Supply and delivery of dental consumables for phelophepha healthcare trains (as-when-required basis, 3-Year contract)

Returnable Documents: Not explicitly listed. Bidders must submit all forms and supporting documents as specified in the tender invitation. Ensure completeness to avoid disqualification.

Evaluation based on weighted SLA KPIs (total 100%):

• Delivery Timelines (30%): On-time delivery per lead times (standard ≤10 days, emergency ≤24–48 hours, mobilisation ≤14 days).
• Order Accuracy (10%): Correct quantities, codes, pack sizes, and specifications.
• Packaging Compliance (10%): Manufacturer and SAHPRA/standards compliance.
• Shelf-Life Compliance (20%): ≥12 months remaining shelf life unless per manufacturer specs.
• Product Recall Readiness (10%): Initiate recall within 24 hours.
• Non-Conformance Resolution (10%): Corrective actions within 48 hours, written communication.
• Responsiveness (10%): 24-hour query/order response.

Rating Scale: 1 (Poor) to 5 (Excellent). Suppliers must demonstrate capability to meet all SLA requirements, including regulatory compliance and emergency response.

Delivery Requirements:

• On-time delivery of dental consumables per lead times:
• Standard orders: ≤10 working days.
• Emergency orders: ≤24–48 hours.
• Initial mobilisation: ≤14 calendar days.
• Order Accuracy:
• 100% accuracy in quantities, product codes, pack sizes, and specifications.
• Verified via delivery notes vs. orders placed.
• Packaging Compliance:
• Compliant manufacturer packaging.
• SAHPRA/Manufacturing Standards adherence.
• Shelf-Life Compliance:
• ≥12 months remaining shelf life on all products unless per manufacturer specs.
• Verified via delivery notes vs. signed order forms.
• Product Recall Readiness:
• Initiate recall notification within 24 hours (mock recall/incident testing).
• Non-Conformance Resolution:
• Corrective actions implemented within 48 hours.
• Written communication of measures within 48 hours.
• Responsiveness & Communication:
• 24-hour response to queries/orders via email/telephonic.

Regulatory Compliance:

• Products must comply with SAHPRA/Manufacturing Standards.
• Packaging must meet regulatory requirements.
• Shelf-life compliance: ≥12 months remaining unless per manufacturer specifications.

Scope: Supply and delivery of dental consumables for Phelophepha Health Care Trains I and II on an 'as when and required' basis for three (3) years. Delivery Locations: Multiple stations across all nine South African provinces, including but not limited to: Eastern Cape (e.g., Alicedale, Cookhouse, Cradock), KwaZulu-Natal (e.g., Newcastle, Ladysmith, Pietermaritzburg), Free State (e.g., Bloemfontein, Bethlehem), Mpumalanga (e.g., Mkhondo, Ermelo), Gauteng (e.g., Oakmoor, Randfontein), Limpopo (e.g., Mussina, Polokwane), Western Cape (e.g., Ashton, Darling), Northern Cape (e.g., Upington, Kimberley), and North-West (e.g., Rustenburg, Klerksdorp).

Evaluation is based on the following criteria:

• Legal: Must be a registered legal entity in South Africa with a valid registration number.
• B-BBEE: Must have a valid B-BBEE Verification Certificate and maintain it throughout the contract. Annual submission of B-BBEE status details is required by the beginning of March each year. Notify Transnet of any negative changes in B-BBEE status or corporate restructuring that may impact it.
• Financial: Must demonstrate financial capability to fulfill contract obligations. Prices are agreed upfront for the three-year duration, with adjustments negotiable two months prior to changes.
• Technical: Must have the capability to supply dental consumables meeting the specified technical, safety, and railway standards (per Schedule 1 and National Railway Safety Regulator Act).
• Compliance: Must comply with all applicable South African laws, including tax (Income Tax Act, VAT Act), labor (Occupational Health and Safety Act), environmental regulations, and POPIA (Information quality, openness, security safeguards, data subject participation).
• Integrity: Must adhere to the Transnet Supplier Integrity Pact, prohibiting fraud, corruption, and unethical practices.
• Subcontracting: Subcontracting more than 25% of the contract value requires the subcontractor to have an equal or higher B-BBEE status, unless subcontracting to an Exempted Micro Enterprise (EME).

Scope: Supply and delivery of dental clinic consumables and medical support items for the Phelophepa Health Care Trains on an as-and-when-required basis for 36 months.

Key requirements:

• Goods must comply with specifications in Schedule 1 of the Agreement and adhere to railway safety requirements under the National Railway Safety Regulator Act.
• Supply is controlled via Purchase Orders issued by Transnet, which form an inseparable part of the Agreement.
• Time is of the essence for performance; delays caused by Transnet may extend deadlines.
• Supplier must maintain all necessary licenses, permits, and certifications (e.g., B-BBEE, environmental, safety).
• Supplier must ensure Goods are procured, produced, packaged, delivered, and disposed of in an environmentally appropriate manner.
• Supplier must provide free access to premises for Transnet inspections, including calibrated equipment, test samples, and labor for testing.
• Defective or non-conforming Goods may be rejected, with the Supplier bearing replacement or remediation costs.

