Objectives

The primary objective is to secure a qualified service provider to deliver consistent, high-standard sanitization and deep cleaning services across five municipal clinics under the Ray Nkonyeni Municipality portfolio. The contract aims to maintain hygienic, safe, and regulation-compliant healthcare environments for patients, staff, and visitors throughout a twelve-month period.

Scope of Work

The contractor will execute monthly deep cleaning and on-demand sanitization at five designated facilities: Madlala Clinic, Marburg Clinic & Truck Stop, Port Shepstone Clinic, Southport Clinic, and Umtentweni Clinic. Services cover interior spaces ranging from 224 to 600 square meters per location, including specified outdoor areas. The contractor assumes full responsibility for supplying all labor, machinery, cleaning agents, personal protective equipment (PPE), and transportation. Deliverables include monthly cleaning schedules, health and safety plans, staff identification records, performance monitoring checklists, and structured invoicing procedures.

Technical Requirements

• Cleaning Protocols: Comprehensive deep cleaning including floor stripping, sealing, and polishing using SABS-approved non-slip products; vacuuming, steam/dry cleaning, and stain removal for carpets; high-level dusting of light fittings, blinds, beams, and cupboard tops; wet-wiping of internal walls; and polishing of chrome-plated items and window handles.
• Sanitization Procedures: When triggered, application of advanced disinfectants via spray guns and damp-wiping techniques from floor to ceiling, strictly adhering to current public health guidelines.
• Documentation & Compliance: Submission of Safety Data Sheets (SDS) for all chemicals; proof of COIDA registration; valid cleaning certificates; CIPC registration; B-BBEE status verification; and detailed cost breakdowns covering labor, materials, and transport.
• Operational Standards: Implementation of monthly performance checklists, health and safety plans, and strict adherence to workplace conduct policies, including uniform requirements and zero tolerance for substance abuse.

Skills and Operational Capabilities

• Industry Experience: Demonstrated history in institutional or commercial cleaning services, with preference given to providers possessing three to five or more years of operational experience.
• Project Management: Ability to coordinate multi-site deployments, schedule staff rotations, manage inventory of consumables, and ensure consistent service delivery across geographically dispersed clinics.
• Financial Stability: Proof of sufficient capital reserves (minimum thirty percent of the quoted contract value) to sustain payroll, equipment maintenance, and operational overheads without disruption.
• Administrative Proficiency: Competence in generating accurate monthly reports, maintaining compliance documentation, processing invoices within stipulated timelines, and responding effectively to performance audits.

Notable Terms and Conditions

• 80/20 Preference Point System: A standard South African public procurement scoring model where eighty points are allocated to competitive pricing and twenty points to specific transformation goals, primarily local district presence and Broad-Based Black Economic Empowerment (B-BBEE) status levels.
• COIDA Registration: Mandatory enrollment in the Compensation for Occupational Injuries and Diseases Act scheme, ensuring employer liability coverage for employee injuries sustained during service delivery.
• SABS-Approved Non-Slip Products: Flooring sealers and polishes must meet South African National Standards for slip resistance, critical for patient and staff safety in clinical environments.
• Local District Preference (RDP Goal): Twenty preference points are reserved for enterprises physically based in the Ugu District that perform services within the same district, promoting local economic development.
• Performance Checklist Template: A standardized monitoring tool requiring contractors to self-assess service delivery monthly; incomplete or negative responses trigger mandatory corrective action plans.