5-Year grounds maintenance, landscaping & garden services contract for state security agency (gauteng)

• The General Conditions of Contract form part of all bid documents and may not be amended.
• Special Conditions of Contract (SCC) relevant to this bid will supplement the General Conditions. In case of conflict, the SCC prevails.
• Bidders must comply with the Competition Act: collusive bidding (bid rigging) between horizontal parties is prohibited.
• If the purchaser has evidence of restrictive practices, they may refer the matter to the Competition Commission for investigation and penalties.
• Bidders found guilty of restrictive practices may have their bid invalidated, contract terminated, be restricted from public sector business for up to 10 years, and face damage claims.

• The goods supplied must conform to the standards mentioned in the bidding documents and specifications.
• The supplier must not disclose contract documents or purchaser information without prior written consent, except to employees for contract performance.
• The purchaser may inspect the supplier’s records and have them audited if required.
• The supplier indemnifies the purchaser against third-party claims of patent, trademark, or industrial design infringement.
• Incidental services may include on-site assembly, tool provision, manuals, maintenance/repair, and training of purchaser personnel.

• The supplier must not use contract documents or purchaser information for any purpose other than performing the contract, without prior written consent.
• Purchaser may inspect supplier’s records and have them audited to ensure performance compliance.

• Payment method and conditions will be specified in the Special Conditions of Contract (SCC).
• Supplier must submit an invoice with a delivery note copy upon fulfilling obligations.
• Purchaser will pay promptly, within 30 days of invoice submission.
• Payment will be in Rand unless otherwise stated in SCC.
• Prices quoted in the bid cannot vary except for adjustments authorized in SCC or bid validity extension requests.
• A performance security, as specified in SCC, must be furnished within 30 days of contract award notification. It can be a bank guarantee, irrevocable letter of credit, or certified cheque.
• Performance security will be discharged and returned within 30 days after completing performance obligations, including warranty.

• No contract will be concluded with a bidder whose tax matters are not in order. A valid original tax clearance certificate from SARS is required before award.
• The National Industrial Participation Programme (NIPP) applies to contracts subject to the NIP obligation.
• Collusive bidding or restrictive practices are prohibited under the Competition Act. Violations can lead to bid invalidation, contract termination, restriction from public sector business, and damage claims.
• The purchaser may impose a restriction penalty, prohibiting the supplier from public sector business for up to 10 years, following due process.

• Contract Duration and Amendments: No variation or modification of contract terms except by written amendment signed by both parties.
• Assignment and Subcontracting: Supplier cannot assign obligations without purchaser’s prior written consent. Must notify purchaser of all subcontracts.
• Delays and Penalties: Supplier must perform according to the prescribed schedule. Delays may incur penalties calculated on the delayed goods/services price using the prime interest rate per day.
• Termination: Purchaser may terminate contract for default if supplier fails to deliver, perform obligations, or engages in corrupt/fraudulent practices. Termination may include restriction from public sector business for up to 10 years.
• Force Majeure: Supplier not liable for delays or failures due to force majeure events (e.g., wars, fires, floods). Must notify purchaser promptly.
• Dispute Resolution: Parties must attempt amicable resolution through mutual consultation. If unresolved after 30 days, mediation may commence, followed by South African court proceedings if needed.
• Governing Law and Language: Contract interpreted under South African law, written in English.
• Notices: Written acceptance of bid sent by registered/certified mail; other notices by ordinary mail to the address in the bid.
• Taxes and Duties: Local supplier responsible for all taxes, duties, license fees until delivery. Foreign supplier responsible for levies outside purchaser’s country.

• Collusive bidding (bid rigging) between horizontal parties is prohibited under the Competition Act.
• If the purchaser has evidence of restrictive practices, they may refer the matter to the Competition Commission.
• Bidders found guilty may have bids invalidated, contracts terminated, be restricted from public sector business for up to 10 years, and face damage claims.

{

"closingDate": "2026-07-31T11:00:00.000Z",

"documentDate": "2026-06-03"

}

• Briefing Notes: Written notices issued to disseminate instructions, programme changes, and clarifications.

{

"organization": "State Security Agency",

"mainSiteAddress": "1 Joe Nhlanhla Drive, Delmas Rd, Rietvlei, Pretoria",

"contactDetails": null

}

• Bidders must submit a complete proposal including Pre-qualification Criteria, Technical Evaluation, Price, and B-BBEE documentation.
• Failure to provide required returnables may lead to disqualification without prior notice.
• Bidders are required to submit quotations using the provided pricing schedules in Section H.
• All staff must obtain necessary security clearances at the SSA's cost.
• Access to site is strictly controlled; personnel and vehicles will be searched at dedicated security gates.

13.1.1.5 Documents that must be submitted for Pre-qualification (Administrative criteria) are indicated

in the table below:

No submitted  

1 Invitation to Bid – SBD 1 Complete and sign the supplied document

completed documents at the time of submitting

the proposal, a bidder will be requested to submit

the document within 3 days from the date of the

request, failure to submit the documents will

disqualify the bidder

Tax Clearance Certificate – ongoing basis during the tenure of the contract

SBD 2 disclose the bidder’s tax compliance status.

copy of the Tax Clearance Certificate, the CSD

verification outcome will take precedence.

3 Companies offices Details of Bidder’s nearest office

4 CIDB Registration Minimum CIDB Grading 5 SH/PE or combination

membership body/bodies e.g. nursery practice, or any board

technical governing bodies

compulsory or voluntary membership

financial institution and/or latest audited

financial statements signed

7 Security Clearance (Schedule M)

Requirements

arrangement, all verification outcome will take precedence.

