36-Month septic & mlps tank maintenance contract for PRASA western cape facilities

Closing date: 08 July 2026 at 12:00. Compulsory briefing session: 18 June 2026 at 10:00, Cape Town Station (Shosholoza Mely waiting area). Closing date for questions: 24 June 2026. Closing date for responses to clarifications: 26 June 2026. Bid validity period: 90 working days from closing date. PRASA may request extensions.

Compulsory pre-proposal briefing: 18 June 2026 at 10:00, Cape Town Station (Shosholoza Mely waiting area). Respondents must provide own transportation and accommodation. Session starts punctually; information not repeated for late arrivals. Certificate of Attendance (Form D) must be submitted with proposal as proof of attendance.

Contact person: Ntombikhona Lurani. Email: [email protected]. Post-award queries: Bid Secretariat, phone: 021 818 7276, email: [email protected]. Complaints: [email protected]. Submission address: PRASA Tender Drop Off Office, 3 Old Marine Drive, Cape Town, 8000.

Submit bids in two sealed envelopes/boxes: Volume 1 (Envelope 1) for technical, compliance, and specific goals; Volume 2 (Envelope 2) for financial proposal (Tender Form C and Price Schedule). Submit 1 original + optional copies + electronic version (memory card/external hard drive, clearly labeled). Deliver to: PRASA Tender Drop Off Office, 3 Old Marine Drive, Cape Town, 8000. Deadline: 08 July 2026 at 12:00. Late or incorrectly addressed bids will be rejected. Required returnables: Signed Certificate of Attendance (Form D) for compulsory briefing, SBD 4, SBD 6.1, and all mandatory forms. Bids must be in English, A4 format (A3 for graphics), neatly bound, and signed in black ink. Non-original documents must be certified by a Commissioner of Oaths. Disqualification risks: late submission, missing mandatory documents, non-attendance at compulsory briefing, or collusion.

2.1 A Certificate of Attendance in the form set out in Form D hereto must be completed and submitted with your Proposal as proof of attendance is required for a compulsory site meeting and/or RFP briefing. Respondents must also appear on the Compulsory Briefing session Regitser.

Evaluation methodology: Multi-stage process. 1) Completeness check: All required documents, certificates, and warranties must be submitted. Incomplete bids disqualified. 2) Compliance check: Essential RFP requirements must be met. Non-compliant bids disqualified. 3) Technical evaluation: Detailed analysis of bidder’s capability to deliver the project. Minimum threshold: 70%. Bidders below 70% disqualified. 4) Specific Goals evaluation. 5) Price evaluation. Scoring: Bids scored using evaluation criteria. PRASA may use Best and Final Offer (BAFO) if no bid meets requirements or bids are too close. Preference points: Claimed via SBD 6.1 (PPPFA).

Scope: Maintenance, servicing, pumping, cleaning, and jetting of septic tanks and MLPS train tanks for 36 months in Western Cape Region. Coverage: PRASA facilities (depots, houses, stations) including Steenberg, Eersteriver, Firgrove, Vlottenberg, Lynedoch, Faure, Glencairn, Koelenhof, Ysterplaat, Akasia Park, Tygerberg, Nolungile, Bellville, Mutual, Pentech, and Paarden Eiland Depot. Services: Weekly/monthly pumping, ad-hoc cleaning/jetting, sludge/debris removal, high-pressure sewer line cleaning, and waste disposal at certified municipal sites. Equipment: 10,000-liter honey sucker truck and jetting machine required. Availability: 24/7/365 (normal hours: 06:00–18:00 Mon–Sat; after-hours: 18:30–05:30 Mon–Sun). Reports: Monthly written reports detailing work done, problems, inspection results, faults, and site records. Dumping certificates must be issued. Waste disposal fees included for certified sites only. Compliance: OHS Act, Railway Safety Regulator, and other statutory requirements.

Service Types: Scheduled weekly/monthly pumping, ad-hoc emergencies, quarterly sludge/debris cleaning, and jetting as required. Scheduled work: All scheduled and planned maintenance conducted during normal working hours at tendered cost. Record keeping: Maintain records of all jobs, loads, and disposal at certified municipal sites. Availability: 24/7/365 response required, with defined normal hours (06:00–18:00 Mon–Sat) and after-hours (18:30–05:30 Mon–Sun, including public holidays).

