Objectives

The primary objective is to engage a qualified service provider to maintain, clean, and enhance the aesthetic and functional integrity of the gardens and grounds at Appelsbosch Hospital and associated doctors’ quarters. The contract aims to ensure a safe, hygienic, and professionally managed outdoor environment over a six-month period, in compliance with municipal bylaws, institutional standards, and occupational health regulations.

Scope of Work

• Routine mowing of all grassed areas and nature strips, maintaining grass height between 50–70mm (absolute maximum 150mm).
• Weeding, pruning, and shaping of shrubs, bushes, and trees, ensuring a 4-metre vertical clearance over pathways, driveways, and parking surfaces.
• Weekly removal and off-site disposal of all garden refuse, debris, and alien vegetation, adhering to accepted waste management practices.
• Sweeping and blowing of pathways, ground gutters, car parks, and drains, including monthly inspections to prevent water flow blockages.
• Mulching maintenance at 50–75mm depth, aerated bi-weekly, with top-ups applied every six months.
• Clearing of perimeter fence zones (1 metre inside and outside) of weeds, vines, and invasive plant growth.
• Provision of landscape improvement recommendations and execution of agreed replacement planting works.
• Maintenance of continuous site cleanliness, with immediate remediation of neglected areas at the contractor’s cost.

Technical Requirements

• Staffing & Hours: Deployment of a minimum of twelve (12) dedicated cleaners operating Monday to Friday, 07h00 to 16h00. Relievers must be provided to guarantee uninterrupted coverage.
• Safety & Compliance: Submission of Job Safety Analyses (JSAs) and Material Safety Data Sheets (MSDS) for all operations. Personnel must wear appropriate personal protective equipment (PPE) and undergo biannual medical surveillance.
• Documentation & Financials: Valid Central Suppliers Database (CSD) registration, SARS tax clearance, a bank letter confirming a minimum R300,000 turnover over the past six months, and proof of similar past experience. A detailed, signed machinery and equipment list with service records is mandatory.
• Evaluation Framework: Quotations are assessed using an 80/20 preference point system, allocating 80 points to price and 20 points to specific socio-economic goals.

Skills and Experience Requirements

• Demonstrated track record in commercial or institutional grounds maintenance, supported by award or appointment letters.
• Technical proficiency in horticulture, arboriculture, and safe herbicide application, with trained personnel available for advanced tree works.
• Strong project management capabilities to coordinate staffing, equipment maintenance, waste disposal, and regulatory compliance.
• Ability to draft and implement JSAs, manage OHS protocols, and adhere to environmental and waste management standards.

Key Terms and Conditions

80/20 Preference Point System: A procurement evaluation method where 80% of scoring is based on price competitiveness and 20% on specific policy goals, specifically prioritizing enterprises registered within the uMshwathi Municipality for local economic development.

SBD 4 (Bidder’s Disclosure): A mandatory legal declaration requiring bidders to disclose any familial, financial, or employment relationships with officials across the entire provincial Department of Health. Failure to accurately disclose results in automatic disqualification.

Letter of Good Standing: An official certification from the Department of Employment and Labour verifying that the company complies with all occupational health, safety, and labour legislation.

CSD Registration: The Central Suppliers Database is the national repository for all suppliers conducting business with the South African public sector. Active verification is compulsory for bid consideration.