Evaluation and commercialization of sweet potato varieties – arc tender in gauteng

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tolerance, dry matter content in combination with keeping ability, root quality and

The ARC requires the services of a service provider to assist in the evaluation and

defined through the Expression of Interest to the Bid Evaluation Committee by

evaluation and commercialization of the ARC sweet potato varieties. Accordingly,

• Detailed plan for the multiplication, evaluation and commercialization of

5.1 Evaluation process

This bid will be evaluated in three-phases. Bids evaluation process will be conducted,

and the bidder must qualify at each stage

and the bidder must qualify at each stage to be eligible to proceed to the next stage of

the evaluation as follows

• Phase 3: Functionality Criteria

proceed to be evaluated on functionality. The following attachments are required

The ARC developed new sweet potato varieties aimed at improving wilt disease

tolerance, dry matter content in combination with keeping ability, root quality and

suitability for agro-processing. These varieties show great potential for

commercialization (cultivation and processing). It is envisaged that the new varieties

will provide alternatives for the limited number of varieties currently available.

The ARC requires the services of a service provider to assist in the evaluation and

commercialization of ARC sweet potato varieties. The scope of work should be

defined through the Expression of Interest to the Bid Evaluation Committee by

providing 1) a document with compulsory bid requirements; 2) expression of

interest form which should be completed and 3) catalogue of available varieties.

3. Motivation/s for consideration

Fusarium wilt is caused by Fusarium oxysporum, this disease spreads with planting

material and infected plants also infect the soil (soil-borne disease). Wilt disease can

cause severe yield loss in susceptible cultivars such as Blesbok. When cutting through

the stem of an infected plant, a reddish-brown discoloration of vascular tissues can be

seen. The leaves turn yellow, blacken and die. The most effective to curb the problem

is use of varieties which are more tolerant than Blesbok such as ARC-SP-11, ARC-SP-

12 and ARC-SP-14 (refer to Catalogue of Varieties). There are also cream and orange-

fleshed varieties with tolerance. Purple-fleshed (ARC-SP-17,18,19 and 20) and

orange-fleshed varieties (Bophelo, Khumo, ARC-SP-2, 5, 6, 7, 10 and 16) offer

excellent options for agro-processing (refer to Catalogue of Varieties).

4. Scope of expression of interest

The scope of the expression of interest is to allow the service providers to

demonstrate their suitability to be appointed as a service provider for the

evaluation and commercialization of the ARC sweet potato varieties. Accordingly,

the service providers need to demonstrate the following:

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• Detailed plan for the multiplication, evaluation and commercialization of

ARC Sweet Potato Varieties;

• Required experience to achieve the required project outcomes;

• Required financial and human capacity to achieve required project

outcomes;

• Considerable experience in the marketing and distribution of sweet potato

varieties; and

• Projected sweet potato vine sales of successfully evaluated sweet potato

varieties.

5. Expression of interest submission

5.1 Evaluation process

This bid will be evaluated in three-phases. Bids evaluation process will be conducted,

and the bidder must qualify at each stage to be eligible to proceed to the next stage of

the evaluation as follows:

• Phase 1: Administrative Compliance
• Phase 2: Mandatory Requirements
• Phase 3: Functionality Criteria

5.1.1 Phase 1: administrative compliance

Bidders must submit the following administrative compliance documents:

• Current and updated Central Supplier Database report (CSD report).
• Valid TAX PIN number from SARS.
• Company registration certificate.
• The respondent must complete and sign all Standard bidding documents.

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5.1.2 Phase 2: mandatory requirements

Bidders will be evaluated on mandatory requirements as indicated below and

failure to meet these requirements will result in disqualification and bidders will not

proceed to be evaluated on functionality. The following attachments are required:

No Description Comply Not comply

1. Attendance of compulsory briefing session

Failure to attend the compulsory briefing session will

lead disqualification and proposals will not be

considered further.

Completed template for information required for the 2.

expression of interest form (attached below).

Bidders MUST submit the following required 3.

attachments:

• Company profile;
• Three years’ financial statements and vine

sales records;

• Required reference letters;
• Title deed(s); lease agreement(s) for land.

Template for information required for Expression of Interest for Sweet Potato

Proposal from interested parties should not exceed 10 pages (company profile to be attached

as annexure).

