TO APPOINT A SERVICE PROVIDER FOR GARDEN SERVICES FOR 12 MONTHS

RFQ/OBP084/2025/26

General Points: • This scope of work applies to the OBP main site, the OBP experimental animals’ area, the OBP stables and paddocks, and the OBP houses (adjacent to the University of Pretoria). Also included is the area external of the security fence to the main road (OBP main site) and area external of domestic fences to road (OBP houses). Also maintain the fire breaker in and around the stables • All service provider personnel to undergo safety induction prior to starting work. • Service provider must ensure that all personnel are trained and assessed as competent prior to working. Proof of training and assessments must be provided in quotation. • Service provider to ensure that personal protective equipment (PPE) as required is provided for all staff (including, but not limited to overalls, safety boots/shoes, ear protection, eye protection and gloves) • Material and Safety Data Sheets (MSDS) to be provided for all pesticides/herbicides used must be included in quotation. • All industrial equipment required for the service to be supplied by service provider. • Service provider to provide proof of ownership or evidence of access to following gardening equipment as a minimum, in quotation: - Brush cutters x 4 - Ride on lawnmower x 1 - Leaf Blowers x 2 - Chainsaw x 1 - Petrol Lawnmower x 1 - Gardening hand tools - Pruning Shears - Hedge Shears - Mini shovels - Tractor - Slasher • For electrical equipment, own generator must be supplied by the service provider. • Service providers must ensure that equipment is maintained in line with manufacturers maintenance schedules to reduce breakdowns. Maintenance records and/or service records must be supplied of equipment must be supplied in quotation. Where equipment breakdowns occur, the service provider must be available to source alternative equipment within 24 hours to ensure continuation of garden services. • Fertilizers, pesticides, and herbicides to be provided by the service provider and included in the monthly fee. • OBP will provide storage areas for the equipment on the main OBP site. OBP does not take any responsibility for loss of and damage to equipment whilst in storage area. • The service provider will be responsible for collecting, and removal of the waste arising from gardening services. This removal must be done on the day the waste is generated and must not be allowed to accumulate and must be dumped at a registered dumping site (proof of registration with a dump site to be provided) • The service provider must supply permanent staff on site (minimum 8 personnel and minimum 1 supervisor). Daily attendance registers must be kept and updated by the service provider site supervisor. • With the total area to be cut and maintained measuring at 364574m2 inclusive of drains, paved area (inclusive of the carports) and flowers SCHEDULE OF GARDEN SERVICES: Duties for general maintenance: • Ensure all flowerbeds and flowerboxes have suitable flowers planted and tended to. Flowers to be decided based on seasonality and in consultation with facilities controller/security manager. • Keep all flowerbeds and flowerboxes neat and tidy. • Grass and lawns to be kept weed free. • Irrigate lawns and all flowerbeds (borehole water if available) • Pruning of shrubs and trees where necessary, and on request • Clean paved areas with petrol operated blower • General waste/litter encountered during the course of duties covered in this scope must be picked up and removed. • Weed and grass on paving and all other concrete areas around and in the buildings using weed killers/herbicides. • Keep outside areas at animal shelters clean of grass, weed, trees and litter. • Ensure storm water trenches and drains are clear of weeds and vegetation. • Ensure gutters are clean and free of weeds, vegetation, and debris. • All weeds around animal shelters are to be controlled manually and NOT through use of weed killers/herbicides. This includes stables 155, 156, 166 and VPF around the northern fence area. • The removal of large trees should be quoted separately and must be authorized prior to the work being done. • The fire breaker level is to be maintained (6m wide fire breaker) OBP Main Site - Maintenance of veld grass: • Keep security fence area at OBP main site clean (1 meter on each side) – clean minimum once per week. • Keep veld grass areas short and neat – cut minimum once per week. This includes but is not restricted to paving of the main road, and to areas outside of fences at OBP house. OBP Main Site - Maintenance of lawns: • Mowing of the lawns and edge trimming minimum once per week • Topsoil to be applied yearly, in consultation with facilities controller/security manager. • Removal and disposal of garden refuse on day of execution Maintenance of OBP houses: • Ensure all flowerbeds and flowerboxes have suitable flowers planted and tended to. Flowers to be decided based on seasonality and in consultation with facilities controller/security manager. • Keep all flowerbeds and flowerboxes neat and tidy. • Grass and lawns to be kept weed free. • Irrigate lawns and all flowerbeds (borehole water if available) • Pruning of shrubs and trees where necessary, and on request • Clean paved areas with petrol operated blower • General waste and litter encountered during the course of duties covered in this scope must be picked up and removed. • Weed and grass on paving and all other concrete areas around and in the buildings using weed killers/herbicides. • Keep veld grass areas short and neat – cut a minimum of once per week. This includes areas outside of fences at OBP houses. • Mowing of the lawns and edge trimming minimum once per week • Removal and disposal of garden refuse on day of execution • Ensure storm water trenches and drains are clear of weeds and vegetation. • Ensure gutters are clean and free of weeds, vegetation, and debris. • Maintain fence line clear or shrubs and bushes (3m wide maintenance on the outer side of the fence line) INSPECTION AND REPORTING: • Weekly attendance registers and written checklist/report to be submitted to facilities controller/security manager. • Weekly report/checklist should include (but is not restricted to): condition of site; weed control; maintenance issues identified; feedback on OBP requests) • SLA meeting monthly between OBP and service provider operations manager AREA SPECIFIC CONSIDERATIONS: Veld Grass: • These areas are the following – outside the fence; behind the boiler house; the field at Letlapeng and the toxicology building and the area in front of Stable 155 and behind QC Paved Areas and Roads: • These areas are to be kept free of weeds, vegetation etc. • These areas must be kept free and clean of waste (litter, papers, plastic, and general refuse) – this waste must be placed in the bins/skips provided. • These areas are the following – all roads; all paved areas; concreted areas between the facility blocks; water trenches. •  Herbicides for removal of weeds must be sprayed at a minimum frequency of every two weeks. Stables Area: • These areas must be kept weed free but NO weedkillers/herbicides to be used. • This includes inside the stable paddocks when there are no animals present • A standard hard copy safety file must be allowed for and submitted before any on-site work commences. • Safety file must include the following – Letter of Good Standing; Company Profile; Health and Safety Plan; Environmental Management Plan; Method Statement; Risk Assessment; Standard Operating Procedures; Toolbox Tasks; Appointment Letters, Qualifications and Medicals; Management of Change; Housekeeping Plan; Equipment Checklists • Service providers to engage with facilities controller on a daily basis before proceeding with work. • Service providers must ensure that service reports must be signed by site supervisor/service representative and OBP personnel daily before leaving site. • All work areas to be cleaned and tidied after work is done (no parts, equipment, waste, consumables lying around) • Should service providers note that during the course of their work additional work is required, then this must be indicated as such in the weekly report. This must be reported to the facilities controller who will decide on a further course of action. Service providers must have sufficient capital to ensure continuity of service to OBP

Request for Quote

2025/07/28 15:00:00

2025/07/22 11:00:00

RFQ/OBP084/2025/26