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Viable Sourcing Solution for Cleaning Services for SU at Bellvista Lodge, Bellville Park Campus

‚ÄčIn the negotiations between the Unions and Stellenbosch University (SU) during the course of 2016 regarding insourcing and outsourcing, the parties agreed to a process of Viable Sourcing. Viable Sourcing is defined as a system and process whereby the University, in a transparent manner, taking into account input of various stakeholders, decides on the optimal vehicle for the provision of essential services to the University. To this end SU is committed to a process of Viable Sourcing when an essential services contract is due for renewal or a requirement for a service arises.

Stellenbosch University is commencing with the Viable Sourcing process for cleaning services at the Bellvista Lodge, Bellville Park Campus. As part of the Viable Sourcing process, input is hereby requested from interest groups or any parties that may potentially be affected by the sourcing approach. People who would like to comment are requested to submit written submissions to Liezl Cilliers, Senior Buyer, via email at or to submit submissions to her at the Purchasing & Provision Services Building (Merriman Avenue), by 17 November 2017 12h00. People that want to comment in person, must indicate this and provide contact details. These submissions will form part of the evaluation of the viable sourcing.

In order to compare viable options a tender will be issued to Cleaning Companies. The service required is for cleaning services to the Lodge and Annex facilities on the campus. These facilities comprise of:

  • Hotel rooms (single, double, twin)
  • Bathrooms/Toilet
  • Public Areas
  • Study Area inside rooms
  • Lounge, Kitchen (annexe)
  • Reception offices
  • Entrance area and passages
  • Public toilets

The following activities will be required at various frequencies to the above areas:

  • Clean rooms, make beds, fit linen
  • Clean reception offices
  • Sweep & mop or floors
  • Clean and dust all horizontal surfaces, high and low window sills, ledges, picture frames, television etc. and light fittings with a damp cloth
  • Clean bathrooms (bath, shower, basin, toilet, mirror, floor)
  • Dust vertical surfaces, (cupboards, cabinets, etc.)
  • Clean kitchens in annexe
  • Stock count of cutlery & crockery in Annexe daily
  • Vacuum carpeting
  • Clean entrance doors/ windows, door mats and areas under door mats
  • Empty dustbins
  • Mop tiles in reception area
  • Wash and disinfect all bowls, basins, urinals, metal fittings and tiles
  • Clean mirrors
  • Replenish toilet paper, hand soap and hand towels, linen
  • Wash and clean windows (inside only)

The proposals will be evaluated on the following criteria:

  • Proven human dignity protocols and practices regarding human resource management
  • Sustainability of solution
  • BBBEE Rating
  • References of at least 5 current clients.
  • Value Proposition:
  • Make & Type of Equipment
  • Methodology in terms of:
  • Management Controls
  • Communication Systems
  • Management of Safety Aspects (OHSA)
  • Quality Control Systems
  • In what way are sensitive areas managed
  • How is client satisfaction achieved and guaranteed
  1. Protection of Assets
  • Preventative Actions
  • Reporting of maintenance problems