Locomotive ablution facility cleaning services at three depots (saldanha, sishen te, sishen new yard) – 36-Month contract

Closing date: 06 November 2026 at 16:00

Briefing session (non-compulsory): 30 October 2026 at 11:00, on Microsoft Teams

Clarification queries deadline: 02 November 2026 at 16:00

Site inspection (voluntary): after briefing, to be arranged with contact person

SCM / bidding procedure enquiries:

• Contact: Khathutshelo Tshamano
• Email: [email protected]
• Telephone: 011 584 0625

Technical enquiries:

• Contact: Ignetius Makelane
• Email: [email protected]
• Telephone: 011 584 0625

Complaints:

• Email: [email protected]

Briefing attendance confirmation:

• Email: [email protected]

Submission method: electronic only via the Transnet eSupplier Portal (https://esupplierportal.transnet.net/portal/).

• Register the company profile and log intent to bid on the portal.
• Upload all bid documents through the portal; each upload may be up to 30 MB, with multiple uploads permitted.
• All pricing must be completed electronically on the portal; no paper pricing schedules will be accepted.
• Sign, stamp and date the bottom of each page before uploading.
• Each bidder must submit through its own registered company profile. Bids submitted through another company's profile will be disqualified.
• Late submissions will not be accepted. Transnet recommends submitting at least one day before closing to allow for technical issues.

Returnable documents (all must be completed and submitted):

• SBD 1 (Invitation to Bid): bidder details and sign-off as the offer cover page.
• Section 4: Pricing Schedule – must be completed 100% on all items, including per-depot quantities.
• Section 5: Salary Schedule – must be signed by the bidder's representative.
• Section 6: Certificate of Acquaintance with RFP, Master Agreement and applicable documents.
• Section 7: RFP Declaration and Breach of Law Form.
• Section 8: RFP Clarification Request Form.
• Section 9: Specific Goals Points Claim Form (for preference points).
• Section 10: Protection of Personal Information form.
• Annexures: Master Agreement draft, General Bid Conditions, Standard Terms and Conditions, Supplier Integrity Pact, Non-Disclosure Agreement.
• Proof of authority to sign (e.g. company resolution).

Disqualification risks:

• Incomplete or unsigned returnable documents.
• Pricing schedule not completed fully or not submitted electronically.
• Submission through another bidder's profile.
• Late submission for any reason, including technical issues.

Evaluation stages:

• Stage 1: Test for administrative and substantive responsiveness – must be passed to progress. Checks include timely submission, all returnable documents complete and signed, CSD registration, pricing schedule completed 100%, salary schedule signed, and material compliance with scope.
• Stage 2: Functionality (technical) compliance – minimum qualifying score of 70%.
• Stage 3: Final weighted scoring – Price 80 points, Specific Goals 20 points, total 100.
• Stage 4: Post-tender negotiations (if pricing not market-related) – Transnet may negotiate with the highest ranked bidder, then 2nd and 3rd ranked, sequentially.
• Stage 5: Award and contract conclusion.

Functionality evaluation (minimum 70%):

• Previous work experience (60% weighting): submit authenticated reference letters or copies of contracts (not award/appointment letters) for general or hygiene ablution cleaning services. Score based on number of references: 1 = 15%, 2 = 30%, 3 = 45%, 4 = 60%. Each reference must be on company letterhead and include contract value, contract period (start and end dates), and contact details of the client.
• Service Implementation Plan (40% weighting): must cover (i) service continuity: induction programme, cleaning process and intervals, register of cleaning service, consumables, equipment and timelines; (ii) employment and labour relations: employment process, remuneration and wage management, absenteeism, misconduct, disciplinary process, labour disputes, retention plan, resignations and record keeping; (iii) training plan: formal and on-the-job training on OHS, cleaning processes, hygiene, housekeeping, supervisory skills and management. Scoring: all 3 areas fully addressed = 3 points (40%), 2 areas = 2 points (26.67%), 1 area = 1 point (13.33%), no plan = 0.

Scope: Cleaning of locomotive ablution facilities at 3 depots – Saldanha, Sishen TE depot and Sishen New yard, for a period of 36 months (3 years).

