As-and-when-required fire detection maintenance — 36 months (PRASA western cape)

Service and appointment

• The service covers as-and-when-required fire-detection maintenance.
• The contract records the appointment of Distinctive Choice 1272 CC t/a Turnmet after the contractor's bid was received.
• The appointment includes an Employer option to redesign the service scope.
• Scope is set by Annexure B and the main contract and must be delivered using good industry practice.
• Initial-term discrepancy: The cover and title state 36 months, but the contract definition states 18 months.
• Work is organised through a monthly schedule, agreed turnaround times and progress meetings; extra work follows a separate approval-and-quotation process.
• The Employer may add or amend the redesign scope after trend and failure analysis, with the price agreed under Annexure T.

Closing: 13 November 2026 at 12:00.

Contract commencement: The first Business Day after the condition precedent is fulfilled.

Condition-precedent deadline: Within 30 Business Days after signature, unless another date is agreed in writing.

Extension notice: At least 3 months before the initial term expires.

Termination during an extension: 30 days' notice.

Contractual notice details

• Addressee: Legal Department
• Physical address: Metrorail, No 1 Adderley Street, Cape Town, 8000
• Postal address: Private Bag X101, Braamfontein, 2017
• Telephone: 021 818 7492

Scope and operating model

• Service: As-and-when-required maintenance of fire detection.
• Term conflict: The contract cover and title use 36 months, while the contract definition states 18 months.
• Scope authority: Annexure B and the main contract; work must follow good industry practice, remain fit for its intended purpose, and have defects corrected.
• Resources: Adequate numbers of appropriately skilled, qualified and experienced personnel, plus all equipment, assets and other resources needed for the services.
• Contractor costs: Labour, equipment, tools, material, transport, consumables, stores, services, samples and temporary services needed for completion and commissioning are at the contractor's expense.
• Hours and levels: Services are performed during working hours and in line with agreed service levels; Annexure D governs working hours and days.
• Monthly planning: A schedule for the following month's work must reach the Employer before each month-end; work follows agreed schedules and turnaround times, with special requirements settled at progress meetings.
• Additional work: Notify the Employer immediately, submit a separate quotation and obtain approval before starting.
• Redesign option: The Employer may extend or amend the scope for redesign after trend and failure analysis; the parties agree the price and Annexure T applies.
• Fire-detection standard: PRASA E4E (2004).
• Rail and electrical standard: PRASA E7/1 (2012), covering services on, over, under or adjacent to railway lines and near high-voltage equipment.

Personnel and competence

• The contractor must provide sufficient appropriately skilled, qualified and experienced personnel and all equipment, assets and resources required.
• Necessary superintendence must be maintained throughout performance.
• When work is underway, the contractor must be present or represented by an authorised agent with full authority.
• The responsible agent must be competent, have adequate experience in similar work and exercise personal supervision.
• Proposed or replacement subcontractors must provide experience, financial-standing and empowerment information, obtain written approval and have an executed subcontract imposing equivalent obligations.
• The contractor remains fully liable for subcontractor personnel, acts, defaults and negligence.

Quality and drawing controls

• Services must meet good industry practice, be fit for their intended purpose, and have defects corrected.
• The contractor must supply everything needed to complete and commission the work.
• A Final Approval Certificate records the Employer's acceptance of permanent services.
• The Project Manager controls the drawings. Three copies are supplied free of charge, further copies are paid for by the contractor, and one copy must remain on site for inspection and use.
• Contractor-designed plans or drawings must be submitted in triplicate on paper and receive the Project Manager's written approval before the related work starts.
• Intellectual property in contractor-created documents generally remains with the contractor, subject to the Employer's licence. Employer-paid designs vest in the Employer, and jointly created work is jointly owned.

Pricing and payment

• Price basis: Agreed prices; the bill of quantities forms part of the contractor's bid.
• VAT: 15% is included in the contract price for the 36-month term shown on the cover.
• Service payment schedule: Annexure S.
• Additional work: A separate quotation must be approved before work begins; work covered by a supplementary contract is treated as a separate contract rather than a variation under clause 29.6.
• Redesign payment: The price is agreed by the parties and paid under Annexure T.
• Mobilisation fee: 10% of the contract price, paid upfront.
• Performance bond: An unconditional, on-demand bank guarantee for 10% of the contract price, issued by a bank registered in South Africa.
• Subcontractor payment: Pay in full within 7 days after receiving the Project Manager's payment certificate, without discount or deduction except any retention stated in the subcontract.

