Objectives

The primary objective of this tender is to appoint a qualified service provider to render garden maintenance services at the Free State Deeds Registry for a period of 36 months. The aim is to ensure the upkeep, cleanliness, and proper management of the garden areas in accordance with specified standards and requirements.

Scope

The scope of work includes comprehensive garden maintenance activities such as:

• Mowing lawns weekly in summer and bi-monthly in winter, with grass cuttings removed and disposed of appropriately.
• Fertilization of lawns and garden areas quarterly, using approved fertilizers, applied in the presence of an official.
• Watering all lawn areas with a minimum of 25mm, utilizing the existing irrigation system or manual watering if system failure occurs.
• Weed and pest control through hand weeding and application of approved herbicides.
• Maintenance of shrubs and ground cover areas including cultivation, weeding, pruning, fertilization, and replanting where necessary.
• Removal of leaf litter and garden refuse daily, ensuring no stockpiles are left overnight.
• Monitoring and maintaining irrigation systems, creating water basins, and ensuring proper functioning.
• Provision and maintenance of machinery and tools, including replacement of faulty equipment.
• Provision of protective clothing and uniforms for staff, ensuring compliance with safety standards.

Technical Requirements

The technical requirements include:

• Compliance with South African National Standards (SANS) and Occupational Health and Safety Act (COIDA).
• Provision of all gardening materials, chemicals, and equipment, which must be of good quality and approved.
• Adherence to specified work schedules, task descriptions, and milestones.
• Implementation of health and safety protocols, including cooperation with health inspectors.
• Provision of personnel with relevant skills, experience, and training in garden maintenance.
• Regular reporting on work performed and maintenance activities.
• Insurance coverage of at least R1,000,000 for public liability.
• Sub-contracting only with prior approval and ensuring compliance across all parties involved.

Skills Requirements

The successful bidder must demonstrate:

• Company experience in managing garden maintenance services over the last 10 years, supported by testimonials and references.
• Qualified supervisory personnel with at least 3-4 years of relevant experience, supported by CVs detailing skills and expertise.
• Staff trained in health and safety, chemical handling, and equipment operation, with certificates from accredited institutions.
• Ability to develop and implement a comprehensive work methodology, including task scheduling, contingency planning, and customer service standards.
• Provision of protective clothing and uniforms for all personnel, clearly marked with the company logo.
• Capacity to supply, maintain, and operate all machinery and tools required for the scope of work.
• Ability to monitor and report on service delivery through monthly management reports.