Panel of three service providers for agricultural inputs, gardening tools and related equipment – free state (36 months)

Closing date: 30 October 2026 at 11:00

Advertisement date: 9 October 2026

Briefing session: none (no briefing session is applicable to this tender)

No briefing session is applicable to this tender.

Supply chain management enquiries:

• Contact: Mr S. Thulo
• Role: Director: Supply Chain Management
• Telephone: 082 040 4027
• Email: [email protected]

Technical enquiries:

• Contact: Mr G. Madiba
• Role: Acting Chief Director: Farmer Support Services
• Telephone: 064 516 5922
• Email: [email protected]

Submission address:

Free State Department of Agriculture, Rural Development and Environmental Affairs

Supply Chain Management

Private Bag X 02

Bloemfontein, 9300

Bid box location:

Administration Building, Ground Floor, SCM Component

Gielie Joubert Street

Glen

Submission method: sealed envelope endorsed with the bid number and title, deposited in the bid box.

Bid box location: Free State Department of Agriculture, Rural Development and Environmental Affairs, Administration Building, Ground Floor, SCM Component, Gielie Joubert Street, Glen.

Postal address: Supply Chain Management, Private Bag X 02, Bloemfontein, 9300.

Closing time: 11:00 on 30 October 2026. Late bids are not accepted.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.2 (Pricing Schedule – Non-Firm Prices): complete in full and quote on all items.
• SBD 4 (Bidder's Disclosure / Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to the procuring institution.
• SBD 6.1 (Preference Points Claim Form): claims preference points under the PPPFA.
• SBD 7.1 (Contract Form – Purchase of Goods/Works): to be signed by the successful bidder.
• Form A1 (Proof of Authority to Sign): resolution or power of attorney on company letterhead.
• Form A2 (Schedule of Addenda): record any addenda issued before submission.
• Form A3 (Bank Letter / Credit Letter): bank confirmation letter dated less than 3 months before closing, plus banking details and a credit or bank rating letter from an NCR-registered credit provider.
• Form A4 (Joint Venture Agreement): only if bidding as a JV/consortium.
• Form B1 (CSD Registration): copy of Central Supplier Database MAAA number.
• Form B2 (Tax Compliance Status): certified copy of TCS certificate or PIN.
• Form F1 (List of Completed Contracts): list of contracts over the last five years with supporting evidence.
• Form F2 (Supply Agreements / Letters): intention-to-supply agreements or letters from agricultural input and garden tool suppliers/retailers.
• Annexure A (Pricing Schedule): compulsory.

Disqualification risks:

• Any required form omitted or unsigned.
• Incomplete pricing schedule (not quoting on all items).
• Failure to provide proof of authority to sign.
• Failure to provide CSD number or tax compliance PIN.
• Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.

Evaluation stages:

1. Mandatory compliance: all returnable documents and pricing schedule completed in full.
2. Functionality assessment: based on the bidder's completed contracts over the past five years and supply agreements/letters with agricultural input and garden tool suppliers/retailers. Non-submission of evidence negatively affects the functionality score.
3. Preference points: 80/20 or 90/10 system applies (the applicable system is determined by the lowest acceptable tender value once bids are received).

• Price: 80 or 90 points.
• Specific goals: 20 or 10 points.

Specific goals (points claimed via SBD 6.1):

• Black ownership: 100% = 10 points; 75–99% = 8; 60–74% = 6; 51–59% = 3; 0–50% = 0.
• Women ownership: 100% = 5 points; 75–99% = 3; 60–74% = 2; 51–59% = 1; 0–50% = 0.
• Disability ownership: 100% = 5 points; 75–99% = 3; 60–74% = 2; 51–59% = 1; 0–50% = 0.

Proof required: sworn affidavit or CIPC ownership certificate; medical certificate for disability.

Functionality evidence requirements:

• List of completed contracts over the last five years, supported by certified/original appointment letters or purchase orders and reference letters from the procuring institution.
• Each appointment letter/purchase order must show the institution's letterhead, appointment date, project description, contract value, and the procuring officer's contact details and signature.
• Contracts without the required evidence or without a stated value are not considered.
• The combined value of completed projects in the past five years is used to allocate functionality points.
• Supply agreements/letters (Form F2) must indicate the categories supplied and delivery timeframes; if no delivery timeframe is given, no functionality points are allocated for that criterion.

Scope: appointment of a panel of three (3) service providers for the supply and delivery of agricultural inputs, gardening tools and related equipment to beneficiaries in the Free State Province.

Contract period: 36 months.

Delivery points: various delivery points in districts across the Free State.

Required by: Free State Department of Agriculture, Rural Development and Environmental Affairs (FSDARDEA).

Bidders must quote on all items in the pricing schedule (Annexure A).

Bidders must indicate brand and model, country of origin, delivery period, and delivery basis (firm/not firm) for the offered goods.

Bidders must submit a list of completed contracts over the last five years, supported by certified/original appointment letters or purchase orders and reference letters from the procuring institution. Each must show the institution's letterhead, appointment date, project description, contract value, and the procuring officer's contact details and signature. Contracts without this evidence or without a stated value are not considered. The combined value of completed projects is used for functionality scoring.

Pricing schedule: SBD 3.2 (Non-Firm Prices) – complete in full and quote on all items.

Offer validity: 120 days from closing date.

Price adjustments: allowed for years 2 and 3, using the escalation formula, based on Stats SA indices, not exceeding CPI.

Bank letter and credit/bank rating letter required (Form A3).

Pricing schedule: SBD 3.2 (Non-Firm Prices) – complete in full and quote on all items.

Offer validity: 120 days from the closing date.

Price adjustments: allowed for years 2 and 3 of the contract, calculated using the escalation formula in the document, based on official indices from Statistics South Africa (Stats SA). Adjustments shall not exceed the official CPI for the corresponding period.

Escalation formula: 85% of the original bid price is subject to escalation; 15% remains firm.

Bank letter: a letter from the bank confirming the account, dated less than 3 months before closing, is required (Form A3).

Credit letter or bank rating letter: from an NCR-registered credit provider, confirming availability of funds or credit rating, must be attached.

Joint venture: if bidding as a JV, a joint bank account must be opened in the JV's name.

CSD registration: copy of Central Supplier Database (CSD) MAAA number required (Form B1).

Tax compliance: valid Tax Compliance Status (TCS) PIN or certified copy of TCS certificate required (Form B2). TCS PIN can be obtained via SARS e-filing.

Consortia/JVs/sub-contractors: each party must submit a separate TCS certificate/PIN/CSD number.

State employment: bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered.

Preference points: claimed via SBD 6.1, with proof of ownership (sworn affidavit or CIPC certificate) and medical certificate for disability.

No B-BBEE level requirement is stated in the document.

Contract period: 36 months.

Price adjustments: allowed for years 2 and 3, using the escalation formula, based on Stats SA indices, not exceeding CPI.

Delivery: to various delivery points in districts; delivery timeframes quoted in Form F2 are binding if appointed.

Joint venture: a joint bank account must be opened in the JV's name.

Offer validity: 120 days from closing date.

Functionality is evaluated based on the bidder's completed contracts over the past five years and supply agreements/letters with agricultural input and garden tool suppliers/retailers. Non-submission of evidence negatively affects the functionality score. Preference points: 80/20 or 90/10 system applies, with price and specific goals as described.