National vetting, background screening and reference check services – 5-Year panel

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Bidders must sign the Transnet Non-Disclosure Agreement (Annexure F) as part of the bid response. Bidders must act as principal, not as nominee, agent or broker. Bidders must comply with South African privacy and data protection requirements. No other eligibility criteria are stated in the provided document.

supply a certificate signed by a director as to its full compliance with the

requirements of clause 3.3.2 above.

4. Announcements

4.1 Neither party will make or permit to be made any announcement or disclosure of its prospective interest

in the Bid without the prior written consent of the other party.

4.2 Neither party shall make use of the other p

The non-disclosure agreement governs confidential information exchange between Transnet and the bidder. Confidential Information means data about a party's business made available for the bid, excluding public information, information already in the receiving party's possession, or information obtained from a source not bound by confidentiality. The receiving party must keep information secret, use it only for bid discussions or contract performance, and may disclose it only to agents who need to know, or as required by law (with prompt notification to the disclosing party). All confidential information remains the property of the disclosing party. The receiving party must store information securely, keep records, and return or destroy all confidential information within 7 days of written demand, providing a director's certificate of compliance. No announcements or use of the other party's name for publicity without consent. Obligations survive termination of bid discussions for 5 years. Each party acts as principal. The disclosing party may pursue legal or equitable remedies for breach. The receiving party must comply with privacy laws and maintain technical and organisational measures against unauthorised data processing. Neither party may assign the agreement without consent, except Transnet may assign to members of the Transnet Group. No waiver of rights, severability of provisions, modifications only in writing, no partnership or agency created, governed by South African law with exclusive jurisdiction of South African courts.

Closing date: 2026-09-08T12:00:00.000Z

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The purpose of this Service Level Agreement is to define the scope, standards, turnaround times, and responsibilities relating to the provision of background checks and vetting services to ensure the suitability, integrity, and compliance of employees and contractors for Transnet SOC Ltd.

Bidders must submit their proposals in accordance with the requirements outlined in the Service Level Agreement. Returnable forms must be completed, signed, and submitted with the quotation. The bidder is responsible for ensuring that all necessary documentation is included in their submission.

The evaluation criteria include adherence to turnaround times, accuracy and completeness of reports, responsiveness to escalations, and legislative and policy compliance. Key Performance Indicators (KPIs) will be used to assess the bidder's performance.

The technical specifications include the provision of background checks and vetting services, including identity verification, citizenship verification, and employment history verification. The bidder must be able to provide these services in accordance with the requirements outlined in the Service Level Agreement.

The methodology for the provision of background checks and vetting services includes the use of official databases, verification of qualifications, and reference checks. The bidder must ensure that all personnel involved in the provision of these services are adequately trained and qualified.

The quality management requirements include the verification of qualifications, including Matric, short courses, Certificates, Diplomas, and Degrees. The bidder must ensure that all personnel involved in the provision of background checks and vetting services are adequately trained and qualified.

The financial requirements include the payment of fees for international verifications and courier fees as described in the Service Level Agreement. The bidder must also provide for the costs of training and equipment related to background checks and vetting services.

The bidder must comply with all applicable legislation, including the Protection of Personal Information Act (POPIA), the Public Finance Management Act (PFMA), and the Labour Relations Act (LRA). The bidder must also adhere to Transnet's policies, including the Recruitment and Selection Policy, the Ethics and Anti-Corruption Policy, and the Security and Integrity Policies.

The health and safety requirements include the provision of a safe working environment and the adherence to all applicable health and safety legislation. The bidder must ensure that all personnel involved in the provision of background checks and vetting services are aware of and comply with all relevant health and safety procedures.

The contractual terms include the requirement for the bidder to conduct vetting ethically, independently, and in compliance with POPIA. Any SLA breach must be reported within 24 hours, and corrective action plans must be submitted within 5 business days.

The document is the Transnet General Bid Conditions (Annexure D). It sets out the standard conditions governing all Transnet bids, including submission, validity, pricing, security, and contract formation. No tender-specific scope details are provided here.

Closing date: 2026-09-08 at 12:00 (from tender record).

• No briefing session or site visit dates are stated in this document.

Bids must be submitted electronically via the Transnet e-Tender Submission Portal (transnetetenders.azurewebsites.net) before the closing date and time. Late bids will not be considered.