Quality and inspection requirements:

• Risk Management: Parties may meet within two weeks of Agreement signature to prepare and maintain a contract Risk Register. Monthly progress meetings review deliverables, costs, performance, and corrective actions.
• Inspection: Transnet reserves the right to inspect Goods at any stage before final acceptance. Supplier must provide free access to premises, calibrated inspection gauges, measuring/test equipment, test pieces, samples, and labor for tests.
• Non-Conformance: Transnet may issue a Non-Conformance Report (NCR) for Goods not meeting standards. Supplier must investigate and remedy within a stipulated timeframe.
• Rejection: Goods found defective can be rejected. Supplier bears all costs for replacement, remediation, transport, handling, storage, and customs duties (if applicable).

Pricing structure:

• Prices for the entire three-year duration are agreed upfront.
• Price adjustments may be negotiated no less than two months prior to any proposed change, based on market-related pricing, costs (labour, raw materials, transport), and specification changes.
• Supplier must keep full and accurate cost records in a Transnet-approved format, available for inspection and audit at all reasonable times.

Pricing and payment terms:

• Prices for the entire three-year duration are agreed upfront. Adjustments may be negotiated no less than two months prior to any proposed change, considering market-related pricing, costs (labour, raw materials, transport), and specification changes.
• All prices must be indicated inclusive and exclusive of VAT, payable at the applicable rate in ZAR.
• Supplier must keep full and accurate cost records in a Transnet-approved format, available for inspection and audit.
• Payment terms: Transnet pays within 30 calendar days after receipt of a valid month-end statement, undisputed Tax Invoices, and supporting documentation.
• Late payments: Supplier may charge interest at The Standard Bank of South Africa’s prime rate from the due date until payment.
• Retention of title: Supplier retains ownership of Goods until full payment by Transnet. Risk and benefit pass to Transnet upon delivery.
• Penalties: Non-compliance with Service Level Agreements (SLAs) incurs a 5% penalty on the Purchase Order value. Non-compliance Penalty Certificates are prima facie proof; disputes follow the Agreement’s resolution process. Penalties are payable within 10 Business Days of a valid Tax Invoice.

Mandatory compliance requirements:

• Legal: Registered legal entity in South Africa with a valid registration number.
• B-BBEE: Valid B-BBEE Verification Certificate required at bid stage and maintained throughout the contract. Annual submission of B-BBEE status details by the beginning of March. Notify Transnet of any negative changes or restructuring impacting B-BBEE status. Provide underlying B-BBEE data upon written request within 30 calendar days.
• Tax: Tax Clearance Compliance required for the duration of the Agreement. Must comply with all tax legislation (Income Tax Act, VAT Act, PAYE).
• Labor: Observe all South African labor legislation, including the Occupational Health and Safety Act. Ensure no discrimination, harassment, or victimization of employees.
• Environmental: Comply with all applicable environmental legislation. Demonstrate sound environmental performance with a policy ensuring environmentally appropriate procurement, production, packaging, delivery, use, and disposal of Goods. Provide details on waste disposal, recycling, and energy conservation (Green Economy/Carbon Footprint).
• Integrity: Adhere to the Transnet Supplier Integrity Pact, prohibiting fraud, corruption, bribery, and unethical practices. Report any unethical or unlawful conduct to Transnet.
• Subcontracting: Subcontracting requires Transnet approval. Subcontracting more than 25% of the contract value to a non-EME requires the subcontractor to have an equal or higher B-BBEE status. Supplier remains liable for subcontractor performance.
• Restricted Suppliers: Bidders on National Treasury’s List of Restricted Suppliers or Register of Tender Defaulters may be excluded. Transnet may cancel contracts if a Supplier is later restricted.
• POPIA: Demonstrate compliance with Information quality, openness, security safeguards, and data subject participation.

Health and safety obligations:

• Supplier must comply with all South African labor legislation, including the Occupational Health and Safety Act.
• Goods and services must comply with specifications in Schedule 1 and adhere to railway safety requirements under the National Railway Safety Regulator Act.
• Subcontractor engagement is subject to Transnet’s review of their capability to comply with railway safety requirements.
• Supplier must grant Transnet access to review safety-related activities and their coordination across its organization.

Environmental obligations:

• Supplier must comply with all applicable environmental legislation and regulations.
• Demonstrate sound environmental performance with a policy ensuring Goods are procured, produced, packaged, delivered, used, and disposed of in an environmentally appropriate manner.
• Supplier must have provided Transnet with details on its position regarding waste disposal, recycling, and energy conservation (Green Economy/Carbon Footprint) in its bid.

