What are the submission requirements for this tender (Ref: SCMU14-26/27-0005)?

• Submit your bid in a sealed envelope clearly marked with bid number SCMU14-26/27-0005, description, and Department of Sport, Recreation, Arts and Culture’s name. • Delivery address: Supply Chain Management Unit, Department of Sport, Recreation, Arts and Culture, Wilton Mkwayi building, No.5 Eales Street, Buffalo Road, King Williams Town. • The bid box is open Monday to Thursday from 08h00 to 16h30, and Friday from 08h00 to 16h00. • Closing date and time: 27 July 2026 at 11h00. Late bids will not be accepted. • You must complete and sign all required forms in original ink. Photocopied signatures will be rejected. • Mandatory returnable documents: Fully completed and signed SBD 1, SBD 4, SBD 6.1, and the Pricing Schedule. • A valid Letter of Good Standing for COIDA in Gardening/Landscape services issued by the Department of Labour must be submitted. • Ensure all calculations in the Pricing Schedule are correct; incorrect calculations will render your bid non-responsive. • Bids by telegram, fax, or similar apparatus are not acceptable.

How will bids be evaluated?

{ "mandatory": [ "Submission of **all required SBD forms (1, 4, 6.1)** signed in original ink.", "Valid **COIDA and UIF compliance certificates**.", "Proof of **financial stability** (bank guarantee).", "Minimum **30/50 functionality points** (experience + financial stability).", "No late submissions (bids received after **27 July 2026, 11:00 UTC** are disqualified).", "Bids must be **sealed and labeled** with bid number, description, and department name." ], "preferential": [ "Preference points for **B-BBEE compliance, local content, youth/women/disability empowerment, and Eastern Cape-based enterprises**.", "Higher points for **longer experience (7+ reference letters = 30 points)** and **higher bank guarantee (R700K+ = 20 points)**." ], "disqualificationRisks": [ "Photocopied signatures on forms.", "Incomplete or missing mandatory documents.", "False declarations (e.g., SBD 4).", "Collusive bidding (violates Competition Act).", "Incorrect pricing calculations." ] }

What are the technical specifications?

• Scope: Provide comprehensive gardening and grounds maintenance services at the Department of Sport, Recreation, Arts and Culture in eQonce for 36 months. • Areas to be maintained: Flowers and shrubs, all lawns, paved walkways and sidewalks, open and covered parking areas, entrance areas, pond and surrounding landscape, building perimeter. • Daily duties: Collect and dispose of litter and debris; sweep and clean pavements, walkways, parking bays, carports; water lawns, flowers, shrubs, trees; inspect for damages; ensure premises remain clean and presentable. • Weekly duties: Cut and maintain lawns; trim lawn edges; remove weeds; prune shrubs and trees; remove dead leaves, branches, plant material. • Monthly duties: Fertilise lawns, flowers, shrubs, trees; replace dead plants; deep clean paved surfaces, parking bays, carports; maintain and clean pond area. • General responsibilities: Maintain gardens in healthy condition; control grass height; keep flowers weed-free; dispose of garden waste at approved site; report defects; tree cutting. • Service standards: Grounds must be neat, clean, litter-free; lawns evenly cut; flowers weed-free; trees and shrubs properly pruned; pond area clean and aesthetically pleasing; all work to professional standard. • Required equipment: Provide and maintain at own cost: rakes, spades, wheelbarrows, hosepipes, pruning shears, leaf blowers, commercial lawn mowers, brush cutters, edge trimmers, refuse bags, PPE. All equipment must be in good working order. • Staffing: Deploy 1 Site Supervisor and 6 Gardeners. Supervisor must supervise daily activities, liaise with project leader, maintain attendance registers, submit monthly reports, ensure health and safety compliance. • Performance monitoring: Department will monitor monthly. Submit monthly attendance register, maintenance register, and incident reports. • Working hours: 07h00 to 15h00, Monday to Friday, excluding public holidays and weekends. • Uniforms: All workers must wear uniform with company name clearly visible.

What financial requirements apply to bidders?

• Pricing must be inclusive of VAT. • The bid price must be firm (no price escalation claims). • Complete the Pricing Schedule form provided, detailing Supervisor and Gardener wages based on the minimum wage rate (example: R30.23 per hour). Include calculations for UIF (1%), Provident Fund (5.25%), COIDA (1.6%), and Skills Development Levy (1%). • Submit a valid bank guarantee letter as part of the functionality evaluation. • Labour costs will be adjusted in line with the Department of Employment and Labour’s minimum wage rate changes during the contract. • Pricing on deliverables remains fixed for the contract duration. • Incorrect calculations in the Pricing Schedule will render your bid non-responsive.