• Complete all official Transnet bid forms and formats; bids on other forms or with own terms may be rejected.
• All returnable documents listed in the RFX must be submitted with the bid. Missing mandatory returnables cause disqualification; missing other schedules may also cause disqualification.
• Additional information may be attached on company letterhead, cross-referenced in the RFX, only if space is insufficient.
• All prices must be in 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.
• Bids must remain valid for the validity period stated in the RFX; extensions may be requested without changing the bid.
• After closing, communication is restricted to the contact person listed in the RFX; unauthorised contact with Transnet officials or other bidders may disqualify the bid.

Bidders must not appear on National Treasury's Register of Tender Defaulters or List of Restricted Suppliers; such bidders will not be awarded.

• Bids are evaluated against the General Bid Conditions and the RFX document; where they conflict, the RFX prevails.
• Unsuccessful bidders will be notified in writing and informed of the successful bidder and reasons for non-acceptance.
• Bidders must comply with all mandatory returnable document requirements; failure leads to disqualification.

The tender is for vetting-related services: background, screening and reference checks, nationally, on an 'as and when required' basis for five years.

• No further technical specifications are provided in this document.

Prices must be quoted in the Price Schedule on the following basis:

• Local supplies: Delivered RSA named destination.
• Imported supplies: Delivered Duty Paid (latest ICC Incoterms) to end destination in South Africa.
• Prices must be inclusive of VAT, shown separately on tax invoices.
• Lead times must include all non-working days and holidays.

Prices must be quoted in the Price Schedule on a Delivered Duty Paid (latest ICC Incoterms) basis for imported goods, or Delivered RSA named destination for local supplies.

• Prices must be inclusive of VAT, shown separately on tax invoices.
• The successful bidder may be required to provide a Deed of Suretyship as security, in the form supplied by Transnet, within 30 calendar days of the letter of acceptance.
• Advance payments, if applicable, require a guarantee.
• Transnet does not bind itself to purchase a definitive quantity; estimated quantities are provided in the RFX and are not guaranteed.

Bidders must not be restricted by National Treasury (Register of Tender Defaulters or List of Restricted Suppliers).

• Foreign bidders must provide written proof of authorisation for their South African representative or agent, including a Power of Attorney complying with Rule 63 of the Uniform Rules of Court.
• Bidders must identify directors, members, or partners in the bid.
• All returnable documents listed in the RFX must be submitted; missing mandatory ones cause disqualification.

The successful bidder must provide a Deed of Suretyship as security, in the form supplied by Transnet, within 30 calendar days of the letter of acceptance. No other form of guarantee is accepted. Failure to return the deed may result in cancellation of the contract.

• The contract is governed by South African law. Foreign bidders must appoint an authorised representative in South Africa.
• Transnet does not guarantee any minimum quantity; orders will be placed as required. The bidder must supply against orders placed before contract expiry.
• Transnet will not accept liability for stocks ordered by the bidder in anticipation of orders.
• Emergency demands may be placed at short notice; the bidder has first right of refusal but Transnet may source elsewhere if the bidder cannot meet the delivery period.
• The contract documents comprise the General Bid Conditions, Terms and Conditions of Contract, and any Special Conditions. The bid response and letter of acceptance form the contract.
• Bidders may propose amendments to unacceptable conditions in writing; Transnet's Legal Counsel will review, and bidders may withdraw deviations or be disqualified.

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

Provision of vetting-related services for background, screening and reference checks, nationally, on an as-and-when-required basis for a period of five (5) years.

Minimum threshold: 70% of total evaluation points (0.7).

Scoring is based on a 100-point technical evaluation with the following weightings:

• Company experience and track record: 10 points
• Service capability and scope coverage: 20 points
• National and international capacity: 10 points
• Systems, technology and reporting: 25 points
• Data security and information protection: 15 points
• Training: 10 points
• System efficiency and bulk/batch requests: 10 points

Bidders must submit evidence as specified in the scoring guide, including reference letters, sample reports (redacted for POPIA compliance), accreditation certificates, and screenshots of systems.

Scope: Provision of vetting-related services for background, screening and reference checks, nationally, on an as-and-when-required basis for a period of five (5) years.

