Audit and management of the city of tshwane railway safety management system (sms) — professional service provider

Closing: 11 November 2026 at 10:00.

Compulsory briefing session: none — not applicable for this quotation.

Railway safety permit renewal due: September 2026.

Bid validity: 90 days from the closing date.

Project schedule: due within 10 business days of contract award.

Progress reporting: monthly for the duration of the contract.

Supply chain enquiries

• Contact: Josia Masenya
• Telephone: (012) 358 0658
• Email: [email protected]

Technical enquiries

• Contact: Phillip Huma
• Telephone: (012) 358 7778
• Email: [email protected]

Submission address (online portal; document issuer)

City of Tshwane Metropolitan Municipality

Tshwane House

320 Madiba Street

Pretoria

0001

GPS coordinates: 25.74431°S, 28.19464°E

Switchboard: (012) 358 9999

Submission method: online through the City of Tshwane e-tender portal. Bids must not be placed in the tender box.

Closing: 11 November 2026 at 10:00. Bids received after the closing date and time are not considered.

Format: documents must be completed in black pen; retyped or scanned documents are not accepted.

Price schedule corrections: cross out in ink and initial every alteration. Correction fluid such as Tippex is prohibited — an item priced with correction fluid is rejected, and its use on a bill of quantities repudiates the whole quotation.

Pricing completeness: every item on the pricing schedule must be priced; an incomplete schedule disqualifies the bid.

Returnable forms (all must be completed, signed and submitted):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses whether any director, trustee, manager, principal shareholder or stakeholder is in the service of the state or holds an interest in related businesses; failure to declare disqualifies the bid.
• MBD 5: required together with audited financial statements for tenders above R10 million.
• MBD 6.1 (Preference Points Claim): claims points for specific goals under the 80/20 system.
• MBD 7.2 (Contract Form — Rendering of Services): the successful bidder signs the written contract.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses restricted supplier listing, tender defaulter listing, fraud or corruption convictions, municipal arrears and terminated contracts.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently with no collusion.

Other returnable documents:

• Company registration certificate.
• Tax compliance status PIN or CSD number.
• B-BBEE certificate or sworn affidavit.
• Municipal account or rates and taxes proof.
• CSD summary report.
• Audited financial statements for the most recent three years, or from date of establishment for younger companies, or proof that audited statements are not legally required.
• Signed joint venture agreement with all required documents for each party, where bidding as a joint venture.
• Letter of authorisation or delegation of authority where the signatory is not a director, member, owner or shareholder.

Disqualification risks: late submission; unpriced items; correction fluid on the pricing schedule; blank or unsigned forms; failure to declare an interest; failure to meet any mandatory requirement.

Three sequential stages; a bid that fails any stage does not proceed:

1. Administrative compliance — responsiveness against the returnable documents list.
2. Mandatory compliance — ECSA registration, relevant experience, RSR interaction experience, ISO 9001:2015, occupational health and safety grading, and professional indemnity insurance.
3. Preference points — 80/20 system.

Preference points: 80 for price and 20 for specific goals, out of 100.

Specific goals (proof must be submitted with the bid or zero points are allocated):

• B-BBEE status level: Level 1 = 8 points, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, non-compliant = 0.
• EME and/or QSE: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disabilities: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane 4 points, Gauteng 2 points, National 1 point.

No minimum qualifying score is stated.

Market analysis: the City may test whether a price is viable. A bidder who confirms it cannot deliver at that price is disqualified as non-responsive; one who confirms it can may be bound by a tighter contract to mitigate non-performance risk. The City may negotiate a market-related price with the highest, then second, then third highest scoring bidder, and may cancel the quotation if no agreement is reached.

Purpose: appoint a service provider to manage the City's Railway Safety Management System (SMS) in line with the National Railway Safety Regulator Act (as amended) and the 2018 SMS Determination issued under Section 28, and to act for the City in all dealings with the Railway Safety Regulator (RSR) on its railway safety permit.

