Appointment of a service provider to developing the permanent way (perway) railway safety regulator standard (superstructure).

Closing date and time: 14 September 2026 at 12:00.

Advertisement date: 24 August 2026.

Briefing session: online (non-compulsory) on 28 August 2026 at 10:00 via MS Teams. Bidders must send their e-mail addresses to [email protected] by 26 August 2026 at 16:30 to receive the invitation (shared on 27 August 2026).

Enquiries deadline: 04 September 2026 at 16:00, sent to [email protected].

Validity period: 90 business working days from closing date.

An online non-compulsory briefing session will be held on 28 August 2026 at 10:00 via MS Teams. Bidders must send their e-mail addresses to [email protected] by 26 August 2026 at 16:30 to receive the invitation, which will be shared on 27 August 2026.

Bidding procedure enquiries: Goitseone Kgwadibana, Tel 010 495 5391, Email [email protected].

Technical enquiries: Reginald Ntshingila, Tel 010 495 5391, Email [email protected].

General bid enquiries: [email protected].

Submission address: Railway Safety Regulator Head Office, Waterfall Point Building, Building 04, Cnr Woodmead Drive and Waterfall Drive, Waterfall City, Midrand, 1685.

Proposals must reach the RSR offices at Waterfall Point Building, Cnr Woodmead Drive and Waterfall Drive, Waterfall City, Midrand, 1685, before 12:00 on 14 September 2026. The tender box is available for depositing proposals between 08h00 and 16h30 on weekdays (excluding public holidays). No late submissions will be considered under any circumstances.

Submit one (01) original and one (01) scanned copy (PDF) of the original on a Flash Drive, with all exhibits and forms required. Envelopes must not contain documents relating to any other RFP.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): ceiling price, hourly/daily rates, phase costs, and expense details.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the RSR; false declaration disqualifies.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 system.
• General Conditions of Contract and/or Special Conditions of Contract.

Bid documents must be numbered as per the checklist, each schedule punched, placed in a file, and separated with file dividers. Incomplete bids may lead to elimination.

Evaluation is in four phases:

• Phase 01 – Administrative compliance: fully completed and signed SBD forms, CSD registration, valid tax compliance status with PIN. Failure may lead to disqualification.
• Phase 02 – Mandatory requirements: both proposed specialists must be registered with ECSA as Professional Engineer, Technologist or Technician (or internationally recognised equivalent acceptable to RSR). Failure to submit proof for both specialists leads to disqualification.
• Phase 03 – Functionality: minimum 70 points out of 100 required to proceed. Scoring: contactable reference letters (max 15); Expert 1 Project Lead qualifications (max 10) and Perway experience (max 15); Expert 2 Perway Expert qualifications (max 10) and experience (max 15); methodology (max 20); project plan (max 15).
• Phase 04 – Price and Specific Goals: 80/20 preference point system (PPPFA Regulation 2022), max 80 points for price and 20 for specific goals. Proof of claim for specific goals must be submitted.

The service provider must develop a Permanent Way (Perway) Railway Safety Regulator Standard (Superstructure) for the RSR. The team must comprise two railway experts registered with ECSA (Professional Engineer, Technologist or Technician).

Scope of work:

• Assess and consider existing SABS/SANS Perway standards, manuals and specifications used by railway operators in South Africa.
• Identify safety-critical gaps, improvements, commonalities, differences and contradictions within existing standards, manuals and specifications.
• Recommend proposed solutions to be incorporated into the proposed standard.
• Provide a draft report with annexures including: list of reviewed standards; safety parameters identified; safety-critical gaps and recommended improvements; and proposed safety parameters incorporated into the standard.
• Facilitate technical working sessions with the RSR-appointed Perway Working Group.
• Liaise with RSR-appointed signalling and telecoms standard development working groups to avoid conflicting regulation on wheel-rail interaction and signalling (e.g., turnout inspections and maintenance).
• Produce the first draft Perway Railway Safety Regulator Standard.
• Present the draft standard to the Technical Committee, OPCO, EXCO and Board for approval.
• Review the draft standard to incorporate public comments.
• Present the final standard to the Technical Committee, OPCO, EXCO and Board.
• Support the RSR during public consultation.

Project duration: approximately ten months from contract commencement; deliverables up to the first draft (items 2.4.1.1 to 2.4.1.7) within three months.

Deliverables and estimated hours (total for both specialists):

• Report on existing standards and gaps (140 hours).
• Draft Perway Standard incorporating Working Group inputs (300 hours).
• Executive summary and presentation material (60 hours).
• Final Perway Standard incorporating approved public comments (60 hours).

The draft standard must cover: inspections and maintenance regimes of rails, sleepers, fastening systems, turnouts and ballast; categorisation per rail service operations (passenger on Cape, Narrow and Standard gauges; freight on Cape gauge); all life cycle phases; track geometry parameters; maintenance regimes and principles; inspections; condition monitoring systems; inland and coastal/wetland considerations; and resources required for assessing and maintaining superstructure components.

Bidders must submit a detailed methodology and project plan demonstrating capacity to deliver the scope. The methodology is evaluated under functionality (max 20 points): a well-defined approach aligned with project plan and deliverables scores 20; moderately defined scores 10; poorly defined scores 5; no approach or unacceptable methodology scores 0. The project plan (max 15 points) must cover management of scope with milestones, phases, timelines, costing aligned with deliverables, and a project organogram. The methodology must include approach and alignment to best practice.

The service provider must provide a team of two railway experts registered with ECSA as Professional Engineer, Professional Technologist or Technician (or internationally recognised equivalent). Expert 1 (Project Lead) requires a qualification in Civil Engineering (NQF level 7 or higher, or international equivalent verified by SAQA) and relevant local and/or international railway Perway experience. Expert 2 (Perway Expert) requires a qualification in Civil Engineering (NQF level 7 or higher, or international equivalent verified by SAQA) and Perway experience. Scoring: qualifications – NQF 9 or higher = 10 points, NQF 8 = 8, NQF 7 = 5, below NQF 7 = 0; Perway experience – 10+ years = 15, 5-10 years = 10, 2-5 years = 8 (Expert 1) or 5 (Expert 2), 1-2 years = 5 (Expert 1 only), less than 1 year = 0. CVs and certified copies of academic qualifications must be submitted for both individuals.

The service provider must deliver outputs that meet the Terms of Reference, including a draft report with annexures demonstrating compliance. The draft Perway Standard must incorporate inputs from the RSR-appointed Perway Working Group, and the final standard must incorporate approved public comments. All deliverables are submitted to the RSR-appointed Project lead(s)/manager(s). The RSR will review and formally accept deliverables. The standard must align with the Railway Safety Act, 2024, and international best practice, and must not conflict with signalling and telecoms standards on wheel-rail interaction principles.

Bidders must submit a detailed financial proposal costing services per scope of work and deliverables, VAT inclusive. The pricing schedule requires: Expert 1 (Perway infrastructure expert in railways) – 280 hours; Expert 2 (Perway infrastructure expert in railways) – 280 hours; sub-total, VAT @ 15%, grand total. All prices include VAT and exclude local travelling and accommodation expenses, which are arranged and paid for by the RSR per the approved RSR Travel Policy. The offer must be valid for 90 days from closing date. Bidders must indicate a ceiling price based on total estimated time for completion of all phases, inclusive of all applicable taxes. Hourly/daily rates for persons involved, cost per phase and man-days must be provided. Travel and other expenses are recoverable only as actual costs with proof and certified invoices.

Bidders must submit a detailed financial proposal costing services per scope of work and deliverables, with the overall figure VAT inclusive.

Pricing schedule (SBD 3.3 – Professional Services):

• Indicate a ceiling price based on total estimated time for completion of all phases, inclusive of all applicable taxes.
• Provide hourly and daily rates for persons involved in the project.
• Provide cost per phase and man-days to be spent.
• Travel and accommodation expenses: only actual costs recoverable, with proof and certified invoices. Local travelling and accommodation will be arranged and paid for by the RSR per the approved RSR Travel Policy.
• Offer valid for 90 days from closing date.

Pricing schedule in the TOR:

• Expert 1 (Perway infrastructure expert in railways): 280 hours.
• Expert 2 (Perway infrastructure expert in railways): 280 hours.
• Sub-total, VAT @ 15%, Grand Total.

Payment will be in accordance with agreed contractual rates and approved deliverables.

Mandatory compliance documents (each must be submitted):

• CSD registration (including each member of a joint venture, consortium or partnership).
• Valid tax compliance status report with PIN.
• Valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs); trusts, consortia or joint ventures must submit a consolidated B-BBEE Status Level Verification Certificate.
• Valid company registration documentation from CIPC.
• Proof of ECSA registration for both proposed specialists (mandatory; failure leads to disqualification).
• Fully completed and signed SBD forms (SBD 1, SBD 3.3, SBD 4, SBD 6.1).
• Reference letters from previous successful projects within the past 15 years, on client's official letterhead with valid contact details. No appointment letters considered; RSR may contact references for verification.
• CVs and qualifications of the two proposed experts.
• Detailed methodology and project plan.
• Copy of identity document of company owner(s).
• Valid medical certificate (where applicable).
• Valid SASSA registration (where applicable).
• Valid NCPPDSA registration (where applicable).
• Joint venture/consortium agreement (if applicable), signed by all parties, clearly setting out roles and responsibilities and identifying the Lead Partner with power of attorney/resolution to bind the parties.

Bids from persons in the service of the state, or companies with directors who are persons in the service of the state, will not be considered.

The successful bidder must enter into a service level agreement (SLA) with the RSR. Subcontracting is only permitted with the approval of the RSR. Joint ventures/consortia must provide signed agreements as proof of existence, clearly setting out roles and responsibilities of the Lead Partner and other parties, and identifying the Lead Partner with power of attorney/resolution to bind the parties. Communication between bidders and RSR is permitted only before closing date and limited to seeking bid clarity, obtaining information, or extending validity; any communication after closing date and before award is prohibited. Late bids will not be accepted and may be returned unopened. Restrictive practices (price fixing, market division, collusive bidding) are prohibited under the Competition Act; the RSR may invalidate bids or terminate contracts and refer matters to the Competition Commission. Fronting is condemned; if fronting indicators are established, the bidder must prove fronting does not exist within 14 days of notification, failing which the bid/contract may be invalidated and the bidder restricted from doing business with the public sector for up to ten years. The RSR reserves the right to cancel the solicitation, reject any or all proposals, waive irregularities, and hold discussions or negotiations without obligation to award.

Subcontracting is only permitted with the approval of the RSR. Joint ventures/consortia must submit signed agreements as proof of existence, clearly setting out roles and responsibilities of the Lead Partner and other parties, and identifying the Lead Partner with power of attorney/resolution to bind the parties. The successful bidder must enter into a service level agreement (SLA) with the RSR. Communication between bidders and RSR is restricted after closing date. Restrictive practices and fronting are prohibited and may lead to disqualification, contract termination, and referral to the Competition Commission.

The bidder must provide a detailed proposal including: organisation's profile; joint venture agreement (if applicable); CSD registration; valid B-BBEE certificate or sworn affidavit; valid tax compliance status report with PIN; valid company registration documentation from CIPC; copy of identity document of company owner(s); valid medical certificate (where applicable); valid SASSA registration (where applicable); valid NCPPDSA registration; fully completed and signed SBD forms; proven previous experience with reference letters from previous successful projects within the past 15 years; and demonstrable capacity to deliver through a detailed methodology and project plan. All prices must be VAT inclusive. Tender documents must be submitted as one original and one scanned copy (PDF) on a Flash Drive.

Evaluation is in four phases: Phase 01 – administrative compliance (SBD forms, CSD registration, tax compliance status); Phase 02 – mandatory requirements (ECSA registration for both specialists); Phase 03 – functionality (minimum 70 points out of 100); Phase 04 – price and specific goals (80/20 preference point system). Functionality criteria: contactable reference letters (max 15); Expert 1 Project Lead qualifications (max 10) and experience (max 15); Expert 2 Perway Expert qualifications (max 10) and experience (max 15); methodology (max 20); project plan (max 15). Bidders scoring below 70 in functionality are eliminated.