Sand management and maintenance services at simons town railway station — 24-month as-and-when-required contract

This document is a clarification form (Annexure 5) for RFP 02/2026/CTN/INFRA: As and when required Sand Management and maintenance at Simons Town for a period of 24 months. It provides a template for bidders to submit questions (reference number, discipline, question, asked by, date received).

Scope: As and when required sand management and maintenance at Simons Town for a period of 24 months.

Closing date and time: 30 October 2026 at 12:00

Compulsory briefing: 14 October 2026 at 11:00 — Boardroom 163, Infrastructure Department, 12 Liesbeeck Parkway, Salt River, Cape Town, 7925

Tender documents available from: 7 October 2026 on National Treasury e-tender website

NIP contract reporting deadline: 5 working days after award (if contract > R10 million)

Compulsory tender briefing:

• Date: 14 October 2026
• Time: 11:00 (no late entry allowed)
• Venue: Boardroom 163, Infrastructure Department, 12 Liesbeeck Parkway, Salt River, Cape Town, 7925
• Non-attendance results in disqualification
• Attendance certified via Form D (Site Inspection Certificate)
• Bids only made available to bidders who attended briefing

SCM enquiries:

• Contact: Adriana Hagen
• Role: Procurement contact
• Email: [email protected]
• Telephone: 021 818 7492 / 082 378 3335

Submission address:

PRASA

No. 3 Old Marine Drive

Opposite Neotel Building

Cape Town

8000

Briefing venue:

Boardroom 163

Infrastructure Department

12 Liesbeeck Parkway

Salt River

Cape Town

7925

NIP programme contact (DTI):

• Contact: Dr Tebogo Makube
• Email: [email protected]
• Telephone: (012) 394 3927
• Address: Private Bag X84, Pretoria, 0001

Submission method: Physical delivery to PRASA, No. 3 Old Marine Drive, Opposite Neotel Building, Cape Town, 8000

Closing: 30 October 2026 at 12:00 — late bids not accepted

Compulsory briefing: 14 October 2026 at 11:00 at Boardroom 163, Infrastructure Department, 12 Liesbeeck Parkway, Salt River, Cape Town, 7925 — non-attendance disqualifies bidder; no late entry allowed

Tender documents available from 7 October 2026 on National Treasury e-tender website

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

• FORM A: Invitation to Bid — cover page with bidder details and signed offer
• FORM B: Terms and Conditions for Bidding — acceptance of bidding rules
• FORM D: Site Inspection Certificate — confirms attendance at compulsory briefing
• FORM E: Statement of Works Successfully Carried Out — reference projects with client, nature, period, value
• FORM F: Security Screening Form — company/director details, criminal/civil declarations, banking details, PSIRA registration if security provider
• FORM G: Acknowledgment — certifies information true and correct
• FORM H: Special Conditions: Funding Contingency — acknowledges award subject to budget availability
• SBD 4: Bidder's Disclosure — declares state employment, relationships with PRASA staff, related enterprises, PEP/PIP status
• SBD 5: National Industrial Participation Programme — mandatory signature; triggers NIP obligations if imported content ≥ US$10 million
• SBD 6.1: Preference Points Claim — claims B-BBEE/specific goals points with supporting proof

Proof of authority to sign (board resolution) required

CSD registration and valid SARS tax compliance status (TCS PIN) mandatory

Each consortium/joint venture party must submit separate TCS PIN/CSD number

Preference point system: 80/20 (price 80 points, specific goals 20 points) for contracts up to R50 million; 90/10 for contracts above R50 million — final system determined by lowest acceptable tender received

Price points formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin) for 80/20 system

Specific goals points claimed via SBD 6.1 with supporting documentation; failure to submit proof means points not claimed

No minimum qualifying score stated in extracted documents

Mandatory compliance gates:

• Attendance at compulsory briefing (disqualification if absent)
• Valid CSD registration and tax compliance (TCS PIN)
• No state employees, directors or CC members in service of the state
• Completed security screening (Form F) with no undisclosed convictions/judgments/insolvency
• SBD 4 disclosure truthfulness (false declaration disqualifies bid)
• SBD 5 signature (NIP obligations apply if imported content thresholds met)
• Proof of authority to sign submitted

