Supply of fire lookout tower crews at roburnia plantation for 4 months

• Description: Supply two fire lookout tower crews per month at Roburnia Plantation for four months (1 August 2026 – 30 November 2026). SAFCOL requires trained lookout personnel for fire detection in areas without camera coverage to protect forestry assets.

• Closing date and time: 20 July 2026 at 12:00 PM.
• RFQ validity period: 60 days from the closing date.
• Service period: 1 August 2026 to 30 November 2026 (4 months).

• Contact person: Sibongiseni Mgushelo.
• Telephone: 013 754 2700 extension 2870.
• Cell: 0664790612.
• Email for enquiries: [email protected].
• Email for submission of quotations: [email protected].

• Submit your quotation via email to [email protected]. Use the RFQ number in the subject line.
• Deadline: 20 July 2026 at 12:00 PM. Late submissions will not be accepted.
• Returnable documents must include: Fully completed and signed RFQ, official quotation on company letterhead, latest tax clearance, latest B-BBEE certificate (SANAS accredited or sworn affidavit for EME/QSE), CSD report or MAAA number, and ID copies of company directors.
• Ensure the RFQ is fully completed and all SBD forms are signed and returned with the quotation.
• Quotations must be firm and inclusive of VAT. No goods or services may be delivered before receiving an official purchase order or promissory note from SAFCOL.
• SAFCOL reserves the right to accept any offer in full or in part, and not to make an appointment.
• Delivery address for any physical submissions: South African Forestry Company SOC Limited (SAFCOL), Roburnia Plantation, R33 Amsterdam-Piet Retief Road, Amsterdam, 2375.

Mandatory requirements: valid Compensation Commissioner registration (COID), public liability insurance (min R5 million), proof of bank funds/credit facility (min R400,000). Must meet functionality criteria: minimum 70 points for company experience (fire suppression/lookout services), SHEQ compliance (first aider and SHE rep certificates), and lookout guard training certificates. Must not be listed on National Treasury's restricted supplier database and must be tax compliant.

• Scope: Supply two fire lookout tower crews per month at Roburnia Plantation for four months (1 August 2026 – 30 November 2026).
• Service details: Manning of Ntabanyama Lookout and Blairmore Lookout, each with 4 personnel working 8-hour shifts (06:00–14:00, 14:00–22:00, 22:00–06:00).
• Team composition per lookout: 3 guards and 1 relief guard.
• PPE requirements per lookout (minimum guide): Cotton overalls (2 per annum), jacket (replace as required), boots (2 per annum), gloves (1 per annum), climbing harness (supplied by SAFCOL).
• Training requirements per lookout: Usage of climbing harness, annual lookout guard training, first aider certification.
• Tools and equipment per lookout: Binoculars, cleaning materials, head lamps (1 per person), first aid kit, fully functional two-way radio (supplied by SAFCOL), fire map (supplied by SAFCOL).
• Operational duties: Report fires/smoke immediately, maintain action log, follow duty roster (copy to SAFCOL), obtain manager authorization for shift changes, report before leaving tower, maintain radio communication and testing, periodic searches with binoculars, leave tower during lightning after notifying manager, weekly cleaning of windows/floors/solar panels, no unauthorized visitors, annual medicals for employees, provide relief personnel, scope may be reduced with one month’s notice due to camera detection expansion.
• Additional requirements: Refuse removal, report damage, drive with headlights on, no alcohol/drugs, keep accommodation clean, nominal rental fee, monthly incident statistics and man-hours submission, adhere to SAFCOL policies, repair damages at own cost if at fault.

• Methodology: Manning two lookouts (Ntabanyama and Blairmore) with 4 personnel each on 8-hour shifts. Maintain duty roster provided to SAFCOL. Conduct periodic searches with binoculars. Test radios twice daily. Report fires immediately within 5km of boundaries. Keep action log. Clean towers weekly.

• Experience requirements: Demonstrate past experience in fire suppression/lookout services via reference letters on company letterhead, indicating contract duration and contact details. Points awarded based on years of experience (0–4+ years). Reference letters will be verified.
• Qualifications: Certificates for first aiders, SHE representative, and lookout guarding training (not older than 11 months).

• Pricing schedule: Provide monthly rates for Ntabanyama Lookout and Blairmore Lookout, subtotal, VAT at 15%, and grand total inclusive of VAT.

• Pricing format: Submit a pricing schedule with monthly rates for Ntabanyama Lookout and Blairmore Lookout, subtotal, VAT at 15%, and grand total inclusive of VAT.
• All prices must be firm and inclusive of VAT.
• Payment will be according to SAFCOL procedures; non-availability of resources may lead to withheld payment.

• Tax compliance: Must have valid tax clearance; status verified via CSD or SARS e-Filing. Non-compliant bidders given 7 working days to rectify.
• B-BBEE: Submit B-BBEE verification certificate from SANAS accredited agency or sworn affidavit for EME/QSE.
• Company registration: Provide proof of registration documents (e.g., Pty, Trust, CC).
• CSD registration: Must be registered on National Treasury Central Supplier Database; if not, register within 7 working days of award.
• Compensation for Occupational Injuries and Diseases Act (COID): Provide valid Letter of Good Standing from Compensation Commissioner.
• Public liability insurance: Minimum cover of R5 million.
• Financial capacity: Proof of bank statement with R400,000 available funds or access to credit facility of R400,000.
• Specific goals documentation: For preference points, provide CIPC documents, B-BBEE certificate, South African ID, and where applicable, doctor’s letter for disability or proof of residence for locality points.

• Health and safety requirements: Annual medicals for employees considering health stressors. First aider certification required. SHE representative certification required. Adherence to SAFCOL policies.
• Operational safety: Lookout guards must use climbing harness (supplied by SAFCOL), follow lightning safety procedures, prohibit alcohol/drugs, drive with headlights on, report incidents, and maintain clean accommodation.

• Contract duration: Four months from 1 August 2026 to 30 November 2026.
• Validity: Offer binding and open for acceptance during 60-day validity period from RFQ closing.
• Special conditions: SAFCOL may conduct supplier due diligence at any time; misrepresentation may disqualify bid or contract. No work before official purchase order or promissory note.
• Personal information: SAFCOL will process bidder personal data only for evaluation and award, and not disclose without consent; bidders must similarly protect SAFCOL’s information.
• Code of conduct: Bidders must confirm they have read and will adhere to SAFCOL Supplier Code of Conduct.
• Disqualification reasons: Non-compliance with tax, fraudulent information, false declarations, listing on restricted suppliers database, failure to quote per specification.

• Special conditions: Accepted RFQs communicated via official purchase order or promissory note. Prices firm and VAT inclusive. SAFCOL may accept any offer in full or part, or not appoint. Offer binding during validity period.

• General requirements: Complete RFQ fully on company letterhead. Email quotations. Submit B-BBEE certificate or sworn affidavit. No late or incomplete submissions. Inform SAFCOL if specification appears brand-specific. Sign all SBD documents. Joint ventures must submit consolidated BEE certificate.

• Additional evaluation criteria: As per standard evaluationCriteria field, covering administrative, mandatory, functionality, and price/specific goals phases.