What compliance and legal requirements must bidders meet?

• Central Supplier Database (CSD): Ensure your CSD profile is up-to-date. Directors’ information on SBD 4 must align with CSD records. • Tax Compliance: Submit a valid Tax Clearance Certificate (original issued by SARS) prior to award. • B-BBEE: Submit completed SBD 6.1 to claim preference points for Specific Goals. • Mandatory documents: Fully completed and signed SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim). • COIDA: Provide a valid Letter of Good Standing for Compensation for Occupational Injuries and Diseases Act in Gardening/Landscape services issued by the Department of Labour. • UIF and Provident Fund: Provide proof of compliance within 30 days from award. • Partnerships/Companies: If applicable, submit certificates reflecting names, IDs, and addresses of partners/members/directors. • Consortia: Submit a copy of the consortium agreement; failure will result in disqualification.

What are the important dates and deadlines for this tender?

• Closing date and time: 27 July 2026 at 11h00. • Bid validity period: 120 calendar days from the closing date. • No compulsory briefing session or site inspection is stated. • A non-compulsory site inspection can be arranged with the project leader.

Who should be contacted for queries about this tender?

• For bidding procedure enquiries: Contact Mr. M. Maqubela at telephone 043 492 0232 or email mkululi.maqubela@ecsrac.gov.za. • For technical enquiries: Contact Mr. N. H Mtamzeli at telephone 043 492 1310 / 066 474 2755 or email Ntembeko.mtamzeli@ecsrac.gov.za. • Submission address: Supply Chain Management Unit, Department of Sport, Recreation, Arts and Culture, Wilton Mkwayi building, No.5 Eales Street, Buffalo Road, King Williams Town.

Gardening Services Tender Eastern Cape Sport Recreation Arts

DocumentBID DOC-SCMU14-26 27-0005-Garden Services .pdfReview complete

Description

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf

The Department seeks a service provider for gardening and grounds maintenance services in eQonce for 36 months, replacing an expiring contract.
Areas to be maintained include: flowers and shrubs, all lawns, paved walkways and sidewalks, open and covered parking areas, entrance areas, pond and surrounding landscape, building perimeter.
The scope includes daily, weekly, and monthly duties as detailed in the technical specifications.

Important Dates

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf (TENDER)

Closing date and time: 27 July 2026 at 11h00.
Bid validity period: 120 calendar days from the closing date.
No compulsory briefing session or site inspection is stated.
A non-compulsory site inspection can be arranged with the project leader.

Contact Information

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf (TENDER)

For bidding procedure enquiries: Contact Mr. M. Maqubela at telephone 043 492 0232 or email [email protected].
For technical enquiries: Contact Mr. N. H Mtamzeli at telephone 043 492 1310 / 066 474 2755 or email [email protected].
Submission address: Supply Chain Management Unit, Department of Sport, Recreation, Arts and Culture, Wilton Mkwayi building, No.5 Eales Street, Buffalo Road, King Williams Town.

Submission Guidelines

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf (TENDER)

Submit your bid in a sealed envelope clearly marked with bid number SCMU14-26/27-0005, description, and Department of Sport, Recreation, Arts and Culture’s name.
Delivery address: Supply Chain Management Unit, Department of Sport, Recreation, Arts and Culture, Wilton Mkwayi building, No.5 Eales Street, Buffalo Road, King Williams Town.
The bid box is open Monday to Thursday from 08h00 to 16h30, and Friday from 08h00 to 16h00.
Closing date and time: 27 July 2026 at 11h00. Late bids will not be accepted.
You must complete and sign all required forms in original ink. Photocopied signatures will be rejected.
Mandatory returnable documents: Fully completed and signed SBD 1, SBD 4, SBD 6.1, and the Pricing Schedule.
A valid Letter of Good Standing for COIDA in Gardening/Landscape services issued by the Department of Labour must be submitted.
Ensure all calculations in the Pricing Schedule are correct; incorrect calculations will render your bid non-responsive.
Bids by telegram, fax, or similar apparatus are not acceptable.

Evaluation Criteria

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf (TENDER)

Mandatory

Submission of **all required SBD forms (1, 4, 6.1)** signed in original ink.
Valid **COIDA and UIF compliance certificates**.
Proof of **financial stability** (bank guarantee).
Minimum **30/50 functionality points** (experience + financial stability).
No late submissions (bids received after **27 July 2026, 11:00 UTC** are disqualified).
Bids must be **sealed and labeled** with bid number, description, and department name.

Preferential

Preference points for **B-BBEE compliance, local content, youth/women/disability empowerment, and Eastern Cape-based enterprises**.
Higher points for **longer experience (7+ reference letters = 30 points)** and **higher bank guarantee (R700K+ = 20 points)**.

