Supplier Portal Terms and Conditions

1. Purpose

These Terms and Conditions govern access to and use of the Arnot OpCo (Pty) Ltd Supplier Portal. The Supplier Portal enables suppliers, contractors, consultants, and service providers to register, manage supplier information, participate in procurement opportunities, submit tender responses, and interact with Arnot OpCo (Pty) Ltd regarding procurement-related activities.

By registering on or using the Supplier Portal, users acknowledge that they have read, understood, and agree to be bound by these Terms and Conditions.

2. Scope

These Terms and Conditions apply to all individuals, organisations, and entities that access, register on, interact with, or utilise the Arnot OpCo (Pty) Ltd Supplier Portal for supplier registration, procurement activities, tender participation, contract-related engagements, or any other supplier management processes. The provisions contained within this document are intended to govern the rights, responsibilities, obligations, and conduct of all users of the Supplier Portal and shall apply regardless of whether a supplier has been successfully registered, shortlisted, awarded a contract, or is merely accessing information made available through the portal.

These terms apply to:

Registered suppliers.

Prospective suppliers.

Contractors.

Consultants.

Service providers.

Tender participants.

Authorised supplier representatives.

Any person accessing or using the Supplier Portal.

3. Supplier Registration

Suppliers wishing to participate in procurement opportunities must register through the Supplier Portal and provide accurate, complete, and current information.

Registration information may include:

Company registration details.

Contact information.

Tax compliance information.

B-BBEE certificates.

Banking information.

Industry certifications.

Compliance documentation.

Other information reasonably required by Arnot.

Arnot reserves the right to verify any information submitted and may request additional supporting documentation where necessary.

4. Accuracy of Information

Suppliers are responsible for ensuring that all information submitted through the portal remains accurate, complete, and up to date.

Failure to maintain accurate information may result in:

Suspension of supplier profiles.

Disqualification from procurement opportunities.

Removal from supplier databases.

Termination of portal access.

Suppliers must notify Arnot promptly of any material changes affecting their business or registration status.

5. Procurement and Tender Participation

The Supplier Portal may be used to publish requests for quotations, tenders, requests for proposals, and other procurement opportunities.

Participation in any procurement activity does not:

Create a contractual relationship.

Guarantee award of work.

Guarantee future procurement opportunities.

Create any expectation of appointment.

Arnot reserves the right to cancel, amend, suspend, or withdraw procurement opportunities at any stage without liability.

6. Supplier Obligations

Suppliers agree to:

Act honestly and ethically.

Comply with applicable laws and regulations.

Maintain valid compliance documentation.

Submit accurate information.

Protect portal credentials.

Refrain from fraudulent activities.

Comply with procurement requirements and instructions.

Suppliers shall not knowingly submit false, misleading, fraudulent, or incomplete information.

7. User Accounts and Security

Suppliers are responsible for maintaining the confidentiality of their usernames, passwords, and authentication credentials.

Suppliers shall:

Prevent unauthorised access to accounts.

Maintain strong passwords.

Notify Arnot of suspected security incidents.

Ensure authorised personnel use supplier accounts.

Arnot reserves the right to suspend accounts where security concerns are identified.

8. Confidentiality

Suppliers may gain access to confidential information during procurement activities.

Suppliers agree to:

Maintain confidentiality of all non-public information.

Use information solely for authorised purposes.

Prevent unauthorised disclosure.

Implement appropriate safeguards.

Confidentiality obligations shall survive termination of portal access.

9. Protection of Personal Information

Personal information submitted through the Supplier Portal shall be processed in accordance with POPIA and the Arnot Privacy Policy.

Information may be used for:

Supplier onboarding.

Due diligence processes.

Procurement administration.

Contract management.

Regulatory compliance.

Arnot will implement reasonable measures to protect supplier information.

10. Intellectual Property

All content, designs, documents, procurement materials, trademarks, logos, and intellectual property available on the Supplier Portal remain the property of Arnot OpCo (Pty) Ltd unless otherwise stated.

Suppliers may not copy, reproduce, distribute, modify, or exploit portal content without prior written consent.

11. Monitoring and Audit Rights

Arnot reserves the right to monitor supplier portal activity and maintain logs for:

Security monitoring.

Compliance verification.

Fraud prevention.

Investigation of suspected misconduct.

System administration.

Such monitoring shall be conducted in accordance with applicable legal requirements.

12. Suspension and Termination

Arnot may suspend, restrict, or terminate portal access where:

False information has been provided.

