Objectives

The primary objective is to maintain the cleanliness, safety, and aesthetic presentation of the hospital’s gardens and grounds across a 165,710-square-meter facility for a seven-month contract period. The service aims to ensure a litter-free, well-manicured environment that complies with municipal landscaping regulations and occupational health standards.

Scope of Work

• Grounds Maintenance: Mowing all grassed areas and nature strips, trimming edges along paths and structures, and maintaining standard lawn heights.
• Vegetation & Waste Management: Pruning and shaping shrubs and trees, removing fallen or dead foliage, controlling weeds, and clearing alien vegetation and vines from perimeter fences. All garden refuse must be removed from site weekly.
• Cleaning Duties: Sweeping or blowing pathways, ground gutters, and driveways after mowing. Monthly cleaning of vacant staff accommodation areas and bungalows.
• Safety & Inspections: Conducting monthly drain and gutter inspections to prevent water blockage. Adhering to approved herbicide and poison application standards. Ensuring complete site cleanup upon task completion.
• Operational Parameters: Deployment of 20 workers daily (including one supervisor), operating Monday to Friday from 07h30 to 16h00. Attendance registers must be signed daily.

Technical Requirements

• Mandatory Documentation: Submission of a valid Central Supplier Database (CSD) report, SARS tax clearance certificate, Department of Labour good standing letter, and a Bargaining Council Certificate for the Cleaning Service Industry in KwaZulu-Natal (a mandatory industry compliance document verifying adherence to negotiated wages and working conditions).
• Financial & Operational Proof: An accountant’s letter confirming business turnover over the past six months, a detailed company profile, and at least two verifiable trade references.
• Execution Strategy: A signed, detailed rollout and execution plan outlining project initiation, staffing deployment, and operational workflows.
• Evaluation Framework: Bids are assessed using an 80/20 preference point system (a procurement scoring model where 80 points are awarded for competitive pricing and 20 points are allocated for socio-economic goals, specifically prioritizing enterprises registered within the Umgeni Local Municipality). A minimum functionality score of 80/100 is required to advance.
• Equipment & Supplies: The contractor must provide all machinery, hand tools, personal protective equipment (PPE), fuel, oil, and refuse bags. Equipment must be presented for review and testing one day before site handover.
• Wage Compliance: All workers must receive at least the legislated national minimum wage, with monthly proof of payment submitted to the institution.

Skills Requirements

• Industry Experience: Demonstrated expertise in gardening and grounds maintenance, with preference given to bidders possessing three or more years of relevant experience.
• Specialized Technical Competence: Proficiency in safe tree pruning, chainsaw operation, and herbicide application. Personnel must be trained to execute advanced tree works and comply with municipal regulations.
• Risk & Safety Management: Ability to prepare Job Safety Analyses (JSA) and Material Safety Data Sheets (MSDS) (standardized risk assessment and chemical safety documentation required to ensure safe handling of equipment and hazardous materials) for all tasks.
• Project Administration: Capability to manage daily rosters, attend compulsory monthly site meetings, maintain accurate performance records, and submit invoices promptly. Contractors must also demonstrate the ability to implement penalty deductions for staff shortages, equipment failures, or substandard work.