Supply, fit, install, test and commission air conditioning kit 19 for phelophepa accommodation coach 09 - TRANSNET soc ltd - compulsory site briefing

Supply, fit, install, test and commission new air-conditioning units on Phelophepha coaches for Coaches Business, Salt River, Western Cape, over a three-year period.

Closing: 20 November 2026 at 14:00.

Compulsory site meeting / RFP briefing: date and time as per the e-tender advert; venue 19 Voortrekker Road, Salt River, Coaches Admin Building; duration approximately 2 hours. Attendance is compulsory — non-attendance disqualifies the bid. The Section 7 Certificate of Attendance must be submitted with the proposal.

Clarification enquiries: submit to Ms. Promise Ngcobo at [email protected] at least five days before the closing date.

Bid validity: 180 business days from the closing date, excluding the first day and including the last.

Enquiries

• Contact: Ms. Promise Ngcobo
• Email: [email protected]
• Telephone: 011 820 2283

Complaints

• Email: [email protected]

Submission

• Method: Transnet eSupplier portal (TDPS)
• Portal: https://esupplierportal.transnet.net/portal/

Site briefing venue

19 Voortrekker Road

Salt River

Coaches Admin Building

Western Cape

Submission method: Transnet eSupplier portal (TDPS) only — https://esupplierportal.transnet.net/portal/

• Register a company profile, log an intent to bid, then upload the proposal against the tender.
• Upload limit: 30 MB per upload; multiple uploads permitted.
• Pricing must be completed electronically in the eSupplier portal; no paper pricing schedule is accepted.
• Submit at least one day before the closing date; late submissions are not accepted.
• Each bidder must submit through its own registered profile under the bidding company's name. A bid submitted through another company's profile is disqualified, including subsidiaries or holding companies.
• Joint ventures: any JV party may submit on behalf of the JV using its own profile.
• Bidder guide: transnetetenders.azurewebsites.net

Returnable documents

Mandatory (non-submission disqualifies):

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 4 (Declaration of Interest): discloses state employment and relationships with the procuring institution.
• Section 5 Certificate of Acquaintance with RFP Documents.
• Section 6 RFP Declaration and Breach of Law Form.
• Section 7 Certificate of Attendance at the compulsory site meeting / RFP briefing.
• Section 8 Protection of Personal Information form.
• Specific Goals preference points claim form.
• DPIP/FPPO disclosure section.

Used for scoring (missing item scores zero for that criterion, no disqualification):

• Valid B-BBEE certificate or sworn affidavit.
• Evidence supporting specific-goals points claims.
• Certified SAQCC and SARACCA certificates in the responding company's name.

Essential (may be requested again by a set deadline; continued failure may disqualify):

• Latest financial statements signed by the accounting officer, or latest audited financial statements, plus the two previous years.

All returnable sections must be signed, stamped and dated by the bidder.

Evaluation stages

1. Administrative and substantive responsiveness: bid lodged on time; all returnable documents completed and valid; bid signed by an authorised signatory; qualification criteria met; priced offer present in the eSupplier system; material compliance with scope and specification. Passing this stage is required to proceed.
2. Technical/functionality threshold: scored out of 100; minimum qualifying score 85/100. Scores are rounded to two decimal places. Bidders below 85 are eliminated.
3. Price and specific goals: 80/20 preference system.

• Price: 80 points, scored with PS = 80 × (1 − (Pt − Pmin) / Pmin).
• Specific goals: 20 points, claimed on the specific goals claim form per Section 4.1.

4. Price negotiation (if applicable): if the top-ranked price is not market-related, Transnet may negotiate sequentially with the highest, then second, then third ranked bidder, or cancel. Bidders may be asked for best and final offers.
5. Objective criteria (if applicable): Transnet may award to another bidder on grounds such as skills transfer and capacity building, return on investment, supplier rotation, restriction status, legal capacity, insolvency or business rescue, conflict of interest, and probity/risk assessment (financial ratios, DPIP/FPPO relationships, reputational risk).
6. Award: letter of award, followed by conclusion of contract.

