RFQ: occupational health and safety baseline risk assessment for railway safety regulator

Closing date and time: Monday 14 September 2026 at 10h00.

No compulsory briefing session or site visit is mentioned in the document.

No compulsory briefing session or site visit is mentioned in the document. Closing date for submissions: Monday 14 September 2026 at 10h00. Submissions must be emailed to [email protected].

SCM enquiries: Mr. Siphamandla Mbatha — [email protected]

Project Manager / technical enquiries: Mr. Eric Gereda — [email protected]

Submission address: email to [email protected]

Submission method: email quotations to Mr. Siphamandla Mbatha at [email protected] before the closing time. Late submissions will not be accepted.

Returnable documents (all must be completed, signed and submitted with the quotation):

• CSD registration report (National Treasury Central Supplier Database).
• Comprehensive quotation with prices VAT-inclusive.
• SARS tax compliance status PIN and tax clearance certificate.
• Fully completed and signed Standard Bidding Documents (SBD forms).
• Valid B-BBEE certificate or sworn affidavit (affidavit must state the financial year end date, e.g. 31 March 2022).
• CIPC company registration documents.
• Certified copies of identity documents of company owner(s).
• Valid medical certificate.
• SASSA registration (where applicable).
• NCPPDSA registration (where applicable).
• Proof of current SAIOSH membership/registration in good standing (mandatory — failure to submit disqualifies the bid).

Disqualification risks: any mandatory document omitted or unsigned; quotation received after 10h00 on 14 September 2026.

5.1. Registration on National Treasury CSD report

5.2. Comprehensive quotation (prices must be VAT Inclusive)

5.3. Tax Pin & Tax clearance certificate

5.4. Fully Completed and signed Standard Bidding Documents (SBD) forms documents

5.5. A valid BBBEE certificate or sworn affidavit (on sworn affidavit indicate the day, month and year of the financial year period ie, 31 March 2022)

5.6. Valid company registration documentation that are issued by Companies & Intellectual Property Commission (CIPC)

5.7. A Copy of the identity document of the company owner(s)

5.8. Valid Medical Certificate

5.9. Valid South African Social Security Agency (SASSA) registration (Where applicable)

5.10. Valid National Council for Persons with Physical Disability in South Africa registration (NCPPDSA)

Failure to submit valid documents listed above (No - 4.5, 4.6, 4.7, 4.8, 4.9, 4.10) for proof of claim specific goals as stipulated in Section 6 below will lead to the service provider not being awarded points for specific goal.

Two-stage evaluation:

1. Functionality (technical) — minimum qualifying threshold 70 out of 100 points. Bidders scoring below 70 are disqualified and not evaluated on price.

Functionality criteria and weights:

• References (30 points): 4+ relevant reference letters = 30; 3 letters = 20; 1–2 letters = 10; none/irrelevant = 0. Letters must be on company letterhead, describe the work, include contactable details, be dated and signed.
• Competency of Project Lead (30 points): 5+ years SHE/OHS/SHEQ risk assessment experience = 30; >3 to <5 years = 20; 2–3 years = 15; 1 to <2 years = 10; <1 year = 0. CV must show month/year and detailed duties; summaries without breakdown are not accepted.
• Qualifications of Project Lead (20 points): Postgraduate degree in OHS/safety management/environmental management/environmental science/environmental health = 20; Bachelor's degree in same fields = 15; National Diploma in same fields = 10; no relevant qualification = 0. Certified copies (certified within last 6 months) required.
• Methodology (20 points): Comprehensive, structured, risk-based methodology demonstrating clear understanding of baseline risk assessment principles = 20; clear methodology covering most key elements = 15; basic methodology addressing some aspects but lacking detail = 10; generic methodology with limited relevance = 5; no methodology = 0.

2. Price and specific goals (80/20 preference point system per PPPFA 2022 Regulations, applicable to contracts ≤ R50 million):

• Price: maximum 80 points.
• Specific goals: maximum 20 points, allocated as follows:

• EME/QSE ≥51% black-owned: 10 points.

• EME/QSE ≥51% black women-owned: 5 points.

• EME/QSE ≥51% youth-owned: 3 points.

• EME/QSE ≥51% owned by persons with disabilities: 2 points.

Proof for each claimed goal must be submitted (ID copies, B-BBEE certificate/affidavit, CSD report, CIPC documents; plus medical certificate, SASSA and NCPPDSA registration for disability claim).

Scope: Conduct a comprehensive baseline Safety, Health and Environmental (SHE) Risk Assessment for the Railway Safety Regulator (RSR).

Coverage: All operational activities including office-based functions, travel-related activities, and field operations within railway environments (railway safety inspections and/or occurrence investigations).

Standards and legislation: Assessment must comply with the Occupational Health and Safety Act, 1993 (Act No. 85 of 1993) and its regulations, the National Environmental Management Act, 1998 (Act No. 107 of 1998), COIDA, ISO 45001:2018, and other applicable South African legislation, regulations, codes of practice and recognised standards.

Deliverables: Identify, analyse and evaluate all existing and potential occupational health, safety and environmental hazards; determine existing controls; rank risks; recommend additional controls; develop a risk register; produce a comprehensive organisational risk profile report to support decision-making, legal compliance, and continuous improvement.

Service provider requirements: Must be a competent, suitably qualified entity registered with a recognised South African professional regulatory body (e.g. SAIOSH, SAIOH, HPCSA, ECSA, SACPCMP). Proof of current SAIOSH membership/registration in good standing is mandatory.

