Supply and delivery of hygiene and cleaning packs for a 24-Month contract – richards bay

Transnet Freight Rail requires a partner to supply and deliver pre-packed hygiene and cleaning packs to Operations staff who work on site, under a two-year contract.

• Packs cover a three-month cycle and are graded for on-site use.
• The supplier must share Transnet's business objectives and work within a partnership covering contractual requirements, joint participation, flexibility, innovation and open communication.
• Transnet expects reduced acquisition cost and improved service from the supplier's economies of scale and streamlined processes.
• Transnet expects availability that meets user needs at lower cost, proactive improvements to supply and related processes, and strengthened competitive advantage through the supplier's technology and delivery systems.
• End users must be able to rely on the supplier's personnel for service enquiries, recommendations and substitutions.
• Transnet aims to reduce costs by streamlining group-wide acquisition of these goods and services.

Issue date: 01 October 2026

Closing date and time: 14 October 2026 at 14:00

Clarification requests: submit the RFP Clarification Request Form to Emmanuel Moriri before 14:00 on 12 October 2026

Bid validity period: 180 business days from the closing date (23 June 2027)

Briefing session: none — no formal briefing or site visit will be held

Contract period: two years, with Year 1 running 1 February 2026 to 31 January 2027 and Year 2 running 1 February 2027 to 31 January 2028

Delivery frequency: orders placed every three months

Technical and bidding enquiries

• Contact: Emmanuel Moriri
• Email: [email protected]
• Telephone: 011 584 0675
• Facsimile: not applicable

Complaints

• Email: [email protected]
• The SCM Complaints office acknowledges the complaint and issues a complaint form for completion.

Submission

• Method: Transnet e-Tender Submission Portal
• Portal: https://transnetetenders.azurewebsites.net

Service delivery address

Greystone Building

Richards Bay Port

Operations

KwaZulu-Natal

Submission method

• Electronic submission only, via the Transnet e-Tender Submission Portal: https://transnetetenders.azurewebsites.net
• Bidders must register their own company profile, log an intent to bid, and upload documents against this tender.
• Upload limit: 30 MB per upload; multiple uploads are permitted.
• Submit at least one day before the closing date; no late submissions are accepted.
• A bid submitted through another company's profile is rejected or disqualified, even if that company is a subsidiary or holding company.
• In a joint venture, any JV party may submit using its own registered profile.
• Closing time: 14:00 on 14 October 2026.

Document preparation

• Sign, stamp and date the bottom of every page before uploading.
• The signatory must be legally authorised, with proof of authority (for example a company resolution) attached.
• All returnable documents listed in the Proposal Form (Section 5) must be returned with the bid.
• Any additional conditions must be set out in a covering letter; the RFP documents themselves may not be altered.

Returnable documents

• SBD 1 (Invitation to Bid): bidder, contact and supplier details, signed as the offer cover page.
• Section 5 Proposal Form and List of Returnable Documents.
• Section 6 Declaration Certificate of Acquaintance and Breach of Law Form.
• Section 7 RFP Declaration and Breach of Law Form.
• Section 8 RFP Clarification Request Form.
• Section 9 Specific Goals Points Claim Form.
• Section 10 Job-Creation Schedule.
• Section 11 Protection of Personal Information form.
• Annexures A to L, including the specification, health and safety, risk management assessment, General Bid Conditions, Supplier Integrity Pact, non-disclosure agreements, supplier declaration form, master agreement and schedule of requirements.

Disqualification risks

• Late submission.
• An incomplete pricing schedule — the bid is not evaluated further.
• Any returnable document not completed, signed or returned.
• Failure to meet the 70% technical/functionality threshold.
• Collusion with another bidder, or canvassing Transnet officials between closing and award.
• Material deviation from Transnet's standard terms and conditions.
• Changes to the bid after the closing date are not considered.

Evaluation runs in stages; Transnet may run steps in parallel, and passing one stage does not imply passing an earlier one.

Stage 1 — Administrative and substantive responsiveness

• Bid lodged on time.
• All returnable documents completed, returned and valid.
• Bid signed by an authorised person.
• Priced offer included.
• Bid materially complies with the scope and specification.
• Entity's financial stability.
• This stage must be passed to proceed.

