Appointment of service provider for SAFCOL integrated report development (3 years) – mpumalanga

{"name":null,"email":null,"phone":null,"department":null,"address":"ovider in the conditions of contract identified in the Contract Data."}

4 Quality management

is to submit a quality policy statement and quality plan is

Part C4: Affected Property

AP 100 Property owned by the Client that is affected by the work of the Service Provider

AP 105 All Plantations

AP 200 Property not owned by the Client that is affected by the work of the Service Provider

Ap 205

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Financial years

AP 300 Property owned by the Client that is used by the Service Provider in providing the Service

S 2005

AP 400 property not owned by the Client that is used by the Service Provider in Providing the

Service

Ap 205

NEC4 Term Service Contract (TSC4) of 23

Name (2)

Job

Responsibilities

11.2(8) The following matters will be included in the Early Warning Register:

• Delays to the agreed programme milestones;
• Additional revisions and stakeholder review cycles;
• Increased costs associated with accelerated production activities; and
• Risk of failing to meet statutory and governance reporting deadlines.

2 The Service Provider’s main responsibilities

If the Service Provider is to provide Scope for its plan

11.2(16) and 21.1 The Scope provided by the Service Provider for its plan is in Part C3 Scope of Work

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Financial years

3 Payment

11.2(21) The price list is in Part C2 Pricing Data

The tendered total of the Prices excluding VAT is

Resolving and avoiding disputes

W1.1(1) The Senior Representatives of the Service Provider are

Name

Address for communications

Address for electronic

communications

Name (2)

Address for communications

Address for electronic

communications

Data for Short Schedule of Cost Components (only used with Option A)

11.2(28) and SSCC 11 The people rates are

category of person unit rate

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Financial years

Part C2 Pricing Data

C2.1 Pricing assumptions Option A Priced contract with Price List

How work is priced and assessed for payment

Clause 11 in NEC4 Term Service Contract, (TSC4) Option A states:

Identified and 11

defined terms 11.2 (22) Defined Cost is the cost of the components in the Short Schedule of Cost

Components.

(25) The Price for Service Provided to Date is the total of

• the Price for each lump sum item in the Price List which the Service Provider

has completed and

• where a quantity is stated for an item in the Price List, an amount calculated by

multiplying the quantity which the Service Provider has completed by the rate.

Completed work is work without notified Defects the correction of which will delay

the work of the Service Provider, the Client or Others.

(27) The People Rates are the people rates unless later changed in accordance with

the contract.

(28) The Prices are the amounts stated in the Price column of the Price List. Where

a quantity is stated for an item in the Price List, the Price is calculated by

multiplying the quantity by the rate.

This confirms that Option A is a priced contract where the Prices are derived from a list of items of service which can be

priced as lump sums or as expected quantities of service multiplied by a rate or a mix of both.

Function of the Price List

Clause 55.1 in Option A states: “Information in the Price List is not Scope”. This confirms that instructions to do work

or how it is to be done are not included in the Price List but in the Scope. This is further confirmed by Clause 20.1 which

states, “The Service Provider Provides the Service in accordance with the Scope”. Hence the Service Provider does not

Provide the Service in accordance with the Price List. The Price List is only a pricing document.

Link to the Service Provider’s plan

Clause 31.4 states “The Service Provider provides information which shows how each item description on the Price List

relates to the operations on the plan and each Task Order programme submited for acceptance”. Hence when

compiling the price list, the tendering Service Provider needs to develop his first clause 31.2 plan in such a way that

operations shown on it can be priced in the price list and result in a satisfactory cash flow in terms of clause 11.2(25).

Preparing the price list

Before preparing the price list, both the Client and tendering Service Providers should read the TSC4 Preparing a Term

Service Contract User Guide pages 73 and 74. In an Option A contract, either Party may have entered items into the

price list either as a process of offer and acceptance (tendering) or by negotiation depending on the nature of the

service to be provided. Alternatively the Client, in his Instructions to Tenderers or in a Tender Schedule, may have

listed some items that it requires the Service Provider to include in the price list to be prepared and priced by it.

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Financial years

It is assumed that in preparing or finalising the price list the Service Provider:

• Has taken account of the guidance given in the TSC4 Preparing a Term Service Contract User Guide relevant

to Option A;

• Understands the function of the Price List and how work is priced and paid for;
• Is aware of the need to link operations shown in his plan to items shown in the Price List;
• Has listed and priced items in the price list which are inclusive of everything necessary and incidental to

Providing the Service in accordance with the Scope, as it was at the time of tender, as well as correct any

Defects not caused by a Client’s risk;

• Has priced work it decides not to show as a separate item within the Prices or rates of other listed items in

order to fulfil the obligation to complete the service for the tendered total of the Prices.

• Understands there is no adjustment to items priced as lump sums if the amount, or quantity, of work within

that item later turns out to be different to that which the Service Provider estimated at time of tender. The

only basis for a change to the (lump sum) Prices is because of a compensation event.

Format of the price list

(From the example given in Chapter 5 of the TSC4 Preparing a Term Service Contract User Guide)

Entries in the first four columns in the price list in section C2.2 are made either by the Client or the tendering

Service Provider.

If the Service Provider is to be paid an amount for the item which is not adjusted if the quantity of work in the

item changes, the tendering Service Provider enters the amount in the Price column only, the Unit, Expected

Quantity and Rate columns being left blank.

If the Service Provider is to be paid an amount for an item of work which is the rate for the work multiplied by the

quantity completed, the tendering Service Provider enters the rate which is then multiplied by the Expected

Quantity to produce the Price, which is also entered.

If the Service Provider is to be paid a Price for an item proportional to the length of time for which a service is

provided, a unit of time is stated in the Unit column and the expected length of time (as a quantity of the stated

units of time) is stated in the Expected Quantity column.

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Financial years

C2.2: The price list Option A

Item nr Description Unit Expected Rate Price

Quantity

The total of the Prices

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Financial years

Part C3 Scope of Work

C3.1: The Client’s scope

S 100 Description of the service

S 105 Client’s objectives To appoint a reputable service provider with a solid track record to consolidate and

compile, design, edit, produce and print the SAFCOL annual integrated report for a period

of three financial years (2026/27; 2027/28 and 2028/29) starting from 1 April 2027 to

October 2029 until the Integrated Report is annually delivered to Parliament. The service

provider will be responsible for the development of the SAFCOL Integrated Reports for

FY2026/27; 2027/28 and 2028/29. The service provider must be situated in close proximity

to SAFCOL’s Head Office in Pretoria and be able to travel to the office as and when required

to produce the reports within the stipulated timeframes, which will be provided by SAFCOL.

S 110 Description of the 1. Design and Layout: Creative design of the Integrated Report

service (general only)

• Conceptualisation of 3 distinct layouts and design proposals as per the Integrated

Report theme within the SAFCOL corporate identity guidelines.

• Complete creative direction of the layout design.
• Design and layout must include sample content pages, sample infographics and graphs,

and design of Annual Financial Statement.

2. Integrated Report Writing

• Rewrite the content provided by SAFCOL to align it with the International Integrated

Reporting Council Framework;

• Re-write the content provided to align with the King Code standards;
• Have the ability to use infographics in order to make the SAFCOL Integrated Report

more visually appealing and to convey information more clearly.

• Synthesize information through the lens of value creation and demonstrate links to

strategy, governance and performance information. Ensure that the report remains

concise and focused;

• The writer must have the ability to bring a consistent voice and style to the text as

information/content is sourced from multiple resources; and

• Interview relevant key individuals within SAFCOL and its subsidiaries (either

telephonically or face to face), e.g. Chairperson of the Board, EXCO members etc. to

ensure incorporation of their statements in the integrated report.

• Structure content as per the International Integrated Report Council Framework.

3. Proof reading and editing

• Proofreading the content provided by SAFCOL and its subsidiaries, ensuring there are

no spelling or grammatical errors, punctuation, formatting and sentence structure

errors.

• Ensure that page numbers are consecutive and running headings and footers are

correct.

• Ensure consistency – particularly of alternative spellings and hyphenation – by

following a supplied style guide or by compiling their own.

• Check for typographical, design and textual inconsistencies and ensure that they are

corrected for consistency.

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Financial years

• Cross-check chapter titles with the Table of Contents and that references to the

appendices, index, etc. within the text correspond accurately.

• Check or insert numbers in cross-references.
• Ensure that illustrations and their captions and labels correspond with each other and

with the text.

• Editing all content received from SAFCOL.

4. Document specifications for the final SAFCOL Integrated Report

• IPad/A5 +/-176pptext + 4pp cover booklet.
• Printed four (4) colours throughout.
• Spot vanish on the front (dependent on the design).
• Quantity to be printed: 200.
• Supply report in print format as per the required specifications.
• Supply artwork (PDF format of report) on x25 USBs with the interactive version of the

report.

• Compile a comprehensive presentation in PowerPoint (approximately 50% of the main

report, excluding the AFS (30- 45 slides)) with all the required information suitable for

delivery to the Parliamentary Committee.

5. Delivering of the SAFCOL Integrated Report 2026/27; 2027/28 and 2028/29 to

Parliament.

• In terms of delivering printed copies within the SAFCOL deadlines, the service provider

must take into consideration the possibility of working overtime to ensure that SAFCOL

meets stipulated and legislated submission deadlines without any overtime costs to be

charged in addition to the contracted amount.

• The courier of the required printed copies to Parliament in Cape Town will be the

responsibility of the service provider. This is usually at short notice and therefore the

service provider should cater for short notice or overnight delivery to Cape Town.

6. Photoshoot

• Photoshoot for eleven (11) Board members and ten (10) EXCO members annually.
• The photographers must have experience in corporate shoots.
• Professional makeup for the Board and EXCO members.

7. Other Deliverables

• The document must be professionally designed for print layout in line with professional

standards as well as in line with SAFCOL’s Brand as guided by the company’s Corporate

Identity (CI) guidelines.

• The service provider must be able to deliver quality documents within the stipulated

time frames.

• Be able to extract information and financials from pdf documents that are sourced

from the financial systems.

S 200 Constraints on how the Service Provider Provides the Service

S 205 General The Service Provider shall perform the services for the development of SAFCOL's Integrated

constraints Report within the constraints of the approved project programme, budget, and applicable

reporting frameworks, including the International Integrated Reporting Framework, King IV

principles, Companies Act requirements, and SAFCOL's internal policies and governance

processes. The Service Provider shall ensure confidentiality of all information received,

coordinate activities with designated SAFCOL representatives, and complete all deliverables

within the agreed timelines.

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Financial years

The Service Provider shall be dependent on the timely provision of information, stakeholder

availability, and approvals by SAFCOL, and shall not be responsible for delays arising from late

submissions, incomplete information, or delayed decisions by the Client. All work must be

undertaken in a professional manner that safeguards SAFCOL's reputation and complies with

applicable legal, regulatory, and corporate reporting requirements.

S 210 Confidentiality Resources must maintain highest level of confidentiality with regards to information they

will access.

