RFQ: cleaning & horticultural services for PRASA cluster 3 & 12 stations (western cape, 12 months)

Closing date: 17 June 2026 at 12:00. Compulsory RFQ briefing session: 11 June 2026 at 10:00am, Shosholoza Meyl Waiting Area (1 hour). Attendance is mandatory; latecomers will not receive repeated information.

Bidding procedure enquiries: Qaqamba Kona, Telephone: 021 832 1040, Email: [email protected]. Submission address: PRASA Tender Drop Off Office, 3 Old Marine Drive, Cape Town. Complaints: Email [email protected] (include bid description, reference number, closing date, supplier name, contact details, and complaint).

Mandatory Returnable Documents: Failure to submit these by the closing date/time will disqualify your bid. Ensure all are included with your quotation: Price Schedule (Annexure A) and Pricing and Delivery Schedule (Section 4) in Envelope 2, strictly following the provided format. Valid certified copy of a cleaning association certificate (NCCA, NCA, BEECA, CASA, or other relevant association), valid on the closing date.

Other Mandatory Requirements: If not submitted initially, PRASA may request these within 3 working days at pre-award stage. Non-submission will disqualify your bid: Letter of Good Standing (COIDA), Valid Tax Clearance Certificate or SARS PIN (valid on closing date), CSD supplier registration number or CSD Report, Completed ALL RFQ documentation (including all declarations), Compulsory Briefing Session Certificate of Attendance (Section 8), signed and submitted with RFQ. Must also sign the Compulsory Briefing Session Attendance Register, Signed closing/submission register at PRASA Tender Drop Office, 3 Old Marine Drive, Proof of Bank Account (bank-issued letter), Company Registration Documents (Certificate of Incorporation), Certified copy of ID Documents of the Owners, Proof of offices in Western Cape Region (Telephone/Municipal Bill/Bank Account showing address).

Submission Process: Submit sealed bids to PRASA Tender Drop Off Office, 3 Old Marine Drive, Cape Town by 12:00 on 17 June 2026. Late bids will not be accepted. Bids must be on official forms provided and not re-typed.

Disqualification Risks: Non-submission of mandatory documents, deviation from pricing schedule format, late submission, or canvassing SCM Officers/PRASA employees during evaluation.

Evaluation occurs in stages.

Stage 1A – Mandatory Requirements: Automatic disqualification if not submitted: Price Schedule (Annexure A) and Pricing/Delivery Schedule (Section 4) in Envelope 2, strictly following the provided format. Valid cleaning association certificate (NCCA, NCA, BEECA, CASA, or other relevant).

Stage 1B – Other Mandatory Requirements: PRASA may request missing documents within 3 working days at pre-award stage. Non-submission disqualifies: COIDA Letter of Good Standing, Valid Tax Clearance Certificate/SARS PIN, CSD registration number/report, Completed RFQ documentation, Briefing Session Attendance Certificate, Signed submission register, Proof of Bank Account, Company Registration Documents, Certified ID copies of owners, Proof of Western Cape office address.

Stage 1C – Scoring Documents: Non-submission results in zero score for the criterion, but not disqualification: B-BBEE Certificate/Sworn Affidavit (consolidated for JVs accepted), Audited Annual Financial/B-BBEE Certificate/Affidavit, Certified ID copies of owners, Certified ID copies and medical confirmation for disability (if applicable).

Stage 2 – Scoring: Total points: 100 (Price: 80, Specific Goals: 20).

Price Scoring (80 points): Uses 80/20 Preference Point System. Formula: Ps = 80 (1 − (Pt−Pmin)/Pmin), where Ps = Points for price, Pt = Bidder’s price, Pmin = Lowest acceptable price. Deviation from pricing schedule format may disqualify. Discounted prices considered only in final evaluation. PRASA may negotiate market-related prices with top 3 bidders if highest scorer’s price is not market-related.

Specific Goals (20 points): Points allocated as follows: B-BBEE Level 2 or better: 6, EME 51% Black Owned: 5, 51% Black Women Owned: 4, 51% Black Youth Owned: 3, Owned by Black People with Disability: 2. Bidders must indicate claimed points for each goal.

