Ground maintenance services for mountain view housing development, mossel bay (3-Year contract)

Closing date: 13 November 2026 at 12:00

Compulsory briefing/site meeting: if specified in the advert, attendance is compulsory. Bids will not be accepted from bidders who did not attend. Bidders arriving or logging in 15 minutes or more after the advertised start will not be admitted or allowed to sign the attendance register, unless the chairperson and all other attending bidders consent after being informed of the delay beforehand. All bidders, including all partners of a joint venture, must attend. (Date, time and venue not stated in the document.)

Site or information meetings, where specified in the advert, are compulsory; bids will not be accepted from bidders who did not attend. Bidders arriving or logging in 15 minutes or more after the advertised start will not be admitted or allowed to sign the attendance register, unless the chairperson and all other attending bidders consent after being informed of the delay beforehand. All bidders, including all partners of a joint venture, must attend the compulsory site, information or online briefing meeting. (Date, time and venue not stated in the document.)

Specification enquiries:

• Contact: Mr Francois Nieuwoudt
• Telephone: (044) 606-5144
• Email: [email protected]

Document completion enquiries:

• Contact: Ms Juanita Schutte
• Telephone: (044) 606-5198
• Email: [email protected]

EFT banking details:

• Contact: [email protected]

Submission address:

Tender Box, Entrance of the Mossel Bay Town Hall

101 Marsh Street

Mossel Bay

Municipality address:

Mossel Bay Municipality

PO Box 25

Mossel Bay, 6500

Note: Bidders may not contact the Municipality on any matter relating to their bid between bid opening and contract award; additional information must be submitted in writing.

Submission method: sealed envelope, placed in the tender box at the Entrance of the Mossel Bay Town Hall, 101 Marsh Street, Mossel Bay, by not later than 12:00 on 13 November 2026. Tenders may also be posted to reach the Tender Box, Mossel Bay Municipality, Mossel Bay before the closing date and time. Envelopes must be endorsed clearly with the tender number, title and closing date. Faxed, e-mailed and late tenders will not be accepted under any circumstances.

Returnable documents (all must be completed, signed and submitted):

• MBD1: Bid for Requirements of the Municipality of Mossel Bay (cover page with bidder details).
• MBD4: Declaration of Interest — discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• MBD5: Declaration for Procurement Above R10 Million.
• MBD6.1: Preference Points Claim Form — claims B-BBEE and locality points under the PPPFA.
• MBD8: Declaration of Bidder's Past Supply Chain Management Practices.
• MBD9: Certificate of Independent Bid Determination — certifies no collusion and independent pricing.
• Section 5: Declaration — must be completed and signed by the authorised signatory; failure to do so disqualifies the bid.
• Section 6: Contract Form — to be signed by the successful bidder.
• Authorised Signatory: copy of the board/member/partner/trustee resolution authorising the signatory (not required for sole proprietors signing personally).
• Tax Compliance Status Pin printed from the SARS website (separate pin for each JV member).
• Valid and relevant Letter of Good Standing from the Compensation Commissioner (separate for each JV member).
• Municipal accounts of the bidder and its directors/members for the month preceding the closing date, or current lease agreement, or affidavits where no property is owned or bidder resides outside South Africa.
• Proof of B-BBEE status level and proof of locality (as per B-BBEE section).
• Proof of vehicles offered for functionality evaluation (ownership or lease intention).
• Joint venture agreement, profit/liability sharing agreement, and JV board resolution (if applicable).

Disqualification risks:

• Tender documents may not be retyped; retyped documents disqualify the bid.
• Material pages omitted from the tender document may disqualify the bid.
• Unauthorised alterations to the tender document automatically disqualify the bid.
• Bids not supported by a Tax Compliance Status Pin or Letter of Good Standing may be disqualified if not obtained within a specified period.
• Bidders or directors in arrears with municipal rates and taxes for more than three months without a settlement arrangement before the closing date will be unsuccessful.
• Bids scoring less than 40 out of 55 on functionality are non-responsive and not evaluated on price.
• Bidders who do not attend a compulsory site/information meeting (if specified in the advert) will not be accepted.

