Tender Summary

This tender seeks to appoint a service provider for the maintenance, cleaning of grounds and gardens for a 6-month period. The procurement is for a KwaZulu-Natal Department of Health facility and is subject to South African preferential procurement legislation, the General Conditions of Contract and any applicable Special Conditions of Contract.

Objectives

• To appoint a competent and compliant service provider for ground and garden maintenance.
• To ensure that the facility’s outdoor areas are kept clean, neat, safe and presentable.
• To obtain value for money through a competitive quotation process.
• To comply with the Preferential Procurement Policy Framework Act and related regulations.

Scope

• Service required: Maintenance and cleaning of grounds and gardens.
• Contract period: 6 months.
• Quotation value: This is a standard quotation process for requirements up to R1,000,000.
• Quotation validity: 90 days.
• Closing time: 11:00 on the advertised closing date. Late quotations will not be accepted.
• Contractors must price the required items using the official price schedules.

The tender extract does not contain a full technical schedule or detailed work specification. The overall task is to maintain and clean gardens and outdoor areas, including general care of planted areas, lawns, walkways and grounds.

Technical Requirements

• Quotations must be submitted strictly on the official forms and must not be retyped.
• The official price page must be completed with item quantities, descriptions, unit measures, brand/model information where applicable, and total prices.
• VAT at 15% must be included if the bidder is a VAT vendor.
• Bidders must indicate whether the offer complies with the specification, whether the price is firm, and whether the service or product complies with applicable SANS/SABS standards.
• The delivery/service period must be stated on the price page.
• Bidders must be registered on the Central Supplier Database and be tax compliant. A SARS PIN, valid tax clearance or CSD validation may be required.
• The SBD 6.1 preference points claim form must be completed if preference points are claimed.
• The bidder must submit the required disclosure of interest forms, including any relationship with KZN Department of Health employees.
• A compulsory site inspection/briefing session may be required. Bidders who fail to attend that briefing session may be disqualified.
• The department may inspect, test or analyse services/goods to confirm compliance. Failure and replacement happen at the supplier’s risk if requirements are not met.

Skills and Eligibility Requirements

• The bidder must be a legal entity or a person who can legally enter into a contract with the government.
• The bidder must have the capacity to perform similar grounds and gardening services, and be able to manage the work over the full 6-month period.
• The person signing the quotation must be authorised to bind the bidder contractually.
• Bidders must have adequate labour and suitable tools/equipment for garden and ground maintenance.
• The bidder must be able to comply with government procurement requirements, including tax matters, conflict of interest declarations and preference point claims.

Evaluation and Award Considerations

• The 80/20 preferential procurement system applies: 80 points for price and 20 points for specific goals.
• Specific goals must be confirmed and evidenced through the SBD 6.1 form.
• The Department is not obliged to accept the lowest or any quotation.
• The Department may negotiate with a supplier if a quoted price is not market-related.
• Penalties may apply for delayed performance, and the contract may be terminated for default or poor performance.

Brief Explanation of Key Terms

• GCC: The General Conditions of Contract is the South African standard contract framework applicable to government tenders.
• SCC: The Specialitions of Contract amendments or additions that apply to this specific quotation. If there is any conflict with the GF, the SCC usually takes precedence.
• CSD: The Central Provider Database for South African government suppliers and is used to verify company and tax compliance.
• SBD4: The disclosure form used to declare any close personal or business relationship with state employees.
• SBD6.1: The form used to claim preference points for specific procurement goals.
• Firm price: A price that remains fixed for the duration of the contract, unless official price adjustments are allowed.

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Tender Management

This tender seeks to appoint a service provider for the maintenance, cleaning of grounds and gardens for a 6-month period. The procurement is for a KwaZulu-Nat Department of Health facility and is subject to South African preferential procurement legislation, theeneral Conditions of Contract and applicable Special Conditions.

Objectives

• To ensure competent and compliant service for the 6-month contract.
• To keep the grounds and gardens clean, neat, safe and tidy.
• To obtain market-related and compliant procurement value for money.
• To comply with preferential procurement and government contract rules.

Scope

• Service required: Maintenance, cleaning of grounds and gardens.
• Contract period: 6 months.
• Quotation threshold: procurement up to R1,000,000.
• Quotation validity: 90 days.
• Closing time: 11:00 on the advertised date. Late quotations will not be accepted.

The extract does not include a fully detailed technical schedule, but the usual scope includes grass mowing, edging, planting bed care, weeding, sweeping, litter and leaf collection and the general cleanliness and hygiene of outdoor spaces.

Technical Requirements

• Quotations must be completed on the official standard quotation form, not a retyped form.
• The official price page must be completed correctly with item quantities, units, brand/model if necessary, total price and VAT where applicable.
• The quotation must include VAT at 15% if the bidder is a VAT vendor.
• Bidders must state whether the offer complies with the specification and whether the price is firm.
• Bidders must state the delivery/service period.
• The bidder must be registered on the Central Supplier Database and must comply with SARS tax requirements.
• All required disclosure forms, particularly declaration of interest forms, and the preference points claim form, must be fully completed.
• Failure to disclose any relationship with the KwaZulu-Natal Department of Health personnel may lead to declara disqualification.
• The Special Conditions may contain a compulsory site inspection or briefing session. Non-attendance may apply.
• The Department is entitled to inspect the services/goods. Non-compliant work may be rejected and replaced at bidder’s cost.

Skills and Eligibility Requirements

• The bidder must be a legally recognised entity or person eligible to sign a public sector contract.
• The bidder must be authorised to sign and commit to the contract.
• The bidder must be able to provide competent labour for grounds and garden maintenance.
• The bidder must have adequate equipment and operational capacity to complete the full 6-month contract.
• Tax, SDB registration, and legal standing must be in order.
• Bidders must be able to complete preference claim documentation and provide proof if requested.

Evaluation and Preference

• The 80/20 preferential point system applies.
• 80 points are allocated to price.
• 20 points are allocated to specific goals in the procurement process.
• The Department is not required to accept the lowest quotation.
• The value may negotiate with a bidder if a quoted price is considered excessive or not market-related.
• Penalty and termination clauses apply if performance is delayed or falls below the contract requirements.

Key Terms

• GCC: General Conditions of Contract. The standard contract used for South African tenders.
• SCC: Special Conditions of Contract. These extend or replace the GCC and will override if there is a conflict.
• CSD: Central Supplier Registry. The central register for government suppliers and tax status.
• SARS PIN: Tax identification number used to verify tax compliance.
• SBD4: Disclosure form about relationships with state employees.
• SDB Form: Preference point claim form under the Preferential Procurement Regulations 2022.
• Compulsory site inspection: Means the bidder must physically attend the site visit to inspect the area before submitting a quotation.