Office cleaning services – 5-Year contract at kendal power station (ESKOM)

Eskom Holdings SOC Ltd invites tenders for the provision of office cleaning services at Kendal Power Station for a period of five (5) years. Tender number E3627GXMPKEN. Tender documents are free of charge. Submission of a tender is deemed acceptance of the Eskom Standard Conditions of Tender (www.eskom.co.za). The tender is for the whole contract; alternative tenders are not allowed. Scope of work, NEC3 Term Services Contract, and Pricing Schedule/BOQ are attached.

Closing date: 16 October 2026 at 10:00

Compulsory clarification meeting: 08 October 2026 at 10:00

Venue: Horticulture Boardroom, Kendal Power Station

Transport departs Kendal Power Station main gate at 09:30

ID document compulsory for entrance; correct PPE compulsory for site visit

Attendance is mandatory – non-attendance disqualifies the bidder.

Clarification queries must be submitted at least 5 working days before the tender deadline.

Eskom Representative: Fatu-Mary Funnah

Telephone: 013 647 9168

Email: [email protected]

All queries must be addressed in writing to the Eskom Representative only.

Fraud and corruption reporting: 0800 11 2722 / [email protected]

Submission method: electronic only, via the Eskom E-tendering site at https://etendering.eskom.co.za. No hard copies accepted. Upload documents under the folders Technical, Commercial, Financial, and Other. All documents must be in PDF format; the price list must be in PDF and a copy in Excel. No zip/condensed files. Upload size per document is 500 MB; total submission restricted to 4 GB. If resubmitting, the latest version is accepted and previous submissions are null and void. Ensure the submission status is marked complete. Late tenders are not accepted.

Returnable forms (all must be completed, signed where required, and submitted by closing):

• Annexure A (Authorisation Form): confirms the signatory is authorised to bind the bidder; attach a certified copy of the relevant resolution (board, members, JV power of attorney, or trustees).
• Annexure B (Acknowledgement Form): acknowledges receipt and understanding of the tender documents.
• Annexure C (Tenderer's Particulars): bidder identification and contact details.
• Annexure D (Integrity Declaration Form): declares adherence to the Supplier Integrity Pact.
• Annexure E (CPA Requirements for Local Goods/Services) and Annexure F (CPA(IG) for Foreign Goods/Services) if applicable.
• Annexures G1–G4 (SBD 6.2 Declaration for Local Production and Content) if designated materials are included.
• Annexure H (SBD 1 Invitation to Bid): completed by all tenderers, including foreign suppliers.
• Annexure I (SBD 6.1 Preference Points Claim Form under PPPFA 2022): required for evaluation; if omitted, scores zero but is not disqualifying.
• Annexure J (SBD 4 Bidders Disclosure): discloses any interest or connection with Eskom or state employees.
• Tax Evaluation Questionnaire: determines whether the entity is a personal service provider for PAYE.
• E-tendering Help Manual acknowledgement form.
• NEC3 Term Services Contract completed in full.
• Pricing schedule (if not already in the NEC3 contract).
• For JVs: letter of intent or valid JV agreement confirming rights, obligations and profit-sharing ratios; written confirmation the JV operates as a single business entity; and details of a single designated bank account in the JV's name.

Disqualification risks:

• Missing or unsigned disqualifiable returnables (Annexures A–H, J, Tax Evaluation Questionnaire, E-tendering acknowledgement, NEC3 contract, pricing schedule).
• Non-attendance at the compulsory clarification meeting.
• Submission after the closing time.
• Failure to meet eligibility criteria or functionality threshold.

Due Diligence/financial analysis returnable: latest approved (no draft) annual financial statements of the tendering company (not parent or ultimate holding company), including background, signed director's report, signed auditor's/reviewer's/compiler's/accounting officer's report, statement of financial position, statement of comprehensive income, statement of changes in equity, statement of cash flows, and notes. A signed copy of the public interest score (for non-audited SA entities) giving the actual score, indicating whether owner-managed, and confirming whether externally prepared. Copies of ITA34C for current and previous years (for non-audited SA entities). For unincorporated JV or SPV, each partner must submit its annual financial statements including all items listed.

Evaluation stages:

1. Eligibility screening (disqualifying).
2. Basic compliance: complete tender with commercial, financial and technical information; mandatory returnables submitted.
3. Functionality (technical) evaluation – minimum threshold 80%.
4. Price and specific goals scoring under the PPPFA (80/20 or 90/10).

