Supply and delivery of dental accessories for phelophepa 1 and 2 trains – once-off requirement

Scope: Once-off supply and delivery of dental accessories for the Phelophepa 1 and Phelophepa 2 trains at Salt River Coaches Business. The selected supplier must support Transnet's mission and business objectives, including reduced acquisition costs, improved service, availability, proactive improvements, and streamlined processes.

Clarification deadline: 17 August 2026, 12:00 PM — RFP Clarification Request Form must be submitted to Cheyeza Muhlarhi by this time.

Formal briefing: Not applicable.

Site visit: Not stated.

Bidding procedure and technical enquiries: Cheyeza Muhlarhi, telephone 012 842 6735, email [email protected].

After closing date: Nomvula Mathane, Transnet Engineering Divisional Bid Adjudication Committee (TEDBAC) Secretariat, telephone 012 749 1514, email [email protected].

Complaints: [email protected].

Submission channel: Transnet e-tender submission portal at https://esupplierportal.transnet.net. Bidders must register their own company profile and submit through it; submitting through another company's profile leads to disqualification. Uploads are limited to 30 MB per upload, with multiple uploads permitted. Bids should be uploaded at least a day before closing to avoid technical issues; late submissions are not accepted.

Returnable documents: All documents listed in the Proposal Form (Section 5) must be completed, signed, stamped and dated on each page before uploading. The signatory must be legally authorised; proof of authority (e.g. company resolution) must be submitted.

Disqualification risks:

• Failure to quote on all items.
• Late submission.
• Submitting through another company's profile.
• Missing or unsigned returnable documents.
• Material deviation from standard terms without prior approval.
• Failure to submit a valid SAHPRA Establishment Licence (see compliance).

Only one proposal per bidder is permitted unless expressly stated otherwise.

Evaluation stages:

• Step One: Administrative and substantive responsiveness — bid lodged on time, all returnable documents completed and returned, documents valid and signed, general and legislative criteria met, priced offer included, and material compliance with scope and specification.
• Step Two: Final weighted scoring — Price and Total Cost of Ownership (80 points) plus Specific Goals Scorecard (20 points), total 100.
• Step Three: Price negotiations (if applicable) — Transnet may negotiate with the highest ranked bidder to achieve a market-related price, then sequentially with the 2nd and 3rd ranked bidders if needed. Bidders may be asked for best and final offers.
• Step Four: Award and contract conclusion — successful bidder receives a Letter of Award; acceptance may constitute the final contract.

Preference points: 80/20 system applies. Price points formula: Ps = 80(1 - Pt/Pmin), where Pt is the comparative price of the bid and Pmin is the lowest acceptable price. Only unconditional discounts count for evaluation. Specific goals points (20) are claimed via the Specific Goals Claim Form (Section 9).

Scope: Once-off supply and delivery of dental accessories for the Phelophepa 1 and Phelophepa 2 trains, Salt River Coaches Business. Bidders must quote on all items; failure to do so disqualifies the bid.

Key items and estimated volumes (selected):

