Supply, delivery and installation of an optimising board-edger at timbadolla sawmill, limpopo

Compulsory briefing session

• Date: 12 November 2026
• Time: 11:00–12:30
• Venue: Microsoft Teams (online)
• Link: https://teams.microsoft.com/meet/3656503958744728?p=cwwFwPri4Rd28xdsNn
• Attendance is compulsory; failure to attend leads to disqualification.

Enquiries closing

• Questions and enquiries close on 27 November 2026 at 12:00.

Bid closing

• Date: 10 December 2026
• Time: 12:00

Bid validity

• 90 days from the closing date.

SCM enquiries

• Contact: Ms Lungile Moeketsi
• Email: [email protected]

Technical enquiries

• Contact: Aubrey Kwamba
• Email: [email protected]

Submission address

SAFCOL Nelspruit Office

ABSA Square

3rd Floor, Reception

20 Paul Kruger Street

Mbombela, Nelspruit

Delivery site

Timbadolla Sawmill

Farm Lisbon 12 LT

Entabeni Plantation

Vhembe District Municipality

Limpopo Province

Submission method

• Hand delivery or courier only; bids sent by email, internet, fax, telegram or telex will not be accepted.
• Deliver to the SAFCOL bid box next to reception at the address below.
• Bid box access: Monday to Friday, 08:00–16:30.
• Late bids are not accepted.
• No public opening of bids.

Submission address

SAFCOL Nelspruit Office

ABSA Square

3rd Floor, Reception

20 Paul Kruger Street

Mbombela, Nelspruit

Format

• Use the original official forms; do not retype or redraft them.
• Complete in black ink; only original signatures in black ink are accepted.
• Photocopies of the forms may be used.
• Bind annexures, supporting documents, pamphlets, photographs and technical specifications neatly with the relevant schedule.
• Bidders must check that no pages are missing or duplicated.

Returnable documents

• Original bid document.
• SBD 1 (Invitation to Bid): signed by an authorised representative.
• Specifications, conditions of tender and undertakings by tenderer: signed by an authorised representative.
• SBD 3.1 (Pricing Schedule): firm prices, VAT inclusive.
• SBD 4 (Declaration of Interest): discloses state employment and relationships with the procuring institution.
• SBD 6.1 (Preference Points Claim Form): claims specific-goal points under the 2022 Regulations.
• Certified CIPC registration documents listing all members with percentages (close corporations).
• Certified copies of the latest share certificates (companies).
• For consortia: a breakdown of how fees and work are split between members.
• Supporting documents for the mandatory criteria.
• CSD Registration Summary Report.
• B-BBEE certificate or sworn affidavit, where preference points are claimed.
• Proof of authority to sign (e.g. directors' resolution).
• For joint ventures, consortia or subcontracting: signed agreements showing the work split and rand value.

Disqualification risks

• Late delivery.
• Omission or non-signature of any returnable form.
• Submission by email or other electronic means.
• Failure to attend the compulsory briefing session.
• Bidder's own terms and conditions attached to the bid.

Preference point system

• 80/20 system applies (contract value up to R50 000 000).
• Price: maximum 80 points.
• Specific goals: maximum 20 points.
• Total: 100 points.

Price scoring

• Formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin is the lowest acceptable price.

Specific goals (20 points)

• Black women-owned entities (at least 30% ownership): 5 points. Evidence: ID documents, CIPC documents, B-BBEE certificate or affidavit.
• Black-owned entities (at least 51% ownership): 10 points. Evidence: B-BBEE certificate or affidavit.
• Youth-owned entities (at least 51% owned by youth): 3 points. Evidence: ID documents and CIPC documents.
• Entities owned by persons with disabilities (at least 51% owned by PWD): 2 points. Evidence: letter from a medical doctor confirming disability.

Evaluation process

• Evaluation panel established by SAFCOL.
• Bids assessed on conformance to the specifications.
• SAFCOL may request written clarification; failure to respond within the specified time disqualifies the bid.
• SAFCOL may require oral presentations or equipment demonstrations.
• SAFCOL may conduct benchmarks and a pre-award survey.
• The lowest or any bid is not necessarily accepted.

