Map the Range, Abundance, Biomass and Age of Invasive Alien Plants Within Sou...

Returnable Documents:

1.1. For the appointment of the professional service provider to map the range, abundance, biomass and age of invasive alien plants within South Africa for a period of three (03) years. 2. INTRODUCTION AND BACKGROUND 2.1 The value of nature’s benefits in South Africa to people is around R275 billion annually (about 7% of our GDP). Invasive alien plants cost the nation R6.5 billion annually, and government spends R300 million annually clearing alien trees, however the return on investment has not always been clear, and success has been patchy. One reason for this is lack of information on alien trees: where they are, and how fast they are spreading. 2.2 Biomass of invasive alien plants has gained interest over time, as it has been realised that the public sector (government) cannot bear the cost of invasive alien plant clearing alone. 2.3 There is a need for spatial data on invasive alien plants for use in manual control operations of Working for Water, biological control research, impact estimation, regulatory compliance and biomass utilization. 3. OBJECTIVES 3.1. The objective is to appoint a suitable service provider to: 3.1.1. Map the range, abundance, biomass and age of invasive alien plants (IAPs) within South Africa. 3.1.2. Validate the results using statistics (Kappa statistic, producer’s/user’s accuracy). 4. SCOPE AND EXTENT OF WORK 4.1. The following is expected from the Service Provider: 4.1.1. Spatial data on the abundance of the 14 most widespread and abundant, established, terrestrial invasive alien plants as density (% canopy cover), age in years since last fire, biomass as volumes in tons/ha. 4.1.2. Use of an objective, repeatable, remote-sensing approach (as opposed to subjective methodologies such as atlassing, citizen science and expert knowledge alone). 4.1.3. The area of interest is the entire untransformed terrestrial surface area of South Africa (approx. 100,000,000 hectares). 4.1.4. Data to be captured at a maximum of 10 m spatial resolution. The methodology with the finest- scale and the latest imagery will be scored the highest. 5. EXPECTED DELIVERABLES / OUTCOMES 5.1. The following deliverables/outcomes are expected from the Service Provider. # DELIVERABLES TIMEFRAMES Deliver spatial data of the range, abundance, Year 1 biomass and age of invasive alien plants 1 (IAPs) within 1/3 of South Africa. Deliver spatial data of the range, abundance, Year 2 biomass and age of invasive alien plants 2 (IAPs) within 2/3 of South Africa. Deliver spatial data of the range, abundance, Year 3 biomass and age of invasive alien plants 3 (IAPs) within 3/3 of South Africa. 6. PERIOD / DURATION OF PROJECT / ASSIGNMENT 6.1. The project must be completed within three (3) years after the signing of the SLA by both parties and the issuing of an Official Order by DFFE. 7. COSTING / COMPREHENSIVE BUDGET 7.1. A comprehensive offer must be provided inclusive of all costs, expenses, and all applicable taxes. Note: Travelling costs and time spent or incurred between home and the office of the Service Provider and the DFFE office will not be for the account of the DFFE. 7.2. A comprehensive offer must be provided in the same envelope as the technical proposal inclusive of all disbursement costs, expenses, and VAT (Annexure A – Price Schedule /guidance: Service provider must quote for all activities as included in the Pricing Schedule unless indicated otherwise). 7.3. The bidder must submit a bid/quotation price that aligns with the pricing schedule in Annexure A and SBD 3.3 In the event of any discrepancies between the bid/quotation price, the price in SBD 3.3 will take precedence. 7.4. DFFE reserves the right to negotiate price with a recommended service provider identified in the evaluation process without offering the same opportunity to any other bidder (s) who have not been recommended. 7.5. The validity period is 120 days from the closing date of the bid. The department reserves the right to extend the validity of the bid, where a written letter will be sent through to every bidder that responded to the bid. In terms of procedural fairness, the bidder will be given an opportunity to respond, in writing, to the terms and conditions of the bid and the bid price. Such acceptance of the terms and conditions of bid and bid price becomes legally binding in the procurement process. Any bidder, that did not respond to the extension of the bid validity period, in writing, WILL NOT be considered further for the bid upon expiry of the initial validity period. 