Terrain maintenance and gardening services – timbadola sawmill (3-Year contract)

The tender seeks a service provider for terrain maintenance and gardening services at Timbadola Sawmill for a three-year period. The reference template (Annexure 1) is the only substantive document provided; it is used to capture client references for similar work.

Returnable documents: the completed reference template (Annexure 1) must be included in the tender submission. The template must be completed by the referee/client, or a client letterhead may be used if it complies with the functional criteria. A separate form must be completed for each reference required by the evaluation criteria.

Bidders must provide verifiable client references for similar terrain maintenance and gardening services. Each reference must be documented on the provided template or an equivalent client letterhead. Information provided will be verified; false or misrepresented information may lead to blacklisting and restriction from future government tenders.

Scope: Provision of terrain maintenance and gardening services at Timbadola Sawmill. The reference template requires details of similar services previously provided, including description, duration (start and end dates), client contact details, and quality of service.

Returnable documents: the completed pricing schedule (Costing Guide) with only the yellow columns filled in. The bid must be submitted with a VAT-inclusive price and a VAT-excluded grand total for three years.

Bidders must complete the pricing schedule, filling only the yellow columns. The bid must be submitted with a VAT inclusive price and a VAT excluded grand total for three years. No other eligibility criteria are stated in the provided document.

Scope: terrain maintenance and gardening services at Timbadola Sawmill for a three-year period.

Staffing requirements (from the costing guide):

• 1 Supervisor (Grade B1)
• 2 Ablution cleaners (Grade A1)
• 3 Grass cutters (Grade A2)
• 4 General workers (Grade A1)

Equipment requirements:

• 3 Heavy duty grass cutters
• 1 Heavy duty lawn mower
• 1 LVD vehicle (minimum 700 kg loading capacity)

PPE and consumables per employee per year:

• Safety boots (2 pairs)
• Overhauls (3)
• Safety hat (1)
• Ear plugs (1 set)
• Gloves (12 pairs)
• T-shirts (2)
• Raincoat (1)

Pricing must be based on the provided costing guide, filling only the yellow columns.

Employment cost: rates per hour must be at least the gazetted minimum wage; daily rate = gazetted minimum wage for 8 hours; monthly salary = daily rate x 20 average days; total = monthly salary x 3 years.

Equipment running cost: provide own cost per machine; utilisation given (heavy duty grass cutters 0.67, heavy duty lawn mower 0.67, LVD vehicle 0.2); monthly cost = daily cost x utilisation x 20 days; 3-yearly cost = monthly cost x 3 years.

PPE & consumables: unit price per item; total = unit price x quantity x number of employees.

Management fee: percentage to be provided; management fee amount calculated.

Escalation for years 2 and 3 linked to CPI.

Grand total (VAT excluded) for 3 years and bid price (VAT inclusive) must be stated.

No specific compliance requirements stated in the provided document.

Appointment of a service provider for the provision of terrain maintenance and gardening services for a period of three (3) years at Timbadola Sawmill.

Scope includes: cutting grass, trimming grass at houses and village rooms, weed control, removal of domestic refuse and garden waste, cleaning of toilets and traps, and related upkeep of the estate, employee village, personnel houses and two houses in town at Hanglip Louis Trichardt.

Closing date and time: not stated in the document.

Briefing or site visit: not stated.

Contract start: two weeks after the contractor receives a fully completed original copy of the contract.

Service period: 36 months.

Minimum service period: 12 months after the starting date.

Notice period for termination: 2 months.

Period for reply: 7 days (24 hours for emergency work).

Early warning meetings: at intervals no longer than two weeks.

Progress meetings: fortnightly.

Initial plan submission: within two weeks of contract award.

Quality policy and plan submission: within two weeks of receiving the signed contract.

Payment: within 30 days of receiving a valid invoice.

End of liability date: one year after the end of the service period.

No contact details are stated in the document.

Submission address: not stated.

Service delivery location: Timbadola Sawmill, Limpopo (specific address not stated).

