Panel of advisors for project management, technical and specialist services (engineering, environmental management, quantity surveying, land and urban planning, transport infrastructure and service rail) – gautrain management agency, 5-Year term

Online compulsory briefing session — 18 September 2026, 10h00–12h00. Attendance is compulsory.

Closing date for submitting questions — 21 October 2026.

Closing date and time for tender submission — 30 October 2026 at 11h00.

Intended completion of evaluation — 26 February 2027.

Intended formal notification of successful bidder — 15 March 2027.

Effective date of contract — 01 May 2027.

The timetable is indicative and subject to change by the GMA.

Online compulsory briefing session — 18 September 2026, 10h00–12h00. Attendance is compulsory. Details for the briefing session are found in the RFP.

Tender queries — Supply Chain Management (SCM) at [email protected].

TendaSwift system problems — IT Helpdesk at [email protected].

All communication must be channelled through TendaSwift.

Submission channel — all bids must be submitted electronically through the TendaSwift system at https://eprocurement.gautrain.co.za/. No physical submissions will be accepted at GMA offices. Bidders should register and be ready to submit at least 48 hours before closing, and complete the full submission at least 5 hours before closing. The system will automatically close at 11h00 on 30 October 2026. Uploads are limited to 50MB per attachment and only PDF files are accepted. Bids left in draft status at the deadline will be treated as non-submission.

Returnable documents — CSD Central Supplier Database report, SBD1(A) and SBD1(B) bidding submission forms, SBD 3.1 Pricing Schedule, SBD 3.2 Pricing Declaration, SBD 4 Declaration of Interest, SBD 6.1 Preferential Points Claim Form, and a Safety, Health and Environment (SHE) declaration. Failure to provide required information may result in disqualification.

Communication — all communication and clarification requests must be channelled through TendaSwift. Bidders may not contact GMA staff or advisors directly on matters pertaining to the bid from advertisement to award; doing so may result in rejection of the bid. Bidders must declare any conflict of interest in SBD 4. The GMA may disregard illegible content in a tender.

Bidders must submit proof of registration on the National Treasury Centralised Supplier Database and all other returnable documents as listed on the Checklist, including the duly completed and signed SBD 6.1 and a valid B-BBEE certificate or affidavit.

Evaluation process — three stages: (1) compliance with solicitation requirements and any pre-qualification or mandatory requirements; (2) functionality evaluation against criteria in Part B (paragraphs 6.4, 6.5 and/or 6.6 of the Terms of Reference); (3) price and preference evaluation under the 80/20 preference point system.

Functionality — weighted 100 points, minimum threshold 75 points. Bids failing to meet this threshold are disqualified from further evaluation.

Price — maximum 80 points, calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the price of the tender under consideration and Pmin is the price of the lowest acceptable tender.

Preference (Specific Goals) — maximum 20 points allocated for B-BBEE status level: Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, non-compliant = 0. To claim preference points, bidders must submit a duly completed and signed SBD 6.1 and a valid B-BBEE certificate or sworn affidavit.

Total points — sum of price points and preference points determines the winning bidder.

Scope — appointment of a panel of advisors to provide project management, technical and specialist services including but not limited to engineering, environmental management, quantity surveying, land and urban planning, transport infrastructure and/or service rail sector, on an as-and-when-required basis for a period of five (5) years.

Appointment — successful service providers will be appointed subject to conclusion of service level agreements with the GMA.

Compliance — bidders must submit a tabulated statement of compliance with the specification in Part B, noting any non-compliance or conditional compliance. Significant variations from the specification will not be viewed favourably unless clearly justified.

Alternative tenders — bidders may submit an alternative proposal, but must also provide a conforming response and clearly identify the alternative as an 'Alternative Tender'.

Innovative solutions — bidders are encouraged to offer innovative options or solutions that may contribute to the GMA's operations in a more cost-effective manner.

Quality requirements — bidders must comply with the specification in Part B and submit a tabulated statement of compliance, noting any non-compliance or conditional compliance. Significant variations from the specification will not be viewed favourably unless clearly justified. Bidders must notify the GMA of any discrepancy, ambiguity, error or inconsistency in the RFP promptly in writing to [email protected].

Pricing schedule — bidders must complete SBD 3.1 Pricing Schedule and SBD 3.2 Pricing Declaration. For alternative proposals, supplementary pricing and costing details must be included to enable the GMA to fully assess the financial impact.

Pricing format — bidders must submit pricing details in the required format as per the terms of reference, using SBD 3.1 Pricing Schedule and SBD 3.2 Pricing Declaration.

Price evaluation — price points are calculated on the total price proposed solution using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).

Alternative proposals — where an alternative tender is submitted, supplementary pricing and costing details must be included to enable the GMA to fully assess the financial impact.

No specific bond, guarantee, or insurance requirements are stated in the available text.

CSD registration — bidders must be registered on the National Treasury Centralised Supplier Database (CSD) and submit proof of registration.

B-BBEE — a valid B-BBEE certificate or sworn affidavit is required to claim preference points, submitted with SBD 6.1.

Returnable forms — SBD 1(A) and SBD 1(B) bidding submission forms, SBD 3.1 Pricing Schedule, SBD 3.2 Pricing Declaration, SBD 4 Declaration of Interest, and a Safety, Health and Environment (SHE) declaration.

Conflict of interest — bidders must declare any possible interest or conflict in SBD 4. Bidders must not engage in collusive or anti-competitive conduct.

Validity — tenders must remain valid for a minimum of 180 days from the closing date.

Safety, Health and Environment (SHE) — bidders must submit a SHE declaration as part of the returnable documents. No further SHE requirements are stated in the available text.

Environmental management — environmental management is one of the specialist service areas for which advisors are sought. No specific environmental requirements are stated in the available text.

Contract formation — no binding contract exists until the GMA executes a formal written contract with the successful bidder. The RFP is an invitation for proposals, not an offer capable of acceptance.

Tender validity — tenders must remain valid and open for acceptance for a minimum of 180 days from the closing date, extendable by written mutual agreement.

Tender conditions — tenders must not be conditional on board approval, due diligence, regulatory approvals, third-party consents, or negotiation of commercial terms; the GMA may disregard any tender subject to such conditions.

Confidentiality — bidders must keep the contents of the RFP and related information confidential and use it only for developing a proposal.

Disclosure — the GMA may publish the names of all bidders within 10 working days after closing if the bid is above R1 million, and on award, the name of the successful bidder, contract price, B-BBEE level, contract number and description.

Governing law — the RFP is governed by the laws of South Africa.

Communication restrictions — bidders may not contact GMA staff or advisors on matters pertaining to the bid from advertisement to award, except through the designated channel (TendaSwift). Unauthorised communication may result in rejection of the bid.

Conflict of interest — bidders must declare any possible interest or conflict in SBD 4. Failure to notify the GMA of a conflict may result in disqualification.

Illegible content — the GMA may disregard any content in a tender that is illegible.

Amendments — the GMA may amend bid conditions, validity period, specifications, or extend the closing date before the closing date.

Costs — the GMA is not liable for any costs incurred by bidders in preparing or lodging their tenders.

Bidders must submit proof of registration on the National Treasury Centralised Supplier Database and all other returnable documents as listed on the Checklist. Tenders must remain valid for a minimum of 180 days from the closing date.

Evaluation follows a three-stage process: compliance, functionality (minimum threshold 75 points), then price and preference under the 80/20 system. The estimated value is below R50 million, so the 80/20 preference point system applies. Technical proposal is weighted 100 points with a threshold of 75 points; price is weighted 80 points; specific goals (B-BBEE) are weighted 20 points.