Scope

• Supply, deliver and install an optimising board-edger at Timbadolla Sawmill, including removal of the existing edger, engineering support, commissioning, training, logistics and after-sales service.

Input material

• Flitches and live boards from undebarked logs.
• Moisture content: approximately 50%.
• Density: approximately 450 kg/m³.
• Width: 50–450 mm.
• Thickness: 19–50 mm.
• Length: 0.9–6.6 m.

Main machine requirements

• Minimum feed speed of 180 m/min with variable speed drive.
• Throughput: peak of at least 25 boards/min and average of 20 boards/min at an average board length of 4.8 m.
• At least one pneumatic up/down crosscut to remove sharp defects, with waste chute or gate.
• Waste gate sized for the maximum board length to drop unrecoverable slabs and flitches.
• S-shaped unscrambler/singulator conveying system on the infeed.
• At least three movable saws for material optimisation.
• Centralised lubrication on the main saw spindles.
• Centering devices with skewing capability to offset boards with excessive sweep, able to centre boards up to 6.6 m.
• Outfeed conveying system after the sawing head and a deceleration unit before boards drop to the green chain.
• Main spindle for saws.
• Cage below the machine with access doors fitted with auto-shut-off limit switches.

Scanning technology

• 3-D board imagery displayed on an operational HMI screen after scanning.
• Cross-feed laser scanning (top and bottom) to avoid board turning; transverse scanning preferred because outfeed space is limited, with optimisation built before longitudinal feeding.
• Optimisation software for sawing recipes set on value and volume, suited to South African lumber product dimensions.
• Optimisation reports per shift (input versus output).
• By-pass capability for clear, already squared boards from secondary lines.
• Scanning technology must not be harmful to people or the environment.

Operating system (SCADA)

• HMI display screen for operation.
• Buffer memory storing at least three consecutive boards for recall and fault analysis.
• Clear fault descriptions displayed when faults occur.
• Pages for work set values on critical axes (saws, press rollers, centering system).
• Access control levels: super user/administrator, technical personnel and operators.
• Internet connectivity for off-site diagnosis; SAFCOL provides the connection point.

Safety

• All standard safety coverings and anti-kickback devices.

Engineering and auxiliary services

• Supply and delivery of all steel and metal material and construction of all support structures.
• Electrical wiring and installation of all machine components, including MCC panels and programming.
• All civil works (concrete and reinforcement) for kiln foundations and footprint.

Removal of old equipment

• Remove old equipment hardware.
• Safely disconnect old electrical connections and MCC.
• Place old equipment in a secure area allocated by the mill.

Commissioning (service provider's responsibility)

• Cold testing: inspect and assess equipment for safe start.
• Live testing: feed material slowly and calibrate to best operating conditions.
• Programme recipes: with mill management, develop and install the best patterns, with at least three default cutting lists programmed.
• Ramp up to full capacity and hand over a fully functional unit calibrated and balanced with upstream lines.

Training

• Mill personnel (operators and supervisors): at least 5 days, with equipment manuals covering basic operation, troubleshooting and critical parts.
• Engineering personnel (artisans): at least 2 days on maintenance protocols and troubleshooting, with mechanical, electrical and electronic schematics labelled to international conventions.

Logistics

• Freight for all goods, services and cargo.
• Customs clearance and liaison locally and overseas.
• Transport of cargo from the port or any other South African site to the mill.
• DDP (Delivered Duty Paid) Incoterms 2020 applies; the seller bears all costs and risks until goods are available at the agreed destination.

After-sales service

• Supply spare part booklet(s).
• Technical support within 8 hours of an online call and on-site within 48 hours if the problem cannot be resolved online.
• Include a minimum once-off stock of critical spares to be kept by the mill.

Security

• Employees and subcontractors may require security clearances at a level determined by the State Security Agency and/or SAFCOL; clearance costs are for the bidder's account.
• A list of personnel with clearance status must be supplied and maintained.
• Employees and subcontractors must sign a non-disclosure agreement.

