36-Month as-and-when-required fire detection maintenance – 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.

Scope: as-and-when-required maintenance of fire detection systems

Contract term: 36 months

Procuring entity: Passenger Rail Agency of South Africa

Region: Western Cape

Closing: 13 November 2026 at 12:00

Contract period: 36 months

Scope: as-and-when-required maintenance of fire detection systems

Duration: 36 months

Client: Passenger Rail Agency of South Africa (Western Cape)

General scope

• The procurement concerns as-and-when-required fire-detection maintenance over 36 months within an active railway environment.
• SPK 7/1 provides the execution framework for work on, over, under or adjacent to railway lines and near high-voltage equipment.
• The framework has two complementary parts: general railway controls and additional controls for work near live high-voltage installations.
• Contractor access, protection, work permits, minimum clearances and Electrical Officer approval are central to execution. Safety takes precedence over operational convenience.

Qualification and readiness requirements

• Capacity: the bidder must demonstrate capability to work on, over, under or adjacent to electrified railway lines and close to live high-voltage equipment.
• Responsible Representative: appoint one or more persons with the prescribed railway and high-voltage safety training and certificate; at least one must be available at any hour for emergency call-out. Provide their names, addresses and telephone numbers to the Engineer.
• Competence: the Responsible Representative must understand SPK 7/1, keep the Electrical Safety Instructions available throughout the contract, and ensure compliance with the specification.
• Protection personnel: flagmen and others assigned to protection duties require the prescribed training and Transnet accreditation; the bidder pays for their training.
• Safety management: prepare and submit a Safety Case describing the Safety Management System and obtain acceptance before site access is granted.
• High-voltage readiness: the bidder must be able to work under the Electrical Safety Instructions, including permit controls and the 3-metre safety zone.

Scope

• The contractor will provide as-and-when-required fire-detection maintenance over 36 months in an operational railway environment.
• The applicable execution specification is SPK 7/1, Issue 1, dated September 1999, covering work on, over, under or adjacent to railway lines and near high-voltage equipment.
• The specification does not provide a fire-detection asset list, quantities, service locations, call-out frequencies, response times, spares or maintenance service levels.

Railway coordination and protection

• The contractor must cooperate with authorised PRASA, Transnet and maintenance or operating-contractor personnel and comply with their instructions and restrictions.
• Work requiring a total occupation, an occupation between trains or a work permit must fit the Engineer's approved arrangements and the operating contractor's requirements.
• The contractor must minimise the number and duration of occupations and permits.
• Any authorised representative may halt work if safe train passage, assets or any person's safety is affected. Operational or commercial considerations do not override safety.
• Where speed restrictions are imposed, the contractor must organise the work to permit their prompt removal.
• The contractor must provide all protection for trains, the public, personnel and assets, including flagmen and other protection staff, and remains responsible for its own personnel and assets.
• Access routes, vehicles and loads must be selected to prevent damage to roads and bridges and minimise extraordinary traffic. Public or private roads may not be obstructed without the relevant authority's approval.

Clearances, materials and temporary works

• Temporary works must preserve the minimum clearances prescribed by the Permanent Way Instructions and Electrical Safety Instructions.
• Materials may not be stacked within 3 metres of a railway centreline or within 2.5 metres of a boundary fence without the Engineer's prior approval and due regard to trackside equipment.
• Excavation beside a railway must remain outside the prohibited hatched area unless approved. Shoring, dewatering and drainage are contractor-funded unless the contract provides otherwise.
• Where directed, shoring drawings must be approved before excavation. The contractor must prevent water ingress, dispose of any water as instructed, and avoid blocking, damaging or obstructing existing drains.
• Falsework over, under or beside a railway requires approved drawings that are titled, uniquely numbered and certified by a registered professional engineer. A registered professional engineer must also certify inspection of the erected falsework before loading; the contractor remains responsible for its safety and adequacy.
• Piling is permitted only under conditions specified by the Engineer.

Underground and trackside systems

• Before stakes are driven or excavation begins, the contractor must establish that underground services are not present.
• Service damage and previously uncharted services must be reported immediately, and newly identified services must be reflected in as-built records.
• No conductive item may bridge the rails of a track-circuited line. Signal connections must not be severed, and axle counters, bonds, wiring runs, connection boxes, point machines, signals, drainage systems and similar facilities must not be removed, altered or interfered with without consent.
• Rail trolleys may be used only with the Engineer's approval and under his conditions.

