PRASA seeks a service provider to conduct insulating oil sampling and testing on an as-and-when-required basis for 36 months in kwazulu-natal. The contract involves collecting oil samples, conducting sanas-approved laboratory tests, and producing detailed reports to ensure transformer maintenance and compliance with engineering standards.
Key Requirements
Submit bids in a sealed envelope by 06 July 2026, 12:00 PM, to Box No. 07 at PRASA Regional Office, 65 Masabalala Yengwa Avenue, KwaZulu-Natal. Late or incomplete bids will be disqualified.
Mandatory registration on the Central Supplier Database (CSD) and submission of Tax Compliance Status (TCS) PIN or CSD number.
Provide proof of B-BBEE status, CIPC registration, and valid SARS documentation. Joint ventures must submit separate compliance documents for each party.
Technical/Functionality evaluation requires a minimum 70% score, covering organizational experience, key staff qualifications, project plan, and methodology.
Prices must be quoted in ZAR (inclusive of VAT) on a fixed-price basis, with all BOQ items completed. Deviation from the pricing schedule may disqualify the bid.
Testing must be conducted at a SANAS-approved laboratory, with reports including dissolved gas analysis (DGA) and transformer oil parameters as specified.
Bid validity period is 60 working days from closing date, with possible extension requests by PRASA.
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
RFQinsulating rfq.pdfReview complete
Description
Source: insulating rfq.pdf
Important Dates
18 Jun
2026
PUBLICATION
Tender Published
Tender was published
06 Jul
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
12 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
The Passenger Rail Agency of South Africa (PRASA) in KwaZulu-Natal invites bids for the appointment of a service provider to conduct insulating oil sampling/testing on an as-and-when-required basis for 36 months. The contract involves collecting oil samples, testing, analysis, and reporting as per specified standards (e.g., SANAS-approved labs, IEC/SABS standards). The tender follows a structured evaluation process (80/20 preference point system) with mandatory compliance, technical, and pricing criteria.
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Bid Description PROVISION OF CLEANING OF BUILDINGS AND OFFICES AT SELECTED MEDIUM VOLUME FACILITIES FOR A PERIOD OF THREE (3) YEARS. (TO BE AWARDED AS A MUTLI AWARD)
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Bid-ready summary
Appointment of a service provider for insulating oil sampling/testing on an as-and-when-required basis for 36 months in KwaZulu-Natal.
Purpose: Supervision and maintenance of insulating oils in electrical equipment per norms and standards.
Work includes oil sample collection, laboratory testing, analysis, and reporting as per BOQ.
Important Dates
Source: insulating rfq.pdf (RFQ)
Closing Date: 06 July 2026.
Closing Time: 12:00 PM (noon).
Bid Validity Period: 60 working days from closing date.
Organizational Experience (35 points): Based on successfully completed transformer oil sampling/purification projects in the last 5 years.
Qualifications and Experience of Key Staff (35 points): Electrician/technician with SAQA-accredited certified qualifications and relevant experience.
Project Program (Work Plan) (15 points): MS Project schedule showing sequencing, critical path, and understanding of scope.
Project Approach and Methodology (15 points): Detailed methodology including risk identification, mitigation, work breakdown, quality assurance, and transportation.
Administrative Responsiveness: Incomplete bids will be disqualified.
Objective Criteria: PRASA reserves the right to award to a bidder other than the highest scorer based on objective criteria (e.g., negative track record, spreading awards).
Technical Specifications
Source: insulating rfq.pdf (RFQ)
Scope: Appointment of a service provider for insulating oil sampling/testing on an as-and-when-required basis for 36 months in KwaZulu-Natal.
Key Tasks:
Collect oil samples as advised by PRASA.
Conduct testing and analysis at a SANAS-approved laboratory.
Produce reports including dissolved gas analysis (DGA) with specified parameters (e.g., electric strength, acid content, hydrogen levels).
Provide laboratory certificates with minimum required information (substation details, transformer specs, oil volume, test results).
Standards and References:
IEC Standards.
SABS/SANS Standards.
Electrical Safety Standards.
PRASA Engineering Instruction CEE-GI-012 (Supervision and Maintenance of Insulating Oils).
Contract Duration: 36 months.
Additional items not authorized by the regional electrical engineer will be at the bidder’s own cost.
Methodology
Source: insulating rfq.pdf
Provide a detailed project methodology aligned with scope.
