Supply, delivery and offloading of ballast for metrorail gauteng region (36-month as-and-when contract)

This is a bespoke draft contract for the appointment of a service provider for the supply, delivery and offloading of ballast in the Metrorail Gauteng region on an "as and when required" basis for a period of 36 months. The contract is a measurable (rates-based) agreement inclusive of VAT, with payments made strictly according to approved rates and actual quantities executed on site. The contract incorporates numerous annexures covering scope of works, subcontractors, working hours, request for tender, OHS compliance (multiple annexures), general information, compensation for occupational injuries, contractual safety clauses, contractor confirmation, and PRASA specifications E4E (2004) and E7/1 (2012). Key contractual terms include 36-month duration from signature date with possible extension, defects liability of 12 months, strict subcontracting controls, change in control/BBBEE restrictions with immediate termination for breach, comprehensive indemnities, insurance requirements, and detailed dispute resolution, force majeure, confidentiality and publicity provisions. The contract acknowledges basis in GCC 2010 and FIDIC. Governing law is South African law; language is English.

Employer: Passenger Rail Agency of South Africa (PRASA)

Address: PRASA Umjantshi House, 30 Wolmarans Street, Braamfontein, 2017

Postal address: Private Bag X101, Braamfontein, 2017

Project Manager: Leepo Sebolai

Telephone: 083 386 8012

Email: [email protected]

Legal facsimile: +27 11 013 1600

Legal telephone: +27 11 774 6001

Scope: Supply, delivery and offloading of ballast in the Metrorail Gauteng region on an "as and when required" basis for 36 months.

Contract type: Measurable (rates-based) contract; payments made strictly according to approved rates and actual quantities executed on site.

Approved rates: Attached as an annexure.

Working hours: 07h00 to 17h00 Mondays to Fridays, excluding daily meal break, unless otherwise stipulated in Scope of Works (Annexure B).

Site access: Requires a Site Access Certificate from the Employer's operations division before proceeding onto site.

Applicable specifications: PRASA Specification E4E (2004) and Specification for Works on, over, under or adjacent to railway lines and near high voltage equipment E7/1 PRASA (2012).

Subcontracting: Only a portion of the Works may be subcontracted with written approval of the Employer; the Contractor remains fully liable for subcontractor acts, defaults and negligence.

Nominated subcontractors: May be instructed by the Employer; payment terms for subcontractors require payment within 7 days of receipt of payment certificate.

Contractor warranties: Must have necessary skill, expertise and capacity to deliver Works, including any subcontractors.

Subcontractor appointment: Contractor must consult Employer on proposed subcontractors, providing details of experience, financial standing and empowerment credentials; obtain Employer's written consent (not unreasonably withheld).

Subcontractor obligations: Subcontractors must undertake same obligations as Contractor; payment within 7 days of Contractor receiving payment certificate.

Site Agent: Must be competent, responsible, have adequate experience in similar work, exercise personal supervision, and be approved by Project Manager; must be available on site during Works.

Key personnel: Not explicitly detailed beyond Site Agent requirement.

Joint venture/consortium: If applicable, members jointly and severally liable; must notify leader with authority to bind; composition changes require Employer consent.

Project Plan requirements: Initial and revised Project Plans must show and describe entire scope of work including commencement date, completion due date, sequence/timing/resources, site access/possession/approval/inspection/test dates, events influencing execution, other programming information from Scope of Work, and actual progress achieved on revised plans.

Quality standards: Works must comply with Good Industry Practice, Scope of Works (Annexure B), PRASA Specification E4E (2004), and Specification E7/1 (2012).

Defects liability: Contractor has right and obligation to make good defects in materials, plant and workmanship for 12 months from Certificate(s) of Completion.

Inspections and tests: Dates for inspections and tests must be included in Project Plan.

Approvals: Required approvals and instructions must be programmed in Project Plan.

Pricing basis: Measurable (rates-based) contract; approved rates inclusive of VAT attached as annexure.

Payment: Strictly according to approved rates and actual quantities executed on site.

Bill of Quantities: Submitted by Contractor as part of Bid; forms basis for Contract Sum.

