Weather forecasting services for TRANSNET freight rail (trim) – 3-Year RFP

Bidding procedure / technical enquiries:

• Contact: Patricia Chauke
• Telephone: 011 584 0623
• Email: [email protected]

Briefing attendance confirmation:

• Contact: Tshegofatso.Shaku
• Email: [email protected]

Post-closing communication (BEC chairperson):

• Contact: Prudence Nkabinde
• Telephone: 011 584 0821
• Email: [email protected]

Complaints:

• Email: [email protected]

Submission portal:

• https://transnetetenders.azurewebsites.net

Submission method: Transnet e-Tender Submission Portal at https://transnetetenders.azurewebsites.net

• Each bidder must register its own profile using its own company details and submit through that profile. Submitting through another company's profile is grounds for disqualification, even for a subsidiary or holding company.
• Joint ventures: any JV party may submit through its own registered profile on behalf of the JV.
• Upload limit: 30 MB per upload; multiple uploads are permitted.
• Upload bids at least a day before closing to allow time to resolve technical issues; Transnet accepts no liability for bidder connectivity or bandwidth problems.
• Late submissions are not accepted.
• Sign, stamp and date the bottom of every page before uploading. Signatories must be legally authorised.
• All returnable documents listed in Section 5 (Proposal Form and List of Returnable Documents) must be returned with the proposal.

Returnable forms and documents (at least, as listed in the schedule):

• SBD 1 (Invitation to Bid): captures bidder and contact details, and is signed as the offer cover page.
• Section 5 Proposal Form and List of Returnable Documents.
• Section 6 RFP Declaration Certificate of Acquaintance & Breach of Law Form.
• Section 7 RFP Declaration and Breach of Law Form.
• Section 8 RFP Clarification Request Form.
• Section 9 Specific Goals Points Claim Form.
• Section 10 Certificate of Attendance of the Non-Compulsory RFP Briefing.
• Section 11 Job Creation Schedule.
• Section 12 Protection of Personal Information.
• Annexure A Master Service Agreement, Annexure B Schedule of Requirements, Annexure C General Bid Conditions, Annexure D Supplier Integrity Pact, Annexure E Non-Disclosure Agreement, Annexure F Physical Site Visit Business Address Questionnaire.
• Annexure L TRIM Rail Map and Annexure M TRIM ICT Standards V2.
• Safety pack annexures G, H, H1, I, J and risk pack annexure K.

Disqualification risks:

• Late submission, unsigned or incomplete returnable documents.
• Bids not uploaded against the correct tender reference.
• Material deviation from Transnet's standard terms and conditions may result in disqualification.
• Prohibited canvassing of Transnet officers or employees between closing and award.
• Collusion with other bidders leads to automatic disqualification and potential restriction from doing business with organs of state.

Evaluation is staged, and each stage must be passed before proceeding to the next. Transnet may run stages in parallel, but passing one stage does not guarantee passing earlier stages.

Stage 1 – Administrative and Substantive Responsiveness (pass/fail):

• Bid lodged on time, all returnable documents completed and returned by closing, bid signed by authorised person, priced offer completed in full in all line items, and material compliance with the scope.
• Must pass this stage to proceed.

Stage 2 – Minimum Thresholds: Functionality/Technical evaluation – minimum threshold 70 points.

• Technical criteria are weighted out of 70 points.
• Bidders must score at least 70/70? (the threshold is 70 points, but the table shows 70 points as the maximum for functionality/technical, so the minimum threshold is effectively all available points).

• Physical site visit may be conducted.

Stage 3 – Weighted scoring out of 100:

• Price: 80 points.
• Specific Goals: 20 points.
• Negotiation or best and final offer may be applied if applicable.

Technical evaluation criteria (with points) include:

• Portal (5 points): web-based GIS system hosting forecasts, real-time data, and reporting.
• Operational Requirements – Forecast (5 points): Robot System (Green/Yellow/Red) for train impact, alignment to TRIM Rail Track Route Demarcation, SMS/email distribution, and standard printed forecast reports.
• Operational Requirements – Storms (7.5 points): rain gauge capability, storm detection and display in polygons, flooding models, severity ranking.
• Operational Requirements – Meteorologist/Forecaster Services (5 points): recognised meteorology qualifications (minimum 3 staff), 24/7 availability, rostering methodology.
• Operational Requirements – Instruments (4 points): data accuracy maintenance per WMO-No. 544, calibration methodology.

Minimum qualifying score: 70 points for the technical stage.

Scope: provision of weather forecasting services for Transnet Freight Rail's Rail Infrastructure Manager (TRIM) nationally, for three years.

Core services and deliverables:

