36-Month pond maintenance services at groenkloof – RFQ in gauteng

Compulsory site briefing: 02 September 2026 at 10:00 am, at 1 Dr Lategan Road, Groenkloof, Pretoria. Attendance is compulsory.

Closing date and time: 07 September 2026 at 11:00 am. No late submissions accepted.

Procurement contact: Asanda Zulu, email [email protected], telephone 012 428 7911.

All enquiries must be directed to this contact only. Contacting any other SABS personnel may lead to disqualification.

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

• National Treasury Central Supplier Database (CSD) registration report.
• Valid B-BBEE certificate or sworn affidavit (to claim specific goals).
• SBD 4 (Bidder's Disclosure Form): discloses any employment by an organ of state, relationships with procuring institution personnel, and related enterprises. False or incomplete disclosure leads to disqualification.
• SBD 6.1 (Preference Points Claim Form): claims specific-goal points under the 80/20 system.
• Non-disclosure agreement (NDA): must be signed; covers confidentiality of information provided during the RFQ process.

Submission method: email only, to [email protected]. No link submissions accepted. No late submissions accepted. The bidder is responsible for ensuring the quotation is received on time.

Disqualification risks:

• Contacting any SABS personnel other than the named procurement contact.
• Any canvassing by bidders/suppliers.
• Submitting false, misleading, or unverifiable information.

Bidders must submit the following documents with the quotations: National Treasury Central Supplier Database (CSD) registration report, a valid copy of BBBEE certificate/Sworn Affidavit (to claim specific goals), SBD 4 Bidders Disclosure Form, SBD 6.1 Preference points claim form in terms of the Preferential Procurement Regulation 2022, and a non-disclosure agreement.

Evaluation stages:

1. Compliance check: bidders who do not meet the mandatory requirements are disqualified and not evaluated on functionality.
2. Functionality: scored on a 1–5 scale (V.Poor:1, Poor:1, Average:2, Good:3, V.Good:4, Excellent:5). Criteria and weights:

• Company Track Record (50%): evidence of at least three similar projects in the last five years, with signed reference letters on client letterheads including client name, duration, confirmation the pond contained live fish, and contact details. Scoring: 1 letter = 1, 2 = 2, 3 = 3, 4 = 4, 5+ = 5.
• Maintenance and Management Methodology (30%): methodology document, maintenance plan, or SOP covering seven mandatory elements (pond cleaning, water quality monitoring, filtration maintenance, fish health monitoring, algae management, reporting, corrective actions). Scoring: 0–2 elements = 1, 3–4 = 2, 5 = 3, 6 = 4, all 7 = 5.
• Water Quality Monitoring Capability (20%): must demonstrate ability to monitor pH, ammonia, nitrite, and water temperature, with documentary evidence (equipment list, photos, sample reports, logs, procedures). Scoring: 1 if not demonstrated, 5 if fully demonstrated.

Minimum functionality threshold: 70%. Bidders scoring below are disqualified.

3. Preference points: 80/20 system (80 points price, 20 points specific goals) under the 2022 Preferential Procurement Regulations. Specific goals include black ownership, black women ownership, and ownership by persons with disabilities.

SABS reserves the right to verify any information, including reference checks, site visits, and verification of equipment, personnel, and experience. False or misleading information leads to rejection.

Scope: 36-month pond maintenance services at Groenkloof, including rehabilitation, restocking, routine maintenance, and training/oversight of the gardening contractor.

Initial technical assessment (both ponds):

• Structural inspection (lining, edges, leaks).
• Pump and filtration system assessment.
• Electrical compliance check.
• Sludge and sediment assessment.
• Water quality testing (pH, ammonia, nitrites, nitrates, KH/GH).
• Risk assessment and recommendations.
• Itemised rehabilitation plan and quotation.

Deliverable: Condition Assessment Report.

Koi Pond – rehabilitation and biological reset:

• Complete draining and sludge removal.
• Safe temporary housing or assessment of existing koi.
• Pressure cleaning (fish-safe) and disinfection.
• Pump and filtration servicing/upgrades.
• Aeration system inspection and installation.
• UV clarifier servicing/replacement.
• Water refill, de-chlorination, and biological cycling (2–4 weeks).
• Water parameter monitoring and certification for safe stocking.

Koi Pond – restocking:

• Stocking plan with recommended fish quantity and sizes.
• Supply of healthy, disease-free koi from reputable breeder.
• Pre-introduction quarantine.
• Safe transport and acclimatisation.
• Minimum 30-day health warranty for newly stocked fish.

Empty Pond – rehabilitation and commissioning:

• Debris and vegetation removal.
• Leak detection and structural repair (lining/concrete).
• Pump, filtration, aeration, and UV clarifier installation.
• Electrical safety compliance.
• Filling, circulation testing, and water balancing.

Routine maintenance (12-month contract):

• Monthly or bi-weekly visits as recommended.
• Fish health inspection.
• Sludge removal.
• Filter backwashing and servicing.
• Pump checks.
• Water testing and reporting.
• Algae control.
• Aeration and UV system inspection.