Functionality/technical evaluation criteria not detailed in provided extracts

Scope: As and when required sand management and maintenance at Simons Town

Location: Simons Town, Western Cape

Contract period: 24 months

Nature of work: Sand management and maintenance (railway infrastructure context implied by PRASA)

No detailed technical specifications, quantities, standards or service levels provided in extracted documents — refer to full RFP Volume 2/3 for scope of work, specifications and bills of quantities

National Industrial Participation (NIP) Programme applies if imported content ≥ US$10 million (or equivalent):

• NIP obligation = 30% of imported content
• Performance guarantee to DTI required
• Business concept and detailed plans to be approved by DTI
• Bi-annual progress reports to DTI for 7 years
• Contract reporting to DTI within 5 working days if contract value > R10 million

Funding contingency (special condition):

• Award strictly subject to PRASA securing budget allocation
• PRASA may cancel RFP at any stage prior to award if funding not secured
• PRASA not liable for claims, losses or damages from funding failure
• Bidders waive right to institute proceedings over non-award due to funding

No bid security, bid bond, retention or payment terms specified in extracted documents

Pricing format not detailed — likely schedule of rates or priced bill of quantities (refer to full RFP)

Mandatory eligibility:

• CSD registration (MAAA number)
• Valid SARS tax compliance status (TCS PIN) or CSD number
• No directors, members or partners in service of the state
• Attendance at compulsory briefing (14 Oct 2026)

Returnable compliance documents:

• SBD 4: Bidder's Disclosure — state employment, PRASA relationships, related enterprises, PEP/PIP status
• SBD 5: NIP Programme declaration — mandatory signature
• SBD 6.1: Preference Points Claim — B-BBEE certificate/sworn affidavit for specific goals points
• Form F: Security Screening — company/director details, criminal/civil declarations, banking details, PSIRA registration + good standing letter if security provider
• Proof of authority to sign (board resolution)

B-BBEE: Specific goals points claimed via SBD 6.1; evidence required per revenue threshold (EME ≤ R10m: affidavit; QSE ≤ R50m: certificate/affidavit; >R50m: certificate)

CIDB grading: Not mentioned (likely not applicable)

Local content: NIP obligations triggered by imported content thresholds

Funding contingency clause (Form H):

• PRASA obtained National Treasury approval (PFMA s79) to depart from budget provision requirement
• Budget allocation not yet completed at RFP issuance
• Award strictly subject to PRASA securing funding and confirming sufficient budget
• PRASA may cancel RFP at any stage prior to award if funding not secured
• PRASA not liable for claims, losses or damages from funding failure
• Bidders waive right to institute proceedings over non-award due to funding

NIP obligation process (if triggered):

• Contractor and DTI determine NIP obligation (30% of imported content)
• Sign NIP obligation agreement (between DTI and contractor, excludes PRASA)
• Contractor submits performance guarantee to DTI
• Contractor submits business concept for DTI approval
• Detailed business plans submitted upon concept approval
• Implementation of approved plans
• Bi-annual progress reports to DTI for 7-year period
• Contract reporting to DTI within 5 working days if contract > R10 million

Funding contingency (Form H):

• PRASA obtained National Treasury approval (PFMA s79) to depart from budget provision requirement (PFMA SCM Instruction No. 22 para 8.4)
• Budget allocation not yet completed at RFP issuance
• Award strictly subject to PRASA securing funding and confirming sufficient budget
• PRASA may cancel RFP at any stage prior to award if funding not secured
• PRASA not liable for claims, losses or damages from funding failure
• Bidders waive right to institute proceedings over non-award due to funding
• PRASA undertakes to keep bidders reasonably informed of funding progress

This annexure contains the table of contents for SPK7/1, the PRASA specification for works on, over, under or adjacent to railway lines and near high-voltage equipment. No tender-specific procurement detail is included.

Closing: 30 October 2026 at 12:00

No other dates stated in the document.