Services required:

• Cleaning of toilet and cubicle, emptying retention tank, refilling water tank.
• Services apply to both chemical toilets (porta potties) and septic tank systems.
• Cleaning and disposal of waste from locomotive porta potties.
• Operation is required 24/7, 365 days a year.
• Staffing: 2 cleaners per shift; a 12-hour shift pattern requires 4 cleaners per day/night shift plus 4 on rest, and 1 supervisor, totalling 9 people.

Cleaning method – chemical toilets:

• Perform cleaning in a demarcated area provided by Transnet, with access to a sewage drain or toilet and water tap.
• Use unique keys to unlock, disconnect flush tank from waste tank, empty waste tank into sewage drain/toilet via emptying spout.
• Clean with soapy water and anti-bacterial cleaners.
• Refill waste-holding tank with SABS-compliant chemical (e.g. Aqua Blue) to liquefy waste, reduce gas build-up and control odour.
• Refill flush-water tank with SABS-compliant chemical (e.g. Rinse Blue) for effective flushing and freshness.
• While toilet is removed, clean the cubicle with a mop; each cubicle has a waste drain.
• Water tank must be refilled with clean water at all times.

Cleaning method – septic tank systems:

• Clean inside the locomotive toilet, scrubbing bowl walls inside-out with a brush.
• Use soapy water and anti-bacterial cleaners.
• Clean cubicle with a mop.
• Gauge and refill the locomotive water tank; holds up to 100 litres; one flush uses ~2 litres.

Logistics:

• Toilet capacity lasts up to 5 days; cleaning must occur on return (during trip inspection).
• Transnet provides the pool of porta potties for exchange; prefer placing on leading and last locomotive.
• Toilets can be ferried by bakkie/Kombi if needed.

Quality assurance:

• Transnet Freight Rail nominates a quality inspector to take daily samples of cleaned locomotives and evaluate quality.
• Transnet and supplier must agree on quality deliverables to be included in the evaluation form.

Sanitary facility:

• The sanitary facility is Transnet property, used as an office, for cleaning porta potties, and storage of chemicals, equipment and cleaned spare units.
• The contractor is responsible for housekeeping and must keep the facility clean.
• Contractor is liable for any damages to the building, cleaning equipment, microwave, fridge and furniture.
• Maintenance of the building is the responsibility of Transnet Real Estate; the contractor must report faults to Operations.

Induction training:

• Transnet provides induction training at the depot's Local Safety Office.

Methodology requirements:

• Service Implementation Plan must address service continuity, employment and labour relations, and training (see functionality criteria in evaluationCriteria).
• Plan should include induction programme, cleaning process and intervals, register of cleaning service, sourcing of consumables, equipment, and timelines.
• Plan must also cover employment process, wage management, absenteeism, misconduct handling, disciplinary process, labour disputes, employee retention, resignations, and record keeping.
• Training plan must cover OHS, cleaning processes, hygiene, housekeeping, supervisory skills and management.

Experience requirements:

• Submit authenticated reference letters or copies of contracts (not award/appointment letters) demonstrating experience in general or hygiene ablution cleaning services (locomotive experience not required) – e.g. offices or other facilities.
• Each reference must include contract value, contract period (start/end dates), and contact details of the company where the service was rendered.
• At least 1 reference is required for scoring; up to 4 references for maximum points (see evaluationCriteria).

Key personnel requirements:

• An experienced national account representative is required to work with Transnet's procurement department; no sales representatives for individual departments.
• Minimum number of people fully informed and accountable for the agreement.
• Transnet holds quarterly reviews with the supplier's account representative.
• Transnet reserves the right to request replacement of any supplier team member.

Quality assurance:

• Transnet nominates a quality inspector per region/depot who takes daily samples of cleaned locomotives and evaluates quality.
• Transnet and supplier must agree on quality deliverables to be included in the evaluation form.
• Cleaning must meet the specified methods and use SABS-compliant chemicals and anti-bacterial cleaners.
• Supplier must maintain cleanliness of the sanitary facility (housekeeping).

Pricing schedule format:

• Pricing must be completed electronically on the Transnet eSupplier portal. No paper pricing schedules accepted.
• The schedule must be completed 100% on all items.
• Prices must be quoted in South African Rand inclusive of VAT (15%).
• Prices must be delivered basis; any disbursement not priced for will not be accepted.
• Deviation from the pricing schedule format could result in a bid being declared non-responsive.
• Pricing must align with DPSA Guide on Hourly Fee Rates for Consultants.
• Quantities are estimates; orders are on an 'as and when required' basis.

