Compile & produce triennial state of the forests report 2022-2024 – national tender

Closing date: 2 September 2026 at 11:00 AM. Non-compulsory briefing session: 12 August 2026, 10:00 AM – 11:30 AM, via Microsoft Teams (link provided in the document). Requests for clarification must be submitted at least seven calendar days before the closing date.

There will be a non-compulsory briefing session on 12 August 2026, 10:00 AM – 11:30 AM, via Microsoft Teams: https://teams.microsoft.com/meet/345418041434145?p=KdIcMopQrbcITQv2Pd. Requests for clarification must be submitted at least seven calendar days before the closing date.

Bidding procedure enquiries: SCM Officials, email [email protected]. Submission address: Department of Forestry, Fisheries and the Environment, The Environment House, 473 Steve Biko Road, Cnr Soutpansberg and Steve Biko Road, Arcadia, Pretoria/Tshwane.

Bids must be deposited in the bid box at the Department of Forestry, Fisheries and the Environment, The Environment House, 473 Steve Biko Road, Cnr Soutpansberg and Steve Biko Road, Arcadia, Pretoria/Tshwane, by the closing date and time. Late bids will not be accepted. Bids must be submitted on the official forms provided (not re-typed). The proposal must consist of one master original document and an electronic copy on a USB. A table of contents must be included. Returnable forms that must be completed and signed: SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule for Professional Services) aligned with Annexure A, SBD 4 (Bidders Disclosure), SBD 6.1 (Preference Points Claim Form), a valid B-BBEE certificate or sworn affidavit, CSD registration report or SARS tax PIN, a Joint Venture agreement if applicable, a Letter of Authority to sign, and the Consent and Indemnity Form (Annexure C). Failure to provide or comply with any required particulars may render the bid invalid.

Bidders must submit: Master Bid Document, electronic copy (USB), SBD 1, valid B-BBEE certificate or sworn affidavit, CSD registration report or SARS tax pin, SBD 3.3 pricing schedule aligned with Annexure A, SBD 4 Bidders Disclosure, SBD 6.1 Preference Points Claim Form, Joint Venture agreement if applicable, Letter of Authority, and Consent and Indemnity Form (Annexure C).

Evaluation proceeds in three phases. Phase 1 (Pre-compliance): bid documents are checked for administrative compliance, including returnable forms, tax matters, and CSD registration. Phase 2 (Functionality): bidders must score a minimum of 75% to qualify for Phase 3. Functionality is scored out of 100 points across five categories: project plan, methodology and project management (weight 20); qualification of the Project Team Leader (weight 20); experience of the Project Team Leader (weight 15); qualification of the Project Team Member (weight 15); experience and track record of a team member (weight 15); and the company's experience, track record in compiling and publishing reports in the field of Forestry/Environment (weight 25). Phase 3 (Price and Preference Points): the 80/20 preference point system applies. Price is scored using the formula Ps = 80[1-(Pt-Pmin)/Pmin]. Up to 20 preference points are awarded for specific goals: more than 50% ownership by Black people, women, or people with disabilities (20 points each). The bid is awarded to the bidder with the highest combined points, provided all phases are met.

The appointed professional service provider must compile and produce the triennial State of the Forests Report for the period 2022-2024. The project must be completed within twelve months. Key deliverables: hold an inception meeting within two weeks and submit an inception report within a month; collect data on all forest resources (facts and trends, drivers of forest cover change, pests and diseases, veld fires, socio-economic benefits, new forestry research, forest extent); submit both raw and analysed data; analyse data and compile a report containing spatial data (locations, extent of forest cover, conservation and plantation areas, ownership) and non-spatial data (socio-economic benefits, transformation, greening activities, forest health, management, conservation status); analyse key challenges and recommend remedial actions; conduct a national stakeholder consultation on the draft report; design the layout, write and proofread the final report; after departmental approval, print 600 copies of the report.

The service provider must present a project plan during an inception meeting within two weeks and produce an inception report within a month. The project plan must include a structured work breakdown, stated and measurable objectives, specific time-bound milestones with deliverables, a project schedule with task durations and dependencies, resource allocation, and a risk management approach with proposed mitigation measures. If a Gantt chart is submitted, it must be accompanied by a descriptive project plan.

Project Team Leader: must hold a qualification in Forestry/Environmental Sciences/Natural Resources Management (Master's degree NQF 9 or above preferred; Honours degree NQF 8 minimum) and have experience in compiling and publishing Forestry/Environment reports (7 years or more preferred). Project Team Member: must hold a qualification in Social Science/Environmental Economics/Economics/Agricultural Economics (Honours degree NQF 8 or higher preferred) and have experience in data collection, capturing, data analysis, report compilation, editing, design, layout, and publishing in the field of Forestry/Environment (5 years or more preferred). Company experience: must demonstrate relevant past experience with signed reference letters on client letterhead for projects of similar scope in data collection, capturing, data analysis, report compilation, design, layout, and publishing in Forestry/Environment (5 successfully completed projects with positive reference letters preferred).

