Provision of gardening services and general maintenance at polokwane international airport – 3-Year tender in limpopo

Compulsory briefing session: 5 October 2026 at 10:00, Polokwane International Airport Conference Hall. Attendance is mandatory; bidders must sign the attendance register.

Closing date and time: 16 October 2026 at 11:00.

Tender validity period: 150 days from the closing date.

Bidding procedure enquiries:

• Contact: Julius Ramatjie
• Telephone: 087 291 1088
• Fax: 015 288 0125
• Email: [email protected]

Technical enquiries:

• Contact: Christian Mtshweni
• Telephone: 087 291 1054
• Fax: 015 288 0122
• Email: [email protected]

Submission address:

Polokwane International Airport, Admin Block

N1 North to Makhado, Gateway Weg

Polokwane, 0700

Submission method: physical delivery or courier to the bid box at Polokwane International Airport, Admin Block, N1 North to Makhado, Gateway Weg, Polokwane, 0700, before the closing time. Late bids are not considered.

Envelopes must be clearly marked as follows:

• Exhibit 1: Administrative and mandatory documents (Gate 0 requirements)
• Exhibit 2: Functionality responses and bidder compliance checklist for technical evaluation
• Exhibit 3: Pricing schedule / bid offer
• Exhibit 4: Electronic submission (USB / memory card / external hard drive), clearly marked

Returnable forms (all must be completed and signed in black ink; correction fluid is not allowed, cancellations must be initialled):

• SBD 1 (Invitation to Bid): bidder details and fixed physical address for in-loco inspection
• SBD 4 (Declaration of Interest): discloses any connection to the state or procuring institution
• SBD 6.1 (Preference Point Claim Form): claims preference points; attach full CSD report, medical certificate for disability (if applicable), and proof of address not older than three months
• Pricing schedule / bid offer: must be fully completed for all service categories; omission of any price category leads to disqualification
• Proof of CIDB registration Grade 2 SH or higher
• Valid COIDA letter of good standing (Landscaping)
• Proof of attendance at the compulsory briefing session (signed register)
• Proof of CSD registration (detailed CSD report)
• SARS TCS PIN or CSD number
• Company resolution or partnership / joint venture agreement as applicable

Disqualification risks:

• Non-submission of any mandatory document
• Late submission
• Incomplete pricing schedule
• Attempts to influence evaluation or award after submission

Evaluation is in three gates:

Gate 0 – Administrative (mandatory):

• All documents in Table 1 must be submitted; non-submission disqualifies the bid.

Gate 1 – Functionality (minimum threshold 70/100):

• Company experience in gardening/landscaping: 20 points (0 for none, 10 for 1–3 years, 15 for >3–5 years, 20 for >5 years)
• Number of completed projects: 20 points (0 for none, 10 for 1–3, 15 for 4–5, 20 for 6+)
• Horticulture or garden design qualification/certificate: 20 points (0 or 20)
• Team leader/supervisor experience (CV and certified qualifications, minimum Grade 12): 15 points (0 for none, 5 for 1–3 years, 10 for >3–5 years, 15 for >5 years)
• Financial viability (stamped/signed letter from financial institution): 10 points (0 if below R1 million, 5 for R1–2 million, 10 for above R2 million)
• Established operation offices in RSA (proof of address not older than 3 months): 15 points (0 for no proof, 5 outside Limpopo, 10 in Limpopo but not Capricorn, 15 in Capricorn District)
• Bidders scoring below 70 are disqualified.

Gate 2 – Price and specific goals (80/20 system):

• Price: 80 points
• Specific goals (as claimed on SBD 6.1): 20 points

Scope: Provision of gardening services and general maintenance at Polokwane International Airport, airside and landside, for 36 months.

Landside locations:

• Grass cutting: daily from N1 road junction through flight area, aviation school, bus parking, skip bins area to airport entrance; monthly from entrance gate through maintenance workshop to exit gate, and from old terminal through supply chain, tower, SAPS, new terminal, T49, conference hall, delta gate to exit gate, and from pay point to delta gate.
• Weed treatment on all paved surfaces: as and when required.
• Prune weeds and plant new lawn (Kikuyu equivalent) at old terminal front/back, supply chain building, T49 building, from pay point to delta gate, from pay point through conference hall to T49 building, tower and border police building, border police building next to chiller plant: monthly.
• Landscaping refurbishment at N1 junction (both directions), after bridge from N1 junction, entrance canopy next to military main gate, curved road after entrance canopy before stationary aircraft, after admin block, public/bus parking area, welcome board before main entrance, airport exit gate, border police area, terminal building smoking area, T49 building: as and when required.
• Trimming trees and flowers: all landside area, monthly.
• Remove litter from scrubs, trees, flowers, and landside stormwater drainages: daily.
• Grass cutting along perimeter wall (±17 km long, 3 m wide): monthly.
• Tree cutting along perimeter wall (±17 km long, 3 m wide, both inside and outside): quarterly.

