36-Month plumbing and drainage maintenance contract for PRASA eastern cape corridors

Appointment of two (2) service providers for the provision of general plumbing and drainage maintenance for a period of thirty - six (36) months for corridor in the eastern cape region (ecr).

{"closingDate":"30 July 2026","closingTime":"12:00","briefingSession":"{\"date\":\"10 July 2026\",\"time\":\"10H00\",\"venue\":\"E: 10 July 2026 EAST LONDON STATION\",\"is_compulsory\":true}"}

Compulsory DATE: 10 July 2026 EAST LONDON STATION TIME:10H00

{"name":null,"email":null,"phone":null,"department":null,"address":"ION Compulsory"}

Returnable Documents: TENDER FORM (PRICING SCHEDULE) Form C, SBD 4 BIDDER’S DISCLOSURE, SBD 6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE, PRICING SCHEDULE ANNEXURE A

Bid documents delivery passenger rail agency of south africa address east london train station NO 8 station road east london 5200

PRASA to do so;

• Request annual financial statements prepared and signed off by a professional accountant

or other documentation for the purposes of a due diligence exercise; and/or

• Not accept any changes or purported changes by the Respondent to the bid rates after the

closing date and/or after the award of the business, unless the contract specifically provided

for it.

Corridor in the eastern cape region (ecr).

Bid number: ECR/RAIL/F/05/2026

8 final contract award....................................................................................... 39

9 fairness and transparency ........................................................................... 39

Section 3 : pricing and delivery schedule ....................................................... 40

1 pricing ..................................................................................................................... 40

2 disclosure of prices quoted ......................................................................... 41

3 perfromance and bid bonds (where applicable) ................................... 41

4 ownership of design .......................................................................................... 41

5 service levels ...................................................................................................... 41

6 total cost of ownership and continuous improvement initiatives 42

7 financial stability .............................................................................................. 43

8 validity of returnable documents......................................................44

9 certificate of acquaintance with RFP terms and conditions ............ 45

10. General conditions ........................................................................................... 47

11 conditions of tender .......................................................................................... 52

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Bid descritpion: appointment of two (2) service providers

TENDER FORM (PRICING SCHEDULE) Form C

7.1 All responses to the RFP should be submitted in two sealed envelopes/boxes; the first envelop/box

shall have the technical and compliance response, the second envelop/box shall only have the

financial response.

7.2 Bidders are required to package their response/Bid as follows:

Volume 1 (Envelop 1/Package 1)

• Part A: Mandatory Compliance Response and Specific goals response

• Part B: Technical or Functional Response (response to scope of work)

Volume 2 (Envelop 2/ Package 2)

o Part C: Financial Proposal

Volume 2 should be submitted in a separate sealed envelope. Bidders should make their

pricing offer in envelop 2/package 2.

7.3 Bidders must submit 1 original response and may submit copies and an electronic version which

must be contained in a Memory Card/External hard drive etc clearly marked in the Bidders

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Bid descritpion: appointment of two (2) service providers

Corridor in the eastern cape region (ecr).

Bid number: ECR/RAIL/F/05/2026

• Suitable vehicles are “bakkies” and light duty trucks for the transportation of employees and

materials and to respond to call-outs.

• The service provider should have a workshop or office close to the corridor in order to respond

timeously to the call-outs.

• Kilometers for traveling to the stations and depots will be reimbursed from the base station of that

particular corridor in terms of the rate per kilometre priced by the service provider.

• During the contract term the Contractor shall furnish all parts, materials, tools, equipment,

manpower, and consumables to complete the work.

