Five-year national supply of diesel locomotive engine oil for TRANSNET fleets

Transnet SOC Ltd

Address: 49th Floor, Carlton Centre, 150 Commissioner Street, Johannesburg 2001

Registration No: 1990/000900/30

Note: This contact information is from the NDA annexure. Direct contact details for bid submissions are not specified in this document.

Privacy and Data Protection:

• Must comply with South Africa's privacy protection under Section 14 of the Bill of Rights
• Must have appropriate technical and organisational measures against unauthorised or unlawful processing of data
• Must protect against accidental loss, destruction, or damage to data

Confidentiality Obligations:

• All confidential information must be treated as secret and confidential
• May only disclose to agents who strictly need to know for bid purposes
• Must notify the disclosing party promptly if legally required to disclose
• Must notify and remedy any unauthorised copying, disclosure, or use of confidential information

Non-Disclosure Agreement Terms:

Parties:

• Transnet SOC Ltd (Disclosing Party)
• The bidding Company (Receiving Party)

Confidential Information Handling:

• Must be kept secret and confidential
• May not be communicated or disclosed without written consent
• Only to be used for technical and commercial discussions regarding the Bid or subsequent contract performance
• May be disclosed to Agents who strictly need to know, provided they are informed of confidentiality obligations
• May be disclosed if required by law, subject to prompt notification to the Disclosing Party

Information Exclusions (not considered confidential):

• Information already publicly available
• Information lawfully in possession of Receiving Party prior to disclosure
• Information received from a source not bound by confidentiality duties

Record-Keeping and Return:

• Must ensure proper and secure storage of all information and copies
• Must keep written records of confidential information provided and copies made
• Must return all written confidential information within 7 days of written demand
• Must expunge or destroy confidential information from all devices within 7 days of demand
• Must supply director-signed certificate confirming compliance with destruction requirements

Announcements and Publicity:

• No announcements or disclosures about bid interest without prior written consent
• No use of the other party's name or information for publicity or marketing without consent

Duration:

• Confidentiality obligations survive termination of discussions/negotiations
• Continue for 5 years after termination

Principal Status:

• Each party confirms acting as principal, not nominee, agent, or broker
• Each party responsible for own costs in pursuing the Bid

Privacy Compliance:

• Must comply with South Africa's privacy protection under Section 14 of the Bill of Rights
• Must have appropriate technical and organisational security measures against data breaches

General Provisions:

• No assignment of agreement without prior written consent (Transnet may assign to any Transnet Group member)
• No waiver of rights through delay or partial exercise
• Severability clause if any provisions are invalid
• Agreement modifications require written agreement signed by authorised persons
• No creation of partnership, joint venture, or agency relationship
• Governed by South African law with exclusive jurisdiction of South African courts

Supply and delivery of diesel locomotive engine oil for various locomotive fleets nationally. The agreement covers a five-year period on an 'as and when required' basis. Goods must meet Transnet’s specifications as detailed in Schedule 1 and comply with railway safety requirements under the National Railway Safety Regulator Act. Suppliers must ensure full compliance with technical and safety standards, including adherence to environmental regulations for procurement, production, packaging, delivery, and disposal.

Suppliers must adhere to the Local Content Plan or undertakings, with milestone targets agreed upon in writing. If unable to meet targets, suppliers must seek DTIC exemption within 10 days. Non-compliance penalties apply for undelivered local content values (difference + 5%) or subcontracting shortfalls (100% of undelivered value + 10%). Transnet retains 2% of monthly payments as a Local Content Retention Amount, offset against penalties. Penalties are exclusive of VAT, which remains the supplier’s responsibility.

Suppliers must ensure personnel assigned to the contract meet Transnet’s standards. Replacements for unsatisfactory or absent personnel require Transnet’s approval and must be of equivalent calibre and experience.

Transnet reserves the right to inspect goods at any stage of manufacture or delivery. Suppliers must provide calibrated inspection equipment and test samples at no cost. Non-conforming goods may be rejected, with suppliers bearing all associated costs (e.g., transport, handling, storage). Suppliers must investigate and remedy non-conformance within Transnet’s stipulated timeframes. Monthly progress meetings will review deliverables, costs, performance, and risk management.

Pricing is governed by the Schedule of Requirements and Purchase Orders. Suppliers must submit month-end statements with valid Tax Invoices. Payments are made within 30 calendar days of receipt. Price adjustments are negotiated every two months, considering market conditions, costs, and order specifics. Suppliers must maintain accurate cost records for auditing. Failure to match competitive pricing may result in reduced obligations or contract termination.

Pricing must be detailed in the Schedule of Requirements and is subject to review and adjustment based on market conditions, costs (including labour, raw materials, transport), and order frequency. Transnet may withhold payments for irregular expenditure or suspected contract transgressions. Invoices must be valid, undisputed, and include VAT as a separate item. Payment terms are within 30 calendar days of receipt of compliant invoices and supporting documentation. Interest on late payments will be charged at The Standard Bank of South Africa’s prime rate. Suppliers retain ownership of goods until full payment is received. Price adjustments require mutual agreement; failure to match competitive pricing may result in contract reduction or termination. Suppliers must certify compliance with pricing commitments and provide requested information for verification.

Suppliers must comply with all applicable South African labour and environmental legislation, including the Occupational Health and Safety Act. B-BBEE compliance is mandatory: submit annual B-BBEE status details (latest Codes of Good Practice) and proof to Transnet’s Contract Manager by the beginning of March each year. Notify Transnet of any changes in B-BBEE status or corporate restructuring that may impact compliance. Local content obligations (as per Annexure A SBD 6.2 and Annexure C of the RFP) are mandatory and subject to audits by Transnet, DTIC, or appointed verification authorities. Suppliers must continuously update Local Content Declarations (C, D, E) and report monthly on compliance. Non-compliance with local content, subcontracting (max 25% to entities with lower B-BBEE status unless EME), or job creation commitments triggers penalties or contract termination. Tax Clearance Compliance and valid certifications (e.g., B-BBEE Verification Certificate) must be maintained throughout the contract. Suppliers must adhere to the Transnet Supplier Integrity Pact to avoid fraud, corruption, and undue influence.

