Panel of service providers for crushed coal transportation from vlakfontein mine to ESKOM power stations (36 months)

• AEMFC is a state-owned mining company securing energy supply through coal mining.
• This tender appoints a panel of service providers to transport crushed coal from Vlakfontein Mine to Eskom power stations for 36 months.
• AEMFC seeks partners to improve transportation processes, reduce costs, and enhance service availability through collaboration.

• Closing Date: 28 July 2026.
• Closing Time: 12:00 PM.
• Compulsory Pre-Proposal Briefing: 08 July 2026 at 10:00 AM via Microsoft Teams. Register by completing the Registration of Prospective Bidders Form and submitting to [email protected] by 07 July 2026.
• Clarification Deadline: Submit queries by 12:00 mid-day on 15 July 2026 to [email protected].
• Bid Validity Period: 120 business days from closing date (until approximately 19 January 2027).

• For technical enquiries: Contact Bulelwa Mabena at [email protected] or telephone 010 010 6100.
• For bidding procedure enquiries: Contact Bulelwa Mabena at [email protected] or telephone 010 010 6100.
• After closing date, communicate only with delegated individual at [email protected].
• Submission Address: African Exploration Mining and Finance Corporation (SOC) Ltd, Building 1, 1st Floor, 74 Waterfall Drive, Waterfall City, Gauteng, 2090.
• Fraud and Ethics Hotline: Tip-offs Anonymous at 0800 333 118, email [email protected].

• Submit bid documents in duplicate hard copies (one original and one copy each for Commercial/Financial and Technical/Functionality proposals).
• Use a two-envelope system: separate envelopes for technical/functionality and commercial/financial proposals.
• Deliver by hand to the Bid Box at African Exploration Mining and Finance Corporation (SOC) Ltd, Building 1, 1st Floor, 74 Waterfall Drive, Waterfall City, Gauteng, 2090.
• Bid Box access hours: Monday to Friday, 08:00 to 17:00.
• If dispatching by courier, address to: The Compliance Secretariat, Bid AE/VLAK004/2026, at the same address.
• Late bids or bids delivered to incorrect addresses will not be accepted.
• All documents must be signed and dated on each page by a legally authorised representative.
• Submit mandatory returnable documents as listed in Section 6, including SBD forms, CSD registration proof, tax compliance, B-BBEE certificate/affidavit, and others.
• Failure to provide any mandatory document may lead to disqualification.

Registered on National Treasury's Central Supplier Database (CSD). Tax compliant with SARS (provide PIN/TCS). Must attend compulsory briefing session. Bids must be delivered physically to the specified address by the deadline (28 July 2026, 12:00). Joint ventures/consortia require a signed agreement or letter of intent. Foreign suppliers must answer a tax questionnaire; may need local representation. Disqualification if listed on bid defaulters register or found colluding.

• Scope: Transport crushed coal from Vlakfontein Mine to various Eskom power stations for 36 months.
• Base delivery point is Kusile Power Station, but destination may change per Eskom requirements.
• Use 22-meter interlinked side tipper trucks capable of loading 32-34 tons.
• Service provider must maintain trucks per AEMFC standards and provide technical support vehicles for emergencies.
• Minimum truck requirements include safety equipment: yellow strobe light, reverse alarm, triangles, tarpaulin covers, reflective stripes, fleet ID stickers, fire extinguishers, and stop blocks.
• Prior to contracting, provide:
• Proof of tracking devices installed on trucks.
• Proof of insurance.
• Valid Rotran disc (A4) for Eskom truck certification.
• Consent for onboarding onto Eskom Coal Automation System (CAS).
• Service provider responsibilities:
• Comply with Eskom requirements, labour legislation, mine rules, traffic management.
• Provide own PPE, support services, maintenance records, 24/7 supervision, truck yard/workshop.
• Ensure truck drivers have Ton Trac training and access cards.
• Operate 24 hours per day, 7 days a week, including Sundays.
• AEMFC provides SHE rules, infrastructure, loaders, site induction, layout, shelter, ablutions, mobile PDS, and tarpaulin personnel.
• No overnight parking on mine; AEMFC not liable for damage or theft.