Contract Sum: Amount and rates as set out in clause 24.4.

Contract Price: Contract Sum subject to additions/deductions under contract provisions.

Performance bond: Not applicable (Annexure A).

Mobilisation fee: 10% of Contract Sum as advance payment per clause 24.5, but marked not applicable for this contract.

Subcontractor payment: Within 7 days of Contractor receiving Project Manager's payment certificate, without discount/deduction other than retention money.

Retention: May be specified in sub-contracts; retention money deducted from subcontractor payments.

Payment certificates: Issued by Project Manager; trigger subcontractor payment obligations.

Direct payment to nominated subcontractors: Employer may pay directly; Contractor's obligation discharged to extent of direct payment.

Final payment to nominated subcontractors: Engineer may include amount in payment certificate for Contractor to pay nominated subcontractor.

Settlement of accounts: Amounts paid to nominated subcontractors set against provisional sums; balance adjusted for Contractor's costs.

Pricing: Rates-based contract inclusive of VAT; approved rates attached as annexure.

Payment: Made strictly in accordance with approved rates and actual quantities executed on site.

Performance bond: Not applicable (Annexure A).

Mobilisation fee: 10% of Contract Sum as advance payment per clause 24.5, but marked not applicable for this contract.

Subcontractor payment: Contractor must pay subcontractors in full within 7 days of receipt of Project Manager's payment certificate, without discount or deduction other than retention money.

Retention: Retention money may be specified in sub-contracts.

Defects liability period: 12 months from issue of Certificate(s) of Completion.

Legal entity: Must be duly incorporated and validly existing under South African law.

Tax compliance: Must be in good standing with respect to duties, taxes, levies and standing contributions (SARS tax compliance status PIN).

CSD registration: Implied mandatory for government contracts.

B-BBEE: BBBEE Status as indicated in the RFT; any change in BBBEE component requires prior written consent from Chief Procurement Officer and Group Chief Executive Officer.

CIDB: Not explicitly stated in extracted text; construction-related work may require grading.

OHS compliance: Must comply with Occupational Health and Safety Act, 1993 and Construction Regulations; obtain all necessary construction work permits.

Insurance: Must have all insurances required in terms of the contract (details in Annexures F–N).

Compensation for Occupational Injuries and Diseases Act: Compliance required (Annexure M).

Restricted Enterprise: Must not be listed on the register for tender defaulters under the Prevention and Combating of Corrupt Activities Act.

Corrupt activities: Must not have engaged in corrupt activities as defined in the Corrupt Activities Act.

Site Access Certificate: Required from Employer's operations division before site access.

Change in control/ownership: Any transfer of shares, change in composition, ownership, constitution or BBBEE component requires prior written consent from Chief Procurement Officer and Group Chief Executive Officer, unless no impact on BBBEE Status.

OHS compliance: Contractor must comply with Occupational Health and Safety Act, 1993 and Construction Regulations; obtain all necessary construction work permits.

Annexures covering OHS: Annexure F (General Administrative Regulation), Annexure G (General Safety Regulations 11(1)), Annexure H (General Safety Regulations 13D(3)(b)), Annexure I (OHS Act), Annexure J (Safety on Site), Annexure K (Compliance with OHS Act and Regulations), Annexure N (Contractual Safety Clauses).

Compensation for Occupational Injuries and Diseases Act: Compliance required (Annexure M).

Site safety: Contractor responsible for adequacy, stability and safety of all site operations, construction methods and Works.

Site Access Certificate: Required from Employer's operations division before proceeding onto site.

Safety on site: Detailed requirements in Annexure J and contractual safety clauses in Annexure N.

Reporting accidents: Refer to clause 33 (not detailed in extracted text).

Protection of persons and property: Refer to clause 29 (not detailed in extracted text).

Blasting and explosives: Refer to clause 27 (not detailed in extracted text).

Interference with Employer's assets/open lines: Refer to clause 26 (not detailed in extracted text).

Temporary level crossings: Refer to clause 25 (not detailed in extracted text).

