Customs clearing, forwarding & stevedoring services for sanae 2026/2027 (antarctica relief voyage)

Closing date and time: 26 October 2026 at 11:00

Quotation validity: 90 days from closing date unless otherwise stated

Vessel departure: 10 December 2026 (SA Agulhas II departs for Antarctica via Marion Island)

Vessel return: 15 February 2027

No compulsory briefing or site visit mentioned

Enquiries (SCM):

• Contact: Andiswa Charlie
• Email: [email protected]
• Telephone: 021 493 7149

Submission email: [email protected]

Service/delivery address:

Department of Forestry, Fisheries and Environment

East Pier Building 1

V&A Waterfront

Cape Town

Submission method: email to [email protected]

Closing: 26 October 2026 at 11:00

Quotation must be on company letterhead, include VAT per item, banking details, CSD MAAA number, and validity period (default 90 days from closing)

Returnable forms (all must be completed, signed and submitted):

• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the department; false declaration disqualifies the bid
• SBD 6.1 (Preference Points Claim): claims specific goals points under the 80/20 system; must be supported by B-BBEE certificate/sworn affidavit, CIPC ownership certificate, and medical certificate if claiming disability points

Mandatory documents to attach: SARS Clearing Agent Licence (section 64B), proof of established base of operations (municipal bill or similar), CSD registration report/MAAA number, SARS tax status pin or CSD report

Disqualification risks: late submission, missing mandatory documents, unsigned forms, failure to submit proof for claimed preference points

Returnable documents (all must be completed, signed and submitted with quotation):

• SBD 4: Declaration of Interest
• SBD 6.1: Preference Points Claim Form
• Quotation on company letterhead with item descriptions, validity, banking details, contact details, CSD MAAA number
• SARS Clearing Agent Licence (section 64B)
• Proof of base of operations (municipal bill or equivalent)
• CSD registration report / MAAA number
• SARS tax status pin or CSD report
• B-BBEE certificate / sworn affidavit / CIPC ownership certificate (for specific goals)
• Medical certificate with practice number (if claiming disability points)
• Consolidated B-BBEE certificate for joint ventures

Closing: 26 October 2026 at 11:00

Preference point system: 80/20 (80 points price, 20 points specific goals)

Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin) where Pt is tender price, Pmin lowest acceptable price

Specific goals (20 points total, allocated as):

• More than 50% ownership by Black people: 20 points
• More than 50% ownership by Women: 20 points
• More than 50% ownership by people with disabilities: 20 points

(Only one goal claimed; maximum 20 points)

Evidence required for specific goals: signed SBD 6.1, SANAS/CIPC accredited B-BBEE certificate or sworn affidavit, CIPC ownership certificate, medical certificate with practice number for disability claims

Joint ventures/partnerships: must submit consolidated B-BBEE certificate in the name of the joined entities

Minimum qualifying score: not explicitly stated; bids failing mandatory requirements are disqualified before evaluation

Evaluation stages: 1) mandatory compliance check (Clearing Agent Licence, base of operations proof), 2) price and specific goals scoring

Scope: Customs clearing, forwarding, stevedoring and/or loading/off-loading for DFFE SANAE 2026/2027 Antarctica relief voyage via Marion Island

Vessel: SA Agulhas II

Operations:

• Pre-departure: clear all DFFE and affiliated science group cargo (equipment, food, kitchenware, cleaning material, stationery, medical supplies, fuel, batteries, flammable chemicals, etc.) for loading onto SA Agulhas II; emergency cargo may be routed via fixed-wing aircraft or alternative vessel
• Post-return: clear all DFFE and affiliated science group cargo (old/used equipment, old food, waste medical supplies, waste paper/plastics/glass/tins, general household/building waste, old flammable chemicals, old fuel, old batteries, etc.) for off-loading from SA Agulhas II
• DFFE manages loading/off-loading for all cargo including from affiliated institutions (e.g. National Department of Public Works); cargo lists provided prior to operations

Quantities and items (pricing schedule):

Export:

