Grading and maintenance of gravel roads (postmasburg, bloemfontein, de aar) – 6-Month as-and-when-required contract

• Closing date: 12 November 2026 at 16:00.
• Compulsory briefing: 05 November 2026 at 10:00, via Microsoft Teams, approximately 1 hour. Bidders must populate company name, telephone/cell numbers and email in the Teams chat for attendance confirmation. Must confirm attendance and send contact details to [email protected].
• Clarification queries deadline: 09 November 2026 at 14:00.

SCM/Technical contact:

• Name: Nozuko Sani
• Role: Contact person for bidding procedure and technical enquiries
• Email: [email protected]
• Telephone: 051 408 2588

Briefing attendance confirmation:

• Email: [email protected]

Complaints:

• Email: [email protected]

Submission address:

• Portal: https://esupplierportal.transnet.net/portal/

Submission channel: Transnet e-tender submission portal at https://esupplierportal.transnet.net/portal/

• Each company must register its own profile and log an intent to bid; bids submitted through another company's profile are disqualified.
• Submit by uploading documents against the tender; uploads of up to 30 MB each are allowed, with multiple uploads permitted.
• Complete all pricing electronically in the eSupplier portal; paper pricing schedules are not accepted.
• Submit at least a day before closing to avoid technical issues; late submissions are not accepted.
• For joint ventures, any JV party may submit using its registered profile.
• All returnable documents must be completed, signed, stamped and dated, and submitted by the closing date and time.

Mandatory returnable documents:

• Electronic pricing schedule in the eSupplier portal.
• Proof of attendance at the compulsory briefing (attendance register).

Returnable documents used for scoring (missing these gives zero for the related criterion):

• Valid proof of specific goal compliance, e.g. B-BBEE certificate or sworn affidavit, 30% Black Women Owned Entities, 50% Black Youth Owned Entities, or entities owned by people with disabilities with certified ID copies and doctor's note/EEA1 form.

Essential returnable documents (may be afforded a later deadline, but failure after that can disqualify):

• SBD 1 Form (Invitation to Bid) – bidder details and signature.
• Section 5: Certificate of Acquaintance with RFQ Documents.
• Section 6: RFQ Declaration and Breach of Law Form.
• Section 7: Protection of Personal Information declaration.

Disqualification risks:

• Any mandatory or essential returnable document missing, unsigned, incomplete or submitted late.
• Bidding using another company's profile, or canvassing Transnet officials between closing and award.
• Collusion with other bidders.
• Material deviation from the standard terms and conditions without prior written acceptance by Transnet's Legal Counsel.

Evaluated in two stages:

Stage 1 – Test for administrative and substantive responsiveness:

• Must be lodged on time, all returnable documents completed and returned, documents signed by authorised respondent, bid must contain a priced offer, and must materially comply with the scope and specification.
• Must pass this stage to proceed to Stage 2.

Stage 2 – Weighted scoring (maximum 100 points):

• Price: up to 80 points.
• Specific goals: up to 20 points.

Price scoring formula: Ps = 80 x (1 - (Pt - Pmin) / Pmin), where Pt is the price under consideration and Pmin is the lowest acceptable bid price.

Specific goals points (20 in total):

• B-BBEE status level of contributor (Level 1 or 2): 5 points.
• 30% Black Women Owned Entities: 5 points.
• 50% Black Youth Owned Entities: 5 points.
• Entities Owned by People with Disability: 5 points.

Awards per region:

• Bidders may quote for one, two, or all three depots (Postmasburg, Bloemfontein, De Aar).
• Awards are per region based on the highest weighted score (80/20) for that region; one bidder may win all regions.
• If quoting on a region, must price all items for that region; failure disqualifies for that region.

Post-tender price negotiations:

• If the top-ranked bidder's price is not market-related, Transnet may negotiate a market-related price or cancel the RFQ.
• Negotiations are sequential with the highest, then second, then third ranked bidder.

