

Bidders must submit the completed WCBD1 (Invitation to Bid), WCBD3.2 Pricing Schedules, WCBD4 Declaration of Interest, WCBD6.1 Preference Points Claim Form, GCC (General Conditions of Contract), OHS (Occupational Health and Safety Agreement), and all other compulsory documents as listed in the bid index, including tax clearance certificates, B-BBEE certificates, and any other required forms. Bidders must also submit examples of proposed 5-week summer and winter cycle menus, a fully documented in-service training matrix, and proof of salaries/wages compliance.

The bid will be evaluated under the Preferential Procurement Policy Framework Act, 2000 and the Preferential Procurement Regulations, 2017, using both the 80/20 and 90/10 preference points systems. Bidders must complete claims for both systems on WCBD6.1. The B-BBEE status on WCBD6.1 will be used, not the CSD status. Bidders must complete the 'details of offer' column and reply 'complies' or 'does not comply' to all specification sections; failure to reply to all sections makes the offer ineligible for evaluation. Bidders must also submit the required menu examples and training matrix; failure to do so invalidates the offer.

The scope covers two sites: (1) Student Residence, Old Rundle College, Plattner Boulevard, Rooi River Rif, George — delivery of student meals, cleaning, facility management, pest control, and sanitary bins; (2) Nursing Campus, 1 Herrie Street, Dormehlsdrift, George — cleaning, pest control, and sanitary bins. The meal delivery service must provide breakfast, lunch food items (pre-packed by students), supper, and a manual meal booking system. Meals must be provided for 48 out of 52 weeks, for up to 100 students per year. The service provider must operate from a registered offsite kitchen with a valid Certificate of Acceptability (CoA) and comply with SANS 10049 hygiene standards and SABS food handling specifications. Meals must follow a 5-week cycle menu for summer and winter, with specified portion sizes and weights (10% tolerance). The service provider must supply all food ingredients, packaging (3-division disposable recyclable containers), cleaning materials, and pest control treatments (every 3 months, up to 4 per year). Facility management includes managing student meals, cleaning, reporting issues, OHS compliance (including fire drills), asset and key management, room issuing, and building inspections. Cleaning schedules and space inventories are detailed in the specification for both sites.

The service provider must provide a detailed methodology for the delivery of services, including staff management and training, meal preparation and delivery, cleaning schedules, pest control procedures, and sanitary bin maintenance. The service provider must submit a fully documented in-service training matrix and detailed exposition of all envisaged courses. The service provider must also submit examples of proposed 5-week summer and winter cycle menus.

Bidders must provide a profile of the bidder including qualification and experience, organisational structure, details of the bidder's nearest office, and an undertaking as per Annexure B. Bidders must demonstrate relevant experience in providing similar services.

The service provider must ensure meal quality, including compliance with specified portion sizes and weights. A daily sample plate must be made available for testing by the WCCN-G Contract Manager. A 10% tolerance above or below the specified weight per item is allowed; if the weight varies more than 10% and the contractor fails to correct it, a fine will be imposed. The service provider must maintain a written allergen management procedure and ensure effective control measures for food allergies. All staff must be trained before working on site, and ongoing training must be documented and records kept on site. Monthly hygiene audits must achieve at least 75%; failure results in a follow-up audit within 48 hours and fines if still below standard.

Bidders must complete the WCBD3.2 Pricing Schedules, including: Item 1 - Meal cost per student per day at Student Residence, Old Rundle College; Item 2 - Total cost of meal delivery service at Student Residence; Item 3 - Total cost of cleaning and facility management at Student Residence; Item 4 - Total cost of cleaning at Nurses Campus, 1 Herrie Street; Item 5 - Summary of total cost for all services. Pricing must include provision for relief staff against each position throughout.

Bidders must complete WCBD3.2 Pricing Schedules: Item 1 – meal cost per student per day at Student Residence; Item 2 – total cost of meal delivery service at Student Residence; Item 3 – total cost of cleaning and facility management at Student Residence; Item 4 – total cost of cleaning at Nurses Campus; Item 5 – summary of total cost for all services. Pricing must include provision for relief staff against each position. The service provider must provide a guarantee as per Annexure C1 (Student Residence) and Annexure C2 (Nurses Campus). The service provider must maintain public liability insurance and indemnify the WCG. The service provider is responsible for all costs related to its offsite kitchen, telecommunications, and IT facilities. Monthly claims for consumables must not exceed the accepted amount in the pricing schedule.