Contract duration: 36 months from Signature Date; Employer may extend on not less than 3 months' notice before expiry, and may terminate on 30 days' notice during extension period.

Commencement date: Signature Date.

Due completion date: As stated in Scope of Works (Annexure B), calculated from Commencement Date and adjusted for extensions/acceleration.

Defects liability period: 12 months from issue of Certificate(s) of Completion.

Priority of documents: 1) Contract including annexures; 2) RFT; 3) Contractor's Bid.

Condition precedent (not applicable): Performance bond and construction work permits within 30 business days of Signature Date; non-fulfilment voids agreement.

Assignment: Contractor may not assign contract or any part without written consent of Chief Procurement Officer and Group Chief Executive Officer.

Subcontracting: Whole contract may not be subcontracted; portions only with Employer's written approval; Contractor liable for subcontractor acts.

Nominated subcontractors: Employer may instruct use; treated as Contractor's subcontractor; payment within 7 days of payment certificate.

Joint and several liability: If Contractor is a joint venture/consortium, members jointly and severally liable; must notify leader; composition changes require Employer consent.

Change in control/BBBEE: No transfer of shares, change in composition, ownership, constitution or BBBEE component without prior written consent of Chief Procurement Officer and Group Chief Executive Officer, unless no impact on BBBEE Status; breach results in immediate termination.

Indemnities: Contractor indemnifies Employer against liability for damage/loss of property, injury/death of persons; liable for damage to Employer's property on site arising from Works.

Exclusions from liability: Permanent land use/occupation, unavoidable nuisance/disturbance, unavoidable interference with servitudes, injuries/damage from Employer's acts/omissions.

Insurance: Contractor must maintain all required insurances (details in Annexures F–N); Performance Bond not applicable.

Termination: Employer may terminate for breach, including failure to fulfil condition precedent, breach of change in control/BBBEE clause, or Contractor becoming a Restricted Enterprise.

Dispute resolution: Refer to clause 36 (not detailed in extracted text).

Force majeure: Refer to clause 32 (not detailed in extracted text).

Confidentiality: Both parties bound by confidentiality obligations (clause 38).

Public relations: No publicity without Employer consent (clause 37).

Notices: Written, delivered by registered post, hand, facsimile or email to addresses in clause 15.3.5; deemed receipt rules apply.

Domicilium citandi et executandi: Physical addresses in clause 15.3.5 serve as legal service addresses.

Governing law: Republic of South Africa.

Language: English.

Intellectual property: Contractor retains copyright in documents supplied; grants Employer non-terminable, non-transferable, non-exclusive, royalty-free licence to copy, use, communicate and modify for further work.

Drawings: Remain in Project Manager's custody; three copies free to Contractor; further copies at Contractor cost; one copy kept on site for inspection.

Heritage objects: Fossils, coins, articles of value/antiquity, geological/archaeological finds are Employer's property; discovery requires immediate notification, cessation of endangered work, and preservation.

Quality: Works must comply with Good Industry Practice, Scope of Works (Annexure B), and applicable specifications (E4E, E7/1).

Supervision: Contractor must exercise supervision at all times; competent Site Agent with adequate experience must be appointed and approved by Project Manager; Site Agent must be available on site during Works.

Access to site: Subject to Site Access Certificate from Employer's operations division.

Time for practical completion: Refer to clause 23 (not detailed in extracted text).

Price, payment and related matters: Refer to clause 24 (not detailed in extracted text).

Temporary level crossings: Refer to clause 25 (not detailed in extracted text).

Interference with Employer's assets/open lines: Refer to clause 26 (not detailed in extracted text).

Blasting and explosives: Refer to clause 27 (not detailed in extracted text).

Safety compliance: Refer to clause 28 and Annexures F–N (OHS Act, Construction Regulations, safety on site).

Protection of persons and property: Refer to clause 29 (not detailed in extracted text).

Quality and related matters: Refer to clause 30 (not detailed in extracted text).

Risks: Refer to clause 31 (not detailed in extracted text).

Reporting accidents: Refer to clause 33 (not detailed in extracted text).

Entire agreement: Contract constitutes entire agreement (clause 39).

