Appointment of a service provider for the supply, delivery, installation and commissioning of 3x double track kilns.

Publication date: 06 November 2026

Compulsory briefing session

• Date: 13 November 2026
• Time: 11:00 to 12:30
• Venue: Microsoft Teams
• Link: https://teams.microsoft.com/meet/3410042328192506?p=Vwca2BbnizbBd7mW2p
• Attendance is compulsory. Failure to attend leads to disqualification.

Deadline for questions and enquiries: 30 November 2026 at 12:00

Closing date: 09 December 2026 at 12:00

Bid validity period: 90 days from the closing date

SCM enquiries

• Contact: Ms Lungile Moeketsi
• Email: [email protected]

Technical enquiries

• Contact: Aubrey Kwamba
• Email: [email protected]

Submission address

SAFCOL Nelspruit Office

ABSA Square

3rd Floor, Reception

20 Paul Kruger Street

Mbombela, Nelspruit

Service delivery address

Timbadolla Sawmill

Farm Lisbon 12 LT

Entabeni Plantation

Vhembe District Municipality

Limpopo Province

Submission method

• Hand delivery or courier only. Bids sent by email, internet, fax, telegram or telex will not be accepted.
• Bids must be deposited in the SAFCOL bid box next to reception.
• Bid box access: Monday to Friday, 08:00 to 16:30.
• Late bids will not be considered.
• No public opening of bids.

Submission address

SAFCOL Nelspruit Office

ABSA Square

3rd Floor, Reception

20 Paul Kruger Street

Mbombela, Nelspruit

Format

• Use the official bid forms as issued; do not retype or redraft them.
• Original signature in black ink is required.
• Additional offers against an item must be made on a photocopy of the relevant page.
• Annexures and supporting documents must be neatly bound with the relevant schedule.
• Bidders must check that no pages are missing or duplicated.

Returnable documents

• SBD 1 (Invitation to Bid): signed by an authorised representative.
• Specifications, conditions of tender and undertakings by tenderer: signed by an authorised representative.
• SBD 3.1 (Pricing Schedule): firm prices only, including VAT and all delivery costs.
• SBD 4 (Declaration of Interest): discloses state employment and relationships with the procuring institution.
• SBD 6.1 (Preference Points Claim Form): claims points for specific goals under the 2022 regulations.
• Certified CIPC registration documents listing all members with percentages (close corporations).
• Certified copies of the latest share certificates (companies).
• For consortia: a breakdown of how fees and work will be split between members.
• Supporting documents for all mandatory criteria.
• CSD registration summary report.
• Proof of authority to sign the bid (e.g. directors' resolution).
• B-BBEE certificate or sworn affidavit, where preference points are claimed.
• SARS tax compliance status or PIN, or CSD number where no TCS is available.
• For joint ventures, consortia or subcontracting: signed agreements showing work split and rand value.

Disqualification risks

• Late submission.
• Submission by email or other electronic means.
• Missing, incomplete or unsigned returnable documents.
• Failure to attend the compulsory briefing session.
• Non-compliance with mandatory requirements.
• False declarations or misrepresentation.
• Being listed on the National Treasury's restricted suppliers or tender defaulters database.

Preference point system

• System: 80/20.
• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Price scoring

• Formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin is the lowest acceptable bid price.

Specific goals scoring

• Black-owned entities (at least 51% ownership): 10 points. Evidence: B-BBEE certificate or affidavit.
• Black women-owned entities (at least 30% ownership): 5 points. Evidence: ID document, CIPC documents, B-BBEE certificate or affidavit.
• Youth-owned entities (at least 51% owned by youth): 3 points. Evidence: ID document and CIPC documents.
• Entities owned by persons with disabilities (at least 51% owned by PWD): 2 points. Evidence: letter from a medical doctor confirming disability.

