RFP: general building maintenance & repairs (as-needed) for PRASA in western cape – 3-Year contract

PRASA seeks to appoint up to 3 service providers for general building maintenance and repairs on an as-and-when basis over 36 months in the Western Cape region. Services include repairs and maintenance during normal, after-hours, weekends, and public holidays. The contract is performance-based, with fixed pricing for Year 1 and CPI-adjusted rates for Years 2 and 3. Successful bidders must sign a written contract (SBD7) and comply with all PRASA and legal requirements.

Closing date: 15 July 2026 at 12:00 PM. Compulsory tender briefing session: 24 June 2026 at 10:00 AM, Cape Town Station (Shosholoza Meyl Waiting Area). Deadline for RFP clarifications: Before 30 June 2026.

For RFP clarifications, contact: Ntombikhona Lurani, PRASA Western Cape. Email: [email protected]. Copy to: Sourcing Specialist. Submission address: Bid box at the specified street address (refer to Form A).

Submit bids by the closing date and time (15 July 2026, 12:00 PM) to the bid box at the specified street address. Late bids will not be accepted. Bids must be submitted on the official forms provided (not re-typed) or online. Attendance at the compulsory tender briefing session on 24 June 2026 at 10:00 AM at Cape Town Station (Shosholoza Meyl Waiting Area) is mandatory; failure to attend will result in disqualification. Successful bidders must sign a written contract (SBD7) and provide documentary proof of Workmen’s Compensation, Securities, and Insurance within 30 working days of award notification.

Evaluation uses the 80/20 preference point system: 80 points for price (lowest acceptable tender scores highest) and 20 points for specific goals. Price scoring formula: Ps = 80 (1 - (Pt - Pmin) / Pmin), where Ps = points for price, Pt = tender price, Pmin = lowest acceptable tender price. Specific goals (20 points total) include: Black Women Owned (4 points), Black Youth Owned (4 points), QSE 51% Black Owned (4 points), 51% Black Owned (4 points), and B-BBEE Level 2 or better (4 points). Bidders must submit valid B-BBEE certificates, affidavits, or audited financials to claim points. Failure to submit required documentation for specific goals will result in zero points for that category. Bidders must also demonstrate experience in similar works (Form E) and capacity to fulfill contract requirements.

Scope: Provision of general building maintenance and repairs on an as-and-when basis for 36 months in the Western Cape region. Services include: repairs and maintenance during normal working hours (06:00–18:00), after hours and Saturdays (18:00–06:00), Sundays and public holidays. Pricing structure: Lump sum for Year 1 with provisional sum for materials (R540,000), percentage mark-up for materials, and hourly rates for artisans and general workers (normal hours: R900/hour for artisans, R900/hour for general workers; after hours/Saturdays: R350/hour for artisans, R350/hour for general workers; Sundays/public holidays: R150/hour for artisans, R150/hour for general workers; call-out rate: R150). Annual increases for Years 2 and 3 must factor in the Consumer Price Index (CPI). Service Provider must supply all materials, tools, and equipment. Workmanship must meet general and acceptable standards. Weekly inspections and reports required. Compliance with Occupational Health and Safety Act, 1993, and PRASA safety rules mandatory.

Pricing must be submitted in a separate envelope as per Annexure C (Pricing Schedule). Fixed contract price for Year 1, with annual adjustments for Years 2 and 3 based on CPI. Invoices must include VAT number, full supplier details, bank account information, and PRASA vendor number. Payment terms: Invoices submitted per payment schedule in Annexure C. Contract price variations only permitted if PRASA initiates the change and complies with supply chain management processes. Service Provider must demand proof of compliance before effecting any scope changes. Labour salary increments must align with gazetted rates. Public Liability Insurance with a minimum compensation limit is required; proof must be submitted within 7 days of contract signature.

Mandatory registration on the Central Supplier Database (CSD) to upload business registration, directorship/membership/identity numbers, tax compliance status, and banking details. Bidders must provide a valid Tax Compliance Status (TCS) PIN or CSD number. Foreign bidders must have a branch, permanent establishment, or source of income in South Africa unless exempt. Consortia/joint ventures/sub-contractors must each submit separate proof of TCS/PIN/CSD number. Bidders must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers. No previous convictions or pending criminal/civil proceedings against the bidder or its directors. Security screening form (Form F) must be completed. B-BBEE: Minimum Level 2 status required for preference points; submit audited financials, B-BBEE certificates, or affidavits. Workmen’s Compensation, Securities, and Insurance proof required within 30 working days of award.

Pt−P min

Ps = 80 (1 − )

P min

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.2. Formulae for disposal or leasing of state assets and income

Generating procurement

17 | P a g e

Request for proposal (RFP) for the appointment of not more than

3 service providers for the provision of general building

Maintenance and repairs on an as and when basis for a period of

36 months in the western cape region

WCR/01/04/2026

3.2.1. Points awarded for price

A maximum of 80 points is allocated for price on the following basis:

80/20 or

Pt−P max

Ps = 80 (1 + )

P max

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax= Price of highest 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:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states

that, if it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of

state must, in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20

preference point system will apply and that the highest acceptable tender will be used

to determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 preference point system will apply

and that the lowest acceptable tender will be used to determine the applicable

preference point system,

then the organ of state must indicate the points allocated for specific goals for both the 80/20

preference point system.

18 | P a g e

Request for proposal (RFP) for the appointment of not more than

3 service providers for the provision of general building

Maintenance and repairs on an as and when basis for a period of

36 months in the western cape region

WCR/01/04/2026

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

((Note to organs of state: Where the 80/20 preference point system is applicable, corresponding points

must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each preference point system.)

Number of points Number of points

claimed (80/20 Acceptable allocated

system)

The specific goals allocated points Evidence (80/20 system)

in terms of this tender (To be completed

(To be completed by the tenderer)

by the organ of

state)

Black Women Owned Certified copy of ID 4

Documents of the

Owners

Black Youth owned. Certified copy of ID 4

Documents of the

Owners

QSE 51% Black Owned Audited Annual 4

Financials/B-BBEE

Certificate/Affidavit

51 % Black Owned CIPC 4

Documents/B-

Bbee

Certificate/Affidavit

Entities with a B-BBEE Contributor Audited Annual 4

status of a least level 2

Financials/B-BBEE

Certificate/Affidavit

Total 20

Declaration with regard to company/firm

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

19 | P a g e

Request for proposal (RFP) for the appointment of not more than

3 service providers for the provision of general building

Maintenance and repairs on an as and when basis for a period of

36 months in the western cape region

WCR/01/04/2026

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify

that the points claimed, based on the specific goals as advised in the tender, qualifies the

company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof

to the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any

other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result

of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a

result of having to make less favourable arrangements due to such

cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any organ

of state for a period not exceeding 10 years, after the audi alteram

partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

20 | P a g e