• Web-based Geographical Information System (GIS) weather monitoring portal providing credible short, medium and long-term forecasts, meteograms (temperature, rain, wind speed), hourly and 7-day forecasting.
• Real-time weather monitoring (nowcasting) covering temperature, storms (via polygons), rain accumulation, flooding/flash flooding, lightning, tornadoes, tropical cyclones, and winds.
• Disseminate adverse weather alerts and forecasts to TRIM personnel via SMS and email, aligned to TRIM rail track route demarcation.
• Provide pre- and post-activity weather reports (ad hoc and scheduled).
• Use the Robot System (Green, Yellow, Red) to communicate train-impact risk.
• Issue standard documented and printed forecast reports aligned to train driver routes.
• Detect, classify and display storm activity polygons superimposed on rail tracks; forecast storm direction and arrival times; rank severity.
• Detect and display actual temperatures, wind speed and direction against rail track, with alerts exceeding TRIM thresholds.
• Lightning detection and display, including audible lightning alerts for 114 manned operations yards (province breakdown provided: Eastern Cape 5, Free State 11, Gauteng 32, KwaZulu-Natal 17, Limpopo 7, Mpumalanga 16, North West 5, Northern Cape 10, Western Cape 11).
• Detect and display severe weather systems: tornadoes, tropical cyclones, tropical depressions.
• Provide 24/7 meteorologist/forecaster services to advise TRIM on impending destructive weather, with the ability to provide route-specific worded forecasts.
• Forecast reporting to conform to TRIM location standards (train driver routes, origin-destination pairs, train control views).
• Display marine and intercontinental weather systems.
• Portal upgrades and updates at TRIM's request.
• Training: develop and deliver e-learning modules (basic meteorology and portal operation) in conjunction with Transnet Academy; both modules become Transnet's intellectual property.
• Provide live weather parameters via API for integration with TRIM ICT systems.
• Flood detection and monitoring system for 13 high-risk operational areas in Durban (ad hoc installation and service): water level sensors, visual surveillance cameras, elevated weather station, centralised data visibility, configurable thresholds, automatic alerts, audible alarm devices within 10 km radius, wireless technology.
• Meteorological instrumentation requirements:
• Thermometer: -20 °C to +50 °C.
• Anemometer (wind speed): 1 km/h to 220 km/h.
• Anemometer (wind direction): 0° to 360°.
• Rain gauge: 0 mm/hr to 300 mm/hr minimum.
• Lightning detection network: 2 m to 30 km radius.
• Instruments must be self-powered (or supplier provides alternative power; TRIM supplies no power).
• All instruments must use wireless communication (TRIM provides no communication infrastructure or services).
• Supplier responsible for security and insurance of all installed equipment.
• Provision of climate data and ad hoc weather reports to TRIM.
• Green economy / carbon footprint: submit entity's policies on waste disposal, recycling and energy conservation.

The bid must demonstrate a proper process for maintaining and verifying data accuracy, using Manual on GOS, WMO-No. 544 as a guideline, and a calibration methodology for all instruments. A rostering methodology is required to fulfil TRIM's 24/7 meteorologist availability requirements.

The bidder must provide evidence of capability and proof for each technical criterion. Recognised meteorology qualifications (minimum of 3 qualified personnel) are required for personnel intended to be TRIM's point of contact, supporting 24/7 services.

The pricing schedule (Section 4) must be completed in full for all line items; a priced offer is a requirement of administrative responsiveness. Rain gauge capability must cover at least 1 mm/hr to 300 mm/hr.

Pricing format: priced offer must be completed in full in all line items (Section 4 – Pricing and Delivery Schedule).

No bid security, performance bond, guarantee, or retention percentages are stated in the available document.

Payment terms: not stated in the available text.

Financial capacity: Transnet may request audited financial statements or other documentation for due diligence purposes.

Bid validity: 180 business days from closing date. Bidders must be prepared to extend validity at the same terms if evaluation is not finalised; failure to respond to an extension request excludes the bidder.

Prices must remain valid; no changes to bid rates are accepted after closing date or after award unless the contract specifically provides for it.

Mandatory registrations and compliance:

• Central Supplier Database (CSD) registration is required; only foreign suppliers with no local registered entity are exempt. Registration at https://secure.csd.gov.za/.
• Tax compliance: submit a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. Unincorporated consortia, joint ventures and subcontractors must each submit a separate TCS certificate, PIN or CSD number.
• Successful bidder's tax matters must be in order, or satisfactory arrangements made with SARS.
• B-BBEE: submit a B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs).
• Employment Equity Act compliance, including Section 53.
• Security clearance: the successful respondent, its personnel and subcontractors may be required to obtain security clearance to CONFIDENTIAL/SECRET/TOP SECRET level; obtaining this clearance is the bidder's responsibility.
• Legal review: a material deviation from Transnet's standard terms may result in disqualification.
• Joint ventures/consortia: submit a signed JV or consortium agreement stating percentage split and responsibilities, and be evaluated on a consolidated B-BBEE scorecard.

If any required compliance detail is not provided (e.g. CSD number, B-BBEE status), the bid may be invalid.

The successful bidder must comply with the safety annexures: Safety-BBD8210 (Annexure G), Health and Safety Questionnaire (Annexure H), Health and Safety Assessment (Annexure H1), HS Cost Breakdown (Annexure I), and the TRIM Health and Safety Specification for Weather Forecasting Services (Annexure J). Bidders must complete and return the safety questionnaires as part of the bid. The supplier is responsible for ensuring the security and insurance of all equipment installed under the service.

Bidders must submit details of their entity's policies on environmental commitments, including waste disposal, recycling, and energy conservation. ESG information may be requested for record and analysis purposes, but is not used for evaluation or disqualification.

Contract term: three (3) years. The successful bidder will be bound by the Master Service Agreement (Annexure A) and Transnet's General Bid Conditions (Annexure C). Transnet may cancel the contract and request National Treasury to restrict the supplier for up to 10 years if a contract was awarded on incorrect information. Transnet may award to the next ranked bidder at the same price if the preferred bidder fails to sign or start work. Confidentiality obligations apply; written approval is required to divulge any information related to the contract. All information related to the contract must remain confidential during and after the contract.

Evaluation is staged: Stage 1 administrative/substantive responsiveness (pass/fail); Stage 2 functionality/technical minimum threshold of 70 points; Stage 3 weighted scoring – price 80 points, specific goals 20 points. A physical site visit may be conducted. Stages may run in parallel, but passing one stage does not guarantee passing earlier stages.