Tender Summary: Garden Services for Museums (RFQ81/2026/27)

Objectives

The primary objective is to appoint a qualified contractor to deliver comprehensive garden and groundskeeping services at the Old Gaol and Millwood House museums for a fixed term of twelve months.

Scope of Work

• Mow all lawns bi-weekly (twice per month).
• Maintain all flower beds bi-weekly, including those adjacent to Queen Street and Main Road.
• Remove litter, refuse, debris, and human/animal excrement on a weekly basis.
• Sweep and weed courtyards weekly.
• Clean gutters twice annually.
• Provide all necessary plant, equipment, transport, fuel, oil, and routine maintenance.
• Complete and submit weekly inspection forms for museum assistant approval.
• Submit monthly invoices for payment upon verified service delivery.

Technical Requirements

• Plant & Equipment: Bidders must demonstrate ownership or valid rental agreements for specified items (e.g., vehicle/bakie, sedan & trailer, lawnmower) to achieve a minimum of 10 points in this category.
• Functionality Threshold: A minimum of 20 points in the functionality evaluation is mandatory to qualify for price and preference scoring.
• Compliance Documentation: Submission of a valid Tax Clearance PIN, original/certified B-BBEE verification certificate, CSD registration number, municipal accounts clearance certificate, and completed statutory declarations (interest, past SCM practices, independent bidding).
• Experience & References: Provision of a company profile detailing years of relevant experience and at least three contactable references for similar garden maintenance contracts.
• Contract Parameters: The contract value will not exceed R300,000.00. Bids must remain valid for 90 days.

Skills Requirements

• Practical expertise in lawn care, landscaping, weeding, and general grounds maintenance.
• Competence in safely operating, maintaining, and troubleshooting gardening machinery and light vehicles.
• Administrative capability to accurately complete weekly inspection reports and prepare compliant monthly invoicing with cost breakdowns.
• Familiarity with municipal procurement compliance standards, documentation submission, and regulatory declarations.

Notes on Unusual or Complicated Terms

• 80/20 Preference Point System: A procurement evaluation methodology where 80% of the final score is allocated to price competitiveness and 20% to Broad-Based Black Economic Empowerment (B-BBEE) status levels. Higher B-BBEE levels receive proportionally more points.
• Gatekeeping Functionality Evaluation: A preliminary scoring stage that acts as a mandatory pass/fail filter. Bidders must secure at least 20 functionality points to advance to the price and preference evaluation phase; failure results in immediate disqualification regardless of pricing.
• CSD Registration: Mandatory enrollment in the National Treasury’s Central Supplier Database, which serves as the official national registry for all entities seeking to conduct business with South African public sector organs of state.