CSD registration is mandatory at closing; unregistered or suspended bidders are non-compliant. Tax compliance must be verifiable; if not, the bidder gets 7 working days to confirm. Bidders must submit a printed TCS certificate if not on CSD. No bids from people in the service of the state or companies with directors in the service of the state. B-BBEE status on WCBD6.1 will be used; a B-BBEE certificate or sworn affidavit (for EMEs/QSEs) must accompany WCBD6.1. Bidders must complete WCBD4 (Declaration of Interest). Bidders must provide proof of salaries/wages compliance with minimum wage. Bidders must submit examples of proposed 5-week summer and winter cycle menus and a fully documented in-service training matrix.

The B-BBEE status on form WCBD 6.1 in the bid document will be used to evaluate the bid, not the B-BBEE status on the CSD. Bidders must complete claims for both the 80/20 and 90/10 preference points systems in the WCBD6.1, as well as the attached form WCBD4. A B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted with a completed 6.1 to qualify for preference points.

The service provider must comply with the Occupational Health and Safety (OHS) Agreement. The facility manager must ensure OHS compliance, including fire drills. The service provider must adhere to hygiene and cleanliness standards for staff and premises, including the provision of personal protective products such as 70% alcohol hand sanitizer. The service provider must ensure that all staff are trained in health and safety procedures. Staff must be in good physical health, free of infectious diseases, and provide proof of hepatitis B vaccinations. Hygiene standards must comply with SANS 10049.

The service provider must implement waste management practices, including proper refuse disposal. The service provider must prevent water and electricity wastage, as penalties are imposed for such infringements. The service provider must use environmentally friendly cleaning materials where possible. Packaging must be disposable, recyclable (biodegradable) containers with lids.

The contract is subject to the General Conditions of Contract (GCC) and any Special Conditions of Contract. The successful bidder must sign a written contract form (WCBD7.1). The contract period is 3 years with an option to extend. The service provider must provide a guarantee as per Annexure C1 and C2. The service provider must maintain public liability insurance and indemnify the WCG. The service provider must not transfer or cede the contract without approval. Breach and termination provisions apply as per the GCC and special conditions. Dispute resolution includes mediation and arbitration as per the special conditions. The service provider shall not bill for meals during recess periods or during national disasters/pandemics when services cannot be provided.

This bid is subject to the General Conditions of Contract (GCC) and any other Special Conditions of Contract. The successful bidder will be required to complete and sign a written contract form (WCBD7.1). The contract will be effective for 3 years from the date of signing or the first day of the following month, with an option to extend. The service provider shall not bill for meals during recess periods or during national disasters/pandemics. Penalties will be imposed for infringements such as water and electricity wastage (R2,000.00 per incident). The service provider must provide a guarantee as per Annexure C1 and C2. The service provider must maintain public liability insurance and indemnify the WCG. The service provider must comply with security, fire and safety precautions, and must not transfer or cede the contract without approval. Breach and termination provisions apply as per the GCC and special conditions.

Bidders must be registered on the Central Supplier Database (CSD) at the time of bid closing. Unregistered bidders or those with suspended registration will be deemed non-compliant. Tax compliance status must be verifiable; if not, the bidder will be afforded 7 working days to confirm tax compliance. Bidders must comply with tax obligations and may submit a printed TCS certificate. No bids will be considered from people in the service of the state or companies with directors who are people in the service of the state. Bidders must complete the 'details of offer' column and reply 'complies' or 'does not comply' to all sections; failure to reply to all sections will make an offer ineligible for evaluation. Bidders must submit examples of proposed 5-week summer and winter cycle menus with their bid for evaluation; failure to comply will invalidate an offer. Bidders must provide proof that salaries/wages paid to employees comply with minimum wage conditions.

The bid will be evaluated using the 80/20 and 90/10 preference points systems as per the Preferential Procurement Policy Framework Act, 2000 and the Preferential Procurement Regulations, 2017. Bidders must complete claims for both systems in the WCBD6.1 form.