Gardening & grounds maintenance services – SENTECH cape town tender (3 years)

Department: Supply Chain Management

(No named contact, email, or telephone provided in the document.)

Returnable documents:

• SBD 4 (Bidder's Disclosure): certifies the bidder has no state-employed directors/shareholders, no relationships with Sentech employees, no interest in related enterprises bidding, and that the bid is independent and non-collusive. A false declaration disqualifies the bid.

Disqualification risks:

• The bidder being listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• The bid price or terms being disclosed to competitors before bid opening or contract award.
• The bidder having consulted or arranged with competitors on pricing, specifications, or bid decisions.
• The bidder having consulted with Sentech officials on the bid, except for authorised clarifications.
• The bidder having been involved in drafting the specifications or terms of reference.

The document only contains the SBD 4 declaration. Evaluation criteria are not described in the provided text.

Not described in the provided text. The document is limited to the SBD 4 disclosure form.

The bidder must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

The available document consists solely of SBD 4 (Bidder's Disclosure) forms. No additional scope description is provided.

Department: Supply Chain Management

Returnable documents:

• SBD 4 (Bidder's Disclosure): declares any connection between the bidder or its principals and the state or the procuring institution, and any interest in related enterprises. A false or incomplete disclosure disqualifies the bid.

Disqualification risks:

• The bidder or any principal listed on the Register for Tender Defaulters or the List of Restricted Suppliers is automatically disqualified.
• Collusive bidding, prohibited disclosure of the bid's terms to competitors, or unauthorised contact with procuring officials during the process can lead to disqualification and referral to the Competition Commission or the NPA.

Minimum requirement: the bidder must complete and sign SBD 4. Bidders on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified. No other evaluation criteria (such as scoring split or minimum qualifying score) are stated in the available document.

No technical specifications are provided in the available document. The tender is for gardening and grounds maintenance services at Sentech's Cape Town offices.

Closing date: 27 November 2026 at 12h00

Briefing session: 13 November 2026 at 10:00, 39b Silwerboom Avenue, Cape Town (attendance not clearly stated as compulsory, but site inspection is required)

Validity period: 90 days

Quotations contact:

• Name: Zanele Zulu
• Role: Administrator
• Email: [email protected]
• Telephone: 011 471 4000

Submission address (email): [email protected]

Site address: Sentech Cape Town Offices, 39b Silwerboom Avenue, Cape Town

Submission method: email

Submission email: [email protected]

Closing time: 12h00 on 27 November 2026

Quotations must be on company letterhead, fully completed and signed in black ink.

Bidders must be registered on the Sentech Supplier Database and be tax compliant.

Returnable forms:

• Form of Offer and Acceptance: signed offer committing to the terms and pricing; the offered total (incl. VAT) must be stated in words and figures.
• Schedule of Deviations: any amendments or deviations from the RFQ documents must be listed here; otherwise no deviations are valid.
• Pricing Schedule / Bill of Quantities: completed and priced as per the BOQ sections.

Disqualification risks:

• Quotations received after the closing date and time.
• Missing or invalid mandatory certificates (COIDA, CIDB).

Evaluation is in three stages: 1) Administrative responsiveness, 2) Functional evaluation (minimum threshold applies), 3) Price and preference (80/20 system).

Mandatory criteria (must comply or bid is not evaluated further):

• Valid COIDA Letter of Good Standing, with nature of business aligned to gardening services.
• Valid CIDB Certificate: Grade 1 SH or above.

Functional criteria (100 points total):

• Company experience (30 points): over 2 years relevant experience = 30, 13–24 months = 15, 6–12 months = 5, less than 6 months = 0.
• Company payslip (10 points): dummy payslip of the gardener on company letterhead; submitted = 10, not submitted = 0.
• Client references (30 points): 3 or more valid references = 30, 2 valid = 20, 1 valid = 10, none = 0. References must be on client letterhead with contact details.
• Key personnel experience (30 points): CV of proposed Supervisor – over 3 years relevant experience = 30, 2–3 years = 15, less than 2 years = 0.

The minimum threshold for functionality is stated as "points" but the actual value is not provided.

Preference points (20 points, 80/20 system):

• Race: at least 51% black ownership = 8, 25.1–50% = 3, 5–25% = 1, below 5% = 0.
• Gender (women): at least 51% women ownership = 10, 25.1–50% = 6, 5–25% = 2, below 5% = 0.
• Disability: 2 points (doctor's note, confirmation from Department of Labour, BEE certificate or equivalent).

Price scoring formula (80/20): Ps = 80 × (1 - (Pt - Pmin) / Pmin). Lowest acceptable price scores maximum points.

Contract period: 3 years (36 months).

Site: Sentech Cape Town Office – total site approx. 16,000 m², open-space/grass area approx. 10,000 m².

Scope includes: grass cutting, lawn maintenance, weed control, garden bed maintenance, garden pots/planters, tree/shrub/hedge pruning, fertilizer and compost application, pest and disease control, new plants (provisional sum), vacant land and open areas, leaf raking and refuse removal, hard-surface cleaning, manhole/stormwater access clearance, watering, ad hoc gardening, and general horticultural functions.

Open-space grass cutting frequency: winter 2 cuts per month; summer 1 cut per month. Anticipated minimum 51 cuts over three years.

Compost: 150 m³ total for the three-year contract (not per year).

Fertilizer: apply at least once per year.

Personnel: at least one dedicated gardener working 5 days per week (excluding public holidays); a supervisor who conducts inspections at least twice per month and submits monthly reports; a dedicated manager for contract administration.

Working hours: 07:30–16:00, 5 days per week, excluding public holidays.

