Grass-cutting & grounds maintenance services – afrikaans language museum tender (western cape)

Bidding procedure and CSD enquiries:

• Contact: Fabian Ontong
• Role: Financial Assistant
• Telephone: 021 872 3441
• Fax: 021 872 3642
• Email: [email protected]

Technical enquiries:

• Contact: Romeo Paulse
• Role: (not stated)
• Telephone: 021 872 3441
• Fax: 021 872 3642
• Email: [email protected]

Submission address:

Historium Building

11 Pastorie Avenue

Paarl, 7646

Submission method: physical delivery to the Historium Building, 11 Pastorie Avenue, Paarl, 7646.

Closing time: 27 November 2026 at 11:00. Late bids are not accepted.

The quotation must be submitted in a file, punched, with dividers between schedules, numbered as per the checklist.

Returnable documents (failure to submit any leads to immediate disqualification):

• CSD registration number.
• Original, valid SARS tax clearance certificate.
• Original, valid B-BBEE certificate (or sworn affidavit for EMEs/QSEs).
• Certified copy of company registration documents.
• Completed and signed SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule – Professional Services), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 6.2 (Local Production and Content Declaration), SBD 7.2 (Contract Form – Services), SBD 8 (Declaration of Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), and the General Conditions of Contract (GCC) initialled on each page.
• Bank rating or letter from the bank.
• Company profile.
• Qualifications and CVs of key personnel.
• Minimum of 3 written testimonials from clients.
• Detailed formal quotation valid for 60 days.

Disqualification risks:

• Any missing, unsigned, or uninitialled page or form.
• Alterations to pricing not signed/initialled.
• Use of correction fluid/tape anywhere in the document.
• Changes to specifications without prior written agreement from the ATM.
• Omission of the original tax clearance certificate.
• Failure to complete any schedule of rates or prices as required.
• Failure to submit obligatory written proposals or certificates.
• Quotation not valid for at least 60 days.
• The ATM will verify bidders against the National Treasury List of Restricted Suppliers and Register for Tender Defaulters before award.

Evaluation stages:

1. Criteria 1 – Legality of quote document (primary): non-compliance leads to disqualification (see submission guidelines for details).
2. Criteria 2 – Evaluation (secondary): the quotation must be complete and evaluable; incomplete schedules or missing information may disqualify.
3. Criteria 3 – Price and Preference: 80/20 system.

• Price: 80 points.
• B-BBEE preference: 20 points, allocated by B-BBEE status level:

Level 1: 20

Level 2: 18

Level 3: 14

Level 4: 12

Level 5: 8

Level 6: 6

Level 7: 4

Level 8: 2

Non-compliant: 0

No minimum qualifying score is stated.

Scope of work:

• Regular grass cutting of lawns, edges, and other areas on the monument grounds.
• Removal and proper disposal of grass clippings and debris.
• Professional handling, storage, and use of grass cutting equipment.
• Ensure all areas are safe and free of obstacles for visitors and vehicles, with special attention to visitor points, pedestrian paths, and vehicle access routes.
• Basic maintenance of small shrubs, plants, and grassed areas around the monument.
• Report any damage to grounds or infrastructure to ATM management.
• Keep the grounds consistently neat, professional, and compliant with safety requirements.
• Provide periodic reports on completed work, including cutting schedules and grounds condition.
• Immediately report any incidents, issues, or safety risks to ATM management.

Contract duration: 2 years from appointment, with evaluation and possible renewal at the end of the period.

Pricing format: SBD 3.3 (Professional Services) – bidders must provide a ceiling price based on total estimated time for all phases, including all expenses and taxes.

Rates: hourly and daily rates for personnel involved; travel and other expenses (e.g., accommodation) are recoverable only at actual cost with proof.

Prices must be inclusive of VAT (if VAT registered).

Quotations must be valid for at least 60 days from submission date.

Rates must remain fixed for the contract duration unless otherwise agreed in writing by the ATM.

Payment: based on agreed rates and services rendered, subject to verification and approval by the ATM. Detailed invoices required. Additional costs must be approved in writing before being incurred.

No bid security, bond, or guarantee is stated.

Mandatory eligibility:

• Registration on the Central Supplier Database (CSD) – required before quotation is considered.
• Valid, original SARS tax clearance certificate (or TCS PIN).
• Certified copy of company registration documents.
• Minimum 2 years' experience in grass cutting and grounds maintenance, with contactable references.
• All staff must be trained in safe handling of equipment.
• B-BBEE: a valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) must be submitted to claim preference points.
• Bidders must not be listed on the List of Restricted Suppliers or Register for Tender Defaulters.
• Bidders must not be persons in the service of the state, or companies/close corporations with directors/members in the service of the state.
• For consortia/JVs/subcontractors, each party must submit separate TCS certificate/PIN/CSD number.
• Local content: SBD 6.2 requires a local content declaration; no specific threshold is stated in the document.