Severability: Invalid provisions do not affect remainder (clause 40).

Independent status: Contractor is independent contractor, not employee/agent (clause 41).

Independent advice: Parties acknowledge opportunity for legal advice (clause 42).

Counterparts: Contract may be executed in counterparts (clause 43).

Supply, delivery and offloading of ballast in the Metrorail Gauteng Region, on an as-and-when-required basis, for a contract period of 36 months.

Scope

• Supply, delivery and offloading of ballast in the Metrorail Gauteng Region.
• Contract basis: as and when required.
• Contract period: 36 months.

Procurement of railway ballast supply, delivery and offloading for the Metrorail Gauteng region.

Appointment is for 36 months on an as-and-when-required basis.

The works are priced per unit (m3, m3/km, and hourly plant rates).

Complete and return Form C (Tender Form) with all requested details, including the authorised signatory and witnesses.

Submit a certified copy of the Resolution of the Board of Directors or Certificate of Partners/Members authorising the signatory.

Provide names and capacities of persons authorised to negotiate if PRASA enters post-tender negotiations.

All sections of the tender form must be completed; non-compliance with material terms may result in contract cancellation.

The document does not state a scoring method or preference point system (e.g., 80/20 or 90/10).

Bidders must submit Form C with a valid performance bond commitment.

No minimum qualifying score is specified.

Supply, deliver and offload railway ballast in the Metrorail Gauteng region on an as-and-when-required basis.

Contract period: 36 months.

Pricing items:

• Ballast loaded in AY-trucks: per m3
• Ballast loaded in road trucks: per m3/km

Plant (provisional items):

• TLB (4x4 with minimum 1 m3 loading bucket): per hour
• Front-end loader (4x4 with minimum 2 m3 loading bucket): per hour

Prices to be quoted for each year of the 36-month term.

Performance bond: 10% of the contract price (VAT inclusive), issued by a South African registered bank.

Pricing must be submitted in the provided pricing schedule, VAT exclusive, with VAT at 15%.

Where items are arithmetically incorrect, the unit rate is decisive (except for architectural building work).

In case of discrepancy, the amount in words takes precedence over figures.

Provide proof of Workmen's Compensation, securities and insurance coverage within 30 working days of contract award notification.

Sign the formal contract within 7 working days of notification that contract documents are ready.

Certified copy of Board Resolution or Certificate of Partners/Members must be annexed.

Tender acceptance leads to a written contract between the bidder and PRASA.

Workmen's Compensation, securities and insurance proof required within 30 working days of award.

Formal contract signing required within 7 working days of notification.

A performance bond of 10% of the contract price (VAT inclusive) is required.

Non-completion of works may incur penalties under the Conventional Penalties Act.

Failure to sign contract or provide security may allow PRASA to recover costs of re-tendering.

In case of conflict, the project specification prevails over other tender documents; accompanying letters or correspondence prevail over specified documents.

Non-compliance with material terms is a material breach and grounds for contract cancellation.

PRASA requires a service provider for the supply, delivery and offloading of ballast in the Metrorail Gauteng Region, on an as-and-when-required basis, for a period of 36 months. The bid pack comprises Form A (Invitation to Bid), Form B (Terms and Conditions for Bidding), Form D (compulsory site inspection / pre-tender briefing), Form E (statement of works previously carried out), Form F (security screening), Form G (acknowledgment), SBD 4 and SBD 6.1.

Compulsory briefing (attendance mandatory)

• Date: 05 November 2026 at 10:00
• Venue: Passenger Rail Agency of South Africa, Shosholoza Junction, 6th Floor, Cnr Leyds and Simmonds, Braamfontein, Johannesburg
• Bidders who do not attend are disqualified.

Document availability

• From 27 October 2026 on the National Treasury eTender website.

Closing

• 26 November 2026 at 12:00.

Submission and briefing venue

Passenger Rail Agency of South Africa

Shosholoza Junction / Shosholoza Meyl Junction

6th Floor

Cnr Leyds and Simmonds

Braamfontein

Johannesburg

Named contact

• No enquiry contact name, email address or telephone number is provided.

