Request for quotation (RFQ) for appointment of one (1) service provider for the procurement of fire protection system and fire equipments repairs and maintenance services at umjantshi house for a period of 36 months on as and when required basis.

Appointment of one service provider for fire protection system and fire equipment repairs and maintenance services at Umjantshi House, for 36 months on an as-and-when-required basis.

Closing date: 12 October 2026 at 12:00 (noon).

Briefing session (non-compulsory): 29 September 2026 at 10:00 via Microsoft Teams. Join link: https://teams.microsoft.com/meet/379161558601968?p=Ig6MeMdvbNDG7iM8UB, Meeting ID: 379 161 558 601 968, Passcode: qk6GH7wV.

Enquiries (bidding procedure):

• Contact: Xitshembiso Baloyi
• Email: [email protected]
• Telephone: 011 013 0062

Complaints: [email protected]

Submission address (bid box):

Umjantshi House

30 Wolmarans Street

Braamfontein

Johannesburg

Helpdesk: SCM Tender Office, Head Office, Gauteng.

Submission method: sealed envelope deposited in the bid box at Umjantshi House, 30 Wolmarans Street, Braamfontein, Johannesburg, before closing time. Late bids are not accepted. Bids must be on official forms, not re-typed. Returnable documents:

• SBD 1 (Invitation to Bid): signed cover page with bidder details.
• SBD 4 (Bidder's Disclosure): declares any state employment, relationships with procuring institution, interests in other enterprises, and PEP/PIP status.
• SBD 6.1 (Preference Points Claim): claims specific goals points.
• Proof of authority to sign (e.g., company resolution).
• Mandatory documents (Stage 1A): CIDB certificate grade 3 SF or higher, SAQCC registration, signed closing/submission register.
• Stage 1B documents: all RFP documentation, JV/consortium/subcontract agreement (if applicable), valid SARS PIN, CSD number, draft contract.
• Pricing schedule (Annexure) completed as required.

Disqualification risks: missing mandatory documents, late submission, canvassing SCM officers or PRASA employees, changes after closing, non-compliant pricing format.

Evaluation stages:

• Stage 1A (Mandatory): automatic disqualification if CIDB certificate (grade 3 SF or higher), SAQCC registration, or signed submission register missing.
• Stage 1B (Other mandatory): PRASA may request missing items within 3 working days; failure disqualifies. Includes all RFP documentation, JV/consortium/subcontract agreement, SARS PIN, CSD number, draft contract.
• Stage 2 (Technical/Functional): minimum threshold 70%. Weightings: Company Experience 35%, Professional Key Personnel 40%, Technical Approach and Methodology 25%.
• Stage 3 (Price and Specific Goals): Price 80 points, Specific Goals 20 points, total 100.

Price formula (80/20 system): Ps = 80(1 - (Pt - Pmin)/Pmin).

Specific goals (max 20 points): B-BBEE level 2 or higher (5), 51% Black Owned (5), EME/QSE 51% Black Owned (5), Black Women Owned (5).

Objective criteria: PRASA may award to a non-highest scorer based on negative track record, spreading awards, avoiding concentration of awards. PRASA may appoint next ranked bidder if successful bidder fails to sign within 14 days, fails to provide security, fails condition precedent, or negotiations fail.

Scope: Appointment of one service provider for fire protection system and fire equipment repairs and maintenance services at Umjantshi House.

Contract period: 36 months, on an as-and-when-required basis.

Key personnel requirements (for technical evaluation):

• Site Manager: National Diploma in electronic or electrical technology, SAQCC registration under bidding company, experience-based scoring (1-15+ years).
• Technician 1 and Technician 2: N3 Certificate in Electronic or Electrical technology, SAQCC registration under company, experience-based scoring (1-5 years).
• Health and Safety Officer: National Diploma or B.Tech in Safety Management, experience-based scoring (1-5 years).

Company experience: Track record of similar building fire protection system projects, minimum value R700,000, completed between 2020 and 2026. Evidence: appointment letter, purchase order, or signed contract, plus reference letter or completion certificate.