Scope: 12-month contract for cleaning and horticultural services at Cluster 3 (9 stations: 5 small, 1 intermediate, 3 halt) and Cluster 12 (7 stations: 5 halt, 2 intermediate) in Western Cape Region (Ikapa/Northern line).

Facilities to Clean: Staff offices, mess rooms, staff/public ablutions, commuter waiting rooms, platform areas, bridges/subways, access roads, concourse areas, railway tracks between platforms.

Services Required: Daily cleaning and horticulture, deep cleaning, disinfecting/decontamination of surfaces, carpet/furniture upholstery washing (as needed).

Compliance: Strict adherence to health, safety, and environmental requirements for track/platform cleaning. PRASA will train the successful bidder on track cleaning methodology. Tracks/platforms cleaned only during off-peak weekdays (no restriction on weekends/public holidays).

Legislative Compliance: Must comply with Basic Conditions of Employment Act 1997, Labour Relations Act 1995, Occupational Health and Safety Act 1993, National Environmental Management Act, National Railway Safety Regulator Act (16/2002), Bargaining Council for Cleaning Industry.

Staffing: Minimum 17 staff (cleaners + supervisors) per shift, with 10% additional relievers. Stations operate 7 days/week, including public holidays. Shift details provided in tender tables.

Innovation: Service providers may use innovative/best cleaning methods to ensure highest cleanliness standards.

Areas Covered: Platforms, footbridges/subways, railway tracks, public toilets, ticket offices, waiting areas, staff offices, parking areas, access control, concourse, entrances/walkways, lifts, waste areas. Total area: ~27,846m² platforms, ~1,888m² footbridges/subways, ~14,857m² tracks, ~463m² public toilets, etc.

Telephone number 021 832 1040

E-MAIL ADDRESS [email protected]

site inspection / RFQ briefing session to which this enquiry relates.

a) Price Schedule (Annexure A) and Pricing and Delivery Schedule (Section 4)

must be submitted as volume 2 in Envelope 2.

accordance with this price schedule provided and not utilize a different format.

Stage 2: pricing and specific goals

Bidders are required to complete the attached Pricing Schedule Annexure A on envelop 2.

3 Pricing schedule is completed in line with schedule if applicable (delete if not applicable).

price schedule provided and not utilize a different format. Deviation from this pricing schedule

could result in a bid being declared non-responsive.

7 Please note that should you have offered a discounted price(s), PRASA will only consider

such price discount(s) in the final evaluation stage on an unconditional basis.

diagram below.

Station Details Cluster 3

4.2.1 Cluster 3 has total number of 9 stations and 3 of them categorized as Halt and 5 Small

station and 1 intermediate.

4.2.2 The contract will cover the cleaning and horticulture services of various facilities within the

station precinct.

Table 4.1 The table below illustrates the targeted areas within the station precinct.

Pricing: Submit Price Schedule (Annexure A) and Pricing/Delivery Schedule (Section 4) in Envelope 2. Prices must be in ZAR, inclusive of all taxes. Firm offer with clear basis. Cost breakdown and price escalation basis/formula required. Strict adherence to provided pricing schedule format; deviation may disqualify. Discounted prices considered only in final evaluation stage on unconditional basis.

Payment Terms: PRASA pays within 30 days of receipt of correct tax invoice. Price may include price adjustment per stated formula.

Negotiation: If highest scorer’s price is not market-related, PRASA may negotiate with top 3 bidders sequentially. If no agreement, RFQ may be cancelled.

Currency: Payment in non-ZAR currency possible if agreed; single exchange rate used, and total does not exceed order/contract amount.

Mandatory Compliance: Valid Tax Clearance Certificate or SARS PIN (valid on closing date). CSD supplier registration number or CSD Report. Letter of Good Standing (COIDA). Company Registration Documents (Certificate of Incorporation). Certified ID copies of owners. Proof of Western Cape office address (utility/bank statement). Valid cleaning association membership (NCCA, NCA, BEECA, CASA, or other). Completed RFQ documentation (all declarations). Briefing Session Attendance Certificate. Signed submission register at PRASA Tender Drop Office.

B-BBEE: Certificate/Sworn Affidavit required for scoring (consolidated for JVs accepted). Minimum B-BBEE Level 2 for specific goal points (6 points).

