Tender Summary: Garden and Grounds Maintenance

Objectives

The primary objective is to engage a qualified service provider to maintain all garden and ground areas at the EMS Wentworth Department of Health facility over a 24-month contract period. The goal is to deliver consistent, professional landscaping that ensures a clean, safe, aesthetically pleasing, and environmentally compliant outdoor environment.

Scope of Work

• Mow all grassed areas and nature strips, maintaining heights between 50–70mm (maximum 150mm) with precise edging along paths, kerbs, and structures.
• Weekly removal of all garden refuse, debris, and litter from pathways, gutters, driveways, car parks, and building perimeters.
• Prune and trim trees and shrubs to maintain a 4-meter vertical clearance for vehicles and pedestrians, plus corridor clearance at entry/exit points.
• Implement weed control using approved herbicides, clear alien vegetation from perimeter fences, and maintain mulched beds at 50–75mm depth with biannual top-ups.
• Conduct monthly inspections of drains, pits, and gutters to prevent blockages.
• Provide periodic improvement recommendations and execute approved replanting works.
• Deploy three dedicated labourers Monday to Friday during day shifts, with mandatory provisions for relief staff when primary workers are absent.

Technical Requirements

• Submit Job Safety Analyses (JSAs) and Material Safety Data Sheets (MSDS) for all equipment and chemicals prior to commencement.
• Provide a complete list of machinery and accessories with valid service records; contractors must supply all required personal protective equipment (PPE).
• Ensure herbicide application complies with Department of Primary Industry standards and municipal waste management bylaws.
• Complete all official quotation forms without retyping, sign where required, and maintain firm pricing valid for 90 days.
• Submit mandatory compliance documents: COIDA letter of good standing, B-BBEE verification certificate or sworn affidavit, CIDB SH registration, Bargaining Council Certificate, proof of labour rate compliance, two verifiable trade references, a bank letter confirming minimum R300,000 turnover over the past six months, and proof of a local business address within KwaZulu-Natal.
• Achieve a minimum qualifying score of 70/100 on functionality criteria covering experience, financial capacity, locality, and project roll-out planning.

Skills & Experience Requirements

• Demonstrated experience in commercial gardening and grounds maintenance, with preference for providers operating for three or more years.
• Financial stability sufficient to sustain continuous operations, evidenced by recent bank turnover documentation.
• Trained personnel capable of safely operating chainsaws, chippers, and performing advanced tree works in accordance with JSAs.
• Strong project management capabilities to develop a detailed roll-out plan, coordinate staffing, manage relief replacements, and execute scheduled maintenance without service interruption.
• Familiarity with public sector procurement compliance, occupational health and safety reporting, and environmental waste regulations.

Explanation of Key Terms

• CIDB SH: Construction Industry Development Board registration category specifically for landscaping and horticultural works, verifying industry-standard competency.
• COIDA Letter of Good Standing: Official confirmation that the contractor is registered and insured under the Compensation for Occupational Injuries and Diseases Act, covering employee workplace injuries.
• Bargaining Council Certificate & Labour Rates Apply: Documentation proving compliance with legally mandated sector wage agreements and collective employment conditions for landscaping services.
• 80/20 Preference System: A procurement scoring model where 80 points are allocated for competitive pricing and 20 points for designated social goals, specifically B-BBEE status level and companies majority-owned by black women.
• Cover-quoting: An illegal procurement practice where multiple entities submit separate bids for the same contract under different company names, classified as fraud and resulting in immediate disqualification.