Request for quotation (RFQ) for mast pole stenciling for gauteng region.

Request for quotation for mast pole stenciling for the Gauteng region. The work involves stenciling mast poles (both sides) – measuring distances between approximately 1350 poles, surface preparation, applying white background paint, and black mast numbers.

Closing date: 19 August 2026 at 10:00 CAT.

No briefing session or site visit is scheduled – the certificate of attendance is marked N/A.

Validity period: 90 working days from closing date.

Procurement enquiries: Cry Monene – Tel: 011 013 0110, Email: [email protected].

Submission address: Ground Floor Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein.

Bidder complaints: [email protected].

Bidders must hand-deliver the quotation in a sealed envelope to Ground Floor Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein, before the closing time. No email or fax submissions will be accepted. Late quotations will be disqualified.

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

• SBD 1 (Invitation to Bid): covers bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at PRASA, including disclosure of Politically Exposed Persons (PEPs) and Prominent Influential Persons (PIPs).
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE preference points under the 80/20 system.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Completed Pricing and Delivery Schedule (Section 4) and Bill of Quantities / Pricing Schedule (Section 10).
• COIDA letter of good standing.
• Valid SARS Tax Compliance PIN or CSD number.
• Signed and completed RFQ document and all SBD forms.
• Joint Venture, Consortium or Subcontract agreement (if applicable), signed by all parties.

Failure to provide any mandatory returnable document (Pricing Schedule and BOQ) at closing will result in automatic disqualification.

RETURNABLE DOCUMENTS ... Mandatory Returnable Documents ... Failure to provide these Mandatory Returnable forms at the Closing Date and time of this RFQ will result in a bidder’s disqualification

Three-stage evaluation:

• Stage 1 (Compliance): Stage 1A requires submission of the Pricing and Delivery Schedule and BOQ – failure disqualifies immediately. Stage 1B includes the signed RFQ, SBD forms, COIDA letter, SARS PIN, CSD number, and any JV/consortium agreement; missing items may be requested within three working days, but non-compliance then leads to disqualification.
• Stage 2 (Technical/Functionality): minimum threshold of 70%. Scoring: Organisational experience (40 points) based on up to 5 similar railway infrastructure projects (mast numbering, asset marking, stencilling, painting) completed in the last five years. Qualifications and experience of Key Staff (40 points) – a Flagman and Safety Officer; average experience of the two key personnel is scored from 0 (<5 years) up to 40 points (≥15 years). Project programme / work plan (20 points) – an MS Project schedule covering the 12-week duration, resource allocation, critical path, and safety measures; scored from 0 to 20.
• Stage 3 (Price and Specific Goals): Price scores 80 points using the 80/20 formula. Specific Goals (20 points): Black youth owned (10 points) – provide certified ID, CIPC or CSD number; EME or QSE 51% Black Owned (10 points) – provide audited financials, B-BBEE certificate or affidavit.

PRASA may apply objective criteria to award to a bidder other than the highest scorer, and may split the award.

Scope: Mast pole stenciling for approximately 1350 mast poles in the Gauteng region. Work includes:

• Measuring the distance between poles and obtaining kilometre points.
• Surface preparation.
• Applying white background paint.
• Applying black mast numbers on both sides of each mast.

The detailed scope of work is stated to be attached separately but is not included in the document.

Organisational experience: Bidders must submit details of up to five successfully completed similar projects in railway infrastructure identification, mast numbering, asset marking, stencilling, painting or related maintenance work over the last five years. For each project provide: appointment letter or purchase order, description, client name and contact (email and office number), start and end dates, extension of time (if any), contract value inclusive of VAT, and a completion certificate or client letter confirming successful completion. Points are awarded: 0 for none, 8 points for one, 16 for two, 24 for three, 32 for four, 40 for five.

Key staff: The bidder must provide detailed CVs for a Flagman (SP) and a Safety Officer. Qualifications must be railway-related (not road), SAQA-accredited, and copies certified by a commissioner of oath (stamp dated within three months of closing). Experience is scored on the average experience of the two key personnel: <5 years = 8 points, 5 to <8 = 16, 8 to <10 = 24, 10 to <15 = 32, ≥15 = 40. If fewer than two candidates are submitted, the bidder is disqualified.