Returnable documents — all must be completed, signed and submitted with the bid:

• Form of Offer and Acceptance: the signed offer cover page, including the offered total (VAT exclusive, VAT, VAT inclusive) and the Schedule of Deviations (if any).
• Price List (Option A): completed employment cost, equipment running cost, PPE & consumables tables, management fee, escalation, and grand totals.
• Contractor's programme: submitted with the tender; becomes the accepted programme on award.
• Key person details and CVs: appended to the contract.
• Proof of registration on the SAFCOL suppliers database (or commitment to register).
• Letter of Good Standing from the Compensation Fund and SARS tax clearance (UIF/COID).
• Proof of professional indemnity cover: to be provided before commencement.
• Health and safety file: submitted to the Service Manager for acceptance before any work on site.

Submission method and address: not stated in the document.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Failure to meet suspensive conditions before starting on site (plan finalisation, employment contracts with local labour, skills training identification, subcontract agreements with targeted enterprises, good standing letters, OHS compliance, signed lease if using SAFCOL houses).
• Bids received after the closing time (closing date and time not stated in the document).

Evaluation is not described in the document. The contract is a NEC4 Term Service Contract (TSC4) Option A (priced contract with a Price List).

Preference point system: not stated in the document.

Minimum qualifying score: not stated.

Evaluation stages: not stated.

Bidders must comply with the following to be considered:

• Achieve or exceed a Contract Local Direct Employment Goal (CLDEG) of 100%, with 25% women and 25% youth (under 35) from the Hebron Cluster Communities.
• Comply with local content requirements for DTI-designated products.
• Register on the SAFCOL suppliers database.
• Provide proof of professional indemnity cover before commencement.
• Submit a health and safety file for acceptance before work starts.
• Provide key person details (CVs appended).
• Complete the Price List (Option A) with rates for supervisor, ablution cleaners, grass cutters, general workers, equipment, and PPE.
• Comply with suspensive conditions: finalisation of plan, employment contracts with local labourers, identification of skills training recipients, subcontract agreements with targeted enterprises, and signed lease agreement if using SAFCOL houses.

Scope of work — terrain maintenance and gardening services at Timbadola Sawmill for 36 months.

Deliverables:

• Cut grass with a tractor or similar heavy equipment capable of operating in harsh terrain with dense weed, around:
• Two (2) Hanglip houses in Louis Trichardt (Makhado) every two months.
• Sawmill houses.
• Soccer field.
• Pool area.
• Trim grass weekly at 33 family houses and 107 village rooms, including:
• Guest house x 3.
• Clinic.
• Security house.
• Slashing of grass (where not accessible with lawnmower) in and around the compound, sawmill, staff houses and recreational areas.
• Weed control monthly: clear weed by shovelling 1m x 1m from either side of the fence at:
• Sawmill fence.
• Staff houses.
• Village fence.
• Electric fence around staff houses.
• Remove domestic refuse weekly:
• Remove rubbish bins and transport to storage area inside the mill.
• Sort waste for recycling (tins, metal, bottles).
• Remove garden waste at houses weekly: transport to disposal sites.
• Clean traps:
• Oil trap at vehicle wash bay.
• Bark traps at the logyard.
• Clean toilets daily at sawmill, village and recreational facilities (SAFCOL provides cleaning tools and consumables).

Human resources:

• Labour sourced from local communities and must be South African.
• Supervisor with forestry experience.
• Forester with forestry qualification and experience.
• First Aiders Level 2.
• Organisational structure to include supervisor, cleaners, grass cutters and general workers.

Equipment (minimum):

• 1 x garden tractor.
• 3 x heavy duty grass cutters.
• 1 x LDV vehicle with minimum 700 kg carrying capacity.

Vehicles:

• No passengers in open load bins.
• All drivers must have a valid driver's licence and Professional Driving Permit (PDP).

SHEQ compliance:

• SAFCOL SHEQ Standard and NOSA.
• Forestry Stewardship Council (FSC): 10 Principles.
• Best Operating Practices (BOP).

Legal requirements:

• National Forest Act.
• International Labour Organisation (ILO).
• National Veld and Forest Fire Act.
• Occupational Health and Safety Act.
• Basic Conditions of Employment Act (BCEA).
• Labour Relations Act (LRA).
• Compensation for Occupational Injuries and Diseases Act (COIDA).

