RFQ 10373951: supply and delivery of disposable coveralls (gauteng region, once off)

Closing date: 07 September 2026 at 10:00 CAT.

Issue date: 26 August 2026.

No briefing session or site visit is scheduled – the certificate of attendance is marked N/A.

Contact person: Mpho Dube, Tel: 011 085 7066, Email: [email protected] or [email protected].

Complaints: [email protected] – complaints must include bid/tender description, reference number, closing date, supplier name, supplier contact details, and the detailed complaint.

Submission method: RFQ must be hand-delivered to Ground Floor Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein, on or before the closing date and time. No email or fax submissions accepted; late bids are disqualified.

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

• Completed Pricing and Delivery Schedule Form (Section 4) – mandatory, failure to submit results in disqualification.
• Completed BOQ / Pricing Schedule (Section 10) – mandatory, failure to submit results in disqualification.
• Signed and completed RFQ document and all Standard Bid Documents (SBD) forms.
• Letter of Good Standing from COIDA.
• Valid SARS PIN.
• Completion of ALL RFP documentation, including all declarations.
• Joint Venture, Consortium, Partnering or Subcontract Agreement signed by all parties, indicating the leading bidder where applicable (delete if not applicable).
• CSD supplier registration number.

Disqualification risks:

• Missing or unsigned mandatory returnable documents at closing date and time.
• Quotations received after the closing time or at the incorrect venue.