Entity and standing

• The bidder must be a duly incorporated, validly existing limited liability company with authority to enter into and perform the contract.
• The bidder must not be a Restricted Enterprise or tender defaulter, and must not participate in corrupt activity.
• All required insurance must be in place.
• Proof of good standing for taxes, levies and required contributions may be requested by the Project Manager.
• Material disclosures must be true, complete and accurate; no material facts or circumstances affecting the award may be withheld.
• No litigation, arbitration, investigation or administrative proceeding likely to cause a material adverse effect may be pending or, to the bidder's knowledge, threatened.
• No material obligation or non-compliance may be likely to impair performance.
• No insolvency, winding-up, liquidation, deregistration, judicial-management or business-rescue process may be underway or, to the bidder's knowledge, threatened.
• Applicable laws, required notices, fees, taxes, levies and charges must be observed. The Employer obtains planning approvals; the contractor obtains the related consents and permits needed for execution.

Change control and contracting

• Assignment, cession or subcontracting requires written consent. The whole contract may not be subcontracted.
• Changes to shareholding, composition, ownership, constitutional documents or B-BBEE require prior written approval from the Chief Procurement Officer and Group Chief Executive Officer where they affect B-BBEE status; breach permits immediate termination.
• Failure to provide the performance bond within the condition-precedent period prevents the contract from taking effect.

Health and safety

• The annexed occupational health and safety requirements form part of the contract.
• OHS framework: General Administrative Regulations and General Safety Regulations 11(1) and 13D(3)(b) under the Occupational Health and Safety Act.
• Site controls: Safety on Site, compliance with the OHS Act and regulations, contractual safety clauses and contractor confirmation.
• Injury and disease: Compliance with the Compensation for Occupational Injuries and Diseases Act.
• Rail and electrical risk: Work must follow PRASA E7/1 (2012) for services on, over, under or adjacent to railway lines and near high-voltage equipment.

Term and commencement

• Initial term: 36 months on the cover and title; 18 months in the contract definition.
• Commencement: The first Business Day after fulfilment of the condition precedent.
• Condition precedent: Delivery of the performance bond within 30 Business Days after signature, or by another date agreed in writing.
• Failure to satisfy the condition prevents the contract from taking effect, except for a claim arising from breach of the condition-precedent obligation.
• The initial term ends automatically. The Employer may extend it on at least 3 months' notice before expiry; it sets the extension period and may end the extension on 30 days' notice.

Document priority and interpretation

• Priority: The contract, annexures and schedules; then the RFT; then the contractor's bid.
• The Project Manager clarifies inconsistencies; unresolved matters follow the dispute-resolution process.
• South African law governs, and the contract and written communications are in English.

Work administration

• Extra work requires immediate notice, a separate quotation and Employer approval before work starts. Work covered by a supplementary contract is treated as a separate contract rather than a variation to this contract.
• The Employer may exercise the redesign option; the parties agree the amount, payable under Annexure T.

Assignment, control and liability

• Assignment or cession requires written consent from the Chief Procurement Officer and Group Chief Executive Officer.
• The whole contract cannot be subcontracted. A portion may be subcontracted only with Employer approval; proposed or replacement subcontractors must submit experience, financial-standing and empowerment information and an executed subcontract.
• The contractor remains fully responsible for subcontractor acts, defaults and negligence.
• Joint ventures, consortia and unincorporated groupings are jointly and severally liable; a leader must be identified, and changes to composition or legal status need Employer consent.
• Share transfers, changes to composition, ownership or constitutional documents, and B-BBEE changes require prior consent where they affect B-BBEE status. Breach permits immediate termination.
• The contractor indemnifies the Employer against property loss, physical damage, injury and death connected with the services, subject to exceptions for Employer conduct and unavoidable occupation, nuisance, servitude or similar effects.