Disqualification Risks

Photocopied signatures on forms.

Technical Specifications

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf (TENDER)

Scope: Provide comprehensive gardening and grounds maintenance services at the Department of Sport, Recreation, Arts and Culture in eQonce for 36 months.
Areas to be maintained: Flowers and shrubs, all lawns, paved walkways and sidewalks, open and covered parking areas, entrance areas, pond and surrounding landscape, building perimeter.
Daily duties: Collect and dispose of litter and debris; sweep and clean pavements, walkways, parking bays, carports; water lawns, flowers, shrubs, trees; inspect for damages; ensure premises remain clean and presentable.
Weekly duties: Cut and maintain lawns; trim lawn edges; remove weeds; prune shrubs and trees; remove dead leaves, branches, plant material.
Monthly duties: Fertilise lawns, flowers, shrubs, trees; replace dead plants; deep clean paved surfaces, parking bays, carports; maintain and clean pond area.
General responsibilities: Maintain gardens in healthy condition; control grass height; keep flowers weed-free; dispose of garden waste at approved site; report defects; tree cutting.
Service standards: Grounds must be neat, clean, litter-free; lawns evenly cut; flowers weed-free; trees and shrubs properly pruned; pond area clean and aesthetically pleasing; all work to professional standard.
Required equipment: Provide and maintain at own cost: rakes, spades, wheelbarrows, hosepipes, pruning shears, leaf blowers, commercial lawn mowers, brush cutters, edge trimmers, refuse bags, PPE. All equipment must be in good working order.
Staffing: Deploy 1 Site Supervisor and 6 Gardeners. Supervisor must supervise daily activities, liaise with project leader, maintain attendance registers, submit monthly reports, ensure health and safety compliance.
Performance monitoring: Department will monitor monthly. Submit monthly attendance register, maintenance register, and incident reports.
Working hours: 07h00 to 15h00, Monday to Friday, excluding public holidays and weekends.
Uniforms: All workers must wear uniform with company name clearly visible.

Methodology

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf

Pricing must be transparent; bidders must indicate the basis of their calculations by fully completing the Pricing Schedule.
All pricing must include VAT.

Experience & Qualifications

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf

Bidders must submit details of experience in the relevant trade, including present contracts.
Experience is evaluated via reference letters as part of the functionality criteria.
The Department intends to appoint a reputable and experienced service provider.

Quality Management

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf

The Department reserves the right to conduct inspections (in loco) of the service provider’s premises.
Service provider must cooperate with inspections; lack of cooperation or resources may lead to offer being deemed unacceptable.
All equipment must be in good working condition.
The Department may implement procedures and policies during the contract; the contractor must comply.
The contractor must keep full records of services provided and make them available for audit.

Pricing Schedule

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf

Complete the Pricing Schedule form provided, detailing Supervisor and Gardener wages.
Use the minimum wage rate (example: R30.23 per hour) as a basis.
Include calculations for statutory deductions: UIF (1%), Provident Fund (5.25%), COIDA (1.6%), Skills Development Levy (1%).
Add VAT at 15%.
Ensure all calculations are correct; errors will render the bid non-responsive.

Financial Requirements

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf (TENDER)

Pricing must be inclusive of VAT.
The bid price must be firm (no price escalation claims).
Complete the Pricing Schedule form provided, detailing Supervisor and Gardener wages based on the minimum wage rate (example: R30.23 per hour). Include calculations for UIF (1%), Provident Fund (5.25%), COIDA (1.6%), and Skills Development Levy (1%).
Submit a valid bank guarantee letter as part of the functionality evaluation.
Labour costs will be adjusted in line with the Department of Employment and Labour’s minimum wage rate changes during the contract.
Pricing on deliverables remains fixed for the contract duration.
Incorrect calculations in the Pricing Schedule will render your bid non-responsive.

Compliance Requirements

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf (TENDER)

Central Supplier Database (CSD): Ensure your CSD profile is up-to-date. Directors’ information on SBD 4 must align with CSD records.
Tax Compliance: Submit a valid Tax Clearance Certificate (original issued by SARS) prior to award.
B-BBEE: Submit completed SBD 6.1 to claim preference points for Specific Goals.
Mandatory documents: Fully completed and signed SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim).
COIDA: Provide a valid Letter of Good Standing for Compensation for Occupational Injuries and Diseases Act in Gardening/Landscape services issued by the Department of Labour.
UIF and Provident Fund: Provide proof of compliance within 30 days from award.
Partnerships/Companies: If applicable, submit certificates reflecting names, IDs, and addresses of partners/members/directors.
Consortia: Submit a copy of the consortium agreement; failure will result in disqualification.