Technical approach and methodology (25% weight) requires a SHE Plan covering: contractor's SHE policy, organogram, incident/accident management procedure, first aider with register, PPE, emergency preparedness, risk assessment, communication and awareness. Scoring: 5 points for more than 5 listed requirements, 4 for 4, 3 for 3, 2 for 2, 1 for 1, 0 for none or irrelevant.

Company experience: minimum R700,000 on similar building fire protection system projects completed between 2020 and 2026. Evidence: appointment letter, purchase order, or signed contract, plus reference letter or completion certificate. Points: 5 for 5+ projects, 4 for 4, 3 for 3, 2 for 2, 1 for 1, 0 for none. Key personnel: Site Manager (National Diploma in electronic/electrical technology, SAQCC), Technicians (N3 in electronic/electrical, SAQCC), Health and Safety Officer (National Diploma or B.Tech in Safety Management). CVs and certified certificates required.

Quality of key personnel is evaluated: Site Manager, Technicians, and Health and Safety Officer must have specified qualifications and SAQCC registration. CVs and certified certificates required. Key personnel submitted must be the ones executing the contract for its duration.

Complete the attached Pricing Schedule Annexure. Prices in ZAR inclusive of taxes. Firm price, basis indicated. Bill of quantities completed per schedule. Cost breakdown required. Price escalation basis and formula indicated. Strict adherence to pricing schedule format; deviation may be non-responsive. Discounts considered only at final evaluation, unconditional. If price not market-related, PRASA may negotiate with highest, then second, then third bidder, or cancel RFQ.

Pricing: quoted in South African Rand, inclusive of all applicable taxes. Firm price, basis must be indicated. Bill of quantities must be completed in line with schedule. Cost breakdown required. Price escalation basis and formula must be indicated. Pricing must be submitted strictly in accordance with the price schedule; deviation may render bid non-responsive. Discounted prices considered only at final evaluation, on an unconditional basis. If price is not market-related, PRASA may negotiate with highest, then second, then third scoring bidder, or cancel the RFQ. Payment: within 30 days of receipt of correct tax invoice. Validity period: 60 working days from closing date.

CIDB: Grade 3 SF or higher (mandatory).

SAQCC: Registration required (mandatory).

Tax compliance: Valid SARS PIN or printed TCS certificate; each JV/consortium/subcontractor party must submit separate. CSD registration required; business not awarded to unregistered bidders (foreign suppliers with no local entity exempt).

B-BBEE: Specific goals points claimed via SBD 6.1. Evidence: B-BBEE certificate or affidavit (SANAS accredited for JV).

Exclusions: Bidders in service of the state, or with directors/members in state service, are disqualified. Bidders on Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

Legal compliance: Full compliance with all applicable national and local laws.

Health and Safety Officer required with National Diploma or B.Tech in Safety Management. SHE Plan must include: contractor's SHE policy, organogram, incident/accident management procedure (reporting, recording, investigation), first aider with register, PPE, emergency preparedness and response, risk assessment in line with scope, communication and awareness. Scoring based on number of listed requirements included (max 5 points).

Environmental Management Plan must be included as part of the SHE Plan, in relation to the scope of work.

Contract governed by PRASA General Conditions of Purchase. No oral variation; conditions apply unless expressly agreed in writing. Payment within 30 days of correct tax invoice. Delivery on or before stated date; late delivery may incur penalty. Title and risk pass to PRASA upon acceptance. PRASA may reject non-compliant items and require replacement or re-work. Warranty: items free from defects for one year from acceptance. Supplier indemnifies PRASA against claims from negligence, infringement, or breach of statutory duty. Subcontracting only with PRASA's prior approval; successful bidder remains liable. Governing law: South African law, non-exclusive jurisdiction of South African courts.

Mandatory (Stage 1A): CIDB certificate grade 3 SF or higher, SAQCC registration, signed closing/submission register. Other mandatory (Stage 1B): all RFP documentation, JV/consortium/subcontract agreement (if applicable), valid SARS PIN, CSD number, draft contract.