S 215 Security and The Service Provider shall ensure that all personnel accessing SAFCOL’s premises comply

protection of the with SAFCOL’s security and identification protocols.

Service Areas

S 220 Security & The Service Provider shall ensure that all personnel accessing SAFCOL’s premises comply

identification of people with SAFCOL’s security and identification protocols.

This includes:

• Always carrying valid identification while on site;
• Undergoing site induction where required;
• Adhering to access control procedures, including signing in/out;

SAFCOL reserves the right to deny entry or remove any individual who does not comply with

these requirements.

S 225 Protection of The Service Provider shall take all necessary measures to protect existing property,

Affected Property infrastructure, services, equipment, and the surrounding environment that may be affected

by the execution of the works. Any damage caused by the Service Provider's operations shall

be promptly repaired or reinstated at the Service Provider's cost to the satisfaction of the

Employer. Appropriate precautions, barriers, warning signs, and safe working practices shall

be implemented to prevent damage, disruption, or injury throughout the duration of the

contract.

S 245 Industrial The Service Provider is responsible for managing all industrial relations matters related to its

relations employees engaged in the execution of this contract.

The Service Provider shall:

• Ensure compliance with all applicable labour laws and regulations, including the Labour

Relations Act, Basic Conditions of Employment Act, and relevant bargaining council

agreements (if applicable);

• Maintain a professional and disciplined workforce and ensure that its personnel conduct

themselves appropriately when accessing Client premises;

• Ensure that no unlawful industrial action, work stoppage, or protest interferes with the

execution of the contract;

• Promptly notify the Client of any potential or actual labour disputes that may affect the

delivery of services or performance under the contract;

• Take proactive measures to resolve disputes and maintain labour peace to avoid

disruption to services.

The Client may refuse entry to or request the removal of any personnel who, in their

reasonable opinion, pose a safety risk, breach site rules, or fail to comply with labour and

behavioural expectations

S 250 Control of works The Service Provider shall plan, manage, supervise, and coordinate all aspects of the works to

ensure that activities are carried out safely, efficiently, and in accordance with the contract

requirements. Adequate resources, competent personnel, and effective communication shall

be maintained throughout the execution of the works. The Service Provider shall monitor

progress, implement corrective actions where necessary, and ensure compliance with all

quality, environmental, and health and safety requirements. The Employer or Employer's

Representative may monitor the works to verify compliance with the contract.

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Financial years

S 255 Cleanliness The Service Provider shall ensure that personnel always maintain highest level of hygiene.

S 260 Waste materials Not applicable

S 270 BBB-EE As per tender requirements

Qualifications

Experience

Name (2)

Qualifications

Experience

11.2(8) The following matters will be included in the Early Warning Register:

• Delays to the agreed programme milestones;
• Additional revisions and stakeholder review cycles;
• Increased costs associated with accelerated production activities; and
• Risk of failing to meet statutory and governance reporting deadlines.

2 The Service Provider’s main responsibilities

Part C3 Scope of Work

C3.1: The Client’s scope

S 100 Description of the service

S 105 Client’s objectives To appoint a reputable service provider with a solid track record to consolidate and

compile, design, edit, produce and print the SAFCOL annual integrated report for a period

of three financial years (2026/27; 2027/28 and 2028/29) starting from 1 April 2027 to

October 2029 until the Integrated Report is annually delivered to Parliament. The service

provider will be responsible for the development of the SAFCOL Integrated Reports for

FY2026/27; 2027/28 and 2028/29. The service provider must be situated in close proximity

to SAFCOL’s Head Office in Pretoria and be able to travel to the office as and when required

to produce the reports within the stipulated timeframes, which will be provided by SAFCOL.

S 110 Description of the 1. Design and Layout: Creative design of the Integrated Report

service (general only)

• Conceptualisation of 3 distinct layouts and design proposals as per the Integrated

• Photoshoot for eleven (11) Board members and ten (10) EXCO members annually.

• The photographers must have experience in corporate shoots.

• Professional makeup for the Board and EXCO members.

the contract period and promptly advise SAFCOL of any changes that may affect the content,

format, or timing of the Integrated Report.

S 1200 Subcontracting

S 1205 Restrictions or The Service Provider may subcontract portions of the work only with the prior approval of the

requirements for Employer or Employer's Representative, where required by the contract. The Service Provider

subcontracting remains fully responsible and accountable for the performance, quality, safety, and

compliance of all subcontracted work. Subcontracting shall not relieve the Service Provider of

any contractual obligations, and all subservice Providers must comply with the conditions,

specifications, and requirements of the contract.

S 1210 Acceptance The Service Provider submits the proposed subservice Provider's details for review and

procedures approval. The Employer or Employer's Representative evaluates the subservice Provider's

qualifications, experience, capacity, and compliance with contractual, legal, and safety

TSC4 C, E 11.2(24) requirements. Upon successful assessment, formal written approval is issued

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

40.2 The period after the Contract Date within which the Service Provider

is to submit a quality policy statement and quality plan is

Not applicable

5 Payment

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Financial years

51.1 The currency of the contract is the South African Rand

If the period in which payments are made is not three weeks

51.2 The period within which payments are made is 30 days from date of invoice

6 Compensation events

Compensation events are as defined in Clause 60 of the NEC4 Term Service Contract and shall be managed, assessed,

and implemented in accordance with Clauses 61 to 66.

7 Title

There is no reference to Contract Data in this section of the core clauses and terms in italics

used in this section are identified elsewhere in this Contract Data.

8 Liabilities and insurance

If there are additional Client’s liabilities

80.1 These are additional Client's liabilities

• Instruction changes due to operational restructuring

83.3 Insurance Table The minimum amount of cover for insurance against loss of or damage to property (except

row 3 Plant, Materials and Equipment) and liability for bodily injury to or death of a person (not

an employee of the Service Provider) arising from or in connection with the Service Provider

Providing the Service for any one event is:

whatever the Service Provider deems necessary in addition to that provided by the Client.

83.3 Insurance Table The minimum amount of cover for insurance against death of or bodily injury to employees

row 4 of the Service Provider arising out of and in the course of their employment in connection

with the contract for any one event is:

as prescribed by the Compensation for Occupational Injuries and Diseases Act No. and the Service Provider’s common law liability for people falling outside the scope of

the Act with a limit of cover of not less than ________ ( Rands).

31.2 The starting date is

30.1 The service period is: 36 months

4 Quality management

40.2 The period after the Contract Date within which the Service Provider

is to submit a quality policy statement and quality plan is

Client, Service Manager layout, infographics, photography (where required), proofreading, quality assurance, and

or Others preparation of print-ready and electronic publication-ready versions of the report. The Service

Part C1 Agreements and Contract Data, (which includes this Form of Offer and Acceptance)

Part C2 Pricing Data

Part C3 Scope of Work

Part C4 Affected Property

and drawings and documents (or parts thereof), which may be incorporated by reference into the above listed Parts.

11.2(21) The price list is in Part C2 Pricing Data

communications

Data for Short Schedule of Cost Components (only used with Option A)

11.2(28) and SSCC 11 The people rates are

category of person unit rate

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Part C2 Pricing Data

C2.1 Pricing assumptions Option A Priced contract with Price List

the work of the Service Provider, the Client or Others.

(27) The People Rates are the people rates unless later changed in accordance with

the contract.

(28) The Prices are the amounts stated in the Price column of the Price List. Where

a quantity is stated for an item in the Price List, the Price is calculated by

multiplying the quantity by the rate.

Defects not caused by a Client’s risk;

• Has priced work it decides not to show as a separate item within the Prices or rates of other listed items in

order to fulfil the obligation to complete the service for the tendered total of the Prices.

• Understands there is no adjustment to items priced as lump sums if the amount, or quantity, of work within

that item later turns out to be different to that which the Service Provider estimated at time of tender. The

only basis for a change to the (lump sum) Prices is because of a compensation event.

S275 Use of local labour Not applicable S 800 Management of the service S 805 Contract team – The Service Provider and the Service Manager use the requirements of the early warning Others processes described in core clause 15, to in addition manage the progress of the service inclusive of

reviewing the progress of the Service Provider in achieving the objectives of the contract,

allowing the Service Provider to demonstrate from the current Accepted Plan its progress and planned activities for the coming 4 weeks,

acting as a combined management team by discussing reviewing and making decisions required in terms of the contract, and in doing so

cultivate a spirit of co-operation and mutual trust for the benefit of both Parties and all who attend and

attending to any other issues considered relevant by either Party and the Service Manager Early warning meetings may be convened at either Party’s premises on an alternating basis as agreed between the Service Provider and the Service Manager. The Service Manager chairs the meeting and prepares the Minutes which are distributed to the Client and the Service Provider within 5 days of the meeting. Informal reviews or meetings may be held at the premises of either Party throughout the duration of the contract on a non-interference basis. These informal reviews require no additional preparation and are intended to support communication between the Service Manager and the Service Provider. All attendees at early warning meetings and any other meeting carry their own expenses incurred in connection with such attendance. S810 Communication All communications required under this contract shall be in writing and shall be system communicated by electronic mail to the addresses stated in the Contract Data, unless otherwise instructed by the Service Manager. TSC 13.2 Communications relating to Early Warnings, Compensation Events, instructions, submissions, payment applications, reports, incidents, and contractual notices shall be submitted electronically and shall be deemed to have been communicated when received by the intended recipient. Any change to communication details shall be notified in writing in accordance with Clause 13 of the contract. S 815 Management The Service Provider shall establish and maintain management procedures to ensure the procedures effective delivery of the service throughout the contract period. NEC4 Term Service Contract (TSC4) of 23 APPOINTMENT OF A SERVICE PROVIDER FOR THE DEVELOPMENT OF SAFCOL’S INTEGRATED REPORT FOR A PERIOD OF THREE (3) FINANCIAL YEARS

Ensure that suitably qualified supervisory personnel are always available to manage and monitor service delivery.

Attend all meetings called by the Service Manager, including: o Contract commencement meetings; o Early Warning meetings; o Performance review meetings; o Ad hoc meetings as required.