8. INFORMATION SESSION 8.1. Is the briefing session applicable? YES 8.2. Is it a compulsory briefing session? YES 8.3. The briefing session will be held as follows: Date: 22 January 2026 Time: 10h00 -11h00 Platform: Microsoft Teams (Join the meeting now) 8.4. Request for clarification of the tender document, questions, or queries, if necessary, must be emailed to the DFFE email as listed under technical enquiries at least seven (07) calendar days before the stipulated closing date and time of the tender in writing. However, DFFE shall not be liable nor assume liability for failure to respond to any questions and/or queries raised by the bidder. 9. EVALUATION CRITERIA 9.1. The evaluation for this bid will be carried out in the following phases: • Phase 1: Pre-compliance. • Phase 2: Mandatory requirement • Phase 3: Functionality Evaluation • Phase 4: Price and Preference Points. 9.2. PHASE 1: PRE-COMPLIANCE 9.2.1. During this phase bid documents will be reviewed to determine compliance without disqualification on SCM returnable documents, tax matters, and whether proof of registration on the Central Supplier Database (CSD) has been submitted with the bid documents at the closing date and time of the bid. 9.2.2. The bid proposal will be screened for compliance with administrative requirements as indicated below: ITEM NO. ADMINISTRATIVE REQUIREMENTS CHECK/ COMPLIANCE 1 Master Bid Document Provided and bound 2 Electronic Copy (USB) Same as the master bid document 3 SCM - SBD 1 - Invitation to Bid Completed and signed A valid B-BBEE Status Level Verification Certificate issued by SANAS, or Accredited Verification Agency, or B- 4 B-BBBE Certificate or A Sworn Affidavit BBEE Certificate issued by CIPC, or a Sworn Affidavit commissioned by the Commissioner of Oaths together with their bids and CSD report CSD supplier number/ CSD registration 5 Tax Compliance and CSD Registration report and/ or SARS Tax Pin SCM SBD 3.3 - Aligned to Annexure A 6 Completed Pricing Schedule 7 SCM - SBD 4 – Bidders Disclosure Completed and signed SCM - SBD 6.1 - Preference Points Claim Completed and signed SBD Form. 8 Form in terms of the Preferential Procurement Regulations 2022 In case of bids where Consortia / Joint Ventures, Consortia/ Joint Venture JV agreement completed and signed, if agreement signed by both parties must be applicable submitted with bid proposal Letter of Authority to sign documents on 10 behalf of the company. Completed and signed 9.3. PHASE 2: MANDATORY REQUIREMENT 9.3.1. The mandatory requirements will apply, and bidders must submit all requirements indicated hereunder with the bid documents at the closing date and time of the bid. During this evaluation phase, the bidder’s responses will be evaluated based on the documents submitted under mandatory requirements. 9.3.2. Bidders who fail to comply or meet mandatory requirements will be disqualified and will not be evaluated further. 9.3.3. Bidders are required to complete a table below by answering YES or NO and attach proof of the document listed in the table below: PROOF REQUIREMENTS ATTACHED: YES NO Bidders are required to submit valid proof of professional registration of the Project Team Leader with one of the following statutory professional bodies: -South African Geomatics Council (SAGC) as a registered Geomatics Professional or, -South African Council for Natural Scientific Professions (SACNASP) as a registered Professional Natural Scientist Attendance of Compulsory Briefing Session: DFFE will verify the supplier attendance on MS Teams using the attendance register generated by the system 9.4. PHASE 3: FUNCTIONALITY CRITERIA 9.4.1. Only bid proposals that meet pre-compliance and mandatory requirement will be evaluated on functionality criteria. 9.4.2. The bidder must score a minimum of 75%, during Phase 3 (functionality) of the evaluation to qualify for Phase 4 of the evaluation where only points for price and preference points will be considered. 