Key contractual terms:

• Dispute Resolution: Resolve disputes first via negotiation within 10 Business Days. Unresolved disputes are referred to the Arbitration Foundation of South Africa (AFSA) for arbitration in Johannesburg.
• Notices: Both parties must provide addresses for legal and commercial notices. Notices may be delivered by hand, fax, or email, with deemed receipt rules applying.
• Entire Agreement: This Agreement replaces all prior agreements and constitutes the whole agreement between the parties.
• Amendments: Changes must be in writing, signed by both parties, and added as an addendum following a formal Change Notice process.
• Governing Law: Agreement is governed by South African law, subject to South African courts.
• Restricted Suppliers: No award to bidders on National Treasury’s List of Restricted Suppliers or Register of Tender Defaulters. Transnet may cancel contracts if a Supplier is later restricted.

POPIA compliance requirements:

• Information quality: Ensure accuracy and relevance of personal information.
• Openness: Transparently communicate data processing practices to data subjects.
• Security safeguards: Implement measures to protect personal information from unauthorized access or disclosure.
• Data subject participation: Enable data subjects to access, correct, or delete their personal information as required by law.

• RFP Issue Date: 18 June 2026.
• Closing Date & Time: 10 July 2026 at 12:00 PM.
• Clarification Deadline: Submit clarification requests by 12:00 PM on 29 June 2026.
• No formal briefing session is scheduled.
• Results will be published on the National Treasury e‑tender portal and Transnet website within 10 days of award.

• Contact Person: Matlala Mabetlela.
• Telephone: 011 308 1284.
• Email: [email protected].
• Complaints (pre‑ or post‑closing): [email protected].
• All other enquiries must be directed to the above contact.

• Submit your bid electronically via the Transnet e‑tender portal (old system) at https://transnetetenders.azurewebsites.net.
• Each upload is limited to 30 MB; multiple uploads are permitted.
• The closing date is 10 July 2026 at 12:00 PM. Submit at least one day before to avoid last‑minute technical issues; late bids will not be accepted.
• All returnable documents listed in Section 5 must be completed, signed, stamped, dated and uploaded.
• Only one bid per bidder is allowed unless the RFP explicitly states otherwise.
• Your bid must remain valid for 180 business days from the closing date; Transnet may request an extension.
• For clarification, submit an RFP Clarification Request Form to Matlala Mabetlela by 12:00 PM on 29 June 2026.
• After the closing date, all communication must go to the same contact person; changes to your submission will not be considered.
• Collusion with other bidders or canvassing Transnet officials between closing and award will result in disqualification.

Evaluation is a three‑stage process:

• Stage 1 (Responsiveness): Check for on‑time submission, all returnable documents, valid SAHPRA licenses (wholesaler/distributor and for buying), tax compliance (TCS PIN/CSD), and a priced offer.
• Stage 2 (Technical Threshold): Minimum score of 80/100 required to proceed. Scored on:
• References (30 pts): Three contactable client references with detailed evidence (contract value > R1.5 million, dates from 2020 onward).
• Bank statements (15 pts): Three consecutive months showing a positive balance of R350 000 per month or an overdraft facility of R350 000.
• Quality Assurance (10 pts): ISO 9001 certificate.
• Execution plan (30 pts): Detailed plan covering lead times to provinces, order‑processing SOP, and stock‑management SOP.
• South African footprint (15 pts): Ability to deliver to 7‑9 provinces scores highest.
• Stage 3 (Final Scoring): Price is weighted 80 points, calculated using the formula PS = 80 × (1 − (Pt − Pmin)/Pmin). Specific goals (if applicable) carry 20 points.

• Scope: Supply and delivery of dental clinic consumables listed in the pricing schedule for the Phelophepa Health Care Trains I and II, on an “as‑when‑required” basis for 36 months.
• No substitutions or product deviations are allowed without prior written approval from Transnet.
• Product Requirements:
• Must strictly conform to the pricing schedule specifications, pack sizes and units of measure.
• Must be manufactured under certified quality systems (ISO 13485 and ISO 9001).
• Must include full traceability: manufacturer, country of origin, batch/lot number, expiry date, and regulatory registration number.
• Minimum shelf life at delivery: ≥ 12 months.
• Regulatory Compliance: Must comply with the Medicines and Related Substances Act, Medical Device Regulations (2017), National Health Act, and Occupational Health and Safety Act.
• Delivery & Logistics:
• Standard orders: ≤ 10 working days.
• Emergency orders: ≤ 24–48 hours.
• Initial mobilisation: ≤ 14 calendar days.
• Deliver to designated railway stations, depots or staging areas across all nine provinces.
• Each delivery must include a delivery note, batch traceability details and product verification documentation.
• Invoices will only be processed after the Dental Clinic Manager signs the delivery note.
• Inventory Management: Supplier must maintain buffer stock, prevent stock‑outs and provide monthly reports on stock availability, order fulfilment and supply risks.
• Packaging: Must be in original manufacturer packaging, suitable for long‑distance transport and mobile clinic storage conditions.
• Traceability & Recall: Maintain full batch traceability records; notify Transnet within 24 hours of a recall and execute recall within 24‑48 hours.
• Supplier Capability: Must demonstrate proven experience in oral healthcare consumables supply, multi‑provincial logistics capability, adequate warehousing infrastructure and financial capacity.
• Execution Plan: Must submit a detailed plan covering lead times to all provinces, an order‑processing SOP and a stock‑management SOP.

