Panel of garden services providers for the kwazulu-natal department of transport (36 months)

The KwaZulu-Natal Department of Transport invites service providers to form a panel of garden services for a period of 36 months. The detailed scope is contained in the Terms of Reference (Section N), which applies at quotation stage.

Compulsory briefing session

• Date and time: 16 October 2026 at 11:00
• Venue: KwaZulu-Natal Department of Transport, Inkosi Mhlabunzima Maphumulo House, 172 Burger Street, Pietermaritzburg, 3201 – Mc Donald Theatre
• Attendance is compulsory; the signed briefing session/site inspection certificate must be submitted with the bid.

Closing

• Date and time: 10 November 2026 at 11:00
• Bid validity: 120 days from the closing date.

Compulsory briefing session

• Date and time: 16 October 2026 at 11:00
• Venue: KwaZulu-Natal Department of Transport, Inkosi Mhlabunzima Maphumulo House, 172 Burger Street, Pietermaritzburg, 3201 – Mc Donald Theatre
• Attendance is compulsory, and the completed and signed compulsory official briefing session/site inspection certificate must be submitted with the bid.

SCM enquiries

• Name: Nonhlanhla Manukuza
• Telephone: 033 355 8893 / 033 355 8700
• Fax: 033 355 8063
• Email: [email protected]

Technical enquiries

• Name: Jabulani Ncube
• Telephone: 033 355 8619
• Email: [email protected]

Submission address

KwaZulu-Natal Department of Transport

Inkosi Mhlabunzima Maphumulo House

172 Burger Street

Pietermaritzburg

3200

Postal address

Private Bag X9043

Pietermaritzburg

3200

Note: bids must not be submitted to the enquiry officials.

Submission method

• Hard copy plus a memory stick, both deposited in the departmental bid box.
• Bid box: KwaZulu-Natal Department of Transport, Inkosi Mhlabunzima Maphumulo House, 172 Burger Street, Pietermaritzburg, 3200.
• Bid box access: Monday to Friday, 07:30 to 16:00.
• Closing time: 11:00 on 10 November 2026.
• Each bid in a separate sealed envelope marked with the bidder's name and address, the bid number and the closing date.
• Bids sent by telegraphic, telephonic, telefax, facsimile or email means are not accepted; late bids are rejected.
• Bids must not be delivered to the officials named for enquiries.
• Bid documents are downloadable at no charge from www.kzntransport.gov.za and www.etenders.gov.za.
• Forms may not be retyped or redrafted; photocopies are permitted but must carry an original signature.
• Correction fluid is prohibited and any alteration must be initialled.
• Bidding documents must not be packed together with samples.

Returnable documents

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule): firm prices only; applicable at quotation stage.
• SBD 4 (Bidder's Disclosure): discloses state employment or relationships involving directors, members or shareholders.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system; applicable at quotation stage.
• SBD 7.1/7.2 (Contract Form – Rendering of Services): signed by the successful bidder.
• Authority to Sign: company resolution or equivalent authorising the signatory to bind the enterprise.
• CSD declaration: confirms the Central Supplier Database information is correct and current.
• Compulsory briefing session/site inspection certificate: proof of attendance.
• SARS Tax Compliance Status PIN, or a CSD number where no PIN is available.

Disqualification risks

• Bids received after the closing time, or sent electronically.
• Not registered on the CSD by the closing time.
• Any returnable form omitted or left unsigned.
• Bids from persons in the service of the state, or from companies or close corporations whose directors or members are in the service of the state.

Preference point system: 80/20 under the Preferential Procurement Regulations 2022.

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.
• Price formula: Ps = 80(1 − (Pt − Pmin)/Pmin).
• Specific-goal points are forfeited if the required proof is not submitted with the bid.
• The department may call for substantiation of any preference claim before adjudication or afterwards.

Evaluation stages

• Compliance and administrative check, including CSD registration at the closing time; a supplier not registered by then is disqualified at evaluation.
• Preference points calculated on price and claimed specific goals.
• Bids from bidders in the service of the state are not considered.
• Bids are opened in public as soon as practicable after closing, and prices are made public where practical.

Scope

• Establishment of a panel of garden services providers for the KwaZulu-Natal Department of Transport.
• Contract period: 36 months.
• Detailed scope, deliverables and service levels are set out in the Terms of Reference (Section N), which applies at quotation stage.
• No quantities, sites or service frequencies are specified in the bid invitation itself.

No experience, personnel or qualification thresholds are stated in the bid invitation.

• Bidders must submit proof of authority to sign, such as a company resolution.
• Bidders must be registered on the Central Supplier Database (CSD).

Standards

• Goods and services supplied must conform to the standards stated in the bidding documents and specifications.

