Mine surveying services – vlakfontein mine & klippoortjie project (36-Month contract)

Technical and bidding procedure enquiries (before closing):

• Contact: Bulelwa Mabena
• Email: [email protected]
• Telephone: 010 010 6100

Post-closing communication:

• Email: [email protected] (Bulelwa Mabena)

Fraud hotline:

• Vuvuzela Fraud and Ethics Hotline
• Toll-free: 0800 333 118
• Email: [email protected]

Submission address (hand or courier):

African Exploration Mining and Finance Corporation (SOC) Ltd

Building 1, 1st Floor

74 Waterfall Drive

Waterfall City, Gauteng 2090

Two-envelope system: technical/functionality proposal in one sealed envelope, commercial and financial proposal in a separate sealed envelope. Each envelope must show the employer's address, bid number, and bidder's name and contact address.

Submit one original and one copy of each (commercial and functional), bound or in files, with the original clearly marked. Both sets must be identical; omissions from either set may lead to disqualification.

Submit by hand into the AEMFC Bid Box at Building 1, 1st Floor, 74 Waterfall Drive, Waterfall City, Gauteng 2090, between 08:00 and 17:00 on weekdays. Courier submissions addressed to The Compliance Secretariat, Bid AE/VLAK007/2026, same physical address, with signature obtained from that office.

All returnable documents must be completed, signed (with proof of authority), and submitted by the closing time. Late or misdirected bids will not be accepted.

Enquiries: submit clarifications by email to [email protected] before 12:00 on 28 October 2026. After closing, communicate only with Bulelwa Mabena at [email protected].

Returnable documents (each must be signed where required):

• SBD 1 (Invitation to Bid): bidder details and contact information, signed as the offer cover.
• SBD 4 (Declaration of Interest): discloses any state employment or connection to AEMFC officials.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points; must attach B-BBEE certificate/affidavit.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion and independent pricing.
• Resolution to sign on behalf of company: proof of authority for the signatory.
• Registration of Prospective Bidders Form: completed and returned before the briefing.
• Certificate of Briefing Session Attendance: proof of attendance at the compulsory briefing.
• B-BBEE certificate or sworn affidavit (for EMEs/QSEs).
• CSD registration number and Unique Registration Reference Number.
• Valid tax compliance PIN (SARS) or printed tax status.
• Pricing schedule completed in the prescribed format.
• CVs with certified copies of qualifications and contactable references for key personnel.
• Certified copies of IMSSA membership, Mine Survey Certificate of Competency, and 3D software license.

Any missing document may render the bid non-responsive; failure to provide scoring documents leads to zero points for that criterion.

Administrative responsiveness (Step One): compliance check on required documents; must pass to progress. Late or incomplete submissions are disqualified.

Functionality/technical evaluation (Step Two): minimum threshold of 85 points out of 100. Proposals scoring below 85 are disqualified.

Scoring points (total 100):

• Company experience in opencast mine survey services including drone surveys (reference letters on company letterhead): 10 points. More than 5 years = 10; 2-5 years = 5; less than 2 = 0. Failure to provide reference letters = 0.
• Experience of Chief Surveyor assigned to mine: 10 points. More than 5 years = 10; 2-5 = 5; less than 2 = 0. CV with contactable references required.
• IMSSA registration (or equivalent) of Chief Surveyor: 10 points if registered, 0 if not. Valid membership certificate required.
• Qualification of Chief Surveyor: Mine Survey Certificate of Competency: 20 points if valid, 0 if not. Certified copy required.
• Qualification and experience of full-time Surveyor (including drone): 20 points. More than 5 years with Diploma/Degree = 20; 2-5 = 10; less than 2 = 0. CV with certified qualifications and contactable references required.
• Ownership/license of 3D Surveying Software: 20 points if owned/licensed, 0 if not. Valid license must be attached.
• Methodology and QA/QC approach for daily/weekly/month-end surveys and tonnage reconciliation: 5 points if comprehensive and site-specific, 0 if boilerplate or not submitted.
• Backup/relief surveyor named with relevant certification and experience: 5 points if provided, 0 if not. CV with certifications and contactable references required.

Price evaluation (Step Three): after functionality, bids are ranked by lowest acceptable price; award to lowest unless objective criteria justify otherwise.

