PRASA western cape: HVAC & air conditioning maintenance contract (24 months, CIDB 3me+)

• Closing date for bid submission: 07 August 2026 at 12:00.
• Compulsory briefing session: 17 July 2026 at 10:00, venue: Cape Town Station (Shosholoza Mely waiting area).
• Closing date for questions: 22 July 2026.
• Closing date for responses to questions: 24 July 2026.
• Bid validity period: 90 working days from the closing date; PRASA may request an extension.
• Other evaluation and contract milestones (e.g., appointment, negotiations) are to be announced (TBA).

• For RFP queries before closing: Submit RFP Clarification Form to [email protected] by 22 July 2026.
• After closing date, contact the Bid Secretariat at telephone 021 818 7276 or email [email protected].
• Complaints regarding the bid process: Email [email protected] with bid details and supplier information.
• Submission/delivery address: PRASA Tender Drop Off Office, 3 Old Marine Drive, Cape Town, 8000.

• Submit your bid in two sealed envelopes/boxes: Volume 1 (Technical, compliance, Specific Goals) and Volume 2 (Financial Proposal only).
• Volume 2 must contain Tender Form C and the Price schedule.
• Deliver the sealed bid to: PRASA Tender Drop Off Office, 3 Old Marine Drive, Cape Town, 8000.
• Ensure the outer envelope is addressed with RFP No: WCR/07/06/2026 and the bid description.
• Closing date and time: 07 August 2026 at 12:00. Late submissions will be disqualified.
• Include one original response; copies and an electronic version on a memory card/external drive are allowed.
• All documents must be in English, A4 format, neatly bound, and signed by an authorised person.
• Non-original documents must be certified as true copies by a Commissioner of Oaths.
• Mandatory returnable documents include: TENDER FORM (PRICING SCHEDULE) Form C, SBD 4 Bidder’s Disclosure, SBD 6.1 Preference Points Claim Form, Pricing Schedule Annexure C.
• Failure to provide mandatory documents may lead to disqualification.

CIDB grading 3ME or higher; valid tax compliance status (TCS PIN); CSD registration; B-BBEE certification; attendance at compulsory briefing session; ability to provide 24/7 service with 2-hour response; compliance with OHS Act, Railway Safety Regulator Act, SANS standards; submission of all mandatory returnable documents; no conflict of interest or prior restrictions with PRASA.

• Scope: Provide maintenance, servicing, and repairs of air conditioners, refrigeration, and HVAC systems for PRASA facilities in the Western Cape region on an 'as and when' basis for 24 months.
• Service includes: Stations, depots, signal equipment rooms, offices (over 124 locations).
• Key tasks: Cleaning coils, checking refrigerant, cleaning filters, electrical inspection, drain line cleaning, thermostat calibration, performance testing, dual unit operation checks.
• Install or repair systems as per maintenance plans; provide quotations for replacement of beyond-repair units.
• Fault response: Available 24/7, respond within 2 hours to fault calls; includes troubleshooting, component repair/replacement, gas top-up, leak repairs.
• Standards: Comply with all relevant legislation including Occupational Health and Safety Act, Railway Safety Regulator Act, SANS standards for building regulations, wiring, energy efficiency, air conditioners, ductwork.
• Quality: All workmanship must be of highest quality, conform to legislation, and be inspected by PRASA before payment.
• Site access: No work without a site access certificate; contractor employees must undergo compulsory induction.
• Warranties: Minimum 36-month warranty on installations; minimum 6-month warranty on repairs.
• Reporting: Submit written reports detailing work done, problems, inspection results, and fault priorities.
• Spare parts: Maintain sufficient OEM or equivalent spares; provide list of attainable parts.
• Availability: Contractor must be available 24 hours/day, 7 days/week, 365 days/year.

• Submit one original bid response; copies and electronic version on memory card/external drive allowed.
• Ensure bid response follows the structure of the RFP document.
• Sign all forms using preferably black ink pen.
• Certify non-original documents as true copies by a Commissioner of Oaths.
• Submit in English, A4 format; graphic illustrations may not exceed A3.
• Neatly and functionally bind responses, preferably by sections.
• Original response must be signed by a person authorised by each consortium member and subcontractor; include proof of authorisation.
• Bid formulation should be clear, concise, and follow a clear methodology explained in an executive summary.