Defaults and intellectual property

• Contractor default includes insolvency arrangements, liquidation, business rescue or similar processes, cessation of business and material breach.
• Employer default includes non-payment under clause 29 and breach of a material term.
• The contractor retains ownership of its own supplied documents, but grants the Employer a perpetual, non-transferable, non-exclusive, royalty-free licence, including modified use for further service work.
• Employer-paid contractor designs vest in the Employer; jointly created work is jointly owned. No additional payment is due for the licence.
• All labour, equipment, tools, materials, transport, consumables, stores, services, samples and temporary services needed for completion and commissioning are at the contractor's expense; defects must be remedied.

National Industrial Participation framework

• SBD 5 must accompany the bid.
• NIP applies where a single contract contains at least US$10 million of imported content, related contracts to one seller each exceed US$3 million and total more than US$10 million over two years, an exercised renewal option takes imported content above US$10 million, or multiple allocations of at least US$3 million each total more than US$10 million over two years.
• The obligation equals 30% of imported content; multiple-supplier allocations share 30% of the total obligation pro rata.
• The obligation must be discharged within seven years through investment, joint ventures, subcontracting, licensed production, export promotion, sourcing arrangements, research and development, or another arrangement agreed with the Department of Trade and Industry.
• A successful bidder on a contract above R10 million must report the award to the Department of Trade and Industry.

Bid-document availability

• Date: 21 October 2026
• Channel: National Treasury eTender website

Compulsory tender briefing

• Date: 28 October 2026
• Time: 11:00
• Venue: Boardroom 163, Infrastructure Department, 12 Liesbeeck Parkway, Salt River, Cape Town, 7925
• Attendance: compulsory; non-attendance results in disqualification

Bid closing

• Date: 13 November 2026
• Time: 12:00

Compulsory tender briefing

• Date: 28 October 2026
• Time: 11:00
• Venue: Boardroom 163, Infrastructure Department, 12 Liesbeeck Parkway, Salt River, Cape Town, 7925
• Attendance requirement: compulsory; failure to attend results in disqualification.
• Attendance evidence: Form D, Site Inspection Certificate.

Bidding procedure enquiries

• Name: Adriana Hagen
• Role: Bidding procedure contact
• Email: [email protected]
• Telephone: 021 818 7492

Submission address

• PRASA
• No. 3 Old Marine Drive
• Opposite Neotel Building
• Cape Town
• 8000

NIP reporting contact for an applicable successful contract

• Name: Dr Tebogo Makube
• Role: Department of Trade and Industry NIP contact
• Email: [email protected]
• Telephone: (012) 394 3927
• Facsimile: (012) 394 4927
• Address: Private Bag X 84, Pretoria, 0001

Submission method and place

• Deliver the bid to the submission address by the closing time. Bids arriving after the deadline are rejected.
• Use the issued official forms without retyping them, or follow the alternative format prescribed in the bid pack.

Submission address

• PRASA
• No. 3 Old Marine Drive
• Opposite Neotel Building
• Cape Town
• 8000

Mandatory returnables and supporting documents

• Form A (Invitation to Bid): provides bidder and supplier details, tax status, offer particulars, signature and signing capacity.
• Form B (Terms and Conditions for Bidding): records acceptance of the applicable bidding terms.
• Form D (Site Inspection Certificate): confirms attendance at the site inspection or tender briefing.
• Form E (Statement of Works Successfully Carried Out by Bidder): lists relevant completed works and the bidder's direct responsibility for them.
• Form F (Security Screening Form): supplies company, ownership, litigation, debt and solvency information and consents to screening; security providers must also provide PSIRA registration and a letter of good standing.
• Form G (Acknowledgment): certifies that the submitted information is correct.
• Form H (Special Conditions: Funding Contingency): records the bidder's acceptance that an award is conditional on funding being secured.
• SBD 4 (Bidder's Disclosure): discloses state-service connections, related interests and PEP/PIP exposure and confirms independent pricing without collusion or price disclosure.
• SBD 5 (National Industrial Participation Programme): must be signed and submitted with the bid.
• SBD 6.1 (Preference Points Claim Form under the Preferential Procurement Regulations 2022): provides company details and any specific-goal points claimed.
• Proof of authority: provide an authorising resolution or other evidence that the signatory may bind the bidder.
• Tax evidence: provide the applicable SARS TCS PIN or printed certificate, or the CSD number where a TCS PIN is unavailable.