If no market-related price is agreed with the third ranked bidder, Transnet must cancel the RFQ.

Scope of work:

• Grading of gravel roads in Postmasburg, Bloemfontein, and De Aar (for both wagons and locomotive).
• Activities include mechanical grading, reshaping of the road surface, water management, and compaction.

Period: Six months on an 'as and when required' basis, from the date of placement of purchase order.

Depots involved: Postmasburg, Bloemfontein, De Aar.

• Bidders may quote for one, two, or all three depots.
• Must quote all items for each region selected.

Detailed scope in Annexure A of the RFQ (refer to it).

No specific prior experience or qualification requirements are stated. The bidder must be registered on the Transnet eSupplier portal and complete mandatory information in the profile.

Pricing must be completed electronically in the Transnet eSupplier portal. Prices in South African Rand, inclusive of VAT. Must follow the prescribed price schedule format; deviation may disqualify. No extra disbursements will be considered. Unconditional discounts only considered at final evaluation. Transnet may negotiate for market-related prices; if not agreed with the top three, the RFQ is cancelled.

Pricing format:

• Complete the electronic pricing schedule in the Transnet eSupplier portal.
• Prices to be quoted in South African Rand, inclusive of VAT.
• Quotes must follow the prescribed price schedule format; deviation may disqualify the bid.
• Any disbursement not specifically priced for will not be accepted.
• Unconditional discounts may be considered only at the final evaluation stage.
• Transnet will round final pricing scores to the nearest two decimal places.

No bid security, performance bond, or retention mentioned.

Validity period: 120 business days from the closing date.

Tax compliance:

• Bidders must submit a valid SARS Tax Compliance Status (TCS) PIN, or if not available, provide a CSD number.
• For joint ventures, consortia, or sub-contractors, each party must provide a separate TCS PIN/CSD number.
• No bids from persons in the service of the state, or from companies/close corporations with directors/members in the service of the state.

CSD registration:

• Must be registered on the Central Supplier Database (CSD) and provide the CSD number.

B-bbee:

• B-BBEE certificate / sworn affidavit / B-BBEE CIPC certificate may be submitted (for joint ventures, a consolidated scorecard is accepted).
• Specific goals points claimed for B-BBEE level, Black Women Owned Entities, Black Youth Owned Entities, and entities owned by people with disabilities require valid proof.

Other:

• Must comply with the Employment Equity Act, including Section 53.
• Must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
• Must disclose any DPIP/FPPO relationships.
• Successful bidder must register on the Transnet vendor master database via a Supplier Declaration Form.
• Bidders must not be in the service of the state, and must disclose any relationship with Transnet employees or former employees/board members.

No specific occupational health and safety requirements are stated in the document. General compliance with applicable laws and regulations is required. The successful bidder may be required to obtain security clearances (CONFIDENTIAL/SECRET/TOP SECRET) for personnel on the contract.

No specific environmental requirements are stated, but Transnet may request Environmental, Social and Governance (ESG) information at any stage for record and analysis; this does not affect evaluation or disqualify the bid.

The contract is for six months, on an as-and-when-required basis. The successful bidder must sign a written contract (SBD 7). The quotation, once accepted, forms a binding contract; failure to deliver within the quoted lead time may lead to cancellation and recovery of costs. The successful bidder must keep all returnable documents valid for the contract duration; failure to renew may lead to immediate contract termination. Transnet may cancel the contract and request restriction on the Database of Restricted Suppliers for up to 10 years for incorrect information. Validity period of the bid is 120 business days from closing date.

Evaluation follows a two-stage process. Stage 1 tests administrative and substantive responsiveness; a bid must pass this to be evaluated further. Stage 2 scores price (80 points) and specific goals (20 points). Awards are per region based on the highest weighted score; a bidder quoting on a region must price all items for that region. Transnet may negotiate market-related prices sequentially with the top three bidders if needed.