Supply and delivery of ID cards and printing equipment for PRASA rail, western cape

Supply and delivery of ID cards and printing equipment for PRASA/Rail in the Western Cape region. Items include ID card colour ribbon kits, laminating ribbons, blank cards with chips, and PRASA lanyards.

Closing date: 29 September 2026 at 11:00

Compulsory briefing session: attendance required (form and attendance register mentioned, but no date, time or venue stated in the document).

Bidding procedure enquiries:

• Contact: Linda Ngqwane - Yotsi
• Telephone: 021 837 7944
• Email: [email protected]

Submission address:

1 Adderley Street

Metrorail Supply Chain Management

6th Floor, Room 622B, Propnet Building

Cape Town

Submission email: [email protected]

Complaints: [email protected]

Submission method: deposit in the bid box at 1 Adderley Street, Metrorail Supply Chain Management, 6th Floor, Room 622B, Propnet Building, Cape Town, or email to [email protected]. Do not copy the buyer on the email — automatic disqualification.

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

• SBD 1 (Invitation to Bid): 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, has a relationship with the procuring institution, or is a PEP/PIP. False declarations disqualify.
• SBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points.
• Pricing Schedule (Chapter 9): completed in the prescribed format.
• Proof of authority to sign (e.g. company resolution).
• Valid SARS TCS PIN or printed certificate.
• Proof of company registration (CIPC).
• Certified copies of directors' ID documents.
• Valid B-BBEE certificate or sworn affidavit.
• CSD registration number.
• Joint venture/consortium/subcontract agreement if applicable.

Disqualification risks:

• Late submission or delivery to the wrong address.
• Incomplete bid or missing mandatory documents.
• Copying the buyer on the email submission.
• Attempting to canvass PRASA SCM officers or employees between closing and award.
• Submitting documents referencing another quotation or proposal.

Evaluation stages:

• Stage 1A – Mandatory Requirements: automatic disqualification if not met. CIDB grading and bid bond are marked N/A.
• Stage 1B – Other Mandatory Requirements: PRASA may request missing information within 3 working days; failure to provide leads to disqualification.
• Stage 2 – Technical/Functionality: minimum threshold 60%. Criteria: organisational experience (40), qualifications and experience of key personnel (30), project approach and methodology (30). Total 100.
• Stage 3 – Price and Specific Goals: 80/20 preference point system. Price 80 points, specific goals 20 points.

Specific goals (20 points):

• B-BBEE Level 1 or 2: 10 points. Evidence: sworn affidavit or B-BBEE certificate from a SANAS approved agency.
• At least 51% owned by black youth: 10 points. Evidence: certified copies of owners' ID documents.

PRASA may award to a bidder other than the highest scorer based on objective criteria (e.g. negative track record, spreading awards, avoiding concentration). PRASA may split the award or appoint the next ranked bidder if the successful bidder fails to sign within 14 days, provide security, or meet conditions precedent.

Supply and delivery of ID cards and printing equipment for PRASA/Rail in the Western Cape region.

Items required:

1. ID Card Colour Ribbon Kit – quantity 3

• Optimised for Data card 534000-008
• YMCK print ribbon
• Adhesive cleaning sleeve and isopropanol cleaning card
• YMCKT SP/SD series card printer
• Yield up to 500 prints/cards

2. ID Cards Laminating Ribbon – quantity 3

• SLM-CLM desktop laminator
• DuraGard laminate 0.6 Holo or equivalent
• Secure Globe hologram, full card
• Compatible with SP75 Data Card printer
• Laminate roll prints about 350 cards
• Genuine and authentic

3. ID ISO FM11RF08 Blank Cards with Chip – quantity 1000

• FM11RF08 ISO blank card with chip or equivalent
• Dimensions: 85.6mm x 53.98mm (credit card size)
• Matt/glossy finish
• Package: 200 pcs/box; box size 21.595.5cm, 14kg carton
• Chip: FM11RF08 or equivalent
• Memory: 1K x 8 bits EEPROM
• Frequency: 13.56 MHz
• Communication range: up to 10 cm
• Operating temperature: -40°C to +65°C
• Security: supports multi-application use with secure communication layer
• Application: access control

4. PRASA Lanyards – quantity 1500

• Black 20mm Petersham ribbon with 1 colour print and snap hook
• Black with PRASA logo
• Type: 20mm, PRASA logo length 90cm (45cm looped), connection ferrule and spring load clip
• Material: satin woven
• Printing size: 42mm x 17mm
• Branding type: screen printing
• Stock to be branded: 2000 x black lanyards
• Branding colour: 1 x blue
• Position of branding: step and repeat
• Spacing of branding: 20mm

Technical evaluation criteria include organisational experience (40 points) and qualifications and experience of key personnel (30 points). No specific years or qualifications are stated.

