Request for quotation (RFQ) of a service provider for the supply, delivery and offloading of ballast in the metrorail gauteng region.

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Key staff must meet minimum qualifications: Project/Contract Manager requires BSc/B-Tech/ND in Project Management, >5 years experience, SACPCMP or PMP certification. Plant Operators require valid driver's and operation licenses with >3 years experience. The bidder must comply with all specified technical standards (SANS, SABS, EN, UIC, PRASA manuals) and legislation (OHS Act). A performance guarantee (5% of contract price) is required. CIDB registration is indicated as N/A.

This submission is aimed at getting the approval for the appointment of service providers

for the supply, delivery and offloading of ballast in the Metrorail Gauteng region

The Gauteng Region is a network of commuter rail services in Gauteng province in

South Africa, servicing the Johannesburg and Tshwane metro areas. It is operated by

Metrorail, a division of the Passenger Rail Agency of South Africa (PRASA).

Metrorail routes spread out across the province from three main hubs: Park Station in

Johannesburg, Germiston Station on the East Rand, and Pretoria Station. Routes

service central Johannesburg, the East Rand, Soweto, the Vaal Triangle, the West

Rand, central Pretoria, and suburbs to the north, east and west of Pretoria.

2. Background information

1.1. Status quo:

The Permanent way department has embarked on a Perway infrastructure

rehabilitation by means of on-track machine packages that is comprised of ballast

screening machines, Tamping machines, Track stabilizer machines and ballast

regulator machines. Ballast is one of the main materials that is required when

rehabilitation works are in progress and works cannot be possible if ballast is not

supplied as most of the ballast get spoiled as it has reached its lifecycle or rather it

no longer meets ballast quality requirement.

1.2. Problem statement:

PRASA is required to ensure that infrastructure is maintained and in good operational

condition that conform to the required operating and safety standards, screening has

not been executed in a very long time and this poses a safety risk on Perway

infrastructure as ballast main purpose is to bear and distribute load; facilitate water

drainage and to control vegetation which might interfere with the track structure.

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It has also come to light that some of the areas are experiencing shortage of ballast

due to lifespan, washaways caused by flooding during the rainy seasons which

sometimes leads to service disruptions, ballast contamination caused by illegal

trenching which led to poor drainage and service disruption. The procurement of

ballast is urgently required, so that the department can be able to carry routine

maintenance which will improve safe passage of trains and mitigate potential

incidents and train delays.

1.3. Pictorials:

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3. Objective of the proposed project

1.4. Desired outcomes for carrying out the proposed project

The project aims to restore the Perway infrastructure to enable the safe running of the

train service. This will therefore assist PRASA in achieving its primary mandate of

providing a reliable rail transport service to Gauteng commuters and enable the

business to collect fare revenue from those commuters.

1.5. Project benefits to PRASA

In line with the PRASA strategic objectives and Operational effectiveness, Perway

department aims to achieve continuous Perway service improvement and reliable track

network. This can be achieved through the proactive management and procurement

of ballast required to support the track infrastructure, in order to render a safe and

reliable train service.

By restoring the Perway system to its design specification, maintenance cost, train

disruptions that are due to the Perway system failures will be reduced thus improving

the service offering.

1.6. Current mechanisms in place to address the problem

There’s no active contract for supply and delivery of ballast which hinders the effort to

rehabilitate Perway infrastructure.

4. Scope of works and areas of focus

4.1. The project entails the supply, delivery and offloading of ballast in the Metrorail

Gauteng region. and includes the following in terms of work to be done at all

identified areas in order to ensure compliance:

4.1.1. Supply, delivering and offloading of ballast will include the following activities:

4.1.1.1. Ballast is to be loaded onto AY rail wagons at the supplier’s local siding by the

supplier.

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4.1.1.2. Ballast transported by rail to be done by PRASA however the contractor’s team

must be ready on site to spread ballast where ballast is being offloaded and final

level to conform with track manual and to be approved and signed off by PRASA

Technical Officer/Track Inspector.

4.1.1.3. In some instances of derailments and emergencies, where AY rail wagons are

not available, the contractor will be responsible for delivering ballast by road to

PRASA stockpile siding. Location to be confirmed with Technical Officer/Track

Inspector.

4.1.1.4. Prices tendered shall be the ex-works, loaded onto road trucks and transport cost

will be borne by the supplier.

4.1.1.5. All work is subjected to the terms of the succeeding clauses, drawings,

specifications and conditions pertaining to this contract.

4.1.1.6. PRASA Technical Officer/Track Inspector or his delegate together with

Contractor’s Track Master/Inspector will assess the site before the project

commences.

4.1.1.7. Quality Assurance Plan.

4.1.1.8. Project Execution Plan encompassing liaison with all the role players i.e. PRASA

Rail, Transnet Freight Rail and Local Authorities.

4.1.1.9. All work will have to be done by the contractor with machinery, equipment, transport

and Labour that he shall provide, maintain and operate during the contract period.

4.1.1.10. The contractor will be responsible for Health and Safety compliance on site.

4.1.1.11. PRSA Track Inspector and the contractor Track Inspector master will be

responsible for arrangement of occupations.

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4.1.2. Ballast stones:

4.1.2.1. Compliance

4.1.2.1.1. Ballast stone shall comply with SABS 1083 (latest revision). In addition, ballast

stone shall comply with the requirements specified hereinafter.

4.1.2.1.2. Acceptance of the stone shall also depend on a full petro graphic analysis to

identify any micro fissuring, weakness and/or the presence of undesirable

minerals that could lead to early degradation.

4.1.2.2. Loading and Off-loading

4.1.2.2.1. The Contractor must be willing to offload ballast stone on weekends and public

holidays.