Stage 2 — Technical/functionality (minimum threshold 70%)

• Minimum qualifying score: 70%. Failure to reach it disqualifies the bid.
• Final technical scores are rounded to two decimal places.
• Lead time (50 points): 10 to 14 days = 50; 15 to 17 days = 35; 18 to 20 days = 15; more than 20 days = 0.
• Company reference letters (50 points): five contactable references = 50; four = 35; three = 15; none = 0.
• References must be from current clients and must relate to hygiene and cleaning products, rating professionalism, quality of service, satisfaction with quality of work and overall impression.
• The threshold must be met or exceeded to proceed to final evaluation.

Stage 3 — Weighted scoring (100 points)

• Price: 80 points.
• Specific goals: 20 points, claimed on the Specific Goals Points Claim Form.
• Price score formula: PS = 80 (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin the lowest acceptable bid.
• Final price and technical scores are rounded to two decimal places.

Stage 4 — Price negotiation (if applicable)

• Transnet may not award if the price is not market-related; it may negotiate or cancel.
• Negotiation is sequential: highest ranked bidder first, then the second and third ranked bidders if required.
• Bidders may be asked for best and final offers; bids remain valid through negotiation until award.

Stage 5 — Award and contract conclusion

• Successful bidders receive a Letter of Award, after which the final contract is concluded; acceptance of the Letter of Award may itself constitute the contract together with the bid response and standard terms.

Scope

• Supply and delivery of pre-packed hygiene and cleaning packs for Transnet Freight Rail Operations staff working on site, for a two-year contract.
• Packs are issued on a three-month cycle; orders are placed every three months.
• Delivery point: Operations, Greystone Building, Richards Bay Port.
• Estimated 620 employees, four issues per year (2 480 packs per year; 4 960 over two years).
• Personnel numbers may change; the supplier must accommodate reductions and increases, communicated one month before delivery.

Pack 1 — Yard (total 8 832 units over two years)

• Sunblock SPF50 150 ml — 2 208
• Antiseptic foot powder 200 ml — 2 208
• Insect repellent aerosol spray 150 g, non-greasy, perspiration-resistant, up to 8 hours protection — 2 208
• Black shoe polish (Kiwi) 200 g — 2 208

Pack 2 — Crew (total 33 024 units over two years)

• Sunblock SPF50 150 ml — 2 752
• Antiseptic foot powder 200 ml — 2 752
• Insect repellent aerosol spray 150 g, non-greasy, perspiration-resistant, up to 8 hours protection — 2 752
• Black shoe polish 200 g — 2 752
• Hand degreaser 500 g — 2 752
• Toilet paper 2-ply — 8 256
• Microfibre cloth 280 GSM, 300 x 300 mm — 2 752
• Laundry soap 125 g bar — 8 256

Packaging and labelling

• Each pack is pre-packed for a three-month cycle per employee in a clear plastic bag of at least 40 microns, sealed with a tie strap, and marked Pack 1 or Pack 2 so contents are visible.
• Containers must carry labels identifying contents, the principal hazard, precautions to minimise hazards, first aid procedures and spill clean-up procedures, plus any storage precautions.
• Written storage instructions and material safety data sheets (MSDS) must accompany each product on every delivery.

Delivery and site requirements

• Deliveries take place between 09:00 and 12:00.
• Delivery access is via the security gate; the supplier signs the security register and verifies itself, its staff and delivery vehicles at the gate.
• Delivery vehicles must comply with site safety requirements.
• Any delivery delay must be reported by email followed by a telephone call.
• Monthly packs are inspected for quality against the specification.
• The supplier must state the names and addresses of the manufacturers/suppliers of the goods for inspection purposes.

Service levels

• The supplier guarantees a 95% service level on random quality, quantity and specification checks, and on on-time delivery.
• An experienced national account representative must be assigned to work with Transnet's procurement department; no sales representatives are required per department or location.
• Transnet holds quarterly reviews with the account representative and may require any team member on the Transnet account to be replaced if not adding value.

Environmental

• Bidders must submit details of their environmental policies, covering waste disposal, recycling and energy conservation.

