Objectives

The primary objective is to appoint a qualified service provider to inspect, repair, and maintain thatch roofs at two designated structures within the Pretoria National Botanical Garden: the Milkplum Conference Centre and the Education Centre. The appointment aims to restore roofing integrity, ensure structural safety, comply with national thatching standards, mitigate fire hazards, and provide long-term performance guarantees.

Scope of Work

• Milkplum Conference Centre: Strip approximately 700 m² of existing thatch; inspect and guarantee the load-bearing capacity of the underlying pole framework; install a Cape Reed or ceiling grass underlayer; apply 220 mm Hyparrhenia hirta thatching grass with traditional ridging; secure with chicken wire mesh; treat with certified fire retardant; and responsibly dispose of all removed vegetation.
• Education Centre: Strip and re-thatch valley sections (25 m² per side); install new thatching grass following standard practices to prevent future leakage; secure with appropriate mesh and ridging; issue a one-year workmanship guarantee.
• General Requirements: Conduct a mandatory pre-bid site inspection; execute all works per prescribed specifications; provide a detailed cost breakdown; and manage all waste removal and site cleanup.

Technical Requirements

• All thatching must strictly adhere to SANS Good Thatching Practice, including a mandatory 100 mm spacing between twines to ensure tensile strength and weather resistance.
• Use of specified materials: Cape Reed/ceiling grass base, 220 mm Hyparrhenia hirta top layer, and chicken wire mesh reinforcement.
• Application of a SABS-approved fire retardant with issuance of a three-year chemical treatment guarantee.
• Provider must issue a one-year workmanship guarantee covering both structures.
• Bidders must submit comprehensive documentation, including SBD forms, Central Supplier Database (CSD) registration, Compensation for Occupational Injuries and Diseases Act (COIDA) compliance letter, public liability insurance, briefing attendance certificate, and a detailed project methodology with weekly milestones.
• Evaluation follows an 80/20 preference point system: 80 points allocated to price competitiveness and 20 points to socio-economic transformation goals (historically disadvantaged ownership by race, gender, or disability).
• A minimum functionality score of 70 out of 100 is required to proceed to financial evaluation.

Skills & Personnel Requirements

• Deployment of at least three full-time key personnel on-site throughout the project duration: Contracts Manager, Site Agent, and Occupational Health and Safety (OHS) Officer/Manager.
• Each proposed individual must submit a curriculum vitae demonstrating prior experience in similar roofing/thatching projects, total industry tenure, and relevant certifications or professional registrations.
• Combined team experience should exceed five years, with higher scoring awarded for extensive track records.
• Proven expertise in traditional thatch construction, structural timber assessment, fireproofing application, and safe waste management is essential.
• If subcontractors are utilised, bidders must disclose their roles, response times, and dispatch protocols.

Key Terminology & Special Conditions

• SANS Good Thatching Practice: The South African National Standard governing the design, installation, and maintenance of natural fibre thatch roofs, ensuring durability, safety, and compliance.
• Hyparrhenia hirta: Indigenous South African grass species specifically cultivated and harvested for high-quality thatch roofing due to its length, flexibility, and weather resistance.
• 80/20 Preference Point System: A government procurement scoring model where 80% of evaluation weight is given to the lowest compliant price, and 20% is awarded based on verified Broad-Based Black Economic Empowerment (B-BBEE) status targeting historically disadvantaged groups.
• CSD & COIDA Compliance: Mandatory registration with the Central Supplier Database for vendor verification and submission of a Department of Labour letter confirming employer registration under the compensation fund for workplace injuries.