4.1.2.2.2. Before the Contractor start loading the AY or DZ trucks in the siding, he must

ensure the doors are closed.

4.1.2.3. Cleaning of the Siding

4.1.2.3.1. The Contractor must ensure that at least 3 meters on both sides of the railway line

is clean and level in the siding. The ballast in the centre of the line must be level

with the sleepers.

4.1.2.4. Standard of workmanship

4.1.2.4.1. If the ballast delivered does not comply with specifications as mentioned in this

document, it will not be paid for.

4.1.2.4.2. Material: The Contractor shall ensure that all material conform to the minimum

standard as per appendix A, B and C.

4.1.2.5. Damage

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4.1.2.5.1. Should any damages been caused to any assets of PRASA by the Contractor

during the execution of his/her duties, it will be for the Contractor’s account.

4.1.2.6. Ballast Stone

4.1.2.6.1. In the soundness test described in Appendix A, the loss in mass shall not exceed

5% after 20 cycles of the tests.

4.1.2.6.2. No doleritic stone shall be found to be broken when conducting the durability test

described in Appendix B.

4.1.2.6.3. The Los Angeles abrasion value, determined in accordance with ASTM C 131- 89

grading B, shall not exceed 22%.

4.1.2.6.4. The plasticity index on the fines developed from the Los Angeles abrasion test shall

be less than 6.

4.1.2.6.5. Flakiness index measured in accordance with SABS 1083 (latest revision) shall not

exceed 30%.

4.1.2.6.6. Voids measured in accordance with SABS 1083 (latest revision) shall not be less

than 40%.

4.1.2.6.7. The relative density shall not be less than 2.5.

4.1.2.6.8. Grading shall comply with the following for heavy axle lines (S1)

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% By mass nominal aperture size of sieve

Passing mm

100 73.0

90 – 100 63.0

40 – 70 53.0

10 – 30 37.5

0 – 5 26.5

0 - 1 19.0

The Mill Abrasion value, determined according to test procedure described in Appendix

C, shall not exceed 7%.

4.1.2.7. Specification for stone – Appendix A

4.1.2.7.1. Test for soundness of stone (Sodium Sulphate Method)

4.1.2.7.1.1. A1 – Test solution

Prepare a saturated solution of anhydrous Na SO or crystalline Na SO. 10H

O is distilled or demineralized water between 33 o C and 35o C. Use

sufficient of the salt to give excess crystals after thorough stirring. Cool to

between 22 o C and 24o C and keep this temperature for at least 16 h. Stir

thoroughly before use.

4.1.2.7.1.2. A2 - Preparation of test specimen

From a representative sample of stone take a random specimen of at least

500g passing a 19mm and retained on a 13,2mm sieve. Wash the specimen

to remove all adhering material. Dry at 105 o C in a well-ventilated oven and

determine the mass after cooling. Continue drying until the decrease in mass

after each of 2 successive drying periods of 4 h does not exceed 0,1 % of the

total mass. Let this mass be M1.

4.1.2.7.1.3. A3 – Procedure

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A3.1 Place the specimen in a porcelain dish and cover fully with test

solution between 20 o C for 7 h. Decant the solution taking care that no stone

is lost.

A3.2 Dry the specimen for 15 h at 105 o C. Allow the specimen to cool for 2

h. This completes one cycle of the soundness test.

A3.3 Repeat the cycle described in A3.1 and A3.2 as often as specified.

After every fifth cycle, wash the specimen on a 1,70 mm sieve with hot water

until no crystalline sodium sulphate is visible and continue the test with

material retained on a 1,70 mm sieve.

A3.4 After completion of the final cycle, wash the specimen in hot water

until the washings are free of sodium sulphate. Dry the specimen to constant

mass and screen on a 1,70 mm sieve. Let the mass retained on the sieve be

M2.

4.1.2.7.1.4. A4 – Loss

Calculate the percentage loss in mass from the formula

(M1 – m2) x 100%

M1

4.1.2.8. Durability test for stone – Appendix B

4.1.2.8.1. Test for soundness of stone (Sodium Sulphate Method)

4.1.2.8.1.1. B1 – Preparation of test specimen

From a representative sample of ballast stone take at random 100 stones

passing a 53.0 mm and retained on a 26.5 mm sieve. Wash the stones to

remove all adhering material. Dry the stones at 105 o C in a well-ventilated

oven and determine the mass after cooling. Continue drying until the

decrease in mass after each of 2 successive drying periods of 4 h does not

exceed 0.1% of the total mass.

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4.1.2.8.1.2. B2 – Procedure

Place the 100 stones in a suitable container and cover with ethylene glycol

between 18 o C and 25 o C for 20 days. Determine the number of stones that

have broken or can be broken by hand.

4.1.2.8.1.3. B3 – Testing

The supplier must send a (3) monthly sample to laboratory for testing and all

cost will be paid by the supplier, the suppler must send the results to PRASA.

PRASA will take random test and send to the laboratory for testing and cost

will be paid by the supplier.

4.1.2.9. Mill Abrasion Test – Appendix C

4.1.2.9.1. C1 – Test Method

4.1.2.9.1.1. Prepare a test sample of the ballast under test, consisting of 1.5kg each of the

following two particle sizes:

<37.5 mm > 26.5 mm and <26.5 mm > 19 mm.

The particles shall be washed and oven – dried to a constant weight before it

is weighed and tested.

(Wo = the total weight of sample)

4.1.2.9.1.2. Place the sample in the porcelain mill pot and add 3 litres of distilled water.

Ensure that the cork washer is correctly in position before tightening the lid

securely.