Technical criteria (100 points)

• Clause-by-clause compliance with all seven specifications (PD-PDC-NAT-SPEC-0088, -0089, -0087, -0085, -0094, -0095, -0248), signed off clause by clause: full compliance 20; non-compliance 0. Failure to sign each clause scores 0.
• Full product brochures for every specification and for all items in Clause 4 of each specification: supplied 20; not supplied 0. Only official OEM literature is accepted.
• Delivery lead time: 3 weeks or less 20; 4–5 weeks 15; 6 weeks or more 0. A commitment letter vouching for stock availability within the stated lead time is required, and the lead time becomes a contract term.
• Certified SAQCC and SARACCA certificates in the responding company's name: 20; not submitted 0.
• Reference letters for previous rail-specific supply work: 4 or more 20; 3 = 15; 2 = 10; 1 = 5; none 0. Letters must be addressed to the bidding company under its submitted name, on the issuer's letterhead with contact details, and not older than 6 months. Transnet may visit referees to verify supply and installation.

Scope

• Supply, fit, install, test and commission new air-conditioning units on Phelophepha coaches for Coaches Business, Salt River, Western Cape.
• Contract period: three years.

Technical standards

• Compliance with seven Transnet specifications: PD-PDC-NAT-SPEC-0088, -0089, -0087, -0085, -0094, -0095 and -0248.
• A signed clause-by-clause response to each specification is required.
• Product brochures must cover every specification and all items in Clause 4 of each specification; only official OEM literature is accepted.

Delivery and capacity

• Delivery lead time is scored and becomes a contractual commitment: 3 weeks or less scores full marks; 4–5 weeks scores 15; 6 weeks or more scores 0.
• A commitment letter confirming stock availability within the stated lead time must be provided.

Certification

• The responding company must hold certified SAQCC and SARACCA registration and submit the certificates in its own name.

Track record

• Reference letters for previous rail-specific air-conditioning supply and installation are scored; Transnet may visit referees to verify the work.

Technical scoring rewards demonstrated capability:

• Clause-by-clause compliance with all seven specifications, signed off: 20 points.
• Full OEM product brochures for all specifications and Clause 4 items: 20 points.
• Delivery lead time of 3 weeks or less: 20 points (4–5 weeks: 15; 6 weeks or more: 0), supported by a stock availability commitment letter.
• Certified SAQCC and SARACCA certificates in the company's name: 20 points.
• Reference letters for previous rail-specific supply and installation: 4 or more = 20; 3 = 15; 2 = 10; 1 = 5; none = 0. Letters must be addressed to the bidding company, on the issuer's letterhead with contact details, and not older than six months.

Minimum technical qualifying score: 85/100.

Quality is assessed through clause-by-clause compliance with seven Transnet specifications (PD-PDC-NAT-SPEC-0088, -0089, -0087, -0085, -0094, -0095, -0248), each clause signed off; failure to sign a clause scores zero.

Full product brochures are required for every specification and for all items in Clause 4 of each specification; only official OEM literature is accepted.

Certified SAQCC and SARACCA certificates in the responding company's name are required.

Reference letters for previous rail-specific work must be on the issuer's letterhead with contact details and not older than six months; Transnet may visit referees to verify supply and installation.

Pricing is submitted electronically in the eSupplier portal; no paper pricing schedule is accepted.

Prices must be in South African Rand, inclusive of VAT, strictly in the prescribed schedule format; deviation may disqualify.

Disbursements not specifically priced are not accepted.

Only unconditional discounts are considered in evaluation; conditional discounts are applied at payment stage.

Delivery lead time from purchase order must be stated in days or weeks and becomes a contract term.

Price scores are rounded to two decimal places.

If the top-ranked price is not market-related, Transnet may negotiate sequentially with the first, second and third ranked bidders, or cancel the RFP.

