Linehaul transportation services nationwide for south african post office (4-Month contract)

The tender is for the provision of Linehaul Transportation services nationally for a period of four (4) months.

Returnable Documents: The bidder must submit a completed client reference letter (Annexure BR) as part of their submission.

Bidders must have proven experience in linehaul transportation services, specifically with the listed vehicle types. Experience must be verifiable through client references with documented years of operation for each vehicle type.

• The bidder must provide a client reference letter confirming experience in Linehaul Transportation services.
• The letter must detail experience moving consignments and parcels using specific vehicle types.
• Vehicle types include: 1 Ton, 4 Ton, 5 Ton, 8 Ton, 12 Ton, Horse and 15m Trailer, Horse and 18m Trailer.
• For each vehicle type, the letter must indicate the number of years of completed experience.

The bidder must provide their name and confirm compliance with the SAPO supply of Linehaul Transportation services as per the tender specifications.

Returnable Documents: The bidder must complete and submit the confirmation letter (Annexure BC) with their bid. This includes providing bidders name, signature, name and title of signatory, contact details, and email address. The bidder must insert their letterhead. The document requires a Yes or No response to confirm compliance with the SAPO supply of Linehaul Transportation services as per the tender specifications.

Bidders must be capable of providing national linehaul transportation services and must formally declare compliance with SAPO's specifications. The declaration must be signed by an authorized representative with stated name, title, and contact details.

The bidder must confirm compliance with the SAPO supply of Linehaul Transportation services as per the specifications outlined in the tender document.

• Provision of linehaul transportation services nationally for a period of four (4) months.
• Services involve transportation between specified hubs and regional linehaul points across South Africa.
• Detailed routes and distances are provided for multiple vehicle types.

Bidders must have appropriate vehicle fleets covering all specified weight classes (1T, 4T, 5T, 8T, 12T, 15m trailers, 18m trailers). Must operate nationally across all provinces. Must comply with South African transportation regulations. Must have financial capacity to cover costs per single trip without guaranteed return loads. Must provide authorized signatory with company designation.

• The tender is for linehaul transportation services nationally.
• Vehicle types required: 1 Ton, 4 Ton, 5 Ton, 8 Ton (tailift), 12 Ton (tailift), Horse & 15m Trailer, Horse & 18m Trailer.
• Services cover multiple routes between hubs and regional linehaul points across South Africa.
• Distances per trip are specified for each route (e.g., Bloemfontein to Kimberley: 177 km).
• Anticipated frequencies vary by route and are volume-dependent (e.g., 1-3 days, 3-5 days, or 'on request').
• Note: All routes are single trips and will be awarded per route. SAPO cannot guarantee return loads.
• Vehicle deployment is based on actual volume, weight, pallet configuration, and operational requirements at the time of ordering.
• Estimated frequencies relate to route requirements, not guaranteed deployment of every vehicle category.
• Estimated weekly volumes are provided for capacity planning; larger-capacity vehicles may be requested for peak volumes or special movements.

• Bidders must submit pricing per route per vehicle type as per the detailed pricing schedules.
• Each route is a single trip; pricing must cover all costs per trip without subsidising one trip with another.
• A column labeled 'CPK' (Cost Per Kilometer) is included for bidder pricing input.
• Note: SAPO determines vehicle category based on actual requirements; not all vehicle types will be used daily.

• The requirement is for the provision of Linehaul Transportation services nationally for a period of four (4) months.

• Closing date and time for bid submission: 31 July 2026 at 11:00.
• Deadline for submitting clarification questions: 27 July 2026.
• Issue date of RFQ: 24 July 2026.
• Bid validity period: 120 days from the closing date.

• For bidding procedure and technical enquiries: Contact Ntando Mathaba, Procurement Specialist.
• Telephone: 012 407 7563.
• Email: [email protected].
• Submission email: [email protected].
• Physical submission address: SAPO Supply Chain Management, Cnr James Drive & Moreleta Street, Silverton, 0184.
• All clarification questions must be submitted in writing to the above contact before the deadline.