9.4.3. The following values/ indicators will be applicable when evaluating functionality: GUIDELINES FOR FUNCTIONALITY: (GUIDELINES FOR WEIGHT CATEGORY CRITERIA CRITERIA APPLICATION) Bidders are required to provide a detailed project plan with intermediate, and final outputs and identified timeframes/ milestones of proposed methodology in the field of mapping the range, abundance, biomass and age of invasive alien plants A proposed project plan, methodology and management of the project in the field of mapping the range, abundance, biomass and age of invasive alien plants which covers the following sub- heading • Structured Work Breakdown: A logical breakdown of tasks and activities. • Defined Objectives: Stated, measurable, and achievable objectives. • Milestones and Deliverables: Specific, time-bound A proposed project plan, milestones with corresponding deliverables. methodology and • Timeframes: A project schedule outlining task durations, management of the dependencies, and deadlines. project in the field of in • Resource Allocation: Identification of required the field of mapping the personnel, tools, and resources per task. range, abundance, • Risk Management Approach: Identification of potential biomass and age of risks with proposed mitigation measures. invasive alien plants Project plan, methodology and project management in the field of mapping Indicator the range, abundance, biomass and age of invasive alien plants Project Plan and methodology which covers all six sub-heading with the 5 indicated content as listed above 20 Project Plan and methodology which covers five sub-heading with the 4 indicated content as listed above Project Plan and methodology which covers four sub-heading with the 3 indicated content as listed above GUIDELINES FOR FUNCTIONALITY: (GUIDELINES FOR WEIGHT CATEGORY CRITERIA CRITERIA APPLICATION) Project Plan and methodology which covers less than four sub-heading with 0 the indicated content as listed above Bidder(s) are required to submit/ attach a copy of relevant qualification(s) for the Project Team Leader in the field of vegetation ecology and/or remote sensing of vegetation Qualifications of project team leader Indicator Master’s degree (NQF 9) qualification (s) or higher Honours degree/Postgraduate diploma Qualification(s) of the 4 (NQF 8) qualification (s) Project Team Leader to be Bachelor’s degree/Advanced Diploma assigned to the project. (s)/ Advanced occupational diploma 3 (NQF 7) qualification (s) Diploma/Advanced certificate (NQF 6) qualification (s) Higher certificate (NQF 5) 1 No qualification (s) attached/ submitted or Below NQF 5 qualification(s) Bidder(s) are required to submit/ attach comprehensive curriculum vitae detailing relevant experience and track record of the Project Team Leader in the field of mapping the Experience of Project range, abundance, biomass and age Team Leader to be of invasive alien plants. Indicator 20 assigned to the project Curriculum vitae are to include specific details of this individual including, inter alia, relevant experience and to include contactable references, and experience in the field of mapping the range, abundance, GUIDELINES FOR FUNCTIONALITY: (GUIDELINES FOR WEIGHT CATEGORY CRITERIA CRITERIA APPLICATION) biomass and age of invasive alien plants 10 years ‘or more experience 5 8 years and above and less than 10 years of experience 6 years and above and less than 8 years of experience 4 years and above and less than 6 years of experience 2 years and above and less than 4 years of experience Less than 2 years experience 0 Bidder(s) are required to demonstrate relevant experience and competency in similar projects where positive performance rating reference letters has been granted contracting institution. Bidder(s) must submit full details of reliable, contactable, and duly signed positive reference letters, on Bidder’s Clients company letterhead. The refence letter must indicate level of performance of the service provider. Service provider’s experience in successfully completed projects in the field of mapping the range, Indicator The Service Provider abundance, biomass and age of experience and track invasive alien plants projects record in the field of 5 successfully completed projects with 5 mapping the range, duly signed positive reference letters or 5 abundance, biomass and more age of invasive alien plants 4 successfully completed projects with 4 duly signed positive reference letters 3 successfully completed projects with 3 duly signed positive reference letters GUIDELINES FOR FUNCTIONALITY: (GUIDELINES FOR WEIGHT CATEGORY CRITERIA CRITERIA APPLICATION) 2 successfully completed projects with 2 duly signed positive reference letters 1 successfully completed projects 1 duly