Cleaning services tender – upington, northern cape | RFQ

Closing date and time: 8 October 2026 at 11:00

Compulsory briefing session: 8 October 2026 at 11:00

• Note: The briefing session and closing share the same date and time; bidders should verify whether attendance is required in advance of submission

Bid validity period: 60 working days from the official closing date

Correction deadlines:

• 7 days to correct non-tax compliance after notification
• 3 days to fully disclose information on Standard Bidding Documents

Compulsory briefing session: 8 October 2026 at 11:00. Note: same date and time as bid closing; verify attendance requirements in advance.

Enquiries

• Email: [email protected]

Submission

• Method: email
• Submission email: [email protected]

Service delivery address

Plot 1070

De Drift Plaza

Louisevale Road

Upington

Submission method: email only

• Submission email: [email protected]
• Bids sent to any other email address will not be considered
• Closing: 8 October 2026 at 11:00
• Bid validity: 60 working days from closing date
• Late bids will not be accepted

Returnable documents (all mandatory):

• SBD 1 (Invitation to Bid): completed, signed, dated within advertising period
• CSD registration report printed from https://secure.csd.gov.za/
• SARS Tax Compliance Status PIN or printed TCS certificate
• B-BBEE certificate or sworn affidavit
• SBD 4 (Bidder's Disclosure) with Annexure A: declares state employment, conflicts of interest, related enterprises
• SBD 6.1 (Preference Points Claim): claims specific-goal points; non-submission scores zero on specific goals
• Price quotation on company letterhead
• Proof of authority to sign (e.g. company resolution)

Disqualification risks:

• Submission after closing time
• Submission to wrong email address
• Missing any mandatory document
• Non-disclosure or false disclosure on SBD 4
• State employment of bidder, directors, members or partners
• Failure to correct non-tax compliance within 7 days
• Failure to fully disclose SBD information within 3 days

Preference point system: 80/20 (price 80 points, specific goals 20 points)

Evaluation stages:

1. Mandatory compliance — immediate disqualification for non-submission of any mandatory item or failure to meet specification requirements
2. Price and specific goals (80/20)
3. Administrative compliance

Price scoring formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin)

• Ps = points for bid under consideration
• Pt = price of bid under consideration
• Pmin = price of lowest acceptable bid

Specific goals (20 points total):

• B-BBEE Level 1–4: 10 points (verified by B-BBEE certificate or sworn affidavit submitted with bid)
• Women-owned enterprises: 5 points (verified via Central Supplier Database)
• Enterprises owned by disabled people: 5 points (verified by medical report)

Note: Non-submission of SBD 6.1 results in zero score on specific goals. Fraudulent claims may lead to disqualification, contract cancellation, recovery of damages, and restriction from public sector business for up to 10 years.

Scope: Supply one cleaner for the C-BRTA Upington regional office, three times per week, for 36 months

Premises

• Address: Plot 1070, De Drift Plaza, Louisevale Road, Upington
• Size: 187 m²
• Layout: one office, two large open-plan areas, boardroom, storeroom, bathroom, kitchen

Area-specific duties

Kitchen:

• Sweep and wash floor
• Wash dishes
• Clean and sanitise sink
• Clean countertops and tables
• Clean microwave
• Refill tea, coffee, sugar containers
• Clean windows inside and outside
• Empty bin, replace liner, wash bin weekly

Bathroom:

• Sweep and wash floor
• Clean basins
• Clean and sanitise toilets and urinals
• Clean mirrors
• Clean windows inside and outside
• Restock hand towels and toilet paper
• Empty bin, replace liner, wash bin weekly

Boardroom, offices and open-plan areas:

• Sweep, wash and polish stone tile floor
• Dust and polish furniture
• Wipe chairs with wet cloth if necessary
• Dust blinds
• Clean windows inside and outside
• Empty bins and wash once per week

Service provider obligations:

• Supply all own equipment (vacuum cleaner, mop, broom, dust pan, duster, etc.)
• Supply all own cleaning materials (bleach, ammonium cleaner, furniture polish, tile cleaner, floor polish, window cleaner, dust cloths, cleaning cloths)
• Provide an alternative cleaner when the regular cleaner is unavailable

Firm prices on supplied schedule. VAT at 15%. All delivery costs included in bid price. Bid validity 60 working days from closing date. Bidders may add applicable costs not covered by C-BRTA schedule. Detailed price quotation on company letterhead also required.

Pricing format: firm prices on supplied pricing schedule, plus detailed price quotation on company letterhead

• VAT: 15%
• All delivery costs included in bid price
• Bid validity: 60 working days from closing date
• Bidders may add other applicable costs not covered by the C-BRTA pricing schedule

No bid security, bond, guarantee, retention or turnover threshold stated in the document.

Mandatory pre-qualification:

• Membership of National Contract Cleaners Association (NCCA) or Cleaning Association of South Africa (CASA) — non-compliance results in immediate disqualification

Registration and tax:

• Central Supplier Database (CSD) registration mandatory
• SARS Tax Compliance Status PIN or printed TCS certificate required
• If no TCS PIN available, CSD number must be provided
• Foreign suppliers: if not resident, with no branch, permanent establishment, income source or tax liability in South Africa, TCS PIN not required; must register per CSD

B-bbee:

• B-BBEE certificate or sworn affidavit required to claim preference points
• Specific goals: B-BBEE Level 1–4 (10 points), women-owned (5 points), disabled-owned (5 points)

Disqualification grounds:

• Persons in service of the state, or companies/directors/members in service of the state
• Listed on Register for Tender Defaulters or List of Restricted Suppliers
• Failure to provide mandatory documents
• Non-compliance with specification requirements

Standard forms required:

• SBD 1, SBD 4, SBD 6.1 (see submission guidelines for obligations)

Contract duration: 36 months. Successful bidder must complete and sign written contract form SBD 7. Subject to General Conditions of Contract (July 2011), Special Contract Conditions, and any other conditions finalised during contracting. Fraudulent claims may result in disqualification, contract cancellation, recovery of costs and damages, and restriction from public sector business for up to 10 years.

Mandatory membership of NCCA or CASA. CSD registration required. SARS TCS PIN or CSD number required for tax compliance. No bids from persons in service of the state or companies with directors/members in service of the state. B-BBEE certificate or sworn affidavit required to claim preference points.

80/20 preference points system per Preferential Procurement Regulations 2022. Three-step evaluation: mandatory compliance, price and specific goals, administrative compliance. Price scored comparatively against lowest acceptable bid using formula Ps = 80 × (1 − (Pt − Pmin) / Pmin). Specific goals total 20 points: B-BBEE Level 1–4 (10 points, verified by certificate or sworn affidavit), women-owned enterprises (5 points, verified via CSD), enterprises owned by disabled people (5 points, verified by medical report). Non-submission of SBD 6.1 scores zero on specific goals.