Suppliers must submit annual B-BBEE status details and proof of compliance to Transnet’s Contract Manager by the beginning of March each year. Any changes in B-BBEE status or corporate restructuring must be reported immediately. Suppliers must provide underlying B-BBEE data upon request within 30 days. Non-compliance may result in contract termination. Local content and job creation commitments are tied to B-BBEE compliance, with penalties for non-delivery.

Suppliers must comply with the Occupational Health and Safety Act and all relevant regulations. Service Provider Personnel must adhere to Transnet’s security, policy, and health/safety requirements while on Transnet premises. Suppliers are responsible for ensuring their personnel are legally entitled to work in South Africa and act lawfully. Transnet may refuse or remove personnel who pose security or confidentiality risks. Suppliers must maintain continuity of personnel and replace unsatisfactory staff with Transnet’s approval.

Suppliers must comply with all applicable environmental legislation and demonstrate sound environmental performance. An environmental management policy is required to ensure goods are procured, produced, packaged, delivered, and disposed of in an environmentally appropriate manner. Suppliers must provide Transnet with their position on waste disposal, recycling, and energy conservation as part of their bid.

Contract duration is five years, with possible extension at Transnet’s discretion. Either party may terminate with 30 calendar days’ written notice, but existing Purchase Orders remain valid. Contracts include clauses for risk management, progress meetings, and dispute resolution. Force majeure events allow for temporary suspension or termination if unresolved within 90 days. Confidentiality and intellectual property rights are protected, with strict controls on disclosure and use of proprietary information. Termination for material breach requires a 30-day remedy period; persistent non-compliance may lead to immediate termination. Key surviving clauses post-termination include warranties, confidentiality, and dispute resolution.

9.2 The Supplier/Service Provider acknowledges and agrees that it shall at all times:

a) render the supply of the Goods/Services and ancillary Services (if applicable) and perform all

its duties with honesty and integrity;

b) communicate openly and honestly with Transnet regarding the supply and performance of

the Goods/Services and demonstrate a commitment to effecting the supply and performing

ancillary Services timeously, efficiently and at least to the required standards;

c) endeavour to provide the highest possible standards of service and workmanship, with a

reasonable degree of care and diligence;

d) use its best endeavours and make every diligent effort to meet agreed deadlines;

e) treat its own Staff, as well as all Transnet’s Staff, with fairness and courtesy and respect for

their human rights;

f) practice and promote its own internal policies aimed at prohibiting and preventing unfair

discrimination;

g) treat all enquiries from Transnet in connection with the supply of the Goods/Services and/or

ancillary Services with courtesy and respond to all enquiries promptly and efficiently. Where

the Supplier/Service Provider is unable to comply with the provisions of this clause, the

keep Transnet informed of progress made regarding the enquiry;

h) when requested by Transnet, provide clear and accurate information regarding the

Supplier's/Service Provider’s own policies and procedures, excluding Know-How and other

Transnet will monitor, evaluate, and audit supplier compliance with obligations, including local content and pricing. Suppliers must ensure their pricing remains competitive; Transnet may source equivalent goods at lower costs from alternative suppliers if necessary.

• No specific dates for site visits or briefing sessions are provided. If indicated as compulsory in the RFX document, attendance is mandatory; failure to attend results in disqualification.

• Site visits or briefing sessions may be requested if necessary for bid preparation. If indicated as compulsory in the RFX document, attendance is mandatory; failure results in disqualification.

• For clarification before the closing date, upload questions onto the Transnet e-Tender Submission Portal or contact the person listed in the RFX document as stipulated.
• After the closing date, communicate only with the contact person listed in the RFX document.
• Unauthorised communication about bids with other respondents, potential suppliers, or Transnet officials between closing and award notification may lead to disqualification.

• Submit bids via the Transnet e-Tender Submission Portal by uploading against each tender selected. The bidder guide is available at transnetetenders.azurewebsites.net.
• Late bids will not be considered.
• Use official Transnet bid forms and formats. Non-compliance may result in rejection.
• If insufficient space, submit additional information under separate cover on company letterhead, cross-referenced in the RFX.
• All returnable documents listed in the RFX must be submitted. Failure to submit mandatory documents results in disqualification; failure to submit others may also lead to disqualification.
• Alterations to bid prices must be made by deleting incorrect figures and inserting correct ones, initialled by the signatory. Failure may exclude items from award.
• If samples are required, they must be marked with bidder name, address, bid number, and item number, and delivered by the closing date. Failure may result in rejection.

• Submit all returnable documents listed in the RFX. Mandatory documents must be submitted to avoid disqualification; others may also lead to disqualification if not submitted.
• Use official Transnet bid forms; non-compliance may result in rejection.
• No bid fee applies; documents can be downloaded free from www.etenders.gov.za or www.transnet.net.
• Provide identification details: company directors, close corporation members, or partnership/individual names as applicable.

• Goods must be NEW (unused, not second-hand or reconditioned) unless otherwise stipulated.
• Tender strictly in accordance with drawings and specifications supplied by Transnet, unless notified otherwise by official amendment.
• If submitting drawings, they must be furnished before the bid closing time; non-receipt may disqualify the bid.
• For foreign specifications (other than British/American standards), submit translated copies and detail any departures in a covering letter; non-compliance may result in disqualification.
• Copyright of plans, drawings, diagrams, specifications, and documents compiled for contract work is governed by the Intellectual Property Rights section in the Terms and Conditions of Contract.

• Prices must be quoted in the Price Schedule as follows:
• Local supplies: Delivered RSA named destination basis.
• Imported supplies: Delivered Duty Paid (latest ICC Incoterms) basis to end destination in South Africa, unless otherwise specified.
• All monetary amounts must be in ZAR.
• Prices subject to confirmation are not considered.
• Alterations to bid prices must be initialled by the signatory.
• Prices include VAT for local supplies, shown separately on Tax Invoice.
• For foreign services, VAT must be shown separately on the Tax Invoice for the local portion.
• Payment terms are per the Terms and Conditions of Contract; alternative proposals may be submitted.
• Conditional discounts apply from receipt of correct month-end statement and Tax Invoice.

