Panel of roundlog transport services – 3-Year contract (RFB012/2026)

Closing date: 21 September 2026, 12h00.

Compulsory briefing session: 09 September 2026, 11h00 - 12h30, held on Microsoft Teams (link provided in the document). Failure to attend leads to disqualification.

Closing date for questions/enquiries: 15 September 2026, 12h00.

Bid validity period: 90 days from the closing date.

SCM enquiries: Ms. Lungile Moeketsi, email [email protected].

Technical enquiries: Tshepo Mokgwadi (contact details not provided).

General tender email: [email protected].

Submission address: SAFCOL Nelspruit Office, ABSA Square, 3rd Floor, Reception, 20 Paul Kruger Street, Mbombela, Nelspruit.

Bids must be hand-delivered or couriered to the SAFCOL Nelspruit Office, ABSA Square, 3rd Floor, Reception, 20 Paul Kruger Street, Mbombela, Nelspruit, and deposited in the tender box next to reception. The bid box is accessible 08h00 to 16h30, Monday to Friday. Late bids will not be accepted. Bids must be submitted on the official forms and not re-typed; original signatures in black ink are required. Bids must be in English. Bids from bidders with offices in South Africa will not be accepted if sent via internet or e-mail. Bids from international bidders with no office or representation in the RSA will not be accepted. Bidders must submit an original bid document and a copy. Returnable forms include SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), and the Specifications, Conditions of Tender and Undertakings by Tenderer, all signed by an authorised representative. Also required: certified CIPC registration documents (for close corporations) or certified share certificates (for companies), a breakdown of fees and work spread for consortium members, supporting documents for mandatory criteria, and the CSD Registration Summary Report. Bidders must indicate their bidding structure (individual, joint venture, consortium, or subcontractors) and provide the required particulars for each. Bidders must not qualify the proposal with their own conditions; doing so may render the bid invalid. Bidders must comply with the SAFCOL Supplier Code of Conduct; non-compliance leads to disqualification.

The 80/20 preference point system applies. Price is scored out of 80 points using the formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals are scored out of 20 points. The only specific goal listed is procurement from black owned entities (at least 51% ownership), allocated 20 points. Bidders must indicate how they claim points for each specific goal on SBD 6.1. Failure to submit proof or documentation for specific goals means no preference points are claimed. SAFCOL may require substantiation of any preference claim. Bids are evaluated by an evaluation panel on conformance to specifications. SAFCOL may conduct benchmarks and pre-award surveys. The lowest or any bid may not necessarily be accepted. Bidders must explicitly state 'Comply' or 'Do not Comply' for each condition in the General Conditions of Bid.

Scope: Appointment of a panel of service providers for inbound roundlog transport services for a period of three (3) years. Work is allocated on a project basis via Request for Quote (RFQ) as needs arise.

Transport types: Shorthaul (SH), Direct-to-mill (DTM), Long-haul (LH), with or without back haul and handling.

Product: Sawlogs and pulpwood.

Operating area: All SAFCOL plantations to internal sawmills. Plantations are located in Limpopo (Entabeni, Woodbush), Mpumalanga & KZN (Wilgeboom, Blyde, Tweefontein, Bergvliet, Witklip, Brooklands, Berlin, Nelshoogte, Uitsoek, Belfast, Jessievale, Roburnia, Ngome).

Estimated annual volumes: Timbadola Sawmill 100,000 m3; Envisaged Mill Delivery 50,000 m3; Sappi 70,000 tons. Volumes are not guaranteed and may change.

Uptime penalty: RFQs include an uptime penalty system based on monthly volume targets. Payment is adjusted by the ratio of actual uptime to agreed uptime percentage.

Equipment requirements: Three-wheel loggers or two rigid trucks with self-loading capacity for loading, sorting and unloading. Truck configurations: Short haul - 6x4 rigid truck tractor with or without self-loading; Direct to Mill - 6x4, 6x6, 8x4, 8x8 rigid with 2 or 3 axle tag/pup trailer; Long-haul - rigid truck tractor with drawbar/pulp trailer with minimum 3 or 4 axle configurations. Equipment must comply with SAFCOL Motorised Equipment Standard SHE-STD-4.4.6.19. Operators must be able to start immediately; no start-up time provisions.

Log specifications: Sawlogs minimum 2.4m, maximum 6.6m length at 300mm intervals, excluding 10cm overcut. 6.6m logs mainly from Entabeni and Woodbush; logger frames must accommodate this length.

Compliance: Bidders must comply with the National Road Traffic Act, SAFCOL Best Operating Practices (BOPs), Integrated Management System (IMS), SAFCOL SHEQ standards, SAFCOL SHEQ standard for motorised equipment, FSC principles, and relevant South African laws including OHS Act, Basic Conditions of Employment Act, and National Road Traffic Act 1996.

