Grass cutting and bush clearing services for 13 government sites in sarah baartman district (24 months)

• Appointment of a service provider for grass cutting and bush clearing services at thirteen (13) government sites within the Sarah Baartman District for 24 months.
• The successful tenderer will commence work immediately after signing the contract.
• Sites include erven in Grahamstown, Graaff Reinet, Alexandria, Aston Bay, Jeffrey’s Bay, Somerset East, and Addo, with detailed plot sizes and scope of work provided.
• Scope for each site involves removing rubble, debris, stones, rocks, and papers; cutting grass to 30mm; cutting trees to ground level and poisoning stumps; trimming edges and hedges; and carting away waste to the nearest municipal dump.
• Notes: Bidders must familiarise themselves with site conditions; damages are the service provider's responsibility; no burning allowed; consult Nature Conservation for indigenous trees/birds uncertainty.

• Closing Date: 11 August 2026.
• Closing Time: 11:00.
• No compulsory site inspection or briefing session is scheduled. However, bidders are allowed to familiarise themselves with the sites; maps are attached to the tender documents.
• Bids will be opened in public at the closing time.

• SCM Specific Enquiries: Mrs. N Ntsila - Email: [email protected], Tel: 082 855 1778.
• Technical / Project Specific Enquiries: Ms. Yolanda Zicina - Email: [email protected], Tel: 041 390 9080 / 079 520 4476.
• Occupational Health and Safety Enquiries: Mrs. Z. Ncanywa - Email: [email protected], Tel: 041 390 9178 / 079 883 3946.
• Fraud, Complaints & Tender Abuse Hotline: 0800 701 701 (toll-free).
• Submission Address: Supply Chain Management, Eastern Cape Department of Public Works & Infrastructure, Ground Floor, Old Ford House Building, 55 Albany Road, Central, Gqeberha.

• Submit your bid in a sealed envelope clearly marked with the bid number SCMU5-26/27-0002SB, bid description, and closing date.
• Deposit the sealed envelope in the bid box located at: Department of Public Works & Infrastructure, Ground floor, Old Ford House Building, 55 Albany Road, Central, Gqeberha.
• The closing date and time is 11 August 2026 at 11:00. Late bids will not be accepted.
• Bids must be submitted on the original tender documents; do not re-type or make alterations except to comply with instructions.
• Required returnable documents include: SBD1 (properly completed and signed with bid sum), SBD3.1 (Pricing Schedule - Firm Prices), SBD4 (Bidder's Disclosure), SBD6.1 (Preference Points Claim Form), Annexure A (Company Details), Annexure B (Company Composition), and Annexure C (Resolution of Signatory, if applicable).
• If submitting via courier, ensure the courier deposits the bid directly into the departmental bid box before the closing time; the department is not responsible for bids delivered to officials.
• Bids submitted by facsimile or electronically will not be accepted.
• Only one offer per bidder is allowed; joint ventures or consortiums are not permitted for this bid.
• The bid must remain valid for 90 days from the closing date.

Bidders must be registered on CSD prior to award. Tax matters must be in order (verified via CSD). No bids accepted from persons in service of the state or companies with state-employed directors. Foreign suppliers must complete questionnaire; if no South African presence/tax liability, no SARS PIN required but CSD registration needed. Bidders will be subjected to screening/vetting prior to award.

• Scope: Grass cutting and bush clearing services at thirteen (13) government sites within the Sarah Baartman District for a period of 24 months.
• Sites include erven in Grahamstown, Graaff Reinet, Alexandria, Aston Bay, Jeffrey’s Bay, Somerset East, and Addo, with plot sizes ranging from 705m² to 92,659m².
• Key deliverables for each site:

• Remove all rubble, debris, loose stones, rocks, and papers.
• Cut grass to 30mm long and rake the site clean.
• Cut down trees to ground level; drill holes 100mm deep at 150mm centres around the stump and pour approved poison.
• Trim edges and hedges along kerbs and boundary lines.
• Remove and cart away all cuttings, vegetation, etc., to the nearest municipal dump site.
• Level sites where material has been removed.

• Equipment: Use suitable equipment such as commercial brush cutters, garden tractors, and machinery specific to the area.
• Notes:

• Bidders must familiarise themselves with site conditions, access, and scope; damages during execution are the service provider's responsibility.
• No burning of grass is allowed.
• Consult Nature Conservation if uncertain about indigenous trees or birds on site.

• Contract duration: 24 months from official site handover; work commences immediately after contract signing.
• Progress reports must be submitted as agreed upon award.

• The department reserves the right to conduct supplier due diligence, including site visits/in loco inspection.
• Goods/services supplied must conform to standards mentioned in the bidding documents and specifications.
• The provider must not disclose contract documents or information without the purchaser's prior written consent.

• Pricing must be submitted on SBD3.1 - Pricing Schedule – Firm Prices.
• Only firm prices are accepted; the offer must be valid for 90 days from the closing date.
• The schedule requires a rate per m² for each site, with services done quarterly (8 cuts over 24 months).
• Include an allowance for a Comprehensive Occupational Health and Safety File.
• All applicable taxes, insurances, travelling, and delivery costs must be included in the bid price.
• If VAT is charged, the VAT registration number must be indicated.

• Pricing must be submitted on SBD3.1 - Pricing Schedule – Firm Prices.
• Only firm prices are accepted; no price escalation will be considered.
• The bid price must include all applicable taxes, insurances, travelling, and delivery costs.
• If VAT is charged, the VAT registration number must be indicated.
• The pricing schedule requires a rate per m² for each site, with services done quarterly (8 cuts over 24 months). The total must be calculated as plot size × number of cuts × rate per m².
• An allowance for a Comprehensive Occupational Health and Safety File must be included in the pricing.
• The bid offer must be valid for 90 days from the closing date.
• Failure to complete the bid sum (amount in figures) will invalidate the offer.

• Central Supplier Database (CSD): Bidders must be registered on the CSD prior to award. A CSD number must be provided.
• Tax Compliance: Bidders must be tax compliant. Submit a Tax Compliance Status (TCS) PIN from SARS or a printed TCS certificate. If no TCS is available but registered on CSD, provide the CSD number.
• B-BBEE: Preference points are awarded for specific goals including black ownership, black women ownership, black youth ownership, people with disability, and locality (within Eastern Cape). Complete SBD6.1 to claim points.
• Other Compliance:

• Bidders must not be persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.
• Bidders will be subjected to screening and vetting prior to award.
• Annexure A (Company Details) and Annexure B (Company Composition) must be completed.
• SBD4 (Bidder's Disclosure) must be duly completed and signed, disclosing any state employment or conflicts of interest.

• Contract period is 24 months from official site handover.
• The department may accept or reject any bid, cancel the bid process, or accept the bid in whole or part at any time before contract formation, without liability.
• The successful bidder must insure personnel and equipment and indemnify the department against all risks or claims.
• Penalties apply if the successful bidder withdraws, fails to fulfil, or refuses to sign the contract, covering departmental expenses and price differences.
• Disputes will be settled by mediation if internal resolution fails.
• South African law governs the bid and contract; jurisdiction lies with South African courts.
• General Conditions of Contract (GCC) apply, including definitions, standards, confidentiality, and patent rights.
• The provider must not disclose contract information without prior written consent.
• The department reserves the right to conduct supplier due diligence, including site visits.

• Bidders' tax matters must be in order prior to award and will be verified through CSD.
• The department will contract with the successful bidder using SBD7.1/7.2 and an official order.
• Annexure A (Company Details) and Annexure B (Company Composition) must be completed.
• Bidders will be subjected to screening and vetting prior to award.