If you’re eyeing cleaning tenders in South Africa, you’re not alone. Demand for reliable, compliant cleaning providers is rising across government departments, municipalities, SOEs, schools, hospitals, and corporates. But winning isn’t luck, it’s process. In this guide, you’ll learn where to find credible opportunities, how to read the bid, price confidently, meet compliance, and submit a proposal that scores. You’ll also get practical tools and a sample model you can adapt. By the end, you’ll know exactly how to approach cleaning contracts and where to find verified leads on eTender SA.
Understanding The Cleaning Tender Landscape In South Africa
Public vs. Private Opportunities
Public-sector cleaning tenders (national, provincial, municipal, SOEs) are usually published openly with detailed specifications, compulsory briefings, and structured scoring. These can be multi-year, high-value contracts, but compliance is strict. Private-sector opportunities, corporates, property funds, hospitals, universities, retail, often go through RFPs by facilities managers or brokers. They can move faster and negotiate more flexibly, but vendor onboarding and service levels can be just as demanding.
If you’re starting out, you can build capacity through smaller municipal sites, school clusters, or private office parks before scaling to hospitals or transit nodes where standards are higher.
Types Of Cleaning Contracts
- Daily office cleaning and hygiene services (day/night shift)
- Deep cleaning, spring cleans, and once-off projects
- Healthcare, theatre, and biohazard cleaning (strict infection control)
- Industrial cleaning (factories, workshops, warehouses)
- Retail and public areas (malls, transport hubs)
- Window cleaning, high-reach, façade and solar panel cleaning
- Specialized services (carpet extraction, upholstery, floor care, pest control add-ons)
Tenders may bundle hygiene consumables, waste management, landscaping, and security. Read carefully: bundling affects your staffing matrix, equipment list, and subcontracting strategy.
Decision Makers And Procurement Cycles
- Public sector: End-user department + Supply Chain Management (SCM) set specs and score bids. Expect 3–6 month cycles from advert to award, with mandatory briefings.
- Private sector: Facilities managers, property managers, or procurement teams run RFPs: cycles can be 4–12 weeks.
- Renewals: Many sites run 24–36 month contracts with option to extend. Track expiry dates to prepare early and plan site visits and references.
Compliance And Readiness Checklist
CSD, Tax Compliance, And B-BBEE Documentation
- Register on the Central Supplier Database (CSD) and keep your registration current.
- Maintain a valid SARS Tax Compliance Status (TCS) PIN.
- Prepare your B-BBEE affidavit or certificate (turnover and sector determine which). A thoughtful B-BBEE strategy not only supports scoring but also opens subcontracting and enterprise/supplier development routes.
- Company documents: CIPC registration, director IDs, bank confirmation letter, proof of address, and signed resolution if needed.
Health, Safety, And Labor Requirements (OHS, COIDA, UIF, Minimum Wage)
- OHS Act compliance with a site-specific Safety File (risk assessments, method statements, incident reporting, training records, PPE plans).
- COIDA Letter of Good Standing (Compensation Fund) and UIF registration. UIF is typically 1% employee + 1% employer.
- Pay at least the latest National Minimum Wage (R27.58/hour from March 2024: check the annual update) and adhere to the BCEA on hours, leave, and overtime. Sectoral determinations and collective agreements, where applicable, may set higher rates or benefits.
- Keep Material Safety Data Sheets (MSDS) for chemicals on-site and train staff on safe use and storage.
Insurance, Training, And Industry Memberships
- Insurance: Public liability (commonly R5m–R20m limits), employer’s liability, fidelity cover for theft risk, and assets/equipment cover.
- Training: Induction, task-specific SOPs, chemical handling, color-coding for infection control, machine operation, and supervisory skills. Keep signed attendance registers.
- Memberships: Industry bodies (e.g., professional cleaning associations) and recognized training accreditations can boost credibility and help you meet functionality thresholds.
