Mechanisation services (tractors & implements) for limpopo agriculture – 36-Month contract

Closing date: 1 December 2026 at 11:00

Bid validity: 240 days from closing date

No compulsory briefing session is stated in the document.

Bidding procedure enquiries:

• Contact: Hadebe ZB
• Email: [email protected]
• Telephone: 015 294 3259

Technical enquiries:

• Contact: Moabelo KE
• Email: [email protected]
• Telephone: 066 586 9727

Submission address:

Department of Agriculture and Rural Development

67/69 Biccard Street

Polokwane, 0699

Submission method: deposit in the bid box at 67/69 Biccard Street, Polokwane, 0699.

Closing time: 11:00 on 1 December 2026. Late bids are not considered.

Bids must be submitted on the official forms provided, not retyped.

Complete the entire bid document in black ink (not typed), in the provided sequence, with no missing or duplicated pages. Correction fluid is not allowed; any alteration must be signed by the authorised signatory.

Package, bind, seal and mark the bid as stipulated.

Returnable forms (all must be completed and signed):

• SBD 1 (Invitation to Bid): bidder details and signed offer cover.
• SBD 3.2 (Pricing Schedule – Non-Firm Prices): rates per hectare for each service, inclusive of all costs and taxes.
• SBD 4 (Bidder's Disclosure): declares any state employment or relationships with the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim Form): claims specific-goal points; non-claiming results in zero points even with supporting documents.
• Proof of authority to sign (e.g. company resolution).
• For Joint Ventures: valid JV agreement, separate SBD 4 for each partner, and each partner's tax compliance documents.

Disqualification risks:

• Any required form omitted or unsigned.
• Misrepresentation of facts.
• Use of correction fluid.
• Incomplete or out-of-sequence bid document.
• Bids from persons in the service of the state, or companies with directors who are, unless approval from the executive authority is submitted.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers.
• Failure to attend the compulsory clarification meeting (if applicable).

Evaluation is in three phases:

Phase 1 – Pre-compliance: CSD verification of business registration, tax compliance, state employment status, tender defaulting/restriction, and identity numbers. Bidders must be tax compliant (or provide SARS proof within 7 days of notification) and registered on CSD as active.

Phase 2 – Functionality (100 points, minimum 50 to qualify):

• Capability, track record and experience in mechanisation services (weight 20): 6+ projects = 5, 4-5 = 4, 2-3 = 3, 1 = 1, none = 0. Support with purchase orders or invoices showing contract values.
• Proof of physical address (weight 40): within the local municipality = 5, within the district = 4, within Limpopo = 1, outside Limpopo = 0. Submit proof of residence from local municipality or traditional authority (utility bill, title deed, lease agreement or PTO).
• Proof of ownership/leasing of equipment (weight 40): owned equipment for all operations = 5, leased equipment for all operations = 3, no list = 0. Attach written proof.

Phase 3 – 80/20 preference points: 80 points for price (lowest acceptable tender gets 80, formula applied), 20 points for specific goals:

• Black People ownership >51%: 8 points (CSD report and company registration document)
• Women ownership >51%: 4 points (ID document)
• Persons with Disability ownership >51%: 2 points (medical report from registered practitioner and CSD report)
• Youth ownership >51%: 6 points (ID document)

Highest total points wins. The department may negotiate prices and balance unit rates to fair market levels.

The department requires mechanisation services in rural villages across the five districts of Limpopo Province for a 36-month period.

Services (rates per hectare, Year 1):

• Ploughing
• Ripping
• Ridging
• Disc harrowing
• Planting (seeds)
• Spraying (pesticide, herbicides etc.)
• Fertilising
• Harvesting
• De-bushing of crop fields (must be approved by the Accounting Officer)

All rates must be inclusive of all costs and applicable taxes. Prices for subsequent years will be based on the prevailing Consumer Price Index.

Bidders must indicate the preferred district and municipality. The maximum number of service providers per municipality is 10.

Eligible districts and municipalities:

• Capricorn: Polokwane, Molemole, Blouberg, Lepelle-Nkumpi
• Mopani: Ba-Phalaborwa, Greater Giyani, Greater Letaba, Greater Tzaneen, Maruleng
• Sekhukhune: Elias Motswaledi, Ephraim Mogale, Fetakgomo Tubatse, Makhuduthamaga
• Vhembe: Collins Chabane, Makhado, Musina, Thulamela
• Waterberg: Bela-Bela, Lephalale, Modimolle/Mookgophong, Mogalakwena, Thabazimbi

The department may appoint several bidders, each for a specific municipality based on proof of residence. A bidder may be appointed for only one municipality.

Bidders must comply with Department of Transport regulations.

The department will periodically evaluate performance; unsatisfactory performance may lead to termination.

No specific methodology or method statement is required. Bidders must demonstrate capability through track record, physical address, and equipment ownership/leasing as per functionality criteria.