Fraudulent activity is suspected.

Procurement rules have been violated.

Security concerns exist.

Legal or regulatory obligations require action.

Termination of portal access shall not affect any existing contractual rights or obligations.

13. Limitation of Liability

To the fullest extent permitted by law, Arnot shall not be liable for:

Portal downtime.

Technical failures.

Data loss.

Submission failures.

Delays in procurement processes.

Indirect or consequential losses.

Suppliers use the portal at their own risk.

14. Governing Law

These Terms and Conditions shall be governed by, interpreted, and enforced in accordance with the laws of the Republic of South Africa. All users of the Supplier Portal agree that their use of the portal, participation in procurement activities, submission of supplier information, and engagement with Arnot OpCo (Pty) Ltd shall be subject to applicable South African legislation, regulations, and legal requirements.

Any dispute, claim, disagreement, or legal proceeding arising from or relating to the use of the Supplier Portal, supplier registration, procurement activities, tender submissions, or these Terms and Conditions shall be subject to the exclusive jurisdiction of the courts of the Republic of South Africa. Before pursuing formal legal proceedings, Arnot may, where appropriate, seek to resolve disputes through consultation, negotiation, mediation, or other alternative dispute resolution mechanisms.

Nothing contained within these Terms and Conditions shall prevent Arnot OpCo (Pty) Ltd from exercising any legal rights or remedies available to it under applicable law.

15. Amendments

Arnot OpCo (Pty) Ltd reserves the right to amend, modify, update, replace, or remove any provision of these Terms and Conditions at any time to reflect changes in legislation, regulatory requirements, procurement practices, organisational processes, business operations, technology platforms, cybersecurity requirements, or operational needs.

Where material changes are made, the updated version of the Terms and Conditions shall be published on the Supplier Portal and shall become effective upon publication unless otherwise stated. Suppliers are responsible for periodically reviewing the Terms and Conditions to remain informed of any amendments.

Continued use of the Supplier Portal following the publication of revised Terms and Conditions shall constitute acceptance of the updated provisions. Where required by law or where significant changes may affect supplier rights or obligations, Arnot may provide additional notifications through the Supplier Portal, email communications, or other appropriate channels.

Arnot retains the right to discontinue, suspend, modify, or enhance Supplier Portal functionality and procurement processes where necessary, provided that such actions are undertaken in accordance with applicable legal and contractual requirements.

16. Contact Information

Arnot OpCo (Pty) Ltd is committed to maintaining open communication with suppliers and ensuring that enquiries relating to supplier registration, procurement activities, portal functionality, tender opportunities, compliance requirements, and these Terms and Conditions are addressed appropriately.

Suppliers who require clarification regarding the Supplier Portal, procurement processes, registration requirements, tender participation, or any provision contained within these Terms and Conditions may contact the Supply Chain Management Department using the details provided below.

The Supply Chain Management Department serves as the primary point of contact for supplier-related matters and may coordinate with other internal departments where necessary to facilitate the resolution of enquiries, concerns, or requests.

Supply Chain Management Department: Arnot OpCo (Pty) Ltd

Email Address: info@arnotopco.com

Telephone Number: 013 136 0042

Physical Address: Farm Rietkuil 491 JS, Middelburg, Mpumalanga

Website: https://www.arnot-opco.co.za/

Where enquiries relate to privacy, personal information, or data protection matters, suppliers may also be directed to the Information Officer in accordance with the organisation's Privacy Policy and applicable legislative requirements.

17. Acceptance

By registering on the Supplier Portal, creating a supplier account, submitting supplier information, participating in procurement activities, responding to tenders, or otherwise accessing and using the Supplier Portal, suppliers acknowledge that they have read, understood, and accepted these Terms and Conditions in their entirety.

Suppliers further acknowledge that they are authorised to act on behalf of their organisation and to bind the organisation to these Terms and Conditions where applicable. By accepting these Terms, suppliers agree to comply with all applicable legal, regulatory, contractual, ethical, and procurement-related obligations associated with the use of the Supplier Portal.

Acceptance of these Terms and Conditions constitutes a legally binding agreement between Arnot OpCo (Pty) Ltd and the supplier regarding the use of the Supplier Portal. Suppliers who do not agree with any provision of these Terms and Conditions should refrain from registering on, accessing, or using the Supplier Portal.

The continued use of the Supplier Portal following any amendment to these Terms and Conditions shall be deemed to constitute acceptance of the revised terms, unless otherwise prohibited by law.

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