Objectives

The primary objective is to engage a qualified service provider to deliver comprehensive garden and grounds maintenance services at the EMS Queensburgh facility for a 24-month period. The contract aims to ensure the property remains safe, clean, aesthetically maintained, and fully compliant with occupational health, safety, and environmental regulations throughout the service duration.

Scope of Work

• Routine mowing, edging, and trimming of all grassed areas, nature strips, and veld/vacant land to maintain a standard height of 50–70mm.
• Weeding, pruning, and shaping of shrubs, bushes, and plants across garden beds and pathways.
• Removal and replacement of fallen, dead, or diseased trees and shrubs as directed by the institution.
• Weekly collection and off-site disposal of all garden refuse, adhering to municipal waste management bylaws.
• Sweeping and blowing of pathways, ground gutters, driveways, and car parks immediately after cutting activities.
• Controlled application of herbicides for weed and ivy suppression where approved, following strict safety protocols.
• Maintenance of mulched areas, including regular turning and biannual top-ups to a depth of 50–75mm.
• Clearing alien vegetation and vines from perimeter fences, maintaining a 1-metre clearance inside and outside boundary lines.
• Monthly inspection and reporting of drains, pits, and gutters to prevent water flow blockages.
• Provision of one dedicated labourer on-site weekly, with immediate relief coverage during absences.
• Service delivery scheduled Monday to Friday, 07:00 to 16:00, excluding public holidays.

Technical Requirements

• Submission of detailed Job Safety Analyses (JSAs) and Material Safety Data Sheets (MSDS) for all equipment and chemical usage.
• Provision of a complete inventory of machinery and accessories, accompanied by valid service and maintenance records.
• Strict adherence to Occupational Health and Safety (OHS) standards; contractors must supply all required personal protective equipment (PPE), including safety boots, pigskin gloves, earmuffs, branded two-piece overalls, and clear face shields.
• Demonstration of financial stability via a bank letter confirming a minimum turnover of R300,000 over the preceding six months.
• Valid regulatory documentation: B-BBEE status certificate or sworn affidavit, COIDA Letter of Good Standing (work-related), CIDB SH registration, Bargaining Council certificate, and proof of labour rate compliance.
• Two verifiable client references specifically for garden and grounds services, submitted on official company letterhead.
• Attendance at a mandatory pre-bid site meeting; failure to attend results in automatic disqualification.

Skills and Experience Requirements

• Proven track record of at least three years in professional gardening and grounds maintenance services.
• Trained and certified personnel capable of safely operating chainsaws, chippers, and performing advanced tree pruning and clearance work.
• Ability to develop and execute a detailed project roll-out plan, including initiation activities, key milestones, and resource allocation strategies.
• Strong administrative capability to navigate multi-phase evaluations, including achieving a minimum functional scoring threshold of 70 out of 100 points.
• Local operational presence within the eThekwini district is highly prioritized for logistical efficiency and rapid response.

Notable Terms and Conditions

Compulsory Site Meeting: Bidders must physically attend the designated briefing session to sign an attendance register. Non-attendance leads to immediate disqualification without exception.

80/20 Preference Point System: Evaluation allocates 80 points to competitive pricing and 20 points to socio-economic goals, primarily B-BBEE status level and companies owned by black women (minimum 51% ownership).

Cover-Quoting Prohibition: Submitting multiple quotations for the same bid is strictly forbidden and subject to verification; offenders may be disqualified or placed on procurement hold.

Performance Security: The successful bidder must furnish a performance guarantee (bank guarantee or cashier’s cheque) within 30 days of contract award to secure the agreement.

Minimum Qualifying Score: Bidders must achieve at least 70 points in the technical/functionality phase to proceed to price evaluation. Offers falling below this threshold are deemed non-responsive.