Appointment of two (2) project management companies for the management of waste tyre micro-collectors and micro-depot operators: one (1) for gauteng and one (1) for the western cape, for a period of three (3) years

Closing date: 02 December 2026 at 11:00.

Briefing session (non-compulsory): 18 November 2026, 11:00–12:30, Microsoft Teams.

Clarification deadline: written questions to [email protected] at least seven calendar days before the closing date and time.

Bid validity: 120 calendar days from the closing date.

Contract start: first working day of the month following issue of the purchase order.

Contract duration: three years.

Bidding procedure enquiries:

• Contact: SCM Officials
• Email: [email protected]

Technical enquiries:

• Contact: SCM Officials
• Email: [email protected]

Submission address (bid box):

Department of Forestry, Fisheries and the Environment

The Environment House

473 Steve Biko Road

Cnr Soutpansberg and Steve Biko Road

Arcadia

Pretoria / Tshwane

Submission method: sealed bid deposited in the bid box at the DFFE head office (physical address under Contact Information).

Closing: 02 December 2026 at 11:00. Late bids are not accepted.

Format: one bound master bid document plus an electronic copy on USB identical to the master.

Bidders must indicate on the cover which province they are bidding for (Gauteng, Western Cape, or both).

Returnable documents (all must be completed, signed and included):

• SBD 1 (Invitation to Bid): bidder identification and signed offer.
• SBD 3.3 (Pricing Schedule – Professional Services): priced in line with Annexure A1 (Gauteng) and/or Annexure A2 (Western Cape).
• SBD 4 (Bidder's Disclosure): discloses state employment and conflicts of interest; a false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims the 80/20 specific-goals points.
• B-BBEE certificate or sworn affidavit, with the CSD report.
• CSD registration report and/or SARS tax compliance status PIN.
• Signed letter of authority for the signatory (e.g. company resolution).
• Consent and Indemnity Form (Annexure E), completed and signed.
• Signed joint venture / consortium agreement, where applicable.
• Signed subcontracting agreement, where applicable.
• Technical proposal including project plan, methodology, CVs on the Annexure B template, and the completed pricing schedule.

Disqualification risks:

• Late submission.
• Any returnable document missing or unsigned.
• Bid not submitted on the official forms.
• Failure to meet pre-compliance requirements.
• Functionality score below 60%.

Evaluation stages:

1. Pre-compliance (administrative screening).
2. Functionality.
3. Price and preference points.

Minimum qualifying score: 60% on functionality to proceed to price and preference.

Preference point system: 80/20.

• Price: 80 points.
• Specific goals: 20 points.

Specific goals (20 points each, claimed on SBD 6.1):

• More than 50% ownership by Black people.
• More than 50% ownership by women.
• More than 50% ownership by people with disabilities.

Functionality criteria (weighted):

• Proposed project plan, methodology and management of the project in the waste sector: 10 points.
• Qualifications of the project team leader: 30 points.
• Other functionality criteria as set out in the terms of reference (weighting not fully legible in the source).

Functionality scoring guide for the project plan (seven sub-headings):

• Excellent (5): all seven sub-headings covered with exceptional detail, logical sequencing, feasible 30-day setup plan, full alignment with the terms of reference.
• Good (4): six sub-headings covered with clear indicators and acceptable detail.
• Satisfactory (3): partial coverage.

Price formula (80/20): Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin the lowest acceptable price.

The Waste Management Bureau requires two project management companies (PMCs) to manage the waste tyre micro-collector and micro-depot network: one PMC for Gauteng and one for the Western Cape, for three years. Bidders may bid for one or both provinces; DFFE may award one province per bidder or both to one bidder.

Network to be managed:

• Gauteng: 180 micro-collectors and 16 micro-depots.
• Western Cape: 69 micro-collectors and 10 micro-depots.

Infrastructure to be provided at each micro-depot:

• A modified 12-metre (40-foot) shipping container (approximately 12.19 m long, 2.44 m wide, 2.59 m high), with a lockable door, windows, two fire extinguishers, opening-hours signage and the Waste Management Bureau logo.
• A portable power bank.
• IT hardware (smart phone or tablet) for live capture of tyre deliveries, with continuous data connectivity (SIM card or Wi-Fi). IT hardware and connectivity apply to micro-depots only, not to micro-collectors.

