RFQ for perway maintenance services in kwazulu-natal for PRASA (6-Month contract)

Bidding procedure enquiries: Contact Person: Rani Thevar, Telephone: 031 8130138, Email: [email protected]. Submission address: PRASA Offices KZN, 65 Masabalala Yengwa Avenue, Greyville, Durban Station, 4001. Complaints: Email [email protected] (include bid description, reference number, closing date, supplier name, contact details, and detailed complaint).

Submit bids by 27 May 2026 at 12:00 to Tender Box No. 04 at PRASA Offices KZN, 65 Masabalala Yengwa Avenue, Greyville, Durban Station, 4001. Late bids will not be accepted. Bids must be submitted on official forms provided (not re-typed) and in the manner prescribed in the bid document. All returnable documents (Mandatory Returnable Documents) must be included with the quotation; failure to provide these may result in disqualification. Bidders must fill and sign the Compulsory Briefing Session Attendance Register and the closing/submission register on submission of tender documents. Bids must be enclosed in a sealed envelope. No additional conditions may be included unless embodied in an accompanying letter. Attempts to canvass SCM Officers or PRASA employees between closing date and award may disqualify the bid.

Evaluation is conducted in three stages: Stage 1A (Mandatory Requirements), Stage 1B (Other Mandatory Requirements), and Stage 2 (Technical/Functional Requirements) with a minimum threshold of 80%. Stage 3 (Price and Specific Goals) follows for qualifying bidders. Stage 1A: Automatic disqualification if any of the following are not met: Completion of ALL RFQ documentation, Compulsory Briefing Session Form D, Compulsory Briefing Session Attendance Register, Submission of qualifications (2 Qualified Trackmasters with valid C Green Certificates and Train Working Rules, 4 Flagmen with Valid Flagmen Certificates, 1 Qualified Track Welder including Thermiting with Certificates, 1 Professional Construction Health and Safety Officer accredited by SACPCMP), Closing/Submission Register signed. Stage 1B: Bidders may be requested to submit missing documents within 5 working days; failure results in disqualification. Requirements: Letter of Good Standing (COID), Tax Clearance Certificate (valid at closing date) or SARS PIN, Company CSD registration number, Signed Joint Venture/Consortium/Partnering Agreement (if applicable). Stage 2: Technical/Functional Requirements (100 points total, minimum 80% to proceed): Organizational Experience (40 points): Points awarded based on number of successfully completed similar projects (Perway maintenance, Points Maintenance, Track Welding, Track Construction). Evidence required: Copy of appointment letter, project description, client name and contact, completion certificates. Experience of Key Personnel (30 points): Points based on years of experience for Track Inspectors/Masters, Track Welders, Safety Officers. List of Tools (30 points): Points based on number of listed machines/tools provided for Maintenance of Perway and Track Welding. Stage 3: Price (80 points) and Specific Goals (20 points). Price scoring uses the 80/20 Preference Point System formula: PS = 80 (1 - (Pt - Pmin)/Pmin), where Pt = tender price, Pmin = lowest acceptable tender price. Specific Goals (20 points): B-BBEE Level 2 (10 points), EME/QSE 51% Black Owned (6 points), 51% Black Owned (4 points). Evidence: B-BBEE Certificate/Affidavit, Audited Annual Financial/B-BBEE Certificate, CIPC Documents.

Scope: Maintenance of Perway (including Turnouts and Track Welding) for the Umlazi Line (Reunion Station to Umlazi Station) in PRASA KZN Region for 6 months. Work includes: Perway maintenance (sleeper/rail replacement, welding of skid marks/rail defects, general track maintenance), Points Maintenance (fettling, re-gauging, geometry rectification, material replacement), Track Welding (exothermic, arc, grinding). Deliverables: Labour, plant, supervision, and tools/equipment for routine and corrective maintenance. Service levels: Work must comply with PRASA railway standards (E10-1996, Manual for Track Maintenance 2000, SSS1-12, E4E, SPK7/1). Key personnel requirements: 2 Qualified Trackmasters (valid C Green Certificate + Train Working Rules), 4 Flagmen (valid certificates), 1 Track Welder (Thermit/Exothermic Welding certificates), 1 SACPCMP-accredited Construction Health and Safety Officer. Tools/Equipment: Must provide a list of required tools (e.g., augers, rail saws, welding machines, tampers, grinders). Occupations/Work Permits: Maximum duration of 6 hours (08:30–15:30 on weekdays), applied 21 days in advance. Penalties: R10,000 for illegal occupation; R200/minute per train delayed (max R10,000/incident). Insurance: Contractor must provide ALL RISK INSURANCE (contract works, public liability, off-site storage, SASRIA, theft). Local Content: Extensive use of local community labour required. Measurement/Payment: Hourly rates for teams (Perway, Points, Welding), provisional labour rates, standing time (if applicable). No price escalation or contract adjustment allowed.

Pricing must be in South African Rand (ZAR), inclusive of all applicable taxes. Submit pricing strictly in the provided schedule format; deviation may result in non-responsive bid. Price offer must be firm with clear basis. Cost breakdown and price escalation basis/formula must be indicated. Discounted prices will only be considered in the final evaluation stage on an unconditional basis. PRASA may negotiate market-related prices with top 3 bidders if the highest scorer’s price is not market-related. Payment terms: Within 30 days of receipt of correct tax invoice. Validity period: 60 working days from closing date (may be extended).

Mandatory compliance: Tax Compliance Status (TCS) PIN via SARS e-Filing (www.sars.gov.za) or valid Tax Clearance Certificate. If no TCS PIN, provide CSD registration number. CSD registration is mandatory (foreign suppliers with no local entity exempt). Submit separate TCS certificates/PINs/CSD numbers for consortia/joint ventures/sub-contractors. B-BBEE: Minimum Level 2 (10 points), EME/QSE 51% Black Owned (6 points), 51% Black Owned (4 points). Evidence: B-BBEE Certificate/Affidavit, Audited Financials/B-BBEE Certificate, CIPC Documents. Additional: Letter of Good Standing (COID), Signed Joint Venture/Consortium/Partnering Agreement (if applicable). Disqualification: Bidders in service of the state, or companies with directors/members in state service, are disqualified. Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.