RFI: lease, supply, installation, and maintenance of automated vehicle inspection booth for TRANSNET port terminals (60 months)

SCM/Technical contact: Zine Mdaki. Email: [email protected]. Phone: 031 361 8769. Submission portal: https://transnetetenders.azurewebsites.net. For post-closing date queries, contact Zine Mdaki (BEC Chairperson) only.

Submit all returnable documents as a minimum requirement: SBD1 Form, Notice to Respondents, RFI Scope of Requirements, Transnet’s RFI Information, Request for Information, valid B-BBEE certificate or Sworn Affidavit, Clarification Request Form, SBD4 (Bidder’s Disclosure), Certificate of Attendance (if attending briefing), and Protection of Personal Information form. All sections must be signed and dated. Ensure all documents remain valid for the duration of the RFI process. Submit electronically via the Transnet e-Tender Submission Portal (https://transnetetenders.azurewebsites.net) at least one day before the closing date to avoid technical issues. Maximum upload size is 30MB per file, with multiple uploads permitted. Late submissions will not be accepted. Transnet will not be liable for technical challenges experienced by bidders.

Evaluation is a two-stage process: Stage 1 (RFI) and Stage 2 (RFP). Stage 1 focuses on administrative responsiveness, returnable documents, and presentations by shortlisted candidates. Only respondents who submit to this RFI will be allowed to participate in the subsequent RFP process. Compliance requirements include: registration on National Treasury’s Central Supplier Database (CSD) prior to submission, tax compliance with SARS (valid TCS PIN or CSD registration), submission of valid B-BBEE status level certificate or Sworn Affidavit, and certified authorization for signatories (Board Resolution for companies, all partners for partnerships, sole ownership proof for one-man businesses). Foreign suppliers without local registered entities are exempt from CSD registration. Failure to comply with any of these may render the bid invalid.

Scope: Lease, supply, installation, operation, and maintenance of an automated vehicle inspection booth for 60 months at Durban RORO Terminal. Objectives: automate vehicle inspections to improve turnaround times, reduce theft/fraud risks, provide real-time vehicle condition documentation, integrate with TPT systems, align with international standards, and generate revenue from stored data. Key requirements: booth must handle high-volume processing (4,500 vehicles/day), include advanced optical/illumination systems for all conditions (daylight, glare, nighttime, adverse weather), and integrate with TPT systems via standardized API. Inspection capabilities: single-pass scan of exterior, undercarriage, rims, and tires; detect damages, scratches, dents, rust, leaks, and tire defects; generate high-resolution images with highlighted defects; provide real-time alerts and diagnostic reports. Data management: cloud-based portal access, historical search/export/distribution, secure storage, and compliance with data protection standards. Deliverables: operational booth, system integration, staff training, maintenance/support plan, and documentation (manuals, specifications, schedules). Performance standards: high-resolution image quality, single-pass processing speed, minimum 95% system uptime, and secure data storage.

Respondents must demonstrate vast experience and capabilities in the supply, installation, operation, and maintenance of automated vehicle inspection booths within port environments. This includes proven expertise in high-volume vehicle processing, advanced imaging systems, and integration with terminal management systems.

Must be registered on National Treasury’s Central Supplier Database (CSD) prior to submission. Must be tax compliant with SARS (valid Tax Compliance Status PIN or CSD registration). Must submit valid B-BBEE status level certificate or Sworn Affidavit. For companies: certified Board Resolution authorizing the signatory. For partnerships: certified resolution signed by all partners. For one-man businesses: certified proof of sole ownership. Foreign suppliers without local registered entities are exempt from CSD registration but must still comply with tax requirements if applicable. Consortia/Joint Ventures/Sub-contractors: each party must submit separate TCS certificates/PINs/CSD numbers and be registered on CSD. Failure to comply with any of these may result in disqualification.

Adherence to South African safety, electrical, and IT regulations is required. Compliance with port authority operational standards and environmental regulations for energy use and component disposal is mandatory.

This is a Request for Information (RFI) only; no business will be awarded through this process. Transnet reserves the right to: utilise submitted information to draft RFP scope, take no further action, withdraw from the process, select RFI/RFP participants based on its criteria, change submission/adjudication dates, exclude RFI respondents from RFP participation, reject any/all RFIs, adjust quantities/scope, validate submitted information, request audited financials, and reject post-closing date bid changes. Transnet will not reimburse respondents for preparatory costs. The subsequent RFP process will appoint a supplier for a 60-month lease, supply, installation, operation, and maintenance contract. Respondents must accept all terms and conditions upon submission; qualifications or exceptions must be noted in the RFI response.

Transnet will utilise a staged evaluation methodology: Stage 1 (RFI) focuses on prequalification through administrative responsiveness, returnable documents/schedules, and presentations by shortlisted candidates. Stage 2 (RFP) will follow for final selection. Evaluation emphasizes compliance with submission requirements, B-BBEE status, tax compliance, and authority of signatories.