Briefing access

• The bid documents are available through the National Treasury eTender website from 21 October 2026.
• Pre-closing access to the bid pack is conditional on attending the compulsory briefing.

Disqualification and invalidity risks

• Non-attendance at the compulsory tender briefing results in disqualification.
• Late submission, incomplete mandatory particulars, missing authority evidence or failure to use the prescribed forms may invalidate the bid.
• No bid is considered from a person in the service of the state, a company with a director in the service of the state, or a close corporation with a member in the service of the state.
• Bidders on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• False SBD 4 information, collusion or price disclosure, an inaccurate Form G, or fraudulent preference claims may result in rejection, blacklisting, cancellation, damages, exclusion from public-sector business for up to 10 years, or prosecution.

Preference-point system

• The applicable system had not been selected when the bid pack was issued: 80/20 applies where the Rand value, including taxes, is up to R50 000 000, while 90/10 applies above R50 000 000. The lowest acceptable tender will confirm the applicable system after bids are received.

Stated 80/20 allocation

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Price scoring

• Formula: Ps = 80 × [1 − (Pt − Pmin) ÷ Pmin].
• Ps is the price score; Pt is the tender price; Pmin is the lowest acceptable tender price.
• Price includes all applicable taxes less unconditional discounts.

Specific-goal points

• B-BBEE Level 2 or higher: 4 points.
• 51% black woman owned: 4 points.
• 51% black youth owned: 4 points.
• Ownership by black people with disabilities: 4 points.
• EME or QSE that is 51% black owned: 4 points.
• Total specific goals: 20 points.

Claim substantiation

• Failure to provide the required proof for a goal means that no points are claimed for that goal.
• PRASA may request further substantiation before adjudication or after award.

Scope and period

• Service: maintenance of fire detection.
• Ordering basis: as and when required.
• Contract period: 36 months.

Completed-works statement

• Form E must identify the nature and value of completed works, the client, the contract number and the period for which the bidder was directly responsible.
• Additional information must be provided separately if the form's table is insufficient.

National Industrial Participation financial conditions

• Trigger: imported content of at least US$10 million, or a qualifying aggregation involving related contracts to one seller each above US$3 million and totalling above US$10 million over two years, an exercised renewal option taking imported content above US$10 million, or multiple allocations of at least US$3 million each to the same institution totalling above US$10 million over two years.
• Obligation: 30% of imported content; in the multiple-allocation case, 30% of the total obligation is shared pro rata.
• Discharge period: seven years.
• Post-award guarantee: the successful contractor must provide a performance guarantee to the Department of Trade and Industry during the NIP process.
• Reporting trigger: a successful contract above R10 million.
• Reporting: after award, the contractor must promptly notify the Department of Trade and Industry and send the contract number, description of the works or services, acceptance date, institution details, contract value and imported content, if available, within five working days.

Tax and registration

• Bidders must comply with their tax obligations and provide their unique SARS Tax Compliance Status PIN.
• A printed TCS certificate may be submitted with the bid.
• If no TCS PIN is available but the bidder is registered on the Central Supplier Database, the CSD number must be provided.
• Each consortium or joint-venture party and each subcontractor must provide a separate TCS certificate, PIN or CSD number.
• A foreign supplier with no RSA residence, branch, permanent establishment, RSA-source income or RSA tax liability is not required to register for a TCS PIN.
• A foreign supplier accredited in South Africa for the offered goods, services or works must attach proof of accreditation.