Deliverables:

1. SMS Audit Report — ECSA-signed audit of the current SMS files against RSR determinations, identifying gaps and non-conformances.
2. Updated Railway Safety Management System — full documentation aligned to the latest RSR determination and ready for submission.
3. RSR Submission Confirmation and Approval — proof of submission and the RSR written approval certificate.
4. Level Crossing Physical and Risk Assessment Report — quantified risk assessment of all level crossings to SANS 3000-2-2-1: 2021, with a remediation priority schedule.
5. Infrastructure Condition Assessment Report — data-driven condition assessment of all railway assets, including a geo-referenced asset register, condition grading matrix, and a maintenance procedure with prioritised remediation schedule and engineering cost estimates.
6. Corrective Action Plans — after each RSR inspection or audit, a documented CAP with implementation timelines signed off by a Pr. Eng.

Project schedule: comprehensive schedule showing milestones, costs, timeframes, delivery dates and progress reporting, due within 10 business days of contract award.

Reporting: monthly written progress reports in a format approved by the Department.

Personnel: the same key personnel and subcontractors must be retained for the contract duration unless the City gives prior written approval.

Site work: personnel must hold valid site-specific safety inductions and comply with the City's health and safety requirements.

Pricing schedule quantities: SMS file audit 26 hours; SMS update, submission and RSR approval 105 hours; level crossing physical and risk assessment 18 hours; infrastructure condition evaluation 15 km; attendance at RSR inspections and audits 6; periodic maintenance monitoring 12 months.

ECSA registration (mandatory): the service provider must hold current registration with the Engineering Council of South Africa with a valid certificate, and the lead engineers assigned to the project must hold ECSA-recognised engineering qualifications in a relevant discipline such as civil, structural or mechanical engineering. At least two Pr. Civil Engineers with valid ECSA registration certificates are required, for the service provider or the assigned Pr. Eng. or Pr. Tech. Eng.

Relevant experience (mandatory): at least 10 years' directly relevant experience in all four of the following —

• structural assessment or condition monitoring of railway infrastructure on active South African railway networks;
• development, auditing or updating of Railway Safety Management Systems compliant with RSR determinations;
• structural health monitoring of railway tunnels, bridges or related infrastructure;
• physical and risk assessment of railway level crossings in line with SANS standards.

Evidence: at least two contactable reference letters from clients, on the client's official letterhead, confirming relevant railway infrastructure or SMS work completed in the past 10 years.

RSR interaction experience (mandatory): prior direct interaction with the Railway Safety Regulator on behalf of a railway permit holder, including preparing or submitting safety management documentation. Evidence: at least one reference letter signed by the permit holder's Nominated Manager confirming the company prepared, submitted and managed the SMS interaction with the RSR, plus a CV showing at least eight years' managerial working experience within the railway safety regulator conducting inspections and complying with inspection documents.

Administrative eligibility: valid CSD registration; tax compliance status PIN or CSD number; current municipal rates and taxes for the company and for all South African owners, members, directors or major shareholders; audited financial statements for the most recent three years or from date of establishment, or proof that audited statements are not legally required.

Quality management certification is mandatory: a valid, current ISO 9001:2015 certificate (or an equivalent internationally recognised quality management system certification) issued by an accredited certification body, covering the scope of services under this contract.

Deliverable quality requirements:

• The SMS audit report must be signed by an ECSA-registered professional and assess the current SMS files against RSR determinations, identifying gaps and non-conformances.
• The updated SMS documentation must align with the latest RSR determination and be ready for RSR submission.
• The level crossing assessment must comply with SANS 3000-2-2-1: 2021 and include a remediation priority schedule.
• The infrastructure condition assessment must be data-driven and include a geo-referenced asset register, condition grading matrix, maintenance procedure, prioritised remediation schedule and engineering cost estimates.
• Corrective action plans must follow each RSR inspection or audit, set out implementation timelines and be signed off by a Pr. Eng.
• The provider must demonstrate at least eight years' managerial experience within the railway safety regulator, including conducting inspections and complying with inspection documentation, supported by a CV.