Additional: Audited Annual Financial/B-BBEE Certificate/Affidavit for scoring. For disability claims: Certified ID copies and medical confirmation.

Restrictions: No bids from state employees, companies with state-employed directors, or close corporations with state-employed members. Foreign suppliers without local entities exempt from CSD registration.

Disqualification: Failure to provide mandatory documents, non-compliance with tax/CSD, or fraudulent claims may result in disqualification, contract cancellation, damages, or 10-year public sector restriction.

reasonable period after being requested to do so, PRASA reserves the right to award

the business to the next highest ranked bidder provided that he/she/it is still prepared to

provide the required goods at the quoted price.

review and acceptance or rejection by PRASA’s Legal Counsel, prior to consideration

for an award of business.

10 national treasury’s central supplier database

Bidders are required to self-register on National Treasury’s Central Supplier Database

(CSD) which has been established to centrally administer supplier information for all

organs of state and facilitate the verification of certain key supplier information. PRASA

is required to ensure that price quotations are invited and accepted from prospective

bidders listed on the CSD. Business may not be awarded to a bidder who has failed to

register on the CSD. Only foreign suppliers with no local registered entity need not

register on the CSD. The CSD can be accessed at https://secure.csd.gov.za/.

(Name) hereby certify that the PEP/PIP information furnished in this bid document is true and

correct. We further certify that we understand that where it is found that we have made a false

declaration or statement in this bid, PRASA may disqualify our bid or terminate a contract we

may have with PRASA where we are successful in this tender.

of section 59 of the Competition Act No and or may be reported to the National

Prosecuting Authority (NPA) for criminal investigation and or may be restricted from

conducting business with the public sector for a period not exceeding ten (10) years in

terms of the Prevention and Combating of Corrupt Activities Act No or any other

applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2, 3 and 4

2.1. Status quo

2.1.1. The Region appointed a Cleaning & Horticultural service provider through an open tender

process to provide cleaning services in the specified corridor for a period of (3) years. The

Contract came to an end on the 02 May 2026.

2.2. Problem Statement

2.2.1. PRASA considers stations as crucial entry points into their business environment, and they

provide a crucial representation of its image.

2.3.2. The impression that customers have of PRASA depends on their experience of stations

and therefore, cleanliness of the stations and their facilities is extremely important in this

regard. PRASA customers deserve clean stations and PRASA is committed in delivering

cleaner facilities for its customers.

2.3.3. Filthy stations are not only health and safety hazards, environmentally unfriendly and/or

inconvenient to customers but are a risk to the business of PRASA and have reputational

damages to the image of PRASA.

precinct and the facilities of the station. PRASA thorough tender process will invite

professional cleaning companies to submit a tender providing cleaning and horticultural

services for the following corridors in the Western Cape Region.

Cluster 3 and 12 (area Ikapa / Northern line)

• Cluster 3 has total number of 9 stations and 5 of them categorized as small stations and 1

intermediate and 3 halt.

• Cluster 12 has total number of 7 stations, 5 of them are categorised as Halt, and 2

intermediate station

3.2. Project benefits to PRASA

3.2.1. Clean PRASA stations and facilities

3.2.2. Facilities that are in compliant with Occupational Health and Safety Standards

4. Scope of work

4.1. Scope of Desired Solution

the facilities of the station. PRASA thorough tender will invite professional cleaning companies to submit a

tender providing cleaning and horticultural services for the following corridors in the Western Cape Region.

Cluster 3 and 12 (area Ikapa / Northern line):

• Cluster 3 has total number of 9 stations and 5 of them categorized as small stations and 1

intermediate and 3 halt.

• Cluster 12 has total number of 7 stations, 5 of them are categorised as Halt, and 2 intermediate

stations.