Required checks include:

• Identity, citizenship, and work permit verification
• Qualifications and accreditations verification
• Employment history and reference checks
• Criminal (AFIS/SAPS), credit and fraud checks
• Politically Exposed Person (PEP), sanctions and directorship checks
• Social media and external business interest screening
• Regulatory checks (e.g., PSIRA compliance)

Bidders must demonstrate national coverage across all nine provinces and international capacity for verifications outside South Africa.

Bidders must provide evidence of an automated vetting platform with real-time tracking, reporting dashboards, risk scoring, data integration, and overall candidate risk assessment.

Bidders must show data security measures including ISO IEC 27001 certification, secure storage, backup, disaster recovery, and handling of personally identifiable information (PII).

Bidders must provide a training plan for system usage and demonstrate system efficiency for bulk/batch requests.

Bidders must comply with the Protection of Personal Information Act (POPIA) when submitting redacted sample reports.

Bidders must have access to AFIS/SAPS criminal databases and be registered credit bureaus with National Credit Regulator (NCR) compliance certificates.

Bidders must hold ISO IEC 27001 certification for information security management.

Transnet SOC Ltd

Registration Number: 1990/000900/30

Tip-Off Anonymous hotline: 0800 003 056 (for reporting dishonest, fraudulent or corrupt behaviour by Transnet employees)

Returnable forms — all must be completed, signed and submitted with the proposal:

• Service Provider Integrity Pact (Annexure E): certifies the bidder has read, understood and agrees to abide by the Integrity Pact in full. The signed declaration page (signature, name, date) forms part of the contract.
• RFP Declaration Form: confirms the bidder has acquainted themselves with the Integrity Pact and agrees to its content.
• Breach of Law Returnable Form: declares no previous transgressions resulting in a serious breach of law (corruption, fraud, theft, extortion, Competition Act contraventions) in the last five years with any public sector undertaking, government department or private sector company.
• Conflict of interest disclosure: any family, business or social relationship between the bidder's owners, directors, members, partners or shareholders and a Transnet employee or Board member must be declared in the RFP declaration form or notified to Transnet immediately in writing.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Proposals received after the closing time, regardless of reason.
• Violation of the Integrity Pact (section 3) or material violation leading to exclusion from the tendering process and removal from Transnet's vendor database.
• Submission of false or forged documents or information to influence the tendering process.
• Collusion with other parties to preclude a competitive price or impair transparency and fairness.
• Subcontracting any portion of the contract to a blacklisted company.

Mandatory compliance requirements (pass/fail):

• Signed Service Provider Integrity Pact and RFP Declaration Form.
• Completed Breach of Law Returnable Form declaring no serious legal transgressions in the past five years.
• Not listed on National Treasury's Register of Tender Defaulters or List of Restricted Suppliers.
• No conflict of interest with Transnet employees or Board members, or full disclosure if one exists.
• Commitment to the ten principles of the United Nations Global Compact (human rights, labour, environment, anti-corruption).
• Independent tendering: no consultation, communication, agreement or arrangement with any competitor regarding prices, market allocation, pricing methods, intention to submit, submission of non-compliant tenders, or tendering with no intention to win.
• No subcontracting to blacklisted companies.

Transnet commitments (for bidder awareness):

• Zero Gifts Policy: no Transnet employee may solicit, accept or offer gifts, gratuities, favours, entertainment, loans or anything of monetary value from any person or entity in the course of official duties.
• Transnet will treat all tenderers with equity, transparency and fairness, providing the same information to all and excluding employees with personal interest in any tenderer.
• Transnet will not demand or accept bribes, consideration, gifts, rewards, favours or any material or immaterial benefit from tenderers.

Sanctions for violations:

• Immediate exclusion from the tendering process or cancellation of pre-contract negotiations without compensation.
• Immediate contract cancellation without compensation if already awarded.
• Recovery of all sums paid by Transnet.
• Encashment of advance bank guarantee, performance bond or warranty bond to recover payments with interest.
• Cancellation of all other contracts with the tenderer.
• Exclusion from future tenders with Transnet for up to 10 years (or longer at Transnet's discretion based on gravity of misconduct).
• Reporting to Competition Commission and/or National Prosecuting Authority.
• Restriction from conducting business with the public sector via National Treasury's Database of Restricted Suppliers.

Scope: Provision of vetting related services for background, screening and reference checks, nationally, on an "as and when required" basis for a period of five (5) years.

