Vetting services provider for PRASA eastern cape (36-Month contract)

• Closing date: 05.08.2026
• Closing time: 12:00 PM
• No other dates (briefings, site visits, clarification deadlines) are stated in the document.

• Contact person: Simnikiwe Nqulo
• Telephone: 043 700 2331
• Email: [email protected]
• Submission address: Bid Box, No. 8 Station Street, Station Building, East London, 5200
• Complaints email: [email protected]

• Submit bid response documents in a sealed envelope to the bid box at: No. 8 Station Street, Station Building, East London, 5200.
• Bids must be delivered by the closing date and time (05.08.2026, 12:00 PM). Late bids will not be accepted.
• Use only the official forms provided; do not re-type them.
• Complete and sign the Submission Register at the SCM Offices reception when submitting.
• Do not include documents or references relating to any other quotation or proposal.
• Any additional conditions must be in an accompanying letter.
• Changes to quotations after closing date/time will not be considered.
• Quotations must be valid for 60 working days from closing date; may be asked to extend validity.
• Mandatory returnable documents (Stage 1A) must be submitted by closing date/time or bid is disqualified:
• Price Schedule and Pricing and Delivery form (Section 4) completed in full, in the prescribed format.
• Proof of PSIRA registration.
• Signed Submission Register.
• Stage 1B documents (company registration, directors' IDs, tax clearance, CSD number, bank proof, JV/consortium agreement if applicable, all SBD forms) must be available within 7 days of request if award is made.
• Stage 1C documents (audited financials/B-BBEE certificate/affidavit, CIPC documents) are for scoring; if not submitted, score zero for that criterion but no disqualification.
• Failure to comply with any mandatory requirement may render the bid invalid.
• Do not canvass any SCM officer or PRASA employee between closing date and award; disqualification risk.
• Complaints about the bid process: email [email protected] with bid description, reference number, closing date, supplier name, contact details, and detailed complaint.

• SBD4 Bidder's Disclosure must be completed and signed.
• Declare any state employment, relationships with procuring institution employees, interests in related enterprises.
• Must certify independence of bid, no collusion, no disclosure of terms, no involvement in drafting specifications.
• False declarations may lead to disqualification, penalties, restriction from public sector business up to 10 years, or criminal prosecution.

• Evaluation is in two stages: Stage 1 – Compliance Requirements (Stage 1A Mandatory, Stage 1B Other Mandatory, Stage 1C Documents for scoring) and Stage 2 – Price and Specific Goals.
• Stage 1A: Must submit all mandatory documents (see submission guidelines). Failure = automatic disqualification.
• Stage 1B: Must be able to provide basic compliance documents within 7 days of request if award is made; failure to provide may lead to award recall.
• Stage 1C: Non-mandatory documents for scoring; if not submitted, score zero for that criterion but no disqualification.
• Stage 2: Price (80 points) and Specific Goals (20 points) – total 100 points.
• Price scoring uses the 80/20 preference point system: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt = price of tender under consideration, Pmin = price of lowest acceptable tender.
• Specific Goals (20 points):
• EME 51% Black Owned: 10 points (evidence: Audited Annual Financials / B-BBEE Certificate / Affidavit)
• 51% Black Owned: 10 points (evidence: CIPC documents / B-BBEE Certificate / Affidavit)
• Only bidders who comply with Stage 1A will be evaluated further.
• PRASA reserves the right to negotiate a market-related price if the highest scoring bidder's price is not market-related; may negotiate with 2nd or 3rd highest if needed, else cancel RFQ.

• Scope: Provision of vetting services for PRASA in the Eastern Cape region for a period of 36 months.
• Required services:
• Criminal record checks with SAPS
• Academic qualification verification (including Matric)
• Financial credit checks with ITC report (if required)
• Citizenship ID verification with Department of Home Affairs
• Driver's license verification with RTMC / eNaTIS
• Professional association membership verification (including PSIRA, if required)
• Business interest checks with CIPC
• Employment history verification
• Deliverables:
• Clear and concluded reports per candidate
• Turnaround time of 5 to 7 days per report
• Service provider must be reputable and have a minimum of 5 years' experience in the industry.
• Must comply with the POPI Act.

• Service provider must be reputable and have a minimum of 5 years' experience in the vetting industry.
• Must comply with POPI Act.
• Must be able to produce clear and concluded reports per candidate within 5-7 days.

Pricing schedule item: Vetting of one Employee, unit of measure: Each, quantity: 1. Total, VAT 15%, Grand Total to be completed.