Functionality criteria (total 100%, threshold 80%):

• Method Statement: 30%
• Company Experience in Cleaning: 30%
• Registration with SARS: 20%
• Equipment & Cleaning Material: 20%

Detailed criteria in Appendix A. Bidders below the threshold are disqualified.

Price evaluation:

• Prices inclusive of VAT, corrected for arithmetic errors, excluding contingencies, adjusted for acceptable variations, and compared on Net Present Value basis.
• Unconditional discounts count for evaluation; conditional discounts apply only at payment.
• Prices scored out of 80 or 90 points.

Specific goals (PPPFA):

• Scored out of 20 or 10 points. Failure to submit evidence scores zero for that goal but does not disqualify.

Ranking:

• Price + specific goals scores added; highest ranked wins. The 80/20 or 90/10 system applies based on the lowest acceptable tender.

Contractual requirements (CSD, SHEQ, financial viability) are assessed after ranking, before award. Failure to meet them may render the bidder non-responsive.

No public opening; prices not read out. Objective criteria and reverse e-auction not applicable.

Scope: Provision of office cleaning services at Kendal Power Station for a period of five (5) years.

The scope of work is attached as an annexure; the contract will be the NEC3 Term Services Contract.

The tender is for the whole contract; alternative tenders are not allowed.

The successful tenderer must comply with Eskom's labelling specifications for delivered materials and may be required to provide cataloguing information per item.

High-risk scope – SHE and environmental requirements apply (see compliance and extended sections).

Method Statement is a functionality criterion weighted at 30%. The method statement must demonstrate the approach to delivering the cleaning services.

Company Experience in Cleaning is a functionality criterion weighted at 30%. Equipment & Cleaning Material is a functionality criterion weighted at 20%. The bidder must be registered with SARS (20%).

Quality supporting evidence (approved/signed copies) must be submitted: QMS manual or documented information defining the QMS and its scope; quality policy aligned with strategic direction; completed and signed Form A (Enquiry/Contract/Quality Requirements for Supplier); quality objectives; control of documented information; internal audit procedure; control of nonconforming outputs; nonconformity and corrective action procedure; latest internal audit reports including nonconformities and remedial actions; draft contract quality plan per ISO 10005; example ITP/QCP from similar work; documented information for control of externally provided processes, products and services; roles, responsibilities and authorities for the QMS; records of management review meetings (agenda, minutes, attendance, reports). The QMS must drive business processes to consistently meet Eskom's requirements. Compliance with ISO 9001 expected.

Pricing Schedule/BOQ attached; submit in PDF and Excel. Upload size per document 500 MB; total submission 4 GB. If cataloguing is required, include a line item for cataloguing; Eskom pays for cataloguing. Successful tenderer must label materials per Eskom's labelling specifications.

Pricing: Pricing Schedule/BOQ attached, to be submitted in PDF and Excel. Prices inclusive of VAT.

Payment terms: For contracts below R50 million (incl. VAT), Eskom pays within 30 days of undisputed invoices. For contracts above R50 million (incl. VAT), payment within 60 days.

No bid security or performance security required.

Financial viability: latest approved annual financial statements (no drafts) of the tendering company (not parent) must be submitted prior to award, including director's report, auditor's/reviewer's report, financial statements, notes, public interest score (if applicable), and ITA34C for non-audited entities.

Eskom may negotiate with preferred bidders if prices are not market-related.

Mandatory registrations:

• CSD registration (CSD number/report) – mandatory contractual requirement.
• NCCA (National Cleaning Contractors Association) membership – functionality requirement, proof required.
• ISSA membership – functionality requirement, proof required.
• SARS registration – functionality requirement.

Tax compliance:

• Local tenderers must provide SARS e-filing PIN or CSD profile; foreign tenderers with SA footprint must provide a certified tax clearance certificate if not on CSD. Foreign suppliers with no SA footprint complete SBD 1 but no tax proof required.

Employment equity:

• Designated employers must provide proof of compliance with the Employment Equity Act, including submission of the EE report to the Department of Labour (SA tenderers only).

Safety (COIDA):

• Original certificate of good standing or proof of application from the Compensation Fund or licensed insurer (SA tenderers only).

