Objectives

The primary objective is to appoint a panel of qualified service providers to supply and deliver essential cleaning materials to the Department of Public Works and Infrastructure’s Mthatha Regional Office. The appointment aims to establish a reliable, compliant, and cost-effective supply chain to support routine facility maintenance and hygiene operations over a six-month contract period.

Scope

The scope covers the complete supply, packaging, transportation, and delivery of specified cleaning materials and consumables to the designated regional office. As a panel appointment, successful bidders will be placed on a framework roster, allowing the department to issue individual purchase orders or call-offs throughout the six-month term based on operational demand, stock levels, and pricing competitiveness. All deliveries must strictly align with the specifications and pricing schedules outlined in the bid documentation.

Technical Requirements

• All supplied goods must be new, unused, and free from design, material, or workmanship defects, meeting recognized industry quality standards.
• Suppliers must adhere to standard packing, marking, and documentation protocols to prevent damage during transit, storage, and handling.
• Goods are subject to inspection, testing, and analysis by the department; non-compliant or defective items may be rejected at the supplier’s expense.
• Mandatory regulatory compliance includes active Central Supplier Database (CSD) registration, SARS Tax Compliance Status (TCS), and post-award Compensation for Occupational Injuries and Diseases Act (COIDA) registration.
• Bidders must submit all prescribed official forms using non-erasable ink, ensuring signatures match authorized representatives and all templates are completed without alteration.
• Evaluation utilizes an 80/20 preference point system, requiring precise pricing submissions and documented proof for designated group ownership claims.

Skills & Experience Requirements

• Demonstrated relevant experience in the supply and delivery of cleaning materials or related cleaning services.
• Submission of at least one verifiable reference letter confirming completion of a deep cleaning, general cleaning, or cleaning material supply project with a minimum contract value of R65,000.00.
• Reference letters must strictly follow the departmental template; deviations will result in immediate disqualification.
• Legal authority to bind the enterprise, evidenced by a duly executed board resolution, partnership agreement, or power of attorney for authorized signatories.
• Competence in navigating preferential procurement regulations, including accurate completion of the Preference Points Claim Form supported by sworn affidavits for black ownership, female ownership, youth ownership, permanent disability status, or rural/military veteran affiliation.

Notes on Unusual or Complicated Terms

• Panel Appointment: Unlike a fixed-quantity contract, this is a framework arrangement. The department retains discretion to allocate orders across multiple awarded suppliers throughout the six-month term based on real-time needs and competitive pricing.
• 80/20 Preference Point System: A standard South African public procurement scoring model. Eighty percent of the total score is derived from the submitted price, while twenty percent is allocated to socio-economic goals (B-BBEE demographics). Accurate calculation and documentary proof are mandatory to claim these points.
• COIDA Registration: Refers to the Compensation for Occupational Injuries and Diseases Act. While not required at bid submission, successful suppliers must register with this statutory fund post-award to legally employ staff and cover workplace injury claims.
• CSD & TCS Integration: The Central Supplier Database and SARS Tax Clearance PIN are mandatory digital compliance gates. They automate tax and banking verification, replacing traditional paper-based certificates. Failure to maintain active status invalidates the bid.