Rate per unit:

• Bidders must quote a cost per unit (per cleaning) for each depot.
• Must provide cost for 1st, 2nd and 3rd year.

Guaranteed quantities:

• Minimum 11,263 units per 12 months (guaranteed to be paid).
• Maximum 27,062 units per 12 months (not guaranteed).

Pricing score:

• Price is scored out of 80 points in the final evaluation.
• Final pricing scores rounded to 2 decimal places.

Pricing format:

• Pricing must be completed on the Transnet eSupplier Portal (electronic pricing). No paper pricing schedules accepted.
• Prices must be quoted in South African Rand inclusive of VAT.
• Pricing must follow the exact format of the pricing schedule in Section 4. Deviation may lead to non-responsiveness.
• Rates must align with the DPSA Guide on Hourly Fee Rates for Consultants.
• Quantities are estimates only; orders will be on an "as and when required" basis.

Guaranteed quantities:

• Minimum guaranteed for 12 months: 11,263 units cleaned (guaranteed to be paid).
• Maximum estimated for 12 months: 27,062 units (not guaranteed).

Estimated quantities per depot for 12 months:

• Saldanha: 15,017 units
• Sishen TE workshop: 8,760 units
• Sishen New yard: 3,285 units

Pricing rules:

• Any disbursement not specifically priced for will not be accepted.
• Discounts only considered if offered unconditionally.
• Prices must remain firm and fixed for the contract duration.
• If imported goods are used, rates of exchange must be based on SARB rates at advertisement date.

Annual price review:

• Successful bidder must submit to an annual price review; Transnet benchmarks against lowest price received. If the bidder's price is higher, they must match or better within 30 calendar days, failing which the contract may be terminated or items purchased outside contract.

Payment and pricing evaluation:

• Price scoring uses formula: PS = 80 (1 - (Pt - Pmin) / Pmin).
• Final pricing scores rounded to 2 decimal places.

CSD registration:

• Bidder must be registered on the Central Supplier Database (CSD) prior to submission. Business may not be awarded to a non-registered bidder. Foreign suppliers with no local entity are exempt.

Tax compliance:

• Bidder must be tax compliant and submit a valid SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. Alternatively, provide a CSD number where TCS is not available.
• For consortia/JVs/subcontractors, each party must submit a separate TCS / CSD number.
• Failure to provide or comply renders the bid invalid.

B-bbee:

• B-BBEE status level evidence required: a B-BBEE verification certificate, or a sworn affidavit for EMEs and QSEs.
• B-BBEE contributes to Specific Goals preference points (20 points total for specific goals in evaluation).

Employment Equity:

• Must comply with the Employment Equity Act, including Section 53.

Foreign suppliers:

• Complete the questionnaire in SBD 1 regarding residency, branch, permanent establishment, source of income, and tax liability in SA. If answer 'no' to all, TCS PIN not required.

Health and Safety obligations:

• Submit a project-specific Health and Safety Management Plan to Transnet's project manager, demonstrating compliance with applicable legislation and project health and safety specification.
• Before starting any activities, the successful tenderer must submit:
• COIDA letter of good standing,
• completed Section 37(2) agreement,
• valid medical certificates for all employees working on the project,
• a safety file.
• Must apply for health and safety induction before mobilising employees to site.
• Supplier must provide all PPE required, including steel-capped shoes, ear protection, safety vests, and any special PPE required by the depot.
• Compliance with the Health and Safety Act and other applicable legislation and standards is required.

Environmental commitment:

• Transnet seeks understanding of the bidder's environmental commitments, including waste disposal, recycling and energy conservation.
• Bidders must submit details of their entity's environmental policies.

Operational environmental measures:

• Waste from porta potties must be disposed of via sewage drains/toilets.
• Use of SABS-compliant chemicals for waste treatment and flushing.

Contract duration: 36 months (3 years). Prices must remain firm for the contract term.