• All monetary amounts must be in South African Rand (ZAR), unless specifically permitted in the RFP.
• Prices quoted subject to confirmation will not be considered.
• Prices for Goods must be quoted on a Delivered Duty Paid (latest ICC Incoterms) basis to the delivery point specified, unless otherwise stated. Bids on other delivery bases are liable to disqualification.
• For local supplies (manufactured/produced/assembled in RSA or imported supplies held in SA), quote on a Delivered RSA named destination basis.
• For imported supplies, quote on a Delivered Duty Paid basis to end destination in South Africa, unless otherwise specified.
• Prices must include VAT for local supplies, shown separately on the Tax Invoice.
• For foreign services, VAT must be shown separately on the Tax Invoice for the local portion only.
• Payment terms are as per the Terms and Conditions of Contract. Alternative payment/financing proposals may be submitted with full particulars.
• Conditional discounts: the discount period starts from receipt of the correct month-end statement and Tax Invoice.
• The successful supplier may be required to furnish a guarantee covering advance payments.

• Provide security in the form of a Deed of Suretyship from an approved South African financial institution if required. The amount will be stipulated in the Bid Documents. The form must be returned within 30 calendar days of acceptance; failure may lead to contract cancellation.
• If a company, state full names of directors; if a close corporation, state full names of members; if a partnership or individual trading under a trade name, state full names of partners or individual.
• Foreign respondents must state the name of an authorised representative in South Africa empowered to sign contracts and act on their behalf.
• For foreign respondents represented by a South African agent, a legal Power of Attorney complying with Rule 63 of the Uniform Rules of Court must be furnished.
• No bid will be awarded to a bidder on National Treasury’s Register of Tender Defaulters or List of Restricted Suppliers. Transnet reserves the right to withdraw awards or cancel contracts if restriction is established.
• South African Reserve Bank approval is required for foreign currency payments.

• The successful respondent must provide security via a Deed of Suretyship from an approved South African financial institution if required. The form must be completed and returned within 30 calendar days of acceptance; failure may result in contract cancellation.
• Contract quantities are not guaranteed; the supplier must supply quantities ordered before contract expiry. Transnet accepts no liability for specially ordered stocks.
• Estimated quantities are provided for planning only; Transnet reserves the right to order only what it operationally requires.
• Delivery periods are governed by the Terms and Conditions of Contract.
• The supplier may be required to submit progress reports.
• For emergency demands, the supplier gets first right of refusal; if unable to meet critical delivery, Transnet may source elsewhere.
• Copyright of work compiled for the contract is governed by the Intellectual Property Rights section in the Terms and Conditions of Contract.
• Exchange and remittance: Transnet may pay overseas if requested; Rand-based agreements are preferred. Forward exchange cover is recommended. South African Reserve Bank approval is required for foreign payments.
• No price adjustments are recognised for increases after the delivery date.
• Upon acceptance, parties are bound by General Bid Conditions and any special conditions.
• Email acceptance is proof of delivery one day after sending.
• The supplier must adhere to Terms and Conditions of Contract and any special conditions. Unacceptable conditions may be challenged with amendments subject to legal review; failure to withdraw deviations leads to disqualification.
• Contract documents include General Bid Conditions, Terms and Conditions of Contract, special conditions, and the bid response.
• South African law governs the contract. Foreign respondents must specify a domicilium in South Africa and an authorised representative.

• All bid documents and contracts are subject to Transnet’s general conditions.
• Bids must be held valid for acceptance within the requested validity period after closing. Extensions may be requested without changes unless directly caused by the extension.
• Unauthorised communication about bids between closing and award may lead to disqualification.
• Default by a respondent after acceptance (e.g., failing to enter contract, furnish security) allows Transnet to accept another bid or re-tender and recover additional costs.
• Unsuccessful respondents will be notified in writing with reasons after award.
• Samples may be retained by Transnet; no payment for successful respondent’s samples retained for quality checking.
• Export licence may be required for imported goods; the supplier’s manufacturer or agent must apply if needed.
• Contract quantities are not definitive; delivery periods are per Terms and Conditions; emergency demands give supplier first right of refusal.
• In case of conflict between General Bid Conditions and the RFX document, the RFX document prevails.

• Foreign respondents may bid directly or through a South African representative/agent with written authorisation. Bids must be compiled in the principal’s name and signed on their behalf.
• For successful foreign respondents, a South African representative must enter into a contract in the principal’s name with a Power of Attorney complying with Rule 63 of the Uniform Rules of Court.
• Payment instructions for EFT must be provided if payment is in South Africa.
• Security requirements as per clause 24 apply.
• No bid will be awarded to a bidder on National Treasury’s Register of Tender Defaulters or List of Restricted Suppliers.

• For clarification before closing, upload questions to the Transnet e-Tender Submission Portal or contact the person listed in the RFX document.
• After closing, communicate only with the contact person listed in the RFX document.

Tip-Off Anonymous Hotline: 0800 003 056

Note: This document does not contain SCM or technical contact details. For reporting dishonest, fraudulent, or corruptive behavior of Transnet employees, bidders may contact a senior Transnet official or use the anonymous hotline. Confidentiality is guaranteed.

This document is an Integrity Pact annexure and does not contain submission guidelines. However, it states that:

• The successful bidder will automatically incorporate this Integrity Pact as part of the final concluded contract
• All potential bidders must read this document and certify in the RFX Declaration Form that they have acquainted themselves with and agree with the content
• The Integrity Pact will form part of the Bidder's application for registration with Transnet as a vendor
• Bidders must sign and comply with undertakings contained in this Integrity Pact to be registered as a Transnet vendor

Eligible bidders must: Not be on National Treasury's Register of Tender Defaulters; Not be on National Treasury's List of Restricted Suppliers; Have no previous serious transgressions resulting in breach of law (corruption, fraud, theft, extortion, Competition Act violations) in the last 5 years with any public sector undertaking or private sector company; Have no conflicts of interest with Transnet employees or board members; Be willing to sign and comply with the Integrity Pact; Be willing to uphold UN Global Compact principles; Not have been restricted by another government institution.

