Supply and delivery of 10,000 security pocketbooks and 1,000 visitor register books to TRANSNET (trim) gauteng

Returnable documents: Annexure B (Standard Terms and Conditions of Contract) must be completed, signed and returned with the quotation. The contract number is TRIM/2026/07/1644/8393/RFQ. Submission method and address are not stated in this document.

Bidders must not appear on the Register of Tender Defaulters or the National Treasury's List of Restricted Service Providers. Subcontracting is limited: no more than 25% of contract value may be subcontracted to an enterprise without an equal or higher B-BBEE status level, unless it is an Exempted Micro Enterprise (EME). The service provider must observe the Transnet Supplier Integrity Pact. Cession of payment rights requires prior written approval and is restricted to transfers to FSPs or State Institutions.

Supply and delivery of 10 000 security pocket books and 1 000 visitor register books to the Transnet (TRIM) facility in Gauteng province. Contract period: three (03) months.

Services must conform to Transnet standards, specifications and requirements. Non-conformance may result in a Non-Conformance Report (NCR) directing the service provider to investigate and remedy the issue within a stipulated timeframe. Failure to comply may lead to further conditions or termination of the order.

Payment terms: 30 days from date of receipt by Transnet of a month-end statement, unless otherwise agreed in writing. Prices specified in an order cannot be increased. Payment is made against an original undisputed tax invoice, supporting documentation and month-end statement.

The service provider must comply with Transnet's health and safety, security and system security rules while on Transnet's premises. Personal information must be processed in accordance with POPIA, including safeguards against unauthorised access, and breach notification obligations.

Standard terms and conditions of contract including: sole agreement, conformity with order, delivery and title, price and payment, proprietary rights liability, proprietary information, protection of personal information, publicity, non-conformance of goods/services, termination of order, access, warranty, insolvency, subcontracting, payment to sub-contractors, cessions and assignments, supplier integrity pact, database of restricted service providers, notices, law, general, and counterparts.

Services must conform strictly to the order and be fit for purpose and of satisfactory quality. No specific evaluation criteria are stated in this document.

Closing date: 16 October 2026 at 10:00 AM.

Clarification deadline: 09 October 2026 at 10:00 AM (queries by email).

No formal briefing session will be held.

No formal briefing session will be held. Respondents with queries should email the contact person before the closing date.

Enquiries:

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

Complaints:

• Email: [email protected]

Submission portal: https://esupplierportal.transnet.net/portal/

Submission method: Transnet e-Tender Submission Portal (https://esupplierportal.transnet.net/portal/).

• Register or sign in on the portal, log an intent to bid, then upload bid documents against the tender.
• Upload limit: 30 MB per upload; multiple uploads allowed.
• Submit at least one day before closing to avoid technical issues; late submissions are not accepted.
• Each company must submit under its own registered profile; submitting through another company's profile leads to disqualification.
• Joint ventures may submit through any party's profile.
• All pricing must be completed electronically on the portal; paper pricing schedules are not accepted.

Returnable documents (all must be signed, stamped and dated):

• Mandatory: Section 4 Quotation Form (completed on the e-portal).
• Used for scoring: proof of B-BBEE Level 1 or 2; proof of 30% Black Women Owned Entities; reference letters/award letters/purchase orders for previous experience; commitment letter for delivery lead time; data sheets for pocketbooks and visitor register books.
• Essential: Tax Clearance Certificate or TCS PIN; SBD1 Form; Section 3; Section 5 (RFQ Declaration, Certificate of Acquaintance and Breach of Law Form); Section 6 (Specific Goals Points Claim Form); Section 7 (Protection of Personal Information); CSD registration report; Annexures A–E.

Disqualification risks:

• Missing any mandatory returnable document by closing date and time.
• Late submission, regardless of reason.
• Pricing not submitted electronically or deviating from the required format.
• Submitting through another company's profile.

Evaluation stages:

• Step 1: Administrative and Substantive Responsiveness – must pass (on-time submission, all returnable documents, signed bid, priced offer, material compliance with scope).
• Step 2: Technical/Functionality – minimum qualifying score 80 out of 100. Criteria: Previous Experience (25), Project Delivery Lead Time (25), Technical Requirements for Pocketbooks (25), Technical Requirements for Visitor Register Books (25).
• Step 3: Final weighted scoring – Price (80 points) and Specific Goals (20 points).
• Step 4: Price negotiations if price not market-related (sequential with highest, then 2nd, then 3rd ranked bidders).
• Step 5: Award of business and conclusion of contract.