No specific quality management requirements are stated beyond the item specifications and the general warranty that items must be fit for purpose and free from defects for one year.

Complete the Pricing Schedule (Chapter 9) in the prescribed format. Prices in ZAR inclusive of taxes, firm, with cost breakdown and escalation basis. Deviation from the schedule may render the bid non-responsive. Discounts considered only at final evaluation. PRASA may negotiate market-related price if the highest scorer's price is not market-related.

Pricing:

• Prices must be quoted in South African Rand, inclusive of all applicable taxes.
• Price offer must be firm; indicate basis and escalation formula.
• Complete the Pricing Schedule (Chapter 9) in the prescribed format; deviation may render the bid non-responsive.
• Provide cost breakdown.
• Discounts considered only at final evaluation, on an unconditional basis.
• If the highest scorer's price is not market-related, PRASA may negotiate with the highest, then second, then third scorer; if no agreement, the RFQ is cancelled.

Payment:

• PRASA pays within 30 days of receipt of a correct tax invoice.

Bid security: Bid bond from a South African bank is listed as N/A.

Funding contingency:

• Award is subject to PRASA securing sufficient budget allocation.
• PRASA may cancel the RFQ at any stage prior to award if funding is not secured.
• Bidders waive any right to claim damages for non-award due to funding failure.

Mandatory compliance:

• CSD registration: required; business may not be awarded to unregistered suppliers. Foreign suppliers with no local entity are exempt.
• SARS Tax Compliance Status (TCS) PIN or printed certificate: required. For consortia/JVs/subcontractors, each party must submit a separate TCS PIN/CSD number.
• Company registration documents (CIPC).
• Certified copies of directors' ID documents.
• Valid B-BBEE certificate or sworn affidavit (for specific goals).
• Not be persons in the service of the state, or companies with directors who are persons in the service of the state.
• Not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Disclose any relationship with PRASA employees or PEPs/PIPs.
• Foreign suppliers must complete the questionnaire to bidders.

CIDB grading: listed as N/A for this RFQ.

No specific health and safety requirements are stated in the document.

PRASA General Conditions of Purchase apply.

• Warranty: items must be free from defects for one year from acceptance (unless another period is stated in the order).
• Indemnity: the supplier indemnifies PRASA against claims arising from the supplier's negligence, IP infringement, breach of statutory duty, or defective design/materials/workmanship.
• Assignment and sub-contracting: only with PRASA's prior approval; the successful bidder remains liable for performance.
• Governing law: South African law, non-exclusive jurisdiction of South African courts.
• Funding contingency: award is subject to PRASA securing budget allocation; PRASA may cancel the RFQ if funding is not secured; bidders waive claims for non-award due to funding failure.
• Late delivery may be subject to penalty if imposed in the order.
• Title and risk pass to PRASA upon acceptance.
• PRASA may reject non-conforming items and require replacement or rework at the supplier's risk and expense.

Funding contingency: PRASA has obtained National Treasury approval to depart from PFMA SCM Instruction No. /22 paragraph 8.4. Award is subject to securing necessary funding allocation. PRASA may cancel the RFQ if funding is not secured. Bidders waive rights to claim damages for non-award due to funding failure.

Mandatory requirements: CIDB grading (N/A), bid bond from a South African bank (N/A). Other mandatory requirements: valid SARS PIN, company registration documents (CIPC), certified copies of directors' ID documents, valid B-BBEE certificate or sworn affidavit, completion of all RFP documentation, briefing session form (N/A), joint venture/consortium agreement if applicable, CSD supplier registration number.

Evaluation stages: Stage 1A mandatory requirements (disqualification if not met), Stage 1B other mandatory requirements (may be requested within 3 working days), Stage 2 technical/functionality (minimum threshold 60%, criteria: organisational experience 40, qualifications of key personnel 30, project approach and methodology 30), Stage 3 price (80 points) and specific goals (20 points) using 80/20 preference point system. Objective criteria may apply for award to non-highest scorer.