• Submit your proposal via email to [email protected] OR hand deliver to SAPO Supply Chain Management, Cnr James Drive & Moreleta Street, Silverton, 0184.
• The closing date and time is 31 July 2026 at 11:00. Late submissions will not be considered.
• You must submit the following returnable documents: Completed SBD1, Completed SBD4, Completed Confidentiality and Non-Disclosure Agreement, Completed Certificate of Acquaintance with Bid Requirements, Latest CSD Report / MAAA number, and a completed Pricing Schedule (Annexure F).
• Proposals must be compiled as one original in an arch lever file with loose-leaf (not bound) copies.
• All documents and correspondence must be in English.
• Pricing must be in South African Rands (ZAR).
• Hand-delivered proposals must be sealed with the bidder's name, proposal description, RFQ number, closing date/time, and attention name on the outside. The bidder's name and address must be written on the reverse side.
• Failure to provide required data or submitting after the deadline will result in disqualification.
• The bid validity period is 120 days from the closing date.

HAND DELIVERED TO: SAPO Supply Chain Management - Cnr James Drive & Moreleta Street, Silverton, 0184.

Or

EMAILED TO: [email protected]

Bidders must have a minimum of five (5) years of completed experience in Linehaul transportation for the vehicle types they are bidding for, proven via client references (Annexure BR). They must score at least 70% on functionality criteria. They must be tax compliant (provide CSD MAAA number) and not be listed on the National Treasury restricted suppliers list. Companies with directors/shareholders who are government employees are disqualified. Joint ventures/consortia must submit consolidated B-BBEE certificates.

• Scope: Provision of Linehaul Transportation services nationally for a period of four (4) months.
• Point of delivery: Nationally.
• Vehicle types referenced include: 1 Ton, 4 Ton, 5 Ton, 8 Ton, 12 Ton, Horse and 15m Trailer, Horse and 18m Trailer.
• Key operational notes:

• All routes are single trips; SAPO does not guarantee return loads.
• Bidders must ensure all costs are covered per trip; do not subsidise one trip with another.
• Vehicle types will not be used every day; SAPO will determine the vehicle category based on volume, weight, pallet configuration, and operational requirements.
• Estimated frequencies relate to route requirements, not guaranteed deployment.
• Estimated weekly volumes are provided for capacity planning; larger-capacity vehicles may be requested for peak volumes.

• The bid will be evaluated and awarded per vehicle type and per route bidding for.
• Bidders must confirm compliance with the specification using Annexure BC.

• Bidders must confirm delivery lead time for provisioning services upon receipt of an award letter, using Annexure DL.
• Lead time must be confirmed per vehicle type bidding for, with a maximum of 14 working days.

• Bidders must have a minimum of five (5) years completed experience in providing Linehaul transportation services for the movement of consignments and parcels, per vehicle type bidding for.
• Experience must be proven with a minimum of five (5) years for different clients, per vehicle type bidding for.
• Proof of experience must be submitted using Annexure BR, completed by clients on their letterhead, confirming the number of years of completed experience per vehicle type.

• SAPO reserves the right to carry out site inspections, product evaluations, or explanatory meetings to verify the nature and quality of the services bid for, before or after adjudication.
• SAPO may request audited financial statements or other documentation for due diligence purposes.

• Bidders must complete the Pricing Schedule (Annexure F) fully, quoting Cost Per Kilometre (CPK) per vehicle type and per route.
• Pricing must include all costs: labour, insurance, equipment, materials, consumables, and VAT.
• Incomplete pricing will render the bid non-responsive.
• Bidders warrant that the pricing quoted is free of errors and omissions and that they can deliver at the quoted price.

