Cleaning services for etdp seta provincial offices (KZN, limpopo, north-west, western cape) – tender

General enquiries:

• Email: [email protected]
• Website: www.etdpseta.org.za

Submission email: [email protected]

No named contact person or telephone number is provided in the document.

Submission method: electronic only, via email to [email protected]

Bids must be submitted per provincial office of interest (Annexure A–D). Each bid must be organised into three folders:

• Folder A: Stage 1 – Administrative Requirements
• Folder B: Stage 2 – Phase A (Mandatory Requirements) and Phase B (Functionality Evaluation)
• Folder C: Stage 3 – Price and Specific Goals

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the SETA.
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE preference points under the PPPFA.
• General Conditions of Contract (GCC): must be completed in full.
• Tax Compliance Status (TCS) PIN issued by SARS, for verification prior to award.
• Pricing schedule for each office (Annexure A–D), fully completed and signed.
• Cleaning materials compliance table (Y/N) for each annexure, fully completed.
• B-BBEE certificate or sworn affidavit (for EMEs) to claim specific goals.
• COIDA certificate, cleaning association membership, and public liability insurance proof (mandatory requirements).

Disqualification risks:

• Late, incomplete, or unsigned bids will not be accepted.
• Failure to fully complete the cleaning materials compliance table leads to disqualification.
• Failure to fully complete and sign the pricing schedule means pricing will not be considered.
• Missing any required document or information; the SETA takes no responsibility for missing information in submissions.

Evaluation is in stages, per provincial office:

Stage 1 – Administrative Compliance (Folder A):

• All SBD forms (SBD 1, SBD 4, SBD 6.1) fully completed and signed, with all applicable boxes ticked.
• GCC completed in full.
• SARS TCS PIN submitted.

Stage 2 – Phase A – Mandatory Requirements (Folder B):

• Valid COIDA certificate in the bidder's name for office cleaning/hygiene services.
• Proof of membership of a recognised cleaning association: NCCA, BEECA, or CASA.
• Proof of valid public liability insurance covering accidents, injury, or death during contract execution.

Stage 2 – Phase B – Functionality Evaluation (Folder B):

• Bidders must score at or above the minimum threshold on functionality to proceed to Stage 3. (Threshold not stated in the document.)

Stage 3 – Pricing and Specific Goals (Folder C):

• Price and specific goals are evaluated. The preference point system is 80/20 (price 80 points, specific goals 20 points) as per SBD 6.1.
• Specific goals include B-BBEE status level, SMME/QSE/EME status, and promotion of business located in the province where goods/services are required. Points are allocated only if supporting documents are provided.

General:

• The SETA does not bind itself to appoint the bidder with the highest points.
• The SETA reserves the right to negotiate the bidder's price and to cancel the bid without awarding.
• Bids must remain valid for 90 days.

Scope: Provision of cleaning services at four ETDP SETA provincial offices. Bids are submitted per office; one office is awarded per provider.

Office locations and sizes:

• KwaZulu-Natal: Thynk Desk, 1 Neptune Road, Berea West, Westville, Durban (Thynk Box Building) – 200 m²
• Limpopo: 89B Biccard Street, Polokwane, 0700 – 200 m²
• North-West: 78 Retief, Cnr Peter Mokaba Street, Sparkling Office Park, Potchefstroom, 2531 – 310 m²
• Western Cape: 2 Old Paarl Road, Sunbel Building, Office 205, Second Floor, Bellville, 7530 – 337.34 m²

Cleaning tasks (all offices):

• Clean boardrooms, kitchens, and storerooms.
• Clean windows from the inside once every two months.
• Vacuum carpets three times a week in high-traffic areas (passages); offices vacuumed/cleaned daily during working hours.
• Empty dust bins three times a day (morning, after lunch, before knock-off) and replace bin liners.
• Deep clean office carpets quarterly.
• Office fumigation quarterly.
• Wash dishes and cutlery twice a day or as needed.
• Prepare boardrooms for meetings before and after.
• Clean kitchen floors daily during working hours.
• Clean and wash cupboards inside weekly to prevent infestation.
• Clean microwaves, fridges, and other kitchen appliances daily during working hours.
• For Limpopo and North-West: clean toilets and bathrooms three times daily or as needed.

Cleaning materials and equipment to be supplied by the provider (not limited to):

• Dishwashing liquid soap, disinfectants, tile cleaning material, floor polish, dish cloths, furniture polish and cloths, 70% alcohol toilet wipes, refuse bags, bin liners, window cleaning material, paper towels, hoover. (Limpopo and North-West also require toilet fragrance.)

Personnel requirements:

• One dedicated cleaner per office (see table: KZN 1, Limpopo 1, North-West 1, Western Cape 1).
• An off-site supervisor must regularly visit the site and complete cleaning check-sheets daily, weekly, fortnightly, and monthly.
• Cleaning personnel must handle office equipment and documents safely and maintain confidentiality.

Training:

• Cleaning staff must be trained on handling all equipment used.
• The provider is responsible for damages or injuries from misuse or negligence by on-site staff.
• ETDP SETA will train cleaners on waste sorting and recycling.
• Staff must be aware of OHS requirements; refresher training on hygiene practices is expected.

Uniform and PPE:

• Cleaners must wear good-quality uniforms with name/identification badges, shoes, gloves, etc., supplied at the provider's cost.
• Worn-out uniforms and badges must be replaced immediately at the provider's cost.
• Identification badges must be worn and visible at all times.
• The provider must supply correct PPE (e.g., safety boots, gloves).

Safety and liability:

• Warning boards or signs must be exhibited where the service may cause injury.
• Any damages caused by the provider during maintenance or replacement of equipment will be recouped from the provider.

Pricing format: The costing model (pricing schedule) for each office (Annexure A–D) must not be modified; if retyped, all line items must be included in the order stated.

Pricing schedule line items:

• Cleaning services and material
• Quarterly deep cleaning of office carpets
• Quarterly office fumigation
• Sub-total
• VAT @ 15% (if applicable)
• Total costs VAT inclusive

All pricing in South African Rand (ZAR).

Payment terms: Per GCC, payment will be made within 30 days after submission of a valid invoice, unless otherwise specified in the Special Conditions of Contract.

Performance security: Per GCC, the successful bidder must furnish a performance security within 30 days of contract award, in the amount specified in the Special Conditions of Contract (amount not stated in the document).

Tax compliance:

• Bidders must submit a SARS Tax Compliance Status (TCS) PIN, which the SETA will use to verify tax matters prior to award.
• Bidders registered on the Central Supplier Database (CSD) must provide their CSD number.
• No contract will be concluded with a bidder whose tax matters are not in order.

B-bbee:

• Bidders must submit a valid B-BBEE certificate from a SANAS-accredited verification agency, or a CIPC-issued certificate, or a signed sworn affidavit (for EMEs) to claim specific goals.
• Failure to submit proof of B-BBEE status means no points for specific goals will be claimed.
• Joint ventures must submit a consolidated B-BBEE verification certificate prepared for this bid only, from a SANAS-accredited agency.

Other compliance:

• Valid COIDA certificate in the bidder's name.
• Membership of a recognised cleaning association (NCCA, BEECA, or CASA).
• Public liability insurance covering accidents, injury, or death during contract execution.
• Bidders must not be deregistered, blacklisted, or restricted from doing business with the public sector.
• Bidders must not engage in corrupt or fraudulent practices.