Documents that must accompany the bid: (a) Tax Compliance Status Pin printed from the SARS website — a separate pin for each member of a consortium/joint venture; (b) CIDB registration number where applicable; (c) municipal accounts of the bidder and its directors/members for the month preceding the closing date, or the current lease agreement, or affidavits where no property is owned or the bidder resides outside South Africa; (d) a copy of the board/member/partner/trustee resolution authorising the signatory to submit the bid (not required for a sole proprietor signing personally); (e) a valid and relevant Letter of Good Standing from the Compensation Commissioner, separately for each JV member; (f) the joint venture agreement, including profit and liability sharing, plus individual SARS tax pins and a JV board resolution; (g) proof of B-BBEE status level and proof of locality as set out under the B-BBEE section; (h) proof of vehicles offered for the functionality evaluation. Section 5: Declaration must be completed and signed and returned, failing which the bid is disqualified.

Evaluation stages:

1. Functionality pre-evaluation (minimum qualifying score: 40 out of 55 points). Bids scoring less than 40 are non-responsive and not evaluated on price.

• Company (or JV) experience in waste management including collection and disposal of refuse — 30 points.
• References related to waste management including collection and disposal of refuse — 15 points.
• Vehicle — 10 points.

No information or documentary proof relating to functionality will be requested after closure of the tender.

2. Responsive bids are evaluated on the 80/20 or 90/10 Preference Points System. A maximum of 20 points (80/20) or 10 points (90/10) is allocated for specific goals.

• 50% of the 20/10 points is allocated in terms of the bidder's B-BBEE scorecard.
• 50% of the 20/10 points is allocated for the bidder's locality.

Reference scoring (Criterion 2): a maximum of 15 points awarded at the sole discretion of the Municipality's Bid Evaluation Committee, based on the reference's responses on grass cutting and deforestation/alien vegetation control or gardening, completion within the contractual time frame, completion within the contract amount, and general satisfaction with performance.

Vehicle criterion: a maximum of 10 points based on information provided, distinguishing between vehicles immediately available and vehicles to be hired if awarded; proof must be submitted with the tender, failing which no points are awarded.

Joint ventures: for functionality evaluation, the rating of the leading partner is used. The leading partner is determined by shareholding regarding liability as per the JV agreement. At least one project leader must be an employee of the leading partner.

Scope: Ground maintenance at Mountain View Municipal Development (Mountain View Housing Development), Mossel Bay, for a period of three years from 1 July 2027 to 30 June 2030. Services are carried out as and when instructed by the Municipality, currently approximately once every three months.

Services required each time instructed:

• Grass cutting: all grass must be cut in the first week of every month; grass cuttings removed daily and not left inside Mountain View; areas cleaned of rubbish/stones; bulky waste broken down and removed; litter picked up and removed.
• Maintenance of municipal gardens and play park areas: cleaned and maintained by the 15th of every month; weeds removed; soil hoed; plant beds neat; plants pruned when necessary; areas cleaned of rubbish/stones; bulky waste broken down and removed; litter removed.
• Maintaining the berm alongside the fence on Louis Fourie side: grass cut in the first week of every month; plants and shrubs maintained by the 3rd week of each month; plant beds neat with no plants growing over into the road; plants/shrubs pruned when necessary; berm cleaned of rubbish/stones; weeds removed; bulky waste broken down and removed; litter removed.
• Maintaining the main playpark area: grass cut in the first week of every month and the rest completed by the second week of each month; plants/shrubs pruned so the playground is always visible from the road; playpark cleaned of rubbish/stones; weeds removed; bulky waste broken down and removed; litter removed.
• General tasks: spraying of herbicide/weed control (when required); pruning of trees (when required).

Resources and responsibilities:

• Minimum of 5 workers required on site daily until the month's work is completed.
• The Municipality will not supply tools, equipment, herbicide backpacks, machinery, warning signs, safety nets, PPE, black bags or green bags. The contractor must provide all necessary items.
• The Municipality will provide the required herbicide; the service provider must collect it from the Municipality and apply it correctly.
• The contractor must have access to a suitable LDV (bakkie or equivalent) for removing grass cuttings and waste daily.
• The contractor must have access to at least two brush cutters and two spare brush cutters.
• The bidder must have sound knowledge of and comply with: applicable labour and industrial relations legislation, the Occupational Health and Safety Act and regulations, applicable waste management requirements, the geography of the greater Mossel Bay area, applicable Covid-19 regulations, and the National Road Traffic Act and regulations.
• The bidder is responsible for: maintaining all PPE and tools in safe working condition; visiting the site and providing guidance to workers regularly; handling and following up on queries with written feedback to the Municipality; and all employee and third-party claims arising from the work.
• Work must commence not later than 08h00 on the identified working day, including a full eight-hour working shift per day, excluding lunch and tea times.
• The bidder can be an individual or a business.