4.1.2. The services required shall focus but not limited to below scope of work:

• General cleaning and horticultural services
• Deep cleaning services
• Disinfecting and decontamination of surfaces

a.) The Contractor shall comply strictly with health, safety and environmental requirements for

cleaning of the railway tracks and platforms at the station. PRASA will provide training on

methodology of cleaning tracks to the successful bidder. The tracks and platforms shall only

be cleaned during the off-peak period during weekdays, though this will not apply to

weekends and public holidays.

b.) The Contractor shall ensure full compliance with all applicable Statutory Regulations of the

industry. The legislative requirements to be complied with but not limited to the below:

• The Basic Conditions of Employment Act 1997 (Act no )
• The Labour Relations Act, 1995 (Act no )
• The Occupational Health and Safety Act, 1993 (Act no )
• The National Environmental Management Act (Act no )
• National Railway Safety Regulator Act (16/2002)
• Bargaining Council for cleaning industry

c.) The service provider may employ the innovation and best cleaning methods which will ensure

the highest level of cleanliness of Station facilities.

4.1.3. The service provider shall clean the facilities in line with detailed specification of the work and

description of service, frequency and Daily Cleaning Procedure

4.1.4. The service provider shall ensure periodical deep cleaning service is done to enhance the level of

cleanliness at the station

4.1.5 The Service provider shall ensure that the washing of carpets and furniture with upholstery is provided

on an as and when required basis.

4.2. The Station Clustering

Without prejudice to any other rights of PRASA under these conditions, the Supplier warrants

that the items are in accordance with PRASA’s requirements, and fit for the purpose for which

they are intended, and will remain free from defects for a period of one year (unless another

period is stated in the Order) from acceptance of the items by PRASA.

The Supplier indemnifies PRASA against all actions, suits, claims, demands, costs, charges

and expenses arising in connection therewith arising from the negligence, infringement of

intellectual or legal rights or breach of statutory duty of the Supplier, his subcontractors, agents

or servants, or from the Supplier’s defective design, materials or workmanship.

The Supplier indemnifies PRASA against claims, proceedings, compensation and costs

payable arising out of infringement by the Supplier of the rights of others, except an

infringement which arose out of the use by the Supplier of things provided by PRASA.

Assignment and sub-contracting

The successful Bidder awarded the contract may only enter into a subcontracting

arrangement with PRASA’s prior approval. The contract will be concluded between the

successful Bidder and PRASA, therefore, the successful Bidder and not the sub-contractor

will be held liable for performance in terms of its contractual obligations.

Governing law

The order/contract is governed by the law of the Republic of South Africa and the parties

hereby submit to the non-exclusive jurisdiction of the South African courts.

Section 6 sbd4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to

bid. In line with the principles of transparency, accountability, impartiality, and ethics

as enshrined in the Constitution of the Republic of South Africa and further expressed

in various pieces of legislation, it is required for the bidder to make this declaration in

respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of

Restricted Suppliers, that person will automatically be disqualified from the bid

process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or

any person having a controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable,

state employee numbers of sole proprietor/ directors / trustees / shareholders /

members/ partners or any person having a controlling interest in the enterprise, in table

below.

Full Name Identity Number Name of State

institution

2.2 Do you, or any person connected with the bidder, have a relationship with any person

who is employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners

or any person having a controlling interest in the enterprise have any interest in any

other related enterprise whether or not they are bidding for this contract? YES/NO

1 the power, by one person or a group of persons holding the majority of the equity of an

enterprise, alternatively, the person/s having the deciding vote or power to influence or to

direct the course and decisions of the enterprise.

2.3.1 If so, furnish particulars:

........................................................................................

........................................................................................

3 Bidder’s declaration regarding PEPs/PIPs

PRASA requires bidders to disclose if they have Politically Exposed Persons (“PEP”)2 or

Prominent Influential Persons (“PIP”)3 and related individuals in their organisation and/or

beneficial owners / shareholders who are PEP/PIP.

PRASA reserves the right not to enter into a business relationship with such person,

official or entity, provided there are objective factors that justify the conclusion of such

business relationship, and the decision is based on achieving the best interest of PRASA.4

3.1 Is the bidder a PEP/PIP? YES/NO

3.2 Does the bidder have an existing relationship with a PEP/PIP? YES/NO

3.3 Where a relationship with a PEP/PIP exists, the bidder is required to furnish particulars of

the nature of the exposure, term of the office and description of activities relating to

exposure, in table below.

Name of PEP/PIP & Term of the office Description of activities relating to

Nature of the Exposure/Influence

Exposure/Influence

2 Both foreign and domestic politically exposed person as specified in Schedule 3A and

3B of the Financial Intelligence Centre Act No. as amended. (refer to Annexure

2 of the PRASA Code of Conduct for dealing with Politically Exposed Persons, Prominent

Influential Persons and Related Parties).