Pricing

• Electronic pricing schedule completed in the eSupplier portal only; no paper pricing schedule is accepted.
• Prices quoted in South African Rand, inclusive of VAT.
• Pricing must follow the prescribed schedule format; deviation may disqualify the bid.
• Disbursements not specifically priced will not be accepted.
• Only unconditional discounts are considered in evaluation; conditional discounts are applied at payment stage only.
• Delivery lead time from purchase order must be stated in days or weeks.

Price evaluation

• Price carries 80 of 100 preference points; specific goals carry 20.
• Price scores are rounded to two decimal places.
• If the highest-ranked price is not market-related, Transnet may negotiate sequentially with the first, second and third ranked bidders, or cancel the RFP.

Financial evidence

• Latest financial statements signed by the accounting officer, or latest audited financial statements, plus the two previous years, must be submitted as an essential returnable document.
• Transnet may request audited financial statements or other documentation for due diligence and may assess financial stability through key ratio analysis.

Tax and registration

• Tax matters must be in order, or a satisfactory arrangement with SARS must be in place.
• A SARS tax compliance status PIN or printed TCS certificate must be submitted.
• Registration on the National Treasury Central Supplier Database (CSD) is required; only foreign suppliers with no local registered entity are exempt.
• Joint ventures, consortia and subcontractors: each party submits its own TCS certificate/PIN and CSD number.

B-bbee

• A valid B-BBEE certificate or sworn affidavit per DTIC guidelines is required to claim specific-goals points.
• Certificates must be issued by a SANAS-accredited verification agency, a registered auditor, or an accounting officer as contemplated in the Close Corporations Act.

Professional certification

• Certified SAQCC and SARACCA certificates in the name of the responding company are required for scoring.

Other compliance

• Compliance with the Employment Equity Act, including Section 53.
• Compliance with all applicable national and local laws and regulations.
• Security clearance to CONFIDENTIAL/SECRET/TOP SECRET level may be required for the successful bidder, its personnel and subcontractors.
• Disclosure of any commercial relationship with a Domestic Prominent Influential Person (DPIP) or Foreign Prominent Public Official (FPPO).
• Bidders found guilty of a serious breach of law in the preceding five years must disclose it.

Disqualification risks

• Late submission.
• Failure to attend the compulsory site briefing.
• Missing or unsigned mandatory returnable documents.
• Submission through another company's eSupplier profile.
• Collusion with other bidders.
• Material deviation from the pricing schedule or standard terms and conditions.
• False or incomplete declarations.

Contract period: three years.

Bid validity: 180 business days from the closing date; bidders may be asked to extend, and failure to respond before expiry excludes the bidder.

Binding offer: the proposal is an offer; exceptions must be clearly stated.

Changes: no changes to a submission are accepted after the closing date and time.

Returnable documents: the successful bidder must keep all returnable documents valid for the contract duration and provide renewals when due; failure allows Transnet to terminate immediately without liability.

Legal review: proposed contractual terms are subject to acceptance or rejection by Transnet's legal counsel before award.

Security clearance: the successful bidder, its personnel and subcontractors may need security clearance to CONFIDENTIAL/SECRET/TOP SECRET level and must implement required security measures.

Disclosure: contract details may be published on the National Treasury e-Tender portal and under JSE Debt Listing Requirements.

DPIP/FPPO: contracts with a DPIP or FPPO are published annually on Transnet's website.

Supplier registration: the successful bidder must complete a Supplier Declaration Form for the Transnet vendor master database.

Transnet reserves the right to modify the scope, award part of the work, split the award, cancel the RFP, validate information, request audited financial statements, reject post-closing changes, restrict suppliers for up to 10 years for incorrect information, and award to the next ranked bidder if the preferred bidder fails to sign or commence.

Evaluation runs in stages: administrative and substantive responsiveness; technical/functionality threshold of 85/100; price and specific goals on an 80/20 split; price negotiation if the price is not market-related; objective criteria if applicable; award and conclusion of contract.