Objectives

The primary objective is to secure a qualified service provider for the comprehensive cleaning and maintenance of gardens and grounds at the Mpumalanga Clinic. The contract aims to maintain a safe, hygienic, and visually appealing clinical environment while ensuring strict compliance with occupational health and safety legislation. Additionally, the procurement aligns with provincial preferential procurement policies to support socio-economic transformation by prioritizing local enterprises and black-owned businesses.

Scope of Work

The six-month contract covers routine and periodic maintenance across the entire clinic property:

• Mowing all grassed areas, nature strips, and perimeter zones to a controlled height (50–70mm, maximum 150mm).
• Regular sweeping and blowing of pathways, driveways, ground gutters, and concrete surfaces.
• Complete removal of rubbish, debris, leaf litter, and garden refuse from all areas, with mandatory off-site disposal.
• Pruning and trimming of trees, shrubs, and flower beds, including overhanging branches near walkways and roads.
• Weeding and ongoing weed control using approved herbicides.
• Maintenance of mulched areas (50–75mm depth, aerated bi-weekly, topped up semi-annually).
• Cleaning and clearing of gully drains, V-drains, and gutters using water, scraping brushes, chemicals, and monthly high-pressure washing.
• Clearing alien vegetation and vines from perimeter fences.
• Washing stairs, retaining walls, and paved waiting areas.
• Replacement of dead or fallen plants/trees as directed by facility management.

Technical Requirements

Bidders must meet strict operational, documentation, and compliance standards:

• Attendance: Mandatory participation in a compulsory site meeting prior to bid submission.
• Equipment & Tools: Provision of specified gardening tools (brooms, spades, forks, rakes, wheelbarrow, litter pickers), a brush cutter, weed killers, poison sprayers, and high-pressure washers.
• PPE & Uniforms: Supply of two-piece Conti suits, steel-toe safety boots, heavy-duty gloves, eye goggles, and PVC aprons for all personnel. Staff must wear identification name tags and comply with site security protocols.
• Safety Documentation: Submission of Job Safety Analyses (JSA) and Material Safety Data Sheets (MSDS) for all activities, particularly those involving machinery and chemical applications.
• Compliance Standards: Strict adherence to the Occupational Health and Safety Act 85/1993, municipal regulations for tree clearance, and Department of Primary Industry standards for herbicide/poison application.
• Inspections & Reporting: Monthly drain inspections, written reporting of maintenance needs, and final approval by the Assistant Director: Facilities Management/Clinic Operational Manager.
• Administrative Compliance: Valid CSD registration, Tax Clearance Certificate, Letter of Good Standing, B-BBEE certificate/affidavit, and completed SBD forms (Disclosure, Price Page, Preference Points Claim).

Skills Requirements

The successful bidder must demonstrate competent human resources and technical expertise:

• Trained and experienced personnel for general landscaping, mowing, pruning, and drainage maintenance.
• Specialized training for advanced tree works, including safe operation of chainsaws, chippers, and brush cutters.
• Knowledge of proper herbicide handling, application techniques, and environmental safety protocols.
• Ability to draft and implement JSAs and MSDS compliant with national OHS standards.
• Supervisory capacity to ensure daily site cleanliness, tool accountability, and staff compliance with security and uniform regulations.

Notable Terms & Conditions

Preferential Procurement & Specific Goals: Evaluation uses an 80/20 price/preference system. Twenty points are allocated for specific goals, including promoting enterprises within the institution’s catchment area and awarding full points to companies that are at least 51% black-owned. Proof of ownership and catchment location must be submitted via the SBD 6.1 form.

Anti-Collusion & Cover-Quoting: The department actively monitors for cover-quoting (multiple related entities bidding for the same contract). Discovery results in immediate disqualification and potential restriction from public sector contracts for up to ten years.

Performance & Penalties: Delayed performance incurs penalties calculated at the current prime interest rate per day until completion. The client reserves the right to terminate the contract for default, engage alternative contractors, and claim excess costs. Contractors are financially liable for any damage to clinic infrastructure or vehicles.

Tax & CSD Validation: A valid SARS PIN is required if Central Suppliers Database verification fails. Non-compliant tax status results in automatic disqualification per National Treasury directives.