1. Purpose of the Assignment
AWF seeks a competent and experienced landscaping vendor to provide end-to-end landscaping services that meet the ecological values, visual standards, and operational needs of AWF facilities. This includes design, maintenance, improvement, and restoration of landscaped areas to support environmental conservation and workplace wellness.
2. Objectives
- Preserve and enhance the natural aesthetics of AWF premises
- Promote biodiversity through indigenous planting
- Support water efficiency and soil health
- Maintain a safe, clean, and visually consistent outdoor environment
- Ensure sustainability, safety, and regulatory compliance
3. Scope of Work
A. General Maintenance (Weekly, Monthly, Quarterly):
- Mowing, edging, and trimming of lawns
- Pruning of trees, shrubs, and hedges
- Removal of weeds, invasive species, and pests
- Irrigation system monitoring and adjustment
- Fertilization, composting, and mulching
- Removal of green waste and debris
B. Site Improvement & Enhancements (As Needed):
- Landscape design/redesign proposals
- Soil enrichment through composting or biochar
- Erosion control measures (e.g., terraces, cover crops)
- Native plant landscaping and pollinator gardens
- Installation of walkways, benches, and water features
- Creation of shaded areas and green buffers
C. Water Management:
- Inspect and maintain sprinklers, drip irrigation, and water tanks
- Promote water-efficient landscaping practices (xeriscaping, mulching)
- Maintain rainwater harvesting systems (where feasible)
D. Waste and Pest Control:
- Composting of plant waste
- Responsible use of organic pesticides and herbicides
- Immediate reporting of plant disease outbreaks
E. Environmental & Safety Compliance:
- Use of environmentally safe materials
- Proper storage and handling of chemicals
- Use of PPE by all personnel
- Clear signage during hazardous maintenance (e.g., trimming trees)
4. Expected Deliverables
- Clean, healthy, and aesthetically pleasing grounds
- Monthly performance and condition report
- Quarterly improvement plans and cost estimates
- Incident and corrective action reports
- Annual tree health audit and replacement plan
- Landscape biodiversity checklist (annually)
5. Duration
The contract shall run for 12 months, renewable upon satisfactory performance, cost control, and compliance with AWF’s sustainability standards.
6. Site Location
Work shall be undertaken at the following AWF-managed premises: Conservation Centre (AWF Nairobi HQ), Karen, Nairobi.
7. Vendor Requirements
- Registered landscaping firm with a minimum of 5 years of experience
- Proven track record with at least 3 references from similar clients
- In-house team with a qualified horticulturist/arborist
- Equipment ownership or access (list required: mowers, trimmers, irrigation tools, PPE)
- Capacity to mobilize for emergencies (e.g., tree falls, heavy rain etc.)
- Environmental commitment and zero tolerance for chemical misuse
- Strong internal supervision and quality control mechanisms
8. Proposal Submission Requirements
- Company profile with experience and certifications
- List of tools, staff, and supervision structure
- Detailed landscaping schedule (weekly, monthly, seasonal)
- Proposed plants, fertilizers, and pest control methods
- Past landscaping designs (photos or links preferred)
- Safety policy and emergency response plan
- Biodiversity and sustainability approach
- Pricing structure: Monthly maintenance, Unit cost for additional tasks, Emergency call-out fees, Materials and plant replacement rates
9. Site Visit
Interested bidders are strongly encouraged to conduct a site visit to assess the scope, layout, and existing conditions before submitting proposals. Site visits must take place within the bid submission period and will be conducted at the AWF Conservation Centre, Karen, Nairobi. Vendors should arrange their visit in advance by contacting [insert contact name and email/phone] to schedule a suitable time. Attendance will enable bidders to prepare accurate pricing and tailored technical proposals. Vendors who choose not to conduct a site visit do so at their own risk regarding unforeseen site conditions.
10. Proposal Submission
Interested and eligible vendors should submit their proposals by email to procurement@awf.org , clearly marked “Proposal for Landscaping Services”.
All proposals must be received no later than August 29, 2025, 5p.m EAT.
Late submissions will not be considered. Proposals must include all documents and details outlined under the “Proposal Submission Requirements” section of this call. Vendors are encouraged to conduct their site visit during the bid submission period, as per the “Site Visit” clause, to ensure accurate and comprehensive proposals. All bids shall remain valid for a period of ninety (90) calendar days from the closing date of submission.
11. Monitoring and Evaluation
- Weekly site inspections by AWF’s Facilities Team
- Monthly reports submitted by vendor
- Spot checks during unpredictable times
- Performance Scorecard (shared in advance): Cleanliness and visual appeal, Plant health and biodiversity, Responsiveness to requests or issues, Adherence to agreed schedule, Health and safety compliance
- Deductions may apply for missed services, poor performance, or safety breaches
12. Risk Mitigation
- Hold valid public liability insurance
- Ensure all staff are medically fit and trained
- Provide backup resources in case of absenteeism
- Guarantee service continuity during weather disruptions
13. Selection Criteria
- Technical capacity and past performance (including verifiable references) (30%)
- Quality and environmental approach (20%)
- Tools and staffing plan (15%)
- Innovation and value-adds (10%)
- Cost effectiveness (25%)