Railway safety management – tshwane government tender in gauteng

Compulsory briefing session: 20 August 2026 at 10:00. Venue: not separately stated in the document.

Clarification deadline: not stated.

Closing date: 4 September 2026 at 10:00.

Bid validity period: 90 days from closing date.

Compulsory briefing session: 20 August 2026 at 10:00. Attendance is mandatory – failure to attend disqualifies the bid. Venue not separately stated in the document.

Supply Chain enquiries: Josia Masenya, (012) 358 0658, [email protected]

Technical enquiries: Phillip Huma, (012) 358 7778, [email protected]

Submit via the City of Tshwane e-tender portal (online platform). Do not deposit in the tender box.

Deadline: 10:00 on 4 September 2026. Late submissions are rejected.

Bid documents must be completed in black ink, not re-typed or scanned. Price corrections must be crossed out in ink and initialled. No correction fluid (Tippex) anywhere on the price schedule.

Returnable forms (all must be signed in black ink, no blanks):

• MBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• MBD 4 (Declaration of Interest): discloses directors', shareholders' or stakeholders' connections to the state.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific-goal points under the 80/20 system.
• MBD 8 (Declaration of Past SCM Practices): declares any past supply chain abuse, fraud, or contract default.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• MBD 7.2 (Contract Form – Rendering of Services): signed as the contract; will be required from the successful bidder.

Additional mandatory documents:

• Company registration certificate (CIPC).
• Tax compliance status PIN or CSD number.
• Valid B-BBEE certificate (or sworn affidavit for EME/QSE).
• Municipal account statement not older than 3 months showing rates and taxes not in arrears (for the company and for each owner/member/director/shareholder), or signed lease agreement, or councillor letter for informal areas.
• CSD summary report.
• Audited financial statements for the most recent three years (or from date of establishment if less than three years), or proof of exemption from audit.
• Proof of attendance at the compulsory briefing session.
• Completed pricing schedule – all items must be quoted.

Compulsory returnable documentation checklist: a) Tax compliance status PIN or CSD number; b) Copy of CSD registration; c) Municipal account statement or lease agreement or councillor letter for bidding company (not in arrears >90 days); d) Same for owners/members/directors/major shareholders; e) Duly signed MBD forms (MBD 1, 4, 5, 8, 9) completed in black ink, no Tippex; f) Audited financial statements for most recent three years (or from existence if less than three years) or proof not required to prepare audited statements; g) Joint Venture agreement if applicable; h) Proof of attendance at compulsory briefing session; i) Completed pricing schedule (all items quoted).

Three sequential stages – a bid that fails any stage will not proceed:

1. Administrative compliance – all returnable documents checked.
2. Mandatory compliance – failure on any mandatory requirement disqualifies the bid.
3. Preference points (80/20 system):

• Price: 80 points. Formula: Ps = 80 (1 - (Pt - Pmin)/Pmin).
• Specific goals: 20 points allocated from Table 1 below.

Appoint a professional service provider to audit and manage the City of Tshwane's Railway Safety Management System (SMS). The City holds a railway safety permit (due for renewal September 2026) and must comply with the National Railway Safety Regulator Act and the 2018 SMS Determination.

Deliverables (six reports and actions):

1. SMS Audit Report – comprehensive, ECSA-signed, identifying gaps against RSR determinations.
2. Updated Railway Safety Management System – full documentation aligned to latest RSR determination.
3. RSR Submission Confirmation and Approval – evidence of submission and written approval certificate.
4. Level Crossing Physical and Risk Assessment Report – quantified risk assessment compliant with SANS 3000-2-2-1:2021, with remediation priority schedule.
5. Infrastructure Condition Assessment Report – data-driven condition assessment with geo-referenced asset register, condition grading matrix, maintenance procedure, prioritised remediation schedule and engineering cost estimates.
6. Corrective Action Plans (CAPs) – after each RSR inspection/audit, documented CAP with implementation timelines signed off by a Pr. Eng.

The successful bidder must submit a comprehensive project schedule within 10 business days of contract award.

Mandatory minimum 10 years' directly relevant experience across all four:

• Railway infrastructure structural assessment or condition monitoring on active SA 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 accordance with SANS standards.

Proof: at least two contactable reference letters on client letterhead.

Mandatory prior RSR interaction: at least one reference confirming preparation/submission of safety management documentation to the RSR, plus at least 8 years' managerial working experience within a railway safety regulator. Attach CV.

Key personnel: at least two Pr. Civil Eng with valid ECSA registration.

Mandatory ISO 9001:2015 certification (or equivalent) covering the services. Proof: valid, current certificate from an accredited body. The SMS audit report must be ECSA-signed. The risk assessment must comply with SANS 3000-2-2-1:2021.

Schedule of rates with fixed quantities. Items A–F as described in financial requirements. Rates inserted, totals computed. All items must be quoted. The City may increase or decrease quantities subject to budget. No correction fluid permitted on the pricing schedule; any correction must be initialled in ink.