Where To Find Cleaning Tenders
National Treasury eTender Portal And eTender SA
- National Treasury eTender portal remains the primary source for government cleaning tenders in South Africa. Filter by category, province, and keywords like “cleaning,” “hygiene,” or “soft services.”
- eTender SA aggregates verified tenders (public and selected private RFPs), adds filters, deadline alerts, and supplier tips. It saves you hours of sifting, and it’s especially useful if you manage multiple provinces or service lines.
Municipalities, Provinces, And State-Owned Entities
- SCM pages: City and district municipality websites, provincial portals, and SOEs (Transnet, Eskom, PRASA, SANRAL, Airports Company SA) publish RFQs/RFPs and panel opportunities.
- Don’t ignore short-turnaround RFQs for once-off deep cleans at clinics, depots, or schools. These are great “foot-in-the-door” wins that build references fast.
Private Sector RFP Platforms And Facilities Management Companies
- Corporate procurement platforms and FM companies (managing office parks, malls, hospitals) often run closed RFPs. Get onto their vendor lists early.
- Property managers for listed REITs and business parks run multi-site portfolios, winning one park may open others.
Networking, Vendor Databases, And Subcontracting Routes
- Attend compulsory briefings even if you’re unsure you’ll bid: you’ll meet decision makers and potential partners.
- Register on vendor databases for universities, hospital groups, and retailers.
- Subcontract specialist services (e.g., high-reach windows, biohazard) to strengthen capacity, or offer yourself as the specialist under a prime contractor to build references.
How To Read The Bid And Plan Your Site Approach
Interpreting Scope, Specifications, And Mandatory Requirements
Start with the mandatory requirements: CSD, tax PIN, COIDA, attendance at briefing, minimum experience, and key personnel. Missing one kills your bid. Then analyze scope: m², surfaces, areas (ablutions, kitchens, canteens, high-traffic zones), service hours, and expected outcomes (e.g., “hospital-grade” vs “office-grade”). Note if hygiene consumables (toilet paper, soap, bin liners) are included or client-supplied.
Compulsory Briefings, Site Inspections, And Clarification Questions
Briefings reveal hidden complexity, restricted access, after-hours rules, pest issues, or construction overlaps. Use the Q&A window to ask about:
- Current staffing levels and pain points
- Consumables volumes per month
- Cleaning standards (SANS, WHO, NICD guidelines in healthcare)
- Waste segregation and recycling requirements
Document answers: they form part of the tender record and can protect you post-award.
Task Schedules, Frequencies, And Staffing Matrix
Translate the scope into a task schedule: daily, weekly, monthly, quarterly tasks. Then build a staffing matrix by zone and shift. For high-traffic sites, consider day-porter coverage for spills and restrooms. Supervisory ratios typically range 1:8 to 1:15 cleaners, depending on risk and layout.
Equipment, Chemicals, And Consumables Planning
List machines (vacuums, auto-scrubbers, sweepers, buffers) and plan redundancy for breakdowns. Standardize chemical systems with color-coding and dosing to reduce wastage. For consumables, use usage benchmarks (e.g., ml of soap/visitor/day) and adjust for site traffic. Include PPE and signage for OHS compliance.
Pricing Cleaning Tenders Confidently
Calculating Labor Costs, Shift Patterns, And Leave Provisioning
Labor is 60–80% of the price. Start with compliant hourly wages, add allowances (night shift, Sunday/public holiday where applicable), and include statutory costs (UIF, skills levy if applicable, COIDA load). Plan shifts that fit site hours, e.g., a 9-hour day with a 1-hour unpaid lunch vs split shifts for malls. Include leave provisioning: annual leave ~8.33% of productive hours: add a sensible sick-leave provision and public holiday coverage to avoid service gaps.
Consumables, Equipment Depreciation, And Overheads
Build a consumables basket (tissues, soap, bin liners) from the actual scope and traffic. Depreciate machines over 24–36 months and include maintenance and battery replacement. Don’t forget delivery, on-site storage, branding, uniforms, training, and supervision. Overheads include admin, finance, management time, and compliance costs (SHE file updates, audits).