4.1.2.9.1.3. The mill pot is placed in a horizontal position on the two rollers of the test

apparatus with the lid on the side of the electric motor in order that the counter’s

sensor is activated with each revolution of the mill pot.

4.1.2.9.1.4. The mill pot shall be rotated at 33 r.p.m. for a total of 10 000 revolutions.

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4.1.2.9.1.5. The sample shall then be wash – sieved through a 9.5 mm sieve placed on top

of a 0.075 mm sieve and then oven dried to a constant weight.

4.1.2.9.1.6. Record the dry mass of the material on the sieves:

W1 = mass of material on 9.5 mm sieve.

W2 = mass of material on 0.075 mm sieve.

C 2. Evaluation method

Calculate the following abrasion value:

Wo − W1 − W2

MA = × 100 = Mill Abrasion Value

Wo

4.1.3. Occupations

4.1.3.1. PRASA RAIL shall arrange the track occupations for work between trains or during

total occupation for the area of occupation.

4.1.3.2. PRASA RAIL will endeavour to arrange occupations, total or between trains from

09:00 to 15:00 where practically possible on weekdays (Mondays to Fridays)

4.1.3.3. Work done must be completed during these occupations in order for Metrorail to

open the track for normal rail traffic.

4.1.3.4. The contractor must conform to these occupations as laid down by the Technical

Officer.

4.1.3.5. Occupation time used by the contractor in excess of the maximum specified

occupation time will not be paid against overtime rates unless:

4.1.3.5.1. The Technical Officer agrees upon it in writing before the start of the occupation.

4.1.3.5.2. It can be proved by the contractor that delays caused by Metrorail resulted in an

overtime claim.

4.1.3.6. Work will be done between trains or under total occupation as will be agreed before

the work commence.

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4.1.4. Provision of plant will include the following:

1. Provision and operating of Plant (TLB and Front-end Loader) in good working

condition on an “as and when required basis”.

2. Maintenance of all provided plant and machinery and replacement when broken.

4.1.4.1. Basis of Provision of Plant and Hours of Duty

4.1.4.1.1. The Contractor on an “As and when required” basis shall provide the plant. The

plant shall be supplied on site as agreed upon by the parties .

4.1.4.1.2. Normal weekdays or 10 Days out of 14 will be worked and off days can be taken

through the week. Time worked in for off periods, over weekends, will be

regarded as normal working time.

4.1.4.1.3. No standing time will be paid for time worked in, only as and when requested by

PRASA plant will be paid for standing time.

4.1.4.1.4. The contractor's employees shall conform to the hours of duty required by the

Project manager. The normal weekly hours of duty are 45 hours in a 5-day week,

from 07h00 to 16h30 with a half hour break between 12h00 and 12h30. When so

ordered by the Project manager, the contractor's employees shall work overtime

and on statutory paid public holidays.

4.1.5. Occupations

4.1.5.1. PRASA RAIL shall arrange the track occupations for work between trains or

during total occupation for the area of occupation.

4.1.5.2. PRASA RAIL will endeavour to arrange occupations, total or between trains from

09:00 to 15:00 where practically possible on weekdays (Mondays to Fridays)

4.1.5.3. Work done must be completed during these occupations in order for Metrorail to

open the track for normal rail traffic.

4.1.5.4. The contractor must conform to these occupations as laid down by the Technical

Officer.

4.1.5.5. Occupation time used by the contractor in excess of the maximum specified

occupation time will not be paid against overtime rates unless:

4.1.5.5.1. The Technical Officer agrees upon it in writing before the start of the occupation.

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4.1.5.5.2. It can be proved by the contractor that delays caused by Metrorail resulted in an

overtime claim.

4.1.5.6. Work will be done between trains or under total occupation as will be agreed

before the work commence.

4.1.6. Initial Delivery of Plant

4.1.6.1. The Contractor shall deliver the plant in a full operational condition, with operator

to the initial place of work as directed by the PRASA RAIL REPRESENTATIVE.

Initial establishment and final removal from site will be paid for separately.

4.1.7. Fuel, Servicing and Maintenance

4.1.7.1. In all cases plant shall arrive on site, as directed, in a fully operational condition.

4.1.7.2. The contractor shall provide all fuel for the operation of the plant while on site.

4.1.7.3. The contractor shall ensure that the fuel tanks are full on arrival of plant on site.

4.1.7.4. The contractor will be fully responsible for the servicing, maintenance and

carrying out of repairs at his own expense, and in his own time, during the

duration of the contract. Maintenance of the plant must be within 2 hours after a

breakdown was reported or the plant must be replaced by a similar model.

4.1.8. Provision Of TLB and Front-end Loader with operators (Provisional)

4.1.8.1. The Contractor shall provide a roadworthy TLB and Front-end loader with

operators to PRASA RAIL for the work as required by the Project Manager on

prescribed sections of railway lines as and when required.

4.1.8.2. The Contractor shall provide the TLB and Front-end loader with operators within

one (1) working day (or within such other time as the parties may agree to from

time to time). The Contractor shall not provide any additional machine

and/or operator on verbal or written request from any PRASA

representative. PRASA RAIL shall not affect payment for the unauthorised

service rendered.

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4.1.8.3. The operators together with the plant required and requested by PRASA RAIL

shall report for duty at such times or places as may be agreed upon from time to

time between PRASA RAIL and the Contractor.

4.1.8.4. The operator together with all the plant shall perform their daily duties at such

times as agreed upon from time to time between PRASA RAIL and the

Contractor.

4.1.8.5. The plant provided by the Contractor to PRASA RAIL in terms of this Agreement

shall only be driven by operators supplied by the Contractor.