Quality:

• QMS manual, quality policy, Form A, quality objectives, internal audit procedure, corrective action procedure, internal audit reports, draft contract quality plan per ISO 10005, ITP/QCP example, control of externally provided processes, roles/responsibilities, management review records. Compliance with ISO 9001 expected.

SHE (high-risk scope):

• SHE Plan aligned with SHE Spec 240-73416879 and 32-136, SHE costs broken down, Baseline Risk Assessment, OHS policy signed by CEO, SHE competencies.

Environmental:

• Environmental policy aligned with ISO 14001:2015, site-specific environmental management plan, spillage management plan, aspect and impact register, hazardous substances register, SDS, permits/licenses, waste management plan, training records, legal register.

Not applicable: CIDB grading, CSDG, CPG, reverse e-auction.

Specific goals scored out of 20 or 10 under PPPFA. Failure to submit proof scores zero but does not disqualify. Proof of B-BBEE status: certificate from authorised body, sworn affidavit per B-BBEE Codes, or other requirement under the B-BBEE Act. Subcontracting with subsidiaries discouraged (may be seen as fronting); must be declared. Potential sub-contractor list available at www.csd.gov.za.

The scope is categorised as high risk; compliance evaluated per Annexure C1 (7 criteria). Returnables: Annexure C1 Evaluation Sheet; Annexure B (Acknowledgement Form); SHE Plan addressing OHS risks aligned with SHE Spec 240-73416879 and 32-136 Eskom Contractor H&S Requirement; SHE costs broken down (not lump sum); Baseline Risk Assessment with methodology; valid Letter of Good Standing (COIDA or equivalent); OHS policy signed by CEO; SHE competencies. Safety evidence: COIDA original certificate of good standing or proof of application from the Compensation Fund or licensed insurer (SA tenderers only).

Submit: environmental policy aligned with ISO 14001:2015 and signed; site-specific environmental management plan covering aspects, impacts and mitigations, signed; Site Environmental Representative appointment letter with EMS responsibilities, signed; site-specific Spillage Management Plan covering oil, chemical, ash and coal spills with response procedures, signed; aspect and impact register; hazardous substances register; Safety Data Sheets (SDS); permits and licences relevant to the scope; site-specific Waste Management Plan covering identification, handling, disposal, compliance and resources, signed; training and competency records; legal and regulatory compliance register of applicable environmental laws.

Contract form: NEC3 Term Services Contract, completed in full. Mandatory contractual requirement: CSD registration. Additional contractual requirements (if applicable): SHEQ requirements, financial viability (financial statements required for CIDB-related transactions from R30 000 excl. VAT). Contractual requirements are assessed after evaluation and ranking; proof must be submitted before award. Failure may render the bidder non-responsive. Payment terms: below R50 million (incl. VAT) – 30 days; above R50 million – 60 days. Eskom may negotiate with preferred bidders if prices are not market-related. Security for performance: not applicable. CIDB, CSDG, CPG: not applicable.

Eligibility: tenderer or principals must not be restricted from doing business with Eskom or SOEs. Ineligible if: nationality of a sanctioned country (applies to subcontractors/suppliers); submitting more than one tender (individually or as JV partner); JV/consortium agreement lacking joint and several liability; conflict of interest (common controlling partner/shareholder, or relationship giving access to information or influence); tender signed by non-authorised person; restricted by National Treasury; on Tender Defaulters list; restricted by Eskom (including directors); subcontracting 100% of scope.

Basic compliance: meet eligibility, submit via E-tendering, complete tender with commercial/financial/technical info, and submit mandatory returnables. Failure to upload documents renders the tender non-responsive.

Functionality: NCCA and ISSA membership required. Criteria: Method Statement 30%, Company Experience 30%, SARS registration 20%, Equipment & Cleaning Material 20%. Threshold 80%. Price evaluation: inclusive of VAT, corrected for errors, excluding contingencies, NPV comparison, unconditional discounts count, conditional discounts apply at payment. Prices scored out of 80 or 90. Specific goals scored out of 20 or 10; zero if no evidence. Ranking: price + specific goals, highest wins; 80/20 or 90/10 based on lowest acceptable tender. No public opening; prices not read out.

Provision of office cleaning services for a period of five years at Kendal Power Station, including hygiene services and cleaning of offices, blocks, and showers.

Closing date: 16 October 2026 at 10:00 (from tender record).

