Cleaning services for SENTECH polokwane operations centre (rfx 60000003661)

SENTECH requires the appointment of a service provider for cleaning and hygiene services at its Polokwane Operations Centre. The existing contract has expired, and a new provider is needed for a three-year period (36 months) to maintain cleanliness and hygiene, ensuring the health and safety of personnel, clients, and customers.

Compulsory site visit: 28 September 2026 at 10:00, at 221 Harley Street, Eduan Park, Polokwane.

Closing date: 6 October 2026 at 12:00 (from tender record).

Site location/Address: Polokwane Operations Office, 221 Harley Street, Eduan Park, Polokwane.

Coordinates: -23 52 59.2 | 29 27 43.7

Attendance at the compulsory site visit on 28 September 2026 at 10:00 is mandatory for all bidders. No other eligibility criteria are stated in the provided document.

Cleaning and hygiene services for Sentech Polokwane Operations Centre on a three-year contract (36 months).

Service area: 326 square metres of office space.

Service frequency: three days per week (Monday, Wednesday, Friday), from 08:00 to 16:00.

Areas to be cleaned: offices, reception, boardroom, toilets, kitchen, monitor room, and workshops.

Monthly consumables to be supplied: 1 x 5L dishwashing liquid, 1 x 2.5kg pine gel, 3 x packets of refuse bags (20 per packet), 1 x mop head, 2 x 2-ply toilet paper (48 rolls per bale), 1 x 1-ply toilet paper, 1 x 5L window cleaner, 2 x 1L furniture polish, 1 x sanitary unit (serviced monthly), 1 x gel fragrance unit (serviced monthly), 6 x urinal gel fragrance units (monthly).

Equipment to be replaced every 4 months: 1 x scoop and brush, 1 x flick duster, 1 x handle mop head, 1 x house broom, 1 x 1.2m window squeegee.

Cleaning services to be provided to offices (326 square metres) three days a week (Monday, Wednesday, Friday) from 08:00 to 16:00. General cleaning of offices, reception, boardroom, toilets, kitchen, monitor room, and workshops.

No specific financial requirements stated.

The cleaner must be willing to undergo screening prior to commencement of work.

Returnable documents:

• Sentech Supplier Consent Form: must be completed and signed by an authorised representative. Signing consents to Sentech processing the supplier's personal information for evaluating the RFP submission, including verification and background checks, and sharing it with third parties, some outside South Africa. Withdrawal of consent may prevent the RFP from being processed or the supplier being retained in Sentech's database.

No evaluation criteria are stated in the available document. The only stated requirement is that the Sentech Supplier Consent Form must be signed; without it, the bid may not be processed.

No specific compliance requirements are stated in the available document.

The supplier must consent to Sentech processing personal information for evaluating the RFP submission, including verification and background checks, and sharing it with third parties, some outside South Africa. Withdrawal of consent may prevent the RFP from being processed or the supplier being retained in Sentech's database.

Appointment of a service provider for cleaning services for SENTECH Polokwane OC.

Compulsory site briefing: 28 September 2026 at 10:00, at 221 Harley Street, Eduan Park, Polokwane.

Closing date: 06 October 2026

Closing time: 12:00

Validity period: 90 days

Quotations contact:

• Name: Lungile Sithole
• Role: Administrator
• Telephone: 067 427 0326
• Email: [email protected]

Submission email: [email protected]

Site briefing venue: 221 Harley Street, Eduan Park, Polokwane

Submission method: email to [email protected]

Quotations must be on company letterhead, fully completed and signed in black ink, and received by the closing date and time.

Bidders must be registered on the Sentech Supplier Database and be tax compliant.

Returnable forms: Form of Offer and Acceptance (offer page, signed by authorised representative), Annexure 1 (fully completed, otherwise disqualification), and any other returnable schedules listed in the RFQ.

Disqualification risks: failure to meet any administrative responsiveness criterion, late submission, incomplete or unsigned quotation, or not completing Annexure 1.

Evaluation stages:

1. Stage 1 – Administrative Responsiveness: all criteria in section 1 of RFQ Data must be met.
2. Stage 2 – Functional Evaluation: mandatory criteria must be met (COID letter of good standing, proof of presence in Limpopo, Annexure 1 completed). Functional points: reference letters (max 40), CV of cleaning person (max 20), confirmation letter (max 20).
3. Stage 3 – Price and Preference: lowest price scores highest price points; preference points under 80/20 system.

Preference points (max 20):

• Race: ≥51% black ownership = 8 pts; 25.1–50% = 3 pts; 5–25% = 1 pt; <5% = 0 pts.
• Gender: ≥51% women ownership = 10 pts; 25.1–50% = 6 pts; 5–25% = 2 pts; <5% = 0 pts.
• Disability: doctor's note confirming disability = 2 pts.

Price points formula (80/20): Ps = 80 [1 - (Pt - Pmin)/Pmin], where Pt = bid price, Pmin = lowest acceptable bid.

Highest total points recommended for award.

Cleaning services for SENTECH Polokwane Operations Centre.

Scope includes provision of cleaning services and cleaning material for a period of 36 months.

The service provider must have a person who will conduct the cleaning at the site.

Prices quoted in ZAR, inclusive of VAT. No price adjustment without written approval. Sentech may negotiate prices.

All prices must be quoted in South African Rands (ZAR).

Prices must be inclusive of VAT (as per Form of Offer and Acceptance).

No price adjustment without written approval from Sentech; applications for adjustment must be supported by documentary evidence.

Sentech may negotiate market-related prices and discounts; if not agreed, Sentech may cancel the bid.

Bidders bear risk of currency fluctuations if quoting in foreign currency.

Mandatory eligibility:

• Valid COID letter of good standing from the Department of Labour.
• Proof of presence in Limpopo Province: lease agreement, municipal bill, or electric bill.
• Annexure 1 fully completed.
• Registration on Sentech Supplier Database.
• Tax compliance (valid tax clearance status).

B-BBEE: valid B-BBEE certificate required to claim preference points.

Within two days of receiving a completed copy of the agreement, the service provider must contact the employer's agent to arrange delivery of any securities, bonds, guarantees, proof of insurance, and other required documentation. Failure to do so constitutes repudiation of the agreement.

Sentech may appoint one or more suppliers, in whole or in part, or not appoint any supplier at all, and may cancel the bid at its sole discretion.

Suppliers must be tax compliant and registered on the Sentech Supplier Database. Quotations must be on company letterhead, received by closing date/time, fully completed and signed in black ink, and submitted via email. Confidentiality of RFQ terms and information is required.

Three-stage evaluation: administrative responsiveness, functional (mandatory criteria + functional points), price and preference (80/20). Functional points: reference letters (40), CV (20), confirmation letter (20). Preference points up to 20.

The document is a confirmation of site visit attendance form (Annexure 1) for the cleaning services tender. It captures the visitor's details, hosting employee, purpose, date, location, and signature.

Returnable documents:

• Annexure 1 (Confirmation of Site Visit): completed and signed, confirming attendance at the mandatory site visit. Must be submitted with the bid.

Bidders must attend the mandatory site visit and submit the completed Annexure 1 (Confirmation of Site Visit) as part of their bid. No other eligibility criteria are stated in the document.

Annexure 1 (Confirmation of Site Visit) requires the following details:

• Customer/Supplier/Contractor name and surname
• Hosting employee (name and surname, to be completed by Sentech)
• Purpose of visit
• Date of visit
• Location/Site/Office visiting
• Signature of contractor