Inspection and testing

• Pre-bidding testing is for the bidder's account.
• Where inspection is a bid condition, the bidder's or contractor's premises must be open at all reasonable hours for inspection by a departmental representative or an organisation acting for the department.
• If inspections, tests or analyses show compliance, the department bears the cost; if they show non-compliance, the supplier bears the cost, whether or not the supplies or services are accepted.
• Non-compliant supplies or services may be rejected, held at the supplier's cost and risk, and must be removed and replaced at the supplier's expense.

Pricing form: SBD 3.3, firm prices only.

• Non-firm prices, including prices subject to exchange rate variation, are not accepted.
• Rates will be increased in line with the National Minimum Wage Act as soon as it is gazetted.
• A separate pricing schedule must be submitted for each delivery point where delivery points affect pricing.
• Offer validity: 120 days from the closing date.
• Preference points: 80/20 system, with 80 points for price and 20 points for specific goals.
• Price points: Ps = 80(1 − (Pt − Pmin)/Pmin).

Pricing

• SBD 3.3 pricing schedule; firm prices only. Non-firm prices, including prices subject to exchange rate variation, are not accepted.
• Rates will be adjusted in line with the National Minimum Wage Act once gazetted.
• Where different delivery points affect pricing, a separate pricing schedule must be submitted for each delivery point.
• Offer validity: 120 days from the closing date.
• Errors in prices, rates or calculations are at the bidder's own risk.

Security and insurance

• Performance security: to be furnished within 30 days of notification of award, in the amount stated in the Special Conditions of Contract. Accepted forms are a bank guarantee, an irrevocable letter of credit, or a cashier's or certified cheque. It is released within 30 days of completion of the supplier's performance obligations.
• Professional indemnity insurance: minimum cover of R10 million, required on appointment by the Head of Department.

Payment

• Payment within 30 days of receipt of an invoice accompanied by the deliverables.
• The department is not liable for costs incurred in preparing and submitting a bid.

Mandatory registration and status

• Central Supplier Database (CSD) registration is compulsory; a supplier not registered at the closing time is disqualified at evaluation.
• SARS Tax Compliance Status PIN, or a CSD number where no PIN is available.
• Consortia, joint ventures and subcontractors: each party must submit its own TCS certificate/PIN and CSD number.
• Proof of authority to sign, such as a company resolution.
• Bidders in the service of the state, and companies or close corporations whose directors or members are in the service of the state, are excluded.
• False or outdated CSD information may lead to disqualification or cancellation of the contract.

Preferences and integrity

• Preference points are claimed on SBD 6.1 under the 80/20 system; specific-goal points are lost if the supporting proof is not submitted.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• Suspicious bids may be referred to the Competition Commission or the National Prosecuting Authority, and a bidder may be restricted from public-sector business for up to 10 years.

Contract framework

• The General Conditions of Contract apply; where the Special Conditions of Contract conflict with them, the Special Conditions prevail.
• The successful bidder must complete and sign the contract form (SBD 7).

Performance security

• Furnished within 30 days of notification of award, in the amount stated in the Special Conditions of Contract.
• Accepted forms: bank guarantee or irrevocable letter of credit from a reputable bank, or a cashier's or certified cheque.
• Payable to the department as compensation for loss caused by the supplier's failure to meet its obligations.
• Released within 30 days after completion of the supplier's performance obligations, including warranty obligations, unless the Special Conditions state otherwise.

Insurance and indemnity

• Professional indemnity insurance with minimum cover of R10 million is required on appointment by the Head of Department.
• The supplier indemnifies the department against third-party claims of patent, trademark or industrial design infringement arising from use of the goods or services.

Confidentiality and audit

• Contract documents and information supplied by the department may not be disclosed or used for any purpose other than performing the contract without prior written consent.
• Departmental documents remain the department's property and must be returned on completion if required.
• The supplier must allow the department to inspect and audit its performance records on request.

Rejection and remedies

• Non-compliant supplies or services may be rejected and must be removed and replaced at the supplier's cost and risk; if the supplier fails to replace them, the department may procure replacements at the supplier's expense.
• These remedies do not limit the department's right to cancel the contract for breach.

Regulatory framework

• The bid is subject to Treasury Regulations 16A under the Public Finance Management Act, 1999, the KwaZulu-Natal Supply Chain Management Policy Framework, and the Department of Transport's SCM Policy.

Submission conditions

• Bids must be submitted on the official forms, which may not be retyped or redrafted.
• Bids must be deposited in the departmental bid box at the stated address.
• Late bids and bids sent by telephonic, telegraphic, telefax, facsimile or email means are not accepted.
• The successful bidder must complete and sign the written contract form (SBD 7).

Preference point system: 80/20.

• Price: 80 points; specific goals: 20 points; total 100 points.
• Price points: Ps = 80(1 − (Pt − Pmin)/Pmin).
• A supplier not registered on the CSD at the closing time is disqualified at the evaluation stage.
• Points for specific goals are not awarded where the required proof or documentation is not submitted with the bid.
• The department may require a bidder to substantiate any preference claim, before or after adjudication, in any manner it requires.