Request for Bid: ARC/19/08/2025 – Tractor and Equipment Maintenance & Repairs (5-Year Contract)

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# Request for Bid: ARC/19/08/2025 – Tractor and Equipment Maintenance & Repairs (5-Year Contract)

## Introduction

The **Agricultural Research Council (ARC)** invites bids under reference **ARC/19/08/2025** for a **five-year contract** to provide **tractor and related equipment/accessory repairs and maintenance**. This open tender is a substantial opportunity for qualified service providers with experience in agri-mechanical equipment upkeep. In this guide, you'll find all the essential details—including scope, requirements, and strategic tips—to help craft a successful bid.

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## Tender Snapshot

* **Tender Number:** ARC/19/08/2025

* **Issuing Entity:** Agricultural Research Council (ARC)

* **Scope:** Repairs & maintenance of tractors and related equipment/accessories for 5 years

* **Location of Service Delivery:** Corner of Bosch Street & Kanyamazane Road (R2296) – Nelspruit, 1200, Mpumalanga 

* **Sector:** Mechanical, Plant & Equipment 

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## Key Dates & Administrative Rules

* **Opening Date:** Friday, 29 August 2025 

* **Closing Date:** Monday, 29 September 2025 at 11:00 AM 

* **Briefing Sessions:** None required; neither compulsory nor optional 

* **Important Submission Note:** Submit two separate sealed envelopes—one with the **technical bid document** and the other with your **financial proposal**. Combining both in one envelope will lead to disqualification. 

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## Contact for Enquiries

* **Contact Person:** Bheki Khoza

* **Email:** \[email protected]

* **Phone:** 013-753-7157 ([EasyTenders][2])

Keep communications formal and well before the closing date to allow for clarifications or updates.

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## Scope of Work & Requirements

### What You'll Be Delivering:

* Routine, as-needed **maintenance and repairs** of tractors and related accessories.

* Capacity to respond to calls throughout the contract period.

* Compliance with safety and equipment standards.

### What the Tender Document Includes:

* Comprehensive bid information, technical specifications, and SBD (Standard Bid Documents) forms.

* Tender document available as a **828.8 KB PDF** via EasyTenders ([EasyTenders][2]).

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## Step-by-Step Application Guide

1. **Download and Read the Tender Documents**

   Secure the PDF from the EasyTenders listing and carefully review the technical scope, formats, and compliance requirements.

2. **Plan Your Technical Proposal**

   Outline your company’s experience, team qualifications, equipment capacity, turnaround times, and quality assurance strategy.

3. **Create Your Financial Proposal**

   Clearly break down costs—labour, parts, service rates, emergency callouts—without bundling them in with technical documents.

4. **Prepare the Two Envelopes Correctly**

   * **Envelope 1:** Technical bid (non-price information)

   * **Envelope 2:** Pricing/financial proposal

     Label each envelope clearly to avoid mix-up—mislabeling could lead to automatic disqualification.

5. **Ensure Compliance Documentation Is Ready**

   Assemble CSD registration details, SARS tax clearance, company registration, B-BBEE certificate or affidavit, and director IDs as required.

6. **Submit**

   Deliver both sealed envelopes before **11:00 AM on Monday, 29 September 2025** to the specified ARC office in Nelspruit.

7. **Follow Up (If Desired)**

   Send a polite confirmation of receipt or follow up after closing, referencing your tender number.

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## Strategic Tips for a Strong Submission

* **Be precise with envelope separation**—the tender specifically disqualifies combinations.

* **Highlight response capacity**—demonstrate how quickly you can dispatch technicians or parts.

* **Include past-project evidence**—contracts of similar scale or with agricultural equipment OEMs are a plus.

* **Value clarity in pricing**—transparent breakdown helps evaluators assess competitiveness and viability.

* **Ensure documentation is current and signed**—missing or invalid documents are common cause of disqualification.

* **Deliver early**—allow buffer for transit delays or last-minute issues.

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## Why This Tender Matters

* **Long-term revenue stream** across five years.

* **Enhanced visibility** as a trusted provider to a national research institution.

* **Sector credibility**, with a high-profile client in the agriculture domain which could support future government or academic bids.

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## Quick Summary Table

| Item | Detail |

| ----------------- | ----------------------------------------------------------- |

| Tender Number | ARC/19/08/2025 |

| Scope | Tractor & Related Equipment Repairs & Maintenance – 5 years |

| Location | Nelspruit, Mpumalanga |

| Opening Date | 29 August 2025 |

| Closing Date | 29 September 2025, 11:00 AM |

| Briefing Session | None |

| Submission Format | Two separate envelopes (technical & financial) |

| Contact | Bheki Khoza – 013-753-7157; \[email protected] |

| Document Size | 828.8 KB PDF |

| Key Tip | Do not combine envelopes |

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### 

The **ARC/19/08/2025** tender is a substantial opportunity for service providers in plant and equipment maintenance. Strong submissions combine precise documentation, clear technical capacity, transparent pricing, and strict compliance with submission protocols. If managed well, this could be an excellent long-term contract that strengthens your presence in institutional and government sectors.