Evaluation process

• Bids are evaluated by a panel established by SAFCOL.
• Bids are assessed for conformance to the required specifications.
• SAFCOL may request written clarification; failure to respond within the specified time may lead to disqualification.
• SAFCOL may conduct benchmarks and a pre-award survey.
• SAFCOL may require oral presentations or demonstrations; these are not negotiations.
• The lowest bid is not necessarily accepted.
• SAFCOL may cancel the RFP, reject any bid, or award parts to different bidders.

Scope

• Supply, deliver, install and commission three batch-type double-track aluminium kilns on a full turnkey basis.
• Delivery and installation site: Timbadolla Sawmill, Farm Lisbon 12 LT, Entabeni Plantation, Vhembe District Municipality, Limpopo Province.

Drying performance

• Dry pine lumber from over 50% moisture content to 12% moisture content, in line with SANS codes for structural timber at 38 mm thickness.
• Achieve a drying rate of 1 mm per hour; a 38 mm batch should dry in 30 to 35 hours.

Capacity

• Each kiln must hold six stacks.
• Minimum throughput per kiln: 2,000 m³ per month and 24,000 m³ per year.
• Combined minimum throughput for the three kilns: 70,000 m³ per year.
• Bidders must provide detailed calculations of kiln throughput assumptions.

Structure and materials

• Frame: rust-resistant steel only (aluminium and stainless), with a minimum 20-year life.
• Shell: modular aluminium panels with durable insulation, minimum 20-year life.
• Doors: front and back side-way sliding doors with tight locking mechanisms and insulated panels.
• Personnel inspection doors on both sides (one left, one right).
• Heat exchangers: top-mounted on left and right, plus centre booster coils.
• Humidification: sprays (misting) or steam baths for conditioning and equalising.
• Thermal heat distribution pipes: rust-free steel.

Venting

• Pneumatically controlled vents located on top of the kiln structure.
• Vent flaps must be visible to operators for inspection during operation.

Steam and hot water

• Steam supply: current 9 bar at 13 tons/hour; future 4 to 5 bar at 20 tons/hour tapped from the CHP plant turbine.
• Hot water drainage system per kiln with adequate steam traps and strainers.
• Supply hot water reticulation pipes from kilns to the condensate tank (hot well).
• Provide condensate buffer tank, chimney and pump sized for the water volume from the kilns.
• Excluded: return line pipes from the condensate tank to the boiler water storage tanks.

Control and instrumentation

• Sensors for temperature and humidity control, with monitoring stations at front and back for forward, reverse and booster heat exchangers.
• Non-invasive moisture sensors for real-time measurement on sample stacks.
• PLC with visual alarms for tripped motors, excessive heat, moisture targets, steam supply and venting.
• Energy-saving variable speed drives (VSD) for motors across warm-up, ramp-up, drying and conditioning phases.
• Modulated steam valve control.
• Manual override mode for continued drying during faults.
• SCADA system with HMI display screens in the control centre and MCC panels.

Personnel and security

• Employees and subcontractors may require security clearances at a level determined by SSA and/or SAFCOL; costs are for the bidder's account.
• A list of personnel with clearance status must be supplied and maintained.
• Employees and subcontractors must sign non-disclosure agreements.

Kiln performance standards

• Dry pine lumber from over 50% moisture content to 12%, in line with SANS codes for structural timber at 38 mm thickness.
• Achieve a drying rate of 1 mm per hour; a 38 mm batch should dry in 30 to 35 hours.

Throughput

• Minimum per kiln: 2,000 m³ per month and 24,000 m³ per year.
• Average volume of one full stack at Timbadola Sawmill: 20 m³.
• Combined minimum for the three kilns: 70,000 m³ per year.
• Bidders must provide detailed calculations of kiln throughput to support their assumptions.

Venting

• Vents must be pneumatically controlled and located on top of the kiln structure.
• Vent flaps must be visible to operators for inspection during operation.

Steam supply

• Current: 9 bar at 13 tons/hour.
• Future: 4 to 5 bar at 20 tons/hour, tapped from the CHP plant turbine.

