PROCUREMENT DOCUMENT
                                       REQUEST FOR PROPOSAL (RFP)
                                                       FOR
                                              Wits Tender / 2022:03
                                       Services: Grounds & Turf Tender 
                         Reference No.:         Wits Tender/2022:03
                           Description:         Grounds & Turf Tender 
                           Issue Date:          4 April 2022 
                           Issued by:           Services 
                    Submission Date and Time:   Date: 26 April 2022     Time:23:59        (Before
                                                                              Midnight) 
                      Important Information:    Electronic Submission 
         Tenderers has the option to tender for all Grounds & Turf Components or indicate their preferred option/s
         below:
         Indicate which Grounds & Turf Tender Component(s) being tendered for: 
         Component 1: Leasing, Maintenance & Repairs of Grounds and Turf Machinery and
         Equipment
         Component 2 :  Adhoc Tree Felling, Irrigation installation and Landscape Services 
         Component 3:  Supply & Delivery of Related Grounds Consumables 
                                                    Page 1 of 17
                                                University of the Witwatersrand, Johannesburg
                                                                                                              Procurement Services
                                                             Tender No: 2022/03                          Version Control – V01.10.2020
                                                           Grounds & Turf Tender 
          TABLE OF CONTENTS
          1    TENDER OUTLINE.......................................................................................................................................3
          2    TENDER TIMELINE......................................................................................................................................6
          3    INTENT TO SUBMIT A TENDER SUBMISSION AND COMPULSORY TENDERER REGISTRATION.........6
          4    UNIVERSITY CONTACT INFORMATION......................................................................................................7
          5    DEVELOPING YOUR TENDER SUBMISSION.............................................................................................7
          6    SUBMITTING YOUR TENDER SUBMISSION..............................................................................................7
          7    EVALUATION METHODOLOGY...................................................................................................................7
          8    EVALUATION CRITERIA...............................................................................................................................8
          9    SCOPE OF WORK........................................................................................................................................14
          10 THE SUBMISSION OF RETURNABLE SCHEDULES & DOCUMENTS.......................................................15
          11   PRICING INSTRUCTIONS............................................................................................................................15
          12 INSURANCE REQUIREMENTS....................................................................................................................16
          13 THE CONTRACT...........................................................................................................................................16
          ATTACHMENTS:
          List of Annexures                          Description of Annexures
          Annexure A.1          Scope of Work- Leasing, Maintenance & Repairs of Grounds and Turf 
                                Machinery and Equipment
          Annexure A.2          Scope of Work- Adhoc Tree Felling, Irrigation installation and landscape 
                                Services
          Annexure A.3          Scope of Work- Supply & Delivery of Related Grounds Consumables
          Returnable Schedules and Documents
          Annexure B            Procurement Returnable Schedules 
          Annexure C.1          Price Schedule for Leasing, Maintenance & Repairs of Grounds and Turf
                                Machinery and Equipment
          Annexure C.2          Price Schedule for Adhoc Tree Felling, Irrigation installation and 
                                landscape Services
          Annexure C.3          Price Schedule for Supply & Delivery of Related Grounds Consumables
          Annexure D             Draft Agreement  
                                                            Page 2 of 17
                          PART A: TENDER OVERVIEW
     1  TENDER OUTLINE
     1.1  University’s Background
     The University of the Witwatersrand is a leading African University that is ranked in the top 1% of universities in the
     world. Located in the Economic Hub of Africa, in 2022, Wits celebrates 100 years of academic and research
     excellence, social justice and the advancement of the public good. Our history is inextricably linked to that of
     mining, the City, and civic and political activism. Our property infrastructure consists of 400 buildings, 11 Libraries,
     17 Residences. The University has about 41 100 students and 6 582 employees, Wits For Good.
     1.2  Tender Background
     The Services Management Department of the University of the Witwatersrand, Johannesburg in collaboration with
     Purchasing Consortium of Southern Africa (PURCO SA) requests proposals from Service Providers to respond to
     their Grounds Tender that includes different components (1) Leasing, Maintenance & Repairs of Grounds & Turf
     Machinery & Equipment, (2) Tree Felling and (3) Supply and Delivery of related Grounds & Turf Consumables.