• Bidders must state the actual names and addresses of the manufacturers or suppliers of the goods, for inspection purposes only.
• Monthly packs are inspected for quality against the specification originally requested.
• The supplier must achieve a 95% service level on random checks of quality, quantity and specification compliance.
• Material safety data sheets and written storage instructions must accompany each product on every delivery.
• Containers must be labelled with contents, principal hazard, hazard precautions, first aid procedures and spill clean-up procedures.

Pricing schedule requirements

• The Section 4 pricing schedule must be completed in full; an incomplete schedule is disqualified and not evaluated further.
• Prices are quoted in South African Rand, inclusive of VAT, delivered to the Richards Bay depot.
• Pack 1 (Yard) and Pack 2 (Crew) are priced per item with quantities, unit cost per item and total price including delivery, plus totals excluding VAT, VAT at 15%, and totals including VAT.
• Bidders must state the delivery lead time from receipt of a purchase order.
• Pricing must follow the prescribed format; deviation may render the bid non-responsive.
• Any disbursement not specifically priced is not accepted.
• Discounts are considered at final evaluation only if unconditional.
• Quantities are estimates; orders are placed on an "as and when required" basis.
• Prices must remain firm and fixed for the contract duration.
• For imported items, the exchange rate must be the South African Reserve Bank rate published on the bid advertisement date.
• Where delivery is limited by maximum monthly production capacity, full particulars must be given in Section 4.
• Bidders must state their annual holiday closedown period, whether it is included in the lead time, and how supply continuity will be maintained during non-working days or holidays.
• Material delivered earlier than scheduled may not be paid for or may be returned, with the supplier liable for handling and transport costs.

Price evaluation

• Price carries 80 of 100 weighted points; the price score is PS = 80 (1 − (Pt − Pmin) / Pmin).
• Final pricing scores are rounded to two decimal places.
• If the highest scoring price is not market-related, Transnet may negotiate sequentially with the highest, second and third ranked bidders, or cancel the RFP.

Pricing format

• Bidders must complete the pricing schedule in Section 4 in full; an incomplete pricing schedule is disqualified and not evaluated further.
• Prices are quoted in South African Rand, inclusive of VAT, on a delivered basis to Richards Bay depot.
• The schedule is priced per item for Pack 1 (Yard) and Pack 2 (Crew), with totals excluding VAT, VAT at 15%, and totals including VAT.
• Bidders must also state the delivery lead time from receipt of a purchase order, in days or weeks.
• Pricing must follow the prescribed schedule format; a different format may render the bid non-responsive.
• Any disbursement not specifically priced is not accepted.
• Discounts are considered at final evaluation only if offered unconditionally.
• Prices must remain firm and fixed for the contract duration.
• Quantities are estimates only; orders are placed on an "as and when required" basis.
• Where imported goods are priced, the exchange rate used must be the South African Reserve Bank rate published on the bid advertisement date.
• Where delivery is subject to a maximum monthly production capacity, full particulars must be given in Section 4.
• Bidders must state their annual holiday closedown period, whether it is included in the lead time offered, and how continuity of supply will be maintained during non-working days or holidays.

Price evaluation and negotiation

• Price carries 80 of the 100 weighted points.
• Price score: PS = 80 (1 − (Pt − Pmin) / Pmin).
• If the highest scoring price is not market-related, Transnet may negotiate with the highest, then second, then third ranked bidder, or cancel the RFP.
• Final pricing scores are rounded to two decimal places.
• Material supplied earlier than a scheduled delivery date may not be paid for or may be returned, with the supplier liable for handling and transport costs.
• No bid security or performance guarantee amount is stated in the RFP.

Registration and tax

• Bidders must self-register on National Treasury's Central Supplier Database (CSD) at https://secure.csd.gov.za/. Only foreign suppliers with no local registered entity are exempt.
• A valid SARS tax compliance status PIN or a printed TCS certificate must be submitted; tax matters of the successful bidder must be in order or satisfactory arrangements made with SARS.
• Where no TCS is available but the bidder is on the CSD, a CSD number must be provided.
• In unincorporated consortia, joint ventures or subcontracting arrangements, each party submits a separate TCS certificate, PIN or CSD number.

B-bbee

• A B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) must be submitted for compliance with the B-BBEE Act.
• Certificates must be issued by a SANAS-accredited verification agency, a registered auditor, or an accounting officer as contemplated in the Close Corporations Act.
• Specific goals carry 20 of the 100 weighted points and are claimed on the Specific Goals Points Claim Form.