Procurement discretion

• SAFCOL may decline any bid, cancel the RFP without awarding, amend or split the specifications, withdraw part of the service requirement, seek clarification from any bidder, inspect venues and facilities, and attach conditions to acceptance.
• The RFP is not an offer; it provides information for comparable proposals.
• The lowest or any bid is not necessarily accepted.
• Nothing in the RFP creates any expectation of award.

Machine quality requirements

• Main spindle for saws.
• Cage below the machine with access doors fitted with auto-shut-off limit switches.
• Scanning technology must not be harmful to people or the environment.
• All standard safety coverings and anti-kickback devices.

Engineering and auxiliary services

• Supply and delivery of all steel and metal material and construction of all support structures.
• Electrical wiring and installation of all machine components, including MCC panels and programming.
• All civil works (concrete and reinforcement) for kiln foundations and footprint.

Removal of old equipment

• Remove old equipment hardware.
• Safely disconnect old electrical connections and MCC.
• Place old equipment in a secure area allocated by the mill.

Commissioning (service provider's responsibility)

• Cold testing: inspect and assess equipment for safe start.
• Live testing: feed material slowly and calibrate to best operating conditions.
• Programme recipes: with mill management, develop and install the best patterns, with at least three default cutting lists programmed.
• Ramp up to full capacity and hand over a fully functional unit calibrated and balanced with upstream lines.

Training

• Mill personnel (operators and supervisors): at least 5 days, with equipment manuals covering basic operation, troubleshooting and critical parts.
• Engineering personnel (artisans): at least 2 days on maintenance protocols and troubleshooting, with mechanical, electrical and electronic schematics labelled to international conventions.

Logistics

• Freight for all goods, services and cargo.
• Customs clearance and liaison locally and overseas.
• Transport of cargo from the port or any other South African site to the mill.
• DDP (Delivered Duty Paid) Incoterms 2020 applies; the seller bears all costs and risks until goods are available at the agreed destination.

After-sales service

• Supply spare part booklet(s).
• Technical support within 8 hours of an online call and on-site within 48 hours if the problem cannot be resolved online.
• Include a minimum once-off stock of critical spares to be kept by the mill.

Pricing schedule (SBD 3.1)

• Only firm prices are accepted; non-firm prices, including prices subject to exchange-rate variation, will not be considered.
• Prices must include VAT and all applicable taxes (PAYE, income tax, UIF and skills development levies).
• All delivery costs must be included in the bid price for delivery to Timbadolla Sawmill.
• Where different delivery points affect pricing, a separate pricing schedule must be submitted for each point.
• State the total bid price including VAT in figures and in words.
• State brand and model, country of origin, compliance with the specification (and any deviations), delivery period, whether delivery is firm, and delivery basis.
• The offer must remain valid for 90 days from the closing date.

Required returnable documents

• SBD 1 (Invitation to Bid): signed by an authorised representative.
• Specifications, conditions of tender and undertakings by tenderer: signed by an authorised representative.
• SBD 3.1 (Pricing Schedule): firm prices, VAT inclusive.
• SBD 4 (Declaration of Interest): discloses state employment and relationships with the procuring institution.
• SBD 6.1 (Preference Points Claim Form): claims specific-goal points under the 2022 Regulations.
• B-BBEE certificate or sworn affidavit, where preference points are claimed.
• SAFCOL Supplier Code of Conduct commitment.

Pricing

• Only firm prices are accepted; non-firm prices, including prices subject to exchange-rate variation, will not be considered.
• Prices must include VAT and all applicable taxes (PAYE, income tax, UIF and skills development levies).
• All delivery costs must be included in the bid price for delivery to Timbadolla Sawmill.
• Where different delivery points affect pricing, a separate pricing schedule must be submitted for each point.

Pricing schedule (SBD 3.1)

• State the total bid price including VAT in figures and in words.
• State brand and model, country of origin, compliance with the specification (and any deviations), delivery period, whether delivery is firm, and delivery basis.

Validity

• The offer must remain valid for 90 days from the closing date.