Price scoring formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin is the lowest acceptable bid price.

Specific goals (20 points):

• B-BBEE Level 1 or 2: 10 points.
• 30% Black Women Owned Entities: 10 points.
• Non-compliant or B-BBEE Level 3–8: 0 points.

Scope: Supply and delivery of 10,000 security pocketbooks and 1,000 visitor register books to Transnet (TRIM) facility in Gauteng Province, for a period of three (03) months.

Pocketbook technical requirements (10 requirements):

• Size: Length 13.5 cm × Width 9.5 cm × Height 0.5 cm.
• Number of pages: 70.
• Cover colour: Blue.
• Front cover: Transnet Rail Infrastructure Manager (TRIM) logo.
• Imprint on last page: Section 20, 22.40 of the Criminal Procedure Act (for Transnet Peace Officer Status).
• Imprint on last page: Statement Taking Form.
• Imprint on front pages: Full Act in Criminal Matters Amendment Act.
• Imprint on front pages: Legal Succession Act 9/1989 section 12 1(a)–(t).
• Imprint on front pages: Powers of Arrest.
• Imprint on back pages: Statement Pro forma.

Visitor register book technical requirements (10 requirements):

• End paper + binder: front end paper glued on pocket/fly leaf.
• Material: Brown kraft cover, uncoated, fibrous texture.
• Size: Same as book pages, trims flush.
• Finish: Unprinted, no coating.
• Glue: Must be strong for 200 pages.
• Carbonless NCR page: White original and yellow copy.
• Type: NCR (No Carbon Required) self-copying paper.
• Colour: Yellow (CB/CFB – Coated Back/Coated Front and Back).
• GSM: 80–85 gsm CB for top white sheet, 80 gsm CFB for yellow middle sheet.
• Layout: Identical to white page – same fields, declaration table, POPIA notice, signatures.
• Serial number: Pre-numbered, must match white original.

Security features:

• Perforation 10 mm from left edge for tearing out visitor copy.
• Copy watermark: light print on yellow sheets (duplicate copy).
• Serial numbers must be identical across both copies for audit purposes.

Technical requirements for pocketbooks: size 13.5cm x 9.5cm x 0.5cm, 70 pages, blue cover, TRIM logo, specific imprints (Criminal Procedure Act sections, Statement Taking Form, Criminal Matters Amendment Act, Legal Succession Act, Powers of Arrest, Statement Pro forma). Visitor register books: end paper and binder specifications, NCR paper (white original, yellow copy), security features (perforation, watermark, serial numbers).

Bidders must submit reference letters, award letters, or purchase orders from previous customers for supply and delivery projects, on official letterhead and signed by a person with Delegation of Authority (DOA) or duly authorised. A commitment letter confirming project completion within three months or less is required, on the bidding company's letterhead and signed by a duly authorised person.

Pricing must be completed electronically on the Transnet e-supplier portal. Prices quoted in South African Rand inclusive of VAT, delivered to nominated destination. Delivery lead time to be stated. Price negotiations may occur if price is not market-related. Discounts only considered if unconditional.

Pricing must be completed electronically on the Transnet e-supplier portal.

• Prices quoted in South African Rand, inclusive of VAT.
• Basis: delivered to nominated destination.
• Delivery lead time to be stated from date of purchase order.
• Any disbursement not specifically priced will not be accepted.
• Pricing must follow the provided schedule exactly; deviation leads to disqualification.
• Discounts only considered if unconditional.
• Transnet may negotiate a market-related price if the highest-scoring bid is not market-related; if no agreement, the RFQ may be cancelled.
• No bid security, bonds, or guarantees are specified.

CSD registration: Proof of registration on National Treasury Central Supplier Database (CSD) required; foreign suppliers with no local entity exempt.

Tax compliance: Valid SARS Tax Compliance Status (TCS) PIN or certificate required; for consortia/JVs, each party must submit separate proof.

B-BBEE: Proof of B-BBEE status required for specific goals scoring – Level 1 or 2 (10 points) and 30% Black Women Owned Entities (10 points). Acceptable evidence: B-BBEE certificate, sworn affidavit, or CIPC certificate; consolidated scorecard accepted for JVs.

Employment Equity Act: Bidders must comply with applicable requirements, including Section 53.

Security clearance: Successful bidder, its personnel, and subcontractors may be required to obtain security clearance to CONFIDENTIAL/SECRET/TOP SECRET level.