• Required documentation includes reference letters, organisational structure, operational footprint and financial documentation (Annexures L‑Q).
• An execution plan must be submitted, covering lead times to all provinces, an order‑processing SOP and a stock‑management SOP.
• Performance will be measured on delivery timelines, order accuracy, product compliance and responsiveness; Transnet may conduct audits, issue corrective actions or re‑allocate volumes.

• Proven experience in supplying oral‑healthcare consumables.
• Multi‑provincial logistics capability and adequate warehousing infrastructure.
• Demonstrated financial capacity (bank statements/overdraft facility).
• Key personnel qualifications and experience must be detailed in the bid (see Annexure L).

• Products must conform to pricing schedule specifications, pack sizes and units of measure.
• Must be manufactured under certified quality systems (ISO 13485 and ISO 9001).
• Full traceability required: manufacturer, country of origin, batch/lot number, expiry date and regulatory registration number.
• Pre‑dispatch checks: batch verification, inspection and quality control procedures.
• Non‑conforming products must be controlled and reported; Transnet reserves the right to conduct inspections and audits.

• Prices must be quoted in ZAR inclusive of VAT and follow the exact format of the pricing schedule; any deviation may be deemed non‑responsive.
• Itemised pricing must include all logistics and handling costs and reflect a clear multi‑year structure.
• Prices are firm for the first 12 months; adjustments for years 2 and 3 are permitted as per contract terms.
• Bids will be scored on price (80 points) using the formula PS = 80 × (1 − (Pt − Pmin)/Pmin).

• Pricing must be submitted in South African Rand, inclusive of VAT, using the exact format of the pricing schedule; any deviation may render the bid non‑responsive.
• Prices must be fully itemised and include all logistics and handling costs.
• A multi‑year pricing structure is required; quoted prices must be firm for the first 12 months and may be adjusted for years 2 and 3 as per contract terms.
• Minimum financial capacity: Provide three consecutive months of bank statements showing a positive balance of at least R350 000 per month, or an overdraft facility of at least R350 000 with a bank letter confirming availability of funds.
• For bidders with lower balances, a letter confirming a pending financing arrangement (minimum R150 000) is acceptable.
• Price evaluation carries 80 points, calculated using the formula PS = 80 × (1 − (Pt − Pmin)/Pmin).

• Tax Compliance: Submit a valid SARS Tax Compliance Status (TCS) PIN or CSD number; foreign suppliers without a South African entity are exempt.
• B‑B‑BEE: Provide a verified B‑B‑BEE status level certificate or a sworn affidavit (for QSEs/EMEs).
• CSD Registration: All bidders must be registered on the National Treasury Central Supplier Database (CSD) unless exempt.
• Legal & Security: The successful supplier must comply with all applicable laws, obtain any required security clearance (Confidential/Secret/Top Secret) and adhere to Transnet’s General Bid Conditions, Supplier Integrity Pact and Non‑Disclosure Agreement.
• Employment Equity Act: Compliance with Section 53 and related provisions is mandatory.
• Environmental & ESG: Transnet may request ESG information at any stage; this will be recorded but will not affect evaluation.
• Audits & Penalties: Transnet reserves the right to audit, issue corrective actions, terminate the contract for non‑performance, recover damages and restrict non‑compliant suppliers.

• All bid pages must be signed, stamped and dated by an authorised signatory.
• Standard confidentiality obligations and disclaimer clauses apply (see Annexures C and D).
• Clarifications must be submitted via the RFP Clarification Request Form by 12:00 PM on 29 June 2026.
• Complaints (pre‑ or post‑closing) should be directed to [email protected].
• Transnet may modify, cancel or award the contract at any time and may request audited financial statements or ESG information.

• Transnet requires a statement of the supplier’s environmental policy, covering waste disposal, recycling and energy conservation.
• ESG information may be requested at any stage; it will be recorded but will not affect the technical or price evaluation.