Scope: As-and-when-required sand management and maintenance at Simon's Town railway station for 24 months.

Key operational constraints:

• All work on, over, under or adjacent to railway lines and near high-voltage equipment.
• Work may only proceed under Total Occupation (no trains), Occupation Between Trains, or under a Work Permit for dead electrical equipment.
• Occupation or work permit requests must be submitted to the Engineer at least 21 days in advance.
• PRASA may cancel or reduce any occupation or work permit at any time; costs borne by contractor unless cancelled with less than 2 hours' notice (limited reimbursement for direct losses only, claim within 14 days).

Material stacking:

• Minimum 3 metres from centre line of any railway line.
• Minimum 2.5 metres from boundary fence (unless Engineer approves otherwise).

Excavation:

• No encroachment on hatched formation area without Engineer approval.
• Shoring drawings required for excavations under or adjacent to railway lines.
• Contractor bears all shoring, dewatering and drainage costs.

Falsework:

• Design drawings signed by a registered professional engineer required before erection.
• Erection certificate from registered professional engineer required before loading.

Blasting:

• Written Engineer permission required; 21 days' notice.
• Only permitted between trains when within 500 metres of railway line.
• Engineer-appointed controller with railway station communication authorises each blast.
• Pre-blast condition survey of nearby structures required; contractor liable for damage.
• Written landowner clearance required after completion.

Temporary level crossings:

• Written application to PRASA maintenance/operating contractor with plan and cross-section.
• Contractor bears full construction and removal cost via nominated specialist subcontractor.
• Includes all signage, height gauges, communication/power/signal alterations, drainage.
• If ordered, contractor must appoint traffic controllers to stop road traffic when train within 750 m.

Ancillary equipment:

• No disconnection, removal or interference with signals, axle counters, bonds, wiring, points machines, drainage without Engineer's consent.
• No conductive material to contact between rails where track circuits exist.

Train delay penalties:

• Avoidable delays attract penalties per Special Conditions of Contract.

High-voltage electrical equipment (exceeding 1 000 volts):

• Minimum approach distance: 3 metres from live exposed equipment (body, tools, materials, plant, loads).
• All equipment regarded as live unless valid work permit in force.
• Electrical Officer (Contracts) approval required before any work within 3 metres.
• Barriers and safety precautions at contractor cost unless otherwise agreed.

Work on buildings/structures within 3 metres of live HV equipment:

• Electrical Officer (Contracts) must set conditions before work starts.
• Shuttering may serve as barrier if extending 2.5 m above working level (piers/abutments/retaining walls) or 1.5 m (parapets).

Rolling stock and loading:

• No standing on platforms above normal access levels; hands/equipment must not be raised above head height.
• Long materials (pipes, reinforcing bars) to be carried horizontally below head height.

Equipment restrictions near HV:

• Measuring tapes: no part within 3 metres; increase distance in wind.
• Survey staves/rods over 2 metres: non-conducting material only, approved by senior Electrical Engineer, not used in rain/wet conditions within 3 metres.
• Portable ladders over 2 metres: base must exceed fully extended length plus 3 metres from live equipment.
• Construction plant/cranes: Electrical Officer (Contracts) consultation required; non-metallic hand lines for load control; earthing may be required; supervision by Authorised Person at contractor cost.

Water:

• No water jets if contact with live HV equipment or workers on such equipment possible.

Traction return circuits:

• Permanent rail bonds must not be broken without 21 days' written notice to Engineer.
• Electrical Officer (Contracts) must approve any work affecting traction return circuits.

Rail trolleys:

• Engineer approval required; contractor bears all costs including train protection.

Traffic control at temporary level crossings:

• If ordered by PRASA maintenance/operating contractor, contractor bears cost of appointing controllers.
• Controllers must stop all road traffic when any approaching train is within 750 metres of the level crossing.
• Road traffic may not proceed until lines are clear.