• Kidney dishes, steel, 8 in and 10 in — 40 each
• Periodontal probes, steel — 80
• Dental excavator sets — 80
• Dental explorer sets — 80
• Dental instrument trays, plastic, autoclavable to 135°C — 80
• Ball burnishers — 60
• Cement spatulas, stainless steel — 80
• Interprosimal carvers — 80
• Dycal instruments — 80
• Condensers — 80
• Filling instruments — 80
• Excavator spoons — 80
• Composite filling kits (6-piece, titanium coated) — 80
• Matrix bands — 80
• Matrix retainers (Tofflemire) — 80
• Tofflemire bands (adult and child) — 80
• Contoured matrices — 80
• Cheatle forceps — 80
• Suction tips, metal — 40
• Dental aspiration syringes (breech-loading) — 100
• Wedges, plastic and wooden — 40 and 80
• Polishing cups, latex-free — 100
• Surgical scrub brushes, soft nylon — 100
• Composite polishing kits — 100
• Mixing slabs, glass, green — 40
• Agate spatulas, 80 mm — 20
• Dappen dishes, crystal — 40
• Cotton roll dispensers — 100
• Cotton pallet dispensers — 20
• Cheek retractors (pedo/adult) — 20
• Lip retractors — 40
• Cotton bins — 20
• Ultrasonic baths (6.5 L, digital timer and heater) — 4
• Sterilization pouch sealers — 4
• Ultraviolet chambers — 4
• Dental shelving, 5-tier acrylic — 20
• Forceps sets (adult and pedo) — 40
• Coupland elevators (1 mm, 2 mm, 3 mm) — 40
• Root elevators (left, right, straight) — 40
• Cryers (Warwick James left and right) — 20
• Luxators — 60
• Periosteal elevators — 20
• Band cutting scissors, 112.5 mm straight — 40
• Curved scissors, 112.5 mm — 40
• Gum scissors, 125–150 mm curved — 40
• Suture cutting scissors, 110–120 mm — 40
• Angulated scissors — 40
• Needle holders, 160 mm — 40
• Artery forceps, 140 mm curved serrated — 40
• Mosquito forceps, 177.8 mm — 40
• Tissue nippers, 152.4 mm — 20
• Scalpel handles, No 15 — 40
• Bone cutting rongeurs, 140 mm — 40
• Scalpel blade kits (No 10, 11, 12, 12B, 15, 15C) — 40
• Skin hooks, single and double prong — 20 each
• Tissue forceps, 155/70 mm straight and curved — 40
• Gingival retractors — 40

Quality notes: Several items specify stainless steel, mirror finish, autoclavable, CE marked, ISO 9001 and ISO 13485 compliance. Brand names are given as "similar or equivalent" references.

Experience and qualifications: No specific experience or key personnel qualifications are stated in the document. The bidder must hold a valid SAHPRA Establishment Licence in its own name, which implies the necessary regulatory approval for supplying dental accessories.

Quality requirements: Several dental instruments must be CE marked, ISO 9001 and ISO 13485 compliant. Items such as dental instrument trays must be autoclavable up to 135°C. Stainless steel items should have a mirror finish. Bidders must supply products matching the specified dimensions, materials, and features; brand names are given as "similar or equivalent" references.

Pricing schedule: Total price per line item (excl. VAT) is calculated as quantity multiplied by unit price (excl. VAT). Prices must include all applicable taxes, custom clearance costs, and admin costs. The schedule lists items with quantities and units. Bidders must quote on all items; failure to do so disqualifies the bid. The pricing schedule must be fully completed on the e-tender portal.

Pricing format: Total price per line item (excl. VAT) calculated as quantity multiplied by unit price (excl. VAT). Prices must include all applicable taxes, custom clearance costs, admin costs, and any other charges.

Pricing schedule: Must be fully completed on the e-tender portal. Bidders must quote on all items; failure to do so leads to disqualification.

Price evaluation: 80 points for price and total cost of ownership. Only unconditional discounts are considered in evaluation; conditional discounts are applied at payment but not for scoring.

Negotiations: Transnet may negotiate with the highest ranked bidder to achieve a market-related price, then with the 2nd and 3rd ranked bidders sequentially. Bidders may be asked for best and final offers.

Validity: Bid must remain valid for 180 business days from closing date. Transnet may request an extension; failure to respond to an extension request before expiry excludes the bidder.

Mandatory compliance:

• Valid SAHPRA Establishment Licence issued in the bidder's company name, with supporting information (licence number, company registration number, licensed site address, licence category, and associated pricing). The licence is verified against the official SAHPRA register; failure to submit a valid and verifiable licence makes the bid non-responsive.
• Tax compliance: SARS Tax Compliance Status PIN or printed TCS certificate; each party in a consortium/JV/sub-contractor arrangement must submit a separate TCS PIN or CSD number.
• CSD registration: CSD number required if no TCS is available.
• B-BBEE: B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs and QSEs) must be submitted.
• Employment Equity Act compliance, including Section 53.
• Compliance with all applicable laws and regulations.