This Integrity Pact establishes the following compliance requirements:

• UN Global Compact Principles: Bidders must uphold the ten principles covering Human Rights (principles 1-2), Labour (principles 3-6), Environment (principles 7-9), and Anti-Corruption (principle 10)

• Previous Transgressions Declaration: Bidders must declare no previous serious breaches of law (corruption, fraud, theft, extortion, Competition Act contraventions) in the last 5 years with any public sector undertaking, government department, or private sector company

• B-BBEE and Local Content: Incorrect statements regarding B-BBEE status or Local Content of goods will result in disqualification if the bidder cannot prove the statement was made in good faith with reasonable steps taken to verify correctness

• Code of Conduct: Transnet may require bidders to furnish a copy of their code of conduct addressing compliance programmes and rejection of bribes and unethical conduct

• Restricted Suppliers: No bid shall be awarded to bidders on the Register of Tender Defaulters or National Treasury's List of Restricted Suppliers

• Conflict of Interest: Bidders must disclose family, business, or social relationships with Transnet employees or Board members in the RFX declaration form or notify Transnet immediately in writing

• Financial Transactions: Bidders shall not lend to or borrow money from or enter monetary dealings with any bid committee member or person involved in the sourcing process

Bidders must commit to UN Global Compact environmental principles:

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

Note: This document does not contain specific environmental management system requirements or certifications.

Dispute Resolution: Transnet requires parties to use best endeavors to resolve disputes amicably. Litigation in bad faith negates trust and good faith principles. Bad faith litigation includes vexatious proceedings, perjury, scurrilous allegations, and abuse of court process. Transnet will not do business with companies that litigate against it in bad faith.

Governing Law: This Integrity Pact is governed by and interpreted in accordance with the laws of the Republic of South Africa.

Validity: The Integrity Pact covers all bidding processes and is valid for an indefinite period unless cancelled by either party.

Severability: If any provisions are invalid, the remainder remains valid.

Reporting Mechanism: Bidders may report dishonest, fraudulent, or corruptive behavior of Transnet employees to a senior Transnet official or via the Tip-Off Anonymous hotline 0800 003 056.

Sanctions for Violations: Transnet may exclude bidders from the process, cancel contracts, recover payments, encash guarantees, cancel other contracts, and exclude bidders from future bids for up to 10 years. Subcontracting to restricted companies is prohibited.

This Integrity Pact forms part of the concluded contract with the successful bidder. All bidders must read, understand, and certify agreement with the content via the RFX Declaration Form. The Integrity Pact is valid indefinitely unless cancelled by either party and covers all bidding processes. Bidders must declare no previous transgressions resulting in serious breach of law in the last 5 years. Transnet may exclude bidders from future bidding processes for up to 10 years for violations, with longer periods possible depending on gravity of misconduct. Bidders may have exclusion revoked if they prove damage restoration and installation of corruption prevention measures.

• Closing date: 19 September 2025.

• Tenderers must acknowledge, provide complete information, or indicate compliance with each clause of the specification.
• Annexure 1 (Product Qualification Certificate) must be completed in full.
• Failure to comply with the above requirement will result in disqualification.
• All documentation must be submitted in English.
• All documentation must be provided as softcopies. Hardcopies must be provided where required.

• Submit complete technical data sheets for all lubricants, including all test results required by LMOA, GM EMD, and GE.
• Submit a letter or certificate of compliance/approval from both GE and GM EMD for each oil.
• Submit laboratory test certificates from a Transnet-accepted lab confirming the product meets all requirements.
• Submit a Material Safety Data Sheet (MSDS) for each lubricant.
• Complete Annexure 1 (Product Qualification Certificate) in full.

Only suppliers offering branded oils with full OEM approval from both Wabtec and Progress Rail as Generation 7 lubricants are eligible. Suppliers must provide OEM certificates of compliance, laboratory test certificates from a Transnet-accepted lab, and proof of ISO 9000 certification. Tenderers must complete Annexure 1 in full; failure to do so results in disqualification. Oils with only tentative approval or qualified status are not acceptable.

• Scope: Supply of fully formulated, zinc-free, chlorine-free, heavy-duty, high-dispersant, SAE 20W/40 multigrade diesel engine crankcase lubricating oil.
• The oil must have a nominal Total Base Number (TBN) of 10.5 mg KOH/g.
• The oil must be classified by the Lubricants Committee of the Locomotive Maintenance Officers Association (LMOA) as a Generation 7 lubricant.
• Application: For use in both two-stroke and four-stroke diesel engines in Transnet's locomotive fleet.
• Applicable Locomotive Models: Includes General Electric (U26C, U15C, SG10), General Motors (GT-26MC, GT-18MC, SW 1002), and Wabtec (C30-ACi, ES40ACi) classes with specific engine models (e.g., 7FDL series, 16-645E3).
• Key Properties: SAE Viscosity Grade 20W40; Viscosity at 40°C and 100°C must be reported (ASTM D445); Viscosity Index must be reported (ASTM D2270); TBN minimum 10.5 (ASTM D2896) with a report via ASTM D664.
• OEM Evaluation Tests: Oil must pass bench tests (EMD Silver Corrosion and Oxidation, GE Oxidation, Bronze Friction) and engine tests (25-h EMD 2-567, 750-h GE 7FDL).
• Quality Management: Supplier must be certified to ISO 9000:2000 or an equivalent quality management system acceptable to Transnet.
• Manufacturing: Must have stringent quality control, batch testing, and preferably use dedicated blending tanks to prevent contamination.
• Compliance: Transnet may inspect incoming shipments; supplier is responsible for meeting the specification.

• The supplier must be certified to ISO 9000:2000 or an equivalent quality management system.
• Regular quality control checks and batch testing are mandatory, with results recorded on Batch Control Certificates (Annexure 2).
• Manufacturing should preferably occur in dedicated tanks to prevent contamination.
• Transnet reserves the right to inspect shipments and reject non-compliant deliveries.

• The supplier must be certified to ISO 9000:2000 or an equivalent quality management system acceptable to Transnet.
• The oil must be fully approved by the locomotive OEMs (GE/Wabtec and GM EMD/Progress Rail) and classified as a Generation 7 lubricant by the LMOA.
• Only 'Approved', 'Branded', or 'Preferred' oils are acceptable. 'Qualified' oils or those with 'Tentative approval' are not acceptable.
• The supplier must submit a Material Safety Data Sheet (MSDS) for each lubricant tendered.

• The supplier must submit a Material Safety Data Sheet (MSDS) for each lubricant tendered.
• The specification lists trace element content limits (e.g., Iron, Copper, Lead, Zinc, Chlorine) that must be controlled and reported.