Preference points: 80/20 system for bids up to R50,000,000; 90/10 for bids above R50,000,000. B-BBEE points claimed via SBD 6.1. Failure to submit B-BBEE certificate/affidavit results in zero preference points.

Post-award: AEMFC may negotiate price if highest-scoring bid not market-related, with next-ranked bidders or cancel.

Appointment of a service provider to render mine surveying services at Vlakfontein Mine and Klippoortjie Project for 36 months.

Mine location: Vlakfontein Mine, near Ogies, Mpumalanga (Coordinates: 26°0'42.15"S, 28°57'47.72"E).

Scope includes:

• Conduct all mine survey services: opencast surveys, daily stockpile surveys and reports, volumetric surveys, rehabilitation surveys and monitoring.
• Weekly, mid-month and month-end tonnage reconciliation.
• Daily, weekly and monthly surveys of working areas and stockpiles within allowable limits of error, with full tonnage reconciliations.
• Provide a full-time surveyor on site with own vehicle.
• Conduct drone surveys (aerial imagery, volumetric drone surveys) and produce mine plans: monthly faces plans, surface plans, traffic management plans, hazard plans, ramp gradient plans.
• Provide own survey equipment, drone, 3D surveying software, and computer with 3D software.
• Attend planning meetings (144 meetings over contract period).
• Provide ad hoc surveys up to 504 hours per year.
• Comply with Mine Health and Safety Act (MHSA) requirements; Chief Surveyor must hold Mine Surveyor's Certificate of Competency and be IMSSA registered.
• Personnel must be available within 24 hours for mine emergencies and ad-hoc work.
• Work 24 hours per day, Monday to Sunday, including Sundays (AEMFC has Sunday labour permit).
• Provide own PPE, first aid kit, vehicle safety equipment, and ensure personnel have induction training and access cards.

AEMFC will provide: SHE rules, infrastructure, access to survey reference data and mine plans, site induction and licensing, site layout, shelter and ablution facilities, Mobile Proximity Detection System, and access to survey monuments and benchmarks.

No overnight parking for vehicles on mine; mine not liable for damage or theft of equipment.

Technical methodology statement required covering survey procedures, methodology, tonnage reconciliation process, and QA/QC checks on volumetric data. Must be site-specific and comprehensive; boilerplate content scores zero. Failure to provide methodology results in zero points for that criterion.

Methodology must address daily, weekly and month-end surveys, including drone surveys (aerial imagery, volumetric).

Company experience: more than 5 years in opencast mine survey services including drone surveys in coal mines, with signed reference letters on company letterhead. 2-5 years = 5 points; less than 2 = 0.

Chief Surveyor experience: more than 5 years in opencast mine survey and drone survey with Diploma/Degree in Mine Survey = 10 points; 2-5 = 5; less than 2 = 0. CV with contactable references required.

IMSSA registration (or equivalent): 10 points if registered, 0 if not.

Mine Survey Certificate of Competency: 20 points if valid.

Full-time Surveyor: more than 5 years in opencast mine survey and drone survey with Diploma/Degree = 20; 2-5 = 10; less than 2 = 0. CV with certified qualifications and contactable references required.

Backup/relief surveyor: named with relevant certification and experience = 5 points; if not named = 0. CV and certifications required.

Failure to provide CVs with contactable references and certified copies of qualifications leads to zero points.

Quality assurance/quality control approach required for survey procedures, tonnage reconciliation, and QA/QC checks on volumetric data.

Methodology statement must be site-specific, comprehensive, covering daily, weekly and month-end surveys, tonnage reconciliation, and QA/QC. Boilerplate content scores zero.

All survey work must be conducted within allowable limits of error.

Data backup and reporting required; all plans and reports to be furnished to mine.

Pricing must be submitted strictly on the provided pricing schedule (BOQ) with rates excluding and including VAT. Prices in ZAR inclusive of VAT.

Pricing schedule items include: kick-off meeting (once-off), initial site visit (once-off), annual medical assessments, inductions, daily surveys for 36 months, mid-month and month-end tonnage reconciliations for 36 months, legal compliance surveys for 36 months, planning meetings (144), pit and plant visits (36 months), ad hoc survey hours (504), monthly printing (36 months), site LDV and transportation (36 months).