• Annual price review required; failure to match benchmarked price may lead to termination.
• Supplier guarantees 95% service level on quality/quantity/specification compliance and on-time delivery; failure constitutes material breach and grounds for cancellation.
• Supplier must comply with all applicable laws and regulations.
• The contract is subject to Transnet's Master Agreement, General Bid Conditions, Standard Terms and Conditions, Supplier Integrity Pact and Non-Disclosure Agreement.
• Transnet may terminate the contract and request placement on the National Treasury Database of Restricted Suppliers (up to 10 years) if incorrect information was furnished.
• The bidder's terms and conditions will be reviewed by Transnet's Legal Counsel; material deviations may lead to disqualification.

Enquiries

• Contact: Not stated in the document.
• Email: Not stated.
• Telephone: Not stated.

Submission / delivery address: Not stated.

Returnable documents — all must be completed, signed and submitted with the tender:

• Project-specific Health and Safety Plan.
• Health and safety cost breakdown (Bill of Quantities).
• Safety Policy signed by the CEO, covering: commitment to safety, prevention of pollution, continual improvement, compliance with legal requirements, management accountability for safety systems, and objectives and targets.
• Table of roles and responsibilities, e.g. S16.2 CEO, CR8.1 Construction manager, CR8.2 Assistant construction manager, CR8.5 Safety officer, CR8.7 Construction supervisor, CR8.8 Construction assistant supervisor, CR9.1 Risk Assessor, 17.1 SHE Reps, per the Occupational Health and Safety Act.
• List of job categories, competencies per category, and a training matrix for all project employees, including management, with planned training dates.
• Overview of the project-specific Baseline Risk Assessment (RA) indicating major activities.
• Three-year synopsis of SHE incidents: description, type, and action taken to prevent recurrence.
• Completed Contractor Safety Questionnaire (Annexure B).
• Proof of Compensation Fund registration and a valid Letter of Good Standing, reflecting the company name, registration number and expiry date.
• Completed Mandatary Agreement (Section 37(1) & (2) of the OHS Act) signed by the mandated representative.

Disqualification risks:

• Any required health and safety document omitted or unsigned.
• Failure to submit a valid Letter of Good Standing — no contractor may work for TFR without it.
• Receiving the tender after the closing time.

Assessment Schedule T2.2-XX — Health and Safety Requirements is used to evaluate submitted health and safety documentation.

No explicit scoring split, minimum qualifying score, or preference point system (80/20 or 90/10) is stated in the provided document.

Scope: Cleaning of locomotive ablution facilities at three depots — Saldanha, Sishen TE depot, and Sishen New yard.

Contract period: 36 months (3 years), per the tender record. (Note: the attached specification repeatedly states 12 months — this discrepancy is unresolved.)

The service involves professional cleaning, sanitising and maintenance of locomotive ablution facilities, using trained staff and specialised equipment and cleaning products.

Work will be performed on, over, under or adjacent to railway lines and near high-voltage equipment, so Transnet specification E7/1 applies.

The contractor must develop a Safety, Health and Environmental (SHE) plan and prepare a SHE file based on the SHE specification, the risk assessment, and all relevant legislation.

The contractor must forward the SHE specification to all subcontractors at bidding stage so they can prepare their own health and safety plans.

Mandatory compliance:

• Occupational Health and Safety Act (Act 85) and its Regulations, including Construction Regulations 2014.
• National Railway Safety Act (Act 16 of 2000) and applicable standards.
• Compensation for Occupational Injuries and Diseases Act (COID Act) — valid Letter of Good Standing from the Compensation Fund or licensed insurer is required before starting work and must remain valid for the contract period.
• Registration with the Compensation Fund — Compensation Fund Number must be provided.
• Section 37(2) Agreement (Mandatary Agreement) must be signed and returned.
• The contractor must nominate at least one Responsible Representative available at any hour for emergency call-out, and provide the Contract Supervisor with their details.
• The contractor must appoint competent persons per Section 16(2) of the OHS Act and provide copies of appointments to the employer.
• All employees must be trained on health and safety aspects of the work; operators of machinery and equipment must be properly trained.
• Seven days’ written notification must be given to the Provincial Director of the Department of Labour for certain construction work (excavation, working at height, demolition, explosives).

<br>No CIDB grading or B-BBEE level is stated in the provided document.