Aerial survey and agricultural mapping services for limpopo (80/20 preference system)

Compulsory briefing session: 23 September 2026 at 10:00, Agri Village 1 Foyer, 67/69 Baccard Street, Polokwane, 0700.

Closing date: 13 October 2026 at 11:00.

Bidding procedure enquiries:

• Contact: Ndlozi VS
• Email: [email protected]
• Telephone: 015 294 3564

Technical enquiries:

• Contact: Ms. Nemalili T
• Email: [email protected]
• Telephone: 015 294 3217

Submission address:

Department of Agriculture and Rural Development

67/69 Biccard Street

Polokwane, 0699

Submission method: physical delivery to the bid box at 67/69 Biccard Street, Department of Agriculture and Rural Development, Polokwane, 0699.

Closing time: 13 October 2026 at 11:00. Late bids are not accepted.

Returnable documents (all must be completed, signed by an authorised person, and submitted by closing date/time):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): completed and signed, including ceiling price, rates, and phase costs.
• SBD 4 (Declaration of Interest): discloses any state employment or connection to the procuring institution; false declaration disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific-goal points; non-return or non-claiming results in zero points.
• Joint Venture Agreement or Power of Attorney (if applicable).
• Proof of ownership of light aircraft/helicopter, or a letter of intent if hiring.
• SAGC certificate for registered GIS personnel.
• Professional indemnity insurance certificate.
• Proof of authority to sign (e.g., company resolution).

Disqualification risks:

• Any required document omitted or unsigned.
• Non-compliance with the specification.
• Bids from persons in the service of the state, or companies/close corporations with such directors/members, are not considered.

Evaluation stages:

1. Pre-compliance: verification on CSD of business registration, tax compliance, identity numbers, tender defaulting/restriction status, and execution plans.
2. Technical (functionality): minimum threshold of 65 out of 100 points. Bidders below this are disqualified.
3. Price and specific goals: 80/20 preference point system (price 80, specific goals 20).

Functionality scoring (total 100):

• Company experience in mapping services (30 points): 6+ projects = 5, 4-5 = 4, 2-3 = 3, 1 = 1, 0 = 0. Reference letters required (signed, letterhead, service type, duration, contact person).
• Cumulative experience in similar-value mapping contracts (25 points): >150% of bid offer = 5, 101-150% = 4, 61-100% = 3, 31-60% = 2, 11-30% = 1, up to 10% = 0. Proof via orders/appointment letters and reference letters.
• Experience of key personnel in fly-over survey and mapping (15 points): >6 years = 5, 5-6 = 3, 3-4 = 2, 1-2 = 1, none = 0. CVs required.
• Human resource capacity – dedicated multidisciplinary team (20 points): full team with 8+ years = 5, 6-7 = 4, 4-5 = 3, 2-3 = 2, 1 = 1, none = 0. CVs with references required.
• Technical & equipment resources – aerial survey resources (10 points): owned = 5, leased = 3, none = 0. Proof of ownership or letter of intent.

Specific goals (20 points):

• Black people ownership >51%: 5 points (CSD report and company registration).
• Women ownership >51%: 4 points (ID document).
• Persons with disability ownership >51%: 5 points (CSD and medical certificate).
• Youth ownership >51%: 6 points (ID document).

Price points: lowest acceptable bidder gets 80 points; higher prices score proportionally less.

Scope: Aerial survey and mapping of agricultural commodity production and infrastructure across Limpopo Province for the Limpopo Department of Agriculture and Rural Development (LDARD), over 12 months.

Key activities:

• Update baseline data from the 2011/12 survey for winter and summer seasons.
• Map all cultivated fields, including horticultural, agronomic, industrial, subtropical crops, hydroponics, shade nets, greenhouses, and irrigation systems (including centre pivots).
• Distinguish active, fallow, and abandoned fields.
• Map animal production systems: dairy, beef, feedlots, poultry, pigs, aquaculture, game-animal interface, and communal grazing areas.
• Map agro-processing infrastructure, abattoirs, packhouses, animal handling facilities, grain silos, millers, input suppliers, and service centres.
• Map all active and inactive irrigation schemes.
• Produce agricultural sector report, commodity value chain profiles, and GIS-based analytical maps.

Deliverables:

• Deliverable 1: Geo-database of cultivated field boundaries, attributed with crop/animal production, certified by a SAGC-registered Professional GISc.
• Deliverable 2: Agricultural production report with area planted, outputs, rand value, and quantities marketed per commodity and district.
• Deliverable 3: Fully attributed spatial database of agricultural infrastructure and irrigation schemes.
• Deliverable 4: Agricultural Business Development Plan and strategic analysis, GIS-based.

Methodology:

• Aerial surveys using light aircraft/helicopters, complemented by field and vehicle surveys.
• Use of Sentinel 2 and LANDSAT 8 satellite imagery for crop identification.
• Submit detailed project methodology and implementation plan for LDARD approval.
• Provide SACAA-approved observation flight plans before missions.

Reporting:

• Monthly progress reports, signed and in MS Word.
• Bi-monthly progress meetings with the LDARD Steering Committee.
• Data must conform to LDARD GIS standards (ESRI ArcGIS/ArcGISPro), SASQAF, and NSIF.
• Compliance with POPIA.
• All data and outputs become property of LDARD.