• Contract Duration: 36 months, subject to performance and budget availability.
• Penalties: Late delivery, non‑compliant products or other contractual breaches will attract penalties as per the Transnet Master Agreement (MSA) and Service Level Agreement (SLA).
• Termination: Transnet may terminate the contract for breach, non‑performance or failure to meet service standards.
• General Conditions: Refer to Annexure B (Transnet General Bid Conditions) and Annexure A (Master Agreement & SLA) for detailed terms.
• Confidentiality: All information must be treated as confidential; disclosure requires written Transnet approval.
• Legal Review: Contractual terms will be reviewed by Transnet’s legal counsel; material deviations may lead to disqualification.

The evaluation follows a three‑stage process: responsiveness check, technical threshold (minimum 80/100), and final weighted scoring (price 80 points, specific goals 20 points). Detailed scoring criteria for the technical threshold are provided in the main evaluation section.

Bidders must demonstrate the following to qualify:

• Capability to supply all 219+ listed dental consumables on an as-and-when-required basis.
• Compliance with medical/dental standards for all items (e.g., comparable to named brands like Steriwise, Septodont, 3M ESPE, GC, Kerr).
• Valid tax clearance certificate.
• B-BBEE certification (level not specified in document).
• Proven experience in healthcare supply, particularly for mobile or remote locations (e.g., Phelophepha Health Care Trains).
• Ability to deliver to train locations as required.

Scope: Supply and delivery of dental consumables for Phelophepha Health Care Trains I and II on an as-needed basis over three years.

Key categories and items:

• Disposables: Nitrile/latex examination gloves (all sizes), wooden tongue depressors, saliva ejectors (low/high volume), wiping tissues, paper towels.
• Sterilisation/Packaging: Self-sealing steri pouches (multiple sizes), sterilisation flat reels (paper/film, heat-seal), autoclave indicator tape/strips.
• Fluoride Products: Trays (large/medium/small), enamel pro-varnish, sodium fluoride gel, acidulated fluoride gel, silver diamine fluoride.
• Anaesthetics/Medicaments: Mepivacaine hydrochloride cartridges (3% plain), lidocaine hydrochloride cartridges (2% with adrenaline), haemostatic sponges, gingival retraction paste, alveolar dressing paste.
• PPE: Surgical face masks (earloop, latex-free), N95/FFP2 respirators, reusable face shield systems, patient bibs (chain/laminated), protective eyewear, lead aprons.
• Infection Control: Hand disinfectants (gel/spray, 500ml/100ml/5L), surface disinfectants (5L/750ml/500ml), ultrasonic solutions, cold sterilants, biocide sachets, alcohol wipes.
• Instruments/Accessories: Dental mirrors (handles/heads), probes, excavators, elevators, forceps (maxillary/mandibular, adult/child), scalers, burs (diamond/tungsten carbide), polishing equipment, handpieces (high/low speed), ultrasonic scaler units/tips.
• Radiography: Digital X-ray sensor barrier sleeves, imaging plates, film/sensor holder systems (anterior/posterior).
• Restorative Materials: Resin composites, glass ionomer cements (powder/liquid), bonding agents, flowable compomer, finishing/polishing strips/discs.
• Surgical Supplies: Sutures (chromic gut 3-0), scalpels, blades (No. 10/15), needles (27G/30G), sharps containers, medical waste bags/boxes (small/medium/large).
• Operatory Consumables: Cotton rolls/pellets/wool balls, pumice powder, prophy brushes/paste, mixing slabs, dappen dishes, kidney dishes, instrument trays.
• Equipment-Related: Handpiece lubrication spray/nozzles, suction system disinfectant, air polish handpieces.
• Patient/Operator Items: Toothbrushes (adult/child), plaque disclosing agents (liquid/tablets), caries indicator solution, patient protective eyewear.

Standards: All items must meet specified quality standards and be comparable to named brands (e.g., Steriwise, Septodont, 3M ESPE, GC, Kerr, Euronda, B Braun).

Quality and infection control requirements:

• Instrument cleaning: Bur cleaning brushes, hand instrument cleaning brushes.
• Hygiene: Hand disinfectants (gel/spray), surface disinfectants, ultrasonic solutions, cold sterilants.
• Sterilisation: Autoclave indicator tape and strips.
• Standards: All items must be comparable to specified brands (e.g., Steriwise, Pulpoflourane).

Pricing schedule requirements:

• Complete all 219 line items with unit prices in ZAR for Year 1, Year 2, and Year 3.
• Include delivery cost per km.
• List unconditional discounts separately.
• Specify 15% VAT applicability.
• Provide total prices exclusive and inclusive of VAT for each year, plus a grand total for three years.
• Cover all categories: gloves, PPE, instruments, medicaments, restorative materials, surgical supplies, and operatory consumables.

