ELECTORAL COMMISSION

IEC/RFQ-SS-09/2023
BID SPECIFICATIONS
DEEP CLEANING SERVICES – IEC NATIONAL OFFICE (CENTURION)

SERVICE DESCRIPTION: DEEP CLEANING OF CARPET, WASHROOMS,

VALET OF FABRIC COUCHES AND MATERIAL PELMETS

1. BACKGROUND

The Electoral Commission intents to appoint a service provider for deep

cleaning services at its national Office in Centurion.

Carpet in the offices and corridors, washrooms, fabric couches and material
pelmets at the Electoral Commission’s National Office (IEC) in Centurion are in
dire need of deep cleaning.

2. DELIVERY LOCATION

Services will be rendered at:

IEC National Office
Election House, Riverside Office Park
1303 Heuwel Avenue Centurion

3. SCOPE AND CONDITIONS OF SERVICE REQUIRED

The Electoral Commission intents to appoint a reputable service provider in the

cleaning industry to deep clean carpet, washrooms and for valet of fabric
couches and material pelmets. The prospective bidder must have the right
equipment and chemicals to provide this service on-site at the IEC National
Office in Centurion at the address indicated above.

The type of the carpet is 500mm x 500 mm, Berber Point 650 Oyster carpet tile.
The total area to be deep cleaned is 8 888.4 m². The service provider will be
 responsible to provide all resources including cleaning staff, chemicals and
industrial wet and carpet cleaning machines.

The prospective service provider must have the relevant background,

experience and expertise to deep clean, washrooms and valet (88) single
couches, and (02) three seater couches.

The bidder must also deep clean 154 300 mm of material pelmets for IEC.

For this purpose, the bidder must have a minimum of three (03) years
operational experience. In addition, the bidder must, together with the bid,
submit the company profile with cleaning as core business and three reference
letters to attest to the experience.

The service provider must be registered with either National Cleaning

Contractors Association (NCCA) or Black Economic Empowerment Cleaning
Association (BEECA). The bidder must provide proof of registration in a form of
a valid certificate with either of the two (02) bodies.

4. DELIVERABLES

4.1 Deep cleaning of carpet

4.1.1 Ground floor

Quantity Description of Service Required

2808.1 m² Deep cleaning of 500mm x 500mm Berber Point 650 Oyster carpet tile.
Colours: Industrial brown, grey and brown.
Wine red, light brown and beige.

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 4.1.2 First Floor
Quantity Description of Service Required

3 043.3 m² Deep cleaning of 500mm x 500mm Berber Point 650 Oyster carpet tile.
Colours: Industrial brown, grey and brown.
Wine red, light brown and beige.

4.1.3 Second Floor

Quantity Description of Service Required

3037 m² Deep cleaning of 500mm x 500mm Berber Point 650 Oyster carpet tile.
Colours: Industrial brown, grey and brown.
Wine red, light brown and beige.

4.1.4 Technical requirements for deep cleaning of carpets

4.1.4.1 The service provider must utilize wet and dry carpet cleaning system.
4.1.4.2 Chemicals to be utilized must be COVID-19 compliant and the service
provider must provide Material Safety Data Sheet to Electoral
Commission prior commencement of project.
4.1.4.3 Resources provided by the prospective service provider must be able to
clean the entire building within one weekend. The following must be
adhered to:
 Use a damp/wet process which requires time and labour.

 Standard speed rotary floor machine with solution tank and carpet
shampoo brush, or purpose-built carpet shampooer and/or hot water
extraction machine (loosely termed “steam cleaner”).

 Dry foam shampoo (6% moisture content in use), detergent for use in
extraction machine, defoamer for extraction machine.

 Carpets must be vacuumed and free of litter.

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  Shampoo a small area (about 4 m²) in one direction and then again at
90 degrees, ensuring that the carpet is not too wet. For carpets that are
only lightly soiled, use the extraction machine as a dry vacuum (or a wet
and dry vacuum with a carpet tool) to remove foam and dirt residue. For
heavily soiled areas and traffic areas, spray warm water on carpets with
extractor and then suck up the rest. The extractor machine may be used
without shampooing first.