Prepare and submit meeting agendas and minutes where requested by the Service Manager. S 820 Service Provider’s The Service Provider applies for payment with a tax invoice addressed to the South African application for payment Forestry Limited (SAFCOL) which must at least include the following information on each tax invoice: TSC 50.2

Name and address of the Service Provider;

The official Purchase Order or Contract Number;

Tax Invoice Number;

The Service Provider’s VAT registration number (if applicable);

The Client’s VAT registration number which is 4830136596;

The invoiced amount - excluding VAT, the VAT and including VAT. S 900 Working with the Client and Others S 905 Sharing the Not applicable Affected Property with the Client and Others TSC 23.1 TSC 60.1(6) S 910 Co-operation The Service Provider shall cooperate fully with the Employer, the Employer's Representative, other Service Providers, service providers, and affected stakeholders to ensure the efficient TSC 23.1 and safe execution of the works. The Service Provider shall coordinate activities to avoid TSC 60.1(6) delays, conflicts, disruption, or interference with others carrying out work on or near the site. All parties shall communicate effectively and provide reasonable assistance to facilitate the successful completion of the contract. S 915 Co-ordination The Service Provider shall coordinate all activities related to the works to ensure efficient execution and integration with other Service Providers, service providers, and stakeholders operating on or near the site. The Service Provider shall plan and schedule work to minimise disruption, avoid conflicts, and ensure that interfaces between different activities are properly managed. Effective communication and cooperation shall be always maintained to ensure the safe, timely, and successful completion of the works in accordance with the contract requirements. S 1000 Services and other things to be provided S 1005 Services and The Service Provider shall provide all professional services, expertise, personnel, software, other things provided methodologies, and resources necessary for the development of SAFCOL's Integrated Report. by the Service Provider This includes project planning and management, stakeholder engagement and interviews, for the use by the content development and editing, integrated reporting advisory services, graphic design and NEC4 Term Service Contract (TSC4) of 23 APPOINTMENT OF A SERVICE PROVIDER FOR THE DEVELOPMENT OF SAFCOL’S INTEGRATED REPORT FOR A PERIOD OF THREE (3) FINANCIAL YEARS Client, Service Manager layout, infographics, photography (where required), proofreading, quality assurance, and or Others preparation of print-ready and electronic publication-ready versions of the report. The Service Provider shall facilitate review workshops, maintain a document tracking and comment TSC 23.2 resolution process, and provide draft and final reports in formats specified by SAFCOL. S 1010 Services and SAFCOL shall provide all information, documentation, access to personnel, facilities, other things to be stakeholder engagement support, reviews, approvals, and project coordination necessary to provided by the Client. enable the Service Provider to prepare and deliver the Integrated Report in accordance with the agreed programme and quality requirements TSC 23.2 S 1015 Equipment Not applicable provided for the Client’s use at the end of the Service Period TSC 71.2 TSC 92.1 S 1020 Information and All reports, working papers, designs, artwork, source files, and final deliverables produced other things provided under the contract shall be made available to SAFCOL for its unrestricted use and ownership by the Service Provider upon completion of the services and payment in terms of the contract. The Service Provider at the end of the Service shall also provide reasonable support during approval, publication, and launch processes as Period required by the Scope TSC 71.2 TSC 92.1 S 1025 Statutory The Service Provider shall comply with all applicable statutory and regulatory requirements in requirements performing the contract, including but not limited to legislation, regulations, by-laws, and mandatory industry standards in force from time to time. S 1100 Health and safety State the health and safety requirements related to managing the service which the Service Provider must follow, in addition to the requirements of law Refer to section 3.2 for guidance on the inclusion of health and safety information in the Scope. S 1105 Health and (i) All personnel performing work on site/s as part of this contract are required to obtain safety requirements safety induction. (ii) Over and above the obligations provided by the Occupational Health and Safety Act (OHS TSC 25.4 Act No and its Regulations, known as ‘the Act’), the Service Provider must meet with all relevant health and safety instructions as given to them by site safety personnel, where relevant. Personal protection equipment including closed safety shoes, hard hats, height safety equipment, and high visibility vests is always worn while on the Site. All personnel are to obey the relevant instructions, including signage related to restricted access on sites. (iii) SAFCOL manages the Service Provider in its capacity for the execution of this contract to meet the provisions of the said Act and the regulations promulgated in terms thereof. The Service Provider accepts liability for any contraventions of the Act. Each member of the Service Provider’s team, submit a signed indemnity form prior to entering the Site and keep it in the Service Provider’s health and safety file where relevant. NEC4 Term Service Contract (TSC4) of 23 APPOINTMENT OF A SERVICE PROVIDER FOR THE DEVELOPMENT OF SAFCOL’S INTEGRATED REPORT FOR A PERIOD OF THREE (3) FINANCIAL YEARS S 1115 Statutory The Service Provider shall comply with all applicable statutory, regulatory, governance, and reporting requirements relevant to the preparation, design, production, and publication of SAFCOL's Integrated Report, including but not limited to

Companies Act, 2008 (Act No. ) and all applicable regulations.

Public Finance Management Act, 1999 (Act No. ) (PFMA) and Treasury Regulations applicable to Schedule 2 State-Owned Companies.

King IV Report on Corporate Governance for South Africa, including disclosure requirements relating to governance, ethics, performance, sustainability, and value creation.

International Integrated Reporting Framework (IIRC Framework) or its successor framework as adopted at the time of reporting.

International Financial Reporting Standards (IFRS) and any applicable financial disclosure requirements prescribed by SAFCOL's auditors and regulators.

Applicable Environmental, Social and Governance (ESG) reporting requirements and recognized sustainability reporting frameworks adopted by SAFCOL.

Promotion of Access to Information Act, 2000 (PAIA) and Protection of Personal Information Act, 2013 (POPIA) with regard to the handling, storage, processing, and disclosure of information obtained during execution of the Services.

All applicable forestry sector legislation, environmental legislation, labor legislation, and regulatory requirements affecting SAFCOL's reporting obligations.

Requirements of the

Auditor-General of South Africa (AGSA);

Department of Forestry, Fisheries and Environment;

National Treasury; and

Any other regulatory authority having jurisdiction over SAFCOL.

SAFCOL's approved policies, reporting protocols, branding standards, governance frameworks, and internal approval processes. The Service Provider shall monitor changes in statutory and reporting requirements during the contract period and promptly advise SAFCOL of any changes that may affect the content, format, or timing of the Integrated Report. S 1200 Subcontracting S 1205 Restrictions or The Service Provider may subcontract portions of the work only with the prior approval of the requirements for Employer or Employer's Representative, where required by the contract. The Service Provider subcontracting remains fully responsible and accountable for the performance, quality, safety, and compliance of all subcontracted work. Subcontracting shall not relieve the Service Provider of any contractual obligations, and all subservice Providers must comply with the conditions, specifications, and requirements of the contract. S 1210 Acceptance The Service Provider submits the proposed subservice Provider's details for review and procedures approval. The Employer or Employer's Representative evaluates the subservice Provider's qualifications, experience, capacity, and compliance with contractual, legal, and safety TSC4 C, E 11.2(24) requirements. Upon successful assessment, formal written approval is issued NEC4 Term Service Contract (TSC4) of 23 APPOINTMENT OF A SERVICE PROVIDER FOR THE DEVELOPMENT OF SAFCOL’S INTEGRATED REPORT FOR A PERIOD OF THREE (3) FINANCIAL YEARS S 1300 Work call off arrangements. S 1305 Works and Not applicable services subject to call off S 1310 Call off Not applicable procedure. S 2000 Low performance damages (Option X17) S 2005 Service Performance Measure Required Performance Level Low-Performance Damages level Submission of First Draft Integrated By the date stated in the Scope R __________ per working day of Report and accepted programme delay Submission of Final Integrated Report By the Completion Date R __________ per working day of delay Quality of Draft Deliverables No more than two review cycles R ___________ per additional required due to service provider review cycle errors or omissions Compliance with Reporting Frameworks 100% compliance Cost of correcting non-compliant (King IV, IFRS Sustainability, National sections plus R ________ per Treasury and applicable reporting material non-compliance requirements) Attendance at Scheduled Project Attendance at 95% of scheduled R ______ per missed meeting Meetings meetings without prior approval Accuracy of Information Incorporation All approved client comments R ______ per material omission incorporated correctly in revised requiring rework drafts S 2100 Client’s service specifications and drawings S 2105 Client’s service Contents list or documents or both

signature of Date

witness

Note: If a tenderer wishes to submit alternative tenders, use another copy of this Form of Offer and Acceptance.

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

W1.4(1), W2.4(1) and The tribunal is Arbitration

W3.3(1)

W1.4(5), W2.4(4) and The arbitration procedure is the latest edition of Rules for the Conduct of Arbitrations

W3.3(4) published by The Association of Arbitrators (Southern

Africa) or its successor body.

• Rewrite the content provided by SAFCOL to align it with the International Integrated

Reporting Council Framework;

• Re-write the content provided to align with the King Code standards;
• Have the ability to use infographics in order to make the SAFCOL Integrated Report

more visually appealing and to convey information more clearly.

• Synthesize information through the lens of value creation and demonstrate links to

strategy, governance and performance information. Ensure that the report remains

concise and focused;

• The writer must have the ability to bring a consistent voice and style to the text as

information/content is sourced from multiple resources; and

• Interview relevant key individuals within SAFCOL and its subsidiaries (either

telephonically or face to face), e.g. Chairperson of the Board, EXCO members etc. to

ensure incorporation of their statements in the integrated report.

• Structure content as per the International Integrated Report Council Framework.

• Cross-check chapter titles with the Table of Contents and that references to the

appendices, index, etc. within the text correspond accurately.

• Check or insert numbers in cross-references.
• Ensure that illustrations and their captions and labels correspond with each other and

with the text.

• Editing all content received from SAFCOL.

Tsc 71.2

Tsc 92.1

S 1025 Statutory The Service Provider shall comply with all applicable statutory and regulatory requirements in

requirements performing the contract, including but not limited to legislation, regulations, by-laws, and

mandatory industry standards in force from time to time.

S 1100 Health and safety

addition to the requirements of law

Refer to section 3.2 for guidance on the inclusion of health and safety information in the Scope.

S 1105 Health and (i) All personnel performing work on site/s as part of this contract are required to obtain

safety requirements safety induction.

(ii) Over and above the obligations provided by the Occupational Health and Safety Act (OHS

Tsc 25.4

Act No and its Regulations, known as ‘the Act’), the Service Provider must meet

with all relevant health and safety instructions as given to them by site safety personnel,

where relevant. Personal protection equipment including closed safety shoes, hard hats,

height safety equipment, and high visibility vests is always worn while on the Site. All

personnel are to obey the relevant instructions, including signage related to restricted access

on sites.

(iii) SAFCOL manages the Service Provider in its capacity for the execution of this contract to

meet the provisions of the said Act and the regulations promulgated in terms thereof. The

Service Provider’s team, submit a signed indemnity form prior to entering the Site and keep

it in the Service Provider’s health and safety file where relevant.

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

• Auditor-General of South Africa (AGSA);
• Department of Forestry, Fisheries and Environment;
• National Treasury; and
• Any other regulatory authority having jurisdiction over SAFCOL.

S 255 Cleanliness The Service Provider shall ensure that personnel always maintain highest level of hygiene.

S 260 Waste materials Not applicable

S 270 BBB-EE As per tender requirements

requirements

S275 Use of local labour Not applicable

S 800 Management of the service

S 805 Contract team – The Service Provider and the Service Manager use the requirements of the early warning

Others processes described in core clause 15, to in addition manage the progress of the service

inclusive of

• reviewing the progress of the Service Provider in achieving the objectives of the

contract,

• allowing the Service Provider to demonstrate from the current Accepted Plan its

progress and planned activities for the coming 4 weeks,

• acting as a combined management team by discussing reviewing and making decisions

required in terms of the contract, and in doing so

• cultivate a spirit of co-operation and mutual trust for the benefit of both Parties and all

who attend and

• attending to any other issues considered relevant by either Party and the Service

requirements relating to governance, ethics, performance, sustainability, and value

creation.