Bidders must have experience in mechanisation services. Functionality scoring awards points based on number of projects executed (6+ = 5, 4-5 = 4, 2-3 = 3, 1 = 1, none = 0). Track record must be supported with tangible evidence such as purchase orders or invoices showing contract values. The department may contact references without prior notice. Bidders must also provide details of past similar works, including description, contract value and department name.

Pricing is on SBD 3.2 – Non-Firm Prices. Bidders must complete rates per hectare for each service (ploughing, ripping, ridging, disc harrowing, planting, spraying, fertilising, harvesting, de-bushing). All rates inclusive of all costs and applicable taxes. Prices for subsequent years based on CPI. Price adjustments allowed per formula (85% of bid price subject to escalation, 15% firm). Offer valid 240 days.

Pricing format: SBD 3.2 – Non-Firm Prices. Rates per hectare for each service, inclusive of all costs and applicable taxes. Price adjustments allowed per the formula in the document (85% of bid price subject to escalation, 15% firm).

Offer valid for 240 days from closing date.

No upfront payment will be made; payment only after satisfactory service delivery and receipt of original invoice.

VAT: Bidders must register for VAT if taxable supplies exceed R2.3 million; after registration, bid amounts may not be increased.

Cession of payments only to a registered financial institution (FAIS Act) or approved credit provider (National Credit Act); attach cession agreement with bid.

All works are re-measurable.

The department may negotiate prices and balance unit rates to fair market prices; if a bidder's price remains unresponsive after negotiation, disqualification may be recommended.

CSD registration: mandatory, must be active. Register at https://secure.csd.gov.za/ if not already.

Tax compliance: submit SARS TCS PIN or CSD number. If not tax compliant, written proof from SARS required within 7 days of notification; non-compliance leads to non-consideration.

State employment: bidders, directors, shareholders or members must not be in the service of the state unless approval from the executive authority is submitted.

Tender defaulting/restriction: entity and directors must not be restricted.

Joint Ventures: valid JV agreement required; each party must submit separate tax compliance documents; JV must register on CSD (after SARS registration and opening a JV bank account) before payment.

No CIDB grading or B-BBEE certificate requirement is stated; preference points are claimed via SBD 6.1 for specific goals (ownership by Black people, women, persons with disability, youth).

The service provider is responsible for compliance with all Occupational Health and Safety (OHS) requirements. The department accepts no liability for non-compliance, incidents or related matters arising from the service provider's activities.

Mechanisation should promote sustainable resource use, reduce environmental impact through precision technologies, and improve input efficiency. No specific environmental compliance requirements are stated.

Contract governed by GCC 2010 (2nd edition); service provider must obtain own copy.

All works are re-measurable.

Payment only after satisfactory service delivery and receipt of original invoice; no upfront payment.

VAT registration compulsory if taxable supplies exceed R2.3 million; bid amounts cannot be increased after registration.

Cession of payments only to registered financial institutions (FAIS Act) or approved credit providers (National Credit Act); attach cession agreement.

Unsatisfactory performance: written warning, minimum 7 days to remedy; failure may lead to contract cancellation and recovery of payments.

The department may terminate for breach and claim remuneration paid for unsatisfactory work; outstanding payments may be withheld until breach is remedied.

Bid validity 240 days; department may request extension before expiry.

Contract language: English.

The service provider is an independent contractor, not an employee, agent or partner of the department.

All costs of preparing the proposal are borne by the bidder; supporting documents become property of the Limpopo Provincial Government unless otherwise requested.

GCC 2010 (2nd edition) applies; service provider must obtain own copy.

All works re-measurable.

Cession of payments only to registered financial institutions; attach cession agreement.

No upfront payment; payment after satisfactory service and original invoice.

VAT registration compulsory if taxable supplies exceed R2.3 million; bid amounts cannot be increased after registration.

The department may conduct risk assessment on recommended bidder and disqualify if negative.

The department may not award task orders to non-performing contractors.

The department may negotiate and balance unit prices to fair market levels; unresponsive prices may lead to disqualification.

The department may terminate for breach and claim remuneration for unsatisfactory work.

Service provider must comply with Department of Transport regulations.

Service provider responsible for OHS compliance.

Service provider is an independent contractor.

Shortlisted bidders may be inspected at their premises to verify physical structure, business activities, track record, registration documents and equipment.

Submission acceptance conditions: signed by authorised person, JV agreement included, attendance at compulsory clarification meeting (if any), not on tender defaulters list, no abuse of SCM system, no state employment without approval, no bribery or collusion.

One copy of signed contract to be provided by the department.

Additional evaluation details:

• Functionality minimum score: 50 out of 100 to qualify.
• Functionality scoring values: 0 = non-existent/very poor, 1 = some evidence, 2 = demonstrates capability not strong, 3 = meets requirement well, 4 = very well suited, 5 = perfectly suited.
• Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals points as per table (see bbbee section).
• Highest total points selected for award.