Include risk identification and mitigation measures for project activities, especially in substation environments.
Cover work breakdown, quality assurance, and transportation elements.
Submit a project schedule in MS Project showing sequencing, critical path, and understanding of scope.
Experience & Qualifications
Source: insulating rfq.pdf
Organizational Experience: Demonstrate successfully completed similar transformer oil sampling/purification projects in the last 5 years with proof (appointment letters, completion certificates).
Key Personnel: Provide CVs of electrician/technician with SAQA-accredited, certified qualifications and experience specific to transformer oil sampling/purification.
Scoring based on years of experience and qualification certification.
Quality Management
Source: insulating rfq.pdf
Adhere to IEC, SABS/SANS, and Electrical Safety Standards.
Follow PRASA Engineering Instruction CEE-GI-012 for supervision and maintenance of insulating oils.
Testing must be done at a SANAS-approved laboratory.
Reports must include detailed dissolved gas analysis (DGA) and transformer oil analysis with specified parameters.
Ensure oil sampling/testing frequency aligns with norms (e.g., every 2 years, more frequently for high-load or older transformers).
Pricing Schedule
Source: insulating rfq.pdf
Complete the attached Pricing Schedule Annexure.
Quote all items on the Bill of Quantities (BOQ); incomplete BOQ leads to disqualification.
Prices must be in ZAR, inclusive of taxes, with cost breakdown and escalation basis.
Use only the provided pricing format; deviations may render bid non-responsive.
Discounted prices considered only unconditionally in final evaluation.
PRASA may negotiate market-related prices if initial prices are not market-related.
Financial Requirements
Source: insulating rfq.pdf (RFQ)
Prices must be quoted in South African Rand, inclusive of all taxes, on a fixed-price basis.
Complete the attached Pricing Schedule Annexure strictly; deviations may render bid non-responsive.
Provide a firm price offer with cost breakdown and price escalation basis/formula if applicable.
Quote all items on the Bill of Quantities (BOQ); incomplete BOQ leads to disqualification.
Discounted prices will only be considered unconditionally in final evaluation.
PRASA may negotiate market-related prices with the highest scoring bidders if prices are not market-related.
Payment terms: PRASA pays within 30 days of receipt of correct tax invoice.
Compliance Requirements
Source: insulating rfq.pdf (RFQ)
Tax Compliance: Submit SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. If no PIN, provide Central Supplier Database (CSD) number.
Central Supplier Database (CSD): Mandatory registration for all local bidders (https://secure.csd.gov.za/). Foreign suppliers with no local entity are exempt.
B-BBEE: Submit B-BBEE certificate or affidavit. Points allocated for specific goals (Black Women ownership and Black ownership).
CIPC: Provide CIPC certificate/registration document.
Joint Ventures/Consortia: Submit signed agreement indicating leading bidder; each party must provide separate TCS/CSD documents.
Disqualification Risks: Persons in service of the state, companies with state directors, or close corporations with state members are ineligible.
Disclosure Requirements: Complete SBD4 Bidder’s Disclosure regarding state employment, relationships, PEPs/PIPs, and collusion.
General Compliance: Adhere to Preferential Procurement Policy Framework Act, 2000 and Regulations, 2022, and all applicable laws.
B-BBEE Requirements
Source: insulating rfq.pdf (RFQ)
Points allocated for Specific Goals: 20 points total.
At least 51% Black Women owned: 10 points.
At least 51% Black owned: 10 points.
Verification via CIPC Registration Documents or CSD Registration Report.
Points awarded proportionally based on percentage ownership.
Health & Safety
Source: insulating rfq.pdf
Include safety file completion as a key milestone in project schedule.
Comply with all applicable national and local safety laws and regulations.
Address site-specific risks and mitigation measures, especially for substation environments.
Ensure safe work practices for oil sampling and handling.
Environmental
Source: insulating rfq.pdf (RFQ)
Test for Polychlorinated Biphenyls (PCBs) as part of oil analysis.
Follow environmental standards relevant to insulating oil handling and disposal.
Contractual Terms
Source: insulating rfq.pdf
Warranty: Supplier warrants items are fit for purpose and defect-free for one year from acceptance (unless otherwise stated).
Indemnity: Supplier indemnifies PRASA against claims from negligence, infringement, defective design/materials/workmanship.
Subcontracting: Requires PRASA’s prior approval; prime contractor remains liable.
