Production of 5 annual timber & roundwood processing reports – national tender (2022-2027)

Closing date: 09 November 2026 at 11:00 AM

Briefing session (non-compulsory): 20 October 2026, 11:00 AM – 12:00 PM, on Microsoft Teams. Link: https://teams.microsoft.com/meet/3201238227380077?p=X8pKAGxkAMxpAguMPQ

Clarification deadline: written queries must be emailed to [email protected] at least seven (07) calendar days before the closing date and time.

Non-compulsory briefing session: 20 October 2026, 11:00 AM – 12:00 PM, on Microsoft Teams. Link: https://teams.microsoft.com/meet/3201238227380077?p=X8pKAGxkAMxpAguMPQ

Clarification queries must be emailed to [email protected] at least seven (07) calendar days before the closing date and time.

Bidding procedure enquiries:

• Contact: SCM Officials
• Email: [email protected]

Technical enquiries:

• Email: [email protected]

Submission address:

Department of Forestry, Fisheries and the Environment

The Environment House

473 Steve Biko Road, Cnr Soutpansberg and Steve Biko Road

Arcadia, Pretoria/Tshwane

Report delivery address (for final reports):

Department of Forestry, Fisheries and the Environment

110 Hamilton Street

Arcadia

Submission method: physical delivery to the bid box at the Department of Forestry, Fisheries and the Environment, The Environment House, 473 Steve Biko Road, Cnr Soutpansberg and Steve Biko Road, Arcadia, Pretoria/Tshwane.

Closing time: 09 November 2026 at 11:00 AM. Late bids will not be accepted.

Bids must be submitted on the official forms provided, not re-typed.

The proposal must consist of one (01) master original document, bound, with a table of contents, and an identical electronic copy on a USB.

Returnable documents (all must be completed and signed where applicable):

• SBD 1 (Invitation to Bid): bidder details and signed as the offer cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): completed with prices.
• SBD 4 (Bidders Disclosure): declaration of interest and independence.
• SBD 6.1 (Preference Points Claim Form): claim for specific goals points.
• Annexure C (Consent and Indemnity Form): completed and signed.
• Joint Venture agreement (if applicable): signed by both parties.
• Letter of Authority to sign documents on behalf of the company.
• CSD registration report or CSD number.
• SARS Tax Compliance Status PIN or printed TCS certificate.
• B-BBEE certificate or sworn affidavit (for EMEs/QSEs).
• CVs of proposed Project Team Leader and Team Member on the DFFE template (Annexure B).
• Qualification certificates for the proposed team.
• Project references and a detailed project plan.

Disqualification risks:

• Any returnable document omitted or unsigned.
• Bids received after the closing time.
• Failure to provide proof of CSD registration or tax compliance.
• Bidders or directors in the service of the state.

Evaluation is in three phases:

Phase 1 – Pre-compliance: screening for administrative requirements, tax matters, and CSD registration. Missing or unsigned returnable documents may disqualify.

Phase 2 – Functionality: scored out of 100. Minimum qualifying score: 60% to proceed to Phase 3.

Functionality criteria and weights:

• Project plan, methodology and project management (weight 5): must cover six subheadings – structured work breakdown, objectives, milestones and deliverables, timeframes, resource allocation, risk management approach. All six = 5 points; five = 4; four = 3; fewer than four = 0.
• Qualification of Project Team Leader (weight 5): must be in Economics or Statistics. NQF 8 or higher = 5; NQF 7 = 4; NQF 6 = 3; below NQF 6 or none = 0.
• Experience of Project Team Leader (weight 20): 5+ years = 5; 4 to <5 years = 4; 3 to <4 years = 3; less than 3 = 0.
• Qualification of Project Team Member (weight 15): must be in Forestry, Environmental Management or Environmental Science. NQF 8 or higher = 5; NQF 7 = 4; NQF 6 = 3; below NQF 6 or none = 0.
• Experience and track record of Team Member (weight 15): 5+ years = 5; 4 to <5 = 4; 3 to <4 = 3; less than 3 = 0.
• Company experience (weight 20): 3+ successfully completed projects with signed reference letters = 5; 2 projects = 4; 1 project = 3; none = 0.

Phase 3 – Price and preference points: 80/20 system. Price scores up to 80 points; specific goals up to 20 points. Specific goals: more than 50% ownership by Black people (20 points), by women (20 points), by people with disabilities (20 points). Bidders must indicate which goals they claim.

Scope: Produce five annual reports on Commercial Timber Resources and Primary Roundwood Processing (CTRPRP) in South Africa for financial years 2022/23, 2023/24, 2024/25, 2025/26 and 2026/27, within a three-year project period.

Geographic focus: national, concentrating on provinces with commercial timber plantations: Limpopo, Mpumalanga, Eastern Cape, Western Cape, KwaZulu-Natal, and North West.

Legal basis: National Forests Act, 1998 (Section 6) and Regulation 19 (Government Gazette 32185, 29 April 2009). Data collection period is 1 July to 30 June each year.

Key activities:

• Inception meeting and project implementation plan.
• Small-scale growers stakeholder workshop before data collection.
• Develop/review the database of commercial timber producers and primary roundwood processors.
• Develop questionnaires and guidelines for data collection, including new data fields as agreed.
• Conduct questionnaire survey (prepaid envelopes and electronic) with two follow-ups for outstanding data.
• Produce maps showing major genus distribution and Forestry Economic Zones aligned to District Municipalities.
• Analyse data and produce draft report.
• Conduct national workshop to present draft report to stakeholders.
• Produce final annual report and submit raw data (electronic and hard copies).
• Print and deliver 200 copies of each of the five reports.