All items must be priced. Rates must be fully inclusive of travel expenditure and the technological equipment needed to perform the work. A bidder who does not price all items is disqualified. Corrections must be signed by the authorised signatory, and correction fluid on the pricing schedule disqualifies the bid.

Items (unit, quantity):

• Item 3030104 — audit of the City's Railway Safety Management System files and production of a comprehensive report: hour, 26. Full compensation on submission of the signed audit report.
• Item 3030105 — update the SMS, submit it to the RSR and obtain approval on the Department's behalf: hour, 105. Remunerated on a time basis; timesheets showing hours per task must be submitted and total hours may not exceed the allocated quantity.
• Item 3030106 — physical and risk assessment of all level crossings to SANS 3000-2-2-1: 2021: hour, 18. Payment on submission of the assessment report.
• Item 3030126 — infrastructure condition evaluation and development of a maintenance schedule of quantities: per km, 15. Payment on submission of the infrastructure condition report.
• Item 3030143 — participation in RSR inspections and audits: per audit/inspection, 6. 80% paid after completion of each inspection or audit and 20% on submission of the corrective action plans.
• Item 3030159 — periodic maintenance monitoring: month, 12. Includes regular site visits at a frequency that may vary (daily or weekly) according to project demands, and project administration on behalf of the client.

The schedule totals exclude VAT, with VAT and the total including VAT to be shown. The City may increase or decrease quantities subject to budget availability.

Pricing: every item on the pricing schedule must be priced, and rates must be fully inclusive of travel and the technological equipment needed to perform the work. An incomplete schedule disqualifies the bid.

Pricing schedule items (unit, quantity):

• SMS files audit — hour, 26 (item 3030104); paid on submission of the signed audit report.
• Update, submit and obtain RSR approval of the SMS — hour, 105 (item 3030105); time-based with timesheets; hours spent may not exceed the allocated quantity.
• Physical and risk assessment of all level crossings to SANS 3000-2-2-1: 2021 — hour, 18 (item 3030106); paid on submission of the assessment report.
• Infrastructure condition evaluation and maintenance schedule of quantities — per km, 15 (item 3030126); paid on submission of the condition report.
• Attendance at RSR inspections and audits — per audit/inspection, 6 (item 3030143); 80% paid after each inspection or audit and 20% on submission of the corrective action plans.
• Periodic maintenance monitoring — month, 12 (item 3030159); site visits at a frequency that may vary (daily or weekly) plus project administration on the client's behalf.

Professional indemnity insurance: minimum R5,000,000 per claim, with a certificate or broker letter not older than three months at submission.

Payment: within 30 days of receipt of an invoice.

Quantities: the City may increase or decrease quantities subject to budget availability.

Market analysis: the City may query a price it considers unviable; a bidder who cannot deliver at that price is disqualified as non-responsive, and one who can may be bound by a tighter contract. The City may negotiate a market-related price with the highest, second or third highest scoring bidder, and may cancel the quotation if no agreement is reached.

Bid validity: 90 days from the closing date.

CSD: registration on the Central Supplier Database with a valid CSD number is compulsory; only registered bidders are considered.

Tax: tax compliance status PIN or CSD number; tax status must be compliant before award.

Municipal accounts: the bidding company's rates and taxes must be current — a municipal account statement not older than 3 months and not in arrears for more than 90 days, or a signed lease agreement, or a councillor's letter for bidders in informal settlements or rural areas. The same proof is required for all South African owners, members, directors or major shareholders.

B-BBEE: a certified B-BBEE certificate, a sworn affidavit for an EME or QSE, or a CIPC B-BBEE certificate is required to claim preference points.

ECSA: current registration with the Engineering Council of South Africa with a valid certificate; at least two Pr. Civil Engineers with valid ECSA registration certificates (for the service provider or the assigned Pr. Eng. or Pr. Tech. Eng.); lead engineers must hold ECSA-recognised qualifications in a relevant discipline such as civil, structural or mechanical engineering.