 Open windows to ensure sufficient ventilation prior to cleaning and take

security precautions to ensure equipment is safeguarded by closing
windows after cleaning.

 Cleaning and disinfection to be performed using the proper PPE and

adopting a cleaning system as prescribed by a formulated SOP

 Clean the surface using soap and water or with cleaners appropriate for
use on porous surfaces.

 Use the warmest appropriate water setting and dry items completely,
OR

 Use an appropriate disinfectant and ensure the disinfectant will not

damage the fabric through bleaching.

4.2 Deep cleaning and valet of fabric couches

4.2.1 Ground floor
SINGLE DOUBLE THREE SEATER
SEATER SEATER
Total 33 00 02

4.2.2 First Floor

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 SINGLE DOUBLE THREE SEATER
SEATER SEATER
Total 14 00 00

4.2.3 Second Floor (breadth and length)

SINGLE SEATER DOUBLE SEATER THREE
SEATER
Total 41 00 00

Therefore, the number of couches for valet and deep cleaning is as

specified below:
DESCRIPTION QUANTITIES
Single Seater 88
Double Seater 00
Three Seater 02
Total 90

4.2.4 Technical requirements for deep cleaning and valet of couches and
material pelmets
4.2.4.1 Dry Brush
i. The bibber must thoroughly inspect the couch and use a dry brush to
loosen any pieces of fabric, dirt or debris.
4.2.4.2 Vacuum
i. On a low setting, the bidder must use the vacuum to remove the items
which were shaken free by the brush method and also along with the items
that have been deeply embedded into the couch.
4.2.4.3 Deep cleaning with Upholstery cleaner or steamer
ii. The service provider must utilized wet and dry carpet cleaning system.

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iii. Chemicals to be utilized must be COVID-19 compliant and the service
provider must provide Material Safety Data Sheet to Electoral Commission
prior commencement of project.
iv. Resources provided by the prospective service provider must be able to
clean the entire building within one weekend. The following must be
adhered to:
 Use a damp/wet process which requires time and labour.

 Standard speed rotary floor machine with solution tank and carpet
shampoo brush, or purpose-built carpet shampooer and/or hot water
extraction machine (loosely termed “steam cleaner”).

 Dry foam shampoo (6% moisture content in use), detergent for use in
extraction machine, defoamer for extraction machine.

 Carpets must be vacuumed and free of litter.

 Shampoo a small area (about 4m²) in one direction and then again at 90
degrees, ensuring that the carpet is not too wet. For carpets that are
only lightly soiled, use the extraction machine as a dry vacuum (or a wet
and dry vacuum with a carpet tool) to remove foam and dirt residue. For
heavily soiled areas and traffic areas, spray warm water on carpets with
extractor and then suck up the rest. The extractor machine may be used
without shampooing first.

 Open windows to ensure sufficient ventilation prior to cleaning and take

security precautions to ensure equipment is safeguarded by closing
windows after cleaning.

 Cleaning and disinfection to be performed using the proper Personal

Protective Equipment (PPE) and adopting a cleaning system as
prescribed by a formulated Standard Operating Procedure (SOP)

 Clean the surface using soap and water or with cleaners appropriate for

 Page 6
 use on porous surfaces.

 Use the warmest appropriate water setting and dry items completely,
OR

 Use an appropriate disinfectant and ensure the disinfectant will not

damage the fabric through bleaching.

 Apply a steamer of upholstery cleaner to dispense the detergent for through

valet and deep cleaning.
 Method to be use must wet and dry.
 Odorless detergent must be utilized to remove dirt and odor and also to
leave the couches bacterial free.