No briefing session or site visit is stated in the document.

Service Manager (Employer):

• Address: Eskom, Kendal Power Station, Private Bag X7272, Witbank, 1035
• Telephone: not stated
• Email: not stated

Employer's registered office:

• Megawatt Park, Maxwell Drive, Sandton, Johannesburg

Document source (Engineering Contract Strategies):

• Telephone: 011 803 3008
• Fax: 086 539 1902
• Website: www.ecs.co.za

Returnable forms and documents:

• Form of Offer and Acceptance (C1.1): signed offer to perform the service for the tendered prices; includes Schedule of Deviations if any.
• Contract Data Part Two (C1.2b): contractor's details, key people, direct fee percentage, and risk register matters.
• Price List (C2.2): completed with rates and totals.
• Price Confirmation by a Supplier: signed confirmation of prices.
• SDL&I Implementation Schedule: to be completed and returned to the SDL&I representative within 28 days after contract award.
• Proof of insurance certificates as required.
• CVs and key person data for the key people.

Submission method: not stated in the document.

Disqualification risks:

• Failure to complete and sign the Form of Offer and Acceptance.
• Failure to provide required securities, bonds, guarantees, or proof of insurance within two weeks of receiving the completed agreement.
• Failure to comply with safety rules or poor service delivery may lead to immediate termination.

The document does not specify a scoring methodology, preference point system, or minimum qualifying score. Evaluation appears to be based on compliance with the tender requirements, including:

• Completion of the Form of Offer and Acceptance and Contract Data.
• Provision of a priced Price List (C2.2).
• Ability to provide required insurance.
• Compliance with SDL&I obligations: local procurement content of 100%, enterprise development (incubate a small entity from the district), and job creation (3 jobs).
• Compliance with all Z-clauses, including ethics, health & safety, and environmental obligations.

Scope of work:

• Provision of office cleaning services at Kendal Power Station for five years.
• Cleaning of all offices, boardrooms, workshops, ablution blocks/toilets, change rooms, store rooms, kitchens, machine rooms and equipment, dishes, passages, corridors, lifts, control rooms, gym area, floors and walls, stairways, carports/parking areas, carpets and chairs, doors, handrails, staircases, windows on all floors, stacker machines, smoke stackers, smoking areas, fuel filling station, dustbins, littering around the station.
• Supply of toilet paper, ordure neutralizer, hand towels, cleaning detergents, refuse bags, cleaning materials, equipment and machinery.
• Specific areas include: SSB Building, all Units (1-6), all toilets and ablution blocks, workshops, Power Electronics, Stores Building, Auxiliary Services, Horticulture Building, Transport building, Training Building, ECAS building, ABB Building, Kopanong Hall, Security Building, Induction Centre, Coal Stock Yard, Sandblasting Workshop, Weighbridge offices, Chemical services building, Equipment Rooms, Rotek Offices.
• Some areas require 24/7 service; high-maintenance areas like ablution blocks and showers must always be clean.
• Contractor must provide own transport, tools, and equipment, including for employees not on site.
• Contractor must pay employee bonuses after 12 months of service.
• Compliance with Sectoral Determination 1 for the Contract Cleaning Sector under the BCEA is required.

Service to be provided 24 hours, 7 days a week at Kendal Power Station.

Contractor must submit a plan as per Contract Data within 2 weeks from contract date.

Site meetings arranged monthly by Employer's Service Manager.

Task Orders issued by Employer; contractor submits daily attendance register with hours worked.

Attendance register used as assessment report.

Contractor must provide CVs and key person data as part of Contract Data Part Two.

Key people to be identified with names and job titles.

Price List (C2.2) includes items for hygiene services and cleaning.

Items include: sanitary bins, consumables/chemicals, transport/disposal of sanitary waste, deep cleaning/sanitization/disinfecting, health and safety.

Rates for workers: Supervisor (Mon-Fri) 3 workers, 10 hours/month, 380 hours over 5 years; Cleaners (Mon-Fri) 34 workers, 10 hours/month, 380 hours; Saturday and Sunday/Pub Holiday rates; Shift hours flat rate; Health & Safety Officer; Transport per km; PPE twice per year.

All costs for rendering services must be included in the price list.

Tendered total of Prices is 'RATES AS PER PRICE LIST'.