Temporary level crossings:

• Application to PRASA maintenance/operating contractor in writing with plan and cross-section.
• Construction by nominated specialist subcontractor at contractor cost; includes signage, height gauges, communication/power/signal alterations, drainage.
• Inspection and approval by PRASA maintenance/operating contractor required.
• Removal and reinstatement to normal at contractor cost after use.
• Traffic control persons required if ordered: stop road traffic when train within 750 m; do not allow passage until lines clear.

Mandatory registrations and certifications:

• CSD registration (implied for all government tenders).
• Valid tax compliance status.

Safety and legal compliance:

• Occupational Health and Safety Act and Regulations.
• Explosives Act and Regulations.
• Compensation for Occupational Injuries and Diseases Act.
• Mines Health and Safety Act.
• Environmental Management Act.
• Electrical Safety Instructions (Spoornet/PRASA publication).

Safety Case:

• Contractor must prepare and submit a Safety Case explaining its Safety Management System to PRASA's maintenance and operating contractor for acceptance.
• Site access certificate will not be issued until the Safety Case is accepted.
• Site access certificate required before commencement of any work.
• Contractor bears full cost of all compliance.

Personnel qualifications:

• Responsible Representative: specifically trained, holds certificate, available 24/7 for emergency call-out. Must be conversant with SPK7/1 and Electrical Safety Instructions.
• Authorised Person: specially authorised with certificate/letter of authority for duties under Electrical Safety Instructions.
• Flagmen and protection personnel: Transnet accreditation required; training cost borne by contractor.

B-bbee:

• Minimum level: 9 (from extractor; no further detail in document).

No CIDB grading mentioned.

No local content percentage stated.

No professional body registrations stated.

Key safety roles:

• Authorised Person: specially authorised with certificate/letter of authority per Electrical Safety Instructions.
• Responsible Representative: trained, certified person in charge of supervising staff working on/near railway lines and HV equipment.
• Electrical Officer (Contracts): appointed in writing by PRASA's Electrical Engineer; consult on all electrical safety matters.

Occupation and permit management:

• Work during Total Occupation, Occupation Between Trains, or under Work Permit only.
• Requests to Engineer at least 21 days ahead; no guarantee of grant.
• PRASA may cancel or reduce any occupation/permit anytime.
• Less than 2 hours cancellation notice: limited reimbursement for direct losses, claim within 14 days with full labour/plant details, Engineer certifies no alternative work available.
• Written confirmation of occupation date, time, duration and conditions required before starting.
• Work permit: Responsible Representative signs portion C before start (acknowledging work limits) and portion D after completion/cancellation (acknowledging equipment to be made live).

Site safety:

• Temporary works must not encroach minimum clearances in Permanent Way Instructions and Electrical Safety Instructions.
• Material stacking: 3 m from railway centre line, 2.5 m from boundary fence (Engineer approval needed otherwise).
• Excavation: establish no underground services before pegging/digging; report damage immediately; report uncharted services for as-built drawings.
• Falsework: registered professional engineer design and erection certificates required.
• Blasting: Engineer permission, 21 days notice, between trains only within 500 m, controller with station communication, pre-blast survey, landowner clearance, proof of Explosives Regulations compliance.

Legislative compliance:

• OHS Act, Explosives Act, COIDA, Mines Health and Safety Act, Environmental Management Act, Electrical Safety Instructions.
• Safety Case required for acceptance before site access certificate issued.
• Contractor assumes full employer responsibility under OHS Act for site duration.
• All compliance costs borne by contractor.

High-voltage safety:

• Regard all HV equipment as live unless work permit in force.
• 3 metre minimum approach to live exposed HV equipment.
• Electrical Officer (Contracts) approval required before work within 3 metres.
• Barriers and precautions at contractor cost unless agreed otherwise.
• No barrier removal without Electrical Officer (Contracts) authorisation.
• Work on buildings/structures within 3 metres: Electrical Officer sets conditions.
• Rolling stock: no raised hands/equipment above head height; long materials horizontal below head height.
• Equipment: non-conducting survey devices over 2 m only with senior Electrical Engineer approval, not in rain; ladder base > extended length + 3 m from live equipment.
• Construction plant: Electrical Officer consultation; earthing and Authorised Person supervision at contractor cost; non-metallic hand lines for crane loads.
• Water: no jets contacting live HV or workers on HV equipment.
• Traction returns: no bond breaking without 21 days notice; Electrical Officer approval for rail circuit work.
• Blasting near HV: Electrical Officer permission, 21 days notice, Authorised Person attendance if required.