3 As reflected in Schedule 3C of the Financial Intelligence Centre Act No. (refer

to Annexure 2.1.2 of the PRASA Code of Conduct for dealing with Politically Exposed

Persons, Prominent Influential Persons and Related Parties).

4 Clause 4.5 of the PRASA Code of Conduct for dealing with Politically Exposed Persons,

Prominent Influential Persons and Related Parties.

3.4 Declaration:

I/We the undersigned

(Name) hereby certify that the PEP/PIP information furnished in this bid document is true and

correct. We further certify that we understand that where it is found that we have made a false

declaration or statement in this bid, PRASA may disqualify our bid or terminate a contract we

may have with PRASA where we are successful in this tender.

Signature Date

Position Name of bidder

and expenses arising in connection therewith arising from the negligence, infringement of

intellectual or legal rights or breach of statutory duty of the Supplier, his subcontractors, agents

or servants, or from the Supplier’s defective design, materials or workmanship.

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown

in paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary

proof to the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any

of the conditions of contract have not been fulfilled, the organ of state may, in

addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered

as a result of having to make less favourable arrangements due

to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

Section 8

Stage 1A – Mandatory Requirements

If you do not submit the following mandatory documents/requirements, your bid will be

automatically disqualified.

Only bidders who comply with stage 1A will be evaluated further.

No. Description of requirement

a) Price Schedule (Annexure A) and Pricing and Delivery Schedule (Section 4)

must be submitted as volume 2 in Envelope 2.

To facilitate like-for like comparison bidders must submit pricing strictly in

accordance with this price schedule provided and not utilize a different format.

Deviation from this pricing schedule will result in a bid being declared non-

responsive

b) Valid certified copy of the NCCA (National Contract Association) or NCA

(National Cleaning Association) or BEECA Cleaning Associations certificates or

CASA (Cleaning Association of South Africa) and or any relevant applicable

cleaning association which must be valid on closing date of tender submission

Stage 1B – Other Mandatory Requirements

If you do not meet the following Other-mandatory documents/requirements, at pre-award

stage, PRASA may request the bidder to submit the information within three (3)working days.

Should this information not be provided, your bid proposal will be disqualified.

Only bidders who comply with stage 1B will be evaluated further.

No. Description of requirement

a) Letter of Good Standing (COIDA)

b) Valid Tax Clearance certificate (must be valid on closing date of submission of

the RFQ) or Supply of valid SARS Pin

CSD supplier registration number or CSD Report c)

d) Completion of ALL RFQ documentation (includes ALL declarations)

e) Briefing Session Certificate of attendance (Section 8) needs to be completed,

signed and submitted with the RFQ. Bidders must also reflect on the

Compulsory Briefing Session Attendance Register

f) Bidders to Fill and Sign the closing/submission register at PRASA Tender

drop office,3 Old Marine Drive on submission of the RFQ documents

g) Proof of Bank Account (i.e. letter issued by the bank)

h) Company Registration Documents, (Certificate of Incorporation)

i) Certified copy of ID Documents of the Owners

j) Provide proof of offices in this region.

Telephone Bill / Municipal Bill / Bank Account, each or all Noting the Address of

the Offices in Western Cape Region. The Bid evaluation team may choose to

visit the contractor’s premises to ascertain that the bidder is indeed have offices

within the Western Cape Region

Stage 1c - documents required for scoring

Documents required for Scoring - The following Non-Mandatory Documents used for

purposes of scoring a bid. If not submitted by the closing date and time of this bidwill not

result in a Respondent’s disqualification. However, Bidders will receive a score of zero for

the applicable evaluation criterion: -

BBEE Certificate/Sworn Affidavit (in case of a JV, a consolidated will be accepted)

Audited Annual Financial/ B-BBEE certificate/ affidavit

Certified copy of ID Documents of the Owners

Certified copy of ID Documents of the Owners and Doctors not confirming the disability

Stage 2: pricing and specific goals

The following formula shall be used to allocate scores to the interested bidders.