Pricing format:

• Priced contract with price list (Option A).
• Prices are derived from a list of items, priced as lump sums or rates multiplied by quantities.
• The tendered total of the Prices is 'RATES AS PER PRICE LIST'.
• All costs for rendering the service must be included in the price list (transport, bonuses, overtime, shift workers, consumables, equipment, tools, site establishment).
• Price adjustment for inflation (Option X1) applies, with base date 1 month prior to tender closing date.

Payment terms:

• Assessment interval: last day of each successive month.
• Payment within 30 calendar days after signed assessment and valid tax invoice.
• Interest on late payment at prime rate (Standard Bank).
• Contractor must provide a tax invoice within one week of receiving a payment certificate.
• Employer's VAT number 4740101508 must appear on each invoice.

SDL&I financial obligations:

• Penalty of 2.5% of invoice amount for failure to meet SDL&I obligations.
• Penalty of 2.5% of Contract Value for failure to meet SDL&I obligations.
• Eskom retains 2.5% of every invoice (excluding VAT) as security for SDL&I obligations, released upon fulfilment and approved compliance report.

Insurance requirements (Contractor to provide):

• Insurance against loss/damage to Employer's property, Plant and Materials, Equipment.
• Public liability and employer's liability as required by law.

Liability limits:

• Contractor's liability for indirect/consequential loss: R0.
• Low service damages: R10,000 per Task Order.
• Delay damages: R2,000 per day, up to R20,000 per Task Order.

No specific eligibility criteria (CIDB, B-BBEE level, CSD) are stated in the document.

Contractual compliance obligations:

• Notify Eskom of any change in B-BBEE status within 7 days; submit updated verification certificate within 30 days.
• Failure to notify may lead to termination.
• Must not cede, delegate, or assign rights without written consent.
• Joint ventures must be jointly and severally liable; notify key person within two weeks of contract date.
• Must comply with all Z-clauses, including ethics (no prohibited actions), health & safety, and environmental laws.
• Must comply with Construction Regulations 2014 and all applicable health & safety laws.
• Must comply with asbestos regulations; asbestos removal/disposal only by registered contractor at Employer's expense.
• Must comply with Environmental Management System (ISO 14001:2015) and Kendal Waste Management Procedure; provide waste manifests and safe disposal certificates; submit Environmental file for approval before commencing work.

Health & Safety Officer required (1 worker, 2 hours per month, 400 hours over 5 years).

PPE to be supplied twice per year (44 items).

Compliance with Construction Regulations 2014 and all applicable health & safety laws.

Risk register includes slippery floors, trip and fall, noise-induced areas, dusty environment, unavailability of access.

Contractor may be appointed as Principal Contractor under Construction Regulations.

Asbestos: Employer ensures safe levels; Contractor may stop work if unsafe; asbestos removal by registered contractor.

Compliance with all applicable environmental laws and regulations.

Environmental Management System (ISO 14001:2015) required.

Kendal Waste Management Procedure: all waste disposed legally; provide waste manifests and safe disposal certificates.

Environmental file must be submitted and approved before commencing work.

Environmental liability insurance required.

Contract type: NEC3 Term Service Contract (TSC3), Option A (priced contract with price list).

Dispute resolution: Option W1 (adjudication by ICE-SA, arbitration in Johannesburg).

Secondary options: X1 (price adjustment for inflation), X2 (changes in law), X17 (low service damages), X18 (limitation of liability), X19 (Task Order), Z (additional conditions).

Additional Employer's risks: natural disaster, industrial action, community unrest.

Termination: immediate termination for poor service delivery or non-compliance with safety rules.

Contractor must not cede, delegate, or assign without written consent.

Joint ventures: jointly and severally liable; notify key person within two weeks.

Confidentiality obligations; no images of Affected Property without consent.

Ethics clause: no coercive, collusive, corrupt, fraudulent, or obstructive actions.

Insurance: Contractor provides insurances per Insurance Table A; Employer provides per Table B.

Nuclear liability: Employer indemnifies Contractor against nuclear damage (Koeberg).

Asbestos: Employer ensures ambient air conforms to standards; Contractor may stop work if unsafe; asbestos removal by registered contractor at Employer's expense.

Contract may be terminated with immediate effect for poor service delivery or non-compliance with safety rules.

Successful tenderer allowed one month to arrange site establishment and resources; failure constitutes breach of contract.