1. Organizational Structure (Company profile) Please tick

where

appropriate:

Organization/company type:

• Ngo
• Individual Farmer
• Farmer cooperative
• Partnership: (please list all partners below):

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• Other: (add detail below):

Attach company profile

• Description of experience similar or relevant work conducted (200

words):

2. Ownership/renting of land

Indicate ownership/lease of land Please tick

where

appropriate:

• Landowner
• Renting/leasing
• Other (please add information below:

Attach title deed/lease agreement

• Description of ownership (100 words):

3. Evidence of experience in the vine multiplication of sweet potatoes.

Indicate

number of

years

• Number of years experience as Sweet potato Vine grower
• Number of years experience in Commercial sweet potato production
• Description of multiplication experience/activities (150 words)

4. Farm/production area information

Please provide the information below:

• GPS coordinates of the area to be utilized
• Arable field size available
• Fencing Yes No
• Crops currently grown (list crops):

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• Soil type (Please indicate if soil type vary significantly):

• Land preparation practices followed on the farm:

• Availability of water for irrigation purposes and water use right Yes No

• Specifications of the irrigation system available:

• Method of irrigation scheduling:

• Access to suitable equipment for effective land preparation and trial

maintenance

• Tractor

• Plough

• Ripper

• Ridge maker

• Potato harvester

• Disc

• Harrow

• Storage facility

• Other: please indicate below:

• Experience in pest and disease management:

• Experience in weed control:

5. Participation in the sweet potato value chain

Attach reference letters (Reference letters must be in the bidder

s name, on the client

letterhead, have contact details of the client, description of interaction with the service

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provider and signed by the delegated official. )

Description of market experience and potential growth (200 words maximum)

[Indicate e.g. where marketing, tonnage. Include potential growth

Participation in market days; Client base]

6. Revenue from the sale of sweet potato vines

Attach vine sales records for the past 3 years and financial statements

Describe vine sales activities during the past 3 years and provide projections for future vine

sales (150 words)

7. Project Plan

Demonstrate the capacity to upscale the production of a product and competitive pricing of

existing products.

Describe how the company took the sweet potatoes to commercialization.

List the province(s) where evaluations will be caried out

List the potential risks of the project and mitigation step

Describe in maximum 400 words

8. Commitment

I agree to ARC visiting for inspection of production: Yes No

I agree to run the trials for the full growing period of five months: Yes No

I will keep records of all evaluation information: Yes No

9. List of varieties you are interested to evaluate

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Failure to submit the documents mentioned above will lead to a disqualification of the

bid.

5.1.3 Phase 3: functionality criteria

It must be noted that this bid will be evaluated on compliance with the scope of works and

Technical Functionality. The following criteria will be applicable. Bidders that score less than

60% (60 points) of the mark for technicality/functionality will be eliminated from further

consideration.

Criteria Weight

1. Experience in sweet potato multiplication 20

Experience with sweet potato vine multiplication indicated in company profile

(experience; similar or relevant work conducted; vine sales records)

• Less than 1 year experience: Poor = 1 point

• 1-2 years’ experience: Average = 2 points

• 3 years’ experience: Good = 3 points

• 4-5 years’ experience: Very good = 4 points

• More than 5 years’ experience: Excellent = 5 points

2. Proof of participation in the sweet potato value chain (Reference Letters) 30

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2.1. The Service provider/bidder must submit valid reference letters participation in 15

the sweet potato value chain with reference to the sale of sweet potato vines.

Reference letters must be in the bidder

s name, on the client

contact details of the client, description of interaction with the service provider

and signed by the delegated official.

• Non-submission/ irrelevant reference letter(s): Poor = 1 point
• 1-2 reference letters: Avg = 2 points
• 3 reference letters: Good = 3 points
• 4 reference letters: Very good = 4 points
• 5 /more reference letters: Excellent = 5 points

2.2 Availability of arable and irrigated land suitable for sweet potato. 15

Bidders must demonstrate the availability of arable and irrigated land suitable for

sweet potato.