• The repair parts used by the Contractor shall be new and unused. The Contractor is responsible

to provide new parts and execute the repairs

• In the event that the unit is beyond repair a delegated PRASA official will examine the component

and provide authorization for the purchase of a new component

• Bidders shall submit proof of lease agreement or ownership of workshop/offices including rates

and taxes as proof of footprint for the corridor that they are bidding for.

b. DETAILS ON THE PREFERRED SOLUTION

Bid Bond: BID BONDS (WHERE APPLICABLE) ................................... 41

4 ownership of design .......................................................................................... 41

5 service levels ...................................................................................................... 41

Tax compliance

Tax Compliance status requirements are also applicable to foreign Respondents/ individuals

tax compliance status

tax compliance status will be verified through the

Tax Compliance Status (TCS) System

Tax Compliance Status (TCS) system in terms of which a taxpayer

Tax Compliance Status (TCS) Pin:_____________

Central supplier database

Central Supplier Database (CSD)

Central Supplier Database (CSD) as indicated

Central Supplier Database (CSD) and their tax compliance status will be verified through the

TENDER FORM (PRICING SCHEDULE) Form C

Sbd 4 bidder’s disclosure

Sbd 6.1 Preference points claim form in terms of the

B-BBEE Details: GENERAL PLUMBING AND DRAINAGE MAINTENANCE FOR A

Period of thirty - six (36) months for east london corridor, gqeberha

Corridor and mlps corridor in the eastern cape region (ecr).

Closing date and time: 30 July 2026 at 12h00 PM

4 delivery instruction for RFP

The Bid envelopes should be deposited in the PRASA tender box which is located at the

below address and should be addressed as follows:

Closing address: Passenger Rail Agency of South Africa, Corporate Real Estate

The Secretariat /Tender Office

Prasa Cres ECR

East London Train Station

No 8 Station Road

East London

5200

4.1 B-BBEE Joint Ventures or Consortiums

Respondents who would wish to respond to this RFP as a Joint Venture [JV] or consortium with B-

BBEE entities, should state their intention to do so in their RFP submission. Such Respondents

should also submit a signed JV or consortium agreement between the parties clearly stating the

percentage [%] split of business and the associated responsibilities of each party. If such a JV or

consortium agreement is unavailable, the partners should submit confirmation in writing of their

intention to enter into a JV or consortium agreement should they be awarded business by PRASA

through this RFP process. This written confirmation should clearly indicate the percentage [%] split

of business and the responsibilities of each party. In such cases, award of business will only take

place once a signed copy of a JV or consortium agreement is submitted to PRASA.

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Bid descritpion: appointment of two (2) service providers

For the provision of general plumbing and drainage

Maintenance for a period of thirty - six (36) months for

East london corridor, gqeberha corridor and mlps

Corridor in the eastern cape region (ecr).

Bid number: EC

part or basis of any investment decision by Bidders. The recipient should not consider the document

as an investment recommendation by PRASA or any of its advisers.

Each person to whom this document (and other later documents) is made available must make his own

independent assessment of the Project after making such investigation and taking such professional

advice as he/she or it deems necessary. Neither the receipt of this document or any related document

by any person, nor any information contained in the documents or distributed with them or previously

or subsequently communicated to any Bidder or its advisers, is to be taken as constituting the giving of

an investment advice by PRASA or its advisers.

In this RFP, unless inconsistent with or otherwise indicated by the context –

3.1 headings have been inserted for convenience only and should not be taken into account in

interpreting the RFP;

3.2 any reference to one gender shall include the other gender;

3.3 words in the singular shall include the plural and vice versa.

3.4 any reference to natural persons shall include legal persons and vice versa;

3.5 words defined in a specific clause have the same meaning in all other clauses of the RFP,

unless the contrary is specifically indicated;

3.6. any reference to the RFP, schedule or appendix, shall be construed as including a reference

to any RFP, schedule or appendix amending or substituting that RFP, schedule or appendix.

3.7 the schedules, appendices and Briefing Notes issued pursuant to this RFP, form an indivisible

part of the RFP and together with further clarifying and amending information provided by

3.8 in the event of any inconsistency between this RFP or other earlier information published with

regard to the Project, the information in this RFP shall prevail; and

3.9 this RFP shall be governed by and applied in accordance with South African law.