Submission method

• Hand delivery of the bid response documents.
• Bids must be completed on the official forms supplied; retyped forms are not accepted. Online submission is also permitted where provided for.
• Late bids are not accepted.

Delivery address

Passenger Rail Agency of South Africa

Shosholoza Meyl Junction

6th Floor

Cnr Leyds and Simmonds

Johannesburg

Closing

• 26 November 2026 at 12:00.

Document collection

• Tender documents are downloadable from the National Treasury eTender website from 27 October 2026.
• Bids may be made available before the closing date only to bidders who attended the compulsory briefing.

Returnable documents

• Form A (Invitation to Bid): bidder identification, contact, VAT, tax/CSD and B-BBEE details, signed with proof of authority to sign.
• Form B (Terms and Conditions for Bidding): acknowledgement of the bidding rules, CSD and tax obligations.
• Form D (Site Inspection / Pre-Tender Briefing): signed certificate of attendance at the compulsory briefing.
• Form E (Statement of Works Successfully Carried Out): client, nature and value of previous works, contract period and the bidder's direct responsibility.
• Form F (Security Screening Form): company, director, banking and judgment disclosures plus consent to security screening.
• Form G (Acknowledgment): certification that all information supplied is true; false information may lead to blacklisting.
• SBD 4 (Declaration of Interest): discloses state employment or relationships involving directors, shareholders or the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points and records any subcontracting.
• The successful bidder must complete and sign the written contract form (SBD 7).

Disqualification risks

• Failure to attend the compulsory briefing session.
• Late submission.
• Omission of any of the required particulars listed in Form B.

Preference point system

• 90/10 system applies, the estimated contract value exceeding R50 000 000 including all applicable taxes.
• Price: 80 points.
• B-BBEE status level of contributor: 20 points.
• Total: 100 points.

Price scoring

• Points are calculated against the lowest acceptable tender price using the prescribed formula; the lowest acceptable price scores full price points.

B-BBEE points

• Level 1: 20 points
• Level 2: 18 points
• Level 3: 14 points
• Level 4: 12 points
• Level 5: 8 points
• Level 6: 6 points
• Level 7: 4 points
• Level 8: 2 points
• Non-compliant contributor: 0 points

Evidence

• A B-BBEE certificate or a sworn affidavit (EMEs and QSEs) must accompany the bid; without it no B-BBEE points are awarded.
• The purchaser may require a bidder to substantiate any preference claim before adjudication or afterwards.
• Fraudulent preference claims may lead to disqualification, recovery of costs, cancellation of contract, restriction from public sector business for up to 10 years and criminal referral.

Functionality

• No minimum functionality score or functionality stage is stated.

Scope

• Supply, delivery and offloading of ballast for the Metrorail Gauteng Region.
• Services are required on an as-and-when-required basis.
• Contract period: 36 months.

Quantities and locations

• No tonnages, delivery points or schedules of quantities are stated in the available text.

Track record requirement

• Bidders must record works of a similar nature previously completed, giving the client, nature of the works, value in Rand, contract period and whether the bidder was directly responsible.

Estimated value

• The contract value is estimated to exceed R50 000 000 including all applicable taxes, which places the bid on the 90/10 preference system.

Bid security, guarantees and payment terms

• No bid security, performance guarantee, retention percentage or payment terms are stated in the available text.

Registration and tax

• Registration on the Central Supplier Database (CSD) is required, covering business registration, directors or members, identity numbers, tax compliance status and banking details.
• A SARS Tax Compliance Status or tax PIN must be submitted; a printed TCS is also acceptable.
• Where no TCS is available but the bidder is CSD-registered, the CSD number must be supplied.
• Consortia, joint ventures and subcontractors must each submit separate TCS/PIN and CSD proof.
• Foreign bidders with no South African residency, branch, permanent establishment or source of income are not required to obtain a SARS tax compliance PIN.

B-bbee

• A B-BBEE status level verification certificate or a sworn affidavit (EMEs and QSEs) must be submitted to claim preference points.
• Certificates must be issued by a SANAS-accredited verification agency, a registered auditor, or an accounting officer as contemplated in the Close Corporations Act.