Report specifications:

• A4 page size (297 x 210 mm), colour, double-sided, front and back in hard gloss, white 115 gsm paper.
• Maps: A3 landscape, province level, scale 1:800 000 to 1:1 100 000, with locality map, one-degree grid, title, north arrow, scale bar, and departmental logo.
• Map colour coding (RGB): Acacia (130,60,40), Eucalyptus (0,100,0), Pine (80,230,0), Other/Mixed (230,150,0), Temporary Unplanted (250,120,80).
• Editing, branding, design and layout of the report will be done by the Department before printing.

Deliverables timeline:

• First two reports (2022/23 and 2023/24) within 18 months.
• Next two reports (2024/25 and 2025/26) within 12 months.
• Last report (2026/27) within 6 months.

Phase timeframes (from receipt of purchase order):

• Project plan: within 2 weeks.
• Small-scale growers workshop report and stakeholder database update: within 8 weeks.
• Questionnaires development: within 2 months.
• Questionnaire survey: 9 months.
• Maps production: 16 weeks.
• Data analysis and draft report: 6 months.
• National workshop: within 4 months after drafting.
• Final report: 16 weeks after national workshop; submitted within 8 weeks of approval.

The bidder must provide a detailed project plan with intermediate and final outputs, timeframes and milestones. The plan must cover six subheadings: structured work breakdown, objectives, milestones and deliverables, timeframes, resource allocation, and risk management approach.

The methodology must follow the current DFFE model for the annual survey on commercial timber resources.

Data collection must align with Regulation 19 of the National Forests Act, covering the period 1 July to 30 June annually.

The service provider must conduct a small-scale growers workshop before data collection, and a national workshop to present the draft report.

The entire statistical value chain is in scope: design of output products, data collection instruments, data collection, processing, analysis, and report writing and proofreading.

Project Team Leader:

• Qualification: Honours degree/Post-graduate diploma (NQF 8) or higher in Economics or Statistics.
• Experience: at least 5 years in data and statistics analysis or forestry report compilation.

Project Team Member:

• Qualification: Honours degree/Post-graduate diploma (NQF 8) or higher in Forestry, Environmental Management or Environmental Science.
• Experience: at least 5 years in compiling statistical reports.

Company experience: at least 3 successfully completed projects in forestry or data/statistical analysis, with signed reference letters on client letterhead.

CVs must be on the DFFE template (Annexure B) and include complete dates (month and year) of relevant experience.

Pricing must be submitted on SBD 3.3 and Annexure A, covering all activities listed in the pricing schedule.

A ceiling price must be indicated, inclusive of all expenses and taxes.

The offer must remain valid for 120 days from the closing date.

DFFE may negotiate price with the recommended bidder only.

Travelling costs between the service provider's office and DFFE office are not recoverable.

Pricing format: SBD 3.3 (Professional Services) – bidders must indicate a ceiling price based on total estimated time for all phases, inclusive of all expenses and all applicable taxes.

Pricing must be provided in the same envelope as the technical proposal, using Annexure A (Pricing Schedule).

Offer validity: 120 days from the closing date. The department may extend the validity period; bidders must respond in writing to the extension or they will not be considered further.

Travelling costs between the service provider's office and DFFE office are not for the account of DFFE.

DFFE reserves the right to negotiate price with the recommended bidder only.

VAT: 15% must be shown separately on the pricing schedule.

Payment terms: not detailed in the available text.

CSD registration: proof of registration on the Central Supplier Database (CSD) must be submitted with the bid.

Tax compliance: bidders must be tax compliant and provide a SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. Consortia/JV/sub-contractors must each provide their own.

B-BBEE: a valid B-BBEE Status Level Verification Certificate (SANAS-accredited or CIPC) or a sworn affidavit (for EMEs/QSEs) must be submitted to claim preference points.

Bidders must not be persons in the service of the state, nor companies with directors who are persons in the service of the state.

Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.

VAT registration: bidders making taxable supplies above R1 million in any 12-month period must register as VAT vendors; voluntary registration possible above R50,000. Successful bidders must register within one month of award if required.

POPIA: bidders must comply with the Protection of Personal Information Act in handling DFFE information.

The project supports sustainable forest management as mandated by the National Forests Act and the National Veld and Forest Fire Act. Fire statistics and forest disturbances form part of the annual report.

Contract period: three (03) years, commencing after signing of a Memorandum of Agreement (MoA) and Service Level Agreement (SLA) and issuing of an official purchase order by DFFE.

The successful bidder will be required to sign a written contract form (SBD 7).

POPIA: DFFE will process personal information in line with POPIA; bidders must comply with all prescripts regarding DFFE information.

Tax compliance: bidders must be compliant with all applicable tax legislation, including Income Tax Act and VAT Act. Bidders making taxable supplies above R1 million in any 12-month period must register as VAT vendors; voluntary registration possible above R50,000. Successful bidders must register within one month of award if required.

SARS Tax Status PIN or CSD number/report must be provided.

B-BBEE: a valid certificate or sworn affidavit must be submitted.

Evaluation phases: pre-compliance, functionality, then price and preference points.

Functionality minimum: 60% to proceed.

Functionality scoring (total 100):

• Project plan/methodology (5 points)
• Team Leader qualification (5 points)
• Team Leader experience (20 points)
• Team Member qualification (15 points)
• Team Member experience (15 points)
• Company experience (20 points)

Price and preference: 80/20 system. Price up to 80 points; specific goals up to 20 points.