Objectives

The primary objective of this tender is to accredit suitable service providers to extend the existing panel for rendering cleaning and hygiene services. These services include gardening, carpet, and curtain cleaning for the Department of Land Reform and Rural Development in the Eastern Cape, for a period of eighteen (18) months. Notably, the last 18 months of this contract will run concurrently with the existing 36-month contract.

Scope

The scope encompasses:

• Provision of cleaning and hygiene services across multiple departmental offices and facilities within the Eastern Cape, including offices in East London, Queenstown, Mthatha, and Port Elizabeth.
• Cleaning of various areas such as floors, kitchens, toilets, furniture, passages, reception, boardrooms, offices, classrooms, student hostels, storerooms, garages, parking lots, and other specified areas.
• Inclusion of gardening, carpet, and curtain cleaning, as well as window, door, wall, light, staircase, elevator, and railing cleaning.
• Adherence to detailed specifications provided upon accreditation, including cleaning times (daily from Monday to Friday, 07:00-16:00) to avoid disruption of departmental activities.
• Mandatory site inspections and proof of office presence within the Eastern Cape.

Technical Requirements

The technical requirements include:

• Registration on the Central Supplier Database (CSD) with a valid CSD number or report print-out.
• Compliance with tax status, including valid Tax Clearance Certificates or PINs.
• Provision of valid Public Liability Insurance cover not older than 6 months, or a letter of intent/quotation from a registered insurer.
• Submission of UIF registration proof and valid Certificate of Compensation for Occupational Injuries and Diseases Act (COIDA) or good standing letter.
• Reference letters from previous employers demonstrating at least 2 years of experience in cleaning services, with details of projects, contact persons, and outcomes.
• Proof of office in the Eastern Cape, such as municipal accounts, lease agreements, or title deeds.
• Attendance at a compulsory briefing session.
• Provision of SABS-approved cleaning materials and equipment, including toilet paper, soap, disinfectants, and other detergents.
• Installation of permanent fixtures such as toilet paper holders, soap dispensers, and sanitizer dispensers where applicable.
• Adherence to health and safety regulations, including proper supervision, PPE for personnel, and compliance with South African standards and regulations.
• Maintenance and refilling of equipment (sanitizers, hand blowers) during the contract period.

Skills Requirements

The skills and qualifications required for service providers include:

• Experience of at least 2 years in providing cleaning and hygiene services, supported by reference letters.
• Proper supervision of cleaning staff, ensuring adherence to standards and safety protocols.
• Ability to supply and manage durable, SANS-approved cleaning equipment and materials.
• Knowledge of health and safety regulations, including occupational health standards.
• Financial capability demonstrated through proof of insurance, UIF, and COIDA compliance.
• Capacity to install and maintain hygiene fixtures and equipment as specified.
• Effective communication skills for reporting and coordination with departmental officials.