Security screening

• Form F requires disclosure of directors' identity numbers and dates of appointment, banking details, all civil judgments and outstanding debt, and confirmation of solvency; consent to a security screening of the company and its directors is given by signature.
• A PSIRA registration number and letter of good standing are required only where the bidder is a security provider.

Other

• No CIDB grading, professional registration or local content threshold is stated.

The bid is evaluated on the 90/10 preference point system because the estimated value exceeds R50 000 000 including taxes. Price carries 80 points and B-BBEE status level carries 20 points, for a total of 100. Price points are scored against the lowest acceptable tender. B-BBEE points run from 20 for Level 1 down to 2 for Level 8, with 0 for a non-compliant contributor. Bidders who do not submit a B-BBEE certificate or sworn affidavit forfeit the B-BBEE points. Preference claims may be audited before or after adjudication, and fraudulent claims attract disqualification, cost recovery, contract cancellation, restriction for up to 10 years and criminal referral. No minimum functionality score is stated.

Evaluation methodology: Three-stage process

Stage 1: Compliance – Stage 1A mandatory (Form C, BOQ, briefing attendance) and Stage 1B basic (COID, SARS PIN, CSD, all docs, JV agreement)

Stage 2: Technical/Functionality – minimum 80% threshold on organizational experience (track record of similar projects ≥R500k each)

Stage 3: Price (80 pts) and Specific Goals (20 pts) using 80/20 preference point system

Evaluation levels: Verify completeness → Verify compliance → Detailed technical evaluation → Specific Goals → Price evaluation → Scoring → Recommendation → Best and Final Offer (if needed) → Approval

PRASA reserves right to split award, appoint other than highest scorer under certain conditions, negotiate market-related price, conduct BAFO

Issue date: 27 October 2026

Compulsory briefing: 5 November 2026 at 10H00 at 6th Floor, Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein, 2001

Closing date for questions: 10 November 2026 at 16H00

Closing date for responses to questions: 13 November 2026 at 16H00

Closing date for submission: 26 November 2026 at 12H00

Validity period: 90 working days from closing date

Briefing minutes/clarifications issued: 13 November 2026

SCM Contact: Gloria Mokgobi

Email: [email protected]

Telephone: 011 013 0343

Clarification submissions: [email protected] (using RFP Clarification Form Annexure 2)

Complaints email: [email protected]

Submission address: Ground Floor, Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein, 2001

Briefing venue: 6th Floor, Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein, 2001

Submission method: Physical delivery in two sealed envelopes/boxes to PRASA tender box at Ground Floor, Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein, 2001

Envelope 1 (Technical/Compliance): Part A – Mandatory Requirements Response; Part B – Technical/Functional Response (scope of work)

Envelope 2 (Financial/Specific Goals): Part C – Financial Proposal and Specific Goals (BBBEE response) – separate sealed envelope

Copies required: 1 original, may submit copies and electronic version on memory card/external drive marked with bidder name

Closing date and time: 26 November 2026 at 12H00

Mandatory returnable documents (Stage 1A – automatic disqualification if missing):

• Completed Form C (Pricing Schedule) and BOQ/Pricing (Annexure 5) in Envelope 2
• Attendance of compulsory briefing session (Form D) submitted with tender

Basic compliance documents (Stage 1B – must provide within 3 days of award or award recalled):

• COID Letter of Good Standing
• Valid SARS PIN
• CSD supplier registration number
• Completed ALL RFT documentation (all forms and annexures)
• JV/Consortium/Subcontract agreement signed by all parties (indicating leading bidder)

Standard forms to complete:

• SBD 4: Declaration of Interest (discloses state employment/connection)
• SBD 5: National Industrial Participation Programme (if imported content)
• SBD 6.1: Preference Points Claim Form (PPPFA 2022)

Disqualification risks: Late submission, missing mandatory documents, non-attendance at compulsory briefing, incomplete forms

Stage 1A – Mandatory Compliance (automatic disqualification if missing):

• Form C (Pricing Schedule) and BOQ/Pricing (Annexure 5) in Envelope 2
• Compulsory briefing attendance (Form D)