• Less than 2 ha: Poor = 1 point

• 2–7 ha: Average = 2 point

• 8-10 ha: Good = 3 points

• 10-12 ha: Very good = 4 points

• 12 ha: Excellent = 5 points

3. Evidence of revenue from the sale of sweet potato vines 20

The bidder must provide sweet potato vine sales records and from financial

statements:

• Less than R700 000: Poor = 1 point

• R700 000 – R999 999 : Average = 2 points

• R1 000 000 – R1 499 999: Good = 3 points

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• R1 500 000 – R1 999 999: Very good = 4 points

• More than R2 000 000: Excellent = 5 points

4. Project Plan 15

Bidders must submit a Project Plan demonstrating the following:

a) The capacity to upscale the production of the product and competitive pricing of

existing products;

b) Describe how the company took the sweet potatoes to commercialization;

c) List the province(s) where evaluations will be caried out;

d) List the potential risks of the project and mitigation

steps.

Points allocation guide:

• Submitted Project Execution Plan not compliant to any of the requirements

above: Poor= 1 point

• Project Execution Plan includes only One facet indicated above: Avg =2 points
• Project Execution Plan includes only Two facets indicated above: Good =3

points

• Project Execution Plan includes only Three facets indicated above: Very Good

=4 points

Project Execution Plan includes ALL Four facets indicated above: Excellent =5 points

5. Financial Stability 15

Provide (3) years audited and signed off financial statements with positive balance in

accordance with the Companies Act, Act No. , for the past three (3)

consecutive and concurrent years where the company’s financial stability will be

assessed for the full three financial year period.

• Non-submission of financial statements; Poor = 1 point
• Provided financial statements One(1) to Two (2) years, to date: Avg = 2 points
• Provided financial statements for Three (3) consecutive years, to date: Good =

3 points

• Provided financial statements for Four (4) consecutive years, to date: Very

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Good = 4 points

• Provided financial statements Five (5) consecutive years; to date: Excellent = 5

points

Total

The minimum score to be achieved on functionality is 60%. Bids that do not obtain

the minimum score of 60% out of 100% for functionality will be disqualified and will

not be considered for evaluation or commercialization licensing

6. Confidentiality

The appointed service provider will be required to sign a confidentiality agreement and

ensure all information obtained during the assessment remains confidential.

7. Vetting criteria

• A complete vetting process will be followed.

• The proposed supplier will be vetted according to the following criteria:

Submission of administrative and mandatory requirements listed

above, and general Information of the supplier as requested below.

8. General information

• Companies must be prepared to enter a valid ‘Evaluation agreement’ and/or

‘License Agreement’ with the ARC.

• A service provider selected for the evaluation of ARC sweet potato varieties

may have an advantage to enter into a licensing agreement with the ARC. In

this regard, a service provider that concluded an evaluate agreement will not

automatically be appointed to conclude commercialisation agreement with

the ARC. The commercialization of ARC cultivars follows an independent

process of licensing.

• Submit a preliminary proposal on how the company will assist the ARC with

the commercialization of the ARC sweet potato varieties.

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• The ARC must have full access to farm(s) during all stages of multiplication,

evaluation and commercialization.

• The interested company must have a proven track record of scope of work

related to this project.

• For evaluation and commercialization, the company must provide a

proven record and footprint of activities.

• The Company must indicate how ARC products in their possession will be

protected.

• Should the Company contravene any of the stipulations, the ARC has the

right to terminate the partnership.

9. Costs of submission

Parties submitting an Expression of Interest assume all risks for resource

commitment and expenses, direct or indirect, of proposal preparation and

participation throughout the EOI process. The ARC is not responsible directly or

indirectly for any costs incurred by the parties.

10. Site visits

The ARC may decide/request to visit the shortlisted companies to further

conduct suitability assessments. Arrangements for the visits will be coordinated

well in advance.

11. Process for shortlisted applicant/s

The shortlisted applicant(s) will proceed to the evaluation phase where further

assessments will be completed.

The successful applicant will be subject to the parties agreeing to mutually

acceptable terms and conditions. In the event of the parties failing to reach such

agreement within a mutually agreed date after the provisional appointment date,

the ARC reserves the right to appoint or not appoint.

12. Disclaimers

The request for Expression of Interest by the ARC is advertised in good faith.

However, the ARC, its agents, employees and collaborators/partners do not

warrant its accuracy or completeness. To the extent that the law permits, the

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ARC will not be liable for any claim whatsoever and howsoever arising (including,

without limitation, any claim in contract, negligence or otherwise) from any

incorrect or misleading information contained in this request due to any

misinterpretation. This request is not an offer document; answers must not be

construed as acceptance of an offer or imply the existence of a contract between

the parties. By submission of its information, organizations shall be deemed to

have satisfied themselves with and to have accepted all Terms and Conditions of

this request. The ARC makes no representation, warranty, assurance, guarantee

or endorsements to any party concerning the request, whether regarding its

accuracy, completeness or otherwise and the ARC shall have no liability towards

any party in connection therewith.

