Appointment of a panel for thermographic/infrared scanning of PRASA KZN electrical infrastructure (3kv dc overhead track equipment, traction, distribution and substations) – 36 months

Closing date: 28 October 2026 at 12:00

Issue date: 30 September 2026

Closing date for questions: 22 October 2026

Closing date for responses to questions: 26 October 2026

Validity period: 90 working days from closing date

Formal briefing: A briefing session will be held at PRASA offices (date and time not specified in the document). Attendance may be compulsory or non-compulsory; responses to queries will be shared with attendees.

Enquiries (during RFP process):

• Contact: Lindeni Cele
• Email: [email protected]
• Submit RFP Clarification Form before 22 October 2026

Post-closing enquiries:

• Bid Secretariat
• Telephone: 031 8130105
• Email: [email protected]

Complaints:

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

Submission address:

The Secretariat / Tender Office

PRASA KZN

Tender Box No. 04

65 Masabalala Yengwa Avenue

Greyville

Durban Station

Submission method: sealed envelope/box deposited in the PRASA tender box at the main entrance of PRASA KZN.

Address: The Secretariat / Tender Office, PRASA KZN, Tender Box No. 04, 65 Masabalala Yengwa Avenue, Greyville, Durban Station.

Envelope must be marked with RFP No: DBN/OPS(BAC)016 and the bid description.

Closing date and time: 28 October 2026 at 12:00.

Packaging: Volume 1 (Envelope 1/Package 1) containing Part A (Mandatory Requirements Response) and Part B (Technical or Functional Response).

Submit 1 original response; copies may be submitted but must be clearly marked with the bidder's name.

All responses must be in English, A4 format (graphics up to A3), neatly bound, pages consecutively numbered.

Signatures must be in black ink; copies of non-original documents must be certified by a Commissioner of Oaths.

The original response must be signed by a person duly authorised by each consortium member and subcontractor; proof of authorisation must be included.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Bidder's Disclosure): discloses whether any director or shareholder is employed by the state or connected to anyone at PRASA.
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE points under the PPPFA.
• Form C (Tender Form / Pricing Schedule): pricing as per the schedule.
• Form E (Statement of Work Successfully Carried Out by Bidder): evidence of relevant experience.
• Form F (Security Screening Form): for security clearance.
• Form G (Acknowledgement): acknowledgement of receipt of RFP.
• Form H (Special Conditions: Funding Contingency): acceptance of funding contingency conditions.
• RFP Clarification Form (Annexure 3): for queries, submitted before the closing date for questions.
• Certificate of Acquaintance with RFP Terms and Conditions.

Disqualification risks:

• Late submission or delivery to the incorrect address.
• Incomplete or unsigned returnable documents.
• Attempts to canvass PRASA officers or employees between closing and award.
• Collusion with other bidders.
• Any gift offered to PRASA employees or consultants.

The following returnable documents are required: completion of all RFP documentation, all declarations, and Standard Bidding Documents (including SBD forms); JV/consortium agreement or written confirmation (if applicable); valid Tax Status Certificate and SARS issued PIN; CSD report/CSD reference number; Letter of Good Standing (COIDA); and the completed SBD 1 form (Annexure 2).

Evaluation is conducted in three stages:

Stage 1: Disqualifying Returnable Documents — bidders must fill and sign the closing register, or provide proof that the bid was submitted on time. Incomplete bids are disqualified.

Stage 2: Functionality / Technical Evaluation — minimum threshold of 70 points out of 100. Bidders scoring below 70 are disqualified and not evaluated further.

Functionality scoring (total 100 points):

• Bidder's Experience (60 points): based on number of successfully executed projects in thermographic/infrared scanning, evidenced by appointment letters or purchase orders with corresponding reference letters or completion certificates. 5 projects = 60 points, 4 = 40, 3 = 30, 2 = 20, 1 = 10, 0 = 0.
• Financial Capability (40 points): 12-month cashflow statement, not older than the previous financial year, prepared and certified by a registered professional in the financial services sector. Liquid cash of R50,000 or more = 40 points; R20,000 to under R50,000 = 30 points; under R20,000 = 20 points; no cashflow = 0 points.