Health & Safety

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf

Comply with the Occupational Health and Safety Act and all relevant regulations.
Ensure all personnel are medically fit for duty and provided with PPE.
Train employees on safe equipment use and maintain incident registers.
Report all incidents/accidents involving personnel to the Department without delay.
Cooperate with the Department’s health and safety procedures, including permit-to-work and emergency procedures.
The Department may deny site access to any personnel failing to comply and require their replacement.

Environmental

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf

Dispose of garden waste at an approved disposal site.
Maintain gardens in a healthy condition, controlling weeds and plant health.
Ensure clean and tidy provision of services, including litter and debris removal.
Maintain pond area by removing litter, weeds, and algae.

Contractual Terms

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf

Contract duration: 36 months from date of acceptance letter.
Prices are fixed for the contract duration.
Payment terms: Payments made within 30 days after invoice submission, in Rand.
Performance security may be required within 30 days of award (bank guarantee or certified cheque).
Subcontracting requires prior written consent from the Department.
Termination clauses include failure to deliver, breach of contract, corrupt practices, insolvency.
Dispute resolution: Mutual consultation, then mediation, then South African court of law.
Governing law: South African law. Language: English.
Tax compliance: A valid Tax Clearance Certificate is required before award.

Section

Source: BID DOC-SCMU14-26 27-0005-Garden Services .pdf

Functionality scoring: Experience (30 points) assessed via reference letters; Financial Stability (20 points) assessed via bank guarantee letter.
Minimum threshold: Score 30 out of 50 points on functionality to proceed.
Preferential procurement points for Price and Specific Goals (B-BBEE, etc.) as per SBD 6.1.

Core procurement rules

These rules commonly apply to South African public-sector procurement.

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Act 53 of 2003

high

Provides the empowerment-compliance context often used in public-sector supplier evaluation.

Relevant because this is a South African public-sector procurement opportunity.

Constitution of the Republic of South Africa, 1996 – Section 217

Act 108 of 1996 (s217)

high

Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.

Relevant because this is a South African public-sector procurement opportunity.

Preferential Procurement Policy Framework Act (PPPFA)

Act 5 of 2000

high

Covers preferential procurement and preference-point systems used in public tenders.

Relevant because this is a South African public-sector procurement opportunity.

Prevention and Combating of Corrupt Activities Act (PRECCA)

Act 12 of 2004

high

Supports anti-corruption controls and supplier integrity in procurement processes.

Relevant because this is a South African public-sector procurement opportunity.

Public Procurement Act, 2024 (PPA)

Act 28 of 2024

high

Provides the national framework for public procurement across government.

Relevant because this is a South African public-sector procurement opportunity.

Promotion of Access to Information Act (PAIA)

Act 2 of 2000

medium

Supports access to tender records, award decisions and public-sector procurement information.

Relevant because this is a South African public-sector procurement opportunity.

Promotion of Administrative Justice Act (PAJA)

Act 3 of 2000

medium

Supports lawful, reasonable and procedurally fair administrative tender decisions.

Relevant because this is a South African public-sector procurement opportunity.

Sector-specific rules

These rules are linked to the work category, industry, or regulated service area.

Construction Industry Development Board Act (CIDB Act)

Act 38 of 2000

high

Important for public-sector construction and infrastructure tenders that require contractor grading or construction procurement standards.

Relevant because this tender appears to involve construction, building work, infrastructure, or site-based delivery.

National Environmental Management Act (NEMA)

Act 107 of 1998

high

36-Month gardening and grounds maintenance contract for eastern cape sport, recreation, arts and culture (eqonce)

Eligibility Criteria

36-Month gardening and grounds maintenance contract for eastern cape sport, recreation, arts and culture (eqonce)

Eligibility Criteria

Guide to Professional Services Tenders in South Africa

Guide to Financial Services Tenders in South Africa

Writing a Winning Proposal for Consulting Tenders in South Africa

Legal Services Panel for Gauteng Provincial Government: How to Apply

Construction & Civil Engineering Industry Profile

Critical Requirements

Regulatory Bodies

CIDB Registration

Typical Documents

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

Preferential Procurement Policy Framework Act (PPPFA)

Prevention and Combating of Corrupt Activities Act (PRECCA)

Public Procurement Act, 2024 (PPA)

Promotion of Access to Information Act (PAIA)

Promotion of Administrative Justice Act (PAJA)

Sector-specific rules

Construction Industry Development Board Act (CIDB Act)

National Environmental Management Act (NEMA)

Eastern Cape - Sport Recreation Arts and Culture

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