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Bid descritpion: appointment of two (2) service providers

in relation to this RFP reaches those intending to

respond. Furthermore, any addenda to the RFP or

clarifications will be published on the e-tender

portal. Bidders are required to check the e-tender

portal prior to finalising their bid submissions for any

changes or clarifications to the RFP.

A compulsory pre-proposal RFP briefing will be conducted at the East London Station on the 10 July

2026, at 10h00 am [Respondents to provide own transportation and accommodation]. The briefing

session will start punctually, and information will not be repeated for the benefit of Respondents arriving

late.

2.1 A Certificate of Attendance in the form set out in Form D hereto must be completed and submitted

with your Proposal as proof of attendance is required for a compulsory site meeting and/or RFP

briefing. Bidders must also appear on the Compulsory Briefing session Regitser.

2.2 Respondents failing to attend the compulsory RFP briefing may be disqualified.

2.3 Briefing session minutes and notes

2.4 PRASA will issue briefing session minutes or notes together with the response to the clarification

questions within 3 days from the date of briefing session.

2.5 Clarifications will be issued to all Respondents to this RFP utilizing the contact details provided at

receipt of the responses to the RFP documentation, after submission to the authorised

representative.

2.6 Bidders / Respondents are requested to promptly confirm receipt of any clarifications sent to them.

2.7 Bidders / Respondents must ensure responses to the clarifications are received on or before the

deadline date stated.

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Bid descritpion: appointment of two (2) service providers

7.9 The responses to RFP formulation should be clear and concise and follow a clear methodology

which responses to RFP should explain upfront in a concise Executive Summary and follow

throughout the responses to RFP.

7.10 Responses to RFP must provide sufficient information and detail in order to enable PRASA to

evaluate the responses to RFP but should not provide unnecessary detail which does not

add value and detracts from the ability of PRASA to effectively evaluate and understand the

responses to RFP. The use of numbered headings, bullet points, sections, appendices and

schedules are encouraged.

7.11 Information submitted as part of a responses to RFP should as far as possible, be orderly

according to the order of the required information requested by PRASA. All pages should

be consecutively numbered.

7.12 Responses to RFP should ensure that each requirement contained in the RFP is succinctly

addressed. Responses to RFP should as far as possible use the terms and definitions

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Bid descritpion: appointment of two (2) service providers

submit any of the required documents, such Bids may, at the sole discretion of PRASA, be

disqualified. PRASA reserves the right to call a Bidder to provide additional documents which may

have not been submitted.

The successful Bidder [hereinafter referred to as the Service Provider] shall be in full and

complete compliance with any and all applicable laws and regulations.

10 national treasury’s central supplier database

Respondents are required to self-register on National Treasury’s Central Supplier Database (CSD)

which has been established to centrally administer supplier information for all organs of state and

facilitate the verification of certain key supplier information. Only foreign suppliers with no local

registered entity need not register on the CSD. The CSD can be accessed at

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Bid descritpion: appointment of two (2) service providers

• Emergency Plumbing related repairs As and When required. (Refer to scope of work for

details)

basis. Given our required resolution rate for emergencies within the specified time, contracts

must be put in place to improve service response timelines.

• The Region currently has 1 qualified artisan plumber responsible for servicing the entire

Eastern Cape Region with 44 stations.

2.3 Problem statement

• The PRASA property portfolio has generally been exposed to high rate of recurring theft and

vandalism which resulted to non-functional and non-compliant PRASA assets that poses safety

and health hazard to the commuters, PRASA personnel, stakeholders and community at large.

building failures and FM is unable to execute faults within the acceptable business turnaround

time.

• The existing 1 qualified artisan plumber within the Region is incapable to attend to major

breakdowns of an emergency nature and unable to achieve the acceptable business turnaround

time to execute emergency repairs and unplanned maintenance.

Corridor in the eastern cape region (ecr).

Bid number: ECR/RAIL/F/05/2026

• Compliance with the Occupational Health and Safety Act, Railway Safety Regulator and other

statutory requirements.

