As-and-when road marking and signage painting services, gauteng north region (36 months)

Closing

• Date: 08 October 2026
• Time: 12:00

Bid validity

• 60 working days from the closing date; PRASA may request an extension on the same terms.

Bidding procedure enquiries

• Contact: Thulisile Shabangu
• Telephone: 012 748 7571
• Email: [email protected]

Complaints

• Email: [email protected]
• A complaint must state the bid description, reference number, closing date, supplier name and contact details, and the detailed complaint.

Invoices and quotations for completed work

• Email: [email protected]

Submission address

546 Paul Kruger c/o Scheiding Street

PRASA CRES Building

Pretoria Station Precinct

Pretoria

Submission method

• Sealed envelope deposited in the bid box at the address below; quotations must reach PRASA before the closing time.
• Late submissions, and submissions delivered to the wrong venue, are rejected.
• Responses must not reference any other quotation or proposal; any additional conditions must be set out in a covering letter.
• Bids must be submitted on the official forms provided and may not be re-typed.

Submission address

546 Paul Kruger c/o Scheiding Street

PRASA CRES Building

Pretoria Station Precinct

Pretoria

Returnable documents

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses state employment, relationships with the procuring institution, and PEP/PIP exposure.
• SBD 6.1 (Preference Points Claim): claims the 20 specific-goal points.
• Section 4 Price Schedule and Pricing Form: fully completed, in the prescribed format.
• Signed JV, consortium agreement or trust deed where applicable, naming the lead partner.
• Proof of authority to sign, such as a company resolution.
• Valid Letter of Good Standing (COIDA) from the Department of Labour, RMA or FEM.
• Valid SARS tax compliance PIN and CSD registration number.
• Proof of active CIDB 3SK or higher grading, with CRS number.

Disqualification risks

• Any Stage 1A mandatory document missing at closing.
• Pricing submitted in a format other than the prescribed schedule.
• Incomplete bids failing the administrative responsiveness test.
• Canvassing any SCM officer or PRASA employee between closing and award.
• Being listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Stage 1B documents not supplied within 3 working days of request.

Evaluation stages

• Stage 1A — mandatory compliance: automatic disqualification if the completed price schedule, JV/consortium documentation (where applicable) or active CIDB 3SK grading is not submitted.
• Stage 1B — other mandatory requirements: completion of all RFP documentation and declarations, COIDA letter of good standing, valid SARS PIN and CSD number. PRASA may allow 3 working days to remedy; failure disqualifies.
• Stage 2 — technical/functionality: minimum qualifying score 60%. Bidders scoring below 60% are not evaluated further.
• Stage 3 — price and specific goals: 80 points price, 20 points specific goals, 100 total.

Functionality scoring (100%)

• Contractor's experience: 35%.
• Training and certification of staff: 35%.
• Suitable vehicles: 30%.

Price

• 80/20 preference point system; price is scored against the lowest acceptable tender.

Specific goals (20 points)

• Black women owned: up to 4 points (100% = 4; 75–99% = 3; 60–74% = 2; 51–59% = 1; 0–50% = 0).
• Black youth owned: up to 4 points on the same banding.
• Black owned: up to 4 points on the same banding.
• Owned by black people with disability: up to 4 points on the same banding.
• Black military veterans: 4 points where ID and military ID documents are provided; 0 otherwise.
• Evidence: valid B-BBEE certificate or original sworn affidavit for EME/QSE, certified ID copies of owners, and a consolidated B-BBEE certificate for JVs, trusts and consortiums.
• Points not claimed with supporting proof are forfeited.

Award

• PRASA may split the award between service providers where the work can be split.
• PRASA may negotiate a market-related price with the highest, second or third ranked bidder; if none agrees, the RFQ is cancelled.
• If the preferred bidder does not sign within the prescribed period (e.g. 14 days) or fails to provide security, PRASA may award to the next ranked bidder.

Scope

• Appointment of suitably qualified and experienced service providers for as-and-when painting services (road marking and signage) at various stations, depots and sites in the Gauteng North Region.
• Contract period: 36 months, executed on an as-and-when-required basis; work is instructed by a PRASA representative by email or telephone.
• Pricing is rate-based because quantities cannot be established upfront; estimated quantities are indicative only and may vary within the overall contract price.
• Bidders may quote for Part A (road marking), Part B (signage), or both; PRASA may award both parts to one bidder or split them between providers.

