Cleaning services for dwypd – 36 months

Closing date and time: not stated in the document. No briefing or site visit is mentioned. No clarification deadline is stated.

No specific contact person, email, phone, or submission address is stated in the document. The tender reference is DWYPD 01-2026/27.

Submit the completed proposal with all returnable documents to the Department of Women, Youth and Persons with Disabilities. The bid reference is DWYPD 01-2026/27. The proposal must include the completed Annexure B (Summary of Past Experience) with at least 3 reference letters on client letterhead, and Annexure B1 (Price Information) with the bid price for all three years, printed, signed, and attached. The price on Annexure B1 must match the price on SBD 1. Returnable forms include SBD 1 (Invitation to Bid) as the offer cover page, and any other forms specified in the tender document. Disqualification risks include: incomplete or unsigned returnable documents, price mismatch between Annexure B1 and SBD 1, and submission after the closing time.

The tender is evaluated on functionality and price, with a 90/10 preference point system (90 points for price, 10 points for B-BBEE status). Bidders must achieve a minimum threshold for functionality to proceed to price evaluation. The evaluation will consider the bidder's past experience as detailed in Annexure B, including at least 3 reference letters. The specific scoring split and minimum qualifying thresholds are not stated in the document.

The scope is the provision of cleaning services at the Department of Women, Youth and Persons with Disabilities for a period of thirty-six (36) months. The document does not specify the number of sites, square metres, frequency of cleaning, or specific service levels.

The bid price must be provided in Annexure B1 (Price Information) and must include VAT and all expenses for all three years. The price must match the price indicated on SBD 1. No bonds, guarantees, or payment terms are stated.

Returnable forms include: SBD 1 (Invitation to Bid) as the offer cover page. Annexure B (Summary of Past Experience) with at least 3 reference letters on client letterhead. Annexure B1 (Price Information) with the bid price for all three years, signed. No CSD registration, tax clearance, B-BBEE certificate, CIDB grading, or CIPC registration is explicitly required in the document.

{"closingDate":"01 November 2026","briefingSession":"{"date":null,"time":null,"venue":"erial – SABS compliant (Par 7.9 of ToR)","is_compulsory":false}"}

{"name":"Mr. Vusimuzi","email":"[email protected]","phone":null,"department":null,"address":null}

Bidders must: be 100% Black-owned South African companies (attach certified ID copies of all directors); have a minimum of 3 years' experience in facilities management/cleaning; provide at least 3 contactable reference letters for similar projects; be registered with the Department of Employment and Labour (COIDA letter of good standing or sworn affidavit); be registered with NCCA or BEECA (valid certificate); provide UIF compliance certificate or sworn affidavit; provide proof of loss/theft insurance (amount to be indicated); have a fully functional office or immovable structure within 100 km of DWYPD offices; have relevant cleaning equipment and SABS-compliant storage on premises; attend the compulsory briefing session; submit Annexures B and B1 in Excel format; provide 1 original and 5 copies of the proposal. Bidders failing any Part 1 mandatory criteria (UIF, COIDA, NCCA/BEECA, SA citizenship of directors, insurance) will be disqualified. Due diligence site visit will verify location, equipment, and storage.

that possesses the required experience, knowledge to render cleaning services at 268 Lilian Ngoyi Street, Pretoria

Central, Fedsure Building, for period of thirty-six (36) months.

to successfully perform the assignment:

A. A minimum of three (3) years’ experience in the field of facilities management (i.e. cleaning, hygiene, deep

carpet cleaning, pest control, etc.).

B. Extensive and demonstrated experience in the project field (Proof of previous similar projects and notable

references required and must attach three contactable references letters). The service provider must

include a detailed profile of the business and its Project Managers.

a) The delivery of services to DWYPD shall be carried out with best quality and to a high class of workmanship

b) Product delivered/used at DWYPD should be certified with SABS/SANS. In the event where DWYPD elects

to accept an alternative item purported to be equal/similar by the tenderer, acceptance of the item(s) will

be conditional on DWYPD inspection and testing after receipt.

c) If, in the sole judgment of DWYPD, the cleaning items are determined not to be within SABS/SANS national

specifications, the supplier will be requested to replace the items with the items that complies with

SABS/SANS national specifications immediately at no additional cost to DWYPD.

d) Chemical assessment data sheets [MSDS-material safety data sheet] for all cleaning substances to be used

shall be provided by the Supplier on request.

13. Quality tests

a) DWYPD may from time to time test the quality of services and non-compliance may result in the

termination of the contract.

b) These tests may include but not limited to bacterial swabs of key areas, airborne pathogen tests and any

other tests deemed necessary by DWYPD to ensure quality of services provided.