4. International Integrated Reporting Framework (IIRC Framework) or its successor

framework as adopted at the time of reporting.

5. International Financial Reporting Standards (IFRS) and any applicable financial disclosure

requirements prescribed by SAFCOL's auditors and regulators.

6. Applicable Environmental, Social and Governance (ESG) reporting requirements and

recognized sustainability reporting frameworks adopted by SAFCOL.

7. Promotion of Access to Information Act, 2000 (PAIA) and Protection of Personal

Information Act, 2013 (POPIA) with regard to the handling, storage, processing, and

disclosure of information obtained during execution of the Services.

There is no reference to Contract Data in this section of the core clauses

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Financial years

Resolving and avoiding disputes

W1.4(1), W2.4(1) and The tribunal is Arbitration

W3.3(1)

W1.4(5), W2.4(4) and The arbitration procedure is the latest edition of Rules for the Conduct of Arbitrations

W3.3(4) published by The Association of Arbitrators (Southern

Africa) or its successor body.

The place where arbitration is Anywhere in Gauteng, South Africa

to be held is

The person or organisation who will choose an arbitrator if the Parties cannot agree a

choice or if the arbitration procedure does not state who selects an arbitrator, is

The Chairman for time being or his nominee of the Association of Arbitrators (Southern

Africa) or its successor body.

W1.1(1) The Senior Representatives of the Client are

Name (1)

Address for communications

Address for electronic

communications

Name (2)

Address for communications

Address for electronic

communications

W1.2 The Adjudicator is (Name) the person selected from the ICE-SA Division (or

[It is always preferable to name the Adjudicator its successor body) of the South African

at time of award. If this can be done delete this Institution of Civil Engineering Panel of

data and insert the name and contact details

below.] Adjudicators by the Party intending to refer a

dispute to him. (see www.ice-sa.org.za

Address for communications ___

Address for electronic

communications

The Adjudicator nominating body is: the Chairman of ICE-SA a joint Division of the

South African Institution of Civil Engineering

and the London Institution of Civil Engineers.

(See www.ice-sa.org.za ) or its successor body.

X17: Low performance damages

X17.1 The service level table is

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Financial years

Performance Measure Required Performance Level Low-Performance Damages

Submission of First Draft Integrated By the date stated in the Scope R __________ per working day of

Report and accepted programme delay

Submission of Final Integrated Report By the Completion Date R __________ per working day of

delay

Quality of Draft Deliverables No more than two review cycles R ___________ per additional

required due to service provider review cycle

errors or omissions

Compliance with Reporting Frameworks 100% compliance Cost of correcting non-compliant

(King IV, IFRS Sustainability, National sections plus R ________ per

Treasury and applicable reporting material non-compliance

requirements)

Attendance at Scheduled Project Attendance at 95% of scheduled R ______ per missed meeting

Meetings meetings without prior approval

Accuracy of Information Incorporation All approved client comments R ______ per material omission

incorporated correctly in revised requiring rework

drafts

X18: Limitation of liability

X18.2 The Service Provider’s liability to the Client for indirect or

consequential loss is limited to:

R

X18.3 For any one event, the Service Provider’s liability to the

Client for loss of or damage to the Client’s property is

R limited to:

X18.4 The Service Provider’s liability for Defects due to its design

of an item of Equipment is limited to Not Applicable

X19: Termination by either Party

X18.6 The minimum period of service is 36 months after the starting date.

The notice period is 60 days prior to expiry of contract

X23: Extending the Service Period

The maximum service period is 36 months after the starting date.

The periods for extension are

Order period for extension (months) notice date

First

The criteria for extension are

(1) In progress of placing a new contract

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Financial years

Z: Additional conditions of contract

The additional conditions of contract are

1 Mandatory probation period

Z1.1 Service providers will be placed on a mandatory three (3) month probation period

commencing upon award of the contract. The NEC4 Term Service Contract (TSC) agreement will

be signed; however, should any of the required conditions not be fully met or implemented, the

applicable termination clause will be enforced.

2 Cession delegation and assignment

Z2.1 The Service Provider does not cede, delegate or assign any of its rights or obligations to

any person without the written consent of the Purchaser.

Z2.2 Notwithstanding the above, the Purchaser may on written notice to the Service Provider

cede and delegate its rights and obligations under this contract to any of its subsidiaries.

3 Ethics

Z3.1 Any offer, payment, consideration, or benefit of any kind made by the Service Provider,

which

constitutes or could be construed either directly or indirectly as an illegal or corrupt practice, as

an inducement or reward for the award or in execution of this contract constitutes grounds for

terminating the Service Provider’s obligation to Provide the Goods and Services or taking any

other action as appropriate against the Service Provider (including civil or criminal action).

Z3.2 The Purchaser may terminate the Service Provider’s obligation to Provide the Goods and

Services if the Service Provider (or any member of the Service Provider where the Service

Provider constitutes a joint venture, consortium or other unincorporated grouping of two or

more persons or organisations) is found guilty by a competent court, administrative or

regulatory body of participating in illegal or corrupt practices.

Such practices include making of offers, payments, considerations, or benefits of any kind or

otherwise, whether in connection with any procurement process or contract with the Purchaser

or other people or organisations and including in circumstances where the Service Provider or

any such member is removed from an approved vendor data base of the Purchaser as a

consequence of such practice.

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

Financial years

Part 2 – Data provided by the Service Provider

1 General

10.1 The Service

Provider is

Name

Address for communications

Address for electronic communications

11.2(20) &16.3 The service areas are SAFCOL Head Office

24.1 The key persons are

Name (1)

Job

Responsibilities

Deviations (if any), contact the Client’s agent (whose details are given in the Contract Data) to arrange the delivery of

any securities, bonds, guarantees, proof of insurance and any other documentation to be provided in terms of the

conditions of contract identified in the Contract Data at, or just after, the date this agreement comes into effect. Failure

to fulfil any of these obligations in accordance with those terms shall constitute a repudiation of this agreement.

11.1 The conditions of contract are the core clauses and the clauses for the following main

Option, the Option for resolving and avoiding disputes and secondary Options of the NEC4

Term Service Contract, June 2017 (with amendments January 2019).

Main Option A – Priced contract with price list

Option for resolving and avoiding disputes W1

Secondary Options X2 – Changes in Law

X17 – Low service damages

X18 – Limitation of liability

X19 – Termination by either party

X23 – Extending the service period

Z – Additional conditions of contract

11.2(15) The service is development of SAFCOL’s Integrated Report for a period of three

(3) financial years

10.1 The Client is

If there are additional Client’s liabilities

80.1 These are additional Client's liabilities

• Instruction changes due to operational restructuring

83.3 Insurance Table The minimum amount of cover for insurance against loss of or damage to property (except

row 3 Plant, Materials and Equipment) and liability for bodily injury to or death of a person (not

an employee of the Service Provider) arising from or in connection with the Service Provider

whatever the Service Provider deems necessary in addition to that provided by the Client.

83.3 Insurance Table The minimum amount of cover for insurance against death of or bodily injury to employees

row 4 of the Service Provider arising out of and in the course of their employment in connection

with the contract for any one event is:

as prescribed by the Compensation for Occupational Injuries and Diseases Act No. and the Service Provider’s common law liability for people falling outside the scope of

the Act with a limit of cover of not less than ________ ( Rands).

9 Termination

communications

W1.2 The Adjudicator is (Name) the person selected from the ICE-SA Division (or

[It is always preferable to name the Adjudicator its successor body) of the South African

at time of award. If this can be done delete this Institution of Civil Engineering Panel of

data and insert the name and contact details

below.] Adjudicators by the Party intending to refer a

dispute to him. (see www.ice-sa.org.za

Address for communications ___

Accuracy of Information Incorporation All approved client comments R ______ per material omission

incorporated correctly in revised requiring rework

drafts

X18: Limitation of liability

X18.2 The Service Provider’s liability to the Client for indirect or

consequential loss is limited to:

R

X18.3 For any one event, the Service Provider’s liability to the

Client for loss of or damage to the Client’s property is

X18.4 The Service Provider’s liability for Defects due to its design

of an item of Equipment is limited to Not Applicable

X19: Termination by either Party

X18.6 The minimum period of service is 36 months after the starting date.

The notice period is 60 days prior to expiry of contract

X23: Extending the Service Period

The maximum service period is 36 months after the starting date.

Z1.1 Service providers will be placed on a mandatory three (3) month probation period

commencing upon award of the contract. The NEC4 Term Service Contract (TSC) agreement will

be signed; however, should any of the required conditions not be fully met or implemented, the

applicable termination clause will be enforced.

• The document must be professionally designed for print layout in line with professional

standards as well as in line with SAFCOL’s Brand as guided by the company’s Corporate

Identity (CI) guidelines.

• The service provider must be able to deliver quality documents within the stipulated

time frames.

• Be able to extract information and financials from pdf documents that are sourced

from the financial systems.

S 200 Constraints on how the Service Provider Provides the Service

S 205 General The Service Provider shall perform the services for the development of SAFCOL's Integrated

constraints Report within the constraints of the approved project programme, budget, and applicable

reporting frameworks, including the International Integrated Reporting Framework, King IV

principles, Companies Act requirements, and SAFCOL's internal policies and governance

processes. The Service Provider shall ensure confidentiality of all information received,

coordinate activities with designated SAFCOL representatives, and complete all deliverables

within the agreed timelines.

NEC4 Term Service Contract (TSC4) of 23

Appointment of a service provider for the development of safcol’s integrated report for a period of three (3)

availability, and approvals by SAFCOL, and shall not be responsible for delays arising from late

submissions, incomplete information, or delayed decisions by the Client. All work must be

undertaken in a professional manner that safeguards SAFCOL's reputation and complies with

applicable legal, regulatory, and corporate reporting requirements.

S 210 Confidentiality Resources must maintain highest level of confidentiality with regards to information they

will access.

S 215 Security and The Service Provider shall ensure that all personnel accessing SAFCOL’s premises comply

protection of the with SAFCOL’s security and identification protocols.

agreements (if applicable);

• Maintain a professional and disciplined workforce and ensure that its personnel conduct

themselves appropriately when accessing Client premises;

• Ensure that no unlawful industrial action, work stoppage, or protest interferes with the

execution of the contract;

• Promptly notify the Client of any potential or actual labour disputes that may affect the

delivery of services or performance under the contract;

• Take proactive measures to resolve disputes and maintain labour peace to avoid

disruption to services.

reasonable opinion, pose a safety risk, breach site rules, or fail to comply with labour and

behavioural expectations

S 250 Control of works The Service Provider shall plan, manage, supervise, and coordinate all aspects of the works to

ensure that activities are carried out safely, efficiently, and in accordance with the contract

requirements. Adequate resources, competent personnel, and effective communication shall

be maintained throughout the execution of the works. The Service Provider shall monitor

progress, implement corrective actions where necessary, and ensure compliance with all

quality, environmental, and health and safety requirements. The Employer or Employer's

{"closingDate":"23 SEPTEMBER 2026","closingTime":"12H00","briefingSession":"{"date":"14 SEPTEMBER 2026","time":"11H00","venue":"E: 14 SEPTEMBER 2026","is_compulsory":true}"}

{"name":"Ms. Lungile","email":"[email protected]","phone":"0654445730","department":"/ PUBLIC Zombini","address":null}

 Pt − P min  Ps = 80 1 − 

 P min 

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

of 34

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

Note to tenderers: The tenderer must indicate how they claim points for each preference point

system.)