4.1.9. Responsibility of The Contractor IRO the Plant

The Contractor shall at his own cost -

4.1.9.1. supply to PRASA RAIL all the plant in a roadworthy condition, and complying fully

with the requirements of the appropriate Road Traffic legislation, and in particular

with the Road Traffic Act, 1989 (Act No. ) (as amended);

4.1.9.2. Ensure all plant machines supplied to PRASA RAIL comprehensively and in

respect of all third-party risks;

4.1.9.3. Replace within two (2) hours of notification, any plant which is no longer

acceptable to PRASA RAIL;

4.1.9.4. Keep the plant supplied in a clean, neat and working condition;

4.1.9.5. Remove from site any plant(s) requiring workshop repairs and return it (them) in a

serviceable condition or replace it (them) as soon as reasonably possible for the

Contractor to do so; and

4.1.9.6. Arrange to do daily and weekly checks on all its machines as far as is reasonably

possible to do so.

4.1.9.7. Provide a logbook for each plant, that will be used to record hours worked, as

recorded by the machine hour meter, which shall at all times be in working

condition.

4.1.10. Responsibility of PRASA Rail IRO the Plant

PRASA RAIL shall -

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4.1.10.1. Ensure that all the plant provided by the Contractor are not intentionally damaged

or misused in any way by PRASA RAIL employees and be liable in respect of any

damage or loss suffered by the Contractor as a result of the wilful misconduct of

PRASA RAIL employees.

4.1.10.2. Ensure that all the plant are not loaded in excess of the load capacity specified by

the motor vehicle manufacturer, or which is permitted by law, and shall at all

times comply with the maximum permissible axle, axle unit, vehicle and

combination masses as prescribed by the Road Traffic Act, 1989 (Act No. ) (as amended);

4.1.10.3. Not affix any item or sign, nor modify or attach an accessory to any plant

provided by the Contractor without the prior written permission of the Contractor.

4.1.10.4. In the event of any occurrence giving rise to a claim under the Contractor's policy

of insurance, advise the Contractor within forty-eight (48) hours of the occurrence

thereof.

4.1.11. Maintenance of Plant

4.1.11.1. Maintenance, servicing and mechanical repairs (hereinafter referred to as

maintenance), of the machines, including all adjustments necessary to keep the

plant in a roadworthy and operational condition are included in the agreement

and shall be provided by the Contractor at his own cost.

4.1.11.2. Should any plant provided by the Contractor break down or be involved in an

accident while working on the prescribed sections of railway line in terms of this

agreement, the Contractor shall, if that machine cannot be repaired within two (2)

hours or is unable to proceed with its duties within two (2) hours, at his own cost,

forthwith provide another vehicle in a roadworthy and operational condition to

continue with its duty.

4.1.11.3. The Contractor shall inform PRASA Rail as soon as practically possible of any of

his machine working in terms of this agreement which has broken down or has

been involved in an accident.

4.1.11.4. The Contractor shall submit a monthly log sheet IRO all hours worked during the

course of each machine duty. In the absence of a certified log sheet no payment

shall be affected for any hours worked.

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4.2. Deliverables:

4.2.1 The following deliverables are to be provided by the appointed contractor:

4.2.2 Conducting of all ballast test at the Quarry and submit the report to PRASA

Technical Officer. All ballast stone to comply with provided specifications.

4.2.3 Submission of all municipality and statutory applications and documents to

enable work activities to commence.

4.2.4 Submission of method statement, health and safety plans as well as quality

plan. These plans to be provided and approved before work commences.

4.2.5 Supply, delivery and offloading of ballast on an “as and when required basis” for a

period of 12 months.

4.3. Information to be provided with tender:

4.3.1 The Bidders shall submit a detailed priced proposal with the following information at

the time of tendering:

4.3.1.2 Detailed schedule (in Microsoft Project format) to show how work can be

performed within timelines provided by PRASA.

4.3.1.3 Project Team organisation’s and individual team members’ recent experience

on similar projects.

4.3.1.4 Project organogram showing names, function & responsibilities of

Directors/HODs including all sub-ordinates to the lowest ranked positions

involved in this project.

4.3.1.5 Clear legal relationship, namely joint venture agreement where it applies and

responsibility between Joint Venture or Consortium members or with sub-

contractors if tendered by a single entity.

4.3.1.6 Proof of professional indemnity insurance valid for the duration of the project.

4.3.1.8 Detailed health, safety and environmental plan that is site specific and

customized for working in a railway environment.

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4.3.1.9 Detailed quality management plan clearly stating all the quality management

processes and procedures that the contractor will follow in delivering the

scope of work to PRASA.

4.4. Measurements and payment:

4.4.1. Payments will only be made against completed milestone as per the appointed

contractor’s schedule of works, payment schedule and proposal.

4.4.2. The PRASA Project Manager will certify payments to the appointed

contractor.

4.4.3. The unit of measurement for both working and standing time will be the hour.

4.4.4. Payment will only be made:

4.4.4.1. For total quantity of ballast delivered and spread where required.

4.4.4.2. For actual hours worked at the prices quoted in the Schedule of Rates, for

working time.

4.4.4.3. The unit of measurement will be as per items in the schedule of quantities.

4.4.4.4. No down time claim for inclement weather will be paid.

4.4.4.5. No escalation will be paid. Allowance for escalation cost must be provided for

in the tendered price.

4.4.4.6. The contractor shall submit his/her claim certificate which will be checked and

certified by the Project Manager before payment can be processed. The Project

Manager shall check claimed quantities against actual completed quantities

and make necessary adjustments before payment can be processed.