Pricing must be submitted via the provided schedule template with the following requirements:

• Structure: Unit prices in ZAR for Year 1, Year 2, and Year 3 for each of the 219 line items.
• Delivery: Include a line item for 'Delivery to the train' priced per km.
• Discounts: State any unconditional discounts separately.
• VAT: Clearly indicate 15% VAT applicability (exclusive and inclusive totals required).
• Totals: Provide a summary of total prices inclusive of VAT for each year and a grand total for all three years.
• Format: Use the exact columns: Item No, Description of Goods, Quantity Measure, Unit, Unit Price (Year 1), Unit Price (Year 2), Unit Price (Year 3).

Mandatory compliance requirements inferred from the document:

• Health & Safety: Supply of PPE (masks, respirators, face shields, eyewear, lead aprons), sharps containers, medical waste disposal systems (bags/boxes), and disinfectants.
• Infection Control: Provision of hand hygiene products (disinfectant gels/sprays), surface disinfectants, ultrasonic solutions, cold sterilants, and sterilisation indicators (autoclave tape/strips).
• Product Standards: All items must meet medical/dental standards and be comparable to specified brands (e.g., Steriwise, Septodont, 3M ESPE, GC, Kerr, Euronda, B Braun).
• Regulatory: Valid tax clearance and B-BBEE certification required (level not specified).

Health and safety requirements for supplied items:

• PPE: Surgical masks (latex-free), N95/FFP2 respirators, reusable face shield systems, protective eyewear, lead aprons.
• Waste Management: Sharps containers (5L/7L), medical waste bags/boxes (small/medium/large).
• Hygiene: Disinfectants (hand/surface), alcohol wipes, ultrasonic solutions, cold sterilants.
• Surgical Safety: Surgical instruments, blades, needles, and compatible brands (e.g., Euronda, 3M ESPE, B Braun).

Environmental and waste management requirements:

• Sharps containers (5L or 7L) for safe disposal of hazardous waste.
• Medical waste bags (small, medium, large) and boxes (small, medium, large) for clinical waste containment.
• Dental suction system disinfectant for safe handling of biological waste.
• All items must comply with medical waste disposal regulations.

The NDA does not specify tender eligibility or scoring criteria. These are expected in the main RFP document. However, the bidder must be a legal entity ('the Company') capable of signing and adhering to the NDA terms.

Confidentiality and data protection requirements under this NDA:

• Treat all Confidential Information as secret and do not disclose without written consent from Transnet.
• Use Confidential Information only for bid-related technical/commercial discussions or contract performance.
• Disclosure to internal Agents (e.g., employees, contractors) is permitted only if strictly necessary and if they are informed of confidentiality obligations. The bidder remains liable for any breaches by its Agents.
• Disclosure required by law is permitted but Transnet must be notified promptly.
• Maintain proper and secure storage of all Confidential Information and keep written records of its location and copies.
• Upon written demand from Transnet, return or destroy all Confidential Information within 7 days and provide a director-signed certificate of compliance.
• Comply with South African privacy protection under Section 14 of the Bill of Rights.
• Implement technical and organisational measures to prevent unauthorised data processing, loss, or damage.
• No use of Transnet’s name or bid-related information for publicity or marketing without prior written consent.

Bidder guidance: Sign and submit this NDA as part of the bid returnables. Ensure your organisation has data protection measures in place before accessing confidential tender information.

Non-Disclosure Agreement (NDA) terms between Transnet SOC Ltd (Disclosing Party) and the bidding Company (Receiving Party):

• Parties: Transnet SOC Ltd and the Company named in the RFP bid response.
• Definitions:
• Agents: Directors, officers, employees, contractors, sub-contractors, or any Group member.
• Confidential Information: Any business-related information shared for bid purposes, including derived data, specifications, or analysis.
• Exclusions: Publicly available information, lawfully pre-owned information, or information from non-confidential sources.

• Obligations:
• Treat all Confidential Information as secret and do not disclose without written consent.
• Use information solely for bid-related technical/commercial discussions or contract performance.
• Disclosure to Agents is permitted only if strictly necessary and if they are bound by confidentiality.
• Bidder remains liable for breaches by its Agents.
• Legal disclosure is allowed but requires prompt notification to Transnet.
• Report any unauthorised use or breach immediately and take corrective action if requested.

• Information Ownership:
• All Confidential Information remains Transnet’s property.
• No intellectual property rights are transferred by disclosure.

• Records and Return:
• Store Confidential Information securely and maintain written records of its location and copies.
• Return or destroy all Confidential Information within 7 days of a written demand from Transnet.
• Provide a director-signed certificate of compliance upon request.

• Announcements:
• No public announcements or disclosures about the bid without prior written consent.
• Do not use Transnet’s name for publicity or marketing without consent.

• Duration: Obligations survive contract termination and continue for 5 years.
• Principal Status: Both parties act as principals, not agents, and are responsible for their own costs.
• Privacy and Data Protection: Comply with Section 14 of the Bill of Rights and implement measures to prevent unauthorised data processing.
• General Provisions:
• Assignment requires prior written consent (Transnet may assign to Group members).
• No waiver of rights through delay or inaction.
• Severability applies if any clause is invalid.
• Modifications require a written agreement signed by authorised representatives.
• No partnership, joint venture, or agency is created.
• Governed by South African law with exclusive jurisdiction of South African courts.

