Supply and delivery of a 320 dm³ biochar kiln with water condenser for agricultural research

• Closing Date: 10 July 2026
• Closing Time: 11:00 (SAST)

• Technical/SCM Enquiry: Fumani Mtungwa
• Email: [email protected]
• Delivery Address: ARC-NRE, Institute for Soil, Climate and Water, 600 Belvedere Street, Arcadia, Pretoria

Submission Process

• Method: Submit a written quotation via email to [email protected].
• Format: Quotations must be on an official company letterhead and duly signed.

Required Returnables

• Standard Bidding Documents (SBDs): All forms included in the RFQ must be fully completed and signed.
• Tax Compliance: A valid Tax PIN/Clearance Certificate.
• B-BBEE: A valid B-BBEE certificate or affidavit.
• CSD: Central Supplier Database registration number and a full CSD report.
• Technical Evidence: A datasheet of the quoted machinery.
• Experience Proof: 2x signed reference letters on company letterhead confirming successful delivery or manufacture of agricultural machinery/equipment. References must be contactable.

Mandatory Quotation Details

Your quotation must explicitly include:

• Delivery Address: ARC-NRE, 600 Belvedere Street, Arcadia, Pretoria.
• Warranty: Clearly stated terms (minimum 12-month manufacturer's warranty required).
• Lead Time: Estimated delivery time (must be no later than 6 weeks after receipt of Purchase Order).
• Validity: The quotation validity period.
• Delivery Date: The specific date of delivery.

Disqualification Risks

• Failure to submit signed SBD forms, machinery datasheets, or valid reference letters will result in automatic disqualification.
• Non-compliance with the delivery timeline (max 6 weeks) or warranty requirements.

• Fully signed Standard Bidding Documents (SBD forms).
• Valid Tax Clearance Certificate (Tax PIN).
• Valid B-BBEE Certificate.
• CSD registration number and full CSD report.
• Datasheet of the quoted machinery.
• 2 signed reference letters (on company letterhead) for successful delivery/manufacture of agricultural machinery/equipment, with contactable references.
• Quotation must include delivery address, warranty terms, estimated lead time, and validity period.

Scoring Framework

Evaluation is conducted using the 80/20 Preferential Procurement Policy Framework Act (PPPFA) principle:

• Price (80 Points): Awarded to the lowest acceptable price.
• Specific Goals (20 Points): Awarded based on the following criteria:

Mandatory Compliance Thresholds

• CSD Registration: Must be registered on the Central Supplier Database.
• Conflict of Interest: Bidders must declare no relationship with procuring institution employees via SBD4.
• Fraud Prevention: False claims regarding specific goals may lead to disqualification and blacklisting for up to 10 years.

Scope of Supply

Supply and delivery of one (1) 320 dm³ Biochar Kiln with an integrated water condenser (Jarnsmior or equivalent) for research and production purposes.

Technical Requirements

• Kiln Capacity: 320 dm³ (320L) biomass input per cycle.
• Biochar Output: Approximately 214 dm³ per cycle (based on gum wood).
• Process Type: Batch pyrolysis.
• Cycle Duration: 7–12 hours active burn; 24-hour recommended full cycle.
• Condenser: Integrated water condenser for wood vinegar and tar recovery.
• Wood Vinegar Output: 20–25 L per cycle (93–94% purity) with 6–7% Stockholm tar.
• Fixed Carbon Content: 85–95% (biomass dependent).
• Calorific Value: Approximately 35 CV (gum wood reference).
• Operation: Biomass-fed with an in-chamber cooling option.
• Construction: Heavy-duty, heat-resistant steel.
• Warranty: Minimum 12-month manufacturer's warranty.

• Currency: All prices must be in South African Rand (ZAR).
• Inclusions: Prices must be inclusive of VAT, delivery, insurance, and all applicable taxes.
• Price Integrity: No price adjustments or amendments to delivery particulars will be considered after submission.
• Payment Trigger: Goods/services are to be supplied only upon receipt of an official Purchase Order (PO) from the ARC.

• CSD: Mandatory registration on the Central Supplier Database; full report must be submitted.
• Tax: Valid Tax PIN required.
• B-BBEE: Valid B-BBEE documentation required to claim preference points.
• Administrative: Completed and signed Standard Bidding Documents (SBD) are mandatory.
• Legal: Compliance with National Treasury General Conditions of Contract and the ARC SCM Code of Conduct is required.

Bidders must claim specific goals to qualify for the 20-point preference system under the 80/20 PPPFA framework. Points are awarded for ownership by HDIs, Women, Youth, PwD, B-BBEE Level 1–4, and RDP Goals (SMME promotion). Proof/documentation is required to substantiate claims.

Contractual Obligations

• Warranty: A minimum 12-month manufacturer's warranty is mandatory. Terms must be explicitly stated in the quotation.
• Delivery: Must be delivered to ARC-NRE in Arcadia, Pretoria, within 6 weeks of receiving the Purchase Order (PO).
• Price & Validity: Quotations must state a validity period. Prices must be in ZAR and inclusive of VAT, delivery, and insurance. No post-submission adjustments allowed.
• Compliance: The supplier assumes full responsibility for the execution of the contract. National Treasury General Conditions of Contract and the ARC SCM Code of Conduct apply.
• ARC Rights: The ARC reserves the right to accept or reject any special terms and conditions.
• Disqualification: Failure to provide signed SBD forms, technical datasheets, or reference letters will result in disqualification. Fraudulent claims for preference points may lead to contract cancellation and legal action.

• Quotation must explicitly state the delivery date.
• ARC reserves the right to perform due diligence on quotations and benchmark prices.
• Quotes must be submitted on official letterhead and duly signed.

Bidders must be registered on the Central Supplier Database (CSD) and include their CSD registration number and full CSD report with the bid proposal.

Evaluation follows the 80/20 Preferential Procurement Policy Framework Act (PPPFA) system. Price accounts for 80 points (lowest acceptable price scores 80), and specific goals account for 20 points. Specific goals include ownership by HDIs, Women, Youth, PwD, B-BBEE Level 1–4, and RDP Goals (SMME promotion).