Prices firm for 12 months, then adjustable via PPI/Seifsa/CPI index formula.

Failure to follow pricing format may result in non-responsive bid. Disbursements not priced for will not be accepted.

AEMFC may negotiate price if highest-scoring bidder's price not market-related, with next-ranked bidders.

Pricing must be in South African Rand, inclusive of VAT. Prices must follow the prescribed pricing schedule (BOQ) exactly; deviation may result in non-responsive bid.

Prices must be firm and fixed for the first 12 months, thereafter adjustable using PPI / Seifsa / CPI index formula.

Disbursements not specifically priced will not be considered.

AEMFC may negotiate market-related prices if highest-scoring bid is not market-related; if no agreement with top three bidders, RFP cancelled.

Pricing schedule items include: kick-off meeting, initial site visit, annual medical assessments, inductions, daily surveys, monthly reconciliations, legal compliance surveys, planning meetings, pit/plant visits, ad hoc survey hours (504), monthly printing, and site LDV/transportation.

Prices must be quoted with VAT portion; bidders not VAT-registered must submit proof of VAT registration application.

No bid security or guarantee mentioned.

Registration on National Treasury Central Supplier Database (CSD) is mandatory before submission (unless foreign supplier with no local entity). CSD number and Unique Registration Reference Number required.

Tax compliance: must be compliant with SARS and submit Tax Compliance Status PIN or printed TCS. Joint ventures/consortiums: each party must submit separate proof.

B-BBEE: submit valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs). Failure results in zero preference points. Joint ventures must submit one consolidated B-BBEE certificate from SANAS-accredited body.

Joint ventures/consortiums: signed agreement required with % split and responsibilities. If not concluded at bid time, written intention with % split and responsibilities, and signed agreement before award.

SBD 4 (Declaration of Interest), SBD 9 (Certificate of Independent Bid Determination), SBD 6.1 required.

POPIA compliance: bidders consent to AEMFC processing personal information for evaluation and award.

Confidentiality: all RFP information confidential; written permission needed to disclose.

Legal review: AEMFC will review proposed contractual terms; material deviation may disqualify.

Disqualification risks: late bids, missing returnable documents, collusion, bid defaulters register, failure to comply with scope or pricing schedule.

Compliance with Mine Health and Safety Act (MHSA) and all mine rules and procedures required.

Service provider must provide own PPE, first aid kit, vehicle safety equipment; ensure personnel have induction training and access cards.

Adhere to mine approved traffic management rules.

Personnel must have valid medical certificates (Red Ticket).

24-hour availability for emergencies; work on Sundays permitted by AEMFC's Sunday labour permit.

Contract duration: 36 months from award.

Validity period of bid: 120 business days from closing date, extendable at AEMFC's request if evaluation not finalised.

Prices firm for first 12 months, thereafter adjustable via PPI/Seifsa/CPI index formula.

AEMFC may cancel RFP if no market-related price agreed with top three bidders.

AEMFC may split award between multiple service providers, cancel bid, or negotiate with next-ranked bidders.

AEMFC may conduct risk assessment on preferred bidder (audited financials, due diligence).

AEMFC not liable for bid preparation costs.

AEMFC may validate all information; false information may lead to contract termination.

Confidentiality obligations apply during and after contract.

Legal review of proposed terms by AEMFC; material deviations may disqualify.

Award published on e-tender portal and AEMFC website within 10 days after award finalised.

Unsuccessful bidders may request reasons for non-award.

Evaluation process: Step One administrative responsiveness; Step Two functionality (minimum 85 points); Step Three price evaluation (lowest acceptable); Step Four post-tender negotiations (if applicable); Step Five award.

Functionality criteria with scores: company experience (10), Chief Surveyor experience (10), IMSSA registration (10), Mine Survey Certificate (20), Surveyor experience (20), 3D software ownership (20), methodology/QA (5), backup/relief surveyor (5). Total 100. Minimum 85 points required to proceed.

N.B. Failure to provide required documents (reference letters, CVs with contactable references, certified qualifications, IMSSA certificate, Mine Survey Certificate, 3D software license, methodology statement) leads to zero points for that criterion.