Stage 3: Returnable Documents — completion and signing of all RFP documentation, declarations, and Standard Bidding Documents. Most responsive bidders with incomplete documents may be asked to resubmit within a PRASA-set timeframe; failure results in automatic disqualification.

Preference point system: SBD 6.1 (Preference Points Claim Form) under the Preferential Procurement Regulations 2022 (80/20 or 90/10 system as applicable).

PRASA may negotiate market-related price with the highest-scoring bidder, or cancel the bid if no agreement is reached. PRASA may also call for presentations or Best and Final Offer (BAFO) at any stage.

Scope of work: Thermographic/infrared scanning of electrical 3kV DC Overhead Track Equipment (OHTE), 3kV DC traction substations, 3kV DC distribution substations, AC distribution substations, and 3kV tie stations, on an as-and-when-required basis for 36 months in PRASA KZN.

Compliance standards:

• ISO 18434-1: Condition monitoring using thermography / infrared scanning
• IEEE Std 141: Electrical power distribution
• IEC 60270/60529: High voltage test and insulation condition monitoring
• Railway Safety and Technical Standards

Equipment requirements (thermographic/infrared camera):

• Minimum thermal sensitivity: ≤ 0.05°C (50 mK) at 300°C
• Temperature range: -20°C to +650°C or higher (expandable up to 1200°C)
• Accuracy: ±2°C or ±2% of reading
• Detector type: uncooled microbolometer
• Resolution: at least 320x240 pixels (preferably 640x480 or higher)
• Field of view: adequate for distance ≥ 10m
• Image fusion: thermal + visual (PIP or overlay)
• Frame rate: ≥ 30 Hz
• Built-in visible light camera for image fusion
• Image and video storage capability
• Software for thermal analysis and reporting (OEM supplied)
• Data storage: digital with timestamp and GPS
• Minimum of three cameras required for OHTE scanning

Inspection frequency: every 6 months for all equipment types (OHTE, traction substations, distribution substations, 3kV tie stations, AC distribution substations)

OHTE inspection categories:

• Catenary and contact wire
• Droppers, clamps and fasteners
• Insulators and isolators
• Jumper connections
• Section insulators
• Estimated total OHTE: 235 km of single track in KZN region (scope not limited to this)

3kV DC traction substations inspection items:

• Incoming AC supply terminals
• Earthing and bonding connections
• Circuit breakers
• Disconnects and isolators
• Busbars and connectors
• Transformers (including bushings) and associated components
• Lightning arrestors
• Control panels
• Rectifiers and associated connections
• Track breakers

3kV DC distribution substations inspection items:

• Circuit breakers
• Disconnectors and isolators
• Lightning arrestors
• Low voltage and medium voltage switchgear and relays
• Busbars and joints
• Transformers and associated components
• Battery banks and chargers
• Earthing and bonding connections
• Relays, fuses and isolators

Reporting requirements (each inspection report must include):

• Cover page with summary and date
• Executive summary
• Site and asset details
• Thermographic images (before/after if available)
• Visual images (corresponding)
• Temperature differential analysis
• Annotated IR and visible images
• Temperature readings and deviation
• Probable causes (e.g., loose connections, overloads)
• Identification and location of thermal anomalies
• Classification by severity (normal, warning, critical)
• Recommended corrective actions (immediate action, monitor, or re-scan intervals)
• Inspection summary and conclusions

Post-inspection deliverables:

• Detailed IR inspection report (PDF)
• Raw thermographic and visual images
• Annotated temperature maps
• Summary of critical findings
• Annotated and analysed images
• Categorised anomalies:
• Category A (Critical): immediate risk of failure
• Category B (Major): requires attention within 7-14 days
• Category C (Minor): monitor in next cycle

Severity classification based on temperature rise above reference:

• < 10°C: Normal, no immediate action
• 10°C to 20°C: Warning, schedule maintenance

• 20°C: Critical, immediate repair required

Insurance requirements (successful bidder must provide):

• Insurance against works and goods
• Public liability insurance (death or injury to any person, or loss of or damage to any property)

Service providers must be accredited by the relevant accreditation body, especially quality assurance bodies.