• Prices must be quoted in South African Rand, inclusive of all applicable taxes (VAT 15%).
• Price offered must be firm and clearly indicate the basis.
• Complete the Pricing Schedule (Section 8) strictly in the prescribed format – deviation may lead to non-responsiveness.
• Cost breakdown must be indicated.
• Price escalation basis and formula must be indicated.
• Discounts offered will only be considered at final evaluation stage on an unconditional basis.
• If the highest scoring bidder's price is not market-related, PRASA may negotiate a market-related price with the highest, then second, then third highest scoring bidder; if no agreement, RFQ is cancelled.
• Payment terms: PRASA pays within 30 days of receipt of correct tax invoice.
• No payment for containers/packing materials unless stated.
• Delivery period: offer earliest possible; state number of working days from order.

• Tax Compliance:
• Must be tax compliant; submit SARS TCS PIN or CSD number.
• TCS PIN obtained via e-filing (www.sars.gov.za) or submit printed TCS certificate.
• For consortia/JVs/subcontractors, each party must submit separate TCS certificate/PIN/CSD number.
• No bids from persons in service of the state, or companies with directors who are state employees.
• Central Supplier Database (CSD):
• Must be registered on CSD (https://secure.csd.gov.za/). Business cannot be awarded to unregistered suppliers. Foreign suppliers with no local entity are exempt.
• Other compliance:
• Must not be listed on Register for Tender Defaulters or List of Restricted Suppliers.
• Must complete SBD4 Bidder's Disclosure (declaration of state employment, relationships, interests).
• Must comply with POPI Act.
• Must have PSIRA registration (mandatory).
• Company registration documents, directors' ID copies, valid tax clearance (valid on closing date), proof of bank account, JV/consortium agreement if applicable.
• B-BBEE: For specific goals, submit Audited Annual Financials / B-BBEE Certificate / Affidavit and CIPC documents.

• 80/20 preference point system applies (contract value up to R50 million).
• Points: Price 80, Specific Goals 20.
• Specific goals: EME 51% Black Owned (10 points) with evidence: Audited Annual Financials / B-BBEE Certificate / Affidavit; 51% Black Owned (10 points) with evidence: CIPC documents / B-BBEE Certificate / Affidavit.
• Failure to submit proof for specific goals means no points claimed.
• PRASA may require substantiation of claims at any time.
• Fraudulent claims may lead to disqualification, recovery of costs, contract cancellation, restriction from business up to 10 years, or criminal prosecution.

• PRASA General Conditions of Purchase apply.
• Conditions form basis of contract; no oral variations.
• Price may include adjustment formula.
• Payment within 30 days of correct tax invoice.
• Delivery on or before date stated; late deliveries may incur penalties.
• Supplier must mark consignments, send advice notes, and provide priced invoice.
• No payment for containers/packing materials unless stated.
• Title and risk pass to PRASA upon acceptance.
• Rejection: PRASA may reject non-conforming items; supplier must correct non-conformances.
• Warranty: one year from acceptance (unless otherwise stated).
• Indemnity: supplier indemnifies PRASA against claims from negligence, IP infringement, breach of statutory duty, defective design/materials/workmanship.
• Assignment/sub-contracting only with PRASA's prior approval; successful respondent liable for performance.
• Governing law: South African law; non-exclusive jurisdiction of South African courts.

• Responses must not include documents from other quotations; additional conditions in accompanying letter.
• Proposals must be in sealed envelope and reach PRASA before closing hour.
• No canvassing of SCM officers or PRASA employees.
• Complaints process via [email protected] with bid description, reference number, closing date, supplier name, contact details, detailed complaint.
• Successful respondent must comply with all applicable laws.
• Changes to quotations after closing not considered.
• Prices in ZAR, fixed price basis, inclusive of taxes.
• Quotation is an offer; exceptions must be clearly indicated.
• PRASA not committed to award; reserves rights to modify, reject, cancel.
• PRASA may award to highest scoring bidder unless objective criteria justify otherwise.
• If preferred bidder fails to sign/commence, PRASA may award to next highest ranked.
• Proposed contractual terms subject to legal review.
• Must be registered on CSD.
• Personal data protection: PRASA processes data only for evaluation/award; no disclosure without consent.

• Administrative responsiveness: completeness of response, all returnable documents, certificates, warranties, formalities. Incomplete bids disqualified.
• Validity period: 60 working days from closing date; may be extended.
• Award information published on e-tender portal and CIDB website (if applicable).
• Mandatory returnable documents must be submitted by closing date/time; failure leads to disqualification.

Stage 1A mandatory: Price schedule completed in full, PSIRA registration, signed submission register. Stage 1B: company registration, directors' IDs, valid tax clearance, CSD number, bank proof, JV/consortium agreement if applicable, all RFQ documentation completed and signed. Stage 1C: audited financials/B-BBEE certificate/affidavit, CIPC documents. Stage 2: Price 80 points, Specific Goals 20 points (EME 51% Black Owned 10 points, 51% Black Owned 10 points).