14. Evaluation bids

a. Administrative requirements

Annexures B and B1 must be completed using Microsoft Excel or compatible software. Annexures completed

by hand (in writing) will not be accepted and such bids will be regarded as administratively non-compliant.

Only bids / quotes that comply with all administrative requirements and that submitted all required bid

documents (acceptable bids) will be considered during the functional evaluation phase. Only acceptable bids

/ quotes will be scored by the Bid Evaluation Committee against the functional criteria indicated in this Terms

of Reference.

DWYPD 01 202627 Cleaning Services for 36 months final Ver: 2020/11/01

directors and personnel. No persons with a negative vetting report will be allowed on the

department’s premises.

11. Scope of work

11.1 Provide daily cleaning services including sanitization cleaning:

a) Twice daily disinfection of all touch points at the office (all power sockets, all door handles, kitchen

equipment handles)

b) Daily cleaning of all office furniture from dust and stains. Daily rosters must be up kept for inspection

purposes,

c) Empty office, toilets trash bins and she bins twice a day,

d) Daily cleaning of the floors in the reception area, corridors, and stairs,

e) Daily cleaning of meeting rooms,

f) Daily cleaning of kitchens,

g) Daily cleaning of the trash bins top covers from stains (kitchen and toilet bins)

h) Weekly deep cleaning of all office tiles with appropriate cleaning detergent

i) Weekly deep cleaning of all kitchen equipment in and outer parts (fridges, microwave, water coolers)

j) Weekly cleaning of the floors side panels and skirting from dust,

k) Quarterly deep cleaning of all office carpets with shampoo & special equipment – to be done over weekends

or public holidays,

l) Quarterly cleaning of windows and blinds, wooden and glass partition,

DWYPD 01 202627 Cleaning Services for 36 months final Ver: 2020/11/01

Terms of reference

m) Quarterly cleaning of ICT room with the presence of at least one ICT Officer,

n) Quarterly cleaning of the archive rooms and stores,

o) Quarterly cleaning of the chairs and sofas fabrics from stains with special equipment or as and when needed

p) Quarterly scrubbing and all outdoor tiles with special equipment,

q) The service provider must provide all materials, labour, and comprehensively execute Hygiene & Cleaning

v) Provide cleaning services to the interior of the buildings including all interior windows to ensure the offices

are kept free from dust, dirt, smudges fingers marks, in order to provide a safe, clean, tidy, and healthy

working environment for all occupants in accordance with business requirements.

w) Provide cleaning and hygiene consumables as well as the equipment to clean,

x) Cleaning shall be carried out within times agreed to by DWYPD to suit the business needs of the department,

y) The service providers must notify DWYPD in the event that cleaning might result in any surface damages or

contamination of surfaces,

z) The supplier must put in place and manage appropriate cleaning regimes: Protect cleaned surfaces to provide

a uniform finish: where possible ensure minimum business disruption and provide appropriate cleaning

signage,

aa) The cleaners must adhere to health and safety regulations at all times.

12. Quality standards

a) The delivery of services to DWYPD shall be carried out with best quality and to a high class of workmanship

b) Product delivered/used at DWYPD should be certified with SABS/SANS. In the event where DWYPD elects

to accept an alternative item purported to be equal/similar by the tenderer, acceptance of the item(s) will

be conditional on DWYPD inspection and testing after receipt.

c) If, in the sole judgment of DWYPD, the cleaning items are determined not to be within SABS/SANS national

specifications, the supplier will be requested to replace the items with the items that complies with

15.1 Minimum Staff required on duty from Mon-Fri 06h30 till 16h00 is ten (10) cleaning staff; seven (7) females

and three (3) males.

15.2 The on-site supervisor will be included as part of the ten (10) personnel on site and the supervisor’s role is as

follows:

a) Supervise the team on site and manage the task allocation and perform quality control

b) Ensure effective stock management of all consumables and chemicals and reporting thereof;

c) Monthly stock takes and reconciliation of the stock usage for billing purposes;

d) Report to management any challenges noted during the execution of the cleaning duties;

e) Handle work performance of cleaning staff, log and address any customer complaints received;

f) Allocate and co-ordinate any relief personnel required to maintain cleaning as per SLA agreement. Any change

in personnel must be communicated in advance for vetting purposes;

g) Attend quarterly management meetings or as requested to report on any issues or challenges.

h) Assistance to cleaning staff on site.