Margins, Escalations, And Risk Contingencies
Set a realistic margin that survives audits and escalations. Many public contracts allow annual escalation linked to CPI or a specified index, confirm the clause. Add a contingency for theft, shrinkage, and price volatility (chemicals, plastics). Where possible, propose alternatives: dosing systems that reduce chemical usage or switching to microfiber to cut consumables and water.
Writing A Competitive Proposal And Meeting Scoring Criteria
Method Statements, Quality Plans, And SHE Files
Your method statements should explain how you’ll deliver outcomes, not just tasks. Include zoned cleaning plans, color-coding to prevent cross-contamination, equipment lists, SOPs for high-risk areas, and a quality plan (inspections, checklists, corrective actions). Attach an example SHE file index with risk assessments (slips/trips, chemical handling, machine operation) and emergency procedures.
Proof Of Capacity: References, CVs, And Resource Evidence
Provide recent references that mirror the scope: similar m², risk level, or sector (e.g., healthcare, retail). Add CVs of supervisors with qualifications and proof of training, plus proof of equipment ownership or supplier letters of intent. Photos of your kit room layout and asset register samples can tip functionality scoring in your favor.
Functionality Thresholds, PPPFA Points (80/20, 90/10), And B-BBEE Strategy
Most organs of state set a functionality threshold (e.g., 70/100) before price and preference are scored. Many still apply 80/20 for smaller bids and 90/10 for larger ones, alongside specific preferential goals. Read the bid for exact weighting and goals, then align your B-BBEE documents and partner strategy. If subcontracting, show how it contributes to designated goals without compromising service.
SBD Forms, Declarations, And Submission Compliance
Complete every SBD form and declaration, sign where required, and include proof (CSD, tax PIN, COIDA). Follow the file order in the bid, label sections, and use tabs. If submission is electronic, upload well before deadline and name files clearly. One missing signature can disqualify you, use a final checklist.
After The Award: Mobilization And Contract Management
Onboarding, SLAs, KPIs, And Reporting Cadence
Mobilize with a 30–60 day plan: recruitment, vetting, uniforms, chemicals delivered, machine commissioning, and SHE file approval. Agree on SLAs (response times, audit scores) and KPIs (defect rate, stock variances, customer complaints). Set a reporting cadence, weekly huddles, monthly dashboards, and quarterly reviews with improvement plans.
Workforce Management, Training, And Labor Relations
Stability wins contracts. Use clear rosters, leave scheduling, and floaters to cover peaks. Provide ongoing training and toolbox talks. Manage labor relations proactively, consult on shift changes, respect BCEA provisions, and keep records to avoid disputes. Recognize top performers: morale directly shows in cleanliness.
Invoicing, Cash Flow, And Performance Reviews
Invoice accurately and on time, matching purchase orders and signed timesheets. For public entities, expect 30-day payment terms: plan working capital accordingly. Track site profitability monthly, investigate variances (consumables spikes, overtime), and carry out fixes fast. Document improvements, these secure renewals and references.
Practical Tools And Examples
Sample Staffing And Pricing Model For A 5,000 m² Office
Assumptions: Grade A office, medium traffic, 5 days/week, day shift with a small evening team. Tasks include restrooms, kitchens, boardrooms, corridors, lifts, entrances, and periodic floor care.
- Staffing: 1 site supervisor, 10 cleaners (day), 2 cleaners (evening spot clean), 1 floater for leave coverage across the building.
- Ratios: ~1 cleaner per 400–450 m² for mixed-use office space: adjust for bathrooms and kitchens.
- Equipment: 2 commercial vacuums, 1 auto-scrubber for hard floors, 1 burnisher, mops/buckets, microfiber system, warning signage.
- Consumables: Client-supplied or contractor-supplied. If you supply, estimate per headcount and visitor volumes (e.g., soap and towel usage per restroom per day): track for the first 2 months and refine.