Bidders must comply with SAFCOL Best Operating Practices (BOPs) and Integrated Management System (IMS), SAFCOL SHEQ standards, and the SAFCOL SHEQ standard for motorised equipment (Annexure 1). Equipment must be proficient for the work and comply with SHE-STD-4.4.6.19. All services must be certified to all legal requirements as per South African law. SAFCOL may conduct benchmarks on products/services during and after evaluation, and may conduct pre-award surveys to evaluate contractor capabilities.

Pricing must be submitted on SBD 3.1 Pricing Schedule. Total bid price must be stated inclusive of VAT and in South African Rand (ZAR). The total bid price must be the same as that in the pricing schedule; if different, the one indicated on the pricing schedule is considered correct. Bidders must indicate whether rates are firm for the full contract period. If not firm, provide details of the adjustment basis (e.g. CPI) and cost breakdown. No price adjustments 100% linked to exchange rate variations are allowed. Bidders must indicate which portion of the service price and monthly costs is linked to the exchange rate. All additional costs must be clearly specified. A Price Declaration Form must be completed and signed, confirming the total tendered contract sum covers all services and that SAFCOL will incur no additional costs. Offer must remain valid for 90 days from the closing date.

CSD registration: Bidders must be registered on the Central Supplier Database (CSD) and submit the CSD Registration Summary Report. Tenders may not be awarded to bidders not registered on CSD. Foreign suppliers with no local registered entity are exempt.

Tax compliance: Bidders must be tax compliant and submit their SARS Tax Compliance Status (TCS) PIN or CSD number. Each party in a consortium/JV/subcontracting arrangement must submit separate proof. Bidders with tax matters not declared in order by SARS will be disqualified.

B-BBEE: Bidders must submit a B-BBEE certificate or sworn affidavit (for EMEs and QSEs) to qualify for preference points. The certificate must be issued by a SANAS-accredited verification agency, a registered auditor, or an accounting officer as contemplated in the Close Corporation Act.

State employment: Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered.

Restricted suppliers: Bidders listed on the National Treasury's database of restricted suppliers or defaulters will be disqualified.

COIDA: Bidders must warrant that all employees (including subcontractors) are covered under the Compensation for Occupational Injuries and Diseases Act, and may be required to provide proof of registration and good standing with the Compensation Fund.

Security clearances: Employees and subcontractors of the successful bidder may be required to hold valid security clearances at a level determined by SSA/SAFCOL; costs are for the bidder. Personnel must sign non-disclosure agreements.

Returnable forms: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), Specifications/Conditions/Undertakings, CIPC registration or share certificates, consortium work-split breakdown, CSD summary report, and supporting documents for mandatory criteria.

Bidders must comply with the National Road Traffic Act and the code of practice on Safety and Health in Forestry. Appointed bidders must comply with SAFCOL SHEQ standards, including the SHEQ standard for motorised equipment (Annexure 1), and relevant South African laws including the Occupational Health and Safety Act and the Basic Conditions of Employment Act. A Safety System is required. Employees and subcontractors must be covered under the Compensation for Occupational Injuries and Diseases Act; proof of registration and good standing with the Compensation Fund may be requested. Employees and subcontractors may be required to hold security clearances and sign non-disclosure agreements.

The bid, once accepted, forms a binding contract. Bidders' own terms and conditions are not acceptable. The offer must remain valid for 90 days from the closing date. The laws of the Republic of South Africa govern the contract. Bidders must choose domicilium citandi et executandi in the RSA. Prices quoted must cover all work and obligations; mistakes in pricing are at the bidder's risk. The successful bidder will be required to sign a written contract form (SBD 7). SAFCOL may extend the validity period at its discretion; bidders must respond in writing to a request for extension. If the parties fail to agree on price or specification changes, SAFCOL may cancel the award with 90 days' written notice. Confidentiality obligations apply to all information disclosed during the process. Bidders must not make news releases without SAFCOL's consent. The RFP takes precedence over other documents. SAFCOL is not liable for bid preparation costs. Bidders must comply with the SAFCOL Supplier Code of Conduct. If the successful bidder disregards contractual specifications, the contract may be terminated.

The 80/20 preference point system applies. Price is scored out of 80 points using the formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals are scored out of 20 points. The only specific goal listed is procurement from black owned entities (at least 51% ownership), allocated 20 points. Bidders must indicate how they claim points for each specific goal on SBD 6.1. Failure to submit proof or documentation for specific goals means no preference points are claimed. SAFCOL may require substantiation of any preference claim. Fraudulent claims may lead to disqualification, recovery of costs, contract cancellation, restriction from doing business with organs of state for up to 10 years, and criminal prosecution.