Objectives

The primary objective is to appoint a qualified service provider to deliver consistent, high-standard sanitization and deep cleaning services across five public health clinics in the Umzumbe South region. The contract aims to maintain rigorous hygiene levels, prevent cross-contamination, support safe clinical operations, and ensure compliance with national healthcare environmental standards over a twelve-month period.

Scope of Work

The service covers monthly deep cleaning across five facilities: Assisi (769 m²), Nhlalwane (312 m²), Ntimbankulu (268 m²), Phungashe (403 m²), and St Faiths (359 m²). Core responsibilities include:

• Comprehensive cleaning of floors, walls, windows, light fittings, blinds, burglar guards, and cupboard tops.
• Vacuuming, steam/dry cleaning, and spot-stain removal for carpets in high and low traffic areas.
• Dusting, wiping, and polishing of furniture, equipment, door handles, and chrome-plated fixtures.
• Complete floor maintenance: sweeping, spray buffing, light scrubbing, stripping, resealing with approved non-slip sealers, and polishing.
• Toilet replenishment checks and removal/repositioning of furniture for thorough cleaning.
• All activities must align with Infection Prevention and Control (IPC) guidelines and follow a structured monthly schedule.

Technical Requirements

• Bidders must submit a transparent cost breakdown detailing transportation, machinery, labour, chemicals, and consumables.
• Mandatory documentation includes valid cleaning certificates, Certificates of Competence (COC), proof of COIDA registration, and current CIPC business registration.
• Contractors must develop and submit comprehensive health and safety plans alongside detailed monthly cleaning schedules.
• All staff must be provided with full personal protective equipment (PPE) and safety gear compliant with workplace regulations.
• Service delivery will be monitored using a standardized performance checklist. Corrective action plans are mandatory for any non-compliant or partially completed items.
• Staff must wear full uniforms with visible name tags, maintain strict confidentiality, exhibit professional conduct, and report to site with signed induction documents.
• Contractors assume full financial liability for any damage to state property incurred during service delivery.
• Invoices must be submitted by the last working day of each month, with payment processed within thirty days of approval.

Skills and Experience Requirements

• Industry Experience: Demonstrated track record in commercial or institutional cleaning services. Scoring favors providers with five or more years of experience.
• Financial Capacity: Bank statements must show a liquid capital reserve equal to at least thirty percent of the total quoted contract value to prove operational sustainability.
• Local Presence: The contractor's head office must be physically located within the Ugu District to qualify for locality preference points.
• Insurance Coverage: Valid indemnity insurance covering a minimum of one million rand for third-party claims, infrastructure damage, and vehicle liabilities.
• Regulatory Compliance: Current COIDA good-standing letter, B-BBEE status verification certificate or sworn affidavit (for EMEs/QSEs), and a valid cleaning certificate.

Key Terms and Explanations

80/20 Preference Point System: A procurement evaluation model where eighty percent of the score is awarded for competitive pricing and twenty percent for specific socio-economic goals, primarily B-BBEE status level and local enterprise promotion.

COIDA: Compensation for Occupational Injuries and Diseases Act. Statutory registration ensuring workers are covered for workplace injuries and occupational illnesses.

IPC Guidelines: Infection Prevention and Control protocols mandated for healthcare facilities to minimize pathogen transmission and maintain clinical safety.

SABS/SANS: South African Bureau of Standards/National Standards. Indicates that cleaning agents, processes, or materials must meet nationally recognized quality and safety benchmarks.

Ugu District: Ugu District Municipality in KwaZulu-Natal. Geographic eligibility zone used to prioritize local economic development and award preference points.

CSD Registration: Central Suppliers Database. Mandatory national registry for all entities conducting business with the South African public sector.