5-Year offsite document storage and management services for TRANSNET national ports authority (tnpa)

• Issue Date: 22 May 2026
• Briefing (non‑compulsory, virtual via Microsoft Teams): 29 May 2026 10:00 (≈1.5 hours)
• Clarification deadline (RFP Clarification Request Form to Pfarelo Netshiongolwe): 11 June 2026 16:00
• Closing Date & Time: 17 June 2026 12:00 (no late submissions accepted)
• Bid Validity Period: 180 business days from the closing date
• Outcome publication: within 10 days after award on the National Treasury e‑tender portal and the Transnet website.

Briefing (non‑compulsory) – 29 May 2026 at 10:00 via Microsoft Teams (≈1.5 hours). Link and dial‑in details provided in the RFP.

Primary bid enquiries:

• Contact person: Pfarelo Netshiongolwe
• Email (clarifications & post‑closing communication): [email protected]

Complaints:

• Email: [email protected]

Note: Only the contact details provided in the SBD 1 form will be used to contact bidders.

• Submit the bid electronically via the Transnet e‑Supplier portal (https://esupplierportal.transnet.net/portal/).
• Register or log in, toggle “Log an Intent”, and upload all required documents. Each file may be up to 30 MB; multiple uploads are allowed.
• All pricing must be entered in the portal and the Annexure D Pricing & Delivery Schedule completed for every region you bid on.
• Upload the complete bid at least one business day before the closing time (17 June 2026 12:00) to avoid last‑minute technical failures.
• No late submissions will be accepted.
• Use only your own registered company profile; submitting through another bidder’s profile will result in disqualification.
• Joint‑venture parties may submit on behalf of the JV using the profile of any JV member.
• Filenames may contain only alphanumeric characters – special characters may corrupt the file.
• Only one proposal per bidder is permitted unless the RFP states otherwise.
• Sign, stamp and date every page before uploading.
• All returnable documents listed in Section 5 (Proposal Form) must be uploaded.
• Any additional conditions must be submitted in a separate covering letter – do not alter the RFP documents.
• Third‑party information may only be submitted with a valid JV/consortium or subcontractor agreement.
• Clarification requests must be submitted on the RFP Clarification Request Form to Pfarelo Netshiongolwe by 16:00 on 11 June 2026.
• Complaints should be emailed to [email protected].
• After the closing date, all communication must be directed to Pfarelo Netshiongolwe at [email protected].
• No changes to the submission will be considered after the closing time.
• Collusion or canvassing Transnet officials will lead to disqualification and restriction from future state contracts.

All bid documents must be submitted through the Transnet e‑tender submission portal as detailed in the SBD 1 form.

• Mandatory compliance items (must be satisfied before scoring):

• Valid Tax Compliance Status (TCS) PIN from SARS or, if unavailable, a Central Supplier Database (CSD) number (foreign suppliers without a local entity are exempt).
• Valid B‑BBEE Status Level Certificate (or sworn affidavit for EMEs/QSEs) issued by a SANAS‑accredited verifier or registered auditor.
• Proof of legal capacity to contract (e.g., authorised signatory resolution).
• No restrictions on the National Treasury’s Database of Restricted Suppliers.
• Not insolvent, in receivership, under business rescue, bankrupt or wound up.
• Compliance with the Employment Equity Act (Section 53).

• Technical pre‑qualification (must be provided for each region bid):

• Current Electrical Certificate of Compliance.
• Evidence of a national footprint (lease agreement or proof of address in company/owner name).
• Letter from the National Archives and Records Service confirming the facility is certified for public records storage.

• Evaluation stages:

1. Test for administrative and substantive responsiveness – on‑time submission, complete returnable documents, signed pages, and meeting all legislative/technical pre‑qualification criteria.
2. Technical evaluation – two sub‑stages:

• Desktop technical assessment (Annexure C) – minimum 66.67 points out of 100.
• Physical site inspection (Annexure C1) – 100 % compliance required.

3. Price and specific‑goals scoring – weighted total of 100 points per region (price 80 or 90 points, specific goals 20 or 10 points). Specific‑goals points are claimed via the Specific Goals Points Claim Form (Section 9).
4. Price negotiations – may be conducted sequentially with the top three ranked bidders if the highest price is not market‑related.
5. Objective criteria – assessment of qualifications, capacity, experience, financial resources, and other factors listed in the RFP.
6. Award – one main service provider per region with a standby (second‑ranked) bidder.

• Disqualifications include late submission, use of another company’s profile, missing returnable documents, failure to meet the 66.67 point technical threshold or 100 % site‑inspection compliance, collusion, or material deviation from Transnet’s standard terms.

Scope of Services (5‑year contract):

• Provide off‑site document storage facilities and full document‑management services for Transnet National Ports Authority (TNPA).
• Service regions (bid per region):

• Central: Port of East London, Port of Port Elizabeth, Port of Ngqura, Head Office (Ngqura).
• Western: Port of Mossel Bay, Port of Cape Town, Port of Saldanha, Lighthouses & Navigational Service.
• Eastern: Port of Durban, Port of Richards Bay, Dredging Services, Lighthouses & Navigational Service.
• Gauteng: Johannesburg Satellite Office.

Key deliverables:

1. Off‑site storage facilities.
2. Document management (collection, packaging, archiving, records destruction).
3. Provision of lockable wooden boxes for wastepaper.
4. Records system access, training and backup services.
5. Withdrawal of records and supply of stationery.