signed positive reference letters No successfully completed project 0 Bidders are required to submit a peer- reviewed publication record of the Project Team Leader in the field of Indicator mapping the range, abundance, biomass and age of invasive alien Publication record of plants Project Team Leader to 5 peer-reviewed publications or more 5 be assigned to the project 4 peer-reviewed publications 4 3 peer-reviewed publications 3 2 peer-reviewed publications 2 1 peer-reviewed publications 1 0 peer-reviewed publications 0 TOTAL POINTS ON FUNCTIONALITY 100 9.5. PHASE 3: PRICE AND PREFERENCE POINTS (BELOW 50 MILLION) 9.5.1. The preference point system applicable for this bid is 80/20. 9.5.2. The following preference point system will be followed to advance the categories of persons: a. For contracts with a Rand value up to R50 000 000, a maximum of 20 points may be allocated for specific goals as contemplated above, provided that the lowest acceptable tender scores 80 points for price. i. The applicable formula to be used is Ps=80[1-(Pt-Pmin)/Pmin]. Provided: Ps = Points scored for the price of the tender under consideration. Pt = Price of tender under consideration; and Pmin = Price of the lowest applicable tender. ii. total of 20 points may be awarded to a tenderer as follows: 20 points: if the Bidder has more than 50% (fifty percent) by Black people, Women, or people with disabilities 0 Points: for 50% and below ownership by stipulated categories of persons 9.5.3. The bid will be awarded to a bidder with the highest points on price and Preference Points on condition that they have met all phases of the evaluation criteria and complied with the tender requirements set out in the tender document. However, a contract may be awarded to a tenderer that did not score the highest points by section 2(1) of the PPPFA. 9.5.4. A maximum of 20 Points will be allocated for either of the specific goals on the table below. SPECIFIC GOALS 80/20 >50% ownership by Black people, Or 20 >50% ownership by Women, Or 20 >50% ownership by people with Disability 20 9.5.5. For service providers to claim preference points the following must be adhered to: a) Submit a complete and signed SBD 6.1, b) Submit a valid B-BBEE Status Level Verification Certificate issued by SANAS, or Accredited Verification Agency, or B-BBEE Certificate issued by CIPC, or a Sworn Affidavit commissioned by the Commissioner of Oaths together with their bids. c) Submit CSD Registration Report or CSD number/ MAAA number NB: Failure on the part of a tenderer to submit proof or documentation stated above in terms of this tender to claim preference points for specific goals with the tender, will be interpreted to mean that preference points for specific goals are not claimed. 10. BID SUBMISSION REQUIREMENTS 10.1. Bidders must ensure that the following submission requirements, which will be needed for evaluation purposes are included in their bid proposal and are as follows: 10.1.1. The bidder must draft a table of contents which will indicate where each document is in the proposal. 10.1.2. The proposal shall consist of one (01) master original document and must clearly indicate the prices on SBD 3.3 and Annexure A (where applicable) for detailed price schedule. 10.1.3. The information in the CV of the proposed Project Manager should include relevant experience in the chosen area of expertise. 10.1.4. If a resource provided for the project is not assigned a role on the CV Template (Annexure B) provided by the Department, that resource will not be allocated points and if there are two different CVs for a resource, then the CV on DFFE template will take precedence. 10.1.5. Qualifications of the Project Team Leader. 10.1.6. A peer-reviewed publication record of the Project Team Leader. 10.1.7. Project reference specifying the role played by the service provider in the listed projects or assignments. 10.1.8. A detailed project plan with clear indication of who will be responsible for the management of the assignment as well as its execution. The allocation of team members on the assignments should be based on the experience in delivering the scope of work as listed. 10.1.9. Standard bidding documents (SBD1, 3.3, 4 and 6.1). 10.1.10. Copy of Central Supplier Database (CSD) report 10.1.11. Tax pin certificate from SARS. 10.1.12. Letter of Authority to sign documents on behalf of the company. 