Pricing form: SBD 3.1 (Pricing Schedule – Firm Prices).

Requirements

• Only firm prices will be accepted.
• Non-firm prices, including prices subject to exchange rate variation, will not be considered.
• The bid price must include VAT and all applicable taxes.
• All delivery costs must be included in the bid price for delivery to the prescribed destination.
• Where different delivery points affect pricing, a separate pricing schedule must be submitted for each delivery point.
• The offer must remain valid for 90 days from the closing date.
• The bidder must state the brand and model, country of origin, compliance with specifications, any deviations, delivery period and delivery basis.

Price declaration

• A separate price declaration form must be signed, confirming the total contract sum including VAT and that the price covers all services.
• The offer must remain open for acceptance for 90 days from submission.

Pricing

• Pricing schedule: SBD 3.1, firm prices only.
• Non-firm prices, including prices subject to exchange rate variation, will not be considered.
• Bid price must include VAT and all applicable taxes.
• All delivery costs must be included in the bid price for delivery to the prescribed destination.
• Where different delivery points affect pricing, a separate pricing schedule must be submitted for each delivery point.

Bid validity

• 90 days from the closing date.
• SAFCOL may request an extension; the bidder must respond in writing within the required time.

Contract price

• The price covers all services and obligations under the contract; SAFCOL will incur no additional costs.
• Mistakes in prices and calculations are at the bidder's risk.

Payment and disputes

• No interest is payable on amounts due in the event of a dispute.

No bid security, performance bond or retention percentage is stated in the document.

Registration and tax

• CSD registration is mandatory; the CSD supplier number and unique registration reference number must be provided.
• Only foreign suppliers with no local registered entity are exempt from CSD registration.
• SARS tax compliance status or PIN is required; where no TCS is available, a CSD number must be provided.
• For joint ventures, consortia and subcontractors, each party must submit separate proof of TCS/PIN/CSD number.

B-bbee

• B-BBEE certificate or sworn affidavit must be submitted to claim preference points.
• EMEs and QSEs may submit a sworn affidavit.
• A SANAS-accredited verification agency, registered auditor or accounting officer may issue the certificate.

Eligibility

• Bids will not be considered from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.
• Bidders listed on the National Treasury's restricted suppliers or tender defaulters database are disqualified.
• Bidders must be registered on the CSD; a bid may not be awarded to an unregistered bidder.

Statutory cover

• The bidder warrants that all employees, including subcontractor employees, are covered under the Compensation for Occupational Injuries and Diseases Act (COIDA) for the duration of the bid and any contract.
• SAFCOL may request proof of registration and good standing with the Compensation Fund.

Local content and NIP

• The National Industrial Participation Programme applies to contracts with imported content; SBD 5 is not applicable to this bid.

Mandatory responses

• Bidders must answer all questions, including mandatory questions, with "Comply" or "Do not Comply" and substantiate where necessary.
• Failure to provide required particulars may render the bid invalid.

Supplier code of conduct

• The bidder must read, understand and commit to the SAFCOL Supplier Code of Conduct, available at https://safcol.co.za/wp-content/themes/safcol-v3theme/assets/documents/SCM-DOC-001-SUPPLIER-CODE-OFCONDUCT.pdf.

Occupational Injuries and Diseases Act

• The bidder warrants that all employees, including subcontractor employees, are covered under COIDA.
• Cover must remain in force for the duration of the bid adjudication and any subsequent agreement.
• SAFCOL may request documentary proof of registration and good standing with the Compensation Fund, or similar proof.

Security clearances

• Employees and subcontractors may require security clearances at a level determined by SSA and/or SAFCOL, commensurate with the project activities.
• The cost of obtaining clearances is for the bidder's account.
• The bidder must supply and maintain a list of personnel involved, indicating clearance status.
• Employees and subcontractors must sign non-disclosure agreements.