State service, disclosure and screening

• No bid is considered from a person in the service of the state, a company with a director in the service of the state, or a close corporation with a member in the service of the state.
• SBD 4 requires disclosure of state employment, connected relationships, related interests and PEP/PIP exposure, together with confirmation of independent pricing without collusion or price disclosure.
• Persons on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• False SBD 4 information may disqualify the bid or terminate an existing contract.
• PRASA may decline a business relationship involving a PEP/PIP where objective factors and PRASA's best interests justify that decision.
• Form F requires disclosure of previous convictions, civil judgments, pending proceedings or investigations, directors, outstanding debt and solvency status, together with consent to screening of the entity and its directors.
• Form F requires confirmation that the bidder is not insolvent or liquidated and has not belonged to an entity liquidated during the previous five years.
• Form F requires Annexure A where there are more than five directors or principals and Annexure C where more than three judgment or debt incidents are disclosed.
• PSIRA registration and a letter of good standing are required only for security providers.

Form and experience obligations

• SBD 5 must be signed and submitted with the bid.
• SBD 6.1 must form part of the bid and state the company or firm name, registration number, entity type and points claimed.
• Form E must list completed works, including the nature and value of the works, client, contract number and period for which the bidder was directly responsible.

Preference evidence

• B-BBEE Level 2 or higher: CIPC documents, a B-BBEE certificate or a B-BBEE affidavit; 4 points.
• 51% black woman owned: certified identity documents of the owners; 4 points.
• 51% black youth owned: certified identity documents of the owners; 4 points.
• Ownership by black people with disabilities: certified owner identity documents and a doctor's note confirming the disability; 4 points.
• EME or QSE that is 51% black owned: audited annual financial statements, a B-BBEE certificate or a B-BBEE affidavit; 4 points.

Fraudulent preference claims

• PRASA may disqualify the bidder, recover costs or damages, cancel the contract, restrict implicated parties from state business for up to 10 years, or refer the matter for criminal prosecution.

Specific-goal claims and supporting evidence

• B-BBEE at least Level 2: CIPC documents, a B-BBEE certificate or a B-BBEE affidavit; 4 points.
• 51% black woman owned: certified identity documents of the owners; 4 points.
• 51% black youth owned: certified identity documents of the owners; 4 points.
• Ownership by black people with disabilities: certified owner identity documents and a doctor's note confirming the disability; 4 points.
• EME or QSE that is 51% black owned: audited annual financial statements, a B-BBEE certificate or a B-BBEE affidavit; 4 points.
• Total available under the 80/20 specific-goal allocation: 20 points.
• A claim without the prescribed supporting evidence is treated as not claimed.

Contract framework

• PRASA General Conditions of Purchase apply together with the General Conditions of Contract and any applicable special conditions.

NIP agreement and performance

• The NIP agreement is concluded between the successful contractor and the Department of Trade and Industry, not PRASA.
• The contractor and the Department agree the obligation, sign the NIP agreement, provide a performance guarantee, submit a business concept for approval, prepare detailed business plans, implement those plans and provide progress reports every six months.

Preference-claim remedy

• PRASA may reject a bid, recover losses, cancel the contract, recommend restriction of implicated parties from state business for up to 10 years, or refer a fraudulent claim for prosecution.

Funding contingency

• The required budget provision and allocation had not been completed when the RFP was issued. PRASA obtained National Treasury approval under section 79 of the PFMA to proceed with the bidding process.
• Any award is conditional on PRASA securing the funding allocation and confirming that sufficient budget exists.
• PRASA may cancel the RFP at any stage before award if sufficient funding is not secured.
• PRASA excludes liability for claims, losses or damages arising from a funding failure or from the resulting non-award. Bidders waive the right to institute proceedings in respect of those circumstances.
• PRASA will keep bidders reasonably informed about the funding and budget process.

Tax compliance

• Bidders must meet their tax obligations and provide a unique SARS Tax Compliance Status PIN.
• A printed TCS certificate may accompany the bid.
• If a TCS PIN is unavailable but the bidder is registered on the Central Supplier Database, provide the CSD number.
• Each consortium or joint-venture member and each subcontractor must provide separate tax-compliance or CSD documentation.

Preference-point system selection

• The bid pack permits either the 80/20 or 90/10 system and leaves final selection unresolved at issue.
• 80/20 applies to requirements up to R50 000 000, including taxes.
• 90/10 applies to requirements above R50 000 000, including taxes.
• The lowest acceptable tender determines the applicable system once bids are received.

Stated 80/20 allocation

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Evaluation components

• Price and specific goals.