4.3 Deep cleaning and valet of material pelmets

4.3.1 Ground Floor

ROOM LENGTH WIDTH
G20 14300 mm 450 mm

4.3.2 First Floor

ROOM LENGTH WIDTH
139 14500 mm 450 mm
101 14600 mm 450 mm

4.3.3 Second Floor

ROOM LENGTH WIDTH
209 18600 mm 450 mm
210 9500 mm 450 mm
201 11700 mm 450 mm
203 5700 mm 450 mm

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 202 11700 mm 450 mm
201 16200 mm 450 mm
Nerve Centre 37500 mm 450 mm

4.3.4 Technical requirements for deep cleaning of material pelmets

4.3.4.1 Steaming method must be use deep cleaning of material pelmets.

4.4 Deep Cleaning Washrooms and Degreasing of Fat Trap

4.4.1 Ground Floor

Total floor m² for Female Toilet Male Toilet Basins Total floor
first floor m² for
toilet
2808.1 m2 2 x toilet 2x toilet 15 18 m²
6 x cubicles 6 x cubicles
4 x 2600mm x 2 x disabled cubicles
1500mm mirror 2 x 2600 x 1500mm
2 x disabled cubicles 8 x urinals

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 4.4.2 First Floor

Total floor m² for Female Toilet Male Toilet Basins Total floor
first floor m² for
toilet
3 043.3 m2 2 x toilet 2 x toilet 15 18 m²
6 x cubicles 6 x cubicles
4 x 2600mm x 2 x disabled cubicles
1500mm mirror 2 2 x 2600 x 1500mm
x disabled cubicles 8 x urinals

4.4.3 Second Floor

Total floor m² for Female Toilet Male Toilet Basins Total floor
first floor m² for
toilets
3037 m2 2 x toilet 2 x toilet 18 48 m²
10 x cubicles 6 x cubicles
2 x 2600mm x 2 x disabled cubicles
1500mm mirror 2 2 x 2600 x 1500mm
x disabled cubicles 8 x urinal
 2 x in suite toilet
 1 x in-suite 2 x cubicle
toilet 2 x 1700mm x 1000mm
1 x cubicle
1 x 1700mm x 100

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 4.4.4 Technical requirement for Deep cleaning washrooms and
Degreasing of Fat Trap

Description of services required

Deep cleaning of toilets

Deep cleaning of urinals and its traps/basins and surrounding area

Deep cleaning of all mirrors, taps and fittings with chemicals and polished

All tiled areas must be deep cleaned and polished

All floors scrubbed and washed with a germicidal solution

All pipes washed with a germicidal solution

Deep cleaning of hand basins

Deep cleaning of hand basins with a germicidal solution

Hand basin granite tops washed with a germicidal solution

Hand basin pipe work washed with a germicidal solution

Hand basin tile areas de-greased deep cleaned and polished

Deep cleaning of urinals system

Urinal bowls washed with a germicidal solution

Urinal systems washed with a germicidal solution

Urinals de-scaled, cleaned and polished

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Description of services required

Urinal systems to be provided with urinal mats

Deep cleaning of bathrooms

Wall tiles degreased, cleaned and polished

Wall soap dispensers cleaned with a germicidal solution

Floors washed and scrubbed with a germicidal solution

Bathroom doors and door frames washed

Deep cleaning of showers

Wall tiles degreased, cleaned and polished

Floors washed and scrubbed with a germicidal solution

Shower glass doors and door frames washed

Degreasing of canteen kitchen

Degrease the fat trap in the canteen kitchen

Deep clean the pipes at the basement after degreasing

5. QUALITY CONTROL

 The Electoral Commission will have the right to conduct inspections at

the service provider’s premises for quality and adherence to
specifications before deliveries are made.
 The bidder must undertake and warrant that all goods and services shall
at the time of delivery comply with the bid specifications.

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 The service provider has the primary responsibility to ensure that
quantity and quality are in accordance with the specifications.