Experience: at least 10 years' directly relevant experience in all four of — railway infrastructure structural assessment or condition monitoring on active South African railway networks; development, auditing or updating of RSR-compliant SMS; structural health monitoring of railway tunnels, bridges or related infrastructure; and physical and risk assessment of level crossings to SANS standards. Evidence: at least two contactable client reference letters on official letterhead for work completed in the past 10 years.

RSR interaction: prior direct dealings with the RSR on behalf of a railway permit holder, including preparing or submitting safety management documentation. Evidence: at least one reference letter signed by the permit holder's Nominated Manager, and a CV showing at least eight years' managerial experience within the railway safety regulator conducting inspections.

Quality: valid, current ISO 9001:2015 certification (or equivalent internationally recognised certification) from an accredited body covering the contract scope.

Health and safety: current NOSA grading, ISO 45001 or equivalent certification, not older than 12 months at submission.

Insurance: professional indemnity cover of at least R5,000,000 per claim.

Joint ventures: where bidding as a JV, all documents required of the bidder must be provided for each party plus a JV agreement signed by all parties; the same JV must continue for the contract duration unless the City approves otherwise.

Returnable forms: MBD 1, MBD 4, MBD 5, MBD 6.1, MBD 7.2, MBD 8 and MBD 9, all completed and signed in black ink; company registration certificate; tax clearance certificate or unique PIN; B-BBEE certificate; rates and taxes proof; CSD summary report; audited financial statements for the most recent three years (or from date of establishment), or proof that audited statements are not legally required; letter of authorisation or delegation of authority where the signatory is not a director, member, owner or shareholder.

Contract conditions: comply with the National Railway Safety Regulator Act (as amended), the Occupational Health and Safety Act and relevant SANS standards throughout the contract; personnel must hold valid site-specific safety inductions; the same key personnel and subcontractors must be retained unless the City approves a change in writing; monthly written progress reports are required.

The successful bidder must comply with the National Railway Safety Regulator Act (as amended), the Occupational Health and Safety Act and all relevant SANS standards for the duration of the contract.

All personnel deployed on the City's railway infrastructure must hold valid site-specific safety inductions and comply with the City's health and safety requirements.

Mandatory health and safety grading: a current, active occupational health and safety management grading or certification — NOSA, ISO 45001 or an equivalent recognised grading body — confirming fitness to operate on active railway infrastructure. The certificate must not be older than 12 months at the time of bid submission.

Attendance at RSR inspections and audits is part of the scope, with 80% of the fee paid after each inspection or audit and 20% on submission of the corrective action plans.

Contract form: the successful bidder completes and signs the written contract on MBD 7.2 (Rendering of Services), which incorporates the bidding documents, the General Conditions of Contract and any special conditions.

Payment: within 30 days of receipt of an invoice.

Bid validity: 90 days from the closing date.

Personnel and subcontractors: the same key personnel and subcontractors must be used for the whole contract unless the City gives prior written approval for a change.

Joint ventures: the same JV must continue for the contract duration unless the City approves otherwise in advance.

Reporting: monthly written progress reports in a format approved by the Department.

Quantities: the City may increase or decrease quantities subject to budget availability.

Market analysis: where a price is considered unviable, the City may require written confirmation of the bidder's ability to deliver. A bidder who cannot deliver is disqualified as non-responsive; one who can may be bound by a tighter contract to mitigate non-performance risk. Non-delivery is handled under the contract through performance warnings and listing on the database of restricted suppliers. The City may negotiate a market-related price with the highest, second or third highest scoring bidder and may cancel the quotation if no agreement is reached.

The City is not bound to accept the lowest or any bid, in whole or in part.

Evaluation runs in three sequential stages, and a bid that fails any stage is not evaluated further: administrative compliance, mandatory compliance, then preference points.

The 80/20 preference point system applies: 80 points for price and 20 points for specific goals, out of 100.

Specific goals and points:

• B-BBEE status level: Level 1 = 8 points, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, non-compliant = 0.
• EME and/or QSE: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disabilities: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane 4 points, Gauteng 2 points, National 1 point.

Proof of each claim must accompany the bid; a claim without supporting documentation scores zero points. The City may require a bidder to substantiate any preference claim before or after adjudication.