Road marking

• Surfaces: bare, previously painted and new masonry, concrete, fibre cement board, tar and other surfaces specified by the project manager.
• Sequence: cleaning, surface treatment, primer, undercoat and finishing coat, or per manufacturer specification.
• Reflective road marking paints: solvent-based, water-based and thermo plastic, in white, yellow, red, green and black.
• Application by spray, brush or roller, or per manufacturer standards.
• Standards: SABS 312, 723, 913, 926, 684, 801, 802, 887; SANS 678, 679, 681, 515, 630, 631, 1586.

Signage

• Supply and installation of emergency, fire, warning, prohibitory, restroom, smoking, hazardous chemical, notice, general warning, security area, general safety and information signage.
• Standards: SABS 1186; SAMOAC advertising signage classes 1, 2, 3 and 7.

Service levels and capacity

• Response times: emergencies within 3 hours, urgent within 5 hours, non-urgent within 24 hours.
• Normal working hours: 07:00 to 17:00, Monday to Friday, excluding a daily meal break.
• The contractor must be able to work on at least two sites at any one time and must have at least two teams available.
• Qualified artisans must lead maintenance teams and supervise all painting and signage work.
• The contractor supplies all materials, which must be SABS approved and sourced from a reputable supplier at market-related prices.
• Work may only start once the contract is signed and a site access certificate is issued; no work without an approved safety file.
• Sites maintain a visitors' book that the contractor must complete on every visit, recording the reason for the visit.
• The contractor must submit written reports or service sheets covering the work done, problems experienced, inspection results, and faults found with their priority.
• On completion: signed completion certificate (job card), guarantee/warranty certificates, material invoice, project programme, and maintenance manuals.
• Before/during/after photographs must accompany each claim.
• PRASA may conduct independent safety and quality audits; poor workmanship will not be signed off and payment may be withheld until quality is acceptable.
• Defects identified after 7 days are assessed and rectified at the contractor's cost.

Contractor's experience (35%)

• Proof of road painting and/or signage projects completed between 2016 and 2026.
• Evidence: signed appointment letter or purchase order on company letterhead, plus a reference letter or completion certificate on the client's letterhead, with the contract or award value clearly indicated.
• Scoring: 0 for no, irrelevant or incomplete submission; 1 for a set valued between R400 000.00 and R799 999.99; 2 for R800 000.00 to R1 199 999.99; 3 for R1 200 000.00 to R1 599 999.99; 4 for R1 600 000.00 to R1 999 999.99; 5 for R2 000 000.00 or more.
• PRASA may verify the legitimacy of submitted documents.

Training and certification of staff (35%)

• Certified painting trade certificates for artisans qualified in road painting and/or signage work.
• Scoring: 0 for none or incomplete; 1 point for one certified artisan; 2 for two; 3 for three; 4 for four; 5 for five or more.

Vehicles (30%)

• Proof of ownership or a valid rental agreement for bakkies, light bakkie vehicles or trucks suitable for the work; vehicles must be registered under the company or a director.
• Where a letter of intent to hire is used, an agreement or letter on company letterhead is required.
• Scoring: 0 for no proof or irrelevant/incomplete submission; 1 for one vehicle; 2 for two; 3 for three; 4 for four; 5 for five or more.

Capacity

• The contractor must employ qualified artisans to lead maintenance teams, with proof of their qualifications.
• The contractor must be able to work on at least two sites at any given time.

Reporting

• The contractor must issue written reports or service sheets for any testing, inspection, examination, investigation, assessment or repair carried out, covering the work done, problems experienced, inspection results, and faults found with their priority.
• Quotations for new installation work must be submitted to PRASA; work proceeds only after approval.
• Sites keep a visitors' book that the contractor must complete on every visit, recording the reason for the visit.