Number of Number of

points points

claimed

allocated

(80/20

The specific goals allocated points in (80/20 system) system) Proof/documents to

terms of this tender

(To be (To be claim points

completed by completed

the organ of by the

state) tenderer)

Procurement from black women owned 5 ID Document, CIPC

entities (At least 30% ownership). Documents, BBBEE

certificate or Affidavit

Procurement from black owned entities 10 BBBEE certificate or

(At least 51% ownership). Affidavit

Procurement from youth owned entities 3 ID Document, CIPC

(At least 51% owned by youth). Documents

Procurement from entities owned by 2 Letter from a medical

persons with disabilities (At least 51% doctor confirming

owned by PWD). disability.

Declaration with regard to company/firm

3.2. Name of company/firm...............................................................................

3.3. Company registration number: .....................................................................

3.4. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

3.5. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the

points claimed, based on the specific goals as advised in the tender, qualifies the company/ firm

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for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs

1.4 and 4.2, the contractor may be required to furnish documentary proof to the satisfaction

of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any other

remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that

person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result

of having to make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or

only the shareholders and directors who acted on a fraudulent basis, be

restricted from obtaining business from any organ of state for a period not

exceeding 10 years, after the audi alteram partem (hear the other side) rule

has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

of 34

The evaluation criteria for the assessment of the proposals will be based on both qualitative and financial

aspects of the proposal. Service Providers will be evaluated on functionality. The bidders who score the

minimum threshold provided on functionality will be further evaluated on price and specific goals provided

in terms of the Preferential Procurement Regulations, 2022. The Bid documents will be evaluated

individually on a score sheet, by a representative of the evaluation panel according to the evaluation criteria

indicated in the Terms of Reference. Service Providers will be shortlisted and may possibly be invited to

do a presentation on their proposals at their own cost.

All bidders who score less than the minimum threshold of 70 out of 100 points for functionality will

not be considered further.

of 34

This bid will be evaluated on 80/20 preference point system.

In accordance with the SAFCOL Supply Chain Management Policy, the bid evaluation process shall be

carried out in three (3) phases namely:

• Phase 1 (a) Administrative Compliance
• Phase 1 (b) Mandatory requirements
• Phase 2 Functionality Evaluation
• Phase 3 Price and Specific goal

Phase 1 (a) Administrative Compliance

Description Comply Not Comply

Completion in full the Request for Proposal document

Completion of all SBD Forms (Declaration Forms)

Proof that tax matters with SARS are in order

(SARS Pin Number/ Tax Clearance Certificate)

Copy of proof of company registration documents (e.g., Pty;

Trust; CC etc.)

Original or certified copy of B-BBEE Level of contribution

Certificate/ sworn affidavit (Failure to attach certificate will

lead to non-allocation of points)

Registration with Central Supplier Database (CSD)

Joint Venture Agreement (If Applicable)

Phase 1 (b) Mandatory requirements

Description Comply Not Comply

Attendance of Compulsory Supplier Briefing Session

Bidders must attend the compulsory supplier briefing session

Attendance register will be used to confirm attendance.

of 34

10 Security clearances

10.1 Employees and subcontractors of the successful bidder may be required to be in possession of valid

security clearances to the level determined by the SSA and/or SAFCOL commensurate with the

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nature of the project activities they are involved in. The cost of obtaining suitable clearances is for

the account of the bidders. The bidders shall supply and maintain a list of personnel involved on the

project indicating their clearance status.

10.2 Employees and subcontractors of the successful bidder will be required to sign a non-disclosure

agreement.

11 Occupational Injuries and Diseases Act

The Bidder warrants that all its employees (including the employees of any sub-contractor that may

be appointed) are covered in terms of the Compensation for Occupational Injuries and Diseases Act

and that the cover shall remain in force for the duration of the adjudication of this bid and/

or subsequent agreement. SAFCOL reserves the right to request the Bidder to submit documentary

proof of the Bidder’s registration and “good standing” with the Compensation Fund, or similar proof

acceptable to SAFCOL.

12 Formal contract

12.1 This RFP, all the appended documentation and the proposal in response thereto read together, form

the basis for a formal contract to be negotiated and finalized between SAFCOL and/or its clients and

the enterprise(s) to whom SAFCOL awards the bid in whole or in part.

12.2 Any offer and/or acceptance entered verbally between SAFCOL and any vendor, such offer shall

not constitute a contract and thus not binding on the parties.

13 Protection of Personal Information

In responding to this bid, SAFCOL acknowledges that it may obtain and have access to personal data of

the respondents. SAFCOL agrees that is shall only process the information disclosed by bidders in their

response to this bid for the purpose of evaluating and subsequent award of business and in accordance

with any applicable law.

Furthermore, SAFCOL will not otherwise modify, amend or alter any personal data submitted by

Respondents or disclose or permit the disclosure of any personal data to any Third Party without the prior

written consent from the Respondents. Similarly, SAFCOL requires Respondents to process any process

any personal information disclosed by SAFCOL in the bidding process in the same manner.

14 Reasons for disqualification

14.1 SAFCOL reserves the right to disqualify any bidder, which does any one or more of the following,

and such disqualification may take place without prior notice to the offending bidder, however the

bidder shall be notified in writing of such disqualification:

14.1.1 bidders whose tax matters have not been declared by the South African Tax Revenue

services to be in order, or that satisfactory arrangements have been made with the South

African Tax Revenue Services to meet the bidder’s tax obligations;

14.1.2 bidders who submitted incomplete information and documentation essential for the

adjudication of the requirements of this RFP;

14.1.3 bidders who submitted information that is fraudulent, factually untrue for inaccurate, for

example memberships that do not exist, Work references, experience, etc.;

14.1.4 bidders who received information not available to other vendors through fraudulent means;

and/or

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14.1.5 bidders who do not comply with mandatory requirements as stipulated in this RFP.

14.1.6 bidders who made false declarations on the Standard Bidding Documents, or misrepresent

facts; and/or;

14.1.7 bidders who are listed on the National Treasury’s database of restricted suppliers and

defaulters.

15 National Treasury’s Central Supplier Database (CSD)

15.1 Tenderers are required to self-register on National Treasury’s Central Supplier Database (CSD)

which has been established to centrally administer supplier information for all organs of state and

facilitate the verification of certain key supplier information. SAFCOL is required to ensure that price

proposals are invited and accepted from prospective Tenderers listed on the CSD. Tender may not

be awarded to a Tenderer who has failed to register on the CSD. Only foreign suppliers with no local

registered entity need not register on the CSD. The CSD can be accessed at

https://secure.csd.gov.za/. Respondents are required to provide the following to SAFCOL, to enable

SAFCOL to verify information on the CSD:

Supplier Number: ________ unique registration reference number: _________________.

16 Bid preparation

16.1 All additions to the proposal documents i.e. annexures, supporting documentation pamphlets,

photographs, technical specifications and other support documentation covering the goods offered

etc. shall be neatly bound as part of the schedule concerned.

16.2 All responses regarding questions posed in the annex attached herewith shall be answered in

accordance with the prescribed RFP response format.

16.3 There shall be no public opening of the Bids received. Unless specifically provided for in the proposal

document, Bids submitted by means of telegram, telex, facsimile or similar means shall not be

considered.

16.4 No Bids from any bidder with offices within the Republic of South Africa (RSA) shall be accepted if

sent via the Internet or e-mail.

16.5 Bids from international bidders with no office or representation in the RSA shall not be accepted.

17 Oral presentations and briefing sessions

17.1 Bidders who submit Bids in response to this RFP may be required to give an oral presentation, which

may include, but is not limited to, an equipment/service demonstration of their proposal to SAFCOL.

This provides an opportunity for the vendor to clarify or elaborate on the proposal. This is a fact

finding and explanation session only and does not include negotiation. SAFCOL shall schedule the

time and location of these presentations. Oral presentations are an option of SAFCOL and may or

may not be conducted.

17.2 Any bidder who has reasons to believe that the tender specification is based on a specific brand

must inform SAFCOL not later than ten (10) days after the publication of the Bid.

The closing date for questions/ enquiries on this RFB013/2026 is 18 September 2026 at 12H00.

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General conditions of bid and conditions of contract

1 Bidders shall provide full and accurate answers to all (including mandatory) questions posed in this

document and are required to explicitly state either "Comply” or “Do not Comply” (with a )" regarding

compliance with the requirements. Where necessary, the bidder shall substantiate their response to

a specific question.

2 A “✓” under “Comply” will be interpreted as full compliance/acceptance to the applicable paragraph.

A “✓” under “Do Not Comply” will be interpreted that the Bidder/s has/have read and understood the

paragraph, but the bidder does not accept the content of the applicable paragraph.

3 The following bid conditions will govern the contract between the SAFCOL and the successful bidder:

3.1

Comply Do not Comply

This Bid is subject to the General Conditions of Contract referred to

in this document.

3.2

The laws of the RSA shall govern this RFP, and the bidders hereby Comply Do not Comply

accept that the courts of the Republic of South Africa shall have the

jurisdiction.

3.3

SAFCOL shall not be liable for any costs incurred by the bidder in Comply Do not Comply

the preparation of response to this RFP. The preparation of response

shall be made without obligation to acquire any of the items included

in any bidder’s proposal or to select any proposal, or to discuss the

reasons why such vendor’s or any other proposal was accepted or

rejected.

3.4

SAFCOL SCM may request written clarification regarding any aspect Comply Do not Comply

of this proposal. The bidders must supply the requested information

in writing within the specified time frames after the request has been

made, otherwise the proposal shall be disqualified.

3.5

In the case of Consortium, Joint Venture or Subcontractors, bidders Comply Do not Comply

are required to provide copies of signed agreements stipulating the

work split and rand value.

3.6

SAFCOL reserves the right to; cancel or reject any proposal and not Comply Do not Comply

to award the proposal to the lowest bidder or award parts of the

proposal to different bidders, or not to award the proposal at all.

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3.7

Where applicable, bidders who are distributors, resellers and Comply Do not Comply

installers of network equipment are required to submit back-to-back

agreements and service level agreements with their principals.

3.8

Comply Do not Comply

By submitting a proposal in response to this RFP, the bidders accept

the evaluation criteria as it stands.