Submit a detailed project methodology and implementation plan for LDARD approval.

Use aerial surveys (light aircraft/helicopters) complemented by field and vehicle surveys.

Use remote sensing (Sentinel 2, LANDSAT 8) for crop identification.

Deploy qualified agricultural observers with commercial pilot and onboard GIS-based data capture.

For no-fly zones, apply local knowledge and record data with confidence scores.

Provide SACAA-approved observation flight plans before missions.

Hold a pre-commencement meeting with the technical team to refine database structure and use of Surveyor General's cadastral data.

Facilitate bi-monthly progress meetings with the LDARD Steering Committee.

Company experience: minimum 6 projects in mapping services (flyover mapping of winter/summer crops, livestock production systems, agricultural infrastructure, irrigation schemes). Reference letters required with contact details and contract values.

Cumulative experience: contracts of similar value in mapping services (agricultural surveys, commodity value chain studies, spatial datasets with certified geodatabases). Proof via orders/appointment letters and reference letters.

Key personnel experience: CVs with experience in fly-over survey and mapping services; more years score higher.

Human resource capacity: dedicated multidisciplinary team including SAGC-registered GIS professional, remote sensing specialist, natural resource specialist, crop scientist, animal scientist, agricultural economist. CVs with references required.

Aerial survey resources: proof of ownership of light aircraft/helicopter registered under company name, or letter of intent if hiring.

Data must conform to Limpopo Provincial Government and LDARD GIS data standards, importable into ESRI ArcGIS/ArcGISPro geodatabase.

Compliance with SASQAF operational standards and guidelines.

Compliance with National Spatial Infrastructure Framework (NSIF) requirements.

All spatial outputs must be certified by a SAGC-registered Professional GISc.

Project quality assurance and SLA compliance are required.

Technical meetings before commencement and after draft products to ensure final product meets requirements.

Pricing schedule (SBD 3.3 – Professional Services):

• Offer valid for 240 days from closing date.
• Indicate a ceiling price covering all phases and expenses, inclusive of all applicable taxes.
• Provide hourly and daily rates for personnel involved.
• Provide cost per phase and man-days.
• Travel expenses: only actual costs recoverable, with proof and certified invoices.
• Other expenses (accommodation, etc.) must be specified and verified against certified invoices.
• State whether rates are firm for the full contract period; if not, provide adjustment basis (e.g., CPI).

Annexure A pricing schedule:

• Part A: Deliverable-based costs (project initiation, surveys, satellite imagery, value chain profiles, GIS mapping, sector plan).
• Part B: Personnel rates (Project Manager, GIS professional, Remote Sensing Specialist, Agricultural Scientist, Animal Scientist, Agricultural Economist, Field Survey Coordinator, GIS Technicians, Aerial Survey Observers, Pilot, Data Analyst).
• Part C: Travel expenses.
• Add 5% contingency on total of Parts A, B, C.
• Add VAT at 15%.
• Total amount inclusive of VAT and contingency.

Mandatory compliance:

• Tax compliance: submit SARS TCS PIN or printed certificate; each party in a JV/consortium must submit separately.
• CSD registration: must be registered on the Central Supplier Database (CSD); if not, register before submitting.
• Business registration: entity must be active and in business.
• Identity numbers of directors/members must be active.
• Not in service of the state (unless approval from executive authority is submitted).
• Not on Register for Tender Defaulters or List of Restricted Suppliers.
• Professional indemnity insurance required.
• SAGC registration for GIS professional.
• SACAA compliance for pilot/aviation crew.
• Compliance with POPIA, SASQAF, and NSIF.

Special conditions of contract prevail over General Conditions of Contract (GCC) where they conflict.

LDARD reserves the right to:

• Award to a bidder that did not score highest, only per PPPFA section 2(1)(f).
• Negotiate with preferred bidders on terms and price without offering same to others.
• Carry out site inspections, product evaluations, or explanatory meetings.
• Correct mistakes in bid documents.
• Cancel or terminate the tender process at any stage.
• Cancel the contract for non-compliance or breach.
• Subject the successful bidder to negotiations for fair market-related prices.

Confidentiality: All project information, documents, programmes, and reports must be treated as confidential and comply with POPIA.

Intellectual property: All data and outputs remain the property of LDARD. Copyright vests in LDARD; no reproduction or distribution without written consent.

LDARD will provide all relevant available data to the service provider.

Bid validity: 240 days from closing date; department may request extension under same terms.

Special conditions of contract prevail over General Conditions of Contract where applicable.

All information, documents, programmes, and reports must be regarded as confidential.

LDARD reserves the right to negotiate with preferred bidders, carry out site inspections, correct mistakes, cancel the tender process, and cancel the contract for non-performance.

All data and outputs remain the property of LDARD.

Pre-compliance: verification on CSD of business registration, tax compliance, identity numbers, tender defaulting/restriction status, and execution plans.

Technical evaluation: minimum 65 out of 100 points to proceed.

Price and specific goals: 80/20 preference point system (price 80, specific goals 20).

Specific goals as per SBD 6.1 table.