The maximum points for this tender are as follows:

Points

Price 80

Specific goals 20

Total points for price and specific goals 100

Formulae for procurement of goods and services

Points awarded for price

The 80/20 preference point systems

A maximum of 80 points is allocated for price on the following basis:

PS = 80 (1 − Pt−Pmin )

Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

Points awarded for specific goals

In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that, if it is

unclear whether the 80/20 preference point system applies, an organ of state must, in the tender documents,

stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 preference point

system will apply and that the highest acceptable tender will be used to determine the

applicable preference point system: or

(b) any other invitation for tender, that either the 80/20 preference point system will apply and

that the lowest acceptable tender will be used to determine the applicable preference point

system,

then the organ of state must indicate the points allocated for specific goals for both and 80/20

preference point system.

Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: 80/20 preference point system is applicable, corresponding points must also

be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each preference point system.)

Number of points Number of points

claimed (80/20 allocated The specific goals allocated points in system)

terms of this tender (80/20 system)

(To be completed by

(To be completed by the tenderer)

the organ of state)

Entities with a B-BBEE contributor status 6

of at least level 2

EME 51% Black Owned 5

51% Black Women 4

51% Black Youth 3

Owned by Black People 2

with Disability (PWD)

Total 20

Section 4

Pricing and delivery schedule

Bidders are required to complete the attached Pricing Schedule Annexure A on envelop 2.

1 Prices must be quoted in South African Rand, inclusive of all applicable taxes.

2 Price offer is firm and clearly indicate the basis thereof.

3 Pricing schedule is completed in line with schedule if applicable (delete if not applicable).

4 Cost breakdown must be indicated.

5 Price escalation basis and formula must be indicated.

6 To facilitate like-for like comparison bidders must submit pricing strictly in accordance with this

price schedule provided and not utilize a different format. Deviation from this pricing schedule

could result in a bid being declared non-responsive.

7 Please note that should you have offered a discounted price(s), PRASA will only consider

such price discount(s) in the final evaluation stage on an unconditional basis.

8 Bidders are to note that if price offered by the highest scoring bidder is not market related,

PRASA may not award the contract to the Bidder. PRASA may:

9 Negotiate a market-related price with the Bidder scoring the highest points;

10 If that Bidder does not agree to a market-related price, negotiate a market-related price with the Bidder

scoring the second highest points;

11 If the Bidder scoring the second highest points does not agree to a market-related price,

negotiate a market-related price with the Bidder scoring the third highest points;

12 If a market-related price is not agreed with the Bidder scoring the third highest points, PRASA

must cancel the RFQ.

I / We (Insert

Name of Bidding Entity) of

code

(Full address) conducting business under the style or title of

__________represented by: in my

capacity as:__________________________being duly authorised, hereby offer to undertake and

complete the above-mentioned work/services at the prices quoted in the bills of quantities / schedule of

quantities or, where these do not form part of the contract, at a lumpsum, of

R _____________________________________________________________________amount in

numbers);_________________________________________________________________________

__________________________________________________________(amount in words) Incl. VAT.

DELIVERY PERIOD: Suppliers are requested to offer their earliest delivery period possible.

Delivery will be effected within ................ working days from date of order. (To be completed

by Service provider)

Section 5

PRASA general conditions of purchase

General

PRASA and the Supplier enter into an order/contract on these conditions to supply the items

(goods/services/works) as described in the order/contract.

Conditions

These conditions form the basis of the contract between PRASA and the Supplier.

Notwithstanding anything to the contrary in any document issued or sent by the Supplier, these

conditions apply except as expressly agreed in writing by PRASA.

No servant or agent of PRASA has authority to vary these conditions orally. These general

conditions of purchase are subject to such further special conditions as may be prescribed in

writing by PRASA in the order/contract.

Price and payment

The price or rates for the items stated in the order/contract may include an amount for price

adjustment, which is calculated in accordance with the formula stated in the order/contract.

The Supplier may be paid in one currency other than South African Rand. Only one exchange

rate is used to convert from this currency to South African Rand. Payment to the Supplier in

this currency other than South African Rand, does not exceed the amounts stated in the

order/contract. PRASA pays for the item within 30 days of receipt of the Suppliers correct tax

invoice.