3.9

Where applicable, SAFCOL reserves the right to conduct Comply Do not Comply

benchmarks on product/ services offered during and after the

evaluation.

3.10

SAFCOL reserves the right to conduct a pre-award’s survey during Comply Do not Comply

the source selection process to evaluate contractors' capabilities to

meet the requirements specified in the RFP and supporting

documents.

3.11

Comply Do not Comply

Where the Bid calls for commercially available solutions, bidders who

offer to provide future based solutions will be disqualified.

3.12

The bidder should not qualify the proposal with own conditions. Comply Do not Comply

Caution: If the bidder does not specifically withdraw its own

conditions of proposal when called upon to do so, the proposal

response shall be declared invalid.

3.13

Should the bidder withdraw the proposal before the proposal validity Comply Do not Comply

period expires, SAFCOL reserves the right to recover any additional

expense incurred by SAFCOL having to accept any less favorable

proposal or the additional expenditure incurred by SAFCOL in the

preparation of a new RFP and by the subsequent acceptance of any

less favorable proposal.

3.14

Delivery of and acceptance of correspondence between SAFCOL Comply Do not Comply

and the bidder sent by prepaid registered post (by air mail if

appropriate) in a correctly addressed envelope to either party’s

postal address or address for service of legal documents shall be

deemed to have been received and accepted after (2) two days from

the date of postage to the South African Post Office Ltd.

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3.15

Comply Do not Comply

Should the parties at any time before and/or after the award of the

proposal and prior to, and/or after conclusion of the contract fail to

agree on any significant product price or service price adjustments,

change in technical specification, change in services, etc. SAFCOL

shall be entitled within 14 (fourteen) days of such failure to agree, to

recall the letter of award and cancel the proposal by giving the bidder

not less than 90 (ninety) days written notice of such cancellation, in

which event all fees on which the parties failed to agree increases or

decreases shall, for the duration of such notice period, remain fixed

on those fee/price applicable prior to the negotiations.

Such cancellation shall mean that SAFCOL reserves the right to

award the same proposal to next best bidders as it deems fit.

3.16

In the case of a consortium or JV, each of the authorised enterprise’s Comply Do not Comply

members and/or partners of the different enterprises must co-sign

this document.

3.17

Any amendment or change of any nature made to this RFP shall only Comply Do not Comply

be of force and effect if it is in writing, signed by SAFCOL signatory

and added to this RFP as an addendum.

3.18

Failure or neglect by either party to (at any time) enforce any of the Comply Do not Comply

provisions of this proposal shall not, in any manner, be construed to

be a waiver of any of that party’s right in that regard and in terms of

this proposal. Such failure or neglect shall not, in any manner, affect

the continued, unaltered validity of this proposal, or prejudice the

right of that party to institute subsequent action.

3.19

Comply Do not Comply Bidders who make use of subcontractors.

The proposal shall, however, be awarded to the vendor as a primary

contractor who shall be responsible for the management of the

awarded proposal. No separate contract shall be entered into

between SAFCOL and any such subcontractors. Copies of the

signed agreements between the relevant parties must be attached to

the proposal responses.

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3.20

Comply Do not Comply

All services supplied in accordance with this proposal must be

certified to all legal requirements as per the South African law.

3.21

No interest shall be payable on accounts due to the successful Comply Do not Comply

vendor in an event of a dispute arising on any stipulation in the

contract.

3.22

Evaluation of Bids shall be performed by an evaluation panel Comply Do not Comply

established by SAFCOL.

Bids shall be evaluated on the basis of conformance to the required

specifications as outlined in the RFP. Points shall be allocated to

each bidder, on the basis that the maximum number of points that

may be scored for price is 80/90, and the maximum number of

preference points that may be claimed for B-BBEE (according to the

PPPFA) is 20/10.

3.23

Comply Do not Comply

If the successful bidder disregards contractual specifications, this

action may result in the termination of the contract.

3.24

Comply Do not Comply

The bidders’ response to this tender, or parts of the response, shall

be included as a whole or by reference in the final contract.

3.25

SAFCOL has discretion to extend the validity period should the Comply Do not Comply

evaluation of this bid not be completed within the stipulated validity

period.

3.26

Upon receipt of the request to extend the validity period of the bid, Comply Do not Comply

the bidder must respond within the required time frames and in

writing on whether or not he agrees to hold his original bid response

valid under the same terms and conditions for a further period.

3.27

Should the bidder change any wording or phrase in this document, Comply Do not Comply

the bid shall be evaluated as though no change has been affected

and the original wording or phrasing shall be used.

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3.28

The Bidder has read, understood and commit to comply with the

SAFCOL Supplier code of conduct obtainable from: t: SCM-DOC001 SUPPLIER CODE OF CONDUCT or

https://www.safcol.co.za/opportunities/procurement-opportunities/

NB: Non-compliance will lead to disqualification from the bid

process.

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Sbd 3.1: Pricing schedule

Name of bidder: ................................................................................................

Bid number: RFB013/2026

Closing Date: 23 September 2026 Closing Time 12:00

Please note:

Offer to be valid for 90 days from 23 september 2026 (the closing date of bid).

The bidder must provide the total price for the

RFB013/2026 – appointment of a service provider for the development of

SAFCOL’s INTERGRATED REPORT FOR A PERIOD OF THREE (03) YEARS

This annexure should be completed and signed by the Bidder’s authorised personnel as indicated below:

If applicable each year

1 Please indicate your total bid price here: R....................................... (Incl of VAT)

(compulsory)

2 Important: It is mandatory to indicate your total bid price as requested above. This price

must be the same as the total bid price you submit in your pricing schedule. Should the

total bid prices differ, the one indicated above shall be considered the correct price.

3 NOTE: All prices must be VAT inclusive and must be quoted in South African Rand (ZAR).

4 Are the rates quoted firm for the full period of the contract? YES NO

5 Mandatory: If not firm for the full period, provide details of the basis on which

adjustments shall be applied e.g. CPI, and also details of the cost breakdown.

No price adjustments that are 100% linked to exchange rate variations Comply Not comply

shall be allowed.

Substantiate / Comments

The bidder must indicate clearly, which portion of the service price as Comply Not comply

well as the monthly costs is linked to the exchange rate.

Substantiate / Comments

All additional costs must be clearly specified. Comply Not comply

Substantiate / Comments

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Price Declaration Form

Dear Sir/Madam

Having read through and examined the Tender Document, Tender no. RFB013/2026, the General

Conditions, The Requirement and all other Annexes to the Tender Document, we to provide

for the total tendered contract sum of:

R (including VAT)

In Words: R (including VAT).

We confirm that this price covers all services for the:

RFB0013/2026: appointment of a service provider for the development of

SAFCOL’s INTERGRATED REPORT FOR A PERIOD OF THREE (03) YEARS.

including but not limited to the supply of all required. We confirm that SAFCOL will incur no additional

costs whatsoever over and above this amount in connection with the services related to the provision of

these services We undertake to hold this offer open for acceptance for a period of 90 days from the date

of submission of offers. We further undertake that upon final acceptance of our offer; we will commence

with delivery when required to do so by the Client.

Moreover, we agree that until formal Contract Documents have been prepared and executed, this Form of

Tender, together with a written acceptance from the Client shall constitute a binding agreement between

us, governed by the terms and conditions set out in this Request for Proposals.

We understand that you are not bound to accept the lowest or any offer and that we must bear all costs

which we have incurred in connection with preparing and submitting this tender.

We hereby undertake for the period during which this tender remains open for acceptance not to divulge

to any persons, other than the persons to which the tender is submitted, any information relating to the

submission of this tender or the details therein except where such is necessary for the submission of this

tender.

Signed date:

(Print name of signatory)

Designation

For and on behalf of: company name

Tel No

Fax No

Cell No

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Sbd 4: declaration of interest

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line

with the principles of transparency, accountability, impartiality, and ethics as enshrined in the

Constitution of the Republic of South Africa and further expressed in various pieces of legislation,

it is required for the bidder to make this declaration in respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted

Suppliers, that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state

employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or

any person having a controlling interest in the enterprise, in table below.

Full Name Identity Number Name of State institution

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is

employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest in the enterprise have any interest in any other related enterprise

whether or not they are bidding for this contract? YES/NO

2.3.1 If so, furnish particulars:

........................................................................................

........................................................................................

1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively,

the person/s having the deciding vote or power to influence or to direct the course and decisions of the enterprise.

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RFB013/2026 – appointment of a service provider for the development of

SAFCOL’s INTERGRATED REPORT FOR A PERIOD OF THREE (03) YEARS

The South African Forestry Company SOC Ltd. (SAFCOL) is a state-owned forestry company listed as a

Schedule 2 major public entity in terms of the Public Finance Management Act . It was established

in 1992 following the promulgation of the Management of State Forest Act to promote the

development in the long term of the forestry industry according to accepted commercial management

practice in South Africa. Through its wholly owned subsidiary, Komatiland Forests (KLF), SAFCOL

conducts its forestry operations and manages plantation assets in various regions of the country.

SAFCOL is required, by Section 55 (d) of the PFMA, to submit within five months of the end of each

financial year to the relevant treasury an annual report and financial statements on the activities of that

public entity during that financial year. The report must fairly present SAFCOL’s state of affairs, its

business, its financial results, its performance against predetermined objectives, and its financial position

as at the end of the financial year concerned. It is to this end, that SAFCOL seeks to appoint a service

provider for the development of SAFCOL’s Integrated Annual Report for three financial years 2026/27;

2027/28 and 2028/29.

2. Objective

To appoint a reputable service provider with a solid track record to consolidate and compile, design, edit,

produce and print the SAFCOL annual integrated report for a period of three financial years (2026/27;

2027/28 and 2028/29) starting from 1 April 2027 to October 2029 until the Integrated Report is annually

delivered to Parliament. The service provider will be responsible for the development of the SAFCOL

Integrated Reports for FY2026/27; 2027/28 and 2028/29. The service provider must be situated in close

proximity to SAFCOL’s Head Office in Pretoria and be able to travel to the office as and when required to

produce the reports within the stipulated timeframes, which will be provided by SAFCOL.

3. Scope of work /specification

The service provider will be required to do the consolidation and compilation of the report, including design

and layout, proofreading, editing, and printing of SAFCOL’s Integrated Reports 2026/27; 2027/28 and

2028/29. In addition to the number of copies to be printed annually, the service provider will annually be

responsible to deliver printed copies, a comprehensive presentation in PowerPoint, with all the required

information and electronic copies of the final Integrated Report to SAFCOL and stipulated stakeholders

within the specified time provided. The job description included below will be applicable every year for the

duration of the contract.

4. Delivery of goods or services

The general requirement of the service provider will be consolidation and compilation of the report

including, proof reading, editing, layout, designing and printing of Integrated Report 2026/27; 2027/28 and

2028/29.

4.1 Design and Layout: Creative design of the Integrated Report

• Conceptualisation of 3 distinct layouts and design proposals as per the Integrated Report theme

within the SAFCOL corporate identity guidelines.

