Auctioneering services panel – limpopo provincial government tender (36 months)

Closing date: 11 September 2026, 11:00.

Compulsory briefing session: mentioned in the TOR (paragraph 20) but no date, time or venue is stated in the available text. Attendance is compulsory.

A compulsory briefing session is mentioned in the TOR (paragraph 20), but no date, time, or venue is provided in the available text. Attendance is mandatory.

Bidding procedure enquiries:

• Letsoalo T.H – [email protected]

Technical enquiries:

• Nerahoo Y.A — [email protected]

E-tender portal assistance:

• Call centre: (012) 406 9222
• Email: [email protected]
• Working hours: 08:00–16:00, Monday to Friday.

Enquiries must be made in writing. No bid submissions should be sent to these enquiry email addresses.

Bids must be submitted online via the National Treasury E-Tender Publication Portal (https://www.etenders.gov.za) on or before the closing date and time. Manual/hardcopy submissions are not accepted. Late bids will not be considered.

Returnable documents (all must be included in the submission):

• SBD 1 (Invitation to Bid): signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm prices only, valid for 180 days.
• SBD 4 (Declaration of Interest): discloses any director/shareholder employed by the state or connected to any of the 12 participating Limpopo Institutions.
• SBD 6.1 (Preference Points Claim): claims specific-goal preference points.
• SBD 7 (Contract Form): to be signed by the successful bidder.
• General Conditions of Contract (GCC).
• Proof of authority to sign (e.g. company resolution).
• All documents required for Gate 0 (mandatory), Gate 1 (administrative) and Gate 2 (technical) as per paragraphs 17.1.1–17.1.3 of the TOR.

Disqualification risks:

• Failure to comply with Gate 0 or Gate 1 requirements.
• Failure to comply with Gate 2 requirements.
• Bids received after the closing time.
• Bids not submitted on official forms (re-typed forms).

Bidders must submit their bids online via the e-tender portal, including all required documents for Gate 0 (mandatory), Gate 1 (administrative), and Gate 2 (technical), as well as the General Conditions of Contract (GCC). Manual submissions are not acceptable.

The bid uses a two-stage process.

Stage 1 – Appointment to the Panel:

• Gate 0 (Mandatory Requirements): must be met or the bid is disqualified.
• Gate 1 (Administrative Requirements): must be met or the bid is disqualified.
• Gate 2 (Technical Evaluation, 100 points): bidders must score a minimum of 70 points to qualify for the panel. Failure to meet this threshold disqualifies the bid.
• No price or preference points are evaluated at this stage, but SBD 6.1 must still be completed and signed to claim preference points for Stage 2.

Stage 2 – Work Allocation (RFQ process):

• Procuring Limpopo Institutions issue RFQs to the appointed panel on an as-and-when basis.
• Panel members quote a Seller's Commission Percentage on the estimated total proceeds of the auction.
• Price (commission rate) points are added to the preference points claimed on SBD 6.1 to determine the highest-scoring panel member for each specific work allocation.
• The 80/20 preference point system applies (price 80 points, specific goals 20 points).

Tie-breaking:

• Equal total points: award to the bidder with the highest specific-goal points.
• Equal total and preference points: award to the bidder with the highest functionality score.
• Equal in all respects: decided by drawing of lots.

Scope of service – auctioneering services for disposal of movable assets of the Limpopo Provincial Government.

Assets to be disposed (excluding biological assets):

• Motor vehicles
• Office furniture
• Office equipment
• Computer equipment
• Medical equipment
• Other machinery and equipment (incl. plant and equipment)
• Inventory items (spares, toners, etc.)
• Any other items approved for disposal

Key service requirements:

• Auctions conducted on dates, times, venues and periods determined by the Limpopo Institutions; the auctioneer must be available at short notice in urgent cases.
• Auctioneer must inspect all goods at the auction site before the auction date at own cost to verify lot numbers and descriptions.
• Marketing and advertising: each auction must be advertised at least 21 calendar days before the auction date in a national and a local newspaper. Draft advertisements must be approved by the Limpopo Institution before publication. Advertising costs are reimbursed only for approved actual costs.
• Security personnel: the auctioneer must provide own security to safeguard assets on viewing and auction dates at the auctioneer's expense.
• The auctioneer must provide a minimum auctioneering team and auction equipment as specified in the TOR.
• Auctions must comply with the Consumer Protection Act (sale by auction rules, reserve prices, right to bid).

Participating institutions: 12 provincial departments and entities, including Public Works and Roads Infrastructure, Social Development, Provincial Treasury, Education, Transport and Community Safety, Office of the Premier, Health, Economic Development, Sports Arts and Culture, Agriculture and Rural Development, Cooperative Governance, and Limpopo Tourism Agency. Other provincial public entities may join post-award.