- Pricing notes: Labor at compliant rates + 8.33% leave provision + sick day provision + supervisor premium. Include equipment depreciation over 30 months, maintenance, PPE, and a realistic margin. Offer an option for quarterly deep cleans at a fixed rate.
Checklist For Briefings And Submission Pack
- Compulsory briefing: Sign register, take photos of key areas, confirm waste points and water access.
- Questions: Clarify consumables responsibility, after-hours access, parking/loading, and security vetting timelines.
- Submission pack: Cover letter, table of contents, CSD/TCS PIN, B-BBEE, COIDA, insurance, OHS plan, method statements, staffing matrix, equipment list, training plan, references, CVs, financial offer, SBD forms, deviations/clarifications.
Risk Register For Healthcare And High-Risk Sites
- Infection control: Cross-contamination risk, color-coded tools, dedicated restroom kits, and disinfectant dwell times.
- Sharps and biohazard waste: Training, puncture-proof containers, and licensed disposal.
- Chemical exposure: COSHH-style controls, MSDS on-site, decanting SOPs, PPE.
- Machine risks: PAT testing where required, operator training, lockout procedures.
- Security and vetting: Criminal checks for sensitive areas, access badges, asset control.
- Continuity: Backup staff, spare machines, and supplier SLAs for 24–48 hour replacements.
Conclusion
Cleaning tenders in South Africa reward businesses that are disciplined: compliant paperwork, site-specific methods, realistic pricing, and consistent performance. Start with the right tenders for your capacity, build references quickly, and use your data to improve margins and service.
Ready to find live, verified cleaning tenders and RFPs without the noise? Visit eTender SA today to browse current opportunities, set alerts, and move faster than your competitors.
Frequently Asked Questions About Cleaning Tenders in South Africa
Where can I find credible cleaning tenders in South Africa?
Start with the National Treasury eTender portal for government bids and use eTender SA to aggregate verified public and selected private RFPs. Also monitor municipal, provincial, and SOE SCM pages, plus vendor lists for universities, hospital groups, and property managers. Set alerts and attend compulsory briefings to qualify.
How do I price a cleaning tender in South Africa confidently?
Build from compliant labor (60–80% of costs), add leave provisioning, statutory charges (UIF, COIDA), shift premiums, and supervision. Then layer consumables, equipment depreciation and maintenance, PPE, training, and overheads. Include a realistic margin, risk contingency, and confirm escalation clauses (often CPI-linked) to protect long-term contracts.
What compliance documents are required to bid for cleaning tenders in South Africa?
Maintain CSD registration, a valid SARS TCS PIN, and the appropriate B-BBEE affidavit or certificate. Include COIDA Letter of Good Standing, UIF registration, OHS compliance with a site-specific Safety File, MSDS for chemicals, and insurance (public and employer’s liability, fidelity cover). Complete all SBD forms and sign where required.
How long do cleaning tender cycles take and when should I prepare?
Public-sector tenders typically run 3–6 months from advert to award, with compulsory briefings. Private RFPs by facilities managers often close in 4–12 weeks. Many contracts run 24–36 months with extension options, so track expiry dates early to prepare site visits, references, and pricing refreshes ahead of renewals.
Do I need a CIDB grading for cleaning tenders in South Africa?
Generally, no. CIDB grading applies to construction and engineering works, not standard cleaning services. However, if a bid bundles cleaning with construction-related maintenance, it may trigger CIDB or other trade requirements. Always read the scope and mandatory criteria carefully and seek clarification during the Q&A window.
Can a foreign-owned company bid on South African cleaning tenders?
Yes, if locally registered and fully compliant: CSD registration, SARS tax compliance, COIDA/UIF, and OHS. B-BBEE affects preference scoring but not basic eligibility; partnering or subcontracting can improve points. Some sectors and sites may require local presence, security vetting, and adherence to South African labor and wage laws.