4.5. Protection of workplaces:

4.5.1. Protection of the workplace will be done by flagmen supplied by the PRASA and

all liaisons with Train Services shall be done by the contractor’s supervisor together

with PRASA RAIL Track Inspector/Master.

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4.5.2. It is the responsibility of the contractor to provide security on site for equipment,

material and personnel for the duration of the contract.

4.6. Safety:

4.6.1. All work in this contract shall comply with the Occupational Safety Act No , National Environmental management Act Act and construction

regulation 2014. These items shall all be included in the tendered rates.

4.6.2. A copy of the act as well as an approved safety file shall be kept on site for the

duration of the project.

4.6.3. The Contractor shall comply with all applicable legislation and PRASA’s safety

requirements adopted from time to time and instructed by the Project Manager.

Such compliance shall be entirely at the contractor’s cost and shall be deemed to

have been allowed for in the rates or total prices in the contract.

4.6.4. The Contractor shall report all incidents in writing to the Project Manager. Any

incident resulting in the death of or injury to any person on the works shall be

reported within 1 hour of its occurrence and any other incident shall be reported

within 24 hours of its occurrence.

4.6.5. All personnel employed by the Contractor shall have undergone a Health and

Safety Induction.

4.6.6. Permits to work (in line with Covid-19 regulations) shall be issued at the cost of the

contractor to all personnel on that shall be signed and stamped by the authorized

PRASA Official responsible for Risk Management.

4.6.7. The contractor shall ensure that all COVID - 19 protocols are adhered to.

4.6.8. The Contractor shall make necessary arrangements for sanitation, water and

electricity at these relevant sites during the installation of the equipment.

4.6.9. The safety file will be approved only after all the requirements on the checklist are

met. WITS_LIB/RISK_MGT/SHE File Checklist (version 3) is attached in this

regard.

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4.6.10. All work shall at all times comply with the E7/1 Specification attached hereto.

4.6.11. Normal protection measures in accordance with the Protection Manual shall apply.

4.6.12. An effective safety procedure to be followed by all personnel on any work site in the

case of approaching rail traffic shall be compiled by the Contractor and

implemented before any work commences. This procedure shall be updated

whenever the need arises, and any changes shall be communicated to all

employees on a works site before work proceeds.

4.6.13. The Contractor shall be responsible for the safety of personnel on site.

4.6.14. The following shall also form part of the safety plan:

4.6.14.1. Transportation of tools, equipment and personnel

4.6.14.2. Transportation, storage and handling of hazardous equipment.

4.6.14.3. The site access certificate shall only be issued (to the successful bidder) after the

evaluation and approval of the safety file.

4.6.15. It is the requirement of this contract that the contractor should provide PRASA with

a detailed safety plan prior to being issued with a site access certificate, in

accordance with the latest version of the OHS Act and the SPK7 and the PRASA

SHE specification.

4.7. General

4.7.1. The Contractor shall ensure that all staff working on or with the contract are

adequately trained, so as to comply with any relevant safety and quality

requirements.

4.7.2. Flagman must be officially trained, evaluated and certified competent, (TETA -

ASSR 463972 (Accreditation no: TETA 1186) and Transnet 407 – Item Number

37/270451 - "Certificate of Competency") by a designated competent person,

before being used on protection duties. This certificate of competency shall

remain valid for two (2) years only after, which re-testing and re-certification of

competency will be required.

4.7.3. Flagmen will be tested by PRASA representative and if found not competent will

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not be allowed to form part of the contractor’s team.

4.7.4. PRASA Rail Regional Engineer remains ultimately responsible in terms of the

requirements of Act 85 for the safe working environment of his/her own

personnel as well as contractor's personnel within the track maintenance

environment on his/her region/depot.

4.7.5. The Regional Engineer is therefore also responsible for ensuring that any

changes in the Protection Procedures that may occur over time are effectively

communicated to any flagmen prior to them being used for Protection Duties.

4.8. Method statement

4.8.1. Contractor is requested to submit with their tender a method statement, in it the

following should be outlined in detail:

4.8.1.1. Procedure in carrying out the work (working methods)

4.8.1.2. Technical and Engineering capability (Certificates of key personnel staff)

4.8.1.3. All Resources (Labour, Plant, Equipment, Support and Outside Services) that

the contractor proposes to use in the execution of the works.

4.9. Hours and days of duty / occupation

4.9.1. Work shall proceed during weekdays from 06h00 to 18h00 and or over

weekends from 06h00 to 18h00.

4.9.2. Work outside of normal working hours shall not be paid against overtime rates

unless:

4.9.2.1. Agreed upon by the Project Manager in writing before the start of the any

project task.

4.9.2.2. The contractor can prove PRASA Rail’s accountability for delays resulting

in overtime being required.

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4.10. Bonds and guarantees

4.10.1. Surety in the amount equal to either five percent or five percent of the

contract price, as elected by the Contractor, shall be provided by the

Contractor for the due and faithful performance by him in terms of the

Contract. Such security shall be in the form of:

4.10.1.1. Government or approved Municipal stocks in negotiable form, or

4.10.1.2. A deed of suretyship furnished by an approved bank, insurance or

guarantee corporation in such form as may be prescribed by

PRASA, provided however that the Project Manager may, upon

written application by the Contractor, return to the Contractor the

whole or part of such security held by PRASA.

4.10.2. All work done shall be guaranteed for a period of 12 month after the

successful handover.

4.10.3. All completion certificates will be given in writing after all contract obligations

are met and approved by PRASA Project Manager.

4.10.4. Formal completion certificate will be given in writing after all contract

obligations are met and approved by PRASA Project Manager.