Labour statutory requirements:

• Employment per BCEA and LRA: working hours, leave, UIF, overtime, medical screening, national minimum wage, pay slips monthly, code of conduct, night shift allowance.
• Trained and appointed safety representatives and first aiders on all shifts.
• Training in stacking, basic firefighting, induction, BOPs/SOPs.
• Full medical evaluation for new recruits and yearly.
• Recruitment and placement per SAFCOL standards (advertise and interview).
• Employee headcount and identification (South African citizens).
• Contractor responsible for handling own IODs (treatment, transport).

Contractor's Plan is required for rendering the services; essential for planning, coordinating, monitoring and reporting on project progress.

Plan to be developed considering the service period and pre-project contractual obligations.

Coordinate with other contractors, subcontractors and suppliers engaged in the scope of works.

Format: Gantt chart using project management software (MS Project, Excel, or similar).

Plan to display at minimum:

• Starting date, key dates, planned task completion and task completion dates.
• Order and timing of operations.
• Order and timing of work of the Client and Others.
• Dates for meeting each condition stated for key dates.
• Provisions for float, time risk allowances, health and safety requirements.
• Dates for acceptances and information from Others.
• Access to Affected Property.
• For each operation: statement of how the work will be done, principal equipment and resources.
• Correction of defects, final inspections and certifications.

Initial plan to be submitted within two weeks of contract award.

Plan to be updated bi-weekly or prior to each project progress meeting.

Significant changes or deviations from the original plan to be highlighted and communicated immediately.

Fortnightly progress meetings during the service period; contractor's key person on site to attend all scheduled progress meetings and be available for ad hoc meetings.

Early warning meetings may be convened at either party's premises; Service Manager chairs and distributes minutes within 5 days.

Informal reviews or meetings may be held on a non-interference basis.

All attendees carry their own expenses for meetings.

Key personnel:

• Contractor to identify key persons (at least two) with job title, responsibilities, qualifications, ID number.
• CVs for key persons to be appended to the contract.

Required roles:

• Supervisor with forestry experience.
• Forester with forestry qualification and experience.
• First Aiders Level 2.

Labour to be sourced from local communities and must be South African.

Contractor to notify Service Manager and Client of the key person with authority to bind the contractor within 1 week of contract date.

Early warning register matters include: poor performance, compliant transportation of workers, compliant PPE, compliant fire protective equipment, compliance with legislative requirements, compliance with conditions of service and on-time payments, regular performance meetings.

Quality policy statement and quality plan: to be submitted within two weeks of receiving the signed contract.

Quality plan must be accepted by the Service Manager before work commences.

Contractor to comply with SAFCOL SHEQ Standard and NOSA.

Contractor to comply with Forestry Stewardship Council (FSC): 10 Principles and Best Operating Practices (BOP).

Pricing data: Price List (Option A) with the following tables:

• Employment cost: supervisor (1, grade B1), ablution cleaners (2, grade A1), grass cutters (3, grade A2), general workers (4, grade A1) — rate per hour, daily rate (20 days/month), monthly salary, total for 3 years.
• Equipment running cost: heavy duty grass cutters (3, 67% utilisation), heavy duty lawn mower (1, 67%), LVD vehicle (1, 20%) — daily cost, monthly cost, 3-yearly cost.
• PPE & consumables: safety boots (2/year), overhauls (3), safety hat (1), ear plugs (1), gloves (12), t-shirts (2), raincoat (1) — unit price and total.
• Management fee (percentage).
• Escalation for years 2 and 3 linked to CPI.
• Grand total (VAT excluded) for 3 years and bid price (VAT included).

Pricing assumptions (NEC4 TSC4 Option A):

• Defined Cost is the cost of components in the Short Schedule of Cost Components.
• Price for Service Provided to Date is the total of lump sum items completed plus quantities multiplied by rates.
• People Rates are the people rates unless later changed.
• Prices are the amounts stated in the Price column of the Price List.

People rates to be provided for: supervisor, ablution cleaners, grass cutters, general workers (per hour).

Pricing format: NEC4 TSC4 Option A — priced contract with a Price List.