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Sbd4

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 interest 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.

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.

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

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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:

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

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

experience and capabilities, to participate in this program. The ARC reserves

the right to appoint, or not appoint, any service provider/s through this Request

for Expression of Interest.

Date of issue 06 August 2026

Date for briefing session 26 August 2026

Closing date and time 18 September 2026 at 11:00am

EOI Number ARC/07/08/2026

Submissions to be [email protected]

emailed to:

demonstrate their suitability to be appointed as a service provider for the

evaluation and commercialization of the ARC sweet potato varieties. Accordingly,

the service providers need to demonstrate the following:

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• Detailed plan for the multiplication, evaluation and commercialization of

ARC Sweet Potato Varieties;

• Required experience to achieve the required project outcomes;

• Required financial and human capacity to achieve required project

outcomes;

• Considerable experience in the marketing and distribution of sweet potato

varieties; and

• Projected sweet potato vine sales of successfully evaluated sweet potato

varieties.

lead disqualification and proposals will not be

considered further.

Completed template for information required for the 2.

expression of interest form (attached below).

Bidders MUST submit the following required 3.

attachments:

• Company profile;
• Three years’ financial statements and vine

sales records;

• Required reference letters;
• Title deed(s); lease agreement(s) for land.

Proposal from interested parties should not exceed 10 pages (company profile to be attached

as annexure).

1. Organizational Structure (Company profile) Please tick

where

appropriate:

• Description of experience similar or relevant work conducted (200

words):

number of

years

• Number of years experience as Sweet potato Vine grower
• Number of years experience in Commercial sweet potato production
• Description of multiplication experience/activities (150 words)

Attach reference letters (Reference letters must be in the bidder

s name, on the client

letterhead, have contact details of the client, description of interaction with the service

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provider and signed by the delegated official. )

Description of market experience and potential growth (200 words maximum)

[Indicate e.g. where marketing, tonnage. Include potential growth

Participation in market days; Client base]

1. Experience in sweet potato multiplication 20

(experience; similar or relevant work conducted; vine sales records)

• Less than 1 year experience: Poor = 1 point

• 1-2 years’ experience: Average = 2 points

• 3 years’ experience: Good = 3 points

• 4-5 years’ experience: Very good = 4 points

• More than 5 years’ experience: Excellent = 5 points

2. Proof of participation in the sweet potato value chain (Reference Letters) 30

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2.1. The Service provider/bidder must submit valid reference letters participation in 15

the sweet potato value chain with reference to the sale of sweet potato vines.

Reference letters must be in the bidder

s name, on the client

contact details of the client, description of interaction with the service provider

and signed by the delegated official.

• Non-submission/ irrelevant reference letter(s): Poor = 1 point
• 1-2 reference letters: Avg = 2 points
• 3 reference letters: Good = 3 points
• 4 reference letters: Very good = 4 points
• 5 /more reference letters: Excellent = 5 points

2.2 Availability of arable and irrigated land suitable for sweet potato. 15

• Companies must be prepared to enter a valid ‘Evaluation agreement’ and/or

‘License Agreement’ with the ARC.

• A service provider selected for the evaluation of ARC sweet potato varieties

may have an advantage to enter into a licensing agreement with the ARC. In

this regard, a service provider that concluded an evaluate agreement will not

automatically be appointed to conclude commercialisation agreement with

the ARC. The commercialization of ARC cultivars follows an independent

process of licensing.

• Submit a preliminary proposal on how the company will assist the ARC with

the commercialization of the ARC sweet potato varieties.

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• The ARC must have full access to farm(s) during all stages of multiplication,

evaluation and commercialization.

• The interested company must have a proven track record of scope of work

related to this project.

• For evaluation and commercialization, the company must provide a

proven record and footprint of activities.

• The Company must indicate how ARC products in their possession will be

protected.

• Should the Company contravene any of the stipulations, the ARC has the

right to terminate the partnership.