The auctioneer must conduct auctions as determined by the Limpopo Institutions, including at short notice. Services include asset disposal (excluding biological assets), initial assessment and reserve prices, auction plan development, verification and arrangement of lots, marketing and advertising (with at least 21 days notice in national and local newspapers), and provision of security personnel at the auctioneer's expense. The auctioneer must inspect all goods at the auction site before the auction date at his own cost.

The auctioneer must be professionally registered with SAIA or SAPAA. Required documentation includes a registration certificate or letter indicating registration date and membership in good standing, and a CV with relevant auctioneering experience. A matric certificate and certified copy of identity document are also required.

The auctioneer must inspect all goods at the auction site before the auction date at his own cost to ensure lot numbers and descriptions are correct. The auctioneer must provide proof of advertisement and costs with the auction close-out report. The Principal reserves the right to consider a service provider's performance on previous allocations and may exclude poor performers following a formal Notice of Default.

The pricing schedule (SBD 3.1) requires firm prices only, valid for 180 days. Prices must include all applicable taxes. Delivery costs must be included in the bid price. The offer must comply with the specifications, and deviations must be indicated. In Stage 2, panel members quote a Seller's Commission Percentage on the estimated total proceeds of the auction; quotes must be inclusive of all costs and applicable taxes.

Pricing schedule (SBD 3.1) – firm prices only; non-firm prices (including those subject to exchange-rate variations) will not be considered.

• Offer must be valid for 180 days from the closing date.
• Prices must include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).
• All delivery costs must be included in the bid price.
• Delivery basis: as per the Service Level Agreement.

Stage 2 pricing: panel members quote a Seller's Commission Percentage on the estimated total proceeds of the auction. Quotes must be inclusive of all costs and applicable taxes.

No minimum work volume is guaranteed; work is allocated on an as-and-when required basis via RFQ.

Mandatory (Gate 0):

• CSD registration (Central Supplier Database) – tax compliance verified through CSD.
• Tax compliance: SARS TCS PIN or printed TCS certificate; for consortia/JVs, each party must submit a separate TCS PIN/certificate/CSD number.
• Bidders must not be persons in the service of the state, nor companies with directors who are state employees.

Administrative (Gate 1):

• SBD 1, SBD 3.1, SBD 4, SBD 6.1, GCC, proof of authority to sign.

Technical (Gate 2):

• Professional registration with SAIA or SAPAA (certificate/letter indicating registration date and membership in good standing).
• Matric certificate.
• Certified copy of identity document.
• CV with relevant auctioneering experience.

Other compliance:

• Recommended bidders are subject to security screening and vetting; a negative result may lead to non-appointment.
• Bidders must remain tax compliant for the entire contract term.
• Bidders must comply with POPIA, the Telecommunications Act, and Minimum Information Security Standards (MISS).
• Bidders must maintain an "Active" and "Tax Compliant" status on CSD; no RFQ or award will be issued to a non-compliant bidder.

Preference points are allocated for specific goals: Black People Ownership ≥51% (8 points), Women Ownership ≥51% (5 points), Youth Ownership ≥51% (3 points), Person with Disabilities Ownership ≥51% (2 points), and Locality within Limpopo Province (2 points). Proof must be submitted with the bid (CSD report, company registration document, medical certificate, or proof of local address).

The auctioneer must provide own security personnel to safeguard assets and accompany buyers during the auction. Security services must be provided on the viewing date and the auction date at the premises where the auction is conducted, at the auctioneer's expense.

The bid is subject to the Preferential Procurement Policy Framework Act, the General Conditions of Contract (GCC), and any special conditions. The successful bidder must sign a written contract form (SBD7). The bid validity period is 180 days. The contract duration is 36 months. Appointment to the panel does not guarantee any minimum volume of work. Work is allocated on an as-and-when required basis via RFQ. Poor performance may lead to exclusion following a formal Notice of Default and an administrative process.

The Principal reserves the right to conduct supplier due diligence and to vet recommended bidders. Appointment to the panel does not guarantee minimum work volume. Work is allocated on an as-and-when required basis via RFQ. Service providers must maintain active and tax compliant status on the CSD. Poor performance may lead to exclusion following a formal notice of default.

Bidders must be tax compliant and registered on the Central Supplier Database (CSD). For consortia or joint ventures, each party must be registered and tax compliant. Bids from persons in the service of the state, or companies with directors who are state employees, will not be considered. Recommended bidders will be subjected to security screening and vetting. Bidders must comply with the Preferential Procurement Regulations 2022 and the PPPFA.

The bid uses a two-stage process. Stage 1 evaluates bidders on mandatory, administrative, and technical requirements (Gate 0, 1, 2). Bidders must achieve a minimum of 70 points in the technical evaluation to qualify for the panel. Stage 2 involves work allocation via RFQ, where price (commission rate) and preference points (SBD 6.1) are combined to determine the highest scoring panel member. Tie-breaking rules apply.