6. SUPPLIER PERFORMANCE

 Contracting of any service provider to render goods and/or services to

the Electoral Commission are subject to the fulfillment of the Electoral
Commission’s due diligence audit requirements.
 An essential component of the Electoral Commission’s due diligence
audit requirements may involve site visits to potential bidders as well as
inspection of various key documents underpinning the establishment of
the companies involved in bids of the Electoral Commission. This also
includes confirmation of capability and capacity requirements to execute
the services specified in such bids.
 Upon notification of the Electoral Commission’s intention to award a
contract, the successful bidder may be required to enter into a service
level agreement (SLA/contract) with the Electoral Commission.
 The purpose of the SLA (if applicable other than what the Electoral
Commission’s standard purchase orders provide for) is to fix
performance criteria within the key requirements of this request for
quotation, namely quantity, quality and delivery.
 The SLA may contain elements such as supplier progress milestones,
delivery schedules, quality checkpoints and invoicing procedures.
 The Electoral Commission reserves the right to reject any services
delivered not conforming to the above.
 Where previously-agreed delivery schedules are not met by a supplier,
the Electoral Commission shall have the right to appoint an alternative
supplier to make good the shortfall in supply. Any additional costs
incurred by the Electoral Commission in obtaining such corrective
services or products from another source will be for the account of the
defaulting supplier.

7. SHORT DELIVERIES

 Short deliveries are not accepted.

 No payment will be processed before full the service has been
concluded.

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Enquiries pertaining to the specifications can be directed to Matshaba
Makamu/Tebogo Tivane at telephone number 012 622 5229 or email
makamum@election.org.za or tivanet@elections.ogr.za.

8. PRICING

The pricing schedule below must be completed and submitted as part of the
required bid documents. Pricing provided must be all-inclusive including
VAT, if VAT registered.
Failure to complete and submit bid pricing schedule shall invalidate a bid.

The bill of quantities and pricing schedule below must be completed by the
service provider.

Note: The bid price must be all inclusive. No additional costing will be
acceptable.

8.1 Deep cleaning of carpet

Qty Floor Number Unit Price Incl. VAT Total Price Incl. Vat
2808.1 m² Ground Floor
R…………………… R…………………………
3 043.3 m² First Floor
R……………………. R…………………………
3037 m² Second Floor
R…………………… R…………………………

PRICE INCLUDING VAT R………………………..

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 8.2 Deep cleaning and valet of couches
8.2.1 Single Seater
Qty Description Total Price Incl VAT
88 Deep cleaning and valet of couches
R……………………………..

PRICE INCLUDING VAT R……………………………..

8.2.2 Three Seater

Qty Description Total Price Incl VAT
02
Deep cleaning and valet of couches R……………………………..

PRICE INCLUDING VAT R……………………………..

8.3 Deep cleaning and valet of material pelmets

Total Description Total Price Incl VAT

Length
and Width
154 300mm
x 450mm Deep cleaning of material pelmets R……………………………..

PRICE INCLUDING VAT R……………………………..

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8.4 Deep Cleaning of Washrooms and Degreasing of Fat Trap

Total Description Total Price Incl VAT

Length
and
Width
Ref 4.4
Deep cleaning of washrooms and degreasing R……………………………..
of fat trap

PRICE INCLUDING VAT R……………………………..

TOTAL BID PRICE 8.1, 8.2, 8.3 AND 8.4

TOTAL BID PRICE INCL VAT R…………………………………….

* Note: VAT may only be charged by VAT registered vendors. VAT registration details must be
as per supplier registration on the Central Supplier Database (CSD).

 Page 15
 BID EVALUATION

Bid Evaluation Process

Stage 1: Assessment of Bidder’s Disclosure

All bids received will be evaluated and assessed in respect of the mandatory
information provided in the Bidder’s Disclosure (SBD4) as well as the register
for restricted suppliers and tender defaulters.

Any potential issues that may arise or transgressions that may be identified will
be pursued in accordance with statutory obligations and requirements.

In this regard, the following must be noted:

The Electoral Commission must, as part of its supply chain management (SCM)
processes, identify and manage all potential conflicts of interest and other disclosures
made by a person participating in procurement process to enable the accounting officer or
delegated authority to make informed decisions about the person participating in the SCM
process.

As such, the Bidders Disclosure form, issued as Standard Bidding Document (SBD) 4,
attached as Annexure B, was extended to all entities which were invited to participate in
the RFQ process.

As part of the evaluation of the procurement process, the information provided by a

person on the SBD4 form must be evaluated.