• Pricing must be quoted in South African Rands (ZAR) and include VAT at 15%.
• The Pricing Schedule (Annexure F) must be completed fully and correctly, quoting Cost Per Kilometre (CPK) per vehicle type and per route.
• Rates must include all costs: labour, insurance, equipment, materials, consumables, fuel, tolls, maintenance, driver costs, tracking, administration, waiting time, empty return legs, and other route costs.
• Incomplete pricing schedules will be deemed non-responsive and not evaluated.
• Payment terms: Contract price is inclusive of VAT and payable 30 days upon statement date.
• Bidders bear all costs associated with bid preparation and submission.
• SAPO's total requirements may not be allocated to only one bidder; the successful bidder must commit to continuous improvement for cost-efficiencies.

• Tax Compliance: Bidders must submit their Tax Compliance Status (TCS) PIN issued by SARS or a printed TCS certificate. If no TCS PIN, a Central Supplier Database (CSD) number must be provided.
• Central Supplier Database (CSD): Bidders must be registered on the National Treasury CSD. Registration can be done online at www.csd.gov.za.
• Bidders on the National Treasury list of restricted suppliers will be disqualified.
• B-BBEE Requirements: Specific goals target service providers that are at least 51% Black owned, 51% Youth owned, ≥51% Women owned, and ≥1% owned by Disabled Individual(s).
• Proof for B-BBEE: Submit a valid SANAS-accredited BEE Certificate, Signed Sworn Affidavit attested by a Commissioner of Oaths (for EMEs/QSEs), or a DTI BBBEE Certificate (for EMEs/QSEs).
• For joint ventures/consortia: A consolidated B-BBEE certificate must be submitted to earn points.
• SBD Forms: Complete and submit SBD1 and SBD4 forms.
• Disclosure: Bidders must disclose if any directors/trustees/shareholders/members/partners are employed by the state.
• Insurance: Public Liability Insurance of minimum R100,000 per incident and Goods in Transit Insurance of minimum R20,000 per incident are required, with valid proof from the insurance company.
• Fleet Capacity Proof: Provide proof of owned, leased, or subcontracted fleet capacity (vehicle registration certificates, lease contracts, subcontractor agreements) valid and active at bid closing.

• Specific goals target: at least 51% Black owned, 51% Youth owned, ≥51% Women owned, and ≥1% owned by Disabled Individual(s).
• Proof required: Valid SANAS-accredited BEE Certificate, Signed Sworn Affidavit (for EMEs/QSEs), or DTI BBBEE Certificate (for EMEs/QSEs).
• For joint ventures/consortia, a consolidated B-BBEE certificate must be submitted to earn points.
• Failure to submit B-BBEE documents by the closing date results in zero points for Specific Goals, but does not disqualify the bid.

• The successful bidder will be required to fill in and sign a written contract form (SBD7).
• Contract terms and conditions will be stated in the main contract between SAPO and the appointed service provider.
• SAPO reserves the right to cancel the contract and request National Treasury to place the respondent on the Database of Restricted Suppliers for up to 10 years if the contract was awarded based on incorrect information.
• The bid is subject to the Preferential Procurement Policy Framework Act, 2000, the Preferential Procurement Regulations, the General Conditions of Contract (GCC), and any other special conditions of contract.

• Bidders must complete Section 1 of the RFQ with company name, contact person, MAAA number, CRS number, and contact details.
• The RFQ number is RFQ 26/27/55/NM.
• The objective is to appoint a service provider for Linehaul Transportation services nationally for four months.
• Issue date: 24 July 2026.
• Clarification questions deadline: 27 July 2026.
• Closing date and time: 31 July 2026 at 11:00.
• Proposals can be emailed to [email protected] or hand delivered to SAPO Supply Chain Management, Silverton.
• Bid validity period: 120 days from closing date.

• The evaluation uses a five-phase process: Gatekeeping, Functionality, Bid Conditions, Commercial (80/20), and Due Diligence.
• Functionality threshold: 70%.
• Commercial evaluation: Price (80 points) benchmarked against lowest quote, Specific Goals (20 points).
• Specific Goals points: 10 for ≥51% Black owned, 5 for ≥51% Youth owned, 3 for ≥51% Women owned, 2 for ≥1% disabled-owned.
• Due diligence may be conducted on top bidders to verify information.