Stage 1A: mandatory documents, automatic disqualification if missing. Stage 1B: other mandatory, 3 working days to provide. Stage 2: technical/functional, minimum 70% threshold. Weightings: Company Experience 35%, Professional Key Personnel 40%, Technical Approach and Methodology 25%. Stage 3: Price 80 points, Specific Goals 20 points. Specific goals: B-BBEE level 2 (5), 51% Black Owned (5), EME/QSE 51% Black Owned (5), Black Women Owned (5).

The contract is for the appointment of one service provider for fire protection system and fire equipment repairs and maintenance services at Umjantshi House, for a period of 36 months on an as-and-when-required basis. The services are outlined in Annexure A and B (not provided in the document).

Closing date: 12 October 2026 at 12:00 (from tender record).

No briefing or site visit is mentioned in the document.

No contact names, emails, or telephone numbers are provided in the document.

INTERSITE physical address (for notices):

30 Wolmarans Street

Braamfontein

Johannesburg

Attention: Supply Chain Management

Returnable documents: none specified beyond the signed contract and annexures.

Submission method: not stated in the document.

Closing time: 12:00 on 12 October 2026 (from tender record).

No evaluation criteria are stated in the document. The document is a contract template, not an evaluation plan.

Contractual obligations that may affect evaluation:

• The contractor must sign a service level agreement with PRASA-CRES.
• The contractor must provide public liability insurance of at least R500,000 before contract signature.
• Sub-contracting is not permitted without prior written consent from INTERSITE.
• The contractor warrants that all personnel have the required qualifications and experience.
• The contractor warrants that all tender information is true and correct.
• The contractor warrants compliance with all applicable legislation and its B-BBEE commitments.
• Breach of any warranty is a material breach.

Scope: Appointment of one service provider for fire protection system and fire equipment repairs and maintenance services at Umjantshi House.

Contract period: 36 months, on an as-and-when-required basis.

Service requirements:

• Provide all personnel, equipment, tools, materials, and consumables at own cost.
• Respond to call-backs during normal hours, after hours, and public holidays.
• Response time for any work must be within one hour.
• All planned work carried out during normal working hours.
• Complete the visitors' book on every site visit.
• Provide written reports/service sheets for all testing, inspection, and repairs.
• Supply all material required for repairs as per job cards/work orders.
• Provide photos and certificates of before/during/after work with each claim.
• Use only reputable material suppliers; only market-related prices accepted.
• Return all INTERSITE material removed by the contractor.
• Provide suitably qualified and trained employees.
• Furnish employees with uniforms and identification cards to be worn at all times on duty.
• Comply with industry norms and best practice.
• Frequency of servicing and repairs as set out in Annexure A (not provided in the document).

All personnel must have the qualifications and experience reasonably expected for their duties and be competent to perform them professionally.

The contractor must provide suitably qualified and trained employees and allocate resources according to technical skill and knowledge required.

No specific years of experience or reference projects are stated.

Contractor responsible for quality and quantity of all workmanship.

INTERSITE may conduct independent safety and quality audits.

Contractor must maintain its own quality controls to ensure compliance with specifications and applicable legislation.

Contractor must provide written reports on all testing, inspection, and repairs, highlighting type of work, problems, inspection results, and fault priorities.

Possible modernisation products to improve reliability and performance should be brought to INTERSITE's attention.

Contract value: Maximum value not stated (shown as XXX).

Pricing basis: As per agreed value in the initial appointment letter; work orders issued on an as-and-when-required basis.

Payment: Within 30 days of correct invoice.

Quotations for corrective work must be submitted to INTERSITE for approval before work proceeds.

No bill of quantities or detailed pricing schedule is provided in the document.

Contract value: Maximum value not stated (shown as XXX in the document).