Delivery and documents

The Supplier’s obligation is to deliver the items on or before the date stated in the

order/contract. Late deliveries or late completion of the items may be subject to a penalty if

this is imposed in the order/contract. No payment is made if the Supplier does not provide the

item as stated in order/contract.

Where items are to be delivered the Supplier:

Clearly marks the outside of each consignment or package with the Supplier’s name and full

details of the destination in accordance with the order and includes a packing note stating the

contents thereof; On dispatch of each consignment, sends to PRASA at the address for

delivery of the items, an advice note specifying the means of transport, weight, number of

volume as appropriate and the point and date of dispatch; Sends to PRASA a detailed priced

invoice as soon as is reasonably practical after dispatch of the items, and states on all

communications in respect of the order the order number and code number (if any).

Containers / packing material

Unless otherwise stated in the order/contract, no payment is made for containers or packing

materials or return to the Supplier.

Title and risk

Without prejudice to rights of rejection under these conditions, title to and risk in the items

passes to PRASA when accepted by PRASA.

Rejection

If the Supplier fails to comply with his obligations under the order/contract, PRASA may reject

any part of the items by giving written notice to the Supplier specifying the reason for rejection

and whether and within what period replacement of items or re-work are required.

In the case of items delivered, PRASA may return the rejected items to the Supplier at the

Supplier’s risk and expense. Any money paid to the Supplier in respect of the items not

replaced within the time required, together with the costs of returning rejected items to the

Supplier and obtaining replacement items from a third party, are paid by the Supplier to

PRASA.

In the case of service, the Supplier corrects non-conformances as indicated by PRASA.

Pt−P min

Ps = 80 (1 − )

P min

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.2. Formulae for disposal or leasing of state assets and income

Generating procurement

3.2.1. Points awarded for price

A maximum of 80 points is allocated for price on the following basis:

Pt−P max

Ps = 80 (1 + )

P max

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

4. Points awarded for specific goals

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement

Regulations, preference points must be awarded for specific goals stated in the tender.

For the purposes of this tender the tenderer will be allocated points based on the goals

stated in table 1 below as may be supported by proof/ documentation stated in the

conditions of this tender:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which

states that, if it is unclear whether the 80/20 or 90/10 preference point system applies,

an organ of state must, in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or

90/10 preference point system will apply and that the highest acceptable tender

will be used to determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point

system will apply and that the lowest acceptable tender will be used to determine

the applicable preference point system,

then the organ of state must indicate the points allocated for specific goals for both the

90/10 and 80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table

below.

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is

applicable, corresponding points must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each

preference point system.)

Number of points Number of points

allocated claimed (80/20

The specific goals allocated points in (80/20 system) system)

terms of this tender (To be completed by (To be completed by

the organ of state) the tenderer)

Entities with a B-BBEE contributor status 6

of at least level 2

EME 51% Black Owned 5

51% Black Women 4

51% Black Youth 3

Owned by Black People with Disability 2

Total 20

Declaration with regard to company/firm

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown

in paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary

proof to the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any

of the conditions of contract have not been fulfilled, the organ of state may, in

addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered

as a result of having to make less favourable arrangements due

to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

Section 8

Certificate of attendance of compulsory RFQ briefing

Request number:

WCR/01/2026

Request for REQUEST FOR QUOTATION (RFQ) FOR APPOINTMENT OF CONTRACTOR

For cleaning and horticultural services at cluster 3 & 12 for

Quotation: WCR REGIONS FOR A PERIOD OF 12 MONTHS IN WCR REGION

Attendance

This is to certify that has / have today attended the

site inspection / RFQ briefing session to which this enquiry relates.

THUS DONE and SIGNED at on

this

day of

for / on behalf of PRASA Designation

Acknowledgement

This is to certify that the Bidder attended the above mentioned briefing session/ site inspection

and has / have acquainted himself / themselves with the Contract, Project Specification / Special

Conditions, Specifications and / or Bills of Quantities / Schedule of Quantities / Schedule of

Prices, together with the drawings enumerated therein, as laid down by the PRASA for the

carrying out of the proposed WORKS to which the enquiry relates

THUS DONE and SIGNED at on

this day of

Duly authorised signatory(ies) witnesses

Section 9