• The supplier must guarantee the oil's compatibility with Transnet's current lubricants, both in physical mixture and operational performance.
• The supplier may be held liable for losses due to equipment or lubricant damage if delivered product is non-compliant.
• The supplier must outline procedures to ensure continuity of supply for the full contract duration.

• Only 'Approved', 'Branded', or 'Preferred' oils are acceptable.
• The oil must be zinc-free and chlorine-free.
• The oil must meet specific ASTM test methods for properties like Total Base Number (D2896, D664) and Viscosity Index (D2270).
• No formulation changes are allowed without Transnet's prior written approval.
• Packaging must be clearly marked with the Transnet specification number.

• Evaluation is based on the oil being a fully approved Generation 7 lubricant from the OEMs.
• References are made to ASTM standards and ISO quality management systems as part of the specification framework.

• Product 1: Item 9023860 - Diesel Locomotive Engine Oil 20W-40, bulk tank supply
• Product 2: Item 9023936 - Diesel Locomotive Engine Oil SAE 20W-40, drum supply
• Unit of measure: Litres
• Estimated 5-year demand for Product 1: 6,556,849 litres (Year 1: 1,239,640; Year 2: 1,275,644; Year 3: 1,313,908; Year 4: 1,350,272; Year 5: 1,377,385)
• Estimated 5-year demand for Product 2: 4,035,823 litres (Year 1: 759,344; Year 2: 783,348; Year 3: 808,856; Year 4: 833,100; Year 5: 851,175)
• Total estimated 5-year demand across both products: 10,592,672 litres
• Contract duration: 5 years on an 'as and when required' basis
• Scope: National supply and delivery for various locomotive fleets

Pricing must be submitted using the Annexure D Pricing Schedule Calculator template.

• Unit prices must be entered excluding VAT.
• Total prices (excluding VAT and including 15% VAT) must be calculated for each year.
• Five-year totals must be provided for both ex-VAT and incl-VAT amounts.
• Pricing is required for two separate product lines across all five years.

No compliance requirements found in this document. This appears to be only Annexure D (Pricing Schedule Calculator). The full tender document with compliance requirements was not provided.

The closing date for clarification requests is 17 July 2026, before 16:00 pm.

Clarification requests should be sent to Nondumiso Xotyeni at [email protected]. Formal complaints should be emailed to [email protected].

Bidders must submit their proposals via the Transnet e-Tender Submission Portal (transnetetenders.azurewebsites.net). Each company must register its own profile and log an intent to bid. Documents should be uploaded in multiple parts if necessary (30MB per upload). Submissions are recommended at least one day before the closing date to avoid technical issues. Joint Ventures may use any party's registered profile. Late submissions will not be accepted.

The RFP is for the supply and delivery of diesel locomotive engine oil for various fleets nationally for five years. Requirements include providing technical data sheets, lubricant formulation data, OEM certificates, laboratory test certificates, and Material Data Safety Sheets. Compliance with the National Railway Safety Regulator Act is mandatory, and goods must adhere to specifications in Annexure A.

k) Manufacturing and delivery lead time calculated from date of receipt of purchase order: ______ weeks.

l) Respondents, if awarded the contract, are required to indicate that their prices quoted would be kept firm and

fixed a period of 12 months, subject thereafter to adjustment (i.e. after the initial period of 12 months), utilizing

the following price index/indices/adjustment formula. [Not to be confused with bid validity period Section 2,

clause 1]

........................................................

.........................................................

Yes

m) Supplier to provide Transnet with their price adjustment formulae or methodology, indicating the market

economic factors that influence price movement.

to prevent issues which they may encounter due to their internet speed, bandwidth or the size of the number

of uploads they are submitting. Transnet will not be held liable for any challenges experienced by bidders as a

result of the technical challenges. Please do not wait for the last hour to submit. A Bidder can upload 30mb

per upload and multiple uploads are permitted.

_____________________________ ____________________________

Respondent’s Signature Date & Company Stamp

Transnet Request for Proposal No: TE/2026/07/0002/114547/RFP of 53

Returnable document

day before the closing date and bidders should not wait for the last hour before

the deadline to submit. This is to enable them to timeously address issues which

they may encounter due to internet speed, bandwidth or the size of the number

_____________________________ ____________________________

Respondent’s Signature Date & Company Stamp

Transnet Request for Proposal No: TE/2026/07/0002/114547/RFP of 53

Returnable document

of uploads being submitted. Transnet will not be held liable for any challenges

experienced by bidders as a result of their own technical challenges.

NB! In accordance with Section 217 of the Constitution, the Preferential

Procurement Policy Framework Act (PPPFA), the Preferential Procurement

Regulations, the Public Finance Management Act (PFMA), and applicable

with the overall Transnet digitalization strategy where suppliers can view advertised tenders, register their

information, log their intent to respond to bids and upload their bid proposals/responses on to the system.

a) The Transnet e-Tender Submission Portal can be accessed as follows:

a) Log on to the Transnet eTenders management platform website/ Portal

(transnetetenders.azurewebsites.net)

b) Click on “ADVERTISED TENDERS” to view advertised tenders;

c) Click on “SIGN IN/REGISTER –to register new bidder information and ensure that all mandatory

information is completed) OR;

d) to sign in if already registered;

e) Toggle (click to switch) the “Log an Intent” button to submit a bid;

f) Submit bid documents by uploading them into the system against each tender selected.

g) Respondents are to submit bid documents by uploading them onto the Transnet system against each

tender selected. A Bidder can upload 30mb per upload and multiple uploads are permitted.

h) Bidders should ensure that electronic bid submissions are submitted at least a day before the closing

date and bidders should not wait for the last hour before the deadline to submit. This is to enable them

to timeously address issues which they may encounter due to internet speed, bandwidth or the size of

the number of uploads being submitted. Transnet will not be held liable for any challenges experienced

by bidders as a result of their own technical challenges.

i) No late submissions will be accepted. The bidder guide can be found on the Transnet Portal

transnetetenders.azurewebsites.net

j) Each company must register its own profile using its company details and use the corresponding

registered profile to log an intent to bid as well as submitting any bid.

k) Transnet will not accept a bid or will disqualify a bidder who submits a bid in the Transnet e-tender

submission through another bidders’/Company’s profile. In other words, each bidder must register the

intent to bid and submit its bid through its own profile under the same company name that will

eventually bid for the tender. No company shall submit a bid on behalf of another company regardless

of the company being a subsidiary or holding company.