• 1.1.a General break-bulk (non-machinery): 60 tonnes
• 1.2.a Machinery: heavy vehicle 6.2m x1, 6m x2, dozer 6.2m x1, heavy vehicle 4.1m x2, light vehicle 3.1m x1, light vehicle 2m x6
• 1.2.b 6m containers: 10 each
• 1.2.c 6m empty tank container: 1 each
• 1.2.d 3000L empty tank containers: 3 each
• 1.2.e 3m³ living-quarters containers: 2 each
• 1.3 Shipping order/export: 60 tonnes
• 1.4.a Hazardous export: 20 tonnes
• 1.4.b Hazardous export permit: 60x200L drums Jet A1, 15x200L petrol or 1x3000L tank container, 10x48kg propane

Re-import:

• 2.1.a General break-bulk (non-machinery): 60 tonnes
• 2.1.b Machinery: same vehicle mix as export
• 2.2 6m containers: 10 each
• 2.3 6m tank containers with sewerage waste: 3 each
• 2.4 Landing order/import: 60 tonnes
• 2.5 Hazardous import: 10 tonnes

Stevedoring and equipment (per day):

• 3.1 Stevedores: foreman x1, forklift driver x2, gangway man x1, labourers x6 (10 days)
• 3.2.a Forklift min 4 tonne capacity, forks max 13cm width, min 1.3m length (10 days)
• 3.2.b Forklift 18 tonne capacity for 6m containers (4 days)
• 3.3 Tally clerk for cargo tallies reported to DFFE warehouse official (10 days)
• 3.4 Site supervisor (10 days)

Fees (per import/export):

• 4.1 Agency fee: 2
• 4.2 Communication fee: 2
• 4.3 Documentation fee: 2
• 4.4 Customs inspection: 2

Special requirements: DFFE specially designed containers (~500kg empty, break-bulk); operator and forklift licences must be available; health and safety compliance per national guidelines and DFFE additional measures; cargo release documentation before voyage departure/arrival; proof of third-party payments (Transnet invoices) with invoice submission

Quality requirements:

• Quotation must use the RFQ form provided, on company letterhead with VAT per item, banking details, CSD MAAA number
• All prices firm for contract duration (except exchange rate)
• Cargo tallies reported daily to DFFE warehouse official by tally clerk
• Site supervisor required for loading/off-loading operations
• Forklift specifications: min 4 tonne capacity, forks max 13cm width, min 1.3m length for standard containers; 18 tonne capacity forklift for 6m containers
• Stevedoring crew: foreman, 2 forklift drivers, gangway man, 6 labourers
• All operations managed by DFFE; cargo lists provided in advance

Pricing schedule (firm prices, VAT inclusive where applicable, all taxes and delivery costs included):

Export:

1.1.a General break-bulk (non-machinery): per tonne, qty 60

1.2.a Machinery: heavy vehicle 6.2m x1, 6m x2, dozer 6.2m x1, heavy vehicle 4.1m x2, light vehicle 3.1m x1, light vehicle 2m x6

1.2.b 6m containers: each, qty 10

1.2.c 6m empty tank container: each, qty 1

1.2.d 3000L empty tank containers: each, qty 3

1.2.e 3m³ living-quarters containers: each, qty 2

1.3 Shipping order/export: per tonne, qty 60

1.4.a Hazardous export: per tonne, qty 20

1.4.b Hazardous export permit: 60x200L drums Jet A1, 15x200L petrol or 1x3000L tank container, 10x48kg propane

Re-import:

2.1.a General break-bulk (non-machinery): per tonne, qty 60

2.1.b Machinery: same vehicle mix as export

2.2 6m containers: each, qty 10

2.3 6m tank containers with sewerage waste: each, qty 3

2.4 Landing order/import: per tonne, qty 60

2.5 Hazardous import: per tonne, qty 10

Stevedoring and equipment (per day):

3.1 Stevedores: foreman x1, forklift driver x2, gangway man x1, labourers x6, qty 10 days

3.2.a Forklift min 4 tonne, forks max 13cm width, min 1.3m length, qty 10 days

3.2.b Forklift 18 tonne for 6m containers, qty 4 days

3.3 Tally clerk for cargo safety and daily tallies, qty 10 days

3.4 Site supervisor, qty 10 days

Fees (per import and/or export):

4.1 Agency fee: qty 2

4.2 Communication fee: qty 2

4.3 Documentation fee: qty 2

4.4 Customs inspection: qty 2

Pricing format: firm prices per line item (VAT inclusive where applicable) against the detailed schedule; no price adjustment accepted except for exchange rate variations