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• Complete creative direction of the layout design.
• Design and layout must include sample content pages, sample infographics and graphs, and

design of Annual Financial Statement.

4.2 Integrated Report Writing

• Rewrite the content provided by SAFCOL to align it with the International Integrated Reporting

Council Framework;

• Re-write the content provided to align with the King Code standards;
• Have the ability to use infographics in order to make the SAFCOL Integrated Report more visually

appealing and to convey information more clearly.

• Synthesize information through the lens of value creation and demonstrate links to strategy,

governance and performance information. Ensure that the report remains concise and focused;

• The writer must have the ability to bring a consistent voice and style to the text as

information/content is sourced from multiple resources; and

• Interview relevant key individuals within SAFCOL and its subsidiaries (either telephonically or face

to face), e.g. Chairperson of the Board, EXCO members etc. to ensure incorporation of their

statements in the integrated report.

• Structure content as per the International Integrated Report Council Framework.

4.3. Proof reading and editing

• Proofreading the content provided by SAFCOL and its subsidiaries, ensuring there are no spelling

or grammatical errors, punctuation, formatting and sentence structure errors.

• Ensure that page numbers are consecutive and running headings and footers are correct.
• Ensure consistency – particularly of alternative spellings and hyphenation – by following a supplied

style guide or by compiling their own.

• Check for typographical, design and textual inconsistencies and ensure that they are corrected for

consistency.

• Cross-check chapter titles with the Table of Contents and that references to the appendices, index,

etc. within the text correspond accurately.

• Check or insert numbers in cross-references.
• Ensure that illustrations and their captions and labels correspond with each other and with the text.
• Editing all content received from SAFCOL.

4.4. Document specifications for the final SAFCOL Integrated Report

• IPad/A5 +/-176pptext + 4pp cover booklet.
• Printed four (4) colours throughout.
• Spot vanish on the front (dependent on the design).
• Quantity to be printed: 200.
• Supply report in print format as per the required specifications.
• Supply artwork (PDF format of report) on x25 USBs with the interactive version of the report.
• Compile a comprehensive presentation in PowerPoint (approximately 50% of the main report,

excluding the AFS (30- 45 slides)) with all the required information suitable for delivery to the

Parliamentary Committee.

4.5. Delivering of the SAFCOL Integrated Report 2026/27; 2027/28 and 2028/29 to Parliament.

• In terms of delivering printed copies within the SAFCOL deadlines, the service provider must take

into consideration the possibility of working overtime to ensure that SAFCOL meets stipulated and

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legislated submission deadlines without any overtime costs to be charged in addition to the

contracted amount.

• The courier of the required printed copies to Parliament in Cape Town will be the responsibility of

the service provider. This is usually at short notice and therefore the service provider should cater

for short notice or overnight delivery to Cape Town.

4.6. Photoshoot

• Photoshoot for eleven (11) Board members and ten (10) EXCO members annually.
• The photographers must have experience in corporate shoots.
• Professional makeup for the Board and EXCO members.

4.7. Other Deliverables

• The document must be professionally designed for print layout in line with professional standards

as well as in line with SAFCOL’s Brand as guided by the company’s Corporate Identity (CI)

guidelines.

• The service provider must be able to deliver quality documents within the stipulated time frames.
• Be able to extract information and financials from pdf documents that are sourced from the financial

systems.

5. Special conditions of the bid

The service provider must be:

• Willing to meet as and when required, after proper meeting arrangements, with SAFCOL Integrated

Report Project member(s), to consolidate work or obtain additional information.

• Available via mobile and other digital means during office hours and even on weekends if

necessary, should the need arise in order to meet deadlines.

• Ability to work under pressure and demonstrate a high level of attention to detail.
• Willing to make changes / amendments as and when requested and depending on the number of

revisions requested.

• Available for EXCO and Board meetings and take comments/inputs and amend accordingly.
• Ability to present the Integrated Report to SAFCOL EXCO and Board members, if the need arises.
• The timeline to complete each annual project will be from 01 April 2027/2028/2029 to 31 October

2027/2028/2029. The following timelines for submission of Integrated Reports on annual basis

must be adhered to. The project plan including exact dates for submissions will be provided

annually to the service provider.

1.1 The procurement of accommodation, goods or services will be at the SAFCOL’s sole and absolute

discretion and the SAFCOL reserves the right, including without limitation: not to accept any

proposal/bid and to cancel the RFP and this TOR, without awarding any contract; unilaterally to

amend/supplement/split the specifications on the basis of which the RFP and this TOR is made,

including but without limiting, the right to withdraw any part of the service requirement;

1.1.1 to ask clarification of their proposals/bids from any one or more of the bidders;

1.1.2 to conduct one or more inspections in loco at the venues and facilities offered; and

1.1.3 to link any conditions, it deems appropriate to its acceptance of any bid.

1.2 the RFP, its advertisement or this TOR does not constitute an offer. The aforementioned documents

intend only to provide enough information for the preparation and submission of comparable

proposals by the bidders.

1.3 the lowest or any proposal/bid may not necessarily be accepted.

1.4 nothing in the RFP, this TOR or in the advertisements published in respect of the RFP or in the

actions of the SAFCOL, the Head/Acting Head of the SAFCOL, the SAFCOL’s agents, members,

officials or employees must be construed as creating any expectation, legitimate or otherwise,

regarding matters dealt with in the RFP, the advert for the RFP or this TOR or any other matters.

of 34

SBD 1: Invitation to Tender (with the signature of an authorized representative of the

Tenderer)

Specifications, Conditions of tender and Undertakings by Tenderer (with a signature of an

authorized representative of the Tenderer)

SBD 3.1 Pricing Schedule

SBD 4- Bidder’s disclosure

SBD 6.1 Preference Point Claim Form in terms of the preferential procurement

regulations 2022

5.1 SAFCOL supports B-BBEE as an essential ingredient of its business. In accordance with

government policy, SAFCOL insists that the private sector demonstrates its commitment and track

record to B-BBEE in the areas of ownership (shareholding), skills transfer, employment equity and

procurement practices (SMME Development) etc.

5.2 SAFCOL shall apply the principles of the Preferential Procurement Policy Framework Act, (Act No.

) to this proposal read together with the Preferential Regulations, 2022.

SAFCOL Supplier code of conduct obtainable from: t: SCM-DOC001 SUPPLIER CODE OF CONDUCT or

https://www.safcol.co.za/opportunities/procurement-opportunities/

NB: Non-compliance will lead to disqualification from the bid

process.

of 34

Sbd 3.1: Pricing schedule

Name of bidder: ................................................................................................

Bid number: RFB013/2026

Closing Date: 23 September 2026 Closing Time 12:00

1 Please indicate your total bid price here: R....................................... (Incl of VAT)

(compulsory)

2 Important: It is mandatory to indicate your total bid price as requested above. This price

must be the same as the total bid price you submit in your pricing schedule. Should the

total bid prices differ, the one indicated above shall be considered the correct price.

3 NOTE: All prices must be VAT inclusive and must be quoted in South African Rand (ZAR).

4 Are the rates quoted firm for the full period of the contract? YES NO

5 Mandatory: If not firm for the full period, provide details of the basis on which

adjustments shall be applied e.g. CPI, and also details of the cost breakdown.

No price adjustments that are 100% linked to exchange rate variations Comply Not comply

shall be allowed.

Minimum functionality/qualifying score: 70

Tax compliance status

Tax compliance status may not be submitted with the bid

Tax compliance requirements

Tax compliance status (tcs) or pin may also be made via

Tax compliance status / tax compliance system pin code from the

Csd number

Csd number must be provided

Central Supplier Database Registration Summary Report

Central supplier database (csd) to

Central supplier database (csd), a csd number must be provided

Central Supplier Database (CSD)

Joint Venture Agreement (If Applicable)

NB: Non-compliance will lead to disqualification from the bid

Sbd 3.1: Pricing schedule

1 Please indicate your total bid price here: R....................................... (Incl of VAT)

VAT registration number

COIDA number

B-BBEE Details: B-BBEE STATUS LEVEL STATUS

VERIFICATION CERTIFICATE Yes No LEVEL Yes No

[Tick applicable box] sworn

Affidavit

If yes, who was the

Certificate issued by?

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An accounting officer

As contemplated in the

Close corporation act an accounting officer as contemplated in

(Cca) and name the the close corporation act (cca)

Applicable in the tick

Box

A verification agency accredited by the

South african accreditation system

(Sanas)

A registered auditor

Name:

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/SWORN AFFIDAVIT (FOR EMEs&

QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS ON

Specific goals, where applicable]

Are you a

Yes

Are you the accredited foreign based

No Yes No

Representative in south supplier for

Africa for the goods the goods

[If yes [if yes answer part

/Services /works /services

Enclose b:3 below]

Offered? /Works

Proof]

Offered?

Signature of bidder date

Capacity under which

THIS BID IS SIGNED (Attach

proof of authority to sign this bid;

e.g., resolution of directors, etc.)

Total bid

Total number of items

Price (all

Offered

Inclusive)

Bidding procedure enquiries may be technical information may be

Directed to: directed to:

DEPARTMENT/ PUBLIC Zombini

SAFCOL contact person

ENTITY Seyamo

Telephone

CONTACT PERSON Lungile Moeketsi N/A

Number

Facsimile

Telephone number n/a n/a

Number

Facsimile number n/a e-mail address

[email protected].

E-mail address

za

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Sbd1

Part b

Terms and conditions for bidding

Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address.

Late bids will not be accepted for consideration.

1.2. All bids must be submitted on the official forms provided– (not to be

Re-typed) or online

1.3. Bidders must register on the central supplier database (csd) to

U

Of contract (gcc) and, if applicable, any other special conditions of contract.

The following particulars must be furnished (failure to do so may

Result in your bid being disqualified)

Notwithstanding anything stated in the Request for Proposals (“RFP”), in the advertisements

published in respect of the RFP, any answers or clarification provided by the SAFCOL as part of the

relevant stipulations in this RFP shall take precedence.

4.2 Where this RFP is silent on any matter, the relevant stipulations addressing such matter, and which

appear in the PPPFA shall take precedence. Bidders shall refrain from incorporating any additional

stipulations in its proposal submitted in terms hereof other than in the form of a clearly marked

recommendation that SAFCOL may in its sole discretion elect to import or to ignore. Any such

inclusion shall not be used for any purpose of interpretation unless it has been so imported or

acknowledged by SAFCOL.

4.3 It is acknowledged that all stipulations in the PPPFA are not equally applicable to all matters

addressed in this RFP. It, however, remains the exclusive domain and election of SAFCOL as to

which of these stipulations are applicable and to what extent. Bidders are hereby acknowledging

that the decision of SAFCOL in this regard is final and binding. The onus to enquire and obtain clarity

in this regard rests with the Bidder(s). The Bidder(s) shall take care to restrict its enquiries in this

regard to the most reasonable interpretations required to ensure the necessary consensus.