l) In case of a Joint Venture, any of the parties/companies to the Joint Venture may use its registered

profile to submit a bid on behalf of the Joint Venture.

m) A detailed bidder guide can be found on the Transnet Portal transnetetenders.azurewebsites.net

Join: https://teams.microsoft.com/meet/374640092122378?p=IuR8jqczjzFuV2bJLt

Meeting ID: 374 640 092 122 378

Passcode: Xr3zw9Bp

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of this RFP and/or its receipt of Proposals. In particular, please note that Transnet reserves the right to:

11.1 modify the RFP’s Goods;

11.2 award a contract in connection with this Proposal at any time after the RFP’s closing date;

11.3 award a contract for only a portion of the proposed Goods/Services which are reflected in the scope of

this RFP;

_____________________________ ____________________________

Respondent’s Signature Date & Company Stamp

Transnet Request for Proposal No: TE/2026/07/0002/114547/RFP of 53

Returnable document

11.4 split the award of the contract between more than one Supplier/Service provider, should it at Transnet’s

discretion be more advantageous in terms of, amongst others, cost or developmental considerations.

11.5 cancel the bid process;

11.6 validate any information submitted by Respondents in response to this bid. This would include, but is

not limited to, requesting the Respondents to provide supporting evidence. By submitting a bid,

Respondents hereby irrevocably grant the necessary consent to Transnet to do so;

11.7 request audited financial statements or other documentation for the purposes of a due diligence exercise;

11.8 not accept any changes or purported changes by the Respondent to the bid rates after the closing date

and/or after the award of the business, unless the contract specifically provided for it;

11.9 to cancel the contract and/request that National Treasury place the Respondent on its Database of

Restricted Suppliers for a period not exceeding 10 years, on the basis that a contract was awarded on

the strength of incorrect information furnished by the Respondent or on any other basis recognised in

law;

11.10 to award the business to the next ranked bidder, provided that he/she is still prepared to provide the

required Goods at the quoted price, should the preferred bidder fail to sign or commence with the

contract within a reasonable period after being requested to do so. Under such circumstances, the validity

of the bids of the next ranked bidder(s) will be deemed to remain valid, irrespective of whether the

outcome of the tender has been published the outcome of the bid process on the National Treasury e-

tender Portal and Transnet website. Bidders may therefore be requested to advise whether they would

still be prepared to provide the required Goods at their quoted price.

11.11 Request a bidder to furnish further information relating to its Environmental, Social and Governance

(ESG) standing at any stage of the procurement or contracting process. This information may not be

used for purposes of evaluation and/or disqualify bidder but may be use for purpose of record and

analysis of ESG compliance.

11.12 Where sub-contracting is applied in a tender, conduct due diligence assessment on the sub-contractor(s)

and this may entail requesting the bidder to provide further information relating to the sub-contractor(s)

or directly requesting the information from the sub-contractor(s) as well as conducting any necessary

investigations on the sub-contractor(s) to detect issues of “FRONTING”.

11.13 If the bidder is a distributor/agent, the bidder must provide a letter from the oil manufacturer or OEM

confirming the supply agreement. Transnet reserves the rights to validate the letter.

11.14 Transnet reserves the right to ask for a sample for testing if required.

Logistics Capability management plan = 3 points

• Warehouse Plan (levels of

None submitted = 0 points

stockholding)

• Local/ Imported Blending Plant

Submitted valid ISO 9001:2015 3=16%

Quality Management Quality management system: ISO certificate = 3 points 0=0%

System certification 9001:2015. No ISO 9001/2015 certificate

submitted = 0 points

Total Weighting: 100%

Minimum qualifying % required: 70%

_____________________________ ____________________________

Respondent’s Signature Date & Company Stamp

Transnet Request for Proposal No: TE/2026/07/0002/114547/RFP of 53

Returnable document

RespondentsaretonotethatTransnetwillroundofffinaltechnicalscorestothenearest2(two)decimalplaces

forthepurposesofdeterminingwhetherthetechnicalthresholdhasbeenmet.

Theminimumthresholdfortechnical/functionality[StepTwo]mustbemetandorexceeded

foraRespondent’sProposaltoprogresstoStepThreeforfinalevaluation

6.3 STEP THREE Evaluation and Final Weighted Scoring

a) Price and TCO Criteria [Weighted score 90 points]:

The Respondents must state the actual name(s) and address/addresses of the suppliers of the Goods for

inspection purposes only:

8.1 Local Manufacturer(s)

• Whether the Bid has been lodged on time Section1paragraph3

• Whether all Returnable Documents and/or schedules [where Section5

applicable] were completed and returned by the closing date and time

• Verify the validity of all returnable documents Section5

• Verify if the Bid document has been duly signed by the authorised Allsections

respondent

• Whether the Bid contains a priced offer as prescribed in the pricing and Section4&AnnexureD

delivery schedule

Thetestforresponsiveness[StepOne]mustbepassedforaRespondent’sProposalto

progresstoStepTwoforfurtherTechnicalCriteriaEvaluation

6.2 STEP TWO: Technical Criteria Evaluation

Phase 1: Pre-QualificationCriteria (100% Compliance to Specification) (Threshold: 100%) All

SuppliersMustScore100%ForPhase1inorderto proceedtoPhase2.

_____________________________ ____________________________

Respondent’s Signature Date & Company Stamp

Transnet Request for Proposal No: TE/2026/07/0002/114547/RFP of 53

Returnable document

Section 4: pricing and delivery schedule

applicable taxes (where applicable

Unconditional Discount(s)

RespondentsaretonotethatTransnetwillroundofffinalpricingscorestothenearest2(two)decimalplaces.

cancel the RFP.

b) Prices must be quoted in South African Rand inclusive of VAT.

c) Any disbursement not specifically priced for will not be considered/accepted by Transnet.

d) To facilitate like-for-like comparison bidders must submit pricing strictly in accordance with this pricing schedule

and not utilise a different format. Deviation from this pricing schedule could result in a bid being declared non-

responsive.

e) Rates proposed must be aligned with the Guide on Hourly Fee Rates for Consultants” by the Department of

Public Service and Administration (DPSA);

f) Quantities given are estimates only. Any orders resulting from this RFP will be on an “as and when required”

basis.

g) Prices are to be quoted on a delivered basis to Koedoespoort, Germiston, Bloemfontein, Durban, Salt River,

used as guidelines in establishing lead times and monthly delivery requirements with the Supplier.