3.3 Project benefits to PRASA

• No additional expenses such as traveling and or delays incurred in getting external assistance
• Improved turnaround time to repair faults
• Improve compliance with legislation and health & safety requirements
• Improve customer satisfaction.

3.4 Current mechanisms in place to address the problem

The Region currently has 1 qualified artisan plumber responsible for servicing the entire Eastern Cape

Region, with 44 stations and Workplace facilities.

(2) contractors that will be allocated at various Stations in order to achieve the acceptable business

turnaround time in response to emergency repairs and unplanned maintenance.

c. TARGETED AREA BY THIS PROJECT

• The request is to appoint Two (2) contractors to cover Eastern Cape Region

• The East London to MLPS 1 corridor comprises of Twenty - three (23) stations and

• The Port Elizabeth to MLPS 2 corridor comprises of Seventeen (17) stations.

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Bid descritpion: appointment of two (2) service providers

• Emergency - an incident that threatens endangers personal safety or property and prevents or

limits the usage of a building, plant and equipment.

• Urgent – an incident that does not threatens, endangers personal safety or property but does

prevents or limits the usage of a building, plant and equipment.

• Non-Urgent - an incident that is defined or falls under the general repairs, deferred maintenance

or reactive maintenance of a non-urgent nature, where a building, plant and equipment is

secured and use of it is not disrupted.

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Bid descritpion: appointment of two (2) service providers

• Emergency & Urgent Faults - Response time for non-emergency items shall be 24 hours from the

call out time and completion as per marked related time to repair the fault as per job card or

work order.

• Normal Faults - Response time for non-emergency items shall be within working days stipulated

in the works order from the call out time and completion as per marked related time to repair the

fault.

• All materials supplied to be SABS approved and workmanship to meet the requirements of the

PRASA Norms, Guidelines and Standards (NGS) and the National Building Regulations (NBR).

• All work performed on PRASA premises to comply with the requirements of the Occupational

Health and Safety Act of 1993.

• The successful bidder shall be required to comply with the regulations issued in terms of the

Disaster Management Act in relation to COVID-19.

• Works with poor workmanship will not be signed off and PRASA CRES reserve the right to

withhold payments until satisfied with the quality of the works.

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to be comprehensive or true and correct. Neither PRASA nor any of its advisers accept any liability or

responsibility for the adequacy, accuracy or completeness of any of the information or opinions stated

in any document.

implied, is or will be given by PRASA, or any of its officers, employees, servants, agents or advisers

with respect to the information or opinions contained in any document or on which any document is

based. Any liability in respect of such representations or warranties, howsoever arising is hereby

expressly disclaimed.

may be contained in the information provided (the “Confidential Information Provided”). The Confidential

Information provided may be made available to Bidder’s subcontractors, employees and professional

advisers who are directly involved in the appraisal of such information (who must be made aware of the

obligation of confidentiality) but shall not, either in the whole or in part, be copied, reproduced,

distributed or otherwise made available to any other party in any circumstances without the prior written

consent of PRASA, nor may it be used for any other purpose than that for which it is intended.

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Bid descritpion: appointment of two (2) service providers

to have been made available (otherwise than through a breach of a confidentiality obligation). Bidders,

confidentiality Contracts/undertakings (in such form as PRASA may require from time to time).

All Confidential Information Provided (including all copies thereof) remains the property of PRASA and

must be delivered to PRASA on demand. Further, by receiving this RFP each Bidder and each of its

members agrees to maintain its submission in Bid to this RFP confidential from third parties other than

of a Proposal in response to it. Please note that PRASA reserves the right to:

• Modify the RFP’s goods / service(s) / works and request Respondents to re-bid on any

changes;

• Withdraw, amend the RFP at any time without prior notice and liability to compensate or

reimburse any respondent;

• Reject any Proposal which does not conform to instructions and specifications which are

detailed herein

• Disqualify Proposals submitted after the stated submission deadline;
• Call a respondent to provide additional documents which PRASA may require which have

not been submitted to PRASA.