11. LEGISLATIVE FRAMEWORK OF THE BID 11.1. Tax Legislation 11.1.1 Bidder must at all-time be compliant when submitting a proposal to DFFE and remain compliant for the entire contract term with all applicable tax legislation, including but not limited to the Income Tax Act, 1962 (Act No. ) and Value Added Tax Act, 1991 (Act No. ). 11.1.2 Bidders who make taxable supplies more than R1 million in any 12-month conservative period are liable for compulsory VAT registration, but a person may also choose to register voluntarily provided that the minimum threshold of R50 000 has been exceeded in the past 12-month period. 11.1.3 Bidders who meet the above requirement must register as VAT vendors, if successful, within one month of award of the bid. 11.1.4 SARS Tax Status Pin requirements / or Central Supplier Database (CSD) number or report must be provided. 11.2. Procurement Legislation 11.2.1 Bidders must be cognisant of the legislation and/or standards specifically applicable to the services. 11.2.2 Bidders are requested to submit a valid B-BBEE Status Level Verification Certificate issued by SANAS Accredited Verification Agency, or B-BBEE Certificate issued by CIPC, or a Sworn Affidavit commissioned by Commissioner of Oaths together with their bids. The sworn affidavit must be signed by the deponent (Bidder), in the presence of a Commissioner of Oaths where the Commissioner of Oaths must affix his/her signature, together with the stamp of the office, and affix a date on which the signature was affixed. Furthermore, the dates of the deponent and the CoO must correspond. 11.2.3 If the application If the application is made by a Joint Venture or Partnership, the B-BBEE accreditation credentials in the name of joined entities must be submitted. Bidders are required to submit a consolidated B-BBEE certificate, issued by a SANAS-accredited service provider, to verify their collective B-BBEE status. The joint venture must meet the requirements of the proposal. 11.3. Privacy and Protection of Personal Information Act 11.3.1 Protecting personal information is important to the Department of Forestry, Fisheries, and the Environment. To do so, DFFE follows general principles by applicable privacy laws and the Protection of Personal Information Act (POPIA). 11.3.2 DFFE’s role as the responsible party is amongst others to process personal information for the intended purpose for which it was obtained and in line with legal agreements with its respective/ prospective service providers and third parties. 11.3.3 DFFE will process personal information only with the knowledge and authorisation of the bidder/ respondent and will treat the personal information which comes to its knowledge as confidential and will not disclose it unless so required by law or subject to the exception contained in the POPIA. 11.3.4 DFFE reserves all the rights afforded to it by the POPIA in the processing of any of its information as contained in this bid and the bidder/respondent is required to comply with all prescripts as detailed in the POPIA relating to all information concerning DFFE. 11.3.5 In responding to this bid, DFFE acknowledges that it will obtain and have access to the personal information of the bidder/ respondent. DFFE agrees that it shall only process the information disclosed by the bidder/ respondent in their response to this bid for evaluation and subsequent award of the tender and by any applicable law. 12. SPECIAL CONDITIONS OF THE CONTRACT 12.1. On appointment, the performance measures for the delivery of the project will be closely monitored by the DFFE. 12.2. The service provider/s will submit monthly progress reports to the Project Manager for the first six months from the start of the project, and then quarterly for the duration of the project. Failure to submit the required reports on time will result in penalties. 12.3. The Project Manager shall do the ongoing management of the Service Level Agreement. 12.4. Appointed service providers may be subjected to security vetting and screening. 12.5. The service provider/s must guarantee the presence of the senior in charge of fieldwork throughout the duration of the contract. 12.6. Before the appointment of a replacement, the Project Manager must approve such appointment. If the senior must leave the project, a period of at least one (01) month is required, in which the senior must work parallel with the next person (senior consultant with similar expertise and equal years of experience) appointed and able to transfer skills and knowledge. 