4.10.5. Corrective action to be taken by the Contractor during the guarantee period at

his/her own cost and expense.

4.10.6. Project Manager will, where practicable be entitled to take corrective action of

its own should the Contractor not be able to give immediate attention at the

time a fault occurs and recover from the contractor any costs and expenses

reasonably incurred by it in doing so as per penalty clauses.

4.11. Payment certificate

4.11.1. On or after the assessment date, the Supervisor and the Contractor will

together assess the quantities of the progress on each item in the Bill of

Quantities and complete the Progress Assessment Detail form, where

after the Progress Assessment Certificate will be issued.

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4.11.2. The Contractor shall then submit a VAT invoice and attach the above

Progress Certificate for payment by the Employer.

4.11.3. Claims for payment will only be made on a monthly basis, and

payments will be made within 30 days of approved invoices.

4.11.4. Contractor to provide the Employer with the necessary details regarding

banking details to enable the Employer to make electronic payments.

4.12. Pricing the works

4.12.1. The contractor is required to provide firm prices/ rates for material and

labor for the duration of the contract.

4.12.2. The Contractor is advised to study the requirements of the SPK 7/1 and

ensure that all works can be completed in accordance with these

requirements.

4.12.3. The contract offer shall be based on the rates as indicated in the bill of

quantities. The quantities shall be agreed during construction per

section.

4.13. Penalties

4.13.1. If the Contractor fails to complete the Services within the time a

stipulated in this Contract for completion of Services or a part or portion

of Services, the Contractor shall be liable to the Employer for an amount

calculated at 0.05% of the Contract Price per delayed Day per order,

which shall be paid for every day which shall elapse between the time

for due completion and completion of the relevant Services. However,

the total amount due under this sub-clause shall not exceed the

maximum of 10% of the Contract Price.

4.13.2. The imposition of such penalty shall not relieve the Contractor from its

obligation to complete Services or from any of its obligations and

liabilities under the Contract,

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4.13.3. PRASA may set off or deduct from the fees due to the Contractor any

penalty amounts due and owed by the Contractor in terms of

clause 4.13.1

4.14. Construction related security

4.14.1. Mandatory Security Requirements

4.14.1.1. All security companies used by the Contractor shall be PSIRA registered with valid

letter of good standing.

4.14.1.2. Security personnel shall all be PSIRA registered with a clear criminal record no

criminal pending cases and preferably be sourced from the local community.

4.14.1.3. All security officials utilised in this project shall be South African Citizens.

4.14.1.4. All personnel employed by the Contractor including sub-contractors shall have

undergone a Health and Safety Induction.

4.14.1.5. Permits to work (in line with Covid-19 regulations) shall be issued at the cost of the

contractor to all personnel on that shall be signed and stamped by the authorized

PRASA Official responsible for Risk Management.

4.14.1.6. The security to be provided by the contractor shall be responsible for both the

appointed contractor’s assets and PRASA’s assets on site until the site is handed

over to PRASA. A list of all functioning equipment that do not form part of this scope

of work will be shared with the successful bidder and shall be signed off by both

the successful bidder and PRASA’s representative.

4.14.1.7. PRASA assets that shall be guarded by the contracted security includes Permanent

way assets, All Train Authorisation on track elements, all train stations (with all

assets included) along the section and all functioning equipment along the corridor.

4.14.1.8. Any lost or stolen material shall be replaced by the contractor at his own cost.

4.14.1.9. The contractor shall provide on-site security for personnel and material stock and

should ensure that patrols are in place at the section handed over to the contractor

and until the completed work is handed over to PRASA. No claims of material or

losses shall be lodged with the client for stolen goods during the construction

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before the completed work is handed over to PRASA.

4.14.1.10. Furthermore, it is the contractor’s responsibility to ensure that valuable metal i.e.

copper is adequately protected while in transit to and from site.

4.14.1.11. The contractor shall make sure that all material removed from site is quantified,

counted, logged in the site diary and that it is co-signed by a PRASA

representative on site before it is removed from site.

4.14.1.12. Scrap metal removed from the section shall be adequately protected until it is

delivered to PRASA’s stores.

4.14.1.13. PRASA reserves the right to conduct ad-hoc inspections to ensure Compliance.

4.14.2. Risks

4.14.2.1. Tabulated below are the associated security Risks and

proposed mitigation measures. It should be noted that this are

minimum risks identified and bidders shall be responsible for

conducting their own risk assessment that will influence their

quotations.

Risk Probability Mitigation

Project Hi-jacking – Regulation 9 High Social Facilitation to ensure

30% Subcontracting. This includes community involvement and buy in.

the provision of security. PRASA recommends an approach

that involves the local community.

Failure to ensure local involvement

can result in serious work stoppages.

Theft of Installed equipment High Fit for purpose security with an

integrated plan for assets installed

and physical security at site office.

Ensure protective measures for site

with an access gate.

Hi-jacking of site personnel High Armed Escorts to and from the site

vehicles

Armed Robbery of personnel on High Armed Guarding at site and site office

site and Storage Facility at site with an armed response for

mobilisation

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4.14.3. Proposed Interventions

4.14.3.1. Minimum of 2 vehicles with armed response officers (2-4) per vehicle

strategically deployed within the site. To supplement the vehicles, a suitable

number of day and night visible officers on foot patrol is required.

4.14.3.2. Requisite equipment:

4.14.3.2.1. Bullet proof vests.

4.14.3.2.2. Spotlights.

4.14.3.2.3. Night vision equipment.

4.14.3.2.4. Torches.

4.14.3.2.5. Tactical Radios (PTT with GPS and Panic Button). This should be

the primary communication for all personnel on site.