3.4 Where scheduled deliveries are required, the delivery period(s) specified must be strictly complied with,

unless otherwise requested by Transnet. Material supplied earlier than specified may not be paid for or

may be returned by Transnet, with the Supplier being held liable for all expenses so incurred, e.g.

handling and transport charges.

_____________________________ ____________________________

Respondent’s Signature Date & Company Stamp

Transnet Request for Proposal No: TE/2026/07/0002/114547/RFP of 53

Returnable document

3.5 If the delivery period offered by the Respondents is subject to a maximum monthly production capacity,

full particulars must be indicated in Section 4 [PricingandDeliverySchedule]

3.6 The Respondent must state hereunder its annual holiday closedown period [if applicable] and whether

this period has been included in the delivery lead time offered:

__________________________________________________________________________

3.7 Respondents are required to indicate below the action that the Respondent proposes to take to ensure

continuity of supply during non-working days or holidays.

________________________________________________________________________

Prices must be quoted in South African Rand inclusive of VAT on a delivered basis to various locations (Koedoespoort, Germiston, Bloemfontein, Durban, Salt River). Prices must remain firm and fixed for 12 months. Bidders must provide price adjustment formulae or methodology. Financials are evaluated based on Price and TCO in the final stage.

Bidders must be tax compliant with SARS and provide a unique PIN or TCS certificate. Registration on the National Treasury's Central Supplier Database (CSD) is required. A B-BBEE status level verification certificate or sworn affidavit must be submitted. Bidders must disclose any commercial relationships with Domestic Prominent Influential Persons (DPIP) or Foreign Prominent Public Officials (FPPO).

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED FOR PURPOSES OF COMPLIANCE WITH THE B-BBEE ACT]

5.1 Please sign documents [sign, stamp and date the bottom of each page] before uploading them on the

system. The person or persons signing the submission must be legally authorised by the respondent to

do so.

5.2 All returnable documents tabled in the Proposal Form [Section 5] must be returned with

proposals.

5.3 Unless otherwise expressly stated, all Proposals furnished pursuant to this RFP shall be deemed to be

offers. Any exceptions to this statement must be clearly and specifically indicated.

5.4 Any additional conditions must be embodied in an accompanying letter. Subject only to clause 15

[Alterations made by the Respondent to Bid Prices] of the General Bid Conditions, paragraph 12 below

(Legal Review) and Section 6 of the RFP, alterations, additions or deletions must not be made by the

submitted to Transnet.

• Respondents are to note that for the purpose of Evaluation, a JV will be evaluated based on one consolidated

B-BBEE score card (a consolidated B-BBEE Status Level verification certificate) Preference points will be awarded

to a bidder for attaining the specific goals requirements in accordance with the table indicated in Section 4.1 of

the specific goals Claim Form.

7 communication (clarifications and complaints)

7.1 For specific clarification relating to this RFP, an RFP Clarification Request Form should be submitted to

[Nondumiso Xotyeni], email [email protected] before 16:00 pm on 17 July 2026,

_____________________________ ____________________________

Respondent’s Signature Date & Company Stamp

Transnet Request for Proposal No: TE/2026/07/0002/114547/RFP of 53

Returnable document

substantially in the form set out in Section 8 hereto. In the interest of fairness and transparency,

Transnet’s response to such a query will be published on the e-tender portal and Transnet website.

7.2 Specific complaints relating to this RFP before or after the closing date should be formally submitted by

emailing to [email protected]. Once the complaint has been submitted, the Transnet

line with completed Annexures = 10 points technical specification

from the diesel No signed or incomplete Technical Specification indication that the supplier

locomotive OEMs 0=0%

complies line by line with Annexures = 0 point

Submit complete Technical Data Sheets that comply with specification 10=10%

Submit Technical Data RT_TE_SPC_0113 = 10 points

Submit incomplete non-compliant or NO Technical Datasheets = 0 point 0=0%

Submit complete Lubricant Formulation Data = 10 points 10=10% Submit Lubricant

Formulation Data Submit incomplete or NO Lubricant Formulation Data = 0 point 0=0%

Submit locomotive Submit Locomotive OEMs certificates/ letters = 10 points 10=10%

Certificates/ Letters Submit NO Lubricant Locomotive OEMs certificates/ letters = 0 point 0=0%

Submit Laboratory test certificates = 10 points 10=10% Submit Laboratory Test

Certificates Submit NO Laboratory test certificates = 0 point 0=0%

Submit Material Data Safety Sheets = 10 points 10=10% Submit Material Safety

Data Sheets Submit NO Material Data Safety Sheets = 0 point 0=0%

Compliance to Chemical Lubricant properties = 10 point 10=10% Submit Chemical

properties Non-compliance with Chemical Lubricant properties = 0 point 0=0%

Submit proof of Lubricant Compatibility = 10 points 10=10% Submit Lubricant

Compatibility Submit NO proof of Lubricant Compatibility = 0 point 0=0%

_____________________________ ____________________________

Respondent’s Signature Date & Company Stamp

Transnet Request for Proposal No: TE/2026/07/0002/114547/RFP of 53

Returnable document

Three or more 3=50%

Bidder to provide a signed letter of Reference/Completion 2=25%

reference/completion certificate/delivery Certificates = 3 points

1=10% note on referee letterhead with contactable Two Reference/Completion

0=0% contact details from different clients Certificates = 2 points

indicating previous experience supplying One Reference/Completion

lubricants Certificate = 1 point Previous experience

No similar work = 0 points

Bidder to provide datasheet showing oils Datasheet of oils application 3=17%

that are currently being used on with delivery Qty and ZAR value 0=0%

locomotives and details of the locomotives/ = 3 points

or oil supply to other industries No datasheets supplied = 0

points

Proof of logistics capability and delivery 3=17%

management plan containing the following: 0=0%

Respondentsmustonlyinputyear1unitprice(excl.VAT)onAnnexureD:PricingScheduleCalculator

and the rest of the spreadsheet is formula driven and would compute the total price of items

automatically. On the below tables the bidder would populate the figures derived from Annexure D:

currency’s rate published by the South African Reserve Bank on the date of the advertisement of the bid:

Currency rate of exchange utilised: _________________________

j) In respect of incoterms conditions, if applicable, please refer to paragraph 25 of Annexure F: Transnet’s General

▪ Considered relevant governance protocols;

▪ Determined the DPIP or FPPO status of that counterparty; and

▪ Conducted a risk assessment and due diligence to assess the potential risks that may be posed by the

business relationship.