Service Provider must: Implement own quality controls to ensure compliance with specifications and applicable legislation. PRASA reserves the right to conduct independent safety and quality audits. Reports: Submit written reports for all inspections, examinations, investigations, and assessments, including: Type of work (pumping, cleaning, jetting); problems experienced; inspection results; faults found and their priority; monthly records of each site/job completed. Equipment: Must meet calibration standards and be maintained in safe, operational condition.

Pricing submission: Volume 2 (Envelope 2) must contain Tender Form C and Price Schedule. Format: Submit 1 original + optional copies + electronic version (memory card/external hard drive, clearly labeled). Structure: Volume 1 (Envelope 1): Part A (Mandatory Requirements), Part B (Technical/Functional Response and Specific Goals). Volume 2 (Envelope 2): Part C (Financial Proposal). Requirements: Pricing must be clear, concise, and aligned with RFP structure. No changes to bid rates accepted after closing date unless contract allows. PRASA may request annual financial statements for due diligence.

Submit pricing in Volume 2 (Envelope 2) using Tender Form C and Price Schedule. Bid bonds may be required. PRASA may request annual financial statements (signed by a professional accountant) for due diligence. No changes to bid rates accepted after closing date unless contract allows. Payment terms and service levels to be detailed in the contract. Costs: All bid preparation costs borne by bidders; no reimbursement from PRASA. Validity: 90 working days from closing date (may be extended).

Mandatory: Registration on National Treasury’s Central Supplier Database (CSD) at https://secure.csd.gov.za (foreign suppliers with no local entity exempt). Tax compliance: Must comply with Income Tax Act and VAT Act; provide Tax Compliance Status (TCS) PIN or Tax Clearance Certificate via SARS TCS system. SBD 1 and SBD 4 forms required. B-BBEE: Submit SBD 6.1 Preference Points Claim Form. Joint ventures/consortia: Each party must be CSD-registered and tax-compliant; submit signed JV/consortium agreement or written confirmation of intent. Legal compliance: Full compliance with all applicable laws and regulations. Confidentiality: Sign non-disclosure agreements if required. Protection of personal data: Process data per applicable laws.

Respondents wishing to respond as a Joint Venture or consortium with B-BBEE entities must state intention and submit a signed JV/consortium agreement or written confirmation of intent, clearly indicating percentage split of business and responsibilities of each party. Award will only occur once a signed agreement is submitted.

Compliance: Must adhere to Occupational Health and Safety (OHS) Act and Railway Safety Regulator requirements. Availability: 24/7/365 response capability required. Normal hours: 06:00–18:00 Monday to Saturday. After-hours: 18:30–05:30 Monday to Sunday (including public holidays; after-hours rates apply). Scope: Human waste management requires statutory compliance to ensure facilities are kept clean and safe. Service Provider must ensure all equipment and operations meet OHS standards.

Waste disposal: Must be conducted at certified municipal sites only. Dumping disposal fees are included in the service cost. Service Provider must issue dumping certificates for all waste disposed. Compliance: Adhere to environmental regulations for waste management. Scope includes pumping, cleaning, and jetting of septic tanks and MLPS train tanks, with weekly/monthly schedules and ad-hoc emergency services.

Contract duration: 36 months. PRASA reserves the right to: Modify RFP goods/services and request re-bidding; withdraw/amend RFP without notice; reject non-conforming proposals; disqualify late submissions; request additional documents; withdraw RFP; award contract post-closing date; make no award; validate bid information; request financial statements for due diligence; negotiate market-related prices with top bidders. Contract terms: Governed by South African law. Confidentiality: All RFP information and bid submissions are confidential. Bidders must sign non-disclosure agreements if required. Intellectual property: All confidential information remains PRASA’s property and must be returned on demand. Liability: PRASA accepts no liability for bid preparation costs or information accuracy. Validity period: 90 working days from closing date (extendable).

PRASA reserves the right to limit the appointment to one Service Provider per Section. Negotiations may be conducted with the second and third highest scoring bidders if necessary. PRASA promotes enterprises located in the specific province/region/municipal area where work is to be done.

Mandatory attendance at compulsory briefing session on 18 June 2026; failure may result in disqualification. Equipment requirements: 10,000-liter honey sucker truck and jetting machine. All vehicles, tools, and equipment must be safe, sound, and meet calibration standards. Service Provider must furnish all materials, vehicles, labour, tools, and accessories required.