15.3 Should the cleaning requirement change during the duration of the contract, this will be negotiated and

communicated and agreed upon with the service provider in advance.

a. All information related to this bid, or information provided to the service provider subsequent to the award of

this bid, must be treated as confidential and may not be disclosed in any way to third parties without the

explicit written consent of DWYPD.

b. The Departmental Security and Work Environment reserve its right to carry out after hour’s inspection to assess

compliance with these requirements.

c. The service provider shall provide a monthly report to the Department on identified challenges, suggestions,

improved methods and work programmes, personnel turnover, remedial actions and all other related

matters concerning the agreement.

d. The quarterly meetings or as required, will be held between the client’s representative and the service

provider’s Operational/area manager, site supervisor and/or representative.

e. The service provider should report to the Departmental Security and Work Environment or delegated official

DWYPD 01 202627 Cleaning Services for 36 months final Ver: 2020/11/01

7.1 The service provider is expected to provide the exact type/make of the materials/chemicals and approved Personal Protective Equipment (PPE) as prescribed in the proposals. Chemicals must be of high quality manufactured in accordance with the specifications provided by South African Bureau of Standards (SABS) and no second-hand material will be tolerated. 7.2 A compulsory briefing session will be held at 1st Floor, Auditorium, 268 Lillian Ngoyi Street Pretoria Central, Fedsure Building. Bidders failing to attend will be disqualified. All bidders must ensure that they arrive well in time for the briefing session. 7.3 Registration of attendance will close upon the start of the briefing session. No late registration will be permitted. 7.4 The briefing session will enable bidders an opportunity to satisfy themselves with local conditions, accessibility of the site, full extent of the nature of work to be performed and conditions affecting the executions of the project before submitting proposals. 7.5 Bidders to take note that the Department might be relocating to a new building during the contract period, which might result in the acquisition of additional office space. The Department will engage in arrangements and negotiations with the appointed service provider prior to the inclusion of the additional cleaning services arising from the relocation. 7.6 Only South African owned hygiene cleaning service providers will be considered for appointment (please attach certified copy of ID). 7.7 The service provider must have a fully functional office or be located or have an immovable structure within 100 km radius of DWYPD offices. 7.8 The service provider must have at the premises relevant cleaning equipment – e.g. vacuum cleaners, carpet deep cleaning machine, staff uniforms bearing the company name and logo. 7.9 The service provider must have at the premises storage for the cleaning material – SABS compliant. 7.10 The service provider should cover his/her employees on occupational unfortunate incidents and shall pay his/her employees in accordance with the Labour regulations. 7.11 The Department reserves the right to request evidence of payment information relating to its employees to verify payment of minimum wages. This shall be done in conjunction with the POPI Act. 7.12 The service provider shall adhere to Occupational Health and Safety Act with regards to safety of workers during the project period. 7.13 The work shall be approved through regular inspections, to be conducted by the Department’s Project Manager or his/her delegate in relation to the inspections. 7.14 There will be an unannounced due diligence visit conducted by the departments Bid Evaluation Committee at the premises of potential service providers to inspect and evaluate bidders as set out in the TOR. DWYPD 01 202627 Cleaning Services for 36 months final Ver: 2020/11/01

B-BBEE Details: lated under Functional evaluation Part 1. During part 2 the Bid

Evaluation Committee may:

a. Evaluate and score bids based on the bid documents and proposals submitted; or

b. Provisionally evaluate and score bidders based on proposals submitted and then invite bidders that met

all requirements under Part 1 for both functional evaluation parts 1 and 2, to present their bids.

Part 2: Minimum functional requirements: Only bids that obtained the minimum score for each criteria for

both part 1 and 2 will proceed to Due diligence.

Sub-Criteria Description Weight Min

score

2.1 Empowerment /Specific Goals Criteria (Par 9 of the TOR) 9 3

1 = Does not meet the empowerment/specific goals criteria.

2 = Bidder meets 100% Black owned criteria only.

DWYPD 01 202627 Cleaning Services for 36 months final Ver: 2020/11/01

Terms of reference

Sub-Criteria Description Weight Min

score

3 = Bidder meets 100% Black owned criteria with a proven 40%

Women owned inclusion.

4 = Bidders meets Black owned criteria and exceeds the 40% Women

owned or 30% youth owned or 7% persons with disabilities.

2.2 Knowledge and Expertise of Service Provider (Par 8.(A) of ToR) 9 3

1 = 0-1 years of experience rendering cleaning services.

2 = 2 years of experience in rendering cleaning services.

3 = 3 years of experience rendering cleaning services.

4 = 4 or more years of experience rendering cleaning services.

2.3 Proven track on delivery of similar project (Reference Letters) (Par 9 3

8.(B) of ToR)

1 = 0-1 Reference Letters of similar work done in cleaning services.