Bidder guidance: Sign and submit this NDA as part of the bid returnables. Ensure your organisation has robust data protection measures in place.

• For clarification before the closing date, direct queries to the contact person listed in the RFX document, using the stipulated method.
• After the closing date, communicate only with the Chairperson of the relevant Bid Preparation and Evaluation Committee.

• Submit your bid no later than the closing date and time specified in the bid documents. Late bids will not be considered.
• Complete all bid documents in their entirety, using non-erasable ink.
• Deliver the bid in a sealed envelope with the bid number and subject marked on the front, and your return address on the reverse side.
• Use only the official bid forms and formats issued by Transnet. Non-compliance may result in rejection.
• Submit all mandatory returnable documents listed in the RFX documents. Failure to submit mandatory ones will result in disqualification.
• If samples are required, mark them with your name, address, bid number, and item number, and ensure they arrive by the closing date. Failure to submit samples by the due date may result in the rejection of a bid.
• All alterations made by the Respondent to its Bid price(s) prior to submission must be done by deleting incorrect figures and words and inserting the correct ones. All such alterations must be initialled by the person who signs the Bid Documents. Failure to observe this requirement may result in the particular item(s) concerned being excluded in the award.

• Submit your bid no later than the closing date and time specified. Late bids will not be considered.
• Complete all bid documents in their entirety, using non-erasable ink.
• Deliver in a sealed envelope with bid number and subject on front, return address on reverse.
• Use only official Transnet bid forms and formats. Non-compliance may result in rejection.
• If insufficient space, submit additional information on your letterhead, duly cross-referenced.
• Submit all returnable documents listed in the RFX documents. Failure to submit mandatory ones results in disqualification.
• If samples are required, mark them with your name, address, bid number, and item number, and ensure they arrive by the closing date. Failure may lead to rejection.
• Transnet may retain samples; no payment is made for successful bidder's samples retained for quality checking.
• Unsuccessful bidders may collect their samples at their own risk and cost if Transnet does not retain them.

• Bidders must not be listed on National Treasury’s Register of Tender Defaulters or List of Restricted Suppliers.
• Bidders must be legally registered entities (e.g., companies, close corporations, partnerships, or individuals trading under a trade name).
• Full names of directors, members, partners, or individuals must be provided in the bid.
• Foreign bidders must submit bids directly or through a duly authorized South African representative/agent.
• Written proof of authorization must be provided for representatives/agents.
• Foreign bidders must appoint a South African representative empowered to sign contracts and act on their behalf.
• Power of Attorney must comply with South African legal requirements (Rule 63 of the Uniform Rules of Court).
• Payment details for foreign bidders must specify whether funds should be transferred to a South African bank account or to a local agent.
• Bidders must be financially capable of providing security (e.g., Deed of Suretyship) if required.
• Bidders must be able to handle potential currency fluctuations if payments involve foreign exchange (Transnet prefers Rand-based agreements).

• Goods supplied must be NEW (unused, not second-hand or reconditioned), unless otherwise stipulated.
• Copyright of plans, drawings, and specifications compiled for the contract is governed by the Intellectual Property Rights section of the Terms and Conditions.
• You must tender strictly in accordance with Transnet's supplied drawings/specifications unless officially notified of amendments.
• If required, submit your own drawings before the bid closing time and date; non-receipt may disqualify the bid.
• For goods/services quoted against foreign specifications (other than British/American standards), submit translated copies and detail any departures in a covering letter. Non-compliance may result in disqualification.

• Quote prices on a Delivered Duty Paid (latest ICC Incoterms) basis to the delivery point specified by Transnet. Bids on any other delivery basis are liable for disqualification.
• For local supplies (manufactured/produced/assembled in RSA or imported stocks held in SA), quote on a Delivered RSA named destination basis.
• For imported supplies, quote on a Delivered Duty Paid basis to end destination in South Africa.
• Lead time for delivery must include all non-working days, holidays, and periods for stocktaking or plant repairs.
• All monetary amounts in your bid must be in South African Rand (ZAR), unless specifically permitted otherwise.
• Prices quoted subject to confirmation will not be considered.
• All alterations to bid prices must be made by deleting incorrect figures and inserting correct ones, initialled by the signatory.
• If remitting overseas, Transnet can pay directly to your foreign principal/manufacturer if requested. Provide details in the Exchange and Remittance section.
• Transnet prefers Rand-based agreements and suggests you consider forward exchange cover for foreign currency portions.
• South African Reserve Bank approval is needed for foreign currency payments.
• Transnet will not recognise price adjustment claims for increases arising after the agreed delivery date.
• Transnet may request a pro-forma invoice/tax invoice for VAT compliance.
• Delete any bid items you are not tendering for or whose price is included elsewhere.
• VAT must be included in prices for local supplies and shown separately on the Tax Invoice.
• For foreign services rendered through a SA provider, the provider's invoice for the local commission must show VAT separately.
• You may submit alternative payment/financing proposals, but you must first tender strictly according to the Terms and Conditions.
• The successful bidder may be required to furnish a guarantee covering any advance payments.
• Conditional discounts: the period starts from Transnet's receipt of your correct month-end statement and Tax Invoice.