Returnable forms (one line each):

• SBD 1 (Invitation to Bid): bidder details, contact information, and tax/CSD compliance declarations.
• SBD 4 (Declaration of Interest): discloses any connection to state employees or the procuring institution.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Specific Goals Claim Form (Section 9): claims preference points for specific goals.
• Certificate of Acquaintance with RFP, Master Agreement and applicable documents (Section 6).
• RFP Declaration and Breach of Law Form (Section 7).
• RFP Clarification Request Form (Section 8) if submitting queries.
• Non-Disclosure Agreement (Annexure A).
• Supplier Integrity Pact (Annexure C).

Joint ventures/consortia: Must state intention, submit a signed JV/consortium agreement with percentage split and responsibilities, or written confirmation of intention. Award only after a signed agreement is submitted. JV evaluated on one consolidated B-BBEE scorecard.

Security clearance: Successful bidder and personnel may need security clearance to CONFIDENTIAL/SECRET/TOP SECRET level, at the bidder's cost.

Foreign suppliers: Must answer the questionnaire on residency, branch, permanent establishment, income source, and tax liability in South Africa.

Health and safety: The bidder must submit a valid SAHPRA Establishment Licence, which is verified against the official register. This is a mandatory requirement for the supply of medical/dental devices. No other specific OHS requirements are stated in the document.

Green economy / carbon footprint: Transnet requests details of the bidder's environmental policies, including waste disposal, recycling, and energy conservation. This information is for record and analysis of ESG compliance and is not used for evaluation or disqualification.

Contractual terms: The successful supplier must comply with all applicable laws and regulations, and is fully responsible for acts and omissions of its personnel. Transnet may incorporate economic transformation and empowerment objectives as contractual conditions. The contract will be concluded after a Letter of Award; acceptance of the letter may constitute the final contract together with the RFP response and standard terms. Transnet may cancel the contract and request placement on the National Treasury's Database of Restricted Suppliers for up to 10 years if incorrect information was furnished.

Special conditions: The successful bidder must meet all conditions stated in the RFP; failure may prevent contract conclusion. Transnet may incorporate economic transformation and empowerment objectives as contractual obligations. Transnet reserves the right to modify the goods/services, award only a portion, split the award, cancel the bid process, validate information, request audited financial statements, and not accept changes to bid rates after closing. Bidders may be asked to extend bid validity. Sub-contractors may be subject to due diligence to detect fronting.

Mandatory requirement: The bidder must submit a valid SAHPRA Establishment Licence issued in the bidder's company name, with supporting information (licence number, company registration number, licensed site address, licence category, and associated pricing). The licence is verified against the official SAHPRA register; failure to submit a valid and verifiable licence makes the bid non-responsive and excluded from further evaluation.

Evaluation methodology: Sequential stages, but Transnet may run them in parallel. Step One tests administrative and substantive responsiveness (timely submission, complete returnable documents, valid signatures, priced offer, material compliance). Step Two scores price and TCO (80 points) plus specific goals (20 points). Step Three allows price negotiations with the highest ranked bidder, then sequentially with 2nd and 3rd ranked bidders. Step Four is award and contract conclusion. Price points formula: Ps = 80(1 - Pt/Pmin). Specific goals points are claimed via the Specific Goals Claim Form.

Eligibility criteria cannot be determined from the provided document content. Standard Transnet procurement requirements typically include: valid tax clearance, B-BBEE certificate, CSD registration, relevant supplier registration, and product compliance with applicable health/dental regulatory standards (e.g., SAHPRA registration for medical/dental devices). These must be verified against the actual tender pack.

The document references the National Railway Safety Regulator Act, 16 of 2002, which outlines compliance requirements for railway operations, including:

• Safety permits are mandatory for railway undertakings (network, train, or station operators).
• Operators must adhere to safety management systems and standards prescribed by the Regulator.
• Compliance with conditions attached to safety permits, including routine inspections and reporting.
• Transportation of dangerous goods by rail requires oversight and adherence to safety standards.
• Operators must report railway occurrences (accidents or incidents) and conduct investigations to identify root causes.
• Non-compliance with the Act, regulations, or permit conditions may result in penalties, fines, or imprisonment.
• Juristic persons (e.g., companies) and their directors/trustees may be liable for offences committed under the Act.