Legal compliance: Full compliance with all applicable national and local laws.

No collusion: Bidders found in collusion will be disqualified and restricted from doing business with organs of state.

No listing on Register for Tender Defaulters or List of Restricted Suppliers.

Preference points for B-BBEE status level (Level 1 or 2) and 30% Black Women Owned Entities. Proof required: B-BBEE certificate, sworn affidavit, or CIPC certificate. Non-compliant or Level 3-8 contributors receive 0 points. Consolidated scorecards accepted for JVs.

Transnet may request information on Environmental, Social and Governance (ESG) standing at any stage; this information is for record and analysis only and will not affect evaluation or disqualification.

Contract duration: Three (03) months from award.

Validity period: 180 business days from closing date; bidders may be asked to extend validity.

Transnet reserves the right to modify scope, cancel the RFQ, split the award, validate information, request audited financial statements, and cancel the contract for incorrect information.

If the preferred bidder fails to sign or commence, Transnet may award to the next ranked bidder at the quoted price.

Successful bidder must keep all returnable documents valid for the contract duration; failure to renew may lead to immediate termination.

Legal review: Proposals subject to review and acceptance/rejection of contractual terms by Transnet's Legal Counsel.

Security clearance may be required to CONFIDENTIAL/SECRET/TOP SECRET level.

Disclosure of contract information on National Treasury e-Tender portal and JSE Debt Listing Requirements.

DPIP/FPPO disclosure required; Transnet will not transact without governance protocols and risk assessment.

A sample of materials must be presented after Letter of Award; if not in line with TRIM Technical Specifications, the LOA may be revoked.

Validity period of 180 business days from closing date. Bidders may be asked to extend validity. Disclosure of contract information on National Treasury e-Tender portal and JSE Debt Listing Requirements. DPIP/FPPO disclosure required. Security clearance may be required to CONFIDENTIAL/SECRET/TOP SECRET level.

Evaluation stages: Step 1 - Administrative and Substantive Responsiveness (must pass); Step 2 - Technical/Functionality with minimum threshold of 80 points out of 100 (criteria: Previous Experience 25, Project Delivery Lead Time 25, Technical Requirements for Pocketbooks 25, Technical Requirements for Visitor Register Books 25); Step 3 - Final weighted scoring with Price 80 points and Specific Goals 20 points; Step 4 - Price negotiations if not market-related; Step 5 - Award of business. Price formula: Ps = 80 (Pmin/Pt). Specific goals: B-BBEE Level 1 or 2 (10 points) and 30% Black Women Owned Entities (10 points).

Closing date: 16 October 2026 at 10:00 (as per tender record).

• No briefing session or site visit is stated in the document.

Submission method: upload the completed bid into the Transnet e-Tender Submission Portal against the selected tender (portal: transnetetenders.azurewebsites.net).

• Bids must be submitted no later than the closing date and time; late bids will not be considered.
• Complete all official Transnet bid forms in full; bids on other forms or with own terms may be rejected.
• Use the original bid forms; additional information may be attached on company letterhead, cross-referenced to the RFX.
• All returnable documents listed in the RFX must be submitted. Failure to submit mandatory returnable schedules/documents results in disqualification; failure to submit other schedules may result in disqualification.
• Prices must be quoted in South African Rand (ZAR). Prices subject to confirmation will not be considered.
• Any alterations to bid prices must be made by deleting incorrect figures and inserting correct ones, initialled by the signatory.
• If samples are required, mark them with the bidder's name, address, bid number and item number, and deliver before the closing date.
• Bids by or on behalf of foreign principals must include written proof of authorisation (Power of Attorney) for the South African representative or agent.
• Bidders must not communicate with Transnet officials or other bidders about the bid between closing and award, except through the designated contact person.
• Bidders must be registered on the Transnet e-Tender Submission Portal to submit.

Evaluation is based on compliance with the General Bid Conditions and the RFX document.

• Bids must be submitted on Transnet's official forms; non-compliance may lead to rejection.
• All mandatory returnable documents must be submitted; failure results in disqualification.
• Bids must be submitted by the closing date and time; late bids are not considered.
• Prices subject to confirmation will not be considered.
• Bidders must not appear on the Register of Tender Defaulters or the List of Restricted Suppliers.
• Unacceptable conditions in the bid must be flagged; if not withdrawn, the bid may be disqualified.
• Unauthorised communication with Transnet officials during evaluation may disqualify the bid.
• Bidders bidding through a representative or agent must provide proof of authorisation.
• The evaluation will consider alternative payment/financing proposals, but the bid must first comply with the standard payment terms.