Safety improvement

• The project aims to increase throughput capacity while improving safety around the sawmill.

SAFCOL's mission includes maintaining practices that are economically viable, environmentally acceptable and socially beneficial. The kiln project supports sustainable forest products operations at Timbadola Sawmill.

Contract formation

• The RFP, appended documents and the bid response form the basis of a formal contract to be negotiated and finalised with SAFCOL.
• Verbal offers or acceptances are not binding.
• The successful bidder must complete and sign SBD 7 (contract form).

Governing law

• South African law governs the contract, and South African courts have jurisdiction.
• The bidder must nominate a domicilium citandi et executandi in South Africa.

Bid conditions

• Bidders' own terms and conditions are not acceptable.
• Bids qualified with the bidder's own conditions may be declared invalid if those conditions are not withdrawn when requested.
• Bidders must respond "Comply" or "Do not Comply" to each condition and substantiate where necessary.
• SAFCOL may request written clarification; failure to respond within the specified time may lead to disqualification.
• SAFCOL may cancel or reject any bid, not award to the lowest bidder, award parts to different bidders, or not award at all.
• SAFCOL may conduct benchmarks and a pre-award survey.
• Bids offering future-based solutions when commercially available solutions are called for will be disqualified.
• If the bidder withdraws before the validity period expires, SAFCOL may recover additional costs incurred.
• If the parties fail to agree on price or specification changes, SAFCOL may recall the award and cancel with at least 90 days' written notice; prices remain fixed during the notice period.
• Amendments are valid only if in writing, signed by a SAFCOL signatory and issued as an addendum.
• Failure to enforce a provision is not a waiver.
• Subcontractors: the prime contractor remains responsible; no separate contract with subcontractors; signed agreements must be attached.
• All services must comply with South African legal requirements.
• Disregarding contractual specifications may lead to termination.
• The bid response may be incorporated into the final contract by reference.
• SAFCOL may extend the bid validity period; the bidder must respond in writing within the required time.
• If the bidder changes wording in the document, evaluation will use the original wording.

Confidentiality

• Information in the RFP is confidential and may only be used to prepare a response.
• Bidders must not disclose SAFCOL confidential information and must surrender documents on demand.
• No news releases about the RFP or award without SAFCOL's consent.

Precedence

• The RFP takes precedence over other documents.
• Where the RFP is silent, the PPPFA applies.
• Bidders may only submit additional stipulations as clearly marked recommendations; SAFCOL may accept or ignore them.

Security

• Employees and subcontractors may require security clearances at a level determined by SSA and/or SAFCOL; costs are for the bidder.
• A personnel list with clearance status must be maintained.
• Employees and subcontractors must sign non-disclosure agreements.

Statutory cover

• The bidder warrants COIDA cover for all employees, including subcontractor employees, for the duration of the bid and any contract.
• SAFCOL may request proof of registration and good standing with the Compensation Fund.

Personal information

• SAFCOL will process bidder personal data only for evaluating and awarding the bid, in line with applicable law.
• SAFCOL will not disclose personal data to third parties without prior written consent.
• Bidders must process SAFCOL personal information in the same manner.

Preference point system: 80/20.

Price: 80 points, scored using the formula Ps = 80 × (1 − (Pt − Pmin) / Pmin).

Specific goals: 20 points, allocated as follows:

• Black-owned (at least 51%): 10 points. Evidence: B-BBEE certificate or affidavit.
• Black women-owned (at least 30%): 5 points. Evidence: ID document, CIPC documents, B-BBEE certificate or affidavit.
• Youth-owned (at least 51%): 3 points. Evidence: ID document and CIPC documents.
• Owned by persons with disabilities (at least 51%): 2 points. Evidence: letter from a medical doctor confirming disability.

Bidders must indicate how they claim points for each specific goal. Failure to submit the required proof means the points are not claimed. SAFCOL may require substantiation of any claim before or after adjudication.