The contractor must execute the ground maintenance service as and when instructed by the Municipality, currently approximately once every three months. Work must commence not later than 08h00 on the identified working day, including a full eight-hour working shift per day, excluding lunch and tea times. A minimum of 5 workers must be on site daily until the month's work is completed. The contractor must visit the site and provide guidance to workers on a regular basis, and handle and follow up on queries with written feedback to the Municipality in a timeous manner. The bidder must have strong organisational vision, initiative and self-motivation.

Company (or JV) experience in grass cutting and deforestation/alien vegetation control or gardening — maximum 30 points.

• A minimum of 6 months but up to 1 year's total relevant experience: 10 points.
• More than 1 year, but up to 2 years total relevant experience: 20 points.
• More than 2 years total relevant experience: 30 points.

Points are awarded at the sole discretion of the Municipality's Bid Evaluation Committee based on information provided. Bidders must submit sufficient information and documentary proof of experience by means of reference letters. Points are only awarded for relevant and completed experience obtained for the whole of this tender's scope, not parts thereof. If no information is provided, no points are awarded.

References related to experience — maximum 15 points.

• Bidders must submit three questionnaires (Attachment A) completed and signed by references, current/most recent, relevant and related to the experience submitted, not older than five years.
• 5 points are awarded for each questionnaire that is positive and relevant to the scope of works, subject to the final discretion of the Bid Evaluation Committee.
• If references are unable to validate, verify or provide additional information, no points are awarded for that reference.
• If no questionnaires are attached, no points are awarded.

Project leaders: If applicable, at least one project leader must be an employee of the leading partner of the consortium or joint venture. Designated project leaders may not be changed without the prior approval of the accounting officer or his/her nominated person once the bid is awarded.

Key performance indicators, measured after each order, are: delivery time frame (target 100% achievement), supplied in terms of specifications (target 100% achievement), and service quality rating (target 100% achievement).

Inspections: The bidder's premises shall be open at all reasonable hours for inspection by a representative of the purchaser. If inspections show goods/services comply with contract requirements, the cost of inspections is defrayed by the purchaser; if they do not comply, the cost is defrayed by the supplier. Goods/services that do not comply may be rejected. Rejected goods are held at the cost and risk of the supplier, who must remove them immediately and substitute compliant goods; failing which the purchaser may purchase substitute goods at the supplier's expense.

Vehicle inspection: Vehicles offered for functionality must be available for inspection at any time. Roadworthy tests may be requested if the vehicle is not in satisfactory condition.

Pricing instructions:

• A rate, sum, percentage fee and/or price must be entered against each item in the pricing schedule. An item with no price is considered a no offer and will not be evaluated.
• Prices must be fully inclusive of VAT and all costs to execute the project, covering all general risks, liabilities, obligations, overhead charges and profit.
• Quantities given in the pricing schedule are provisional and do not necessarily represent the actual amount of work; payment is based on quantities accepted and certified for payment.
• All rates, sums, percentage fees and prices are final and binding and not subject to variation throughout the contract period.
• Only firm pricing will be accepted; non-firm prices (including prices subject to rates of exchange variations) will not be considered. Prices for years two and three should include annual escalations.
• The bid will be evaluated on the total cost of the contract: price per month multiplied by the months of the contract period.
• Guideline tariffs of fees or indicative time-based fee rates are gazetted annually for comparison.

Pricing format:

• Prices must be entered against each item in the pricing schedule; an item with no price is considered a no offer and will not be evaluated.
• Prices must be fully inclusive of VAT and all costs to execute the project.
• Only firm pricing will be accepted; non-firm prices (including prices subject to rates of exchange variations) will not be considered.
• Prices for years two and three should include annual escalations.
• The bid will be evaluated on the total cost of the contract: price per month multiplied by the months of the contract period.
• Quantities given in the pricing schedule are provisional; payment is based on quantities accepted and certified for payment.

Insurance:

• Proof of public liability insurance for a minimum cover of R3 000 000 (three million rand) must be submitted within five working days after the final award of contract. The cost of this insurance must be included in the tender price. The cover must remain valid for the duration of the contract, and proof of continued cover must be provided to the Parks Department.

Payment:

• Invoices for services rendered must be submitted within 2 working days of the closing of the service period.
• Payment is made within 30 days after receipt of an official invoice or statement and satisfactory completion of the work.
• Copies of all invoices must be submitted to the Parks Department.

Performance security:

• Within 30 days of notification of contract award, the successful bidder must furnish performance security in the amount specified in the SCC (amount not stated in the document).

