Supply, delivery, off loading and neatly packing of fencing material to farms in the west coast and central karoo districts, western cape

Closing date: 02 November 2026 at 11:00

Delivery deadline: 28 February 2027 (entire order, without exception)

Validity period: 120 days from closing date

Compulsory briefing: None

General enquiries:

• Contact: Mr M November
• Email: [email protected]
• Telephone: 021 808 5156

Bid documents and bidding procedure:

• Contact: Ms D Prinsloo / Ms T Stemele
• Email: [email protected] / [email protected]
• Telephone: 021 808 5442 / 021 808 5021

Technical specifications:

• Contact: Mr H Pienaar / Ms P Pienaar
• Email: [email protected] / [email protected]
• Telephone: 022 433 8905 / 023 414 9204

Submission address:

Department of Agriculture

Security Gate, Muldersvlei Road

Elsenburg, 7607

GPS: 33.845259 S, 18.834722 E

Returnable documents (all mandatory unless noted):

• WCBD 1 (Invitation to Bid): signed cover page with bidder and contact details.
• Proof of authority (e.g., company resolution) authorising the signatory.
• Proof of CSD registration.
• WCBD 3 (Pricing Schedule): quote a total price per district; the amount is final even if calculation errors are found.
• WCBD 4 (Declaration of Interest): discloses interests, past SCM practices, and independent bid determination.
• WCBD 6.1 (Preference Points Claim): only if claiming B-BBEE points.
• B-BBEE status level certificate or sworn affidavit (for EMEs/QSEs) if claiming points.

Submission method: physical delivery only.

• Deposit in the bid box at the Security Gate, Muldersvlei Road, Elsenburg, 7607 (GPS: 33.845259 S, 18.834722 E).
• Or post to: Department of Agriculture, Private Bag X1, Elsenburg, 7607.
• The bid box is accessible 24 hours until closing. Late bids will not be considered.

Format rules:

• Use only official original forms; re-typed or altered copies are not accepted.
• Complete all forms in black ink; incomplete or unsigned documents invalidate the bid.
• No bids by telegram, telex, or fax; photo-stat copies of signed originals are accepted.
• All taxes must be included in the bid price.

Disqualification risks:

• Missing or unsigned mandatory documents.
• Late submission, regardless of reason.
• Incomplete pricing (omitting any required item for a district).

Preference point system: 80/20 (for requirements up to R50 million) or 90/10 (above R50 million). The document does not state which applies to this bid.

Scoring split (80/20 system):

• Price: 80 points
• B-BBEE status level: 20 points
• Total must not exceed 100.

B-BBEE points table (80/20):

• Level 1: 20
• Level 2: 18
• Level 3: 14
• Level 4: 12
• Level 5: 8
• Level 6: 6
• Level 7: 4
• Level 8: 2
• Non-compliant: 0

Rules:

• The bidder with the highest total points is awarded the contract.
• Bidders not submitting proof of B-BBEE status are not disqualified but score 0 for B-BBEE.
• If two or more bids tie, the one with the highest B-BBEE points wins; if still tied, the award is decided by drawing lots.
• Points are rounded to two decimal places.

Compliance check:

• If mandatory documents are missing at evaluation, the bid is deemed non-compliant and passed over.

Scope: Supply, delivery, off loading and neatly packing of fencing material to farms in the West Coast and Central Karoo districts of the Western Cape.

Districts and delivery points:

• West Coast: Stuurman Farm (approx. 50 km NW of Lutzville), Reingeluk Farm (approx. 80 km NW of Vanrhynsdorp), Kersbosvlei Farm (approx. 46 km N of Lutzville). GPS coordinates provided in the document.
• Central Karoo: Renosterkop Farm (32 km from Beaufort West on the N1 towards Johannesburg), Plaatdoorns Farm (20 km from Merweville on the Sutherland DR2254 gravel road). GPS coordinates provided in the document.

Materials (per district, quantities specified in the pricing schedule):

• Hexagonal wire netting, fully galvanised, SABS, 900mm x 75mm x 1.8mm in rolls of 50m.
• Barbed wire, fully galvanised, Karoo-2, 1.6mm x 35kg in rolls of 845m.
• High strain steel wire, fully galvanised, 2.24mm x 50kg in rolls.
• Y-standard iron poles, timber poles (creosote treated), wire, staples, and farm gates (as per the full material list in the ToR).

Standards and compliance:

• Steel fencing materials must comply with SANS 657 (or applicable replacement).
• Timber poles must comply with SANS 457.
• Only galvanised steel and treated timber certified to SANS 675 and SANS 457 respectively will be accepted.
• Submit valid manufacturer certificates, test reports, or SANS compliance certificates.
• Product markings must be clearly visible and maintained throughout the contract.

Delivery requirements:

• All poles must be delivered using a crane truck suitable for the terrain.
• The bidder is responsible for transportation, offloading, handling, and placement.
• Materials must be neatly stacked, secured, and stored to prevent damage or safety hazards.
• Bidders must inspect site conditions and access routes (including gravel roads); no additional costs for poor roads, terrain, or weather will be considered.

Bidding per district:

• Submit separate bid offers for each district (West Coast and/or Central Karoo).
• Bidding for all districts is not mandatory.
• The department may award per district and appoint more than one service provider.
• Quote for all materials in each district; incomplete bids are non-compliant.