All equipment, tools, machinery and consumables to be supplied by the Service Provider; Sentech provides storage space but the Service Provider must supply its own shed for tools.

Monthly service reports and a monthly completion certificate (signed by both parties) are required.

Site inspection required before submitting quotation; no additional claims will be considered for matters identifiable at inspection.

Company profile required demonstrating experience in gardening, landscaping and grounds maintenance, including length of operation and details of relevant contracts.

Scoring for company experience: over 2 years = 30 points, 13–24 months = 15, 6–12 months = 5, less than 6 months = 0.

Client references: 1–3 reference letters on client letterhead with contact details; scores: 3+ valid = 30, 2 valid = 20, 1 valid = 10, none = 0.

Key personnel: CV of proposed Supervisor with employment history, relevant experience, duration, and supervision responsibilities. Scoring: above 3 years = 30, 2–3 years = 15, less than 2 years = 0. The proposed Supervisor must be the person assigned to the contract unless approved otherwise by Sentech.

Supervisor must conduct formal inspections at least twice per month, monitor standards/attendance/performance, address service issues, coordinate corrective actions, and submit monthly reports.

Monthly service report required covering: work completed, areas maintained, grass cutting, garden bed maintenance, weed control, fertilizer/compost application, pest control, tree/shrub maintenance, planting, refuse removed, ad hoc services, staff attendance, safety issues, defects/observations, corrective actions, and photographic evidence if requested.

Monthly completion/service certificate signed by both the Service Provider and Sentech Representative; must accompany the monthly invoice.

Grounds must be maintained to Sentech's satisfaction; defective/incomplete work within scope must be rectified at no extra cost.

Pricing must be submitted in the Bill of Quantities with sections: Section 1 – Preliminary and General (incl. mobilisation, administration, OH&S file) as a lump sum; Section 2 – Gardening Services with monthly rates for years 1–3, open-space cutting (winter 30 cuts, summer 21 cuts), compost supply/application (150 m³), pest/fertilizer application (3 years), and provisional sum for new plants (R15,000 excl. VAT).

Rates must include all costs as listed (labour, equipment, transport, fuel, PPE, consumables, insurance, overheads, profit, etc.).

All prices in ZAR; rates exclusive of VAT unless stated; add 15% VAT in the Pricing Summary.

The total amount is carried to the Form of Offer and Acceptance.

Sentech reserves the right to negotiate prices; the Service Provider bears currency fluctuation risk if foreign currency quoted (though prices should be in ZAR).

Pricing format: Bill of Quantities / Pricing Schedule with two sections (Preliminary and General; Gardening Services) plus a Pricing Summary.

Prices must be quoted in ZAR; unless otherwise stated, rates are exclusive of VAT. Add 15% VAT in the Pricing Summary.

Rates must include all costs: labour, supervision, management, equipment, machinery, tools, transport, fuel, PPE, consumables, weed-control products, pesticides, plant feed, compost, waste handling, insurance, overheads, profit, mark-up.

Provisional Sum: R15,000.00 (excl. VAT) for supply and planting of new plants over the three-year contract; unused portion is not payable.

All tendered rates are firm; no price adjustments without written approval from Sentech.

Sentech reserves the right to negotiate market-related prices and may cancel the bid if not agreed.

Bid security, bonds, guarantees and proof of insurance must be delivered within two days of receiving the signed agreement; failure constitutes repudiation.

Mandatory:

• COIDA Letter of Good Standing (nature of business aligned to gardening services).
• CIDB Certificate: Grade 1 SH or above.
• Registration on the Sentech Supplier Database.
• Tax compliance (SARS TCS / tax PIN).

B-BBEE: Valid B-BBEE Certificate required to claim preference points (80/20 system). Points awarded based on black ownership, women ownership, and disability as per the preference point table.

Health and Safety: comply with Occupational Health and Safety Act, 1993; a Health and Safety File must be submitted and approved by Sentech before work commences.

Environmental: services must be performed in an environmentally responsible manner (no unauthorised burning, proper waste disposal, prevent contamination of stormwater).

Subcontracting: no subcontracting without prior written approval from Sentech.

Comply with the Occupational Health and Safety Act, 1993, applicable regulations, and Sentech health and safety requirements.

Health and Safety File must be prepared and submitted for approval before commencement; no work until approved.

Personnel must be trained and competent, wear PPE, operate machinery safely, maintain equipment, handle chemicals safely, display warning signs, follow safe work procedures, report incidents, and undergo safety inspections.

An active safety officer must be provided where required by Sentech or the nature of the work.

Sentech property must be protected; damage caused by negligence is repaired at Service Provider's cost.

Services must be performed in an environmentally responsible manner: prevent stormwater contamination, prevent chemicals entering drainage, dispose of garden waste responsibly, prevent unauthorised burning, minimise environmental damage, use chemicals responsibly, maintain clean work areas, and dispose of waste at suitable facilities.

Protect all Sentech property including buildings, fences, vehicles, roads, stormwater infrastructure, manholes, ducting, electrical and telecoms equipment, landscaping, and irrigation systems. Damage from negligence is repaired at Service Provider's cost.

Contract period: 3 years / 36 months from commencement date.

Service Provider must deliver all securities, bonds, guarantees, proof of insurance and other documentation within 2 days of receiving the signed agreement, or the agreement is repudiated.

The contract comes into effect on receipt of one fully completed original copy of the agreement, including any Schedule of Deviations.

Sentech may appoint one or more suppliers, in whole or in part, or not appoint any supplier, at its sole discretion.

Prices are firm; no adjustment without written approval. Price negotiation possible; bid may be cancelled if market-related prices not agreed.

Subcontracting requires prior written approval.

Confidentiality of RFQ terms and Sentech information is required.