Tender Summary: Procurement of Cleaning Material Free State

Objectives

The primary objective is to secure a reliable supplier for essential cleaning materials to maintain hygiene and operational standards across National Youth Development Agency (NYDA) facilities in the Free State province. The procurement seeks to achieve cost-effective, timely, and compliant delivery of household and industrial cleaning supplies through a structured public quotation process.

Scope

The tender covers the supply of a comprehensive range of cleaning consumables and equipment to four designated NYDA locations: Bloemfontein, Bethlehem (Tweeling), Xhariep, and Welkom. Deliveries follow a hybrid schedule comprising an initial one-time shipment followed by five consecutive monthly restocks. Required items include:

• Consumables: Toilet rolls, fragrance-free hand lotion, pine gel, air fresheners, reusable long-sleeve cleaning gloves, dishwashing liquid, furniture polish, toilet detergent, thick bleach, all-purpose cleaners, kitchen paper towels, alcohol-based toilet seat wipes, heavy-duty refuse bags, and bin liners.
• Tools & Equipment: Mops, large and small dish cloths, short and long feather dusters, colour-coded micro-fibre cloths, toilet brushes, brooms, and stepladders.

Quantities are location-specific and detailed in the pricing schedule. All goods must be delivered directly to the official NYDA office addresses provided for each region.

Technical Requirements

Bidders must demonstrate full compliance with South African public procurement frameworks and logistical execution capabilities. Key requirements include:

• Regulatory Documentation: Submission of completed SBD forms (administration, bidder disclosure, and preference points claim), valid tax compliance verification (SARS PIN, CSD number, or printed TCS certificate), and B-BBEE status proof (verification certificate or sworn affidavit).
• Logistical Execution: Capacity to manage multi-site distribution across the Free State, adhering strictly to specified quantities and the defined delivery cycle.
• Contractual & Ethical Compliance: Execution of a formal contract (SBD7) upon award. Mandatory declarations confirming no conflict of interest, no collusion, and no involvement in drafting the tender specifications.
• Subcontracting Restriction: If the successful bidder outsources any portion of the supply chain, the appointed entity cannot be owned or controlled by a current state employee.

Skills Requirements

No specialised technical certifications or professional qualifications are explicitly mandated. However, bidders must possess:

• Proven supply chain and distribution management experience capable of coordinating scheduled deliveries to multiple regional offices.
• Administrative competence to prepare fully compliant bid submissions, including tax, B-BBEE, and statutory disclosure documentation.
• Financial and inventory management capacity to fulfil both immediate bulk orders and recurring monthly supply commitments over the five-month period.

Explanation of Unusual or Complicated Terms

• "Once Off and 5 Months": A hybrid delivery model requiring an initial immediate shipment upon contract signing, followed by five consecutive monthly replenishment deliveries of pre-specified quantities.
• 80/20 or 90/10 Preference Point System: A standard South African preferential procurement evaluation method. Up to 80 or 90 points are awarded based on price competitiveness, while the remaining 20 or 10 points are allocated for socio-economic goals (youth, women, or persons with disabilities ownership), verified through B-BBEE documentation.
• SBD Forms: Standardised South African government bidding templates used to verify administrative compliance, declare conflicts of interest, and claim preference points for designated demographic groups.