Bidders must complete the Pricing and Delivery Schedule (Section 4) and the Bill of Quantities / Pricing Schedule (Section 10). The BOQ has one line: mast pole stenciling (both sides) for 1350 poles, including measuring distance, surface preparation, white background paint, and black mast numbers. Bidders fill in the rate and total amount, then calculate VAT at 15% and the grand total inclusive of VAT. Prices must be in South African Rand, inclusive of all taxes, and fixed. Deviations from the prescribed format may result in the bid being declared non-responsive. PRASA may notify bidders of arithmetic errors in the BOQ to obtain clarity.

Prices must be quoted in South African Rand, inclusive of all applicable taxes, on a fixed price basis.

Bidders must complete the Pricing and Delivery Schedule (Section 4) and the BOQ/Pricing Schedule (Section 10). The BOQ lists a single line item: mast pole stenciling for 1350 poles, with unit rates, total excluding VAT, VAT (15%), and grand total including VAT to be filled in.

PRASA may negotiate a market-related price with the highest scoring bidder, and if no agreement is reached, may proceed to the next ranked bidder or cancel.

Unconditional price discounts will be considered only in the final evaluation stage.

Deviation from the prescribed pricing schedule may render the bid non-responsive.

Mandatory registrations:

• Central Supplier Database (CSD) registration – provide CSD number.
• Valid SARS Tax Compliance PIN or TCS certificate.
• COIDA letter of good standing.

Required forms (each to be completed, signed and submitted):

• SBD 4 (Declaration of Interest): discloses state employment, relationships with the procuring institution, and any PEP/PIP connections.
• SBD 6.1 (Preference Points Claim Form): claims specific goals points.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Authority to sign / Board Resolution: proves signatory is authorised to bind the bidder.

Bidders must not be persons in the service of the state, nor have directors or members who are.

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Subcontracting requires PRASA’s prior approval.

B-BBEE preference points are scored under Specific Goals (20 points total): Black youth owned (10 points) – provide certified ID of owners/directors, or CIPC, or CSD number. EME or QSE 51% Black owned (10 points) – provide audited annual financials, B-BBEE certificate or affidavit, and certified ID or CIPC or CSD number. The 80/20 preference point system applies (80 points for price, 20 for specific goals).

The project programme must include activities showing safety measures to be taken. The bidder must designate a Safety Officer as key staff. The work involves mast pole stenciling, which requires working at height and in a railway environment. No specific OHS plan or separate health and safety specification is provided in the document.

The contract will be with PRASA, not with any subcontractor. Subcontracting requires PRASA’s prior written approval. The successful bidder (not the subcontractor) remains liable for performance.

The supplier warrants that goods/services are fit for purpose and free from defects for one year from acceptance (or as stated in the order).

The supplier indemnifies PRASA against claims arising from the supplier’s negligence, defective design, materials, workmanship, or breach of statutory duty.

The contract is governed by South African law, with non-exclusive jurisdiction of South African courts.

PRASA may cancel the contract if information provided by the bidder is later proved incorrect.

If the preferred bidder fails to sign or commence the contract within a reasonable period, PRASA may award to the next ranked bidder.

The successful bidder may only enter a subcontracting arrangement with PRASA’s prior approval. PRASA may apply objective criteria to award to a bidder other than the highest scorer, such as negative track record, need to spread awards, or specialized nature of services. PRASA may split the award to more than one service provider if the services are capable of being split.

Bidders must register on the Central Supplier Database (CSD) and provide a CSD number or valid SARS Tax Compliance PIN. Bidders must not be persons in the service of the state. The bid response must be enclosed in a sealed envelope and hand-delivered to the correct address before the closing time.

Stage 1 – Compliance (Stage 1A: mandatory documents – Pricing Schedule and BOQ; Stage 1B: other mandatory documents – signed RFQ, SBD forms, COIDA, SARS PIN, CSD, JV/consortium agreement). Stage 2 – Technical/Functionality (minimum 70% threshold): organisational experience (40 points), key staff qualifications (40 points), project programme (20 points). Stage 3 – Price (80 points) and Specific Goals (20 points). PRASA may apply objective criteria and may split the award.