2 = 2 Reference Letters of similar work done in cleaning services.

3 = 3 Reference Letters of similar work done in cleaning services.

4 = 4 or more Reference Letters of similar work done in cleaning

services.

2.4 Wor

Company Directors/Shareholders must meet 100% Black owned criteria. Additional points for 40% Women owned, 30% Youth owned, or 7% persons with disabilities ownership.

required to evaluate the bid against the requirements stipulated in this terms of reference. The following must

be attached to the proposal as annexures:

• Annexure B: Summary of past experience (Must use attached template)
• Annexure B1: Pricing information. Price proposals must include VAT and should be fully inclusive to deliver

The all outputs indicated in the terms of reference (Must use attached Excel template).

• The published terms of reference (this document, including Annexure A to this document).
• All other forms / certificates required (see bid documents).

and Persons with Disabilities. This service must be rendered based on the following:

a) Allowed daytime cleaning – Monday to Friday from 06h30 to 16h00

b) Night cleaning is not allowed from 17h00 to 05h00.

c) Cleaning assistant who will be stationed at Executive Office floor will be required to work flexi hours

amounting to a total of 8 hours per day.

7. Requirements

7.1 The service provider is expected to provide the exact type/make of the materials/chemicals and approved Personal

Protective Equipment (PPE) as prescribed in the proposals. Chemicals must be of high quality manufactured in

accordance with the specifications provided by South African Bureau of Standards (SABS) and no second-hand

material will be tolerated.

7.2 A compulsory briefing session will be held at 1st Floor, Auditorium, 268 Lillian Ngoyi Street Pretoria Central, Fedsure

briefing session.

7.3 Registration of attendance will close upon the start of the briefing session. No late registration will be permitted.

7.4 The briefing session will enable bidders an opportunity to satisfy themselves with local conditions, accessibility of

the site, full extent of the nature of work to be performed and conditions affecting the executions of the project

before submitting proposals.

7.5 Bidders to take note that the Department might be relocating to a new building during the contract period, which

might result in the acquisition of additional office space. The Department will engage in arrangements and

negotiations with the appointed service provider prior to the inclusion of the additional cleaning services arising

from the relocation.

7.6 Only South African owned hygiene cleaning service providers will be considered for appointment (please attach

certified copy of ID).

7.7 The service provider must have a fully functional office or be located or have an immovable structure within 100

km radius of DWYPD offices.

7.8 The service provider must have at the premises relevant cleaning equipment – e.g. vacuum cleaners, carpet deep

cleaning machine, staff uniforms bearing the company name and logo.

7.9 The service provider must have at the premises storage for the cleaning material – SABS compliant.

7.10 The service provider should cover his/her employees on occupational unfortunate incidents and shall pay his/her

employees in accordance with the Labour regulations.

7.11 The Department reserves the right to request evidence of payment information relating to its employees to verify

payment of minimum wages. This shall be done in conjunction with the POPI Act.

7.12 The service provider shall adhere to Occupational Health and Safety Act with regards to safety of workers during

the project period.

7.13 The work shall be approved through regular inspections, to be conducted by the Department’s Project Manager or

his/her delegate in relation to the inspections.

7.14 There will be an unannounced due diligence visit conducted by the departments Bid Evaluation Committee at the

premises of potential service providers to inspect and evaluate bidders as set out in the TOR.

DWYPD 01 202627 Cleaning Services for 36 months final Ver: 2020/11/01

Terms of reference

7.15 The service provider must provide cleaning equipment for the cleaners, uniform, all cleaning detergent, 2 ply toilet

papers, hand towels, where there are none the service provider must install automatic hand towels dispensers,

install she bins, install soap dispensers, including refill of all soap dispensers on a daily basis. Installations of

automatic aerosol spray dispenser, install and replenish all toilet seat spray sanitiser. All cost must be included in

the proposal.

7.16 The service provider shall at all times ensure that employees are in full uniform bearing the company’s logo whilst

performing cleaning services for the department.

r) The Pricing schedule must include all materials, labour costs and any related cost to provide the cleaning

services,

s) All Hygiene services reports and working papers shall remain the property of DWYPD,

t) The service provider must ensure that all work performed and all equipment used on site are in compliance

with the Occupational Health and Safety Act, 1993 (Act no )and any regulations promulgated in

terms of this Act and the standard instruction of DWYPD,

u) All high-contact surfaces and objects which are visible and could become contaminated by daily use such as:

d) Chemical assessment data sheets [MSDS-material safety data sheet] for all cleaning substances to be used

shall be provided by the Supplier on request.