Governing Law: South African law; non-exclusive jurisdiction of South African courts.
Funding Contingency: Award is subject to PRASA securing budget allocation; PRASA may cancel RFQ if funding is not secured and is not liable for related claims.
Penalties: Late completion incurs 0.05% of contract price per day delay.
General Conditions: PRASA General Conditions of Purchase apply; no oral variations.
Rejection: PRASA may reject non-conforming items/services and recover costs.
Delivery: Supplier must deliver on time, with proper marking and documentation; late deliveries may incur penalties.
Assignment: Title and risk pass to PRASA upon acceptance.
Special Conditions
Source: insulating rfq.pdf (RFQ)
Funding Contingency: Award subject to PRASA securing budget allocation; PRASA may cancel RFQ if unsuccessful and is not liable.
PRASA not obliged to award to one supplier; may award multiple suppliers.
Contract validity: 60 working days from closing; extension may be requested.
Publication of award details on National Treasury e-Tender Portal and CIDB website.
Requirements
Source: insulating rfq.pdf (RFQ)
Foreign Suppliers: Must complete questionnaire; if no RSA presence/income/tax liability, TCS PIN not required.
Tax Compliance: Submit SARS PIN or TCS certificate; CSD number if no PIN.
No bids from persons in service of the state or related entities.
All bids must be on official forms, submitted on time to correct address.
Adhere to Preferential Procurement Policy Framework Act, 2000 and Regulations, 2022.
Disclose PEP/PIP relationships and other required declarations.
Section
Source: insulating rfq.pdf
Evaluation stages: Compliance, Technical/Functionality (70% threshold), Price and Specific Goals (80/20 system), Other Mandatory Requirements.
Price scored using 80/20 preference point formula.
Specific goals points claimed via SBD6.1 form with supporting documents.
Organ of state may apply objective criteria to award to non-highest scorer.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
Covers preferential procurement and preference-point systems used in public tenders.
Relevant because this is a South African public-sector procurement opportunity.
Prevention and Combating of Corrupt Activities Act (PRECCA)
Act 12 of 2004
high
Supports anti-corruption controls and supplier integrity in procurement processes.
Relevant because this is a South African public-sector procurement opportunity.
Public Procurement Act, 2024 (PPA)
Act 28 of 2024
high
Provides the national framework for public procurement across government.
Relevant because this is a South African public-sector procurement opportunity.
Promotion of Access to Information Act (PAIA)
Act 2 of 2000
medium
Supports access to tender records, award decisions and public-sector procurement information.
Relevant because this is a South African public-sector procurement opportunity.
Promotion of Administrative Justice Act (PAJA)
Act 3 of 2000
medium
Supports lawful, reasonable and procedurally fair administrative tender decisions.
Relevant because this is a South African public-sector procurement opportunity.
Sector-specific rules
These rules are linked to the work category, industry, or regulated service area.
5
Electricity Regulation Act (ERA)
Act 4 of 2006
high
Relevant to electricity, generation, transmission, distribution and energy-service procurement.
Relevant because this tender appears to involve electricity, power supply, energy infrastructure, generators, or energy maintenance. Relevant because this tender appears to involve petroleum, oil, gas, fuel, or energy-resource services.
National Environmental Management Act (NEMA)
Act 107 of 1998
high
Relevant where environmental authorisations, EIAs or environmental compliance may apply.
Relevant because this tender appears to involve electricity, power supply, energy infrastructure, generators, or energy maintenance. Relevant because this tender appears to involve petroleum, oil, gas, fuel, or energy-resource services.
Occupational Health and Safety Act (OHS Act)
Act 85 of 1993
high
Sets health and safety duties for contractors, employers and service providers working on public-sector sites.
Relevant because this tender appears to involve electricity, power supply, energy infrastructure, generators, or energy maintenance. Relevant because this tender appears to involve petroleum, oil, gas, fuel, or energy-resource services.
Mineral and Petroleum Resources Development Act (MPRDA)
Act 28 of 2002
medium
Relevant to mineral resources, mining rights, prospecting and mining-related procurement.
Relevant because this tender appears to involve petroleum, oil, gas, fuel, or energy-resource services.
National Energy Regulator Act
Act 40 of 2004
medium
Relevant to regulated electricity, piped-gas and petroleum-pipeline activities.
Relevant because this tender appears to involve electricity, power supply, energy infrastructure, generators, or energy maintenance.
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.