Tender Summary: Philippolis Magistrate Office Garden Maintenance

Objectives

The primary objective is to appoint a qualified service provider to deliver comprehensive garden maintenance and routine landscaping at the Philippolis Magistrate Office. The contract runs for 36 months, commencing in January 2027 or earlier, with the goal of maintaining safe, aesthetically pleasing, and fully compliant outdoor grounds throughout the contract period.

Scope of Work

The contractor will manage all horticultural and cleaning activities across approximately 1,400 square metres of garden, gravel, and paved terrain. Core responsibilities include:

• Lawn maintenance: Weekly summer and monthly winter mowing, mechanical edging, and continuous weed eradication.
• Plant care: Pruning, cultivation, mulching, and irrigation of shrubs, roses, perennials, tuberous plants, and trees.
• Site cleanliness: Daily collection of green waste, litter, and rubbish; weekly removal to a designated central point.
• Paving & infrastructure: Sweeping roads, footpaths, stormwater canals, and paved areas; keeping edges clear of encroaching vegetation.
• Pest & fire management: Monitoring pests and applying approved organic pesticides upon instruction; clearing fire belts to a 3-metre width in May.
• EPWP compliance: Implementing labour-intensive methods and prioritising recruitment of local, unskilled workers from designated demographic groups.

Technical Requirements

Bidders must meet stringent operational, horticultural, and regulatory standards:

• Machinery & Equipment: Supply and maintain an electric lawnmower (≥3000W), electric edge trimmer (≥1200W), steel hand tools (forks, spades, rakes, secateurs), hoses, sprinklers, wheelbarrows, hard brooms, compost/mulch, and refuse bags.
• Horticultural Specifications: Mow lawns to exactly 30mm; edges to 50mm; veld grass between 100–200mm. Apply prescribed fertilisers (e.g., 3:2:2, 2:3:2, LAN, 3:1:5, 8:1:5) at exact rates and seasonal intervals. Maintain a consistent 50mm organic mulch layer in planting beds.
• Water Management: Deliver minimum 25mm water weekly in summer and monthly in winter. Inspect electronic irrigation controls and spray heads monthly; repair networks using department-supplied materials.
• Safety & Regulatory Compliance: Provide SABS-approved PPE (branded overalls, safety footwear, water boots). Comply with the Occupational Health and Safety Act, Compensation for Occupational Injuries and Diseases Act (COIDA), Basic Conditions of Employment Act, and UIF regulations. Submit valid COIDA registration or letter of good standing before site handover.
• Administration & Reporting: Conduct monthly site inspections, submit original inspection sheets, attendance registers, payroll proofs, and monthly invoices within 21 days of month-end. Prices must be fixed for the full 36-month term, inclusive of VAT and annual labour rate escalations.
• Security & Risk: Pass mandatory security clearance screening. Accept that a failed departmental risk assessment renders the bid non-responsive.

Skills & Personnel Requirements

• Proficiency in approved horticultural practices, including precise mowing, pruning, fertilisation scheduling, irrigation operation, and integrated pest management.
• Competence in safely operating, maintaining, and troubleshooting specified electrical and manual gardening equipment.
• Working knowledge of South African labour legislation, minimum wage determinations, and EPWP recruitment guidelines targeting historically disadvantaged groups.
• Health and safety management skills, including hazard identification, risk assessments, incident reporting, and basic first aid preparedness.
• Strong administrative and record-keeping abilities to accurately complete monthly compliance registers, service level agreements, and financial documentation.

Key Terms Explained

• EPWP (Expanded Public Works Programme): A government framework requiring public service contracts to prioritise labour-intensive delivery, create temporary employment opportunities, and ensure fair wages and safe working conditions, particularly for local and vulnerable communities.
• COIDA: Legislation mandating that employers register with the Compensation Commissioner to provide statutory coverage for employees suffering work-related injuries, occupational diseases, or death.
• 80/20 Preference System: A procurement evaluation model where up to 80 points are allocated for competitive pricing and up to 20 points for specific socio-economic goals (e.g., black ownership, local municipality presence, female/youth/disability ownership), applied under the Preferential Procurement Policy Framework Act.