Tender Summary: Garden and Grounds Maintenance

Objectives

The primary objective is to appoint a qualified service provider for a 24-month contract to deliver comprehensive garden and grounds maintenance services at the Cato Manor Community Health Centre, operating under the eThekwini Metro District Office, Department of Health.

Scope of Work

• Garden & Lawn Care: Regular mowing of all grassed areas and nature strips to a height of 50–70mm. Edging along buildings, paths, fences, and garden beds. Weeding and maintaining garden beds in a neat, presentable condition.
• Tree & Shrub Management: Pruning and trimming to ensure a 4-meter vertical clearance from driveways and car parks. Removal and replacement of fallen, dead, or diseased vegetation upon institutional request.
• Cleaning & Waste Management: Weekly removal of all garden refuse, rubbish, and debris from the property. Sweeping or blowing pathways, ground gutters, and driveways. Disposal must comply with accepted waste management practices and municipal bylaws.
• Specialized Maintenance: Mulching upkeep (maintaining 50–75mm depth, aerating every second visit, and applying top-ups every six months). Herbicide application for weed and ivy control following Department of Primary Industry standards. Monthly inspection and reporting of drains, pits, and gutters.
• Perimeter & Site Security: Clearing alien vegetation and poisoning vines/weeds on mesh fencing. Maintaining a 1-meter clear zone inside and outside the perimeter fence line.
• Staffing: Provision of one dedicated labourer stationed on-site Monday to Friday (07:00–16:00), excluding public holidays. The contractor must arrange relievers during staff absences.

Technical Requirements

• Submission of comprehensive Job Safety Analyses (JSAs) and Material Safety Data Sheets (MSDS) for all operational activities.
• Detailed inventory listing all machinery, equipment, accessories, and operational overheads to be deployed on-site, accompanied by verified service records.
• Strict adherence to Occupational Health and Safety (OH&S) regulations, including mandatory provision of appropriate Personal Protective Equipment (PPE) for all workers.
• Maintenance of precise landscaping standards: grass edges trimmed to reveal kerb/path lines, wild grass kept short, and veld/vacant land maintained free of litter.
• Compliance with council regulations regarding tree trimming near pedestrian walkways and safe operation of chainsaws/chippers.

Skills & Experience Requirements

• Industry Experience: Minimum three years of proven experience in grass cutting, gardening, and grounds maintenance services.
• Financial Capacity: Submission of a bank letter confirming a minimum turnover of R300,000 over the preceding six months.
• Local Presence: Proof of a head office within the procurement district or a regional/branch office in KwaZulu-Natal.
• Regulatory Compliance: Valid CIDB registration (SH-Landscaping/Horticulture), current COIDA Letter of Good Standing (work-related), Bargaining Council compliance, and active Central Suppliers Database (CSD) registration.
• B-BBEE Status: Verification certificate or sworn affidavit demonstrating Broad-Based Black Economic Empowerment status level.
• Project Planning: Submission of a detailed roll-out plan covering project initiation, key milestones, and execution strategy.
• References: At least two traceable trade references or service level agreements validating prior performance.

Key Contractual & Evaluation Notes

Unusual/Complicated Terms Explained:

• 80/20 Preference Point System: Evaluation allocates 80 points to price and 20 points to specific goals, primarily B-BBEE status level and local business presence.
• Minimum Functionality Threshold: Bidders must score at least 70 out of 100 points in the technical/functionality phase to qualify for price evaluation; lower scores result in automatic disqualification.
• Compulsory Site Meeting: Attendance at a mandatory briefing session is strictly enforced. Failure to attend results in immediate disqualification regardless of documentation completeness.
• Performance Security: The successful bidder must furnish a bank guarantee or cashier’s cheque within 30 days of contract award to secure履约 obligations.
• Delay Penalties: Contract prices will be reduced by a daily penalty calculated at the current prime interest rate for any unperformed services or delayed deliveries.
• Anti-Collusion & Cover-Quoting: Strict prohibition against bid-rigging or submitting multiple comparative quotes for the same item. Violations may trigger disqualification, up to a 10-year public sector ban, or criminal prosecution.