TERMS OF REFERENCE (TOR)
For Gardening Services

1. INTRODUCTION

The Organisation of Southern Cooperation (OSC) was established on 29 January 2020 by African, Asian and Pacific Island, Latin American and Caribbean, Middle Eastern countries at the International Summit on Balanced and Inclusive Education held in Djibouti.

As set out by its Constitutive Charter, the purpose of the OSC is to “contribute to the equitable, just, and prosperous social transformation of societies by promoting balanced and inclusive education, to attain the fundamental rights to liberty, justice, dignity, sustainability, social cohesion, and material and immaterial security for the peoples of the world.

The Organisation of Southern Cooperation (OSC) wishes to enter into Long long-term agreement (s) with a service provider that can offer Gardening Services to its office in Addis Ababa, Ethiopia. 

2. OBJECTIVE 

The primary objective of this Request for Proposal (RFP) is to identify competent service providers to ensure the upkeep and improvement of our outdoor spaces, among other things, are general maintenance of lawns, trees, and hedges. These include weeding, trimming, and pruning grass by mowing with grass-cutting machines top dressing, using manure, spraying pesticides and insecticides, and planting fresh patches of grass that were dead.

3.  SCOPE OF WORK - GARDENING SERVICES:

The area involved consists of approximately 1000 square meters of combined paved and grassed areas within and around the OSC premises and the Residence of the Secretary-General. The scope of work includes, but is not limited to, the following tasks:

3.1 Regular Gardening Maintenance:

1. 1. Lawn mowing, edging, and fertilization.
   2. Weed control and removal.
   3. Planting, pruning, and trimming of trees, shrubs, and flowers.
   4. Pest and disease control.
   5. Mulching and soil conditioning.
   6. Seasonal cleanup and leaf removal.
   7. Watering the trees, lawn, and flowers on a daily basis as needed.

3.2  Design and Enhancement:

1. 1. Collaborate with our team to design and implement landscape improvements.
   2. Select and plant new vegetation.
   3. Install landscape features such as paths, lighting, or decorative elements.
   4. Ensure the overall aesthetic appeal of the outdoor spaces.

3.3 Sustainability Practices:

1. 1. Implement eco-friendly and sustainable gardening practices.
   2. Proper disposal of garden waste and recycling of materials where applicable.
   3. Efficient water management and conservation.

3.4 Reporting 

The Contractor is expected to provide OSC with a comprehensive report from time to time on the status of the services.

4. REQUIRED TOOLS 

The successful Contractor must always provide the following garden tools:

1. Petrol-powered lawn mowers,
2. Hedge and lawn hedge trimmers,
3. Wheelbarrows and shears,
4. Spades & hoes and other work tools
5. Water hoses and garden sprinklers
6. Sprayers for pesticides and insecticides
7. Gloves and uniforms for workers
8. Spray can -5 liters
9. Broom and other cleaning equipment.

5. GARDENING SCHEDULE 

6. HEALTH AND SAFETY PROGRAMME

The quality of the Contractor’s ability to manage safety and productivity shall be considered in evaluating bidders.

1. Indicate whether the company has a safety and health orientation program for new employees. If yes, please briefly explain what the program covers.
2. Are all employees trained in the work practices needed to safely perform their jobs?

7. QUALIFICATIONS OF THE SUCCESSFUL CONTRACTOR 

1. Officially registered entity
2. A good reputation of the company is proven by references of providing similar services to at least 2 companies
3. Minimum three (3) years of relevant Gardening and Landscaping experience 
4. Ownership of the necessary equipment and providing efficient and quality services - a list to be provided.
5. The company must employ enough experienced and skilled personnel, with the ability to communicate effectively  in Amharic and English 
6. Experience working with other international organizations is an asset.
7. Financially stable to purchase and replace supplies and equipment.

8. EVALUATION OF BIDS 

The method of evaluation shall be the Least-Cost Selection. This method entails selecting the best bidder by combining both technical and financial scores. The technical score will account for 70% and the financial score will account for 30%.

1. Specific Experience of the Service Provider
2. Adequacy of Methodology
3. Proposal on how the work will be carried out and Health and safety program if any 
4. Qualifications and competencies of key technical staff (CVs and copies of diplomas minimum required are
5. Manager and at least 1 Supervisor).
6. Details of the types of materials, equipment, and pesticides to use.

9. PROPOSAL SUBMISSION:

Interested service providers should submit their proposals as follows. 

1. Physically to the OSC Headquarters at Egypt St., Lideta Sub-City, Woreda 04, House N0 1986, 1165 Addis Ababa, Ethiopia. Beside Chanolly Restaurant in Mekanisa 
2. Or send it electronically to Tenders@osc-ocs.org no later than 3rd October 2023.  The proposal should indicate the title of the proposal covers.
3. There will be a Technical Clarification Meeting and Site Visit on the 21st -Sept-2023 4:00 AM Ethiopian Time at OSC office Egypt St., Lideta Sub-City, Woreda 04, House N0 1986, 1165 Addis Ababa, Ethiopia (Beside Chanoly Noodles Mekanisa)
4. Questions Regarding this tender should be sent to Email:  Amarachi.Nzenwa@osc-ocs.org Phone: +251 98 927 1678