Airside locations:

• Tree and grass cutting around all hangars and simulator, VOR, ILS, sub station, rapid refill and windsocks (x4), PAPIs (x16), wing bars, runways 05/23 and 01/19, taxiways Alpha, Bravo, Charlie, Delta and Echo, approach lights (inside and outside), fire station and weather service: monthly.
• Treating ant hills on the edge of landing strips: as and when required.
• Hiring of special equipment (including operator) for all airside and landside areas: as and when required.

Personnel requirements:

• Provide 12 general workers and 2 supervisors; all must be South African citizens.
• Personnel changes must be reported to the Aviation Security Manager and Project Manager beforehand.
• Team must assist with general airport work as and when required.
• Service provider on site five days a week (Monday to Friday); weekly log of hours submitted to Operations division.
• Staff must have basic communication skills and be able to operate all related tools and equipment.

Equipment to be provided by bidder (minimum specifications):

• 12 heavy duty industrial brush cutters (single cylinder, petrol, 7000 rpm, 1.2 kW)
• 1 industrial lawn mower (non-motorised): 8.2 kW, 2-speed gearbox, petrol, cutting height 10–90 mm, mass 160 kg
• 1 industrial lawn mower (motorised): single cylinder, petrol, cutting height 30–90 mm
• 3 industrial blowers (back pack, single cylinder, petrol, air speed 150 km/h)
• 2 industrial chainsaws (1.8 kW, petrol, weight 6.1 kg)
• 1 road sweeper (15 hp, 5 forward & 2 reverse gears, brush width 105 mm, brush diameter 580 mm, weight 145 kg, open type 1050 mm, petrol)
• Weed killer (kills weeds and grass to roots; not for lawns)
• Herbicide (for trees)
• Hiring of special equipment: TLB, grader, mobile sweeper, blower, cherry picker, etc.
• 1 vehicle communication radio (10–15 km radius)
• Suitable roadworthy off-road vehicle (e.g. 4x2 or 4x4 bakkie)

Storage: 42 m² provided free for the contract duration.

Access permits (successful bidder must obtain at own cost):

• AVOP (Airside Vehicle Operator's Permit)
• PARTAC (Practical Airport Radio Telephony and Airside Competency) – five-day course
• AIT (Airside Induction Training)
• Security awareness certificate

PPE for all staff: safety boots, reflective jackets, hardhat, safety goggles, hearing plugs, dust masks, hand gloves, etc.

The service provider must be on site five days a week (Monday to Friday) for the entire contract duration. A weekly log of hours worked must be recorded and submitted to the Operations division. The team must maintain the full staff complement and cover all day-to-day gardening requirements. The bidder must provide all equipment and maintain an agreed inventory list.

Functionality scoring for experience and qualifications:

• Company experience in gardening/landscaping: 20 points (0 for none, 10 for 1–3 years, 15 for >3–5 years, 20 for >5 years). Attach contactable, signed/stamped reference letters on client letterhead with start and end dates.
• Number of completed projects: 20 points (0 for none, 10 for 1–3, 15 for 4–5, 20 for 6+). Attach contactable, signed/stamped reference letters or completion certificates.
• Horticulture or garden design qualification/certificate: 20 points (0 or 20).
• Team leader/supervisor experience: 15 points (0 for none, 5 for 1–3 years, 10 for >3–5 years, 15 for >5 years). Attach CV and certified copies of qualifications (minimum Grade 12).

No specific quality management requirements beyond the general obligation to maintain high standards of safety and quality, and to comply with airport safety and regulatory standards. The successful contractor must undergo airport compliance training and obtain permits at own cost.

Pricing must be firm (SBD 3.1). Schedule A: training and compliance provisional sum R100,000 incl. VAT. Schedule B: monthly garden services with rates for general workers (x12), supervisors (x2), weed killer, herbicide, equipment/tools/consumables, escalation, other costs, and mark-up on materials. Provide totals for each year excl. VAT, then VAT (15%) and total incl. VAT, and a consolidated three-year bid offer incl. VAT. All costs must be included; escalation must be stated. Payment is monthly on invoice, with attendance register required before invoicing.

Pricing format: firm prices only (SBD 3.1). Offer valid for 150 days from closing date.

Schedule A – Training and compliance (provisional sum): R100,000.00 incl. VAT, covering AVOP, Security Awareness, PARTAC, Airside Induction, vehicle prefix, beacon lights, vehicle permit, personnel permit.