No specific dates for briefings, site visits, or clarifications are stated in the document. Site visits or briefing sessions may be required, and if marked compulsory in the RFX, attendance is mandatory or the bid will be disqualified.

Site visits or briefing sessions may be required. If marked compulsory in the RFX, attendance is mandatory; failure to attend will result in disqualification.

No specific contact names, emails, or phone numbers are provided. Clarification queries before closing must be directed to the contact person listed in the RFX document. After closing, communication is limited to the Chairperson or Secretary of the Acquisition Council.

Bids must be submitted in a sealed envelope with the bid number and subject marked on the front, and the bidder's return address on the reverse.

• Bids must be completed in full, legibly, in non-erasable ink, using only the official Transnet bid forms. Additional information may be attached on company letterhead, cross-referenced to the relevant section.
• All returnable documents listed in the RFX must be submitted with the bid. Missing mandatory schedules or documents will disqualify the bid; missing other schedules may also lead to disqualification.
• Late bids will not be considered.
• Prices quoted 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; failure may lead to exclusion of those items.
• Items not tendered for must be deleted from the schedule.
• Bids must remain valid for the validity period stated in the RFX; extensions may be requested without allowing changes to the bid.
• After closing, bidders may only communicate with the Chairperson or Secretary of the Acquisition Council. Unauthorised communication with Transnet officials or other bidders may disqualify the bid.
• If the bidder finds any contract conditions unacceptable, they must indicate this in writing on company letterhead; unacceptable deviations may lead to disqualification unless withdrawn.

All returnable documents listed in the RFX must be submitted with the bid. Missing mandatory schedules or documents will disqualify the bid; missing other schedules may also lead to disqualification.

• Bids must be submitted on official Transnet forms only; non-compliance may result in rejection.
• Original bid forms must be completed; additional information may be attached on company letterhead, cross-referenced.

The document does not specify scoring or evaluation criteria for this tender. It only notes that after closing, bidders may communicate only with the Acquisition Council Chairperson or Secretary during evaluation.

The document is a general conditions annexure and does not contain technical specifications for the dental accessories. It states that goods must be new (not second-hand or reconditioned) unless otherwise specified.

• Bidders must tender strictly in accordance with Transnet's drawings and specifications; any departures must be detailed in a covering letter.
• If foreign specifications are quoted, translated copies must be submitted with the bid.
• Samples, if required, must be marked with bidder name, address, bid number, and item number, and reach the addressee by the closing date; late samples may cause rejection.

Goods must be new (not second-hand or reconditioned) unless otherwise specified.

• Samples, if required, must be marked with bidder name, address, bid number, and item number, and reach the addressee by the closing date; late samples may cause rejection.
• Transnet may retain samples for quality checking; no payment for retained samples.
• Unsuccessful bidders may collect their samples at their own risk and cost.

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

• Local supplies (manufactured, produced, or assembled in South Africa, or imported supplies held in South Africa): Delivered RSA named destination basis.
• Imported supplies: Delivered Duty Paid (latest ICC Incoterms) basis to end destination in South Africa, unless otherwise specified.
• Prices must be inclusive of VAT, shown separately on the tax invoice.
• Lead time for delivery must include all non-working days, holidays, stocktaking, and repair periods.
• Bids on any other delivery basis are liable to disqualification.

Prices must be quoted in South African Rand (ZAR) unless otherwise permitted.

• For local supplies, quote on a Delivered RSA named destination basis; for imported supplies, quote on a Delivered Duty Paid (latest ICC Incoterms) basis to end destination in South Africa.
• Prices must be inclusive of VAT, shown separately on the tax invoice.
• Bids on any other delivery basis are liable to disqualification.
• The successful bidder may be required to provide a Deed of Suretyship from an approved bank, building society, insurance or guarantee corporation, within 30 calendar days of the letter of acceptance. No payment will be made until the deed is delivered; failure may lead to contract cancellation.
• Advance payments, if applicable, must be covered by a guarantee.
• Transnet prefers Rand-based agreements and may request forward exchange cover for foreign currency portions.
• Payment terms are set out in the Terms and Conditions of Contract; alternative payment or financing proposals may be submitted but the bid must first comply with the standard terms.