All delivery costs and applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) must be included in bid price for delivery at prescribed destination

Bid security / guarantee / retention: not specified

Payment terms: not specified; proof of third-party cost payments (Transnet invoices for cargo dues, shipping orders, inspections, stevedoring) must be provided on submission of invoice

Financial capacity thresholds: not specified

Quotation validity: 90 days from closing date unless otherwise stated

Mandatory eligibility (failure disqualifies bid):

• SARS Clearing Agent Licence issued under section 64B of Customs and Excise Act, with full details of certified clearing agent
• Proof of established base of operations (municipal bill or equivalent)
• Central Supplier Database (CSD) registration with valid MAAA number
• Tax compliance: SARS tax status pin or CSD report; bidder must remain tax compliant for entire contract term
• VAT registration: compulsory if taxable supplies exceed R1 million in 12 months; voluntary if threshold of R50,000 exceeded

Returnable forms:

• SBD 4 (Declaration of Interest): signed
• SBD 6.1 (Preference Points Claim): signed

B-BBEE / specific goals evidence (to claim 20 points):

• SANAS/CIPC accredited B-BBEE certificate or sworn affidavit showing ownership by historically disadvantaged persons
• CIPC ownership certificate
• Medical certificate with practitioner practice number for disability claims

Joint ventures: consolidated B-BBEE certificate in name of joined entities

No CIDB grading required (non-construction)

No local content percentage specified

Health and safety:

• Services must comply with national government health and safety protocols
• Additional DFFE health measures must be followed if implemented
• Operator and forklift licences must be available on site

Environmental context:

• Operations support South African research bases in Antarctica (SANAE IV), Marion Island, Gough Island, Tristan da Cunha
• Cargo includes waste removal: old food, medical waste, paper/plastics/glass/tins, household/building waste, flammable chemicals, fuel, batteries
• Vessel services Tristan da Cunha under Gough Island lease agreement (South Africa/UK)
• No specific environmental compliance requirements stated for bidder beyond waste handling as part of cargo operations

Contract terms and conditions:

• Prices firm until delivery; no adjustment except for exchange rate variations
• DFFE reserves right to perform due diligence, not appoint any tenderer, negotiate prices with preferred tenderers
• Quotation validity: 90 days from closing unless otherwise stated
• No goods/services delivered before official order received
• Failure to deliver within agreed timelines may result in order cancellation and inclusion on National Treasury Database of Restricted Suppliers
• Service provider must clear cargo under own import/export customs number unless otherwise advised
• Cargo release documentation required prior to voyage departure and/or vessel arrival
• Proof of third-party payments (Transnet invoices) must accompany invoice submission
• All supplies of no commercial value (not resold, for scientists/expeditioners only)
• DFFE specially designed containers (~500kg empty) used for most goods (break-bulk)
• Operator and forklift licences must be readily available
• Services must comply with national health and safety guidelines and any additional DFFE measures
• Operational norm: 2-3 days loading, 1-2 days off-loading; DFFE may adjust days per operational requirements

Special conditions:

• Proof of SARS clearing agent certification (section 64B) with agent details required
• Operational norm: 2-3 days loading, 1-2 days off-loading; DFFE may increase/reduce days per operational needs
• Cargo release documentation before voyage departure and/or vessel arrival
• Proof of third-party payments (Transnet invoices for cargo dues, shipping orders, inspections, stevedoring) must accompany invoice
• All supplies of no commercial value (not resold, for scientists/expeditioners only)
• DFFE specially designed containers (~500kg empty, break-bulk) used for most goods
• Operator and forklift licences must be readily available
• Health and safety compliance per national guidelines and DFFE additional measures
• Service provider clears cargo under own customs number unless otherwise advised
• No delivery before official order
• Late delivery may cause cancellation and restriction on National Treasury Database of Restricted Suppliers
• DFFE reserves right to due diligence, not appoint, negotiate prices
• Quotation validity 90 days from closing unless stated otherwise

Mandatory requirements (must be submitted with RFQ by closing date/time):

1. Clearing Agent Licence issued by SARS (section 64B of Customs and Excise Act) with full certified agent details
2. Proof of established base of operations (municipal bill or other proof)

Failure to comply with any mandatory requirement results in disqualification and no further evaluation