Bidder(s)/members must also

submit tax compliance status In the event the bidder is not tax compliant at the

time of submission of the proposal, the bidder will

be notified in writing of their non- compliance

status and will be given 7 working days to submit

a proof from SARS of their tax compliance status

Practices – SBD 8 In the event the bidder fails to submit the

completed documents at the time of submitting

arrangement, all Bidder(s) the documents within 3 days from the date of the

members must also submit all request, failure to submit the documents will

the mandatory documents disqualify the bidder

16 Declaration of Bidder’s Past Complete and sign the supplied documents

Practices – SBD 9 In the event the bidder fails to submit the

completed documents at the time of submitting

arrangement, all Bidder(s) the documents within 3 days from the date of the

members must also submit all request, failure to submit the documents will

the mandatory documents disqualify the bidder

Supplier Database (CSD) provider on the Central Supplier Database (CSD).

arrangement, all Bidder(s) your proposal. Visit https://secure.csd.gov.za/ to

members must also submit all Submit proof of registration.

the mandatory documents

• Scope: Comprehensive grounds and garden maintenance for Musanda Complex (Main Site) and satellite sites within a 100km radius.
• Maintenance Levels:
• High Maintenance (43 Ha): Weekly upkeep (Kikuyi/LM grass), intensive period Nov-Apr.
• Medium Maintenance (37 Ha).
• Low Maintenance (26 Ha): Twice monthly during rainy seasons, low maintenance period May-Oct.
• Key Deliverables:
• Vegetation Management: Grass cutting, weeding, pruning, tree felling, and lawn care.
• Environmental Management: Alien vegetation eradication, firebreak creation, snake catching, and bee keeping.
• Cleaning: Boundary walls, roads, car parks, roofs, gutters, and swimming pool/water feature maintenance.
• Developmental: Landscape design, indigenous gardens, and irrigation system installation.
• Service Levels:
• Emergency response time: Maximum 4 hours (Minimum standard).
• 24/7/365 emergency availability required.
• Regular operating hours: Monday to Friday, 07:30 to 17:00.

• Approach: A combination of scheduled routine maintenance and reactive emergency services.
• Work Schedules: A project timeline must be developed considering seasonal variance (Intensive vs Low maintenance periods).
• Initiation: Service begins with an equipment survey, needs assessment, and identification of immediate intervention areas.

• Company Profile: Must prove established presence and experience in garden maintenance.
• Personnel: Required expertise includes Horticulturists, Landscape Designers, Wildlife Veterinarians, Snake Catchers, and Beekeepers.
• Track Record: Minimum of five (5) years of applicable experience in at least five maintenance-related projects.

• Standards: Compliance with SANS/ISO 9001 and ISO 14000 is required for maximum scoring.
• Quality Control: SSA representatives will perform random quality control checks and daily inspections.
• Deliverables: Maintenance and operation manuals must be provided; rectification of faults is required for unsatisfactory works.

• Schedules: Bids must be submitted via SBD 3.1.1 (Year 1), SBD 3.1.2 (Year 2), SBD 3.1.3 (Year 3), and a consolidated pricing schedule for all three years.

• Pricing Format: Bill of Quantities (BoQ) where rates must include material, labour, profit, attendance, and transport.
• VAT: Total costs must be inclusive of VAT.
• Price Stability: Costs are fixed for the first year of the contract.
• Payment Terms: Payments processed within 30 days of receipt of a detailed invoice and statement.
• PC Items: For negated items, up to three quotes may be requested; a maximum 12% add-on is allowed.

• CIDB Grading: Minimum 5SH, PE, or a combination.
• Statutory Compliance: OHS Act (1993), National Environmental Management Act (1998).
• Certifications: ISO 9001, ISO 14001, and ISO 18001 / OHSAS 18001.
• Tax: Valid Tax Clearance Certificate/CSD registration.
• B-BBEE: Valid B-BBEE certificate and completed SBD 6.1 form.
• Other: Proof of qualification in Horticulture/Conservation Management and membership in relevant technical governing bodies.

• Scoring: 20 points allocated based on B-BBEE level (Level 1 = 20 pts, Level 8 = 2 pts, Non-compliant = 0 pts).
• Joint Ventures: JVs/Consortia qualify based on their legal entity status or a consolidated scorecard.

• OHS File: A comprehensive OHS file must be compiled and kept up to date for routine audits.
• Safety Requirements: Compliance with the Occupational Health and Safety Act is mandatory.
• PPE: Staff must wear uniforms with luminous bibs (company name printed) and full PPE (head gear, shoes, gloves, goggles, shin guards).

• Conservation: The site is a conservation area; indigenous fauna and flora must not be removed or harmed.
• Water Management: Watering must be done in consultation with the Employer due to water restrictions.
• Waste: Waste and surplus material must be carted away and disposed of per Municipal by-laws and Environmental Regulations.

• Duration: Five (5) years.
• Warranties: Replacement parts must have a minimum 1-year warranty; repairs are warranted for 60 days.
• Liability: The service provider is liable for any breakages or damage caused during execution.
• Sub-contracting: The contractor is responsible for all sub-contractor documentation and compliance; sub-contractors must undergo security vetting.
• Indemnity: The contract includes specific clauses on indemnity and limitation of liability.

• Security: Strict confidentiality is required to prevent price escalation. All personnel must undergo security clearance.
• Transport: The main site is not adjacent to public transport; the provider must arrange all employee transport.

• Professional: CIDB 5SH/PE, asset register of vehicles/tools, and professional body memberships.
• Administrative: SBD 1, SBD 2, SBD 8, SBD 9, and Declaration of Interest.

• Technical Threshold: 70/100 points required to proceed to price and B-BBEE evaluation.
• Scoring Model: 80/20 (80 for Price, 20 for B-BBEE).