Experience requirement:

• Provide details of two examples of supplying and delivering similar quality and quantity during the last two years, with contactable references.

The bidder must be a reputable company with experience in supplying materials and delivering similar quality and quantity.

Provide details of two examples of such work during the last two years, with contactable references.

All fencing materials must comply with SANS standards: steel to SANS 657 (or replacement), timber poles to SANS 457, and only galvanised steel and treated timber certified to SANS 675 and SANS 457 respectively are accepted.

Submit valid manufacturer certificates, test reports, or SANS compliance certificates.

Product markings must be clearly visible and maintained throughout the contract.

The department may inspect and verify materials; non-compliant material is rejected and must be replaced at the supplier's cost.

Use WCBD 3.1 (Pricing Schedule).

Quote a unit cost and total cost per item, and a total price per district.

All applicable taxes must be included; delivery costs must be incorporated.

The offer must be valid for 120 days from closing date.

The amount on WCBD 3 is final; no adjustments after bid closure except in exceptional circumstances with written approval.

Quantities are specified per item (e.g., 400 rolls hex netting for Stuurman, 24 rolls barbed wire).

Pricing format:

• Use WCBD 3.1 (Pricing Schedule).
• Quote a unit cost and total cost per item, and a total price per district.
• All applicable taxes must be included.
• Delivery costs must be incorporated into the bid price.
• The amount on WCBD 3 is final; no adjustments after bid closure except in exceptional circumstances with written approval.

Validity: Offer valid for 120 days from closing date.

Payment terms: Payment processed 30 days from receipt of invoice, subject to verification and acceptance of goods, per GCC.

Price adjustments: Requests for price increases beyond an approved annual sectoral adjustment are considered only in exceptional, unforeseeable circumstances (e.g., war, natural disasters, significant fuel cost increases) and require documentary evidence and written approval.

No bid security, bonds, or guarantees are mentioned in the document.

CSD registration:

• Must be registered on the Central Supplier Database (CSD) and provide proof.
• As of 1 April 2016, the Western Cape Government contracts only with CSD-registered suppliers.
• For consortia/JVs/sub-contractors, each party must have a separate CSD number.

Tax compliance:

• Submit a SARS Tax Compliance Status (TCS) PIN, or a printed TCS certificate, or a CSD number if no TCS PIN is available.
• Foreign suppliers answering 'no' to all questions in the WCBD 1 questionnaire are not required to register for a TCS PIN.

B-bbee:

• To claim preference points, submit a valid B-BBEE certificate (SANAS-accredited) or a sworn affidavit (for EMEs/QSEs) with WCBD 6.1.
• EME (revenue ≤ R10m): sworn affidavit confirming turnover and black ownership.
• QSE (revenue R10m–R50m) less than 51% black-owned: SANAS-verified B-BBEE certificate.
• QSE at least 51% black-owned: sworn affidavit confirming turnover and black ownership, plus declaration of empowering status.
• Large enterprise (revenue > R50m): SANAS-accredited B-BBEE certificate.
• Trusts, consortia, JVs: submit consolidated B-BBEE certificate for each tender.
• Failure to submit proof results in 0 B-BBEE points.

Eligibility:

• No bids from persons in the service of the state, or companies/CCs with directors/members in the service of the state.
• Must not be listed on the National Treasury Register for Tender Defaulters or Database of Restricted Suppliers.

Other:

• Provide a proof of supply document from the bidder's supplier confirming ability to deliver within the timeframe.
• Provide contactable references for similar work in the last two years.

Materials must be neatly stacked, secured, and stored to prevent safety hazards.

Delivery must use a crane truck suitable for the terrain.

The bidder is responsible for safe offloading and placement at delivery points.

No specific OHS plan or HSE compliance certificate is required in the document.

The successful bidder must sign a written contract form (WCBD 7).

The contract is subject to the General Conditions of Contract (GCC) and any special conditions.

Delivery must be completed by 28 February 2027 without exception.

Payment is made 30 days from receipt of invoice, subject to verification and acceptance.

Price increases beyond an approved annual sectoral adjustment are considered only in exceptional, unforeseeable circumstances, with documentary evidence and written approval.

Non-compliant material identified after delivery must be removed, replaced, and rectified at the supplier's cost.

The department may cancel a contract if the supplier commits corrupt or fraudulent acts during bidding or execution.

Provide a proof of supply document from the bidder's supplier confirming ability to deliver the goods within the given timeframe.

Bidders must quote for all materials specified in each district; no exclusions permitted.

Bidders must familiarise themselves with site conditions and access routes; no additional costs for poor roads or terrain will be considered.

The bid is evaluated on price and B-BBEE status level of contribution.

The preference point system is either 80/20 or 90/10, depending on the estimated value of the bid (the document does not state which applies).

Maximum points: 80 for price and 20 for B-BBEE (under 80/20 system).

The bidder with the highest total points is awarded the contract.

Bidders not submitting proof of B-BBEE status are not disqualified but score 0 for B-BBEE.

If two or more bids tie, the one with the highest B-BBEE points wins; if still tied, the award is decided by drawing lots.

Points are rounded to two decimal places.