Contractor representatives:

• At least one Responsible Representative must be nominated and available at any hour for emergency call-out.
• Contractor must provide Engineer with names, addresses and telephone numbers.
• Contractor warrants that the Responsible Representative is fully conversant with SPK7/1 and will comply with all obligations.
• Responsible Representative must keep a copy of the Electrical Safety Instructions for the contract duration.

Scope: As and when required sand management and maintenance at Simons Town for a 24-month period.

Employer: Metrorail, Division of the Passenger Rail Agency of South Africa

Employer physical address: The Regional Manager, Metrorail Western Cape, Room 622A, Propnet Building, 1 Adderley Street, Cape Town

Employer telephone: 021 818 7492

Employer postal address: P.O. Box 5446, Cape Town 8000

Employer's Agent: The Regional Engineer, Perway (Infrastructure)

Agent physical address: The Regional Engineer Infrastructure (Perway), Metrorail Western Cape

Engineer's Representative: Technical Officer

GCC publisher contact: SAICE, Private Bag X2000, Halfway House 1685, Tel: (011) 805 5947, Email: [email protected]

Pricing strategy: Re-measurement contract

Penalty for late completion: R1,500.00 per calendar day

Retention money: 5% of contract sum plus 5% performance bond

Advance on materials not yet built into works: 0% (nil)

Payment of retention money: First half upon Certificate of Completion; second half within 14 days after expiry of defects liability period

Insurance: Plant and materials supplied by employer included in insurance sum up to R150,000.00; professional fees cover: R0.00 (nil); liability insurance limit: R0.00 (nil)

Adjudication board: One member

Contract: General Conditions of Contract for Construction Works, 3rd Edition 2015 (GCC 2015)

Employer: Metrorail, Division of the Passenger Rail Agency of South Africa

Contract period: 24 calendar months excluding non-working days (Sundays, gazetted public holidays outside year-end break, year-end break from mid-December)

Defects liability period: Not applicable

Latent defects liability period: Not applicable

Practical completion: When works meet scope and specifications to employer's satisfaction

Documents required before commencement (within 21 days): Final Health and Safety Programme, Risk Management Report, Initial Programme (Clause 5.6), Security (Clause 6.2), Insurances (Clause 8.6)

Non-working days: Sundays, all gazetted public holidays falling outside year-end break, year-end break commencing mid-December

Penalty for failure to complete: R1,500.00 per calendar day

Retention money limit: 5% of contract sum and 5% performance bond

Advance on materials not yet built: 0%

Payment of retention: First half on Certificate of Completion; second half within 14 days after defects liability period expiry

Insurance sums: Plant/materials supplied by employer: R150,000; professional fees: R0; liability insurance: R0

Adjudication board: One member

Confidentiality: Contractor must treat contract details as private and confidential, no publication or disclosure

Closing date: 30 October 2026 at 12:00

Performance guarantee required from a bank for a maximum amount to be specified in the contract. Guarantee is principal in nature, payable on first written demand without the bank determining validity of the demand. Guarantee expires at 12:00 on the expiry date; claims must be received before expiry. Liability reduces pro rata with each payment. Guarantee is non-negotiable, non-transferable, governed by South African law.

Performance bond terms: The bank guarantees payment up to a maximum aggregate amount (to be inserted) if the applicant fails to fulfil contractual obligations. Liability is principal and not affected by contract alterations. Payment on first written demand without dispute resolution. Guarantee expires at 12:00 on the expiry date; claims must be received before expiry. After expiry, guarantee becomes null and void. Guarantee is non-negotiable, non-transferable, limited to monetary payment. Liability reduces pro rata with each payment. Governed by South African law; South African courts have jurisdiction. Beneficiary's address is domicilium citandi et executandi.