As per the Transnet Domestic Prominent Influential Persons (DPIP) and Foreign Prominent Public Officials

(FPPO) and Related Individuals Policy available on Transnet website

https://www.transnet.net/search/pages/results.aspx?k=FPIDP#k=DPIP, Respondents are required to

_____________________________ ____________________________

Respondent’s Signature Date & Company Stamp

Transnet Request for Proposal No: TE/2026/07/0002/114547/RFP of 53

Returnable document

disclose any commercial relationship with a DPIP or FPPO (as defined in the Policy) by completing the following

section:

The attention of the Respondents is directed to clause 17 [Exchange and Remittance] of the General Bid

Conditions. If Transnet is requested by the Respondent to effect payment overseas direct to the Respondent’s

_____________________________ ____________________________

Respondent’s Signature Date & Company Stamp

Transnet Request for Proposal No: TE/2026/07/0002/114547/RFP of 53

Returnable document

principal or supplier, which is not a registered South African Company please complete the details below,

using the rate of exchange published by the South African Reserve Bank 7 [seven] calendar days before the

closing date of this RFP:

10.1 ZAR 1.00 [South African currency] being equal to ________________ [foreigncurrency]

10.2 _____ % in relation to tendered price(s) to be remitted overseas by Transnet

10.3 __________________________ [Name of country to which payment is to be made]

10.4 Beneficiary details:

Name [Account holder] ____________________________________

Bank [Name and branch code] ____________________________________

Swift code ____________________________________

Country ____________________________________

10.5 ______________________________ [Applicable base date of Exchange Rate used]

Respondents are advised that should a contract be awarded for deliveries on an “as and when required” basis,

any future remittance(s) to overseas principals/service providers, as instructed above, will be based on an

agreed rate of exchange related to the contractual price of the Goods/Services at that time.

In compliance with the National Railway Safety Regulator Act, , the successful Respondent [the

Supplier] shall ensure that the Goods to be supplied to Transnet, under the terms and conditions of a contract

between the parties, comply fully with the specifications as set out in Annexure A [Specifications and

Drawings]of this RFP, and shall also adhere to railway safety requirements and/or regulations [as applicable].

course of a contract, shall be subject to a review of the capability of the proposed subcontractor to comply

with the specified railway safety requirements and/or regulations. The Supplier and/or its subcontractor shall

_____________________________ ____________________________

Respondent’s Signature Date & Company Stamp

Transnet Request for Proposal No: TE/2026/07/0002/114547/RFP of 53

Returnable document

grant Transnet access, during the term of the contract, to review any safety-related activities, including the

coordination of such activities across all parts of the organisation.

can be appended to the Respondent’s Proposal if there is insufficient space available below.

_____________________________ ____________________________

Respondent’s Signature Date & Company Stamp

Transnet Request for Proposal No: TE/2026/07/0002/114547/RFP of 53

Returnable document

___________________________________________________________________________________

___________________________________________________________________________________

risk to Transnet pertaining to potential non-performance by the Respondent, in relation to:

15.1 Quality and specification of Goods/Services delivered:

____________________________________________________________________________________

____________________________________________________________________________________

15.2 Continuity of supply:

________________________________________________________________________

________________________________________________________________________

15.3 Compliance with the Occupational Health and Safety Act, :

________________________________________________________________________

________________________________________________________________________

15.4 Compliance with the National Railway Safety Regulator Act, :

________________________________________________________________________

________________________________________________________________________

SIGNED at ___________________________ on this _____ day of __________________________ 20___

Documents, and also to confirm submission of these documents by so indicating [Yes or No] in the tables

below:

SUBMITTED MANDATORY RETURNABLE DOCUMENTS [Yes/No]

SECTION 4 : Pricing and Delivery Schedule

Annexure D: Pricing Schedule Calculator

Completed and Signed Annexure A: Technical Specification RT_TE_SPC_0113 with all detail

completed for the Annexures (Annexures 1 and 2) in the specification.

Completed and Signed Annexure B: Technical Specification line by line compliance sheet

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. Pleasesubmitdetailsofyourentity’spoliciesinthisregard.

The contract involves a five-year supply agreement on an 'as and when required' basis. The supplier must provide an experienced national account representative and participate in quarterly reviews. A 95% service level is guaranteed on measures including random quality checks and on-time delivery. Transnet reserves the right to replace team members not adding value. Material breach of contract may lead to cancellation. The contract includes provisions for overseas payments if the principal is not a South African company, subject to agreed exchange rates.

IT is a condition of this bid that the tax matters of the successful respondents be in order, or that satisfactory arrangements have been made with south african revenue service (SARS) to meet the respondents tax obligations.

Procurement Policy Framework Act (PPPFA), the Preferential Procurement

their bid, at the same terms and conditions, if the internal evaluation process

6 evaluation methodology

Stage 2 stage 3

Phase 2: 70% Technical Price (90) draft MOA/MA, the highest ranked

bidder and Functionality Negotiations and

Specific goals (10) Specific Goals & conclusion of

Weighted score

NB: Evaluation of the various stages will normally take place in a sequential manner. However, in order to expedite the

process, Transnet reserves the right to conduct the different steps of the evaluation process in parallel. In such instances

the evaluation of bidders at any given stage must not be interpreted to mean that bidders have necessarily passed any

previous stage(s).

progresstoStepTwoforfurtherTechnicalCriteriaEvaluation

6.2 STEP TWO: Technical Criteria Evaluation

SuppliersMustScore100%ForPhase1inorderto proceedtoPhase2.

Technical Evaluation Scoring

Points Weightings Criteria guideline

line with completed Annexures = 10 points technical specification

and systems. Such a partnership will allow Transnet to reach higher levels of quality, service and profitability.

Section 9 : specific goals points claim form ..........................................................................................40

Technical Evaluation S