Objectives

The primary objective is to deliver comprehensive cleaning, maintenance, and landscaping services for the gardens and grounds at Mahatma Gandhi Memorial Hospital over a fixed 24-month contract period.

Scope of Work

• Maintain all designated garden areas, including routine mowing, edging, and debris collection.
• Sweep and blow pathways, driveways, ground gutters, and car parks after each maintenance cycle.
• Perform continuous weed control, garden bed upkeep, shrub shaping, and replacement of dead or fallen vegetation.
• Execute specialized tree work, ensuring a minimum 4-metre vertical clearance above driveways, parking areas, and pedestrian walkways.
• Maintain veld and vacant land, extending one metre inside and outside the perimeter fencing.
• Manage mulched areas by keeping depth between 50–75mm, aerating regularly, and applying biannual top-ups.
• Clear perimeter fences of alien vegetation, weeds, and climbing vines.
• Conduct monthly inspections and cleaning of drains, pits, and gutters to prevent water flow obstruction.
• Provide ongoing recommendations for site improvements and periodic replanting initiatives.

Technical Requirements

• Contract Duration: 24 months.
• Staffing & Hours: Minimum six cleaners operating Monday to Friday (07:00–16:00), excluding public holidays, plus one dedicated labourer per week. Relief staff must be readily available to cover absences.
• Safety Documentation: Mandatory submission of Job Safety Analyses (JSAs) and Material Safety Data Sheets (MSDS) for all operational tasks and chemical applications.
• Equipment: Contractor must supply all necessary machinery and tools, providing valid service records upon request.
• Grass Standards: Maintain grass height between 50–70mm, never exceeding 150mm. Edges must be cleanly trimmed against buildings, paths, and fences.
• Chemical Compliance: Herbicide and poison application must adhere to national agricultural safety standards and documented JSAs.
• Regulatory Certifications: Valid Central Supplier Database (CSD) registration, CIDB SH grading (landscaping/horticulture/garden services), current COIDA letter of good standing, and BCCC L membership.
• Financial & Experience Proof: Bank confirmation letter showing minimum R300,000 turnover over the preceding six months; detailed company profile with traceable trade references.
• Local Presence: Proof of business address within the operating district (preferred) or another KwaZulu-Natal district.
• Project Planning: Submission of a structured roll-out plan detailing execution strategies, key milestones, and initiation activities.

Skills Requirements

• Proven expertise in landscape maintenance, horticulture, and institutional groundskeeping.
• Certified or formally trained personnel capable of performing advanced tree surgery, chainsaw operation, and mechanical chipping safely.
• Strong knowledge of occupational health and safety regulations, including correct PPE usage and hazard mitigation.
• Competency in drafting JSAs and MSDS documentation for high-risk tasks and chemical handling.
• Staff management capabilities, including roster coordination, relief worker deployment, and attendance tracking.
• Project planning and reporting skills to develop and implement a compliant roll-out strategy.

Explanation of Unusual or Complicated Terms

• COIDA: Compensation for Occupational Injuries and Diseases Act. Requires contractors to hold a valid, work-related injury insurance certificate to cover employee accidents.
• CIDB SH Grading: A Construction Industry Development Board classification specifically for landscaping, horticulture, grass cutting, garden services, and facilities management contractors.
• BCCC L: Bargaining Council for Contracting Companies, Level L, which sets industry-standard wages and working conditions for the landscaping and gardening sector.
• 80/20 Preference Point System: A public procurement evaluation model where 80 points are awarded based on competitive pricing and 20 points are allocated for socio-economic goals, primarily Broad-Based Black Economic Empowerment (B-BBEE) status and verified South African ownership.