Shuttle and transfer services for armscor and its stakeholders (12 months) — request for information

Closing date and time: 10 November 2026 at 11:00

Bid validity period: 120 days

Service Level Agreement: to be concluded and signed within 1 week of receipt of an Armscor order

No compulsory briefing or site visit is stated.

Enquiries

• Contact: Mr Samson Mahlangu
• Email: [email protected]

Submission address

Tender Box, Visitors Entrance (Block 8)

Armscor Building

370 Nossob Street

Erasmuskloof Ext 4

Pretoria

Republic of South Africa

Service delivery address

370 Nossob Street

Corner Nossob and Delmas Road

Erasmuskloof Ext 4

Submission method

• Hard copy delivered to the Tender Box at the Visitors Entrance (Block 8), Armscor Building, 370 Nossob Street, Erasmuskloof Ext 4, Pretoria.
• Closing: 10 November 2026 at 11:00.
• Bid validity period: 120 days.

Format and copies

• Responses in writing, in PDF or MS Word.
• One master paper copy plus one master electronic copy (Adobe PDF).
• All typed text, tables and figures also supplied in Microsoft Office format (Word, Excel).

Content of the response

• A detailed business proposal answering the questionnaire in Annexure A.
• Every statement made in the proposal must be supported by evidence.
• Annexure A questionnaire completed by the respondent.
• Respondent contact details: one nominated contact person for all communication with Armscor, plus company name, physical address, telephone number and email address.
• No pricing commitment is required at this stage.

Confidentiality

• Responses are treated as Company Confidential.
• The project is classified "Restricted" and is subject to Armscor security prescriptions.

Process

• This is a request for information, not an award. Respondents engage through a subsequent RFQ process that leads to placement of an order.
• Preferred service providers are selected on evaluation of quotations received.
• Quotations are requested from appointed providers as and when services are needed.

Assessment of responses

• Responses are assessed against the Annexure A questionnaire, covering experience, client base, fleet composition, permits, provincial coverage, response capacity, cross-border capability and availability of a 24/7 key accounts manager.
• Claims made in the proposal must be substantiated with evidence.
• Minimum of three positive references on client letterhead for shuttle and transfer work performed in 2022 to 2026.

No preference point system, scoring split or minimum qualifying score is stated.

Scope

• Shuttle and transfer services for Armscor, its stakeholders and the Department of Defence, arranged through AB Travel, on an ad hoc basis for twelve (12) months.
• Scheduled and on-demand transport, including airport transfers and special event transport.
• Vehicles for passengers with disabilities must be available.

Vehicle types required

• Standard sedan (maximum 2 occupants)
• 4 to 5 seater
• 10 to 16 seater
• Luxury sedan (maximum 2 occupants)
• Semi-luxury coach (maximum 60 seater)

Vehicle condition and equipment

• Sufficient fuel, parts and accessories for each journey.
• Well maintained, roadworthy and in good condition.
• Air conditioning, power steering, central locking and airbags.
• Working GPS device.
• Luggage carriers of various sizes on demand.

Driver requirements

• Minimum two (2) years' experience as a professional driver.
• Valid driving licence matching the vehicle category.
• Certificate of completion of advanced driving training from an accredited academy.
• Certified copies of ID documents and Professional Driving Permits for at least two drivers.
• Neat attire and a company badge or other identification.
• No smoking in vehicles, sobriety at all times, professional conduct.
• Passenger names typed clearly on A4 paper where Armscor requires it.

Operational capacity

• Service on demand 7 days a week, day and night.
• Coverage in all South African provinces.
• Back-up vehicles for breakdowns or accidents.
• Management reports on request.
• Quotation turnaround: 60 minutes for urgent requests, 2 to 3 hours for normal requests.
• Dedicated Key Accounts Manager on call 24/7.
• Route optimisation software and real-time vehicle tracking.

Service standards

• Minimum 95% on-time arrivals.
• Average customer satisfaction rating of at least 4 out of 5.
• Regular audits and performance metrics against these standards.

• Experienced service providers are sought for reliable and efficient shuttle and transfer services.
• Minimum of three (3) positive references on client letterhead for shuttle and transfer work undertaken in the last four years (2022 to 2026).
• Respondents must indicate whether they have serviced more than one client.
• Fleet must include standard sedans, luxury sedans and semi-luxury vehicles, with quantities stated.
• Respondents must hold all required permits and be able to service all South African provinces.
• Capacity to meet a 60-minute urgent response and a 2 to 3 hour normal response is required.
• Capacity to transport passengers across South African borders must be indicated.
• A dedicated 24/7 Key Accounts Manager must be provided.

• No pricing commitment is required at this stage.
• Quotations are submitted by appointed providers as and when services are required, before services are rendered.
• Selection of the preferred provider follows evaluation of the quotations received.

Pricing

• No pricing commitment is required at this stage of the process.
• Quotations are requested from appointed providers as and when services are required, and selection follows evaluation of those quotations.

Insurance

• Adequate public liability insurance must be maintained to cover accidents or injuries.

No bid security, performance guarantee, retention or turnover threshold is stated.

Licences and permits

• Public Operating License, applied for through the National Public Transport Regulator for interprovincial services.
• Valid roadworthy certificates for all vehicles.
• Vehicle permits for public passenger transport, specifying routes and gazetted once approved.
• Professional Driving Permits for drivers.
• Cross-Border Permit from the Cross-Border Road Transport Agency where passengers are transported across South African borders.

Vehicle ownership

• Proof of ownership and/or registration certificates for all vehicles, or a valid third-party agreement for leased vehicles.

Insurance

• Adequate public liability insurance covering accidents or injuries.

Regulatory compliance

• Compliance with South African transport laws and regulations, including driver qualification and vehicle standards.
• Compliance with the Protection of Personal Information Act where personal data is handled.
• Compliance with the Traffic Act, as amended, and other laws regulating transport in the country.

No CSD registration, tax clearance, B-BBEE level, CIDB grading or local content requirement is stated.

• All vehicles must be well maintained, roadworthy and fitted with the necessary safety features.
• Drivers must be qualified, licensed and trained in defensive driving techniques.
• Safety protocols for emergency situations must be in place.
• Comprehensive insurance cover must be maintained.
• Vehicles must be clean and comfortable, with air conditioning and adequate luggage space.
• Drivers must be courteous and professional, and must not smoke in vehicles or drive under the influence.

Process

• The RFI engages respondents; the RFQ process follows and leads to placement of an order.
• A Service Level Agreement must be concluded and signed by both parties within 1 week of receipt of an Armscor order.
• Requests are forwarded to providers based on demand; each shuttle request is individualised.
• The provider confirms the date, time and vehicle type for each shuttle or transfer.
• Delivery is per the client's requisition, evidenced by a log sheet.

Milestones

• Kick-off meeting and signed SLA: 10% of the activity against the full scope of work.
• Ongoing service delivery: 90% of the activity against the full scope of work.

Termination

• Termination clauses apply for non-compliance with service standards or contractual obligations; the detail is provided at order placement stage.

Preferred service providers are selected on evaluation of the quotations received.

• Quotations are requested from providers as and when services are needed, before services are rendered.
• Service quality is assessed on vehicle maintenance standards, driver professionalism and customer service.
• No scoring formula, weighting or minimum qualifying score is stated.