Land and compliance:

• The PMC must identify, validate and secure legal land-use rights or leases for all micro-depots.
• Zoning: Business 3/4, Industrial 3/service trade/light industrial, or municipal-authority land. Residential 1 sites, including home-occupation or spaza-shop properties, are prohibited.
• Buffer: at least 500 metres from residential boundaries, schools, clinics and sensitive ecological zones.
• Footprint: each micro-depot site must be less than 500 m².
• The PMC must obtain Fire Clearance Certificates for all leased land and prepare a Fire Management Plan for each site.

Operational requirements:

• Micro-depots must be manned and operational 100% of business hours (08:30–16:00).
• 100% reconciliation between micro-depot intake logs and transporter delivery notes.
• 100% use of the Waste Bureau IT system to capture intake and dispatch once operational.
• Full SABS-approved PPE supplied to all participants in Year 1 and Year 3 (Annexure C).
• Quarterly safety briefings for all participants.
• Monthly operational reports by the 5th of each month, including intake/dispatch logs, data integrity report and payment schedule.
• Conflict resolution register for disputes between collectors, operators and transporters.
• Annual impact assessment.

Phases:

• Phase 1 (months 1–2): project implementation plan, land leases, IT hardware and connectivity, PPE procurement.
• Phase 2 (month 2): database screening and contracting of participants, training and induction, activation of collections.
• Phase 3 (months 3–36): operations, monthly reporting, fire management, invoice verification, PPE in Year 3.

Methodology to be submitted:

• Site selection criteria.
• Fire risk strategy for tyre stacking and storage.
• Conflict resolution approach.
• Reporting technology for tracking tyre movements (intake vs dispatch).

Stipend payments to micro-collectors and micro-depot operators are made by the Waste Bureau, not the PMC.

Bidders must submit a methodology covering:

• Site selection criteria for depot locations.
• Fire risk strategy for stacking and storing tyres.
• Conflict resolution between micro-collectors, micro-depot operators and transporters.
• Reporting technology for tracking tyre movements (intake vs dispatch).

The project plan must include seven sub-headings:

1. Operational footprint and setup strategy: a 30-day plan for local office acquisition, operational setup and deployment of local resources.
2. Structured work breakdown across mobilisation, contracting and operations.
3. Defined, measurable objectives aligned with project goals.
4. Time-bound milestones and deliverables.
5. Detailed timeframes, including a Gantt chart.
6. Resource allocation matrix matching the submitted CV templates.
7. Risk management approach with a risk register and mitigation measures.

Phases:

• Phase 1 (months 1–2): project implementation plan, land leases, IT hardware and connectivity, PPE procurement.
• Phase 2 (month 2): database screening and contracting, training and induction, activation of collections.
• Phase 3 (months 3–36): monthly reporting and stock counts, fire management, invoice verification, PPE in Year 3.

The project team leader's qualifications carry 30 functionality points.

Qualification scoring:

• Bachelor's degree or Advanced Diploma at NQF 7: highest score.
• Diploma or Advanced Certificate at NQF 6: middle score.
• Higher Certificate at NQF 5: 1 point.

CVs must be submitted on the Annexure B template for the project manager and each proposed team member or expert.

Pricing:

• Prices must be firm and inclusive of all costs, expenses and VAT.
• Pricing must follow Annexure A1 (Gauteng) and/or Annexure A2 (Western Cape) and SBD 3.3.
• Where the bid price and SBD 3.3 differ, SBD 3.3 prevails.
• Bidders must quote for all activities in the pricing schedule unless indicated otherwise.
• Travel between the bidder's home and office and the DFFE office is not reimbursable.

Pricing schedule structure (per province):

Phase 1 – Mobilisation and infrastructure:

• Land tenure: securing leases/use rights for 10 micro-depots (per site).
• Fire management plans for 10 micro-depots (per plan).
• Modified 12-metre shipping container deployment (10 units).
• IT hardware procurement and setup (per site).
• IT data connectivity and system integration (per site).

Phase 2 – Contracting and training:

• Recruitment and database verification (69 collectors / 10 micro-depot operators = 79).
• Executed SLAs with all participants (79).
• Training sessions (safety and conflict resolution) (10).
• SABS-approved PPE sourcing and distribution (full sets in Year 1 and Year 3) (79 sets).

Phase 3 – Operations (months 3–36):

• Monthly operational management fee (34 months).
• Quarterly safety and environmental compliance audits (12).
• Annual impact assessment (3).

Bid validity: 120 calendar days from the closing date. DFFE may request a written extension; bidders who do not respond in writing will not be considered after the initial validity period expires.