Payment and contract

• No interest is payable on amounts due to the successful bidder while a dispute on any contract stipulation is unresolved.
• If the parties fail to agree on price adjustments or changes, SAFCOL may recall the letter of award and cancel the contract on at least 90 days' written notice, with fees fixed at the pre-negotiation level for that period.

No bid security, performance bond, guarantee, retention or turnover threshold is stated in the document.

Registration and tax

• Register on the National Treasury Central Supplier Database (CSD) and provide the CSD supplier number and unique registration reference number; a bid cannot be awarded to an unregistered bidder. Only foreign suppliers with no local entity are exempt.
• Submit a CSD Registration Summary Report.
• Submit a SARS Tax Compliance Status (TCS) or the SARS-issued PIN; a printed TCS is also acceptable.
• For joint ventures, consortia and subcontractors, each party must submit its own TCS, PIN and CSD number.

B-bbee

• Submit a B-BBEE certificate or sworn affidavit to claim preference points.
• Certificates must be issued by a SANAS-accredited verification agency, a registered auditor, or an accounting officer as contemplated in the Close Corporations Act.
• EMEs and QSEs may submit a sworn affidavit.

Statutory cover

• All employees, including subcontractors' employees, must be covered under the Compensation for Occupational Injuries and Diseases Act (COIDA) for the bid adjudication period and any resulting contract.
• SAFCOL may request proof of registration and good standing with the Compensation Fund.

Ownership and state employment

• No bid will be considered from a person in the service of the state, a company with directors in the service of the state, or a close corporation with members in the service of the state.

Local content

• SBD 5 (National Industrial Participation Programme) is not applicable to this bid.

Supplier code

• The bidder must commit to SAFCOL's Supplier Code of Conduct.

Disqualification grounds

• Tax matters not in order with SARS.
• Incomplete information or documentation essential for adjudication.
• Fraudulent, untrue or inaccurate information, including non-existent memberships or work references.
• Obtaining information not available to other vendors through fraudulent means.
• Non-compliance with mandatory requirements.
• False declarations on the Standard Bidding Documents or misrepresentation of facts.
• Listing on the National Treasury's database of restricted suppliers and defaulters.

Safety features

• All standard safety coverings and anti-kickback devices must be supplied.
• Cage below the machine with access doors fitted with auto-shut-off limit switches.
• Scanning technology must not be harmful to people or the environment.

Coida

• All employees, including subcontractors' employees, must be covered under the Compensation for Occupational Injuries and Diseases Act for the bid adjudication period and any resulting contract.
• SAFCOL may request proof of registration and good standing with the Compensation Fund.

Security clearances

• Employees and subcontractors may require security clearances at a level set by the State Security Agency and/or SAFCOL; clearance costs are for the bidder.
• A list of personnel with clearance status must be supplied and maintained.
• Employees and subcontractors must sign a non-disclosure agreement.

SAFCOL's mission includes maintaining practices that are economically viable, environmentally acceptable and socially beneficial.

• Scanning technology must not be harmful to people or the environment.

Preference point system

• 80/20 system applies (contract value up to R50 000 000).
• Price: maximum 80 points.
• Specific goals: maximum 20 points.
• Total: 100 points.

Price scoring

• Formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin is the lowest acceptable price.

Specific goals (20 points)

• Black women-owned entities (at least 30% ownership): 5 points. Evidence: ID documents, CIPC documents, B-BBEE certificate or affidavit.
• Black-owned entities (at least 51% ownership): 10 points. Evidence: B-BBEE certificate or affidavit.
• Youth-owned entities (at least 51% owned by youth): 3 points. Evidence: ID documents and CIPC documents.
• Entities owned by persons with disabilities (at least 51% owned by PWD): 2 points. Evidence: letter from a medical doctor confirming disability.

Claiming points

• Bidders must indicate on SBD 6.1 how they claim each specific goal.
• Failure to submit the required proof means the points are not claimed.
• SAFCOL may require substantiation of any claim before or after adjudication.
• Fraudulent claims may lead to disqualification, recovery of costs, cancellation of the contract, restriction from public-sector business for up to 10 years and criminal prosecution.