Building repairs & maintenance panel – 36 month tender in kwazulu-natal

SCM / Clarifications contact:

• Name: Mr. Siphesihle Miya
• Email: [email protected] (for RFP clarification form, deadline 28 October 2026)

Post-closing communication:

• Email: [email protected]

Complaints:

• Email: [email protected] (must include bid description, reference number, closing date, supplier name, contact details, detailed complaint)

Delivery / submission address:

Passenger Rail Agency of South Africa

Corporate Real Estate Solutions

65 Masabalala Yengwa Avenue

Reception Area, SCM Help Desk

Greyville

Durban Station

Roof Level Entrance

Submission method: Two sealed envelopes/boxes.

• Volume 1 (Envelope 1): Part A – Returnable Documents Requirements Response; Part B – Technical/Functional Response (scope of work).
• Volume 2 (Envelope 2): Part C – Financial Proposal and Specific Goals (pricing offer).

Submission address: The Secretariat / Tender Office, RFP No: DBN/CAP(BAC) 007, Passenger Rail Agency of South Africa, Corporate Real Estate Solutions, 65 Masabalala Yengwa Avenue, Reception Area, SCM Help Desk, Greyville, Durban Station, Roof Level Entrance.

Delivery: Deposit in PRASA tender box at main entrance of PRASA House.

Copies: 1 original response required; copies and an electronic version on memory card/external hard drive (clearly marked with bidder name) may be submitted.

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

• Invitation to Bid Part A (Form A)
• Terms and Conditions for Bidding Part B (Form B)
• Tender Form (Pricing Schedule) Form C
• Site Inspection Certificate / Pre-Tender Briefing Session Form D (compulsory attendance proof)
• Statement of Work Successfully Carried Out by Bidder Form E
• Security Screening Form F
• Acknowledgement Form G
• SBD 4 – Bidder's Disclosure
• SBD 5 – National Industrial Participation Programme
• SBD 6.1 – Preference Points Claim Form (PPPFA 2022)
• SBD 9 – Certificate of Independent Bid Determination (referenced in analysis)
• Board resolution / Authority to Sign authorising signatory

Disqualification risks:

• Late submission (after 12 November 2026 @ 12:00)
• Failure to attend compulsory briefing session
• Any returnable form left unsigned or omitted
• Incomplete bids
• Non-compliance with essential RFP requirements

Evaluation follows three stages:

Stage 1 – Compliance (disqualifying returnable documents):

• Proof of CIDB grading 4 GB/CE or higher (or proof of application)
• Compulsory briefing attendance (Form D completed and name on attendance register)
• All mandatory returnable documents submitted and signed

Stage 2 – Technical / Functionality (minimum threshold 80%):

• Business credentials, financial standing, technical capacity and experience evaluated
• Technical team experience and qualifications (Site Agent, Contracts Manager, Safety Officer, Foreman)
• Contractor's completed projects and track record
• Compliance with technical specifications (PRASA Blueprint, NGS, SANS 10400, SANS 3000-1, OHS Act, Asbestos Regulations)
• Bidders scoring below 80% are disqualified; price and specific goals not evaluated at this stage

Stage 3 – Returnable Documents:

• Verification of all returnable documents

Price and Specific Goals evaluation conducted at RFQ stage for pre-qualified panel members.

Preference point system: PPPFA 80/20 or 90/10 (not explicitly stated; SBD 6.1 required).

PRASA reserves right to negotiate market-related price with highest-scoring bidder, then second, then third; if no agreement, bid cancelled.

Best and Final Offer (BAFO) may be requested if no proposal meets requirements, affordability and value for money.

Scope: Appointment of a panel of contractors for building repairs and maintenance services on an as-and-when-required basis for 36 months across PRASA stations, depots and associated properties in KwaZulu-Natal (106 listed sites including Amanzimtoti, Avoca, Durban, Pietermaritzburg, Ladysmith, Newcastle, etc.; not limited to listed stations).

Work categories: General Building Works (GB) and Civil Engineering (CE).

Trade works included: Alterations, Earthworks, Concrete formwork & reinforcement, Precast concrete, Masonry, Waterproofing, Roof coverings, Carpentry & Joinery, Ceilings partitions & access flooring, Floor coverings & wall linings, Ironmongery, Structural steelwork, Metal work, Plastering, Tiling, Glazing, Paintwork, Paperhanging, External works.

Additional related project: General plumbing and drainage maintenance on same basis.

Standards and specifications:

• PRASA Blueprint Specifications (Annexure A)
• PRASA Norms, Guidelines and Standards (NGS) for Station Facilities (2015)
• SANS 10400: National Building Regulations
• SANS 10400 Part S: Facilities for Disabled Persons (Edition 3, 2011)
• SANS 3000-1:2009 Railway Safety Management
• Occupational Health and Safety Act (1993) and Construction Regulations
• Asbestos Regulations, 2001
• Specification E4E (applicable regulations)

Contract stages: Works completion (certified per contract), Handover (record information, training), Close-out (defects certificate, final account, close-out report).

Technical staff required (CVs and qualifications to be submitted):

• Site Agent
• Contracts Manager
• Safety Officer
• Foreman

Technical proposal must include: Technical team experience and qualifications; Contractor's completed projects and track record.

Form of contract: Service Level Agreement for panel inclusion; latest JBCC or GCC used at RFQ/project stage.

Payment: Within 30 days of receipt of correct tax invoice.

Insurance required: Works and goods insurance; Public liability insurance (death, injury, property damage).

Pricing: Submit in Volume 2 (separate sealed envelope) using Tender Form (Pricing Schedule) Form C and RFP BOQ/Pricing Schedule Annexure B.

Bid/Performance bonds: Required where applicable (section 3 of pricing schedule).

Financial stability: PRASA may request annual financial statements prepared and signed off by a professional accountant for due diligence.

Rate validity: No changes to bid rates after closing date or after award unless contract specifically provides for it.

Market-related price negotiation: PRASA reserves right to negotiate with highest-scoring bidder, then second, then third; if no agreement, bid cancelled.

Best and Final Offer (BAFO) may be negotiated with selected bidders if no proposal meets requirements, affordability and value for money.

Payment terms: 30 days after receipt of correct tax invoice.

Service levels and total cost of ownership/continuous improvement initiatives addressed in pricing schedule section.

Mandatory eligibility and compliance:

• CSD registration: Supplier number, unique registration reference, CIDB CRS number (foreign suppliers without local entity exempt).
• Tax compliance: Valid SARS Tax Compliance Status (TCS) PIN or Tax Clearance Certificate from new TCS system (applies to foreign bidders too).
• CIDB grading: 4 GB/CE or higher (General Building / Civil Engineering). Proof of active registration or proof of application for grading 4 GB/CE or higher must be submitted. For JV/consortium, combined grading of 4 GB/CE or higher accepted.
• Compulsory briefing attendance: Form D completed and signed; name must appear on attendance register.
• B-BBEE: SBD 6.1 Preference Points Claim Form required for preference points under PPPFA 2022.
• SBD 4 – Declaration of Interest (disclose state employment/connection).
• SBD 5 – National Industrial Participation Programme.
• SBD 9 – Certificate of Independent Bid Determination (no collusion).
• Board resolution / Authority to Sign authorising signatory.
• Security Screening Form F.
• JV/consortium: Signed agreement with % split and responsibilities, or written confirmation of intent to form JV/consortium with % split and responsibilities; signed agreement required before award.
• All returnable documents must be submitted; incomplete bids disqualified.
• Compliance with all applicable laws and regulations (OHS Act, Railway Safety Regulator, etc.).