• AEMFC uses a five-step evaluation methodology: administrative responsiveness, technical threshold, price evaluation, negotiations, and award.

• Provide detailed reference letters signed on client letterhead for capacity and experience.
• Submit CVs for supervisor and maintenance artisans (diesel mechanics) with certified trade tests.
• Failure to provide documents results in zero points.

• Submit CVs and certified copies of diesel mechanic trade tests; uncertified copies result in zero points.
• Site inspection verifies trucks, yard, workshop, and support vehicles as per scope.
• Failure to provide access for verification results in zero points.

• Use the provided Pricing Schedule (Bill of Quantities) for 15 destinations.
• Quote in ZAR inclusive of VAT.
• Prices fixed for 12 months, then adjustable via PPI/CPI indices.
• Negotiations may occur if prices are not market-related.

• Submit pricing strictly using the provided Pricing Schedule (Bill of Quantities) for 15 destinations (e.g., Vlakfontein to Kendal, Kusile, Duvha, etc.).
• Quote prices in South African Rand inclusive of VAT. If not VAT-registered, submit proof of application to register.
• Prices must be kept firm and fixed for 12 months, thereafter adjustable using Producer Price Index (PPI), Seifsa, or Consumer Price Index (CPI) formula.
• Any disbursement not specifically priced will not be accepted.
• Deviation from pricing schedule may render bid non-responsive.
• If highest-scoring bidder's price is not market-related, AEMFC may negotiate with top three bidders or cancel the RFP.

• Mandatory Central Supplier Database (CSD) registration prior to bid submission. Submit CSD number and unique reference.
• Tax Compliance: Submit valid Tax Compliance Status (TCS) PIN from SARS or printed TCS. For consortia/joint ventures, each party must submit separate proof.
• B-BBEE: Submit a valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points.
• Submit SBD forms: SBD 1, SBD 4 (Declaration of Interest), SBD 6.1 (Preferential Procurement), SBD 9 (Certificate of Independent Bid Determination).
• Provide proof of authority to sign (e.g., company resolution).
• Annual Financial Statements: Submit 3 years of audited financial statements.
• Compliance with all applicable laws, including POPIA (Protection of Personal Information Act).
• Foreign suppliers must answer questionnaire; if no local presence, tax registration may not be required.
• Bidders listed on the register of Bid Defaulters or found colluding will be disqualified.

• Comply with Safety Health Environment (SHE) rules and procedures provided by AEMFC.
• Provide own Personal Protective Equipment (PPE).
• Ensure truck safety equipment: strobe lights, reverse alarms, fire extinguishers, stop blocks, etc.
• Adhere to mine traffic management rules.
• No overnight parking on mine; AEMFC not liable for damage or theft.

• Bid validity: 120 business days from closing; may be extended if evaluation not finalised.
• Confidentiality: All RFP information must be treated as confidential.
• Compliance: Service provider must comply with all applicable laws.
• AEMFC reserves rights to modify, reject, disqualify, cancel, or split the award.
• No reimbursement for preparatory costs.
• Legal review of proposals may lead to disqualification for material deviations.
• POPIA compliance required for personal information processing.

• Detailed scoring for functionality criteria:
• Capacity (20 points): Based on monthly coal transport volume (e.g., >35,000t = 20 points).
• Experience (15 points): Based on years in coal transportation (e.g., >5 years = 15 points).
• Trucks (15 points): Based on number of trucks available (e.g., >40 trucks = 15 points), with proof of ownership/lease and roadworthiness certificate.
• Reference letters must be signed on client company letterhead; failure results in zero points.
• Site inspection in Stage 2 for top bidders to verify trucks, yard, workshop, and support vehicles.