Payment terms:

• INTERSITE pays within 30 days of receipt of a correct and undisputed invoice.
• Contractor must submit quotation and supporting documents within 24 hours after executing the job.
• Contractor must submit invoice and statement within 7 days of completing works on site.
• VAT shown separately on each invoice.

Penalties:

• Failure to adhere to priority levels: up to R2,000 per incident/site.
• Personnel not in proper PPE: up to R200 per employee per day.
• Unavailability of proper tools: up to R1,000 per day.

Insurance:

• Public liability insurance with a compensation limit of not less than R500,000, taken out before contract signature.
• Policy copy to be provided within 7 days of the effective date.
• Policy must remain in force for the contract duration; cannot be cancelled without INTERSITE's written consent.

No bid security, bonds, or guarantees are mentioned.

Occupational Health and Safety:

• Comply with the Occupational Health and Safety Act, 1993, and Department of Labour rules.
• Submit a complete OHS file to the Project Manager within 7 days after acceptance of appointment.
• OHS file must be approved by the Risk Department before work commences.
• Conduct medical examinations for all employees before commencement, by a registered Occupational Health practitioner, at contractor's cost.

Tax:

• Conduct tax affairs lawfully; grant INTERSITE the right to approach SARS if needed.

B-bbee:

• Comply with black economic empowerment and development commitments (no specific level stated).

No CSD, CIDB, or CIPC requirements are stated in the document.

Comply with the Occupational Health and Safety Act, 1993, and all Department of Labour safety rules.

Submit a complete OHS file to the Project Manager within 7 days after acceptance of appointment; the file must be approved by the Risk Department before work starts.

Conduct medical examinations for all employees before commencement, by a registered Occupational Health practitioner, at contractor's cost.

Personnel must wear proper PPE at all times; failure attracts a penalty of up to R200 per employee per day.

Contract term: 36 months from commencement date, or until the maximum contract value is utilised, whichever comes first. INTERSITE may extend or renew at its sole discretion, but is not obliged to do so. Either party may terminate with no less than one month's written notice.

Appointment: On an as-and-when-required basis. Sub-contracting only with INTERSITE's prior written permission.

Invoicing and payment: Payment within 30 days of a correct, undisputed invoice. Quotation and supporting documents within 24 hours after job execution. Invoice and statement within 7 days of completing works. VAT shown separately.

Penalties: Up to R2,000 per incident for failing to adhere to priority levels; up to R200 per employee per day for missing PPE; up to R1,000 per day for unavailable tools.

Maintenance: Planned work during normal hours; written reports required for all testing and repairs.

Performance: Monthly meetings at INTERSITE offices to discuss breakdowns, turnaround times, progress, and administration.

Material: Contractor supplies all material; INTERSITE may query prices and require justification; only market-related prices accepted.

Liability: Contractor liable for all acts/omissions of its employees; indemnifies INTERSITE against damage, loss, death, injury, and legal expenses.

Warranties: Personnel qualified and competent; tender information true; compliance with legislation and B-BBEE commitments; tax affairs lawful.

Insurance: Public liability insurance of at least R500,000 before signature; policy copy within 7 days; policy must remain in force.

Disputes: Arbitration under the Arbitration Act; arbitrator appointed by agreement or by the President of the Law Society of the Northern Provinces; decision final and binding.

Breach: 7 days to remedy; termination or specific performance; 48-hour cancellation for immediate threat to person or property.

Jurisdiction: Consent to Magistrate's Court jurisdiction.

Confidentiality: Both parties keep contract details confidential.

Force majeure: Exemption from liability; pro-rata price reduction; INTERSITE may appoint another provider; termination after 30 days.

Cession: No assignment without written consent.

Indemnification: Contractor holds INTERSITE harmless against all claims.

Insolvency: INTERSITE may terminate if contractor becomes insolvent or is liquidated.

General: Entire agreement; variations in writing; governed by South African law.

Domicilium: INTERSITE at 30 Wolmarans Street, Braamfontein, Johannesburg; contractor to provide its own address.

No evaluation criteria are stated in the document.