• All monetary amounts in your bid must be in South African Rand (ZAR), unless specifically permitted otherwise in the RFP.
• Prices quoted subject to confirmation will not be considered.
• Quote prices on a Delivered Duty Paid (latest ICC Incoterms) basis to the delivery point specified by Transnet, unless stated otherwise. Bids on any other delivery basis are liable for disqualification.
• For local supplies (manufactured/produced/assembled in RSA or imported stocks held in SA), quote on a Delivered RSA named destination basis.
• For imported supplies, quote on a Delivered Duty Paid basis to end destination in South Africa.
• Lead time for delivery must include all non-working days, holidays, and periods for stocktaking or plant repairs.
• VAT must be included in prices for local supplies and shown separately on the Tax Invoice.
• You may submit alternative payment or financing proposals, but you must first tender strictly according to the Terms and Conditions of Contract.
• The successful bidder may be required to furnish a guarantee covering any advance payments.
• Conditional discounts: the discount period starts from Transnet's receipt of your correct month-end statement and Tax Invoice.

• You must hold your bid valid for acceptance within the requested validity period after the closing date. Transnet may request an extension, during which you cannot change your bid unless due to the extension itself.
• A non-refundable fee may be charged for bid documents, but they are also available free on the National Treasury eTender Portal.
• If you are a company, state full director names. If a close corporation, state member names. If a partnership or individual trading under a trade name, state full partner or individual names.
• Foreign bidders or their SA agents must provide written proof of authorisation. A successful foreign bidder's SA agent must provide a Power of Attorney complying with Rule 63 of the Uniform Rules of Court.
• No bid will be awarded to any bidder listed on the National Treasury Register of Tender Defaulters or List of Restricted Suppliers. Transnet reserves the right to cancel awards if restriction is discovered later.
• The successful bidder, if required, must provide security via a Deed of Suretyship from an approved South African financial institution, within 30 calendar days of acceptance.
• The contract is governed by South African law. Foreign bidders must name an authorised SA representative in their bid.
• Transnet does not guarantee purchase quantities, but the successful bidder must supply all quantities ordered before the contract expires.
• Transnet accepts no liability for materials you specially order or carry to meet potential contract requirements.
• Estimated quantities are for planning only; Transnet reserves the right to order only what it operationally needs.

• The successful bidder, if required, must provide security for contract fulfilment via a Deed of Suretyship from an approved South African financial institution.
• You may submit alternative payment or financing proposals, but you must first tender strictly according to the Terms and Conditions.
• The successful bidder may be required to furnish a guarantee covering any advance payments.
• Transnet does not guarantee purchase quantities, but the successful bidder must supply all quantities ordered before the contract expires.
• Transnet accepts no liability for materials you specially order or carry to meet potential contract requirements.
• Estimated quantities are for planning only; Transnet reserves the right to order only what it operationally needs.
• Delivery periods are governed by the Terms and Conditions of Contract.

• Key definitions: Bid (your proposal), Bid Documents (RFP/RFQ), Goods/Services (as specified by Transnet), Respondent (bidder), Supplier (successful bidder).
• All bids and subsequent contracts are subject to Transnet's General Bid Conditions.
• A non-refundable fee may be charged for bid documents, but they are also available free on the National Treasury eTender Portal.
• You must hold your bid valid for acceptance within the requested validity period. Extensions may be requested, during which you cannot change your bid unless due to the extension.
• Unauthorised communication with other bidders or Transnet officials during the evaluation period may lead to disqualification.
• If you are a company, state full director names. If a close corporation, state member names. If a partnership or individual trading under a trade name, state full partner or individual names.
• Imported goods may require an export licence from the country of origin; your manufacturer or agent must apply if needed.
• Foreign bidders or their SA agents must provide written proof of authorisation. A successful foreign bidder's SA agent must provide a Power of Attorney complying with Rule 63 of the Uniform Rules of Court.
• No bid will be awarded to any bidder listed on the National Treasury Register of Tender Defaulters or List of Restricted Suppliers.
• In case of conflict between these General Bid Conditions and the issued RFX document, the RFX document conditions prevail.

• After the closing date, all communication must be directed only to the Chairperson of the Bid Preparation and Evaluation Committee.