Blasting

• Blasting near a railway requires the Engineer's prior written permission, at least 21 days' notice of intent, Engineer-approved conditions and proof of compliance with the specified Explosives Regulations.
• The contractor must arrange the supply, transport, storage and use of explosives and keep suitable labour, tools and plant available to clear debris and repair the track immediately. Track repairs must be supervised by an authorised representative.
• Before blasting, nearby buildings and structures must be jointly inspected and measured to establish pre-existing damage; the contractor must make good deterioration directly caused by the blast.
• Blasting within 500 metres of a railway is permitted only between trains, under the appointed controller and flagmen, with the required blast records and landowner settlement clearances.

Traffic-control method

• For an approved temporary level crossing, the contractor must provide nominated traffic-control personnel when directed.
• Those personnel must stop all road traffic whenever an approaching train is within 750 metres and keep vehicles off the crossing until the line is clear.

Temporary level crossing controls

• Submit a written application with a site plan and cross-sectional view identifying affected services and proposed temporary alterations.
• Construction is allowed only at an approved site, and the permitted operating period is at the operating contractor's discretion.
• Appoint a specialist subcontractor to construct the complete crossing at the contractor's cost, including signs, height gauges, communication, power, signal and drainage alterations.
• The crossing must pass the operating contractor's inspection and approval. After its purpose is served, specialist removal and restoration of the affected assets are also at the contractor's cost.
• Provide gates, locks and, where necessary, watchmen to restrict crossing use to the contractor, its workers, approved PRASA personnel and other specifically permitted persons.
• When directed, appoint traffic-control personnel to stop all road traffic whenever an approaching train is within 750 metres and prevent vehicles from entering until the railway line is clear.

Contractor-funded costs

• The contractor bears the cost of protection personnel and training, barriers and other high-voltage safety measures, attendance by the maintenance contractor where needed, Authorised Person supervision and earthing, and compliance with applicable legislation.
• Shoring, dewatering and drainage, temporary level crossings, specialist subcontracting, removal and restoration, rail-trolley work, train-protection services and contractor-caused damage repairs are for the contractor's account unless otherwise agreed.
• Costs caused by cancelled or changed occupations generally remain with the contractor.

Train-delay exposure

• Contractor-caused train delays that the Engineer finds avoidable attract a penalty under the Special Conditions; the rate is not stated in this annexure.
• If an occupation or permit is cancelled less than 2 hours before its scheduled start, direct financial loss from unused labour and plant time may be recovered up to the cancelled period, provided the Engineer certifies that no alternative work was immediately available.
• Where an occupation or permit is shortened during the permitted period, the same recovery applies up to the unused balance.
• A claim must provide full details of the affected labour and plant and be submitted within 14 days of the relevant event.

Mandatory safety and legal compliance

• Comply with the Occupational Health and Safety Act, Explosives Act, Compensation for Occupational Injuries and Diseases Act, Mines Health and Safety Act, Environmental Management Act, the Electrical Safety Instructions, as amended, and all applicable regulations.
• The contractor assumes employer responsibility for the site for the contract term and bears the cost of legal compliance.

Safety case and site access

• Submit a Safety Case explaining the Safety Management System for acceptance by PRASA's maintenance and operating contractor before work begins.
• A site-access certificate will be issued only after the Safety Case has been accepted.

Personnel and work authorisation

• Appoint at least one trained and certificated Responsible Representative, available at any hour for emergency call-out, and keep the Electrical Safety Instructions on site.
• Submit occupation or work-permit requests at least 21 days before the required date and obtain the applicable written confirmation and permit sign-offs before starting work.
• Flagmen and other protection personnel require the prescribed training and Transnet accreditation.

High-voltage authorisation

• Obtain the Electrical Officer (Contracts)' approval before any activity that could bring a person, tool or equipment within 3 metres of live high-voltage equipment.
• Treat all high-voltage equipment as live unless a work permit applies. Safety barriers and precautions require approval before use and may not be removed without authorisation.
• Work outside PRASA or Transnet maintenance control remains subject to the Occupational Health and Safety and Mines Health and Safety requirements. This includes electricity-supplier equipment, the contractor's power supplies, equipment awaiting takeover and electrified private sidings.

Railway and high-voltage safety framework

• Work must remain within authorised occupations or permits and comply with operating instructions, protection arrangements, minimum clearances and specialist approvals for excavation, falsework, blasting and temporary crossings.
• Work near live high-voltage plant requires prior Electrical Officer approval, the 3-metre separation rule unless formal permit controls apply, approved barriers and safe equipment and material-handling procedures.
• The Safety Case must be accepted before site access is issued. Safety always takes precedence over operational convenience.

Contract period and site control

• The maintenance contract runs for 36 months. For occupational-health purposes, PRASA's maintenance or operating contractor transfers control of the occupied site to the contractor, which assumes employer responsibility.

Authority and safety priority

• The contractor must cooperate with authorised PRASA, Transnet and operating-contractor personnel and follow their instructions and restrictions concerning the works, railway operations and high-voltage equipment.
• An authorised representative may stop work where train passage, assets or people's safety are endangered. Operational or commercial considerations do not override safety.