Stage 1B – Basic Compliance (due within 3 days of award):

• COID Letter of Good Standing, Valid SARS PIN, CSD registration, all RFT docs, JV/consortium agreement

Stage 2 – Technical/Functionality (minimum threshold 80%):

• Criterion: Organizational experience – track record on similar projects (supply/delivery of aggregates, bulk materials, quarry products, railway materials) with minimum value R500,000 per project
• Evidence: Appointment and completion letters on client letterhead, signed/dated by client official, showing project description, client name, contact details, start/end dates, extensions, contract value inclusive VAT
• Scoring: 0 projects = 0 pts; 1 project = 20 pts; 2 projects = 40 pts; 3 projects = 60 pts; 4 projects = 80 pts; 5 projects = 100 pts

Stage 3 – Price and Specific Goals (80/20 preference point system):

• Price: 80 points using formula Ps = 80(1 − (Pt−Pmin)/Pmin)
• Specific Goals: 20 points allocated as: Black women owned (4), Black youth owned (4), Rural areas (4), People with disabilities (4), 51% Black owned (4)
• Evidence for goals: Certified ID copies, municipal/ESKOM bill or chief letter (≤3 months), doctor's note, B-BBEE certificate/affidavit

Bidders scoring <80% on technical disqualified from Stage 3

PRASA reserves right to split award, negotiate market-related price, conduct Best and Final Offer (BAFO)

Scope: Supply, delivery and offloading of ballast in Metrorail Gauteng region on "as and when required basis" for 36 months

Background: Rehabilitation and upgrade of existing gravel and asphalt roads within Gauteng region, including cleaning and maintenance of drainage systems for effective storm water management

Service required: Upgrade gravel roads and perform drainage maintenance within PRASA Gauteng Region

Contract period: 36 months

Technical evaluation requirement: Track record of similar projects (supply/delivery of aggregates, bulk materials, quarry products, railway materials) with minimum value R500,000 per project

Evidence required: Appointment and completion letters from clients on letterhead, signed and dated by client official, with project description, client name, contact details, dates, contract value inclusive VAT

Detailed scope of work in Annexure 4 (not fully provided in extracted text)

Bid response methodology: Responses must be clear, concise, follow clear methodology explained in Executive Summary. Use numbered headings, bullet points, sections, appendices. Pages consecutively numbered. Address each RFP requirement succinctly. Use RFP terms and definitions. Original and copies must be identical. Submissions in English, A4 format (graphics up to A3). Neatly and functionally bound by sections. Signed by authorized person with board resolution/authority to sign.

Experience requirement: Track record on similar projects (supply/delivery of aggregates, bulk materials, quarry products, railway materials) with minimum value R500,000 per project

Evidence: Appointment and completion letters on client letterhead, signed/dated by client official, showing project description, client name, contact details (email/phone), start/end dates, extensions, contract value inclusive VAT

Scoring: 0 projects = 0 pts; 1 = 20 pts; 2 = 40 pts; 3 = 60 pts; 4 = 80 pts; 5 = 100 pts

Minimum technical threshold: 80% (80/100 points) to proceed to price evaluation

Quality management not explicitly detailed in extracted text. Evaluation includes technical/functional capacity testing and administrative/substantive responsiveness assessment. Procurement integrity, fairness, transparency, competitiveness and accountability emphasized throughout evaluation process.

Pricing submitted in Envelope 2 only: Form C (Pricing Schedule) and BOQ/Pricing (Annexure 5)

Two-envelope system: Envelope 1 = technical/compliance; Envelope 2 = financial + BBBEE

Pricing evaluation: 80/20 preference point system, 80 points for price using formula Ps = 80(1 − (Pt−Pmin)/Pmin)

Specific Goals: 20 points for ownership categories (Black women, youth, rural, disabilities, 51% Black owned)

PRASA may notify bidders of arithmetic errors/omissions on BOQ for clarity

Bid validity: 90 working days from closing

Performance/bid bonds where applicable

Total cost of ownership and continuous improvement initiatives considered

Financial stability assessment required

Pricing format: Form C (Pricing Schedule) and BOQ/Pricing (Annexure 5) submitted in Envelope 2 (separate sealed envelope)