In so doing, it must be noted that if the bid evaluation establishes that:

(a) a person within the bidding entity is an employee of the State, the Electoral
Commission’s Accounting Officer/accounting authority must request the relevant
accounting officer/accounting authority whether the person-
(i) Is prohibited from conducting business with the State in terms of Section 8 of
the Public Administration Management Act, 2014; or
(ii) has permission to perform other remunerative work outside of their
employment, where the PAMA does not apply to such employee;
(b) the conduct of a person constitutes a transgression of the Prevention and
Combating of Corrupt Activities Act, 2004;
(c) the conduct of a person constitutes a transgression of the Competition Act, 1998, the
conduct must be reported to the Competition Commission; and
(d) the conduct of a person must be dealt with in terms of the prescripts applicable to the
Electoral Commission.

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 If it is established that a person has committed a transgression in terms of the above, or
any other transgression of SCM prescripts, the bid may be rejected and the person may
be restricted.

The Electoral Commission’s Accounting Officer/accounting authority must inform National

Treasury of any action taken against a person within 30 days of implementing the action.

During the bid evaluation process, the Electoral Commission must in addition to other due
diligence measures, establish if a person is not listed in-

(a) the Register of Tender Defaulters; and

(b) the list of restricted suppliers.

A bid related to a restricted bidder or tender defaulter shall be rejected.

The under-mentioned assessment criteria will be used to evaluate the elements

relating to SBD4, CSD registration, tax compliance, restricted suppliers and tender
defaulters:

Assessment Criteria Bidder Requirement Comments

(YES/NO)

Bidder is registered on the National Treasury

Central Supplier Database (CSD). *

Bidder is tax compliant. **

The bidder is not an employee of the state.

Having certified the SBD4, it is accepted that

the bidder’s conduct does not constitute a
transgression of the Prevention and
Combating of Corrupt Activities Act.

Having certified to the SBD4, it is accepted

that the bidder’s conduct does not constitute
a transgression of the Competition Act.

The bidder is not a tender defaulter as per

the register published on the National
Treasury website.

The bidder is not a restricted supplier as per

the register published on the National
Treasury website.

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* No bid shall be accepted if a supplier is not registered on the National Treasury Central
Supplier Database (CSD).

A bidder must be tax compliant before a contract is awarded. A bid will be disqualified if the
bidder’s tax affairs remains non-compliant as per the provisions of National Treasury Instruction
No 09 of 2017/2018 Tax Compliance Status Verification.

Stage 2: Evaluation Based on Functionality

Bids received in respect of this request for quotation (RFQ) will be

assessed/evaluated for compliance with technical specifications/functionality in
accordance with the following evaluation criteria and weighting:

No ITEM YES NO

Disqualification criteria: Only submissions that meet minimum requirements will be

considered.

1. Does the bidder have three (03) years operational

experience in cleaning?

2. Did the bidder complete and submit the pricing

schedule?

3. Is a company profile with cleaning as core business

attached?

4. Did the bidder attach three (03) reference letters?

Is the company registered with National Cleaning

5.
Contractors Association (NCCA) or Black Economic
Empowerment Cleaning Association (BEECA).

* Any bid that fails to meet the criteria for functionality will be regarded as unacceptable and set
aside/disqualified.

EVALUATION RESULTS / OUTCOME QUALIFIES DISQUALIFIED

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 Stage 3: Bid Adjudication Process

Bids will be adjudicated as set out below.

Only bids that comply with the requirements and conditions of the RFQ and that meet the minimum
criteria in the bid evaluation process as stipulated above will be considered for bid adjudication
purposes.

Acceptable bids must be market related.

This bid is deemed not to exceed R50 million including VAT.

Therefore, the 80/20 preference point system (PPPFA scoring) in terms of the Preferential Procurement
Policy Framework Act, 2005 (PPPFA) and the Preferential Procurement Regulations, 2022 shall apply
in the adjudication process of this RFQ where all acceptable bids received are equal to or below R50
million including VAT. Preference points will be allocated as follows:

B-BBEE Status Level of Contributor Number of Points

1 20
2 18
3 14
4 12
5 8
6 6
7 4
8 2
Non-compliant contributor 0
Failure to submit the required supporting documents for preference claims will
lead to zero (0) points for the claim.

Sign Off
Bid Evaluation Team Member
Signature Date

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