Responsible representatives

• Appoint one or more trained and certificated Responsible Representatives, with at least one reachable at any hour for emergencies.
• Give the Engineer their names, addresses and telephone numbers. The representatives must understand SPK 7/1, comply with its obligations and retain the Electrical Safety Instructions throughout the contract.

Work access, occupations and permits

• Submit written occupation or work-permit requests with the proposed work details at least 21 days before they are needed. The operating contractor need not grant a particular date, time or duration.
• The Engineer determines how work under an occupation or permit must be performed and when it may proceed. Obtain written confirmation of the final date, time, duration and conditions before starting.
• Occupations and permits may be cancelled or shortened at any time before or during the authorised period. The contractor generally bears resulting costs, subject to the limited claim process for direct lost labour and plant time.
• PRASA accepts no contractor loss arising from failure to complete work scheduled during an occupation or permit.
• Before work under a permit, the Responsible Representative signs the applicable portion of Annexure 8.1 of the Electrical Safety Instructions; after completion, termination or cancellation, the same representative signs the close-out portion and informs all workers that the equipment is to be treated as live.

Protection and operational liability

• The contractor must provide trained and accredited protection staff and appoint a Responsible Representative to receive and communicate protection instructions.
• Avoidable contractor-caused train delays attract a penalty under the Special Conditions.
• Temporary level crossings require prior approval, specialist construction and removal, and traffic controls determined by the operating contractor.

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.

Scope

• A 36-month, as-and-when-required maintenance arrangement for fire-detection assets, with fault-related response, routine repairs and servicing, and planned maintenance.

Closing date and time: 13 November 2026 at 12:00

Tender validity: at least 90 days from the closing date

Insurance evidence deadline: within 30 working days after notification of award

Formal contract deadline: within 7 working days after PRASA confirms that the contract documents are ready for signature

Contract completion period: 36 months from notification of acceptance, subject to staged completion and granted extensions

Returnable package

• Annexure 3 Pricing Schedule / Bill of Quantities: submit a complete, detailed priced bill in black ink, with a reasonable rate against every line, including lines without a stated quantity.
• Form C tender form: identify the bidding entity, address, representative and capacity; state the all-inclusive tender sum; attach a certified authority resolution; and sign the form. Submit it in the designated Volume 2 / Envelope 2 package.

Pricing completeness

• BOQ quantities are estimates and may rise or fall. Price all listed work, including work arising from drawing modifications or alterations, for measurement and payment against the completed bill.

Disqualification risk

• PRASA may disqualify a bid that leaves a materially important line blank or fails to state a total, unit or hourly rate in Rand and cents.

Scope

• Provide a 36-month, as-and-when-required fire-detection maintenance service across the stations covered by the contract.
• Work covers repairs and servicing during normal hours, after-hours call-outs, Sunday and paid-public-holiday call-outs, and scheduled maintenance outside fault call-outs.

Resources and pricing assumptions

• The contractor must supply all labour, tools, machinery and materials needed for completion.
• Price technicians and labourers separately for normal-hours, after-hours and Sunday/public-holiday call-out work; scheduled maintenance is priced for a technician.
• Rates are averaged between the furthest and closest covered stations. Travel is included in labour rates, while materials are charged separately.

Work control and completion

• Agree quantities in writing between the contractor and Engineer's Representative in the Site Diary before work starts.
• The Engineer's Representative measures actual quantities with the contractor or agent present; a PRASA representative verifies the scope and amount of maintained-stage work.
• All BOQ items are provisional, and only executed quantities are paid.
• Complete the works within 36 months of acceptance, in stages where specified and within any extension granted.

Inspection and payment control

• A PRASA representative verifies the inspection used to determine the scope and quantity of work at each maintained stage.
• The contract makes no advance payment.

Pricing completion and award controls

• The BOQ is a provisional schedule: quantities are estimates and may vary. Price every line, including lines without a stated quantity, because omitted work may still be required.
• Submit a complete, detailed priced bill in black ink. Rates must cover all listed work and drawing modifications or alterations; completed work is measured against the priced bill.
• PRASA may disqualify a bid that leaves a materially important line blank or gives a total, unit or hourly rate that is not calculable in Rand and cents.
• The contractor supplies all labour, tools, machinery and materials required.
• Agree work quantities in writing with the Engineer's Representative in the Site Diary before work starts.
• The Engineer's Representative records actual quantities with the contractor or agent present, and a PRASA representative verifies the maintained-stage inspection. Only executed quantities are paid.
• No advance payment is available.
• All schedule items are provisional, and actual executed quantities are measured at the quoted rates.