Deliverable: Monthly service report with water test results.

Oversight and training of gardening contractor:

• Inspect gardening contractor's work during each visit (debris removal, algae removal, pump/filtration checks, accurate malfunction reporting).
• Provide at least one formal training session for gardening staff and Facilities representatives covering cleaning techniques, do's and don'ts around fish and equipment, early warning signs of water imbalance or fish stress, and reporting/escalation procedures.
• Provide written guidelines (2–3 pages) summarising best practices.

Deliverables: Training report, written guideline, and inspection documentation in monthly report.

Emergency call-outs:

• Response time commitment.
• Procedure for pump failure, water quality issues, or fish health emergencies.

Contract period:

• Rehabilitation phase: as per approved programme.
• Maintenance phase: 36 months.

General conditions:

• Contractor to provide own equipment, tools, and consumables (unless otherwise agreed).
• All works must comply with safety and environmental regulations.
• Pond specialist cannot perform gardening contractor duties but is responsible for inspection and training.
• Employer reserves the right to inspect works at any time.

Bidders must submit a methodology document, maintenance plan, standard operating procedure (SOP), or similar, demonstrating how the service will be delivered. The methodology is evaluated against seven mandatory elements: 1. Pond cleaning procedures, 2. Water quality monitoring and management, 3. Filtration system maintenance, 4. Fish health monitoring, 5. Algae management, 6. Reporting arrangements, 7. Corrective actions for water quality and fish health issues.

Bidders must demonstrate experience in maintenance and management of koi ponds, ornamental fishponds, aquaculture ponds, or similar aquatic systems containing live fish. Minimum: successful completion of at least three similar projects in the last five years. Signed reference letters on client letterheads (if possible) must include: client name, duration of project/contract, confirmation that the pond contained live fish, and contact details of the client representative.

Water quality monitoring capability: bidders must demonstrate ability to monitor pH, ammonia, nitrite, and water temperature. Acceptable proof includes equipment lists, photographs, sample monitoring reports, recording sheets/logs, standard procedures, or sample inspection reports.

Quality deliverables: initial condition assessment report, rehabilitation completion report, monthly maintenance report (including oversight of gardening contractor), and incident reports (if applicable).

All works must comply with safety and environmental regulations. The employer reserves the right to inspect works at any time.

Pricing format: bidders must submit:

• Assessment fee (if applicable).
• Itemised rehabilitation cost (per pond).
• Restocking cost (per fish size/quantity).
• Monthly maintenance fee per pond.
• Emergency call-out rates.
• Cost of consumables (if excluded from monthly fee).

The quotation should include: rate per person, transportation cost (if applicable), disbursement, and fixed price. Where foreign currencies are involved, bidders should make provision for forward cover.

Payment terms: no upfront or advance payment. Payment only in accordance with delivery of service or goods agreed upon. SABS not responsible for any bidder costs associated with preparation or submission of quotation.

Mandatory documents:

• CSD registration report (National Treasury Central Supplier Database).
• Valid B-BBEE certificate or sworn affidavit (to claim specific goals).
• SBD 4 (Bidder's Disclosure Form).
• SBD 6.1 (Preference Points Claim Form).
• Non-disclosure agreement.

B-BBEE: specific goals under the 80/20 system (20 points) include black ownership, black women ownership, and ownership by persons with disabilities. Points are claimed via SBD 6.1.

No other compliance requirements (e.g., CIDB, tax clearance) are stated in the document.

All works must comply with safety and environmental regulations. The contractor must provide own equipment, tools, and consumables (unless otherwise agreed). The employer reserves the right to inspect works at any time.

Confidentiality: the RFQ document and any confidential information provided during the process are covered by the non-disclosure agreement to be signed between SABS and the bidder. The bidder must keep all information confidential and may only use it to develop its response.

No contract: this RFQ does not commit SABS to any course of action. SABS may reject any submission that does not conform to instructions or specifications, or select a bidder based on its own criteria. No communication during the process creates a contract.

No obligation to proceed: SABS reserves the right to discontinue the RFQ evaluation process at any time and is not responsible for any losses incurred by bidders.

Validity of proposals: quotations must remain valid for 120 days from the closing date. SABS may extend the validity period by 60 days by written notice, without requiring bidder consent. Bidders may not amend their quotations during any extension.

Bidder's contractual terms: SABS will not be bound by any legal or contractual terms included in the bidder's quotation.

Responsibility for costs: SABS is not responsible for any bidder costs associated with preparing or submitting a quotation, including costs incurred before an agreement is signed.

No upfront or advance payment will be made. Payment only in accordance with delivery of service or goods agreed upon. SABS not responsible for any bidder costs associated with preparation or submission of quotation. SABS will not be bound by any legal or contractual terms included in the bidder's quotation.

Functionality is scored on a 1–5 scale. Criteria and weights: Company Track Record (50%), Maintenance and Management Methodology (30%), Water Quality Monitoring Capability (20%). Minimum threshold is 70%. Only bidders meeting the threshold are evaluated on the 80/20 preference points system (80 price, 20 specific goals).