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Viable Sourcing Solution for Cleaning Services for Stellenbosch University’s Stellenbosch & Tygerberg Campus Student Centres

In 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's Letting Office Department is commencing with the Viable Sourcing process for cleaning services. 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 March 30th 2018. These submissions will form part of the evaluation of the viable sourcing. People, who also wants to comment in person, must indicate and provide contact details.

In order to compare viable options a tender will be issued to Cleaning Companies. The service required is for cleaning services to the student centre facilities on the two campuses. 

These facilities comprise of:

  • Offices and Classrooms
  • Mechanical Areas
  • Central Computer  and Storage Areas
  • Tenant Shops
  • Food Court
  • Lounge, Recreation and Meeting Areas
  • Study Space
  • Toilettes
  • Rooms used by cleaning contractor
  • Stairwells & emergency exits

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

  • Empty dustbins
  • Sweep & mop or scrub hard floors
  • Clean and dust all horizontal surfaces, high and low window sills, ledges, picture frames and light fittings with a damp cloth
  • Clean door handles with disinfectant
  • Dust vertical surfaces, (cupboards, cabinets, etc.)
  • Thorough cleaning of equipment
  • Vacuum carpeting
  • Clean entrance doors/ windows, door mats and areas under door mats
  • Strip and seal vinyl floors
  • Buff vinyl floors and sweep entrance stairs
  • Wash and disinfect all bowls, basins, urinals, metal fittings and tiles
  • Clean mirrors
  • Replenish toilet paper, hand soap and hand towels
  • Wash and clean windows outside / inside 

The proposals will be evaluated on the following criteria:

  • Proven human dignity protocols and practices regarding human resource management
  • Financial Sustainability of solution
  • BBBEE Rating
  • References of at least 5 current clients

Value Proposition specifically:

Methodology in terms of:

  • Management of Safety Aspects (OHSA)
  • Quality Control Systems
  • How is client satisfaction achieved and guaranteed
  • Reporting of maintenance problems