Other:

• The successful bidder is liable for all duties and costs on legal documents and for sureties and retentions.
• The Municipality may negotiate with the successful bidder to limit the work if tender prices exceed available funds.

Central Supplier Database (CSD):

• Registration on the CSD is mandatory. Bidders not yet registered must register without delay; the Municipality reserves the right not to award tenders to bidders not registered on the Database.

Tax compliance:

• A Tax Compliance Status Pin printed from the SARS website must accompany the bid. In the case of a consortium/joint venture, every member must submit a separate pin. The Municipality will verify the pin on the SARS website. If the pin cannot be obtained within a specified period, the bid will be disqualified.

B-bbee:

• Proof of B-BBEE status level of contributor is required to claim preference points. Acceptable evidence: a sworn affidavit as prescribed by the B-BBEE Codes of Good Practice, or a certificate issued by a SANAS-accredited verification agency, an accounting officer/registered auditor, or an IRBA-approved registered auditor. The certificate must be an original or certified copy and contain the prescribed details (identity and location of the measured entity, registration and VAT numbers, issue and expiry dates, scorecard applied, verification agency identity, B-BBEE status level obtained).
• Of the 20/10 preference points for specific goals, 50% is allocated in terms of the bidder's B-BBEE scorecard.

Locality:

• 50% of the 20/10 preference points is allocated for locality. Points under the 80/20 system: 10 points for enterprises within the Mossel Bay municipal area, 6 points within the Garden Route District region, 4 points within the Western Cape Province and other provinces. Under the 90/10 system: 5, 3 and 2 points respectively. Only one locality category that best describes the enterprise may be awarded.
• To claim locality points, bidders must submit the municipal account for the bidder's address, or, if the address is not in the bidder's name, the latest lease agreement or a sworn affidavit from the registered owner confirming occupancy. The business address must have been established prior to the advertisement date, and only fully operational business premises qualify — vacant erven, storage units and postal addresses do not.

Municipal rates and taxes:

• A copy of the bidder's and its directors'/members' municipal accounts for the month preceding the closing date must accompany the bid. If the bidder or its directors are in arrears for more than three months without a settlement arrangement before the closing date, the bid will be unsuccessful. If premises are rented, the current lease agreement must be submitted; if the bidder does not own property, affidavits from the bidder and the property owner must be submitted. If the bidder or its directors live outside South Africa, an affidavit by the company must be submitted.

Compensation Commissioner:

• A valid and relevant Letter of Good Standing from the Compensation Commissioner must accompany the bid. In the case of a consortium/joint venture, every member must submit a separate letter. If the letter expires during the contract period, a valid certificate must be submitted within an agreed time.

CIDB:

• Where applicable, the bidder's CIDB registration number must be included with the tender. The Municipality will verify the CIDB registration during evaluation. (No specific CIDB grade is stated.)

Authorised signatory:

• A copy of the recorded resolution taken by the Board of Directors, members, partners or trustees authorising the representative to submit the bid must be attached. A bid is eligible only if it bears the signature of the bidder or a duly authorised person. Sole proprietors signing personally do not need this documentation.

Joint ventures:

• The joint venture agreement must be submitted as part of the bid documents. No amendments may be made without the Municipality's prior approval. All members must submit: a valid SARS tax pin individually, an agreement providing clarity on profit and liability sharing, and a resolution taken by the board of directors of the JV. JVs qualify for B-BBEE points only if the certificate is issued in the name of the JV. Locality points are based on the address of the Lead Partner as per the JV agreement; if the division is 50/50, points are allocated according to the closest address.

Of the 20/10 preference points for specific goals, 50% is allocated in terms of the bidder's B-BBEE scorecard and 50% for the bidder's locality. Proof of B-BBEE status level of contributor: a sworn affidavit as prescribed by the B-BBEE Codes of Good Practice, or a certificate issued by a SANAS-accredited verification agency, an accounting officer/registered auditor, or an IRBA-approved registered auditor, containing the prescribed certificate details (identity and location of the measured entity, registration and VAT numbers, issue and expiry dates, scorecard applied, verification agency identity, B-BBEE status level obtained), and being an original or certified copy. Locality points: under the 80/20 system — 10 points for enterprises within the Mossel Bay municipal area, 6 points within the Garden Route District region, 4 points within the Western Cape Province and other provinces; under the 90/10 system — 5, 3 and 2 points respectively. Only one locality category that best describes the enterprise may be awarded. To claim locality points bidders must submit the municipal account for the bidder's address, or, if the address is not in the bidder's name, the latest lease agreement or a sworn affidavit from the registered owner confirming occupancy; the business address must have been established prior to the advertisement date, and only fully operational business premises qualify — vacant erven, storage units and postal addresses do not.