Price List components:

• Employment cost table: supervisor (1), ablution cleaners (2), grass cutters (3), general workers (4) — rates per hour, daily rate (20 days/month), monthly salary, total for 3 years.
• Equipment running cost table: heavy duty grass cutters (3, 67% utilisation), heavy duty lawn mower (1, 67%), LVD vehicle (1, 20%) — daily cost, monthly cost, 3-yearly cost.
• PPE & consumables table: safety boots (2/year), overhauls (3), safety hat (1), ear plugs (1), gloves (12), t-shirts (2), raincoat (1) — unit price and total.
• Management fee (percentage).
• Escalation for years 2 and 3 linked to CPI.
• Grand total (VAT excluded) for 3 years and bid price (VAT included).

Payment terms:

• Currency: South African Rand (ZAR).
• Assessment interval: monthly.
• Payments made within 30 days of receiving a valid invoice.
• Interest rate: prime lending rate of ABSA Bank.
• Payments made electronically via EFT to the contractor's nominated bank account.
• Payment certificate format provided by the Service Manager; must be adhered to for SAFCOL payment procedures.

Insurance:

• Contractor to maintain cover for loss/damage to property and bodily injury (non-employee) as deemed necessary in addition to client cover.
• Contractor to maintain COIDA-compliant cover for employees.
• Professional indemnity cover required; proof to be provided before commencement.

Retention: 100% of the Price for Work Provided to Date is retained in assessments until the contractor registers on the SAFCOL suppliers database.

Bid security, bonds, guarantees: not stated in the document.

CSD registration: not stated in the document.

Tax compliance:

• Valid SARS tax clearance (showing UIF and COID) required.
• Letter of Good Standing from the Compensation Fund required.

B-BBEE: not stated in the document (no level or evidence requirements given).

CIDB grading: not applicable (services, not construction).

CIPC registration: not stated.

Local content:

• Only locally produced goods, services or works with a stipulated minimum threshold for local production and content will be considered.
• Comply with DTI-designated minimum thresholds as published on the DTI website for all items required.

Transformation and enterprise development:

• Achieve or exceed a Contract Local Direct Employment Goal (CLDEG) of 100%.
• Local direct employment goal for women: 25%.
• Local direct employment goal for youth (under 35): 25%.
• CLDEG applies to persons living within the boundaries of the Hebron Cluster Communities (Social Accord).
• Employees remunerated per Forestry Sector Wage Determination.
• Employment of labour to achieve CLDEG done in consultation with the Chairperson of the People of Hebron Communities Forum.
• Subcontract to Targeted Enterprises (black women owned ≥51%, youth owned ≥51%, persons with disabilities ≥51%, land claimants, operating within Hebron Cluster Communities).
• Equipment from Targeted Enterprises must be used; equipment may not be brought from outside the boundaries.
• Provide breakdown of rates for Targeted Enterprise subcontractors (materials, labour, equipment).

SAFCOL supplier registration:

• Register on the SAFCOL suppliers database via the Vendor Registration Form.
• 100% of the Price for Work Provided to Date is retained until registration is complete.

Professional indemnity cover: proof required before commencement.

Health and safety file: to be submitted to the Service Manager for acceptance before any work on site.

Suspensive conditions before starting on site:

• Finalisation of the contractor's plan.
• Conclusion of employment contracts with local labourers.
• Identification of skills training programme recipients.
• Conclusion of subcontract agreements with Targeted Enterprises.
• Letter of Good Standing from Compensation Fund and SARS certificate (UIF and COID).
• Compliance with OHS standards.
• Signed lease agreement if using SAFCOL houses.

All personnel performing work on site must obtain safety induction.

Comply with OHS Act and all site safety instructions.

PPE (closed safety shoes, hard hats, height safety equipment, high visibility vests) to be worn at all times on site.

Contractor responsible for health and safety from starting date until Defects Certificate issued.

Provide valid Letter of Good Standing under COID Act; ensure validity throughout contract.

Maintain a health and safety file at the work site, submitted to the Service Manager for acceptance before any work.

Contractor accepts liability for any contraventions to the OHS Act.

Each team member (including subcontracted personnel) to submit a signed indemnity form before entering site.

Contractor may be appointed as Principal Contractor under Construction Regulations 2014.

Prices must include sufficient amount for compliance with Construction Regulations and health & safety laws.

