Panel appointment for the supply, delivery and off-loading of cleaning materials and hygienic paper products on an as-when-and-where-needed basis for three years. Suppliers must provide SANS-approved, eco-friendly products, deliver Monday to Friday within 7 days of order, and be tax compliant and CSD registered. Serves Bloemfontein and Phuthaditjhaba stores.
The Free State Provincial Department of Public Works and Infrastructure (DPWI) invites suitably qualified suppliers to join a panel for the supply and delivery of cleaning materials and hygienic paper products over a three-year period. Orders will be issued on an as-when-and-where-needed basis to support the Housekeeping unit, which services approximately 63 properties with daily cleaning and gardening services. The procurement is intended to ensure stock availability, avoid stock-outs, and meet the department's obligations under the Occupational Health and Safety Act to provide clean, safe working and residential environments.
The scope covers a broad catalogue across several categories: kitchen detergents and cleaning cloths, disposable aprons and gloves, sanitary and refuse bags, furniture, floor, carpet, window and metal cleaners, pest control products, brooms, brushes, mops and microfibre cloths, and FSC-certified hygienic paper products such as toilet rolls, paper towels and C-fold towels. All materials must be SANS or SABS approved, environmentally friendly and, where specified, FSC certified. Suppliers must provide Material Safety Data Sheets for all chemicals, deliver the correct specification without deviation, and submit official invoices after delivery. Prices must be firm for the first year, inclusive of VAT and delivery, with price adjustments permitted in years two and three under a defined escalation formula. Delivery windows are typically Monday to Friday, 09:00 to 13:00, to the Bloemfontein or Phuthaditjhaba stores.
The evaluation follows an 80/20 price and preference model, with a minimum functionality threshold of 60 out of 80 points. Functionality is assessed on company experience (supply reference letters for contracts over the last seven years), financial capability (bank rating letter or credit facility), logistics (at least one owned or leased delivery vehicle, with three or more earning full marks), and approach and methodology. Preference points are available for Free State-based companies and for businesses that are women-, black-, youth- or disability-owned. Mandatory requirements include a valid SARS tax compliance PIN, CSD registration report, COIDA letter of good standing, CIPC registration, and compulsory attendance at one of two clarification briefings in early November 2026. The department reserves the right to rotate suppliers and to negotiate fixed rates before award. Successful suppliers gain a three-year framework relationship with a government client and a steady, recurring revenue stream.
Suitable for wholesalers, distributors and manufacturers of cleaning chemicals, janitorial equipment and hygienic paper products, particularly those based in or near the Free State with their own delivery vehicles. Businesses must be SANS-compliant, tax compliant, CSD registered and able to show at least R50,000 in previous supply contracts with reference letters. Small and medium enterprises, and women-, youth-, black- or disability-owned businesses, may benefit from preference points. Businesses without delivery capacity, financial credit facilities or relevant supply history should carefully assess their eligibility before bidding.
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