The document is the General Bid Conditions (Annexure C) for RFQ TRIM/2026/07/1644/8393/RFQ. It does not describe the goods or services being procured (pocket books and CMAA booklets per the tender title). No quantities, locations, or technical standards are provided in this document.

Prices must be quoted in the Price Schedule of the bid documents.

• Local supplies: Delivered RSA named destination basis.
• Imported supplies: Delivered Duty Paid (latest ICC Incoterms) to end destination in South Africa.
• Prices must be in South African Rand (ZAR).
• VAT must be shown separately on the tax invoice for local supplies.

Pricing basis: Delivered Duty Paid (latest ICC Incoterms) to the specified delivery point, unless otherwise stated. Bids on any other delivery basis may be disqualified.

• Local supplies: quote on a Delivered RSA named destination basis.
• Imported supplies: quote on a Delivered Duty Paid basis to end destination in South Africa.
• Prices must be in South African Rand (ZAR).
• VAT: for local supplies, prices must be inclusive of VAT, shown separately on the tax invoice.
• Payment: standard payment terms are set out in the Terms and Conditions of Contract; alternative payment/financing proposals may be submitted but the bid must first comply with standard terms.
• Advance payments: if applicable, the successful bidder must furnish a guarantee covering advance payments.
• Security: the successful bidder may be required to provide a Deed of Suretyship from an approved bank, building society, insurance or guarantee corporation. The form must be completed and returned within 30 calendar days of the letter of acceptance; failure may lead to contract cancellation.
• Conditional discounts: the conditional period is calculated from the date Transnet receives the correct month-end statement and tax invoice.

Bidders must not appear on the Register of Tender Defaulters or the List of Restricted Suppliers maintained by National Treasury.

• Bidders must submit all mandatory returnable documents listed in the RFX; failure results in disqualification.
• Bidders must be registered on the Transnet e-Tender Submission Portal.
• Bidders must identify directors (company), members (close corporation), or partners/individual (partnership/trade name) in the bid.
• Foreign bidders must provide a Power of Attorney for their South African representative, complying with Rule 63 of the Uniform Rules of Court, and authorising the representative to sign contracts and choose domicilium.
• Goods offered must be new, unused, not second-hand or reconditioned.
• Bidders must comply with the General Bid Conditions; unacceptable conditions must be flagged and may lead to disqualification if not withdrawn.

Contract formation: upon acceptance of the bid, the General Bid Conditions, Terms and Conditions of Contract, and any Special Conditions form the contract. A formal contract may be signed later; until then, the bid response and letter of acceptance constitute a binding contract.

• Governing law: South African law; bidders must specify a domicilium citandi et executandi in South Africa.
• Security: the successful bidder must provide a Deed of Suretyship from an approved institution within 30 calendar days of the letter of acceptance; failure may lead to contract cancellation.
• Payment: standard payment terms apply; alternative payment/financing proposals may be considered, but the bid must first comply with standard terms. Advance payments require a guarantee.
• Contract quantities: Transnet does not bind itself to a definitive quantity; the successful bidder must supply quantities ordered against the contract. Estimated quantities are provided in the bid documents but are not guaranteed.
• Delivery: delivery periods are governed by the Terms and Conditions of Contract; progress reports may be required.
• Emergency demands: the successful bidder gets first right of refusal for urgent requirements; if unable to meet the critical delivery period, Transnet may purchase elsewhere.
• Default: if the successful bidder fails to enter into a formal contract, accept an order, furnish security, or comply with conditions, Transnet may accept another bid or call for new bids and recover additional expenses.
• Unacceptable conditions: bidders must flag unacceptable conditions in writing; Transnet's Legal Counsel reviews proposed amendments. Bidders may withdraw unacceptable deviations, failing which the bid is disqualified.

The General Bid Conditions apply to all Transnet bids, covering submission, validity, site visits, clarifications, communication restrictions, returnable documents, defaults, currency, price alterations, exchange and remittance, acceptance, notices, contract terms, contract documents, governing law, identification, samples, securities, price and delivery basis, export licence, quality of material, deletion of items, VAT, payment, contract quantities and delivery, plans and drawings, foreign bids, restricted suppliers, and conflict with the RFX document.

After the closing date, bidders may only communicate with the contact person listed in the RFX document. Unauthorised communication with Transnet officials or other bidders may lead to disqualification.