Bidders must not appear on the National Treasury Register of Tender Defaulters or List of Restricted Suppliers; awards may be withdrawn if restriction is discovered.

• For companies, full names of directors must be stated; for close corporations, members; for partnerships or individuals, partners or the individual's name.
• Foreign bidders must appoint a South African representative with a Power of Attorney complying with Rule 63 of the Uniform Rules of Court, and must provide proof of authorisation.
• South African Reserve Bank approval is required for any foreign currency payments.
• The contract is governed by South African law, and bidders must specify a domicilium citandi et executandi in South Africa.

The successful bidder must provide a Deed of Suretyship from an approved bank, building society, insurance or guarantee corporation, within 30 calendar days of the letter of acceptance. No payment will be made until the deed is delivered; failure may lead to contract cancellation.

• Transnet does not guarantee any minimum quantity under the contract; the successful bidder must supply quantities ordered against the contract.
• Transnet will not accept liability for materials or stocks specially ordered by the bidder to meet contract requirements.
• Estimated quantities in the bid documents are estimates only; Transnet may order only what it needs.
• Delivery periods will be governed by the Terms and Conditions of Contract; progress reports may be required.
• Emergency demands may be placed outside the contract if the bidder cannot meet critical delivery periods.
• The contract is governed by South African law; bidders must specify a domicilium citandi et executandi in South Africa.
• If the bidder defaults after acceptance (fails to sign contract, accept order, provide security, or comply with conditions), Transnet may accept another bid and recover additional expenses from the defaulting bidder.
• Unsuccessful bidders will be notified in writing and informed of the successful bidder's name and reasons for their failure.

A non-refundable bid fee may be charged, but bid documents are also available free on the National Treasury eTender Publication Portal.

• Bids must remain valid for the validity period stated in the RFX; extensions may be requested without allowing changes to the bid.
• Prices quoted subject to confirmation will not be considered.
• Alterations to bid prices must be initialled by the signatory; failure may lead to exclusion of those items.
• For foreign currency portions, Transnet prefers Rand-based agreements and may request forward exchange cover.
• The South African Reserve Bank's approval is required before any foreign currency payments.
• Transnet may request a pro-forma or tax invoice to ensure VAT compliance.
• Export licences may be required for imported goods; the bidder's manufacturer or forwarding agent must apply.
• Items not tendered for must be deleted from the schedule.
• Foreign bidders must provide a Power of Attorney and comply with Rule 63 of the Uniform Rules of Court.

Bidders must state full names of directors (company), members (close corporation), or partners/individual (partnership or sole trader).

• Bidders must not appear on the National Treasury Register of Tender Defaulters or List of Restricted Suppliers; awards may be withdrawn if restriction is discovered.

Clarification queries before closing must be directed to the contact person listed in the RFX document.

• After closing, bidders may only communicate with the Chairperson or Secretary of the Acquisition Council.
• Unauthorised communication with Transnet officials or other bidders may disqualify the bid.

Supply and delivery of dental accessories conforming to the defined specifications for the Phelophepa 1 and Phelophepa 2 trains as a once-off requirement.

Report corruption or unethical behavior via Transnet’s Tip-Off Anonymous hotline: 0800 003 056. Confidentiality is guaranteed.

Deliverables must conform to the defined specifications for works, goods, and services as outlined in the tender.

• Bidders must ensure pricing is reasonable, competitive, and free from anti-competitive practices (e.g., under-pricing, collusion).
• Pricing must conform to the defined specifications of the goods and services.

• Bidders must sign and comply with the Integrity Pact as part of the RFX Declaration Form. This pact forms part of the final contract.
• Bidders must declare no previous transgressions (e.g., corruption, fraud, theft, extortion, or Competition Act violations) in the last 5 years with any public or private sector entity.
• Bidders must not appear on National Treasury’s Register of Tender Defaulters or List of Restricted Suppliers.
• Bidders must disclose any conflicts of interest (e.g., family, business, or social relationships with Transnet employees or Board members) in the RFX Declaration Form or notify Transnet immediately in writing.
• Bidders must uphold the 10 principles of the United Nations Global Compact (UNGC) in Human Rights, Labour, Environment, and Anti-Corruption.
• Bidders must not engage in bribery, collusion, or fraudulent activities. Any false statements regarding Local Content or B-BBEE status may lead to disqualification.
• Bidders must not subcontract to restricted companies or entities.