Two-envelope system: Financial proposal separate from technical/compliance

Bid validity: 90 working days from closing date

Price evaluation: 80/20 preference point system, 80 points for price using formula Ps = 80(1 − (Pt−Pmin)/Pmin)

PRASA reserves right to negotiate market-related price with highest scoring bidder, then second, then third; may cancel if no agreement

Best and Final Offer (BAFO) process possible

Performance and bid bonds mentioned "where applicable" (Section 3 of Pricing Schedule)

National Industrial Participation Programme (NIPP) applies if imported content – SBD 5 required

Financial stability assessment (Section 7 of Pricing Schedule)

Total cost of ownership and continuous improvement initiatives considered (Section 6)

CSD registration: Mandatory – provide supplier number and unique registration reference; only foreign suppliers with no local entity exempt

Tax compliance: SARS Tax Compliance Status (TCS) PIN required; must remain compliant throughout contract; verified via CSD

COID: Letter of Good Standing required (Stage 1B)

B-BBEE/Specific Goals: Points for Black women owned (4), Black youth owned (4), Rural areas (4), People with disabilities (4), 51% Black owned (4) – total 20 points

Evidence: Certified ID copies, municipal/ESKOM bill or chief letter (≤3 months), doctor's note, B-BBEE certificate/affidavit

Compulsory briefing attendance: Form D certificate and attendance register

Standard forms: SBD 4 (Declaration of Interest), SBD 5 (NIPP), SBD 6.1 (Preference Points Claim)

JV/Consortium: Signed agreement with percentage split and responsibilities; or written confirmation of intent to form JV

All RFT documentation must be completed

Legal compliance: Full compliance with all applicable laws and regulations

Protection of personal data: POPIA compliance

Health and safety requirements not explicitly detailed in extracted text. General legal compliance required (Section 10.2). Bidders must comply with all applicable laws and regulations. Specific OHS requirements may be detailed in Annexure 4 (Scope of Work) or Draft Contract (Annexure 3).

Disclaimer: RFP not comprehensive or guaranteed accurate; PRASA accepts no liability for information adequacy

Confidentiality: All RFP information confidential; bidders must certify acquaintance with Non-Disclosure Agreement; information remains PRASA property

PRASA rights: May modify RFP, withdraw/amend without notice, reject non-conforming proposals, disqualify late submissions, request additional documents, withdraw RFP, award contract at any time after closing, make no award, validate bidder information, request annual financial statements, not accept rate changes after closing/award unless contract provides

Data processing: PRASA may process bidder personal information for evaluation; may disclose to service providers, government agencies, regulators, auditors, law enforcement, banks, insurers; bidders consent by participating

Contract negotiation: PRASA negotiates final terms with successful bidder(s) including Enterprise Development, Supplier Development, B-BBEE Improvement Plan, price, delivery

Fairness and transparency: Evaluation committee members declare conflicts, provide confidentiality undertakings; process monitored and auditable

Price formula: Ps = 80(1 − (Pt−Pmin)/Pmin) where Ps = points for price, Pt = tender price, Pmin = lowest acceptable tender

Specific Goals (20 points total): Black women owned (4), Black youth owned (4), Rural areas (4), People with disabilities (4), 51% Black owned (4)

Evidence: Certified ID copies, municipal/ESKOM bill or chief letter (≤3 months), doctor's note, B-BBEE certificate/affidavit

Award splitting: PRASA reserves right to split award among multiple providers

Alternative appointments: If successful bidder fails to sign contract within 14 days, provide security/bonds, meet conditions precedent, or final negotiations fail

Validity: 90 working days from closing date

NIPP: SBD 5 required if imported content

Post-tender negotiation: PRASA may negotiate with shortlist, request best and final offers, re-evaluate on 80/20

Final contract award: Negotiate terms including Enterprise/Supplier Development, B-BBEE Improvement Plan, price, delivery

Fairness: Evaluation committee declarations, confidentiality undertakings, monitored auditable process