Pricing format: schedule of rates (hourly/per km/per inspection/per month) with quantities stated. Bidders insert rates and calculate totals (excl VAT, VAT, total incl VAT).

Line items:

• A: SMS files audit – 26 hours.
• B: Update, submit and get RSR approval of SMS – 105 hours (time-based).
• C: Physical and risk assessment of all level crossings (SANS 3000-2-2-1:2021) – 18 hours.
• D: Infrastructure condition evaluation and maintenance schedule – 15 per km.
• E: Participation in RSR inspection/audit – 6 per inspection (80% after completion, 20% upon submission of CAP).
• F: Periodic maintenance monitoring – 12 months.

Payment triggers: upon submission of signed audit report (A); upon submission of assessment report (C); upon submission of infrastructure condition report (D); 80% after inspection/audit completion and 20% upon CAP submission (E).

The City may increase or decrease quantities subject to budget.

The City reserves the right to conduct market analysis and negotiate a market-related price with the highest-scoring tenderer, and if not agreed, with the second- and third-highest scoring tenderers. If no agreement, the City may cancel the quotation.

Professional indemnity insurance of at least R5,000,000 per claim is a mandatory requirement (see compliance).

Must hold valid CSD registration – mandatory for consideration.

Tax compliance: submit Tax Compliance Status PIN or CSD number.

Municipal account: company and all SA-based owners/members/directors/major shareholders must not be in arrears for more than 90 days. Provide municipal account statement not older than 3 months, lease agreement, or councillor letter.

Mandatory certifications and proofs:

• ECSA registration: service provider and at least two assigned Pr. Civil Eng with valid ECSA certificates.
• ISO 9001:2015 certification (or equivalent) covering the services.
• Health & safety grading: current NOSA, ISO 45001, or equivalent, not older than 12 months.
• Professional indemnity insurance: minimum R5,000,000 per claim, certificate not older than 3 months.
• B-BBEE certificate (or sworn affidavit for EME/QSE).
• CIPC registration certificate.
• Audited financial statements for most recent three years (or date of existence), or proof of exemption.

Returnable forms (MBD 1, 4, 6.1, 8, 9) – each committed to stated obligations; MBD 7.2 will be signed by the successful bidder.

B-BBEE points contribute to the 20 points for specific goals under the 80/20 preference point system.

Points awarded:

• Level 1: 8 pts; Level 2: 7 pts; Level 3: 6 pts; Level 4: 5 pts; Level 5: 4 pts; Level 6: 3 pts; Level 7: 2 pts; Level 8: 1 pt; Non-compliant: 0 pts.
• EME or QSE (additional): 2 pts.
• At least 51% women-owned: 2 pts.
• At least 51% owned by people with disability: 2 pts.
• At least 51% owned by youth: 2 pts.
• Local Economic Participation: City of Tshwane (4 pts), Gauteng (2 pts), National (1 pt).

Proof required: certified B-BBEE certificate or sworn affidavit for EME/QSE, IDs, ownership documents, medical certificate for disability.

Mandatory current OHS grading: NOSA, ISO 45001, or equivalent, not older than 12 months.

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

The successful bidder must comply with the Occupational Health and Safety Act throughout the contract.

Fixed term until contract completion; no specific end date stated.

Successful bidder must comply with the National Railway Safety Regulator Act, OHS Act, and all relevant SANS standards.

All personnel must hold valid site-specific safety inductions.

Must maintain same key personnel and subcontractors for contract duration unless prior written approval is obtained.

Monthly written progress reports required in a format approved by the department.

Contract will include the General Conditions of Contract (GCC) and any special conditions.

The City may cancel the quotation if a market-related price cannot be agreed after negotiation.

Failure to deliver may result in performance warnings and listing on the restricted suppliers database.

The bid remains valid for 90 days after closing.

The City may conduct market analysis and negotiate a market-related price with the highest-scoring tenderer, failing which with second- and third-highest, and may cancel if no agreement.

If the tenderer's price is deemed not viable, written confirmation will be sought; if the tenderer cannot deliver at the price, the bid is disqualified.

Successful bidder must maintain the same key personnel and subcontractors unless prior written approval is obtained.

Monthly progress reports required.

All personnel must hold valid site-specific safety inductions.

Mandatory requirements (all must be met):

• ECSA registration (at least two Pr. Civil Eng).
• Minimum 10 years' experience in railway structural assessment, SMS, SHM, and level crossing risk assessment.
• Prior RSR interaction (at least 8 years' managerial experience in railway safety regulator).
• ISO 9001:2015 certification.
• Current NOSA/ISO 45001 H&S grading.
• Professional indemnity insurance of minimum R5,000,000 per claim.
• CSD registration.
• Tax compliance.
• Municipal account not in arrears.
• B-BBEE certification.
• Provision of audited financial statements (or exemption).

Three stages: administrative compliance, then mandatory compliance, then preference points (80/20).

Price points formula: Ps = 80 (1 - (Pt - Pmin)/Pmin).

Specific goals carry 20 points as per the B-BBEE and local economic participation table.