Schedule B – Monthly garden services (per year, excl. VAT):

• General worker rate per month (x12)
• Supervisor rate per month (x2)
• Weed killer (20 litre)
• Herbicide (5 kg)
• Equipment, tools and consumables – monthly
• Escalation costs (if applicable)
• Other costs (specify)
• Mark-up on supply of required materials (%)
• Total costs for years 1–3, then VAT (15%) and total incl. VAT
• Consolidated bid offer for three years (incl. VAT)

All costs must be included. Escalation for the three-year period must be clearly stated in the pricing schedule.

Payment: monthly upon receipt of invoice. No ad-hoc invoices will be paid without prior approval. Attendance register must be submitted to confirm personnel attendance before invoice is submitted to SCM.

Mandatory compliance (non-submission disqualifies):

• CIDB contractor grading: Grade 2 SH (Landscaping, Irrigation and Horticulture) or higher
• COIDA: valid letter of good standing from Department of Labour (Landscaping)
• CSD: registered as a service provider on the Central Supplier Database (detailed CSD report)
• Tax compliance: SARS TCS PIN or CSD number; each party in a consortium/joint venture/sub-contractor must submit separate TCS/CSD
• No persons in the service of the state, nor companies/CCs with directors/members in the service of the state
• Compulsory briefing session attendance (signed register)
• Proof of address not older than three months (for functionality scoring)

B-BBEE: preference points claimed via SBD 6.1; specific goals score 20 points.

Health and safety obligations:

• Comply with the OHS Act.
• Prepare a Safety Management Plan covering all envisaged risks.
• Develop and submit an OHS safety file.
• Obtain access permits for restricted areas: AVOP, PARTAC, AIT, and security awareness certificate.
• Use a suitable and roadworthy off-road vehicle (e.g. 4x2 or 4x4 bakkie) for maintenance work.
• All staff must be equipped with PPE: safety boots, reflective jackets, hardhat, safety goggles, hearing plugs, dust masks, hand gloves, etc.

Contract duration: 36 months.

Key conditions:

• Proposed key personnel must remain on the project unless the airport grants permission to change, which will only be in exceptional circumstances.
• All information and materials derived from the services are confidential; a confidentiality agreement must be signed.
• Copyright of all documents and software developed under the appointment vests in the airport.
• The airport may amend, modify or withdraw the TOR or procedures at any time without prior notice or liability.
• Briefing notes issued by the airport form part of the TOR.
• If negotiations for a Service Level Agreement (SLA) fail, the airport may not appoint the preferred bidder without liability.
• The airport makes no representations or warranties in the TOR.
• Proposals by companies/CCs must include a resolution or agreement of directors/members signed by an authorised person.
• Proposals by partnerships must include a written partnership agreement.
• Proposals by joint ventures/consortia must include a signed agreement/MOU covering conditions, duration, authorised representatives, participation, benefits, and other relevant information.
• Costs of preparing proposals and negotiating the contract are not reimbursed.
• The preferred bidder must enter into an SLA prior to appointment.
• The airport is not bound to accept any proposal and may call for best and final offers, interviews, and negotiate price.
• Clarifications may be requested up to 7 working days before the deadline, via email to the contact person.
• Bidders may not contact the airport on bid matters from submission to award; attempts to influence evaluation may result in rejection.

Special conditions include: key personnel must remain on the project unless airport approves change; confidentiality agreement required; copyright vests in airport; airport may amend or withdraw TOR without liability; if SLA negotiations fail, airport may not appoint preferred bidder; no reimbursement of bid preparation costs; preferred bidder must sign SLA; airport may call for best and final offers, interviews, and negotiate price; clarifications due 7 working days before deadline; no contact with airport on bid matters from submission to award.

General requirements:

• Provide 12 general workers and 2 supervisors, all South African citizens.
• Personnel changes must be reported to the Aviation Security Manager and Project Manager beforehand.
• Team must assist with general airport work as and when required.
• General workers must be able to operate all related tools and equipment.
• Maintain a supervisor on site and required gardening technicians throughout the contract.
• Be on site five days a week (Monday to Friday).
• Submit weekly log of hours to Operations division.
• Provide all equipment as specified, maintain it, and keep an inventory list.
• Free storage of 42 m² provided.
• Obtain access permits (AVOP, PARTAC, AIT, security awareness) at own cost.
• Comply with OHS Act and submit a Safety Management Plan and OHS safety file.
• Equip all staff with required PPE.

Evaluation is in three gates: Gate 0 (administrative/mandatory), Gate 1 (functionality, minimum 70/100), and Gate 2 (price 80 points, specific goals 20 points). Functionality criteria and scoring are detailed in the main evaluation section.