Occupational Health and Safety (OHS) specifications form part of this tender document (Section 6, page 58) and apply to the execution of the ground maintenance service.

The scope includes waste management requirements: all grass cuttings must be removed daily and not left inside Mountain View; areas must be cleaned of rubbish, stones and scattered items; bulky waste (tree branches, chairs, etc.) must be broken down into smaller pieces and removed; all litter must be picked up and removed. The bidder must have sound knowledge of and comply with applicable waste management requirements. Spraying of herbicide/weed control is required when instructed, using herbicide provided by the Municipality.

The General Conditions of Contract (GCC) published on the National Treasury website apply, together with the Special Conditions of Contract (SCC); where the two conflict, the SCC prevails. The successful bidder signs the agreement in Section 6, which concludes the contract, and the Municipality may additionally require a Service Level Agreement. The Contractor may not subcontract the whole contract and may not subcontract any part without the Municipality's prior written consent; consent does not create a contract between the Municipality and the subcontractor and does not relieve the Contractor of liability for subcontractors' acts and defaults. The Municipality may negotiate extension or expansion of the contract should additional funds become available. The successful bidder is liable for all duties and costs on legal documents and for sureties and retentions. Where a contract was awarded on incorrect information furnished by the bidder, the Municipality may recover all costs, losses or damages incurred. Bids may be rejected where the bidder or its directors abused the Municipality's supply chain management system, influenced or attempted to influence an official or councillor, or offered any reward, gift, favour, hospitality or other benefit improperly in this or any past tender. The contract is compiled in English and the English versions of all referred documents apply.

Non- or poor performance of service providers is dealt with in terms of Section 43 of the Mossel Bay Municipality's Supply Chain Management Policy. A preferred and an alternative bidder may be appointed depending on responsiveness: the preferred bidder must confirm in writing within 48 hours of receipt of the order that the required services can be delivered, failing which the order is cancelled and the first alternative bidder is used; the first alternative bidder must likewise confirm within 48 hours, failing which three quotations and/or another relevant procurement process will be followed. Any price increase must be well motivated with written proof from all manufacturers and is subject to approval of the Director: Community Services; written notification must be provided before the 15th of the month for implementation on the 1st of the following month. Invoices for services rendered must be submitted within 2 working days of the closing of the service period; payment is made within 30 days after receipt of an official invoice or statement and satisfactory completion of the work, with copies of all invoices submitted to the Parks Department. Delivery of the service must commence on the first workday of every month at the Mountain View site. The Accounting Officer or his delegate may negotiate the final terms of the contract with the preferred bidder in terms of Section 25 of the Municipality's Supply Chain Management Policy. The service provider must have access to at least two brush cutters and two spare brush cutters. Key performance indicators, measured after each order, are: delivery time frame (target 100% achievement), supplied in terms of specifications (target 100% achievement), and service quality rating (target 100% achievement).

Bidders not yet registered on the Central Supplier Database must register without delay on the prescribed form; the Municipality reserves the right not to award tenders to bidders who are not registered on the Database. The original bid document must be fully completed, signed in black ink by the authorised signatory, and returned in full; documents may not be retyped, material pages may not be omitted, and unauthorised alterations will disqualify the bid. The tender document issued by the Municipality's Supply Chain Management Section prevails over the bidder's completed version in the event of inconsistency.

Bids are pre-evaluated on functionality and bids scoring less than 40 out of 55 points are regarded as non-responsive and are not evaluated on price. Functionality criteria and weights: (1) company (or JV) experience in waste management including collection and disposal of refuse — 30 points; (2) references related to waste management including collection and disposal of refuse — 15 points; (3) vehicle — 10 points. Reference scoring: a maximum of 15 points awarded at the sole discretion of the Municipality's Bid Evaluation Committee, based on the reference's responses on grass cutting and deforestation/alien vegetation control or gardening, completion within the contractual time frame, completion within the contract amount, and general satisfaction with performance. Vehicle criterion: a maximum of 10 points based on information provided, distinguishing between vehicles immediately available and vehicles to be hired if awarded; proof must be submitted with the tender, failing which no points are awarded. Responsive bids are evaluated on the 80/20 or 90/10 Preference Points System, with a maximum of 20 points (80/20) or 10 points (90/10) allocated for specific goals. No information or documentary proof relating to functionality will be requested after closure of the tender. Where a joint venture is evaluated, the rating of the leading partner is used.