     1.3  Tender Description
     Services is a Department within the University whose main mandate is to ensure that they provide grounds and
     waste maintenance services among others for the entire University community and visitors. The department is
     required to render grounds and turf  maintenance service to more than 90 buildings and more than 55000sqm of
     landscape, which include but no limited to sports fields, recreational gardens, residences, lecture venues, offices,
     and external university facilities. As a result, the department needs to procure the products and services to ensure
     continuous service to its community and visitors. 
     1.4   Overview 
     The requirements are detailed in the relevant Annexures; A.1; A.2; A3: Scope of Works for each of the Service
     Components.  
     1.5  Procurement Strategy
     Contract awards may be recommended separately for each Service Components tendered for and note Preference
            may be given to emerging companies:
     1.5.1  Component (1) Leasing, Maintenance & Repairs of Grounds and Turf Machinery and
            Equipment. University may appoint one service provider. 
     1.5.2  Component (2) Adhoc Tree Felling, Irrigation installation and landscape Services. University
            may appoint two service providers. 
     1.5.3  Component (3) Supply of Related Grounds Consumables. University may appoint two service
            providers. 
     1.6  Pre-qualification Criteria
     1.6.1  Tenderers who have suitable experience and demonstrated capacity in the required work activities for
            Grounds environment maybe eligible to partake in this Tender.
     1.6.2  Only Tenderers who satisfy the pre-qualification criteria as set out in the tables below should submit a
            Tender Submission, failure to do so will result in disqualification. 
                               Page 3 of 17
          1.6.3     It is compulsory that the Tenderer submit all of the information required in the Schedules below:
                                          Procurement Eligibility/Mandatory Criteria 
         Tenderers must:
             1. submit their registration of intent to tender by the date stipulated under section 2.
             2. submit a signed submission by an authorised employee of the company (Annexure B- Schedule 1) .
             3. submit South African registration documents if a registered company. Only South African entities are 
                eligible to participate (including but not limited to CIPC registration and directors, VAT registration, 
                Memorandum of Association, Certificate of Incorporation).
             4. provide a valid, current tax clearance certificate, VAT certificate and tax pin for tenders issued by the 
                South African Revenue Services.
             5. 5.1 Non Emerging Tenderers to submit annual financial statements for the last 3 financial years, in
                compliance with the requirements of the Companies Act
                5.2 Emerging Tenderers to submit annual financial statements for the last 2 financial years, in
                compliance with the requirements of the Companies Act.  
             6. provide a letter of good standing from its bankers (*Note this is not Letter of Bank Confirmation). 
             7. a valid B-BBEE Certificate (i.e. SANAS accredited/ Sworn Affidavit). 
             8. submit all required schedules, documents and annexures indicated in this documents.
          1.6.4     The below to be submitted as per the selected Component (1) for Leasing, Maintenance and Repairs of
                    Grounds & Turf Machinery & Equipment  
         Technical Eligibility/Mandatory Criteria Component (1): Leasing, Maintenance & Repairs of Grounds and 
                         Turf Machinery and Equipment
         Tenderers must:
             1.   have a track record for at least three (3) years and include largest site as a reference, where a similar 
                  contract has been conducted
             2.   have a minimum of 3 recent references where similar scale and complexity were provided   (At least
                  one client references must not be older than three (3) years) and indicate where bidder supplied the
                  equipment and provided the support  thereof to their contract.
             3.
                  provide proof of Original Equipment Manufacturer (OEM) Accreditation or Proof of Supply from OEM 
             4.   submit a valid proof for their technician(s) certification for equipment and machinery repairs or N3
                  mechanical plus proof of trade test
             5.   a minimum of three (3) years’ experience for their technician for the repairs and maintenance of
                  landscape and turf machinery & equipment
                                                             Page 4 of 17