4.14.3.2.6. Handcuffs (disposable type) and other standard equipment.

4.14.3.2.7. Firearms with extra magazine.

5. Any other equipment identified though the risk assessment.

5.9.1.1.1. Any other equipment identified through the risk assessment.

4.15. Form of contract:

General Condition of Contract (GCC) will be used as form of contract.

4.16. Area of focus: metrorail gauteng region

4.17. Preferred option

This is the latest available preferred option of tackling the problem as also prescribed

or recommended by the Perway Track maintenance manual, Railway Safety

Regulator and the South African National Standards.

4.18. Targeted areas by this project

The targeted area by this project is Metrorail Gauteng Region.

4.19. Extent and coverage of the proposed project

The extent and coverage area is Metrorail Gauteng Region.

4.20. Other related projects

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On-track Screening Project

5. Overall staffing and key related proffesional

Staff

5.1 Staff requirements

The appointed Contractor will be required to provide qualified and experienced

professional staff with the following key professional expertise:

1. Project or Contract Manager (Civil).
2. Plant Operators

Professional Body Registration

• South African Council for the Project and Construction

Management Professions: Pr. CPM, CPM and/or Pr. CM, CM and/or

Pr. CHSA, CHSO and CHSM

• Project Management Profession Certification: PMP
• Road Traffic Management Corporation (RTMC)
• Quality Council for Trades and Occupations (QTCO)

Details of the minimum qualifications for the technical staff listed above are

outlined in the Technical matrix.

5.1.1. Project or contract manager

The desired minimum qualifications for the Project or Contract Manager are

as follows:

• BSc, B-Tech Degree or National Diploma in Project Management
• More than 5 years of post-graduate experience.
• Project Management qualification over 5 years’ experience in

Project Management.

• South African Council for the Project and Construction

Management Professions (SACPCMP) professional registration

certification or Project Management Professional (PMP)

Certification.

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• More than 5 years of leadership experience on similar or related projects;

5.1.2. Plant operators

The desired minimum qualifications for the Health and Safety Officer are as

follows:

• In possession of Valid driver’s licence
• In possession of plant and machinery operation licence/certificate
• Minimum Three (3) years relevant experience

6. Technical specifications related to this project:

6.1.1. The documents forming the contract are to be taken as complimentary to

each other. In case of any discrepancy or inconsistency between contract

documents, the order of precedence will be:

a) SANS 3000-1 to 2, Railway Safety Management.

b) SABS 1200NB Railway Sidings (Track work).

c) EN13674-1, UIC 860-0, UIC 8610-1 or the latest equivalent standard.

d) EN13848 - Railway applications – Track geometry quality or the

latest equivalent standard.

e) Standard specifications E7/1.

f) Safety Arrangements and Procedural Compliance with the Occupational

Health and Safety Act (Act ); PRASA SHE Specification and

Applicable Regulations; including any subsequent amendments.

g) E10: General Specifications for Railway Track work.

h) E10/1: Laying of Rails.

i) E10/2: Laying of sleepers.

j) E10/4: Ballasting and alignment.

k) Manual for Track Maintenance (2000).

l) Railway Safety Regulator Act (Act )

m) Infrastructure Perway Technical Specification for Rails

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1. Introduction............................................................................................................................... 3

2. Background information ........................................................................................................ 3

3. Objective of the proposed project ......................................................................................... 5

4. Scope of works and areas of focus ...................................................................................... 5

5. Overall staffing and key related proffesional staff ..................................................... 27

6. Technical specifications related to this project: ............................................................ 28

7. Pricing schedule ....................................................................................................................... 30

8. CIDB requirements ............................................................................................................... 31

9. Evaluation methodology ................................................................................................. 31

02 July 2026_Rev5 of 33

not be allowed to form part of the contractor’s team.

4.7.4. PRASA Rail Regional Engineer remains ultimately responsible in terms of the

requirements of Act 85 for the safe working environment of his/her own

personnel as well as contractor's personnel within the track maintenance

environment on his/her region/depot.

4.7.5. The Regional Engineer is therefore also responsible for ensuring that any

changes in the Protection Procedures that may occur over time are effectively

communicated to any flagmen prior to them being used for Protection Duties.

4.8. Method statement

4.8.1. Contractor is requested to submit with their tender a method statement, in it the

following should be outlined in detail:

4.8.1.1. Procedure in carrying out the work (working methods)

4.8.1.2. Technical and Engineering capability (Certificates of key personnel staff)

4.8.1.3. All Resources (Labour, Plant, Equipment, Support and Outside Services) that

the contractor proposes to use in the execution of the works.

4.9. Hours and days of duty / occupation

4.9.1. Work shall proceed during weekdays from 06h00 to 18h00 and or over

weekends from 06h00 to 18h00.

4.9.2. Work outside of normal working hours shall not be paid against overtime rates

unless:

4.9.2.1. Agreed upon by the Project Manager in writing before the start of the any

project task.

4.9.2.2. The contractor can prove PRASA Rail’s accountability for delays resulting

in overtime being required.

02 July 2026_Rev5 of 33

Project Hi-jacking – Regulation 9 High Social Facilitation to ensure

30% Subcontracting. This includes community involvement and buy in.

the provision of security. PRASA recommends an approach

that involves the local community.

9.1. Evaluation And Scoring Methodology

as follows:

• BSc, B-Tech Degree or National Diploma in Project Management

• More than 5 years of post-graduate experience.

• Project Management qualification over 5 years’ experience in

• More than 5 years of leadership experience on similar or related projects;

5.1.2. Plant operators

follows:

• In possession of Valid driver’s licence
• In possession of plant and machinery operation licence/certificate
• Minimum Three (3) years relevant experience

Item

DESCRIPTION UNIT Rate (EXCLING VAT) NO. QTY

1 supply of ballast

1.1 Ballast supplied, loaded and 5000 m3 /km delivered by road trucks

2 PROVISION OF PLANT (wet rate) - Provisional

2.1 TLB 180 R/hr

2.2 Front-end Loader 180 R/hr

Sub-total (VAT exclusive)

VAT

TOTAL (VAT Inclusive

NB: Prices remain fixed for the duration of contract.

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8. CIDB requirements

If YES, what is the applicable Class of Work & Grade?

Class of Work: N/A

Minimum Grade: N/A

9. Evaluation methodology

9.1. Evaluation And Scoring Methodology

The evaluation of the Bids by the evaluation committees will be conducted at various

levels.

The following levels will be applied in the evaluation:

Level description

Verify The Bid is checked for completeness

and whether all required completeness

documentation, certificates; verify

completeness warranties and other Bid

requirements and formalities have

been complied with. Incomplete Bids

will be disqualified.

Verify compliance The Bids are checked to verify that the

essential RFQ requirements have been

met. Non-compliant Bids will be

disqualified.

Detailed Detailed analysis of Bids to determine

whether the Bidder is capable of Evaluation of

delivering the Project in terms of

Technical business and technical requirements.

The minimum threshold for

technical evaluation is [80%], any

bidder who fails to meet the

minimum requirement will be

disqualified and not proceed with

the evaluation of Price and Specific

Goals.

Specific Goals Evaluate Specific Goals

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4.1.3.5. Occupation time used by the contractor in excess of the maximum specified

occupation time will not be paid against overtime rates unless:

4.1.3.5.1. The Technical Officer agrees upon it in writing before the start of the occupation.

4.1.3.5.2. It can be proved by the contractor that delays caused by Metrorail resulted in an

overtime claim.

4.1.3.6. Work will be done between trains or under total occupation as will be agreed before

the work commence.

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4.1.5.5. Occupation time used by the contractor in excess of the maximum specified

occupation time will not be paid against overtime rates unless:

4.1.5.5.1. The Technical Officer agrees upon it in writing before the start of the occupation.

02 July 2026_Rev5 of 33

4.3.1.9 Detailed quality management plan clearly stating all the quality management

processes and procedures that the contractor will follow in delivering the

scope of work to PRASA.

4.4. Measurements and payment:

4.4.1. Payments will only be made against completed milestone as per the appointed

contractor’s schedule of works, payment schedule and proposal.

4.4.2. The PRASA Project Manager will certify payments to the appointed

contractor.

4.4.3. The unit of measurement for both working and standing time will be the hour.

4.4.4. Payment will only be made:

4.4.4.1. For total quantity of ballast delivered and spread where required.

4.4.4.2. For actual hours worked at the prices quoted in the Schedule of Rates, for

working time.

4.4.4.3. The unit of measurement will be as per items in the schedule of quantities.

4.4.4.4. No down time claim for inclement weather will be paid.

4.4.4.5. No escalation will be paid. Allowance for escalation cost must be provided for

in the tendered price.

4.4.4.6. The contractor shall submit his/her claim certificate which will be checked and

certified by the Project Manager before payment can be processed. The Project

4.11.3. Claims for payment will only be made on a monthly basis, and

payments will be made within 30 days of approved invoices.

4.11.4. Contractor to provide the Employer with the necessary details regarding

banking details to enable the Employer to make electronic payments.

4.12. Pricing the works

4.12.1. The contractor is required to provide firm prices/ rates for material and

labor for the duration of the contract.

4.12.2. The Contractor is advised to study the requirements of the SPK 7/1 and

ensure that all works can be completed in accordance with these

requirements.

4.12.3. The contract offer shall be based on the rates as indicated in the bill of

quantities. The quantities shall be agreed during construction per

section.

4.13. Penalties

4.13.1. If the Contractor fails to complete the Services within the time a

stipulated in this Contract for completion of Services or a part or portion

of Services, the Contractor shall be liable to the Employer for an amount

calculated at 0.05% of the Contract Price per delayed Day per order,

which shall be paid for every day which shall elapse between the time

for due completion and completion of the relevant Services. However,

the total amount due under this sub-clause shall not exceed the

maximum of 10% of the Contract Price.

4.13.2. The imposition of such penalty shall not relieve the Contractor from its

obligation to complete Services or from any of its obligations and

liabilities under the Contract,

02 July 2026_Rev5 of 33

7. Pricing schedule

Item

DESCRIPTION UNIT Rate (EXCLING VAT) NO. QTY

joint venture agreement where it applies and

completion certificates will be given in writing after all contract obligations

completion certificate will be given in writing after all contract

B-BBEE Details: ties have

been complied with. Incomplete Bids

will be disqualified.

Verify compliance The Bids are checked to verify that the

essential RFQ requirements have been

met. Non-compliant Bids will be

disqualified.

Detailed Detailed analysis of Bids to determine

whether the Bidder is capable of Evaluation of

delivering the Project in terms of

Technical business and technical requirements.

The minimum threshold for

technical evaluation is [80%], any

bidder who fails to meet the

minimum requirement will be

disqualified and not proceed with

the evaluation of Price and Specific

Goals.

Specific Goals Evaluate Specific Goals

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9. Evaluation methodology ................................................................................................. 31

no longer meets ballast quality requirement.

whether the Bidder is capable of Evaluation of

technical evaluation is [80%], any

the evaluation of Price and Specific

Specific Goals Evaluate Specific Goals