Objectives

The primary objective of this tender is to appoint a qualified service provider to deliver consistent, high-standard cleaning services at the Jagersfontein Magistrate Office for a fixed period of thirty-six months. The contract aims to maintain a hygienic, safe, and professional operational environment for judicial functions while ensuring strict compliance with national procurement frameworks, labour legislation, and occupational health and safety standards.

Scope of Work

The contractor is responsible for all routine and specialised cleaning activities across approximately 576 square metres of the magistrate office facility. The scope encompasses:

• Daily and weekly dusting, sweeping, mopping, and polishing of floors, ceilings, interior walls, and horizontal/vertical surfaces.
• Cleaning of windows, glass partitions, doors, blinds, and bright metal fittings.
• Sanitation and disinfection of toilets, ablution facilities, kitchens, and washrooms, including replenishment of consumables.
• Maintenance of elevators, staircases, fire escapes, furniture, and reception areas.
• Rubbish collection, bagging, and disposal to municipal collection points.
• Cleaning of parking areas, garages, loading zones, and basements.

Excluded areas include electrical and mechanical plant rooms, strong rooms, store rooms, and prisoner holding cells, which are either restricted or require direct client supervision.

Technical Requirements

• Equipment & Machinery: The contractor must supply all industrial-grade cleaning tools, floor polishers, vacuum cleaners, mop trolleys, high-rise window washing apparatus, and industrial carpet washers. Equipment must be dedicated to this contract, OHS-compliant, and subject to inspection prior to award.
• Consumables: All detergents, polishes, toilet paper, hand towels, and safety gear must be SABS-approved, non-hazardous, and submitted as physical samples for departmental approval before use. Long-term storage of flammable or toxic chemicals is prohibited.
• Health, Safety & Environment: Contractors must submit a site-specific safety plan, conduct hazard and risk assessments, provide appropriate personal protective equipment (PPE), and maintain detailed incident reporting records. Environmental compliance requires proper waste segregation, spill management, and prohibition of drain disposal or burning of waste.
• Insurance & Compliance: Valid public liability insurance, all-risk machinery cover, SASRIA protection, and proof of compliance with COIDA, UIF, NMWA, and BCEA are mandatory.
• Payment & Reporting: Invoices are submitted monthly and paid within 30 days of certification. Contractors must provide signed progress reports, attendance registers, and proof of employee salary payments.

Skills and Personnel Requirements

• Staffing Levels: A minimum of one full-time cleaner must be deployed on-site at all times, with immediate replacement staff available for sick or annual leave.
• Supervision: At least one experienced team leader/supervisor must be appointed to mentor workers, enforce service standards, and respond to departmental directives.
• Conduct & Identification: All personnel must undergo security vetting, wear identifiable uniforms/overalls, carry visible contractor-issued ID cards, and adhere to strict site access and working-hour restrictions.
• Competency: Staff must demonstrate proficiency in safe chemical handling, OHS protocols, standardised cleaning techniques, and EPWP labour-intensity practices.

Explanation of Key Terms

• EPWP (Expanded Public Works Programme): A government mandate requiring public service contracts to utilise labour-intensive methods and prioritise employment for historically disadvantaged groups, including women, youth, and persons with disabilities.
• Sectoral Determination 1: A legally binding wage regulation specific to South Africa’s contract cleaning sector, establishing minimum hourly rates, leave entitlements, and working conditions.
• 80/20 Scoring System: A procurement evaluation model where 80 points are allocated for competitive pricing and 20 points are awarded for Broad-Based Black Economic Empowerment (B-BBEE) status and targeted social goals (e.g., black ownership, female ownership, disability inclusion, and local municipality presence).