• Key service tasks: Cleaning evaporator and condenser coils, checking and topping up refrigerant levels, cleaning filters, electrical inspection, drain line cleaning, thermostat calibration, operational performance testing, checking and setting dual unit operation.
• Provide quotations for removal, supply, installation, commissioning, and disposal of beyond-repair units.
• 24/7 fault-finding and repair support.
• All services subject to inspection by PRASA before payment; payment may be delayed for non-compliant services.
• Compliance with regulations including Machinery and Occupational Safety Act, SANS standards for building regulations, wiring, energy efficiency, air conditioners, ductwork.
• Contractor must conduct complete inspections and submit assessment reports detailing maintenance/repair requirements.
• Availability requirement: Contractor must be available 24/7.
• Maintenance reports must highlight type of work done, problems experienced, inspection results, faults found and their priority.
• Audits and quality control: Submit quotations for corrective work and correct/repair upon approval.

• PRASA may disqualify late submissions, request additional documents, withdraw RFP, award contract at any time after closing, make no award, validate bidder information, request financial statements, and not accept bid rate changes after closing.
• Pricing and delivery schedule details are in Section 3 of the RFP.
• Submit financial proposal separately in Volume 2 (sealed envelope) containing Tender Form C and Price schedule.
• Pricing must be disclosed as per the pricing schedule.
• Performance and bid bonds are applicable where indicated.
• PRASA reserves the right to negotiate market-related prices with the highest-scoring bidder.

• Submit financial proposal separately in Volume 2 (sealed envelope) containing Tender Form C and Price schedule.
• Pricing must be disclosed as per the pricing schedule.
• Performance and bid bonds are applicable where indicated.
• PRASA reserves the right to negotiate market-related prices with the highest-scoring bidder, and if unsuccessful, with subsequent bidders.
• PRASA may request annual financial statements or other documentation for due diligence.
• No changes to bid rates are accepted after closing date or award, unless contract specifically allows.
• All bid preparation costs are borne by the bidder; no reimbursement will be made.

• Mandatory registration on National Treasury’s Central Supplier Database (CSD); provide supplier number.
• Tax compliance is mandatory; provide Tax Compliance Status (TCS) Pin.
• Compliance with all applicable tax legislation (Income Tax Act, VAT Act) is required.
• Foreign bidders must also comply with tax requirements.
• For consortia/JVs, each party must be CSD registered and tax compliant.
• Submit SBD 1 as an essential returnable document.
• B-BBEE requirements apply; submit SBD 6.1 Preference Points Claim Form.
• Joint ventures or consortia with B-BBEE entities must submit a signed agreement or written confirmation of intent, detailing percentage split and responsibilities.
• Compliance with all relevant laws and regulations is required.

• Compliance with Occupational Health and Safety Act, Railway Safety Regulator, and other statutory requirements is mandatory.
• Site Access Certificate required before work commences; issued upon approval of contractor’s health and safety file and programme by Risk Officer.
• Contractor’s employees must undergo compulsory induction provided by PRASA.
• Works in signal equipment rooms/ICT rooms must always be carried out under supervision of a delegated PRASA official.
• PRASA may issue written warnings for non-compliance with specifications; after two warnings, contract may be terminated.
• Contractor must be available 24/7 for emergency responses.
• Maintenance tasks include checking all electrical connections, control and safety functions.

• PRASA disclaims liability for accuracy or completeness of information in the RFP.
• Confidentiality: Bidders must keep confidential information provided by PRASA confidential and not disclose to third parties without prior written consent.
• PRASA reserves the right to modify, withdraw, or amend the RFP at any time without liability.
• PRASA may reject non-compliant proposals, disqualify late submissions, request additional documents, withdraw the RFP, award a contract at any time after closing, make no award, validate bidder information, request financial statements, and not accept bid rate changes after closing.
• Contract warranties: Minimum 36-month warranty on installations, minimum 6-month warranty on repairs.
• PRASA may issue written warnings for non-compliance; after two warnings, contract may be terminated.
• All works in signal/ICT rooms must be under supervision of a delegated PRASA official.

• Evaluation methodology is outlined in Section 5 of the RFP.
• Preference points will be awarded according to the Preferential Procurement Policy Framework Act (PPPFA).
• Bidders must submit SBD 6.1 Preference Points Claim Form.
• Specific Goals are part of the evaluation process.
• Technical/functional response will be assessed against the scope of work requirements.
• All workmanship must be of the highest quality and in line with best practices.