Minimum functionality/qualifying score: 60%

minimum score of 60%

CSD report)

Central Supplier Database report (CSD report)

• Current and updated Central Supplier Database report (CSD report).
• Company registration certificate.

failure to meet these requirements will result in disqualification and bidders will not

lead disqualification and proposals will not be

• Title deed(s); lease agreement(s) for land.

1. Organizational Structure (Company profile) Please tick

• Partnership: (please lis

material and infected plants also infect the soil (soil-borne disease). Wilt disease can

cause severe yield loss in susceptible cultivars such as Blesbok. When cutting through

the stem of an infected plant, a reddish-brown discoloration of vascular tissues can be

seen. The leaves turn yellow, blacken and die. The most effective to curb the problem

is use of varieties which are more tolerant than Blesbok such as ARC-SP-11, ARC-SP-

12 and ARC-SP-14 (refer to Catalogue of Varieties). There are also cream and orange-

fleshed varieties with tolerance. Purple-fleshed (ARC-SP-17,18,19 and 20) and

orange-fleshed varieties (Bophelo, Khumo, ARC-SP-2, 5, 6, 7, 10 and 16) offer

excellent options for agro-processing (refer to Catalogue of Varieties).

• GPS coordinates of the area to be utilized
• Arable field size available
• Fencing Yes No
• Crops currently grown (list crops):

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• Soil type (Please indicate if soil type vary significantly):

• Land preparation practices followed on the farm:

• Availability of water for irrigation purposes and water use right Yes No

• Specifications of the irrigation system available:

• Method of irrigation scheduling:

• Access to suitable equipment for effective land preparation and trial

maintenance

• Tractor

• Plough

• Ripper

• Ridge maker

• Potato harvester

• Disc

• Harrow

• Storage facility

• Other: please indicate below:

• Experience in pest and disease management:

• Experience in weed control:

(name)............................................................................... in

submitting the

accompanying bid, do hereby make the following statements that I certify to be true and

complete in every respect:

3.1 I have read and I understand the contents of this disclosure;

3.2 I understand that the accompanying bid will be disqualified if this disclosure is found not to be

true and complete in every respect;

3.3 The bidder has arrived at the accompanying bid independently from, and without consultation,

communication, agreement or arrangement with any competitor. However, communication

between partners in a joint venture or consortium will not be construed as collusive bidding.

3.4 In addition, there have been no consultations, communications, agreements or arrangements

with any competitor regarding the quality, quantity, specifications, prices, including

methods, factors or formulas used to calculate prices, market allocation, the intention or

decision to submit or not to submit the bid, bidding with the intention not to win the bid and

conditions or delivery particulars of the products or services to which this bid invitation

relates.

3.4 The terms of the accompanying bid have not been, and will not be, disclosed by the bidder,

directly or indirectly, to any competitor, prior to the date and time of the official bid opening

or of the awarding of the contract.

3.5 There have been no consultations, communications, agreements or arrangements made by the

bidder with any official of the procuring institution in relation to this procurement process

prior to and during the bidding process except to provide clarification on the bid submitted

where so required by the institution; and the bidder was not involved in the drafting of the

specifications or terms of reference for this bid.

3.6 I am aware that, in addition and without prejudice to any other remedy provided to combat any

restrictive practices related to bids and contracts, bids that are suspicious will be reported

to the Competition Commission for investigation and possible imposition of administrative

penalties in 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

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(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

• Germplasm exchange for research
• Semi-commercial evaluation through license agreement

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1.5 2018-9-2 (ARC-SP-14)

• Origin: ARC Sweet Potato Research

• Shape: Elliptic – Obovate – Long elliptic

• Skin colour: Pale Purple

• Flesh colour: Cream/White

• Dry mass %: 20.7%

• Advantages: Resistance to wilt, tolerance to nematodes, uniform shape

• Disadvantage: More latex, skin colour washes off

• Market suitability: Fresh market/export/freezing

• IP protection type: PBR application

• Germplasm exchange for research

• Semi-commercial evaluation for product development through a license

agreement

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3.4 ARC-SP-7 (2014-7-3) pbr

• Origin: ARC sweet potato research
• Shape: Round elliptic - Elliptic
• Skin colour: Red copper skin
• Flesh colour: Dark Orange
• Dry mass %: 21.7
• Advantages: Attractive, good storability; uniform; high in beta-carotene
• Disadvantage: Susceptible to wilt
• Market suitability: Fresh market/agro processing