• Bidders must support a precautionary approach to environmental challenges.
• Bidders must undertake initiatives to promote greater environmental responsibility.
• Bidders must encourage the development and diffusion of environmentally friendly technologies.

• The Integrity Pact governs the relationship and is incorporated into the final contract.
• Disputes must be resolved amicably. Litigation in bad faith (e.g., vexatious proceedings, perjury, scurrilous allegations, or abuse of court process) may result in exclusion from future bids.
• Contracts are governed by the laws of the Republic of South Africa.
• Transnet may terminate contracts, recover payments, encash bonds, or exclude bidders for violations such as corruption, fraud, or breach of contract.
• Exclusion from future bids may last up to 10 years, depending on the severity of the transgression. Remedial measures may lead to revocation or suspension of penalties.
• Subcontracting to restricted entities is prohibited.

Transnet SOC Ltd

• Registered office: 49th Floor, Carlton Centre, 150 Commissioner Street, Johannesburg 2001
• Registration number: 1990/000900/30

Bidders must sign the Transnet Non-Disclosure Agreement (NDA) as part of the bid process.

• Confidential Information must be treated as secret and used only for bid-related discussions or contract performance.
• Confidential Information may only be shared with agents who need to know, and the bidder remains liable for their actions.
• If disclosure is required by law, Transnet must be notified promptly and cooperation is required to manage the disclosure.
• Unauthorised use must be reported to Transnet immediately and corrective action taken, including legal proceedings if requested.
• All Confidential Information remains the property of the disclosing party; no intellectual property rights are transferred.
• Secure storage of Confidential Information is mandatory, and written records of its location and copies must be maintained and provided on request.
• Upon written demand, all Confidential Information (including copies) must be returned or destroyed within 7 days; a director-signed certificate of compliance may be required.
• No public announcements or use of Transnet's name for marketing without prior written consent.
• Confidentiality obligations survive bid discussions and continue for 5 years.
• Compliance with South African privacy laws (Section 14 of the Bill of Rights) is required, with appropriate technical and organisational measures to protect bid-related data.
• The agreement cannot be assigned without prior written consent, except Transnet may assign it to any Transnet Group member.
• The agreement is governed by South African law, with exclusive jurisdiction of South African courts.
• Modifications must be in writing and signed by authorised representatives.
• If any clause is invalid, the remaining provisions remain enforceable.
• The agreement does not create a partnership, joint venture, or agency relationship.
• Each party is responsible for its own costs related to the bid and agreement compliance.

The Non-Disclosure Agreement governs the handling of Confidential Information exchanged for the bid.

• Confidential Information must be kept secret and used only for bid discussions or contract performance.
• It may be disclosed only to agents who need to know, with the bidder remaining liable for their actions.
• If disclosure is required by law, Transnet must be notified promptly and cooperation given to manage the disclosure.
• Unauthorised use must be reported to Transnet immediately and corrective action taken, including legal proceedings if requested.
• All Confidential Information remains the property of the disclosing party; no intellectual property rights are transferred.
• Secure storage and written records of Confidential Information are required, and records must be supplied on request.
• Upon written demand, all Confidential Information (including copies) must be returned or destroyed within 7 days; a director-signed certificate of compliance may be required.
• No public announcements or use of Transnet's name for marketing without prior written consent.
• Confidentiality obligations survive bid discussions and continue for 5 years.
• Compliance with South African privacy laws (Section 14 of the Bill of Rights) is required, with appropriate technical and organisational measures to protect bid-related data.
• The agreement cannot be assigned without prior written consent, except Transnet may assign it to any Transnet Group member.
• The agreement is governed by South African law, with exclusive jurisdiction of South African courts.
• Modifications must be in writing and signed by authorised representatives.
• If any clause is invalid, the remaining provisions remain enforceable.
• The agreement does not create a partnership, joint venture, or agency relationship.
• Each party is responsible for its own costs related to the bid and agreement compliance.