4 = Bidders meets Black owned criteria and exceeds the 40% Women

owned or 30% youth owned or 7% persons with disabilities.

2.2 Knowledge and Expertise of Service Provider (Par 8.(A) of ToR) 9 3

1 = 0-1 years of experience rendering cleaning services.

2 = 2 years of experience in rendering cleaning services.

3 = 3 years of experience rendering cleaning services.

4 = 4 or more years of experience rendering cleaning services.

2.3 Proven track on delivery of similar project (Reference Letters) (Par 9 3

8.(B) of ToR)

1 = 0-1 Reference Letters of similar work done in cleaning services.

2 = 2 Reference Letters of similar work done in cleaning services.

3 = 3 Reference Letters of similar work done in cleaning services.

4 = 4 or more Reference Letters of similar work done in cleaning

services.

2.4 Work plan, the work method that will be followed for the execution 9 3

of the contract and the feasibility thereof. (Par 11.1(A-Z) of ToR)

1 = Work method does not meet any of the requirements.

2 = Work method does meet some of the requirements.

3 = Work method is in line with all requirements.

4 = Work method exceeds the requirements.

2.5 Quality standards (Par 12 of ToR) 9 3

1 = Service provider could not demonstrate how the service provider

would adhere to the applicable standards and legislation. E.g. health

and safety act, SABS and SANS.

2 = Service provider partially demonstrates how the service provider

would adhere to the applicable standards and legislation. E.g. health

and safety act, SABS and SANS.

3 = Service provider demonstrated how the service provider would

adhere to the applicable standards and legislation. E.g. health and

safety act, SABS and SANS.

4 = Service provider demonstrated and exceeded the minimum

requirement on how the service provider would adhere to the

applicable standards and legislation. E.g. health and safety act, SABS

and SANS.

Part 3: DUE DILIGENCE (bidders must score (3) yes for all the 5 criteria below)

Only bidders that met the functional requirements for part 1 and 2 will proceed to part 3.

Sub-Criteria – Description Yes (=3) No (=1)

Site visit

3.1 The service provider MUST BE WITHIN 100 KM RADIUS OF DWYPD

OFFICES (Par 7.7 of ToR)

3.2 Proof of relevant cleaning equipment – e.g. vacuum cleaners, carpet

deep cleaning machine, staff uniforms. (Par 7.8 of ToR)

3.3 Storage for the cleaning material – SABS compliant (Par 7.9 of ToR)

DWYPD 01 202627 Cleaning Services for 36 months final Ver: 2020/11/01

Terms of reference

e. Price and specific goals

contract period. The amount of the Insurance for Losses and Theft must be indicated.

a) DWYPD may from time to time test the quality of services and non-compliance may result in the

termination of the contract.

b) These tests may include but not limited to bacterial swabs of key areas, airborne pathogen tests and any

other tests deemed necessary by DWYPD to ensure quality of services provided.

1.4

(Copy of ID’s to be attached) (Par 7.6 of ToR)

1.5 Proof of insurance (theft/losses) (attach certificate) (Par 8(F) of ToR)

d. Functional evaluation Part 2 – Qualitative criteria

The functional evaluation criteria indicated below will be applied during Part 2 of functional evaluation to all

bids that met the minimum requirements stipulated under Functional evaluation Part 1. During part 2 the Bid

Service provider must have a minimum of three years' experience in facilities management/cleaning; be registered with NCCA or BEECA; provide COIDA letter of good standing or sworn affidavit; provide proof of insurance for theft/loss; provide UIF compliance proof; provide references of similar projects; and provide detailed company profile with Project Manager.

7.14 There will be an unannounced due diligence visit conducted by the departments Bid Evaluation Committee at the

e. Price and specific goals

related regulations – see attached bid documents. The evaluation method (80/20 or 90/10) and preference

points allocation applicable to this bid are indicated in the attached SBD 6.1.

a) Supervise the team on site and manage the task allocation and perform quality control

Protective Equipment (PPE) as prescribed in the proposals. Chemicals must be of high quality manufactured in

Evaluation Committee may

a. Evaluate and score bids based on the bid documents and proposals submitted; or

b. Provisionally evaluate and score bidders based on proposals submitted and then invite bidders that met

all requirements under Part 1 for both functional evaluation parts 1 and 2, to present their bids.

Part 2: Minimum functional requirements: Only bids that obtained the minimum score for each criteria for

2.1 Empowerment /Specific Goals Criteria (Par 9 of the TOR) 9 3

1 = Does not meet the empowerment/specific goals criteria.

2.5 Quality standards (Par 12 of ToR) 9 3