Bidders must complete SBD 3.3 (Pricing Schedule for Professional Services) and Annexure A. The pricing schedule requires: a ceiling price based on total estimated time for completion including all expenses and taxes; hourly and daily rates for personnel involved; cost per phase and man-days for each phase of the project; travel expenses (rate/km, class of air travel) with only actual costs recoverable; other expenses (accommodation, telephone, reproduction) with certified invoices required. The offer must be valid for 120 days from the closing date. Rates must be firm for the full period of contract unless otherwise specified, in which case the basis for adjustment (e.g. CPI) must be provided.

Bidders must submit a comprehensive offer inclusive of all costs, expenses, and all applicable taxes. The offer must be valid for 120 days from the closing date. The pricing must be submitted on SBD 3.3 (Pricing Schedule for Professional Services) and Annexure A. In case of discrepancies, the price in SBD 3.3 takes precedence. Bidders must indicate a ceiling price based on the total estimated time for completion, including all expenses and taxes. Provide hourly/daily rates for personnel, cost per phase and man-days, travel expenses (rate/km, class of air travel), and other expenses (accommodation, telephone, reproduction). Only actual costs are recoverable and must be supported by certified invoices. Rates must be firm for the full contract period unless otherwise specified. Travelling costs between home and office and the DFFE office will not be for the account of DFFE. The department reserves the right to negotiate price with the recommended service provider.

Bidders must be registered on the Central Supplier Database (CSD) and provide a CSD number or SARS Tax Compliance Status PIN. Bidders must be tax compliant. Bids from persons in the service of the state, or companies with directors who are, will not be considered. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. For preference points, bidders must submit a valid B-BBEE Status Level Verification Certificate (SANAS accredited, CIPC, or sworn affidavit for EMEs/QSEs) and a completed SBD 6.1. Joint ventures/consortia must submit a signed JV agreement and each party must provide separate tax compliance and CSD numbers.

Preference points are awarded for specific goals: more than 50% ownership by Black people, women, or people with disabilities (20 points each). Bidders must submit a valid B-BBEE Status Level Verification Certificate (SANAS accredited, CIPC, or sworn affidavit for EMEs/QSEs) to claim points. The completed SBD 6.1 (Preference Points Claim Form) must be submitted. Failure to submit proof or documentation will be interpreted as not claiming preference points.

The Department of Forestry, Fisheries and the Environment (DFFE) is the custodian of South Africa's forest resources and has a legal mandate to ensure sustainable forest management. The National Veld and Forest Fires Act is referenced. Bidders must comply with the B-BBEE accreditation requirements, including submitting a consolidated B-BBEE certificate for joint ventures or partnerships. The Privacy and Protection of Personal Information Act (POPIA) applies.

The service provider must collect data on forest resources including drivers of forest cover change, pests and diseases, veld fires, and forest extent. The report must include spatial data on conservation forest areas, plantation forest areas, and ownership. The report must include information on all principles, criteria, indicators and standards of sustainable forest management as per the National Forests Act. The service provider must analyse key challenges and recommend remedial actions to progress South Africa's forestry towards sustainable forest management (economic, social, and environmental).

The project must be completed within twelve months after signing the Memorandum of Agreement (MoA)/Service Level Agreement (SLA) and issuing an official order. The service provider will have weekly progress meetings for the first two months and then submit monthly progress reports. Failure to submit reports on time will result in penalties as outlined in the MoA. The Project Manager will manage the SLA. Appointed service providers may be subject to security vetting. The service provider must guarantee the presence of the senior in charge of fieldwork throughout the contract. Replacement of key personnel requires Project Manager approval and a one-month handover period. The General Conditions of Contract (GCC) apply; special conditions prevail where they contradict the GCC. The service provider must notify DFFE in writing of all subcontracts. DFFE reserves the right to reject proposals not in the prescribed format or with incomplete information. DFFE may seek clarity or verify documents; failure to provide requested information may lead to disqualification. A trust, consortium, or joint venture qualifies for preference points if their consolidated B-BBEE certificate shows more than 50% ownership on specific goals.

Travelling costs between home and office and DFFE office will not be for the account of DFFE. The bidder must submit a comprehensive offer inclusive of all costs and taxes. In case of discrepancies between the bid price and SBD 3.3, the SBD 3.3 price takes precedence. The department reserves the right to negotiate price with the recommended bidder. The validity period is 120 days, extendable with written consent. The service provider must notify DFFE in writing of all subcontracts. DFFE reserves the right to reject proposals not in the prescribed format or with incomplete information.

Bidders must be tax compliant and provide a SARS Tax Compliance Status PIN or CSD number. Bids from persons in the service of the state, or companies with directors who are, will not be considered. Bidders must be registered on the Central Supplier Database (CSD). Bidders must submit a valid B-BBEE certificate or sworn affidavit to claim preference points. Joint ventures/consortia must submit a signed JV agreement and each party must provide separate tax compliance and CSD numbers.

Evaluation is in three phases: Phase 1 Pre-compliance (administrative requirements), Phase 2 Functionality (minimum 75% to qualify), Phase 3 Price and Preference Points (80/20 system). Functionality criteria include project plan and methodology (weight 20), qualification of the Project Team Leader (weight 20), experience of the Project Team Leader (weight 15), qualification of the Project Team Member (weight 15), experience and track record of a team member (weight 15), and company experience (weight 25). Price is scored using the 80/20 formula. Preference points are awarded for specific goals: >50% ownership by Black people, women, or people with disabilities (20 points each).