Bidders must submit a detailed, structured, risk-based methodology outlining the approach to conduct the Baseline Occupational Health and Safety Risk Assessment. The methodology must demonstrate clear understanding of: hazard identification, risk analysis and evaluation, stakeholder engagement, site inspections, risk ranking, determination of existing controls, recommendations for additional controls, reporting, and development of a risk register. Scoring: comprehensive methodology = 20 points; clear methodology covering most key elements = 15; basic methodology addressing some aspects but lacking detail = 10; generic methodology with limited relevance = 5; no methodology = 0.

Project Lead requirements:

• Qualifications (certified copies, certified within last 6 months): Postgraduate degree in OHS/safety management/environmental management/environmental science/environmental health = 20 points; Bachelor's degree in same fields = 15 points; National Diploma in same fields = 10 points; no relevant qualification = 0 points.
• Experience (detailed CV with month/year and full duties; summaries without breakdown not accepted): 5+ years SHE/OHS/SHEQ risk assessment experience = 30 points; >3 to <5 years = 20 points; 2–3 years = 15 points; 1 to <2 years = 10 points; <1 year = 0 points.
• Company references: Reference letters (on letterhead, signed, dated, with contactable details, describing nature of work) for previous SHE/OHS/SHEQ risk assessments in public or private sector: 4+ letters = 30 points; 3 letters = 20 points; 1–2 letters = 10 points; none/irrelevant = 0 points.
• Service provider must be registered with a recognised South African professional regulatory body (SAIOSH, SAIOH, HPCSA, ECSA, SACPCMP). Current SAIOSH membership/registration in good standing is mandatory.

Quotation must be comprehensive and prices VAT-inclusive. No pricing schedule, bill of quantities, or specific pricing format is prescribed beyond this. No bid bond, performance guarantee, or advance payment terms are mentioned in the document.

Mandatory compliance documents (failure to submit any disqualifies the bid):

• CSD registration report.
• SARS tax compliance PIN and tax clearance certificate.
• Completed and signed SBD forms.
• Valid B-BBEE certificate or sworn affidavit (with financial year end date).
• CIPC company registration documents.
• Certified ID copies of company owner(s).
• Valid medical certificate.
• SASSA registration (where applicable).
• NCPPDSA registration (where applicable).
• Proof of current SAIOSH membership/registration in good standing.

Specific goals documentation (required to claim preference points):

• For black ownership: ID copies, B-BBEE certificate/affidavit, CSD report, CIPC documents.
• For black women ownership: same as above.
• For youth ownership: same as above.
• For disability ownership: same as above plus medical certificate, SASSA registration, NCPPDSA registration.

Professional registration: Project Lead must hold relevant qualifications (certified within last 6 months) and demonstrate required experience via detailed CV.

The risk assessment must be conducted in accordance with the Occupational Health and Safety Act, 1993 (Act No. 85 of 1993) and its regulations, the National Environmental Management Act, 1998 (Act No. 107 of 1998), the Compensation for Occupational Injuries and Diseases Act (COIDA), ISO 45001:2018, and other applicable South African legislation, regulations, codes of practice and recognised standards. The assessment covers office-based functions, travel-related activities, and field operations within railway environments (railway safety inspections and/or occurrence investigations). The purpose is to identify, analyse and evaluate all existing and potential occupational health, safety and environmental hazards, determine existing controls, rank risks, recommend additional controls, and develop a risk register to support legal compliance and continuous improvement.

The baseline risk assessment must address environmental hazards and impacts associated with RSR's operational activities, in alignment with the National Environmental Management Act, 1998 (Act No. 107 of 1998) and other relevant environmental legislation and standards. The assessment will evaluate environmental impacts as part of the comprehensive organisational risk profile.

Mandatory requirements (failure to submit any disqualifies the bid):

• Proof of current SAIOSH membership/registration in good standing.
• CSD registration report.
• Comprehensive VAT-inclusive quotation.
• SARS tax compliance PIN and tax clearance certificate.
• Completed and signed SBD forms.
• Valid B-BBEE certificate or sworn affidavit (with financial year end date).
• CIPC company registration documents.
• Certified ID copies of company owner(s).
• Valid medical certificate.
• SASSA registration (where applicable).
• NCPPDSA registration (where applicable).

Functionality requirements: Minimum 70/100 points on functionality evaluation (references, Project Lead competency, Project Lead qualifications, methodology).

Functionality evaluation (minimum 70/100 points to proceed):

1. References (30 points): 4+ relevant reference letters = 30; 3 = 20; 1–2 = 10; none/irrelevant = 0. Letters must be on letterhead, describe work, include contact details, be dated and signed.
2. Project Lead Competency (30 points): 5+ years SHE/OHS/SHEQ risk assessment experience = 30; >3 to <5 years = 20; 2–3 years = 15; 1 to <2 years = 10; <1 year = 0. CV must show month/year and detailed duties.
3. Project Lead Qualifications (20 points): Postgraduate degree in relevant field = 20; Bachelor's degree = 15; National Diploma = 10; none = 0. Certified copies (within 6 months) required.
4. Methodology (20 points): Comprehensive, structured, risk-based = 20; clear covering most elements = 15; basic but lacking detail = 10; generic/limited relevance = 5; none = 0.

Price and specific goals (80/20 PPPFA 2022): Price max 80 points; specific goals max 20 points (black ownership 10, black women ownership 5, youth ownership 3, disability ownership 2). Proof required for each claimed goal.