• Withdraw the RFP on good cause shown;
• Award a contract in connection with this Proposal at any time after the RFP’s closing date;
• Make no award at all;

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Bid descritpion: appointment of two (2) service providers

Obligations ............................................................................................................ 15

7 communication ..................................................................................................... 18

8 confidentiality .................................................................................................... 18

9 instructions for completing the RFP ......................................................... 19

10 RFP timetable ........................................................................................................ 21

11 legal compliance ................................................................................................ 22

12 national treasury’s central supplier database ................................. 22

13 tax compliance .................................................................................................... 22

14 protection of personal data ........................................................................ 23

Section 2 : background, overview and scope of requirements ............. 24

1 introduction and background ...................................................................... 24

2 overview ................................................................................................................. 24

3 key objectives of the RFP ................................................................................ 25

4 scope of work ...................................................................................................... 25

5 evaluation methodology ................................................................................ 26

6 post tender negotiations (if applicable) ................................................. 39

7 best and final offer .......................................................................................... 39

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Bid descritpion: appointment of two (2) service providers

6.2 Respondents must clearly indicate whether any information submitted or requested from PRASA

is confidential or should be treated confidentially by PRASA. In the absence of any such clear

indication in writing, PRASA shall deem the response to the RFP to have waived any right to

confidentiality and treat such information as public in nature.

Corridor in the eastern cape region (ecr).

Bid number: ECR/RAIL/F/05/2026

applied in this RFP and should clearly indicate its interpretation of any differing terminology

applied.

7.13 Response to RFP documents are to be submitted to the address specified in this RFP, and

Bidders should ensure that the original and copies (where applicable) are identical in all

respects as PRASA will not accept any liability for having disqualified a bidder for failing to

provide a mandatory returnable document.

7.14 Unless otherwise expressly stated, all Proposals furnished pursuant to this RFP shall be deemed

to be offers. Any exceptions to this statement must be clearly and specifically indicated.

7.15 Any additional conditions must be embodied in an accompanying letter. Subject only to clause 16

[Alterations made by the Respondent to Bid Prices] of the General Bid Conditions,

alterations, additions or deletions must not be made by the Respondent to the actual RFP

documents.

7.16 Bidders are required to review the Contract. Bidders may further amend and or delete any part of

the Draft Contract where they deem fit to do so. Where Bidders have amended and or

deleted any part of the Contract, it must be clearly visible by using track changes and must

ensure that the disc copy of their bid submission for the Draft Contract is in word version

and not password protected. It must be noted that the marked-up Contract will form

part of contract negotiations processes with the preferred bidder

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Bid descritpion: appointment of two (2) service providers

3.2 Desired outcomes for carrying out the proposed project

• To improve response time for execution of unplanned plumbing maintenance works in order to

restore the assets to its operational condition and further achieve the ultimate goal of improving

asset condition and reliability

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Bid descritpion: appointment of two (2) service providers

following:

• Signed job card by the Project Manager or leader (job completion form)
• Guarantee/ Warranty certificates to cover a free maintenance period
• Maintenance programs or plan for
• New installations for General Plumbing related items.
• Maintenance manuals
• C.O.C and other related statutory / regulatory documentation

Respondents are to note that changes to its submission will not be considered after the closing date.

Bidders should ensure that they comply with all the requirements of the RFP and if Bidders fail to submit any of the required documents, such Bids may, at the sole discretion of PRASA, be disqualified. PRASA reserves the right to call a Bidder to provide additional documents which may have not been submitted.

5 evaluation methodology ................................................................................ 26

Sbd 6.1 Preference points claim form in terms of the

PPPFA Preferential Procurement Policy Framework Act (as amended from

Safety and Quality of Materials and Workmanship

withhold payments until satisfied with the quality of the works.

• Part A: Mandatory Compliance Response and Specific goals response