12.7. All the conditions specified in the General Conditions of Contract (GCC) will apply and where the conditions in the special conditions of contract contradict the conditions in the general conditions of contract the special conditions of contract will prevail. 12.8. The service provider shall notify the DFFE in writing of all subcontracts awarded under this contract if not already specified in the bid. Such notification, in the original bid or later, shall not relieve the service provider from any liability or obligation under the contract. 12.9. The proposals should be submitted with all required information containing technical information. 12.10. DFFE reserves the right to reject proposals that are not submitted in the prescribed format or where information presented is illegible or incomplete and will not be evaluated further 12.11. DFFE reserves the right to seek clarity, request additional information and verify documents submitted by bidders 12.12. A trust, consortium, or joint venture will qualify for Preference Points if their average combined ownership is more than 50% (fifty percent) of ownership on specific goals (e.g., two or more companies claiming preference points, Ownership/ Directorship will be combined and divided by the number of companies to ascertain the preference points), 12.13. DFFE reserves the right to request additional information to validate any information submitted by bidders including preference points claimed. 12.14. If the DFFE is of the view that a Bidder submitted false information regarding a Specific Goal, the DFFE must inform the Bidder accordingly and allow the Bidder to make representations within 14 (fourteen) days as to why: - 212.14.1. the Tender may not be disqualified, or, 212.14.2. if the Tender has already been awarded to the Bidder, why the contract should not be terminated. 12.15. After considering the representations, the DFFE may, if it concludes that the information relating to a Specific Goal is false, disqualify the Bidder or terminate the Contract in whole or in part and if applicable, claim damages from the Bidder. 12.16. Poor or non-performance by the bidder will result in the cancellation of contracts. 12.17. Please take note that DFFE is not bound to select any of the firms submitting proposals. DFFE reserves the right not to award any of the bids and not to award the contract to the lowest bidding price. 12.18. DFFE will not be held responsible for any costs incurred by the service providers in the preparation, presentation, and submission of the proposal. 12.19. The Department will consider Company and Individual(s) (Personnel) experience and Qualifications obtained within and outside the Republic of South Africa (RSA). For evaluation purposes, qualifications obtained outside RSA must be accompanied by the SAQA Certificate of Evaluation (SCoE). The SCoE must indicate the recognition decision taken by SAQA concerning the foreign qualification and the comparability of that qualification with a South African qualification registered on the National Qualification Framework (NQF). Foreign qualifications that are not accompanied by the SCoE will not be considered for evaluation in this contract. 12.20. The recognition of foreign qualifications is in terms of the South African National Qualifications Framework (NQF) conducted by SAQA. SAQA derives this mandate from the NQF Act, (as amended) and performs the function according to the Policy and Criteria for Evaluating Foreign Qualifications within the South African NQF (as amended, 2017). (www.saqa.org.za)”. 13. PAYMENT TERMS 13.1. The Service Provider shall provide the Department with a detailed tax invoice with supporting evidence and/or report for deliverables completed. The Department will have 30 (thirty) calendar days after receipt of the tax invoice and supporting evidence to make payment to the Service Provider. Upon receipt of the invoice, the Department will have 7 (seven) calendar days to approve such invoice and relevant evidence and/or report submitted. If the invoice together with the supporting evidence and/or report is approved, the Department shall make a direct payment to the Service Provider within the remaining 23 (twenty-five) calendar days of approval of such invoice and/or report, thus ensuring that payment of invoice is made within the 30 (thirty) calendar days timeframe

No specific requirements found