Obligations:

• Provider is fully responsible for acts/omissions of its personnel.
• Must comply with all RFP requirements and applicable legislation (National Archives and Records Service Act, etc.).

Pre‑qualification technical requirements per region (see Evaluation Criteria): electrical compliance certificate, national footprint proof, and National Archives letter.

Detailed service description is in Annexure B.

• Evaluation methodology follows six steps:

1. Test for administrative and substantive responsiveness.
2. Technical evaluation – desktop review (Stage 1) and physical site inspection (Stage 2).
3. Price and specific‑goals scoring.
4. Price negotiations (if required).
5. Objective criteria assessment (qualifications, capacity, experience, etc.).
6. Award of contract per region with a standby bidder.

• Objective criteria for award include assessment of:

• Professional and technical qualifications.
• Technical competence and relevant experience.
• Financial resources and equipment.
• Managerial capability, reliability and reputation.
• Personnel expertise.
• Legal capacity and absence of conflicts of interest.

• One main service provider will be appointed per region, with a second‑ranked standby bidder as backup.

• Technical evaluation consists of:

• Desktop assessment (Annexure C) – minimum score 66.67 out of 100.
• Physical site inspection (Annexure C1) – 100 % compliance required; non‑compliance leads to disqualification.

• Final technical scores are rounded to two decimal places.
• Bidders must satisfy both the desktop technical threshold and the site‑inspection compliance before proceeding to price evaluation.

• Complete Annexure D (Pricing and Delivery Schedule) for each region you bid on.
• Prices must be in ZAR, inclusive of VAT, and follow the prescribed format – alternative formats will be rejected.
• All travel, accommodation and car‑hire costs must be priced according to the Transnet Travel Policy (government‑rate 3‑star accommodation, economy flights, basic car hire – Group B). Disbursements are reimbursed at cost upon submission of an undisputed invoice.
• Unspecified costs will not be accepted.
• Discounts are considered only if offered unconditionally.
• Final pricing scores are rounded to two decimal places.

• Submit pricing electronically via the e‑Supplier portal using Annexure D (Pricing & Delivery Schedule) – one schedule per region bid.
• Prices must be in South African Rand, inclusive of VAT.
• Prices are firm for the first contract year; years 2‑5 will be adjusted annually based on CPI (Statistics SA Publication P0141).
• All costs (including travel, accommodation, car hire) must be fully priced in the schedule and must follow the Transnet Travel Policy (government‑rate 3‑star accommodation, economy class flights, basic car hire – Group B). Disbursements are reimbursed at cost upon submission of an undisputed invoice.
• Discounts will only be considered if offered unconditionally.
• If the highest‑scoring bidder’s price is not market‑related, Transnet may negotiate sequentially with the top three bidders or cancel the RFP.
• Use the prescribed pricing format only; alternative formats will be rejected.
• Final pricing scores are rounded to two decimal places.

• Tax compliance: Provide SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. If unavailable, supply a valid Central Supplier Database (CSD) number (foreign suppliers without a local entity are exempt).
• Central Supplier Database: All bidders must self‑register on the CSD (https://secure.csd.gov.za/).
• B‑BBEE: Submit a valid B‑BBEE Status Level Verification Certificate (or sworn affidavit for EMEs/QSEs). Joint ventures must provide a consolidated B‑BBEE scorecard.
• Employment Equity Act: Compliance with the Act, including Section 53, is required.
• Legal capacity: Bidders must have the capacity to enter contracts and must not be insolvent, in receivership, under business rescue, bankrupt or wound up.
• Security clearance: The successful provider, its personnel and subcontractors may need Confidential/Secret/Top‑Secret clearance.
• Foreign suppliers: If the bidder is not a RSA resident and has no branch, permanent establishment or income source in RSA, tax‑compliance registration is not required.
• DPIP/FPPO disclosure: Declare any commercial relationships with Domestic Prominent Influential Persons or Foreign Prominent Public Officials as per Transnet’s DPIP/FPPO policy.
• Occupational Health and Safety Act compliance is mandatory during contract performance.

• Compliance with the Occupational Health and Safety Act is mandatory throughout contract performance.
• Bidders must identify and mitigate any risks related to quality, supply continuity and OHS in their submissions.

• The RFP comprises multiple standard sections and annexures that together form the contractual framework.
• Required returnable documents include the SBD1 Form, Proposal Form, RFP Declaration & Breach of Law Forms, Clarification Request Form, Specific Goals Claim Form, and Protection of Personal Information.
• Material breach of any contractual term may result in contract cancellation.
• For Joint Ventures, a signed JV agreement (or written confirmation of intent to sign) must be submitted; award is conditional on receipt of the signed agreement.
• Failure to maintain required certifications or renewals during the contract term may lead to immediate termination without liability.

• Specific‑goals points are claimed via Section 9 (Specific Goals Points Claim Form).
• Technical evaluation criteria are set out in Annexure C (Desktop Technical Evaluation) and Annexure C1 (Physical Site Inspection Evaluation).
• Evaluation follows the PPPFA, PFMA and National Treasury Instructions.
• Process includes: test for responsiveness, two‑stage technical evaluation, price and specific‑goals scoring, possible price negotiations, objective criteria assessment and award.