Tender Number: TCC/2026/07/0001/114607/RFP

Independent tendering declaration: Tenderer certifies the tender was arrived at independently without consultation, communication, agreement or arrangement with any competitor regarding prices, market allocation, pricing methods, intention to submit, submission of non-compliant tenders, or tendering with no intention to win. Communication between joint venture or consortium partners is not construed as collusive tendering.

Definition of competitor: Any individual or organisation (other than the tenderer) who has been requested to submit a tender, could potentially submit a tender based on qualifications/abilities/experience, or provides the same goods/services or is in the same line of business.

No disclosure of tender terms to competitors prior to official tender opening or contract award.

Pricing principles: Transnet seeks reasonable and competitive pricing in conformity with defined specifications. Prohibited: under-pricing, anti-competitive practices, negotiations in bad faith, bribery or corrupt practices to secure the contract. No specific pricing schedule, rates, or bill of quantities detailed in this annexure.

Pricing objective: Transnet seeks to obtain the contract at a reasonable and competitive price in conformity with defined specifications.

Prohibited practices: Under-pricing, anti-competitive practices, negotiations in bad faith, and any form of bribery or corrupt practice to secure the contract.

Financial sanctions for violations: Recovery of all sums paid by Transnet; encashment of advance bank guarantee, performance bond or warranty bond (if furnished) to recover payments with interest.

Mandatory compliance:

• CSD registration and valid tax compliance status (implied by National Treasury database checks).
• Not listed on National Treasury's Register of Tender Defaulters or List of Restricted Suppliers.
• No previous transgressions involving serious breach of law (corruption, fraud, theft, extortion, Competition Act contraventions) in the last five years with any public sector undertaking, government department or private sector company.
• Declaration of no conflict of interest with Transnet employees or Board members, or full disclosure in the RFP declaration form.
• Commitment to the ten principles of the United Nations Global Compact (human rights, labour, environment, anti-corruption).
• Independent tendering certification (no collusion with competitors).
• No subcontracting to blacklisted companies.
• Foreign bidders must disclose the name and address of agents or representatives in South Africa involved in the registration or tendering process; South African bidders must furnish the name and address of foreign principals if involved.
• Transnet may require a copy of the bidder's code of conduct addressing compliance programme, rejection of bribes, and dishonest/unethical conduct.
• Bidders must report any dishonest, fraudulent or corrupt behaviour by Transnet employees to a senior Transnet official or via the Tip-Off Anonymous hotline (0800 003 056).

Returnable forms (one line each):

• Service Provider Integrity Pact (Annexure E): signed declaration of acquaintance and agreement.
• RFP Declaration Form: confirms acquaintance with Integrity Pact and conflict of interest disclosure.
• Breach of Law Returnable Form: declares no serious legal transgressions in past five years.

Blacklisting and restriction procedures as detailed in the contractual_terms section above. No specific occupational health and safety requirements stated in this annexure.

Commitment to United Nations Global Compact environmental principles:

• Principle 7: Support a precautionary approach to environmental challenges.
• Principle 8: Undertake initiatives to promote greater environmental responsibility.
• Principle 9: Encourage development and diffusion of environmentally friendly technologies.

No additional environmental requirements specific to the vetting services scope stated in this annexure.

Integrity Pact incorporation: The signed Integrity Pact automatically forms part of the final concluded contract and is valid for all tendering processes indefinitely unless cancelled by either party.

Governing law: Republic of South Africa.

Dispute resolution: Parties must use best endeavours to resolve disputes amicably. Litigation in bad faith (vexatious proceedings, perjury, scurrilous allegations, abuse of court process) negates trust and good faith; Transnet will not do business with companies that litigate in bad faith.

Severability: If any provision is invalid, the remainder remains valid.

Transnet's remedies for breach (no compensation to tenderer):

• Immediate exclusion from tendering process or cancellation of pre-contract negotiations.
• Immediate contract cancellation if already awarded.
• Recovery of all sums paid by Transnet.
• Encashment of advance bank guarantee, performance bond or warranty bond to recover payments with interest.
• Cancellation of all other contracts with the tenderer.
• Exclusion from future tenders with Transnet.