No bid security, performance bond or retention is stated in the source.

CSD and tax:

• Registration on the Central Supplier Database (CSD) is required, with the CSD registration report and/or SARS tax compliance status PIN.
• Joint ventures, consortia and subcontractors must each submit a separate tax compliance certificate/PIN and CSD number.

B-bbee:

• A valid B-BBEE status level verification certificate from SANAS or an accredited verification agency, a CIPC-issued B-BBEE certificate, or a sworn affidavit commissioned by a Commissioner of Oaths, must be submitted with the CSD report to claim preference points.

State employment:

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

Conflict of interest:

• The PMC, its directors, subsidiaries and joint venture partners may not be active micro-collectors, micro-depot operators or registered transporters in the programme.

Returnable forms (one line each):

• SBD 1: signed offer and bidder details.
• SBD 3.3: priced schedule aligned to Annexure A.
• SBD 4: disclosure of state employment and conflicts of interest.
• SBD 6.1: claim for specific-goal preference points.
• Consent and Indemnity Form (Annexure E): signed consent and indemnity.
• Letter of authority: proof that the signatory may bind the bidder.
• JV/consortium agreement and subcontracting agreement, where applicable.

CIDB grading is not required for this tender.

Fire safety:

• A Fire Management Plan must be prepared and implemented for each micro-depot.
• At least two fire extinguishers must be provided per micro-depot.
• Fire Clearance Certificates must be obtained for all leased land.

PPE:

• Full SABS-approved PPE must be supplied to all micro-collectors and micro-depot operators in Year 1 and Year 3, as specified in Annexure C.

OHSA:

• Quarterly safety briefings must be conducted for all participants.
• Training must cover OHSA compliance, fire safety and conflict resolution.

Environmental:

• No tyres may be stored in residential homes or sensitive ecological areas.
• Quarterly safety and environmental compliance audits must be conducted (12 over the contract).
• Sites must be at least 500 metres from residential boundaries, schools, clinics and sensitive ecological zones.

The project supports waste minimisation and recycling under the Waste Tyre Regulations 2017.

Site requirements:

• Micro-depots must be in non-residential zones (Business 3/4, Industrial 3/service trade/light industrial, or municipal-authority land).
• Residential 1 sites, including home-occupation and spaza-shop properties, are prohibited.
• Sites must be at least 500 metres from residential boundaries, schools, clinics and sensitive ecological zones.
• Each site footprint must be less than 500 m².
• No tyres may be stored in residential homes or sensitive ecological areas.

Compliance:

• Fire Clearance Certificates for all leased land.
• Fire Management Plan for each micro-depot.
• Quarterly safety and environmental compliance audits.
• Annual impact assessment covering tonnage collected and jobs sustained.

Contract duration: three years, starting on the first working day of the month after the purchase order is issued.

Phase approval: Phase 1 must be approved before Phase 2, and Phase 2 before Phase 3.

Pricing: prices are firm and inclusive of all costs and VAT. SBD 3.3 prevails over the bid price in case of discrepancy. DFFE may negotiate price with the recommended bidder only.

Bid validity: 120 calendar days from the closing date; DFFE may request a written extension, and bidders who do not respond in writing will not be considered after the initial validity period.

Stipends: payment of stipends to micro-collectors and micro-depot operators is the sole responsibility of the Waste Management Bureau.

Reporting: monthly operational reports by the 5th of each month; annual impact assessment.

No liquidated damages, retention or performance bond provisions are stated in the source.

Evaluation is in three phases: pre-compliance, functionality, and price and preference points.

Pre-compliance checks:

• Bound master bid document and identical electronic copy on USB.
• B-BBEE certificate or sworn affidavit, with CSD report.
• CSD registration report and/or SARS tax PIN.
• SBD 1, SBD 3.3, SBD 4 and SBD 6.1 completed and signed.
• Signed JV/consortium agreement, if applicable.
• Signed subcontracting agreement, if applicable.
• Signed letter of authority.
• Completed and signed Consent and Indemnity Form.

Functionality:

• Minimum score of 60% to proceed to price and preference.
• Project plan, methodology and management of the project in the waste sector: 10 points.
• Qualifications of the project team leader: 30 points.
• Remaining functionality criteria and weights are not fully legible in the source.

Price and preference (80/20):

• Price: 80 points.
• Specific goals: 20 points, claimed on SBD 6.1 for more than 50% ownership by Black people, women, or people with disabilities.
• Price formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin).