As-and-when general building maintenance contractor for PRASA south gauteng region (24 months)

Bid submission address: Umjantshi House, Ground Floor, 30 Wolmarans Street, Braamfontein, Johannesburg, 2001. Bidding procedure enquiries: Thope Maphiri, Telephone: 011 013 1687, Email: [email protected]. Complaints: Email [email protected]. Include the following in complaints: Bid/Tender Description, Bid/Tender Reference Number, Closing date of Bid/Tender, Supplier Name, Supplier Contact details, and the detailed complaint.

Submit bids by the closing date and time (25/06/2026 at 12:00 PM) to: Umjantshi House, Ground Floor, 30 Wolmarans Street, Braamfontein, Johannesburg, 2001. Bids must be enclosed in a sealed envelope and delivered to the correct address. Late bids will not be accepted. All bids must be submitted on the official forms provided (not re-typed) or in the manner prescribed in the bid document. Quotations must not include documents or references relating to any other quotation or proposal. Any additional conditions must be embodied in an accompanying letter. Bids must comply with the Preferential Procurement Policy Framework Act, 2000, and the Preferential Procurement Regulations, 2022. Failure to submit mandatory returnable documents (e.g., completed RFQ documentation, declarations, pricing schedule, and signatures) will result in disqualification. Bids must be valid for 60 working days from the closing date. PRASA reserves the right to request an extension of the validity period. Do not attempt to canvass any SCM Officer(s) or PRASA employee between the closing date and the award of the business, as this may lead to disqualification.

NB:

• Quotation(s) must be addressed to PRASA before the closing date and time shown above.
• PRASA General Conditions of Purchase shall apply.

Evaluation is conducted in three stages: Stage 1 (Compliance), Stage 2 (Technical/Functionality), and Stage 3 (Price and Specific Goals). Stage 1A (Mandatory Requirements): Automatic disqualification if any of the following are not met: completion of ALL RFQ documentation (including declarations, pricing schedule, and signatures), active CIDB grading of 3GB or higher (CIDB reference number required), signed Joint Venture/Consortium Agreement (if applicable), and correct submission closing register. Stage 1B (Other Mandatory Requirements): PRASA may request missing documents within 5 working days. Failure to provide these will result in disqualification. Required documents include: valid Tax Clearance Certificate (or SARS PIN), CSD supplier registration number, valid B-BBEE certificate (or sworn affidavit), copies of Directors’ ID documents, Letter of Good Standing (COIDA), proof of banking account, and Company Registration/Certificate of Incorporation or CK1. Stage 2 (Technical/Functionality): Minimum threshold of 60% per criterion. Criteria and weights: Company Experience (30%, min 18), Key Personnel Experience (50%, min 30), Health and Safety (20%, min 12). Stage 3 (Price and Specific Goals): Price (80 points) and Specific Goals (20 points). Price scoring uses the 80/20 preference point system formula: PS = 80 (1 − (Pt−Pmin)/Pmin). Specific Goals: B-BBEE Level 1 or 2 (10 points) or EME/QSE at least 51% black-owned (10 points).

Scope: Appointment of a contractor for as-and-when general building maintenance of the South Gauteng Region for a period of 24 months. Company Experience: Bidders must demonstrate experience in the general building maintenance industry within the last 5 years. Only contracts/projects with a minimum value of R1,500,000 will be considered. Evidence required: appointment letter/purchase order/signed contract document and a reference letter/completion certificate. Key Personnel: Must provide CVs and trade qualifications for at least 5 trades within the general building trade (e.g., Builder, Carpenter, Welder, Painter, Multi-skilled Artisan). Each trade is evaluated based on years of experience and relevant trade certification. Health and Safety: Submit a safety plan compliant with the OHS Act of 1993 and PRASA’s Health and Safety Specification. Required elements: operational structure with a minimum of 3 maintenance crew (each with at least one skilled personnel and assistant), a First Aider with valid certification, a risk assessment specific to building maintenance, and a valid Letter of Good Standing.

Technical/Functionality evaluation requires a minimum threshold of 60% per criterion. Bidders must meet all compliance requirements before proceeding to this stage. Evaluation criteria include Company Experience (30%), Key Personnel Experience (50%), and Health and Safety (20%).

Company Experience: Submit evidence of previous work in the general building maintenance industry within the last 5 years. Only contracts/projects with a minimum value of R1,500,000 will be considered. Required evidence: appointment letter/purchase order/signed contract and a reference letter/completion certificate. Key Personnel: Provide CVs and trade qualifications for at least 5 trades (Builder, Carpenter, Welder, Painter, Multi-skilled Artisan). Each trade is scored based on years of experience and relevant certification (e.g., 5 years = 10 points, 4 years = 8 points, etc.).

Complete the attached Pricing Schedule and Bill of Quantities strictly in the provided format. Prices must be quoted in South African Rand, inclusive of all applicable taxes. Cost breakdown and price escalation basis/formula must be indicated. Deviation from the pricing schedule may result in a non-responsive bid. Discounted prices are considered only in the final evaluation stage on an unconditional basis.

Pricing must be quoted in South African Rand, inclusive of all applicable taxes. Prices must be firm and clearly indicate the basis thereof. Complete the attached Pricing Schedule and Bill of Quantities in line with the provided format. Deviation from the pricing schedule may result in a non-responsive bid. Cost breakdown must be indicated. Price escalation basis and formula must be specified. Discounted prices will only be considered in the final evaluation stage on an unconditional basis. PRASA may negotiate market-related prices with the highest-scoring bidders if the initial price is not market-related. Payment terms: PRASA pays within 30 days of receipt of the supplier’s correct tax invoice.

Tax Compliance: Bidders must submit a valid Tax Clearance Certificate (valid on the closing date) or SARS-issued PIN. CSD Registration: Bidders must be registered on the National Treasury’s Central Supplier Database (CSD). Foreign suppliers with no local registered entity are exempt. CIDB Grading: Active CIDB grading of 3GB or higher is mandatory. B-BBEE: Valid B-BBEE certificate from a SANAS-accredited rating agency, DTI, or Companies and Intellectual Property Commission (CIPC) is required. Alternatively, a sworn affidavit signed and stamped by the Commissioner of Oath is acceptable. For trusts, consortia, or joint ventures, a consolidated B-BBEE certificate must be submitted. Additional Requirements: Copies of Directors’ ID documents, Letter of Good Standing (COIDA), proof of banking account, and Company Registration/Certificate of Incorporation or CK1. Bidders must not be persons in the service of the state, nor companies with directors or close corporations with members in the service of the state. Failure to comply with any of these requirements may render the bid invalid.

Submit a safety plan compliant with the OHS Act of 1993 and PRASA’s Health and Safety Specification. Required elements for scoring (20% weight, minimum 12 points): operational structure with a minimum of 3 maintenance crew (each crew must include at least one skilled personnel and assistant), a First Aider with valid certification as part of the team, a risk assessment specific to building maintenance, and a valid Letter of Good Standing. Points are awarded as follows: 4 items submitted (20 points), 3 items (16 points), 2 items (12 points), 1 item (8 points), no submission or irrelevant submission (0 points).

Contract terms are governed by the law of the Republic of South Africa. The Supplier warrants that items meet PRASA’s requirements and are fit for purpose, remaining free from defects for one year from acceptance (unless otherwise stated). The Supplier indemnifies PRASA against claims arising from negligence, infringement of rights, or breach of statutory duty. Subcontracting requires PRASA’s prior approval, and the successful respondent remains liable for performance. PRASA reserves the right to reject non-conforming items, return them at the Supplier’s expense, and claim damages. Payment is made within 30 days of receipt of a correct tax invoice. Special Conditions: Funding Contingency. PRASA may cancel the RFQ if sufficient budget allocation is not secured. Bidders waive the right to institute proceedings against PRASA for non-award due to funding failure.

Quotations must not include documents or references relating to any other quotation or proposal. Any additional conditions must be embodied in an accompanying letter. Proposals must be enclosed in a sealed envelope. PRASA reserves the right to modify the RFQ, reject non-conforming quotations, or reject late submissions. PRASA may cancel the RFQ if sufficient funding is not secured. Bidders waive the right to institute proceedings against PRASA for non-award due to funding failure. PRASA will publish bid awards, amendments, and cancellations on the National Treasury e-Tender Portal (www.etenders.gov.za) and CIDB website (for construction-related RFQs).

Foreign suppliers must answer a questionnaire to determine tax compliance status. If the entity is not a resident of South Africa, has no branch, permanent establishment, or source of income in South Africa, and is not liable for taxation in South Africa, it is not required to register for a Tax Compliance Status (TCS) PIN from SARS. Otherwise, registration is mandatory. Bidders must ensure compliance with all applicable national and local laws and regulations.

Stage 1A – Mandatory Requirements

If you do not submit/meet the following mandatory documents/requirements, your bid will be

automatically disqualified.

Only bidders who comply with stage 1A will be evaluated further.

Description of requirement

No.

Completion of ALL RFQ documentation (includes ALL declarations and

pricing schedule/pricing form and signature required)

a)

failure to comply will result into disqualification.

Bidder must have active CIDB grading of 3GB or higher. CIDB Reference number

b) to be provided

Joint Venture, Consortium Agreement or Partnering Agreement signed by

all parties (if applicable). The agreement should indicate the leading

c)

bidder where applicable.

Bidders should complete/sign the correct submission closing register,

d) failure will results to disqualification.

Stage 1B –Other Mandatory Requirements

If you do not submit/meet the following mandatory documents/requirements, PRASA may

request the bidder to submit the information within five (5) working days. Should this information

not be provided, your bid proposal will be disqualified.

Only bidders who comply with stage 1B will be evaluated further.

No. Description of requirement

a) Valid Tax Clearance Certificate (must be valid on closing date of

submission of the RFQ) or SARS Issued Pin

b) CSD supplier registration number

c) Valid B-BBEE certificate from SANAS accredited rating agency

(Original or Certified copy)/DTI / Companies and Intellectual

Property Commission B-BBEE Certificate (Original or Certified

copy) or Sworn Affidavit signed and stamped by the commissioner

of Oath.

Note: A trust, consortium or joint venture (including unincorporated

consortia and joint ventures) must submit a consolidated B-BBEE

Certificate.

d) Copies of Directors ID documents

e) Letter of Good Standing (i.e. COIDA)

f) Poof of banking Account (i.e. letter issued by the bank

g) Company Registration, Certificate of incorporation or CK1

STAGE 2 - Technical / Functionality Requirements

Qualifying bidders shall be evaluated on technicality / functionality after meeting all compliance

requirements outlined above. The minimum threshold for the technical/functionality requirements is

60% per criteria. Bidders who score below the minimum requirement shall not be considered for

further evaluation in stage 3 of Price and BBBEE.

Details of detailed scoring methodology are presented in table 5 below:

STAGE 2 - Technical / Functionality Requirements

Item Criteria Weight Maximum Minimum

Score Score

1 Company Experience 30 30 18

2 Key Personel Experience 50 50 30

3 Health and Safety 20 20 12

100 100 60

Qualifying bidders shall be evaluated on technicality / functionality after meeting all compliance

requirements outlined above. The minimum threshold per technical/functionality requirements is 60%

per criterion. Bidders who score below the minimum requirement shall not be considered for further

evaluation in stage 3 of Price and BBBEE.

Criteria for technical evaluation of a contractor

1. Company’s experience

Bidders should indicate the experience of previous work done within General Building Maintenance industry in the last 5 years. Only

contracts/projects with a minimum value of R 1,500 000 will be considered.

Evidence required:

The bidders are to submit the following documents: 5 Points: Successfully completed project worth R 1, 500 000.00

(30 points)

• Provide appointment letter/purchase

order/signed contract document. 4 Points: Successfully completed projects worth R 1, 500 000.00

(24 points)

• Provide a Reference Letter/Completion

30%

Certificate corresponding to the Appointment 3 Points: Successfully completed projects worth R 1,500 000.00

Letter/Purchase Order/Contract document (18 points)

provided. The reference letter to indicate the

following: company name, contact person and 2 Point: Successfully completed projects R 1,500 000.00

confirmation that work was completed. (12 points)

• One of the documents provided must indicate 1point: Successfully completed projects R 1,500 000.00

value of the contract. (6 points)

0 Point: No submission or irrelevant submission (0 points)

Request For Quotation SCM_2023

• Points will be awarded only if both documents

are submitted.

2. Key personnel experience

Years of experience of key personnel to be directly responsible for implementation of this contract.

Provide CV’s and 5 trades qualifications within General building trade. Bulder, Carpenter, welder, painter, builder and multi skilled artisan

will be required, and they need to be skilled in the general building industry .

5 Points: 5yrs experience with relevant trade certification provided. (10 points)

4 Points: 4yrs experience with relevant trade certification provided. (8 points)

3 Points: 3yrs experience with relevant trade certification provided. (6 points)

Artisan carpenter 1 10%

2 Point: 2yr experience with relevant trade certification provided (4 points)

1.Point: 1 yr. experience with relevant trade certification provided (2 points)

0 Point: No submission or irrelevant submission (0 points)

5 Points: 5yrs experience with relevant trade certification provided. (10 points)

4 Points: 4yrs experience with relevant trade certification provided. (8 Points)

3 Points: 3yrs experience with relevant trade certification provided. (6 Points)

Artisan Welder 2 10%

2 Point: 2yr experience with relevant trade certification provided. (4 Points)

1 Point: 1yr experience with relevant trade certification provided. (2 points)

0 Point: No submission or irrelevant submission (0 Points)

50%

5 points: 5 yrs experience with relevant certification provided (10 points)

4 Points: 4yrs experience with relevant certification provided (8 points)

3 Points: 3yrs experience with relevant certification provided (6 points)

Artisan painter 3 10%

2 Points: 2yrs experience with relevant certification provided (4 points)

1 Point: 1yr experience with relevant certification provided (2 points)

0 Point: No submission or irrelevant submission (0 points)

5 Points: 5yrs experience with relevant trade certification provided. (10 points)

4 Points: 4yrs experience with relevant trade certification provided (8 points)

3 Points: 3yrs experience with relevant trade certification provided (6 points)

Artisan builder 10%

2 Points: 2yrs experience with relevant trade certification provided (4 points)

1 Point: 1yr experience with relevant trade certification provided (2 points)

0 Point: No submission or irrelevant submission (0 points)

Request For Quotation SCM_2023

5 points :5 yrs experience with relevant trade certification provided (10 points)

4 Points: 4yrs experience with relevant certification provided (8 points)

3 Points: 3yrs experience with relevant certification provided (6 points)

Multi-skilled artisan 10%

2 Points: 2yrs experience with relevant certification provided (4 points)

1 Point: 1yr experience with relevant certification provided (2 points)

0 Point: No submission or irrelevant submission (0 points)

PS = 80 (1 − Pt−Pmin)

Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

Points awarded for specific goals

3.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement

Regulations, preference points must be awarded for specific goals stated in the tender.

For the purposes of this tender the tenderer will be allocated points based on the goals

stated in table 1 below as may be supported by proof/ documentation stated in the

conditions of this tender:

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

Note to tenderers: The tenderer must indicate how they claim points for each preference

point system.)

Number of points Number of points Evidence

claimed (80/20 allocated

The specific goals allocated points in system)

terms of this tender (80/20 system) (To be completed

(To be completed by by the tenderer)

the organ of state)

B-BBEE Level 1 or 2 10 Sworn Affidavit or B-

BBEE Certificate

issued by a SANAS

approved agency

EME or QSE at least 51% owned by 10 Certified copies of ID

black owned Documents of the

Owners

Request For Quotation SCM_2023

Section 4

Pricing and delivery schedule

Respondents are required to complete the attached Pricing Schedule

1 Prices must be quoted in South African Rand, inclusive of all applicable taxes.

2 Price offer is firm and clearly indicate the basis thereof.

3 Pricing Bill of Quantity is completed in line with schedule if applicable.

4 Cost breakdown must be indicated.

5 Price escalation basis and formula must be indicated.

6 To facilitate like-for like comparison bidders must submit pricing strictly in accordance with this price

schedule and not utilise a different format. Deviation from this pricing schedule could result in a bid being

declared non-responsive.

7 Please note that should you have offered a discounted price(s), PRASA will only consider such price

discount(s) in the final evaluation stage on an unconditional basis.

8 Respondents are to note that if price offered by the highest scoring bidder is not market related, PRASA

may not award the contract to the Respondent. PRASA may:

9 negotiate a market-related price with the Respondent scoring the highest points;

10 if that Respondent does not agree to a market-related price, negotiate a market-related price with the

Respondent scoring the second highest points;

11 if the Respondent scoring the second highest points does not agree to a market-related price, negotiate

a market-related price with the Respondent scoring the third highest points;

12 If a market-related price is not agreed with the Respondent scoring the third highest points, PRASA must

cancel the RFQ.

I / We ______________________________________________________________ (Insert Name of

Bidding Entity) of __________________________________________________________________

________________________________________________________________________________

code _________________

(Full address) conducting business under the style or title

of:__________________________________________________________________ represented by:

____________________________________________________________________ in my capacity

as:____________________________________________________________________ being duly

authorised, hereby offer to undertake and complete the above-mentioned work/services at the prices

quoted in the bills of quantities / schedule of quantities or, where these do not form part of the contract, at

a lumpsum, of R _______________________________________________(amount in

numbers);___________________________________________________________________________

_________________________________________________________ (amount in words) Incl. VAT.

Request For Quotation SCM_2023

DELIVERY PERIOD: Suppliers are requested to offer their earliest delivery period possible.

Delivery will be effected within ............. working days from date of order. (To be completed by Service

provider).

Request For Quotation SCM_2023

Section 5

PRASA general conditions of purchase

General

PRASA and the Supplier enter into an order/contract on these conditions to supply the items

(goods/services/works) as described in the order/contract.

Conditions

These conditions form the basis of the contract between PRASA and the Supplier. Notwithstanding

anything to the contrary in any document issued or sent by the Supplier, these conditions apply except as

expressly agreed in writing by PRASA.

No servant or agent of PRASA has authority to vary these conditions orally. These general conditions of

purchase are subject to such further special conditions as may be prescribed in writing by PRASA in the

order/contract.

Price and payment

The price or rates for the items stated in the order/contract may include an amount for price adjustment,

which is calculated in accordance with the formula stated in the order/contract.

The Supplier may be paid in one currency other than South African Rand. Only one exchange rate is

used to convert from this currency to South African Rand. Payment to the Supplier in this currency other

than South African Rand, does not exceed the amounts stated in the order/contract. PRASA pays for the

item within 30 days of receipt of the Suppliers correct tax invoice.

Delivery and documents

The Supplier’s obligation is to deliver the items on or before the date stated in the order/contract. Late

deliveries or late completion of the items may be subject to a penalty if this is imposed in the order/contract.

No payment is made if the Supplier does not provide the item as stated in order/contract.

Where items are to be delivered the Supplier:

Clearly marks the outside of each consignment or package with the Supplier’s name and full details of the

destination in accordance with the order and includes a packing note stating the contents thereof; On

dispatch of each consignment, sends to PRASA at the address for delivery of the items, an advice note

specifying the means of transport, weight, number of volume as appropriate and the point and date of

dispatch; Sends to PRASA a detailed priced invoice as soon as is reasonably practical after dispatch of

the items, and states on all communications in respect of the order the order number and code number (if

any).

Request For Quotation SCM_2023

Containers / packing material

Unless otherwise stated in the order/contract, no payment is made for containers or packing materials or

return to the Supplier.

Title and risk

Without prejudice to rights of rejection under these conditions, title and risk in the items passes to PRASA

when accepted by PRASA.

Rejection

If the Supplier fails to comply with his obligations under the order/contract, PRASA may reject any part of

the items by giving written notice to the Supplier specifying the reason for rejection and whether and within

what period replacement of items or re-work are required.

In the case of items delivered, PRASA may return the rejected items to the Supplier at the Supplier’s risk

and expense. Any money paid to the Supplier in respect of the items not replaced within the time required,

together with the costs of returning rejected items to the Supplier and obtaining replacement items from a

third party, are paid by the Supplier to PRASA.

In the case of service, the Supplier corrects non-conformances as indicated by PRASA.

Pt−Pmin

Ps= 80(1− )

Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

4. Points awarded for specific goals

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations,

preference points must be awarded for specific goals stated in the tender. For the purposes of

this tender the tenderer will be allocated points based on the goals stated in table 1 below as may

be supported by proof/ documentation stated in the conditions of this tender:

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

Note to tenderers: The tenderer must indicate how they claim points for each preference

point system.)

Number of points Number of points Evidence

claimed (80/20 allocated

system)

The specific goals allocated (80/20 system)

points in terms of this tender (To be completed

(To be completed by the tenderer)

by the organ of

state)

B-BBEE Level 1 or 2 10 Sworn Affidavit or