Blacklisting and restriction:

• Transnet may reject the tenderer's application, remove from vendor database, and exclude from future tendering processes for up to 10 years (longer at Transnet's discretion based on severity).
• Severity determined by number of transgressions, position of transgressors in company hierarchy, and amount of damage.
• Exclusion may be revoked if tenderer proves damage restoration and installation of suitable corruption prevention system.
• Restricted entities submitted to National Treasury for placement on Database of Restricted Suppliers (maximum 10 years).
• Transnet may terminate existing contracts with restricted companies.
• No subcontracting to blacklisted companies.

Grounds for blacklisting include: bad faith tender withdrawal after closing, failure to sign contract after acceptance, unsatisfactory contract performance or breach, bribery, fraudulent/improper conduct, incorrect statements on local content or B-BBEE status, causing Transnet unrecoverable damage/costs, bad faith litigation.

Associated companies (owned, controlled, managed by guilty persons, subsequently formed by them, or where they acquire controlling stake) may be blacklisted at Transnet's sole discretion.

Previous transgressions declaration: Tenderer must declare no serious legal breaches in the last five years; false declaration leads to rejection or removal from database.

Conflict of interest: Tenderer must disclose any family, business or social relationship with Transnet employees/Board members in RFP declaration form or notify Transnet immediately in writing. No monetary dealings with committee members or sourcing process participants; violation entitles Transnet to rescind contract.

Reporting obligation: Tenderer must report any dishonest, fraudulent or corrupt behaviour by Transnet employees to a senior official or via Tip-Off Anonymous hotline (0800 003 056).

Mandatory compliance requirements as detailed in the evaluationCriteria section above. No additional evaluation criteria specific to this annexure beyond the Integrity Pact compliance requirements.

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Bidders must submit their bids electronically through the Transnet e-Tender Submission Portal. The portal can be accessed at https://transnetetenders.azurewebsites.net. Bidders must register their company profile and log an intent to bid before submitting their bids. Each company must submit its bid through its own profile, and no company may submit a bid on behalf of another company. The bidder guide can be found on the Transnet Portal.

The evaluation criteria include a test for administrative and substantive responsiveness, technical and functional criteria, and price and total cost of ownership criteria. The technical and functional criteria have a minimum threshold of 70 points, and the price and total cost of ownership criteria have a weighted score of 80/90 points. The evaluation process will be conducted in a sequential manner, but Transnet reserves the right to conduct the different steps in parallel.

Background vetting screening services refer to the use of a service provider to verify an individual’s or job applicant’s credentials and history, including, among others, their educational, employment, criminal, credit, and identity records, on behalf of Transnet. The selected Service provider(s) must share in the mission and business objectives of Transnet.

The Service provider(s) shall be fully responsible to Transnet for the acts and omissions of persons directly or indirectly employed by them.

Company Experience & Track Record 10, Service Capability & Scope Coverage 20, National and international capacity 10, Systems, technology & reporting 25, Data security & information protection 15, Training 10.

The Supplier Assurance Programme will include financial health monitoring, information security assessments, POPIA compliance audits, business continuity testing, capability assessments, independent quality assurance reviews, and regulatory compliance verification.

Respondents are required to complete Annexure B: Pricing Schedule. Prices must be quoted in South African Rand inclusive of VAT.

Prices must be quoted in South African Rand inclusive of VAT. Any disbursement not specifically priced for will not be considered/accepted by Transnet. Quantities given are estimates only, and any orders resulting from this RFP will be on an “as and when required” basis.

The successful Respondent [the Service provider] shall be in full and complete compliance with any and all applicable laws and regulations. Respondents must comply with the requirements of the Employment Equity Act applicable to it, including (but not limited to) Section 53 of the Employment Equity Act.

Valid proof of Respondent’s compliance to Specific Goal requirements stipulated in Section 9 of this RFP (Valid B-BBEE certificate or Sworn- Affidavit as per DTIC guidelines)

The Service provider guarantees that it will achieve a 95% service level on the following measures: random checks on compliance with quality/scope of work, and on-time delivery.

Transnet wishes to have an understanding of your company’s position with regard to environmental commitments, including key environmental characteristics such as waste disposal, recycling and energy conservation.

The successful Respondent [the Service provider] will be obliged to submit to an annual price review. Transnet will be benchmarking this price offering(s) against the lowest price received as per a benchmarking exercise.

Transnet Group People Management require a partner to provide solutions for its People Management Support Services nationally in terms of the anticipated volumes.