Comply with all applicable environmental laws and regulations.

Contractor to comply with all applicable environmental laws and regulations, and ensure subcontractors, employees and others under its control do likewise.

Comply with Forestry Stewardship Council (FSC): 10 Principles and Best Operating Practices (BOP).

Contract type: NEC4 Term Service Contract (TSC4), June 2017 with amendments January 2019 and October 2020.

Main Option: Option A (priced contract with a Price List).

Dispute resolution: Option W1.

Secondary options: X2 (changes in law), X11 (termination by client), X17 (low service damages), X18 (limitation of liability), X19 (termination by either party).

Language: English. Law: South African law, subject to South African courts.

Period for reply: 7 days (24 hours for emergency work).

Early warning register includes OHS Act and Basic Conditions of Employment Act compliance; early warning meetings at intervals no longer than two weeks.

Starting date: two weeks after the contractor receives a fully completed original copy of the contract.

Service period: 36 months.

Contractor to submit a programme with the tender; becomes the accepted programme on award.

Quality policy statement and quality plan due within two weeks of receiving the signed contract.

Currency: ZAR. Assessment interval: monthly. Interest rate: prime lending rate of ABSA Bank. Payments within 30 days of invoice.

Insurance: contractor to maintain cover for property damage and bodily injury (non-employee) as deemed necessary, and COIDA-compliant cover for employees.

Dispute resolution: adjudicator appointed from ICE-SA panel; failing agreement, AFSA appoints. Arbitration under Association of Arbitrators (Southern Africa) rules, held in Pretoria.

Low service damages: amounts for CLDEG shortfalls (less than 10%, 10-25%, more than 25% lower), late completion (per day), and legislative non-compliance (per infringement) — amounts to be inserted.

Limitation of liability: no liability for indirect or consequential loss; liability for property damage and design defects limited to total of Prices; total liability limited to total of Prices; end of liability date one year after service period.

Termination: minimum service period 12 months; notice period 2 months.

Additional conditions:

• Tax invoices: must include details stated in the Scope and valid tax invoice requirements.
• Section 37(2) OHS Act: client relieved of liability for contractor's acts/omissions.
• Suspensive conditions before starting: plan finalisation, employment contracts with local labour, skills training identification, subcontract agreements with targeted enterprises, good standing letters, OHS compliance, signed lease if using SAFCOL houses.
• Cession/assignment: neither party may cede without prior written consent; client may cede to subsidiaries.
• Waiver/estoppel: extensions or waivers do not constitute waiver of rights unless agreed in writing.
• Health, safety and environment: contractor to comply with Construction Regulations 2014, all applicable health & safety and environmental laws.
• Reporting: attend project progress meetings, submit monthly performance and progress reports to Service Manager.
• Confidentiality: contractor to hold confidential information in strict confidence for 5 years after termination.
• Contractor's Plan: required, in Gantt chart format, submitted within two weeks of award, updated bi-weekly or before progress meetings.
• Progress meetings: fortnightly; contractor's key person to attend.
• Electronic payments via EFT; bank account details to be provided before first payment certificate.
• Daily records: detailed records of labour, equipment, meetings and activities.
• Payment certificates: format provided by Service Manager.
• Compliance with law: contractor to keep proof of compliance.
• SHEQ: safety induction, PPE, health and safety file, COID good standing.
• Transformation: local content, CLDEG 100%, women/youth 25% each, subcontracting to targeted enterprises.
• Joint and several liability for JV/consortium; notify Service Manager of key person within 1 week of contract date.
• Liens: contractor waives all liens on equipment.
• Compensation event notification: delete 'eight weeks' and replace with 'four weeks'.
• Service Manager requires written consent of client for scope changes or completion date extension >30 days.
• Delegation: contractor is employer in its own right under OHS Act.
• Good governance and anti-corruption: zero tolerance; termination for corrupt activities.
• Vendor registration: register on SAFCOL suppliers database; 100% retention until registered.

Evaluation criteria are not described in the document. The contract is a NEC4 TSC4 Option A priced contract. Bidders must comply with the requirements listed in the evaluationCriteria section, including CLDEG, local content, SAFCOL registration, professional indemnity, health and safety file, key person details, and suspensive conditions.