12.1 This RFP, all the appended documentation and the proposal in response thereto read together, form

the basis for a formal contract to be negotiated and finalized between SAFCOL and/or its clients and

the enterprise(s) to whom SAFCOL awards the bid in whole or in part.

12.2 Any offer and/or acceptance entered verbally between SAFCOL and any vendor, such offer shall

not constitute a contract and thus not binding on the parties.

14.1 SAFCOL reserves the right to disqualify any bidder, which does any one or more of the following,

and such disqualification may take place without prior notice to the offending bidder, however the

bidder shall be notified in writing of such disqualification:

14.1.1 bidders whose tax matters have not been declared by the South African Tax Revenue

services to be in order, or that satisfactory arrangements have been made with the South

African Tax Revenue Services to meet the bidder’s tax obligations;

14.1.2 bidders who submitted incomplete information and documentation essential for the

adjudication of the requirements of this RFP;

14.1.3 bidders who submitted information that is fraudulent, factually untrue for inaccurate, for

example memberships that do not exist, Work references, experience, etc.;

14.1.4 bidders who received information not available to other vendors through fraudulent means;

and/or

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14.1.5 bidders who do not comply with mandatory requirements as stipulated in this RFP.

14.1.6 bidders who made false declarations on the Standard Bidding Documents, or misrepresent

facts; and/or;

14.1.7 bidders who are listed on the National Treasury’s database of restricted suppliers and

defaulters.

15 National Treasury’s Central Supplier Database (CSD)

15.1 Tenderers are required to self-register on National Treasury’s Central Supplier Database (CSD)

which has been established to centrally administer supplier information for all organs of state and

facilitate the verification of certain key supplier information. SAFCOL is required to ensure that price

proposals are invited and accepted from prospective Tenderers listed on the CSD. Tender may not

be awarded to a Tenderer who has failed to register on the CSD. Only foreign suppliers with no local

registered entity need not register on the CSD. The CSD can be accessed at

https://secure.csd.gov.za/. Respondents are required to provide the following to SAFCOL, to enable

established by SAFCOL.

terms of section 59 of the Competition Act No and or may be reported to the National

Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting

business with the public sector for a period not exceeding ten (10) years in terms of the Prevention

and Combating of Corrupt Activities Act No or any other applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS

including, proof reading, editing, layout, designing and printing of Integrated Report 2026/27; 2027/28 and

2028/29.

4.1 Design and Layout: Creative design of the Integrated Report

• Conceptualisation of 3 distinct layouts and design proposals as per the Integrated Report theme

within the SAFCOL corporate identity guidelines.

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• Complete creative direction of the layout design.
• Design and layout must include sample content pages, sample infographics and graphs, and

design of Annual Financial Statement.

4.2 Integrated Report Writing

• Rewrite the content provided by SAFCOL to align it with the International Integrated Reporting

Council Framework;

• Re-write the content provided to align with the King Code standards;
• Have the ability to use infographics in order to make the SAFCOL Integrated Report more visually

appealing and to convey information more clearly.

• Synthesize information through the lens of value creation and demonstrate links to strategy,

governance and performance information. Ensure that the report remains concise and focused;

• The writer must have the ability to bring a consistent voice and style to the text as

information/content is sourced from multiple resources; and

• Interview relevant key individuals within SAFCOL and its subsidiaries (either telephonically or face

to face), e.g. Chairperson of the Board, EXCO members etc. to ensure incorporation of their

statements in the integrated report.

• Structure content as per the International Integrated Report Council Framework.

4.3. Proof reading and editing

• Proofreading the content provided by SAFCOL and its subsidiaries, ensuring there are no spelling

or grammatical errors, punctuation, formatting and sentence structure errors.

• Ensure that page numbers are consecutive and running headings and footers are correct.
• Ensure consistency – particularly of alternative spellings and hyphenation – by following a supplied

style guide or by compiling their own.

• Check for typographical, design and textual inconsistencies and ensure that they are corrected for

consistency.

• Cross-check chapter titles with the Table of Contents and that references to the appendices, index,

etc. within the text correspond accurately.

• Check or insert numbers in cross-references.
• Ensure that illustrations and their captions and labels correspond with each other and with the text.
• Editing all content received from SAFCOL.

4.4. Document specifications for the final SAFCOL Integrated Report

• IPad/A5 +/-176pptext + 4pp cover booklet.
• Printed four (4) colours throughout.
• Spot vanish on the front (dependent on the design).
• Quantity to be printed: 200.
• Supply report in print format as per the required specifications.
• Supply artwork (PDF format of report) on x25 USBs with the interactive version of the report.
• Compile a comprehensive presentation in PowerPoint (approximately 50% of the main report,

excluding the AFS (30- 45 slides)) with all the required information suitable for delivery to the

aspects of the proposal. Service Providers will be evaluated on functionality. The bidders who score the

minimum threshold provided on functionality will be further evaluated on price and specific goals provided

in terms of the Preferential Procurement Regulations, 2022. The Bid documents will be evaluated

individually on a score sheet, by a representative of the evaluation panel according to the evaluation criteria

indicated in the Terms of Reference. Service Providers will be shortlisted and may possibly be invited to

do a presentation on their proposals at their own cost.

All bidders who score less than the minimum threshold of 70 out of 100 points for functionality will

not be considered further.

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This bid will be evaluated on 80/20 preference point system.

2.1 The Bid forms should not be retyped or redrafted, but photocopies may be prepared and

used. However, only documents with the original signature in black ink shall be accepted. Additional

offers against any item should be made on a photocopy of the page in question.

2.1.1 Black ink should be used when completing Bid documents.

2.1.2 Bidders should check the numbers of the pages to satisfy themselves that none is missing or

duplicated. SAFCOL will accept NO liability in regard to anything arising from the fact that pages

are missing or duplicated.

2.2 I/We hereby Bid to supply all or any of the supplies and/or to procure all or any of the services

described in the attached documents to SAFCOL on the terms and conditions and in accordance

with the specifications stipulated in the Bid documents (and which shall be taken as part of, and

incorporated into, this Bid) at the prices inserted therein.

2.3 I/We agree that -

2.4 the offer herein shall remain binding upon me/us and open for acceptance by SAFCOL during the

validity period indicated and calculated from the closing hour and date of the Bid;

2.5 the laws of the Republic of South Africa shall govern the contract created by the acceptance of

my/our Bid and that I/we choose domicilium citandi et executandi in the Republic as indicated below;

and

2.6 Nb: bidders terms and conditions are not acceptable.

2.7 I/We furthermore confirm that I/we have satisfied myself/ourselves as to the correctness and validity

of my/our Bid that the price(s) and rate(s) quoted cover all the work/item(s) specified in the Bid

documents and that the price(s) and rate(s) cover all my/our obligations under a resulting contract

and that I/we accept that any mistakes regarding price(s) and calculations will be at my/our risk.

2.8 I/We hereby accept full responsibility for the proper execution and fulfilment of all obligations and

conditions devolving on me/us under this Bid as the Principal(s) liable for the due fulfilment of this

contract.

Signature(s) of Bidder or assignee(s) Date

Name of signing person (in block letters)

2.9 The information contained in this document is of a confidential nature and must only be used for

purposes of responding to this RFP. This confidentiality clause extends to bidder, partners and/or

implementation agents, whom the Bidder may decide to involve in preparing a response to this RFP.

2.10 For purposes of this process, the term “Confidential Information” shall include all technical and

business information, including, without limiting the generality of the foregoing, all secret knowledge

and information (including any and all financial, commercial, market, technical, functional and

scientific information, and information relating to a party’s strategic objectives and planning and its

past, present and future research and development), technical, functional and scientific requirements

and specifications, data concerning business relationships, demonstrations, processes, machinery,

know how, architectural information, information contained in a party’s software and associated

material and documentation, plans, designs and drawings and all material of whatever description,

whether subject to or protected by copyright, patent or trademark, registered or un-registered, or

otherwise disclosed or communicated before or after the date of this process.

2.11 The receiving party shall not, during the period of validity of this process, or at any time, thereafter,

use or disclose, directly or indirectly, the confidential information of SAFCOL (even if received before

the date of this process) to any person whether in the employment of the receiving party or not, who

does not take part in the performance of this process.

2.12 The receiving party shall take all such steps as may be reasonably necessary to prevent SAFCOL’s

confidential information coming into the possession of unauthorized third parties. In protecting the

receiving party’s confidential information, SAFCOL shall use the same degree of care, which does

not amount to less than a reasonable degree of care, to prevent the unauthorized use or disclosure

of the confidential information as the receiving party uses to protect its own confidential information.

2.13 Any documentation, software or records relating to confidential information of SAFCOL, which

comes into the possession of the receiving party during the period of validity of this process or at

any time thereafter or which has so come into its possession before the period of validity of this

process shall:

2.13.1 be deemed to form part of the confidential information of SAFCOL;

2.13.2 be deemed to be the property of SAFCOL;

2.13.3 not be copied, reproduced, published or circulated by the receiving party unless and to the extent

that such copying is necessary for the performance of this process and all other processes as

contemplated in; and

2.13.4 be surrendered to SAFCOL on demand, and in any event on the termination of the investigations

and negotiations, and the receiving party shall not retain any extracts.

vendor in an event of a dispute arising on any stipulation in the

contract.

3.22

action may result in the termination of the contract.

3.24

3.2. Name of company/firm...............................................................................

3.3. Company registration number: .....................................................................

3.4. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

3.5. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the

points claimed, based on the specific goals as advised in the tender, qualifies the company/ firm

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for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs

1.4 and 4.2, the contractor may be required to furnish documentary proof to the satisfaction

of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any other

remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that

person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result

of having to make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or

only the shareholders and directors who acted on a fraudulent basis, be

restricted from obtaining business from any organ of state for a period not

exceeding 10 years, after the audi alteram partem (hear the other side) rule

has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

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Terms of reference

RFB013/2026 – appointment of a service provider for the development of

SAFCOL’s INTERGRATED REPORT FOR A PERIOD OF THREE (03) YEARS

1. Background

The South African Forestry Company SOC Ltd. (SAFCOL) is a state-owned forestry company listed as a

Schedule 2 major public entity in terms of the Public Finance Management Act . It was established

in 1992 following the promulgation of the Management of State Forest Act to promote the

development in the long term of the forestry industry according to accepted commercial management

practice in South Africa. Through its wholly owned subsidiary, Komatiland Forests (KLF), SAFCOL

conducts its forestry operations and manages plantation assets in various regions of the country.

SAFCOL is required, by Section 55 (d) of the PFMA, to submit within five months of the end of each

financial year to the relevant treasury an annual report and financial statements on the activities of that

public entity during that financial year. The report must fairly present SAFCOL’s state of affairs, its

business, its financial results, its performance against predetermined objectives, and its financial position

as at the end of the financial year concerned. It is to this end, that SAFCOL seeks to appoint a service

provider for the development of SAFCOL’s Integrated Annual Report for three financial years 2026/27;

2027/28 and 2028/29.