Objectives

The primary objective of this tender is to appoint a qualified service provider for the comprehensive garden maintenance and groundskeeping of the Dealesville Magistrate Office over a fixed 36-month period. The contract aims to ensure the premises remain safe, clean, aesthetically maintained, and fully compliant with departmental horticultural, environmental, and occupational health standards.

Scope of Work

The contractor will deliver routine gardening and cleaning services across approximately 4,000 square meters of terrain, including developed front gardens and gravel/veld grass backyards. Core deliverables include:

• Lawn Care: Weekly summer/monthly winter mowing to specified heights, mechanical edging, regular weeding, and daily removal of grass clippings.
• Plant Maintenance: Pruning, cultivation, irrigation, fertilization, and mulching of shrubs, roses, perennials, trees, and annual seedlings according to prescribed horticultural schedules.
• Cleaning & Waste Management: Sweeping paved areas, removing leaf litter, clearing rubble, emptying rubbish bins, and transporting garden refuse to licensed disposal facilities.
• Pest & Fire Management: Continuous pest monitoring and approved treatment, plus seasonal clearing of fire belts to a specified width.
• General Oversight: Monthly site inspections, strict adherence to water restrictions, and protection of government property from damage.

Technical Requirements

• Equipment & Materials: The contractor must supply all labor, hand tools, machinery (e.g., electric lawnmowers, edge trimmers), PPE, irrigation hoses, sprinklers, compost, mulch, and refuse bags.
• Horticultural Standards: Strict compliance with prescribed mowing heights, fertilizer application rates, irrigation volumes, and pruning techniques as detailed in the specifications.
• Regulatory Compliance & Insurance: Valid COIDA registration, public liability insurance, motor vehicle liability, SASRIA cover, and full compliance with the Occupational Health and Safety Act, Compensation for Occupational Injuries and Diseases Act, and Basic Conditions of Employment Act.
• Reporting & Administration: Submission of monthly invoices, inspection checklists, worker attendance registers, proof of payment, and signed employment contracts. Contractors must conduct at least one monthly site visit.
• Pricing Structure: Bids must use standardized pricing schedules for Year 1, Year 2, and Year 3, inclusive of VAT, labor, materials, transport, and profit. Prices must factor in annual statutory labor rate increases.

Skills Requirements

No formal academic qualifications are explicitly mandated; however, bidders must demonstrate practical competency in horticulture and grounds maintenance. Essential capabilities include safe operation of powered gardening equipment, knowledge of irrigation system maintenance, proper handling and application of pesticides and herbicides, and understanding of workplace safety protocols. The contractor must also possess administrative capacity to manage labor compliance, maintain accurate financial and attendance records, and supervise staff to meet quality benchmarks.

Key Terms & Conditions

• EPWP (Expanded Public Works Programme): A government-mandated framework requiring labor-intensive service delivery that prioritizes job creation for disadvantaged groups. Bidders must target local unskilled workers, adhere to prescribed minimum wage rates, and submit detailed monthly demographic and payroll reports.
• 80/20 Preference Point System: An evaluation model allocating 80 points to price competitiveness and 20 points to socio-economic goals, including black ownership, local municipal presence, and ownership by women, youth, or persons with disabilities.
• Clerk of Works: A designated department official responsible for supervising contract execution, approving workmanship, issuing instructions, and certifying monthly payments.