Audits and workmanship

• PRASA may conduct independent safety and quality audits on completed work.
• The contractor must maintain its own quality controls to ensure compliance with the specification and with changes in legislation or regulations.
• Work with poor workmanship will not be signed off, and PRASA may withhold payment until it is satisfied with quality.
• After completion the project manager verifies the work; defects appearing after 7 days are assessed and rectified by the contractor at its own cost.

Completion documentation

• Signed completion certificate (job card) from the project manager or team leader.
• Guarantee or warranty certificates covering a free maintenance period.
• Material invoice.
• Project programme or plan for new painting and signage installations.
• Maintenance manuals.
• Before/during/after photographs submitted with the claim.

Pricing form

• The Section 4 Price Schedule and Pricing Form must be completed in full and submitted in the prescribed format; using a different format may render the bid non-responsive.
• A bill of quantities must be completed in line with the schedule where applicable.
• Prices must be quoted in South African Rand, inclusive of all applicable taxes, on a firm basis with the basis clearly indicated.
• A cost breakdown must be provided, together with the price escalation basis and formula.
• Unconditional discounts offered are considered only at the final evaluation stage.
• Where the highest scoring bid is not market related, PRASA may negotiate with the highest, second or third ranked bidder; if no market-related price is agreed, the RFQ is cancelled.

Pricing

• Prices in South African Rand, inclusive of all applicable taxes, on a fixed-price basis.
• The Section 4 Price Schedule and Pricing Form must be completed; a bill of quantities applies where scheduled. A cost breakdown and any price escalation basis and formula must be indicated.
• Pricing must follow the prescribed schedule format; deviation may render the bid non-responsive.
• Unconditional discounts are considered only at the final evaluation stage.
• If the highest scoring bid is not market related, PRASA may negotiate with the highest, second or third ranked bidder, failing which the RFQ is cancelled.

Payment

• PRASA pays within 30 days of receipt of a correct tax invoice.
• Quotations for completed work must be submitted within 10 working days of completion, with supporting documentation, to [email protected].

Safety file

• A provisional amount is included in the schedule of rates: R7 500.00 VAT inclusive in year 1, R4 500.00 VAT inclusive in year 2 and R4 500.00 VAT inclusive in year 3; approval must be obtained before the amount is claimed.

Penalties

• Failure to meet prescribed response times: R2 000 per incident/site, with termination on continued breach.
• Painting or signage work carried out without a qualified artisan: up to R1 000 per occurrence per site.
• Workers not in proper PPE: up to R200 per employee per day.

Warranty

• Items must be free from defects for one year from acceptance, unless another period is stated in the order.

Mandatory

• Active CIDB grading of 3SK or higher, with CRS number provided; JVs must achieve a combined 3SK through the CIDB JV calculator, and CIDB status must remain active for the validity of the tender.
• Registration on National Treasury's Central Supplier Database (CSD); award cannot be made to an unregistered bidder. Only foreign suppliers with no local registered entity are exempt.
• Valid SARS tax compliance status PIN, or a CSD number where no PIN is available. Consortia, joint ventures and subcontractors must each submit a separate TCS certificate/PIN/CSD number.
• Valid Letter of Good Standing (COIDA) from the Department of Labour, RMA or FEM.
• Completion of all RFP documentation and declarations.
• Proof of authority to sign, such as a company resolution.

B-BBEE and specific goals

• Claims for the 20 specific-goal points require a valid B-BBEE certificate or an original sworn affidavit for EMEs and QSEs, certified ID copies of owners, and a consolidated B-BBEE certificate for JVs, trusts and consortiums.
• Goals: black women owned, black youth owned, black owned, owned by black people with disability, and black military veterans.

Exclusions

• Bids from persons in the service of the state, or from companies whose directors or members are state employees, will not be considered.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• Bidders must disclose any politically exposed or prominent influential persons connected to the bidder.

Safety file

• A complete, compliant safety file per the attached checklist must be submitted to the PRASA risk manager within 7 working days of acceptance; failure to meet the timeline results in termination of contract.
• A provisional amount for the safety file is included in the schedule of rates: R7 500.00 VAT inclusive in year 1, R4 500.00 VAT inclusive in year 2 and R4 500.00 VAT inclusive in year 3; approval is required before claiming.
• Contractors must provide medical certificates and all relevant documents annually to update the file.