Rate bases

• Use 2,080 hours annually for normal-hours technician and labourer rates; 1,560 for after-hours technician and labourer rates; 260 for Sunday or paid-public-holiday technician and labourer rates; and 6,000 for scheduled-maintenance technician work.
• Average the rates between the furthest and closest stations; include travel and exclude material.
• Prices must include labour, compliance with work documents, start-up, duties, statutory costs, fringe benefits, administration and all other contractual obligations.

Price disclosure

• Tendered prices and preference claims of successful and unsuccessful bidders will be published on the National Treasury e-Tender Publication Portal and CIDB under National Treasury Instruction Note /2023.

Pricing structure

• Provide separate rates and annual totals for Years 1–3. Each year combines rates, material and markup, including VAT; the final summary shows subtotal, VAT, a three-year combined amount and grand total.
• Form C tender total: state the amount in Rand and cents, with all applicable taxes included.

Annual rate-calculation bases

• Technician, normal hours: hourly rate multiplied by 2,080 hours per year.
• Labourer, normal hours: hourly rate multiplied by 2,080 hours per year.
• Technician, after-hours call-out: hourly rate multiplied by 1,560 hours per year.
• Labourer, after-hours call-out: hourly rate multiplied by 1,560 hours per year.
• Technician, Sunday or paid-public-holiday call-out: hourly rate multiplied by 260 hours per year.
• Labourer, Sunday or paid-public-holiday call-out: hourly rate multiplied by 260 hours per year.
• Scheduled maintenance technician: hourly rate multiplied by 6,000 hours per year.
• Labour rates are averaged between the furthest and closest stations, include travel and exclude material.

Materials and payment

• Enter the percentage markup on materials and parts for each contract year.
• Submit purchase invoices from the place of supply with each payment claim for review; show the markup on the payment invoice.
• Measure actual executed work and pay only that quantity at quoted rates. No advance payment is available.
• Furnish satisfactory security for due and proper completion.

Price rules and inclusions

• If the Form C tender total differs in words and figures, the amount in words governs. If amounts within the pricing schedule conflict, the higher amount applies in either format.
• Where a non-architectural line total is arithmetically wrong, the unit rate is determinative; where architectural totals conflict, the total governs and line values may be adjusted to match it.
• Prices must cover labour, compliance with work documents, start-up, duties, statutory costs, fringe benefits, administration and every other contractual cost.

Price disclosure

• After award, PRASA must publish prices and preference claims for successful and unsuccessful bidders on the National Treasury e-Tender Publication Portal at www.etenders.gov.za and the advertised CIDB channel under National Treasury Instruction Note /2023.

Authority and bid validity

• Attach a certified board, partner, member or participant authority resolution supporting the Form C signatory.
• Keep the offer open for at least 90 days from closing.

Post-award obligations

• Provide acceptable documentary proof of Workmen's Compensation, securities and insurance within 30 working days after award notification.
• Sign the formal contract within 7 working days after notice that the contract documents are ready, if requested; failure permits PRASA to withhold payments for work completed.
• Furnish satisfactory security for due and proper completion. If, after acceptance, the successful bidder fails to sign a formal contract when called upon or fails to provide satisfactory security, PRASA may recover re-tendering expenses and expenses arising from accepting a less favourable tender.

Performance and document precedence

• Complete the works and any specified stages within 36 months, subject to granted extensions. Late completion attracts penalties under the Conventional Penalties Act; changes, additions, omissions, extras or alterations do not remove the penalty claim.
• Penalty relief requires proof that the penalty is out of proportion to the prejudice suffered.
• The project specification prevails over other listed tender documents. A covering letter or relevant correspondence prevails over all listed documents, including the project specification.

Duration, acceptance and security

• The 36-month performance period starts on notification of tender acceptance and allows staged completion and extensions authorised by PRASA.
• Failure to complete the works or a stage on time makes the contractor liable for penalties under the Conventional Penalties Act. Changes to the work do not prejudice PRASA's claim.
• Relief requires proof that the penalty is out of proportion to the prejudice caused.
• A successful tender constitutes a binding contract. If PRASA requires a formal contract, the accepted tender and related correspondence bind the parties until that contract is signed.
• The tender must remain valid for at least 90 days after closing.
• PRASA may recover the cost of retendering or accepting a less favourable offer if the successful bidder does not sign the formal contract when required or furnish satisfactory completion security.

Formalities and payment

• Acceptable documentary proof of Workmen's Compensation, securities and insurance must be provided within 30 working days after award.
• The contractor must sign the formal contract within 7 working days after notice that the contract documents are ready, if requested; PRASA may withhold payments until this is done.

Precedence

• The project specification prevails over the other listed documents, while a covering letter or relevant correspondence prevails over every listed document, including the project specification.