Joint ventures and consortia

• Bidders intending to bid as a JV or consortium must state this in the submission and provide a signed JV or consortium agreement showing the percentage split of business and each party's responsibilities.
• If the agreement is not concluded at submission, written confirmation of intent, with the percentage split and responsibilities, must be provided; award follows only once the signed agreement is submitted.
• A JV is evaluated on one consolidated B-BBEE scorecard.

Authority and other compliance

• Proof of authority to sign, such as a company resolution, must be submitted.
• Bidders must comply with the Employment Equity Act, including Section 53.
• The successful bidder must comply with all applicable laws and regulations.
• Acceptance may be conditional on the successful bidder, its personnel and subcontractors obtaining security clearance at CONFIDENTIAL, SECRET or TOP SECRET level, at the bidder's cost, and on implementing all security measures the contract requires.
• All information relating to the RFP and any subsequent contract is strictly confidential; bidders must confirm acquaintance with the Non-Disclosure Agreement.
• Bidders must disclose any commercial relationship with a Domestic Prominent Influential Person (DPIP) or Foreign Prominent Public Official (FPPO).
• No CIDB grading applies to this procurement.

Product safety and labelling

• Material safety data sheets (MSDS) must be supplied with each product on every delivery, together with written storage instructions.
• Containers must be labelled with the chemical product name, contents, the principal hazard (for example flammable liquid), precautions to minimise hazards and prevent accidents, correct first aid procedures, and correct spill clean-up procedures.
• Labels may also carry storage precautions such as keeping the container cool or dry.
• No container or packaging is accepted without the required identifying labels.

Site safety

• Delivery access is through the security gate; the supplier signs the security register and verifies itself, its staff and delivery vehicles at the gate.
• Delivery vehicles must comply with site safety requirements.
• Deliveries take place between 09:00 and 12:00.
• Health and safety requirements are set out in Annexure B.

• Bidders must submit details of the company's environmental policies.
• Transnet wants to understand the bidder's position on environmental commitments, including waste disposal, recycling and energy conservation.

Service levels and account management

• The supplier guarantees a 95% service level on random checks of quality, quantity and specification compliance, and on on-time delivery.
• An experienced national account representative must be assigned to Transnet's procurement department; no sales representatives are needed per department or location.
• Transnet holds quarterly reviews with the account representative.
• Transnet may require any team member working on the Transnet account to be replaced if they are not adding value.

Contract framework

• The contract runs for two years, with Year 1 from 1 February 2026 to 31 January 2027 and Year 2 from 1 February 2027 to 31 January 2028.
• Orders are placed every three months on an "as and when required" basis; quantities are estimates.
• Prices must remain firm and fixed for the contract duration.
• Bids remain valid for 180 business days from the closing date (23 June 2027); bidders may be asked to extend validity on the same terms, and failure to respond to an extension request before expiry excludes the bidder.
• Transnet may modify the goods or services, award only part of the scope, split the award between suppliers, cancel the process, or award to the next ranked bidder if the preferred bidder does not sign or commence.
• Transnet may validate submitted information, request audited financial statements for due diligence, and will not reimburse preparatory costs.
• A contract awarded on incorrect information may be cancelled, with the bidder placed on National Treasury's Database of Restricted Suppliers for up to 10 years.
• Bids are subject to legal review; material deviation from standard terms may lead to disqualification.
• Changes to bid rates after closing or after award are not accepted unless the contract provides for it.

Evaluation proceeds through prequalification, technical/functionality and weighted scoring, and may be run in parallel across steps.

• Stage 1: administrative and substantive responsiveness — returnable documents, schedules, signed bid, priced offer, compliance with scope and specification, and financial stability.
• Stage 2: technical/functionality with a minimum threshold of 70%; failure disqualifies the bid.
• Technical scoring: lead time 50 points and company reference letters 50 points, totalling 100.
• Lead time scoring: 10 to 14 days = 50 points; 15 to 17 days = 35 points; 18 to 20 days = 15 points; more than 20 days = 0 points.
• Reference letters scoring: five contactable references = 50 points; four = 35 points; three = 15 points; none = 0 points.
• Final technical scores are rounded to two decimal places.
• The technical threshold must be met or exceeded to proceed to final evaluation.