Site access

• No work may be done without an approved safety file, a contract signed by all parties, and a valid signed site access certificate.
• No contractor may be on site without having attended safety induction training; proof must be submitted to the project manager.

Compliance and penalties

• Work must always be performed in accordance with all prescribed legal prescripts.
• Workers found without proper PPE attract a penalty of up to R200 per employee per day.
• The contractor must have a minimum of two teams available.

Duration and commencement

• Contract period: 36 months. Work commences only once the contract is signed and a site access certificate is issued.
• The contract may be terminated for proven underperformance or failure to meet required performance standards.

Performance management

• The contractor signs a service level agreement with PRASA.
• Performance is reviewed at monthly meetings at PRASA offices, covering work volumes, turnaround times on new installations, planned versus actual progress, submission of reports and invoices, and payment of invoices.

Warranty and indemnity

• Goods and services must meet PRASA's requirements, be fit for purpose, and remain free from defects for one year from acceptance, unless another period is stated in the order.
• The supplier indemnifies PRASA against claims, costs and expenses arising from its negligence, infringement of intellectual or legal rights, breach of statutory duty, or defective design, materials or workmanship.

Subcontracting and law

• Subcontracting requires PRASA's prior approval; the successful bidder, not the subcontractor, remains liable for contractual performance.
• The contract is governed by South African law, with non-exclusive jurisdiction of the South African courts.

Award to another bidder

• PRASA may appoint a bidder other than the successful bidder where the successful bidder fails to sign within the prescribed period (e.g. 14 days), fails to provide required security, bonds or guarantees, fails a condition precedent such as obtaining funding, or where final negotiations fail.
• A substitute award is made only within the bid validity period, and only if the second ranked bidder is also unable or unwilling does PRASA approach the third ranked bidder.

Operational obligations

• The service provider must supply a contact number reachable 24 hours a day, 7 days a week.
• Quotations for completed work, with supporting documentation, must be submitted within 10 working days of completion to [email protected].
• Before/during/after photographs must accompany each claim; photographs may be submitted electronically.
• Personnel performing or overseeing the work must be qualified artisans in the relevant trade.

Safety

• Work must comply with all prescribed legal prescripts.
• A complete, compliant safety file per the attached checklist must reach the PRASA risk manager within 7 working days of acceptance; failure to meet this timeline results in termination.
• No work may proceed without an approved safety file, a contract signed by all parties, and a valid site access certificate.
• No contractor may enter site without safety induction training; proof must be given to the project manager.

Penalties

• Failure to meet prescribed response times: R2 000 per incident/site, with termination on continued breach.
• Painting or signage work carried out without a qualified artisan: up to R1 000 per occurrence per site.
• Workers not in proper PPE: up to R200 per employee per day.

Negotiation

• PRASA may negotiate with the highest scoring bidders where necessary.

Stage 1A — mandatory (automatic disqualification if not submitted)

• Fully completed Price Schedule and Pricing Form (Section 4), in the prescribed format; a different format may render the bid non-responsive.
• Signed joint venture, consortium agreement or trust deed where applicable, naming the lead partner per the CIDB standard.
• Active CIDB grading of 3SK or higher, with CRS number; JVs must reach a combined 3SK through the CIDB JV calculator, and CIDB status must stay active for the tender's validity.

Stage 1B — other mandatory (3 working days to remedy, otherwise disqualified)

• Completion of all RFP documentation, including all declarations.
• Valid Letter of Good Standing (COIDA) from the Department of Labour, RMA or FEM.
• Valid SARS PIN.
• CSD supplier registration number.

Stage 2 — technical/functionality

• Minimum qualifying score: 60%. Bidders below this are excluded from price and specific-goal evaluation.
• Contractor's experience: 35%.
• Training and certification of staff: 35%.
• Suitable vehicles: 30%.

Stage 3 — price and specific goals

• Price: 80 points, scored under the 80/20 preference point system against the lowest acceptable tender.
• Specific goals: 20 points, allocated across black women owned, black youth owned, black owned, owned by black people with disability, and black military veterans.
• Total: 100 points.