Pricing: Submit pricing as per the Tender Form (Pricing Schedule) Form C.

Prices must be fixed for the entire contract duration; no escalations accepted as prices are per project at the time of RFQ.

Payment: PRASA will pay within 30 days after receipt of the service provider's correct tax invoice.

Validity period: 90 working days from closing date.

Bid security: The document mentions 'Performance and Bid Bonds (where applicable)' but does not specify amounts or conditions.

Financial capability: 12-month cashflow statement, not older than the previous financial year, prepared and certified by a registered professional in the financial services sector. Liquid cash of R50,000 or more scores 40 points in functionality evaluation.

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

Central Supplier Database (CSD):

• Bidders must be registered on the CSD (https://secure.csd.gov.za).
• Provide CSD report or CSD reference number.
• Only foreign suppliers with no local registered entity are exempt.

Tax compliance:

• Must be tax compliant at submission and for the entire contract term.
• Provide a valid Tax Status Certificate and SARS-issued PIN (Tax Compliance Status PIN).
• Tax compliance verified through the CSD.
• SBD 1 (Invitation to Bid) is an essential returnable document.

Letter of Good Standing (COIDA): must be submitted.

B-bbee:

• SBD 6.1 (Preference Points Claim Form) must be completed and submitted.
• Joint ventures or consortiums with B-BBEE entities must state intention and submit a signed JV/consortium agreement or written confirmation of intent, including percentage split of business and responsibilities.
• Each party in a JV/consortium must be registered on the CSD and tax compliant.

CIDB: Not explicitly required for this tender (CIDB is mentioned in the list of bid documents but no grading is specified).

Joint ventures/consortiums: signed agreement or written confirmation required; award only after signed agreement is submitted.

All RFP documentation, declarations, and Standard Bidding Documents must be completed and signed.

Closing date and time: 28 October 2026 at 12:00.

Tender documents available for download from National Treasury e-tender website with effect from 30 September 2026.

No compulsory briefing or site visit mentioned.

Enquiries: not specified in the provided document.

Submission address:

PRASA KZN Offices

65 Masabalala Yengwa Avenue

Greyville, 4001

Durban Station

Bid Box No. 07

NIP programme contact (for contracts exceeding R10 million): Mr Elias Malapane, Department of Trade and Industry, Private Bag X84, Pretoria 0001; telephone (012) 394 1401; facsimile (012) 394 2401; email [email protected].

Submission method: physical deposit in Bid Box No. 07 at PRASA KZN Offices, 65 Masabalala Yengwa Avenue, Greyville, 4001, Durban Station.

Closing: 28 October 2026 at 12:00.

All bids must be on the official forms provided (not re-typed).

Returnable forms — all must be completed, signed and submitted with the bid:

• Form A: Invitation to Bid (cover page with bidder details and signature).
• Form B: Terms and Conditions for Bidding (acknowledgement of conditions).
• Form E: Statement of Works Successfully Carried Out by Bidder (reference projects).
• Form F: Security Screening Form (company, directors, judgments, insolvency declarations).
• Form G: Acknowledgement (certification of truthfulness, blacklisting consequences).
• Form H: Special Conditions: Funding Contingency (acknowledgement of budget dependency).
• SBD 4: Declaration of Interest (state employment, relationships, related enterprises).
• SBD 5: National Industrial Participation Programme (signed submission; reporting if contract > R10 million).
• SBD 6.1: Preference Points Claim Form (80/20 system; specific goals for Black Women Owned, Black Youth Owned, Black Persons with Disabilities).

Mandatory supporting documents: proof of CSD registration or valid SARS Tax Compliance Status PIN; proof of authority to sign (board resolution).

Disqualification risks: late submission; any returnable form unsigned or omitted; false declaration on SBD 4; failure to disclose all CSD-registered active companies linked to directors; non-compliance with tax obligations; bidder listed on Register for Tender Defaulters or List of Restricted Suppliers.

Preference point system: 80/20 (price 80 points, specific goals 20 points). The lowest acceptable tender determines the applicable system.

Price scoring formula (80/20): Ps = 80 × (1 − (Pt − Pmin) / Pmin).

Specific goals and evidence:

• Black Women Owned: 10 points — certified copy of identity document of owner(s).
• Black Youth Owned: 5 points — certified copy of identity document of owner(s).
• Black Person with Disabilities: 5 points — certified copy of ID documents of owners and doctor's note confirming disability.

Total specific goals: 20 points.

Failure to submit required proof for specific goals means points are not claimed.

No minimum qualifying score stated.

Mandatory eligibility: CSD registration (or SARS TCS PIN); tax compliance; not listed on Register for Tender Defaulters or List of Restricted Suppliers; security screening clearance (Form F); no insolvency or liquidation in past 5 years; disclosure of state employment and relationships (SBD 4).

Scope: Appointment of a panel of service providers for thermographic/infrared scanning of electrical infrastructure in PRASA KwaZulu-Natal on an as-and-when-required basis for 36 months.

Assets to be scanned:

• Electrical 3 kV DC overhead track equipment.
• Electrical 3 kV/DC traction and distribution.
• AC distribution substations.
• 3 kV tie stations.

Service basis: as-and-when-required (no fixed quantities).

Contract period: 36 months.

Region: PRASA KZN.

Bidders must provide reference projects on Form E (client, nature of works, project period, value, contact details).

No detailed technical standards, service levels, or capacity requirements stated in the provided document.

Pricing: to be submitted on the official pricing schedule (SBD 3.1/3.2/3.3 not explicitly included but Form A references a written contract form SBD 7).

Bid security / performance guarantee: not specified for this tender; however, successful bidders under the National Industrial Participation Programme must submit a performance guarantee to the DTI if a NIP obligation arises.

NIP obligation: triggered if imported content equals or exceeds US$10 million (or equivalent); obligation is 30% of imported content, to be discharged over seven years via investments, joint ventures, sub-contracting, licensing, export promotion, sourcing, or R&D.

Reporting: successful bidders awarded contracts exceeding R10 million must report contract details to the DTI within five working days.

Payment terms: not stated.

Retention / liquidated damages: not stated.

CSD registration mandatory (or SARS Tax Compliance Status PIN).

Tax compliance: each party in a consortium/joint venture/sub-contractor arrangement must submit separate proof of TCS/PIN/CSD number.

B-BBEE / specific goals: points claimed via SBD 6.1 for Black Women Owned (10), Black Youth Owned (5), Black Persons with Disabilities (5); evidence as listed in evaluationCriteria.

Security screening: Form F requires declaration of no convictions, judgments, insolvency, or liquidation in past 5 years; company and director details; PSIRA registration and letter of good standing if a security provider.

Declaration of Interest (SBD 4): disclose state employment of directors/shareholders, relationships with procuring institution staff, and all CSD-registered active companies linked to directors; non-disclosure leads to disqualification.

National Industrial Participation (SBD 5): signed submission required; reporting obligation if contract value exceeds R10 million.

Foreign suppliers: questionnaire on residency, branch, permanent establishment, and RSA income; if all answers are NO, TCS/PIN not required.

Authority to sign: board resolution or equivalent proof must be attached.

CIDB grading: not mentioned (not construction works).

Professional registrations: not mentioned.

Local content: not mentioned beyond NIP for imported content.

Funding contingency: award subject to PRASA securing budget allocation; PRASA may cancel RFP prior to award if funding not secured; no liability for claims arising from funding failure; bidders waive right to legal proceedings. NIP obligations apply if imported content thresholds are met. Security screening mandatory for all bidders (Form F).