RFQ: gardening and waste management services for iziko museums (6-Month contract)

Submission and general enquiries: Kagiso Themba, Supply Chain Management, Iziko Museums of South Africa. Email: [email protected] or [email protected]. Phone: 021 481 3917. Technical enquiries: Email [email protected], [email protected], or [email protected]. Address: 25 Queen Victoria Street, Cape Town, 8001.

Submit quotes/proposals and all accompanying documentation via email to: Kagiso Themba ([email protected]) or [email protected]. Technical enquiries must be emailed to: [email protected], [email protected], or [email protected]. Ensure complete documents are received by Iziko by 19 June 2026 at 11:00am. Do not alter the tender document except for filling in bidder details and price—any other changes will result in automatic disqualification. Required returnable documents: Signed RFQ document, SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), CSD report, valid B-BBEE certificate or sworn affidavit, detailed pricing structure on company letterhead, and Letters of Appointment (LOAs) with close-out letters for track record evidence. Failure to submit any administrative document may lead to disqualification.

Evaluation uses the 80/20 preference point system: 80 points for price (lowest acceptable tender scores highest) and 20 points for specific goals. Mandatory requirements: Registered on Central Supplier Database (CSD), valid B-BBEE certificate (or sworn affidavit), tax compliance, no listing on Register of Tender Defaulters or Restricted Suppliers, no fraud/corruption convictions in past 5 years, and no conflicts of interest. Preferential points: B-BBEE Level (50%+ black ownership = 20 points; <50% = 10 points; 0% = 0 points). Functional evaluation (minimum 60 points required): Track record (50 points max: 5+ LOAs with close-out letters = 50 points; 4 = 40 points; 3 = 30 points; 2 = 20 points; 1 = 10 points; 0 = 0 points). Key personnel experience (50 points max: 10+ years in gardening services = 50 points; 5–10 years = 40 points; 3–5 years = 30 points; 2–3 years = 20 points; 1 year = 10 points; 0 or irrelevant = 0 points). Disqualifiers: Late or incomplete submissions, non-compliant tax/CSD status, false declarations (e.g., SBD 4 form), collusive bidding, or prior involvement in specification drafting.

Scope: Provide high-quality gardening and waste management services at various Iziko Museums of South Africa sites for 6 months. Objective: Maintain cleanliness, improve gardening conditions, and ensure compliance with occupational health and safety legislation. Schedule: Monday–Friday, 07:00–16:00. Services include: (a) External: Hard surfaces, lawn areas, trees (felling/trimming as required), flower beds, terraces, pavements, procurement of plants/flowers as required, and additional reliable vehicles with legal carrying capacity. (b) Mowing: Weekly in summer, as needed in winter; staff must wear protective wear; cutting/edging lawns; trimming hedges/branches/trees; cultivating beds; removing grass cuttings/branches; supplying fuel and machinery maintenance. (c) Weeding: Remove weeds from pavements, flower beds, and driveways; use approved herbicides per manufacturer instructions. (d) Spraying/Fertilizing: Spray hard surfaces/weeds twice monthly; preventative control on lawns; supply fertilizer (twice/year) and lawn dressing. (e) General Plant Care: Continuous weeding; pruning/hedge trimming (fortnightly); follow sound horticultural practices. (f) Trees/Scrubs: Tree felling, shaping, and debris removal using chainsaws; adhere to good tree care practices. (g) Dumping: Daily litter collection; remove gardening debris to authorised dumping sites. (h) Watering/Irrigation: Hand watering as needed; repair and maintain irrigation systems. (i) Additional: Supply garden tools; pavement cleaning; annual composition; fence weed cutting. Consumables: Round-up weed poison, two-stroke oil, petrol, dirt removal, black bags, fertilizer, irrigation, machinery maintenance, summer/winter annuals. Employee remuneration: Must comply with Government Gazette rates; payment monthly. Contractor must replace staff on leave to maintain agreed staffing levels.

Pricing: Submit a monthly rate (inclusive of labour and VAT) for gardening services across all sites. Include a formal detailed quotation with a full cost breakdown (VAT, disbursements, escalations). Payment terms: Based on deliverables; only for satisfactorily completed work with approved invoices by the Project Manager. Offer validity: 60 days from bid closing date. No price variations allowed post-award.

Mandatory documents: Central Supplier Database (CSD) report with supplier number and company details (www.csd.gov.za). Valid B-BBEE certificate or sworn affidavit (B-BBEE status level of contribution required). Signed SBD 4 (Bidder’s Disclosure) and SBD 6.1 (Preference Points Claim Form). Tax compliance: Non-compliant tax status may lead to disqualification. Disqualification risks: Incomplete/incorrect bid documents, late submission, supplier listed on Register of Tender Defaulters or List of Restricted Suppliers, conflicts of interest (state employment, relationships with procuring institution staff), or false declarations. Employee remuneration must align with Government Gazette rates; non-compliance may result in disqualification.