Objectives

The primary objective is to appoint a qualified service provider for the comprehensive maintenance and cleaning of gardens and grounds at the Phoenix Assessment & Therapy Centre (PATC) and Spinal Rehabilitation Centre under the Mahatma Gandhi Memorial Hospital for a fixed contract period of twenty-four months.

Scope of Work

• Routine groundskeeping across all defined property areas, including nature strips, veld, vacant land, garden beds, car parks, pathways, and perimeter fencing.
• Mowing grassed areas to a target height of 50–70 mm, with a maximum allowable height of 150 mm.
• Weekly removal of all garden refuse, debris, and litter from site in compliance with municipal waste management bylaws.
• Sweeping and blowing of walkways, ground gutters, driveways, and drainage pits.
• Trimming and pruning of trees and shrubs, maintaining a 4-metre vertical clearance for pathways and vehicle access, plus corridor clearance at entry/exit points.
• Weed control using approved herbicides, ivy management, and regular mulch maintenance (50–75 mm depth with biannual top-ups).
• Replacement of fallen or dead vegetation upon institutional request.
• Dedicated staffing of two cleaners and one weekly labourer, operating Monday to Friday during day shifts (07:00–16:00), with mandatory provision for relievers during staff absences.

Technical Requirements

• CIDB SH Registration: The contractor must hold a Construction Industry Development Board grading specifically for Landscaping, Horticulture, Grass Cutting, Garden Services, and Facilities Management.
• COIDA Letter of Good Standing: A current, work-related certificate from the Compensation Fund verifying compliance with occupational injury insurance obligations.
• BCCCI Membership: Registration with the Bargaining Council for Contract Cleaning Industries to ensure fair labour and wage compliance.
• JSAs and MSDS: Submission of Job Safety Analyses (risk assessments for each task) and Material Safety Data Sheets (chemical hazard information) for all equipment and substances used.
• Financial Capacity: A bank-issued letter confirming a minimum turnover of R300,000 over the preceding six months.
• Local Presence: Proof of a business address located within the KwaZulu-Natal district.
• Documentation: Valid CIPC registration, B-BBEE verification certificate or sworn affidavit, and a detailed roll-out plan outlining project initiation, milestones, and execution strategy.

Skills and Personnel Requirements

• Trained arborists and grounds staff competent in the safe operation of chainsaws, wood chippers, and pruning tools in accordance with occupational health and safety standards.
• Proficiency in municipal waste disposal protocols, herbicide application guidelines, and routine drainage inspection procedures.
• Ability to interpret and implement JSAs and MSDS without supervision.
• Full responsibility for supplying all required personal protective equipment (PPE), including safety boots, gloves, earmuffs, branded overalls, and face shields.
• Administrative capability to maintain attendance registers, manage relief staffing, and coordinate with institutional management regarding break times and site improvements.

Notable Terms and Conditions

This procurement applies the 80/20 Preference Point System, a standard South African public sector evaluation model where eighty points are allocated to price competitiveness and twenty points to specific socio-economic goals (primarily B-BBEE status level and South African-owned enterprise promotion). Bidders must understand that failing to submit documented proof for these goals results in zero points for that category, though it does not automatically disqualify the bid.

The contract operates under standard General and Special Conditions of Contract (GCC/SCC), which dictate payment terms, performance security obligations, penalty calculations for delayed service delivery (calculated at prime interest rate per day), and termination clauses for default or non-compliance. A compulsory site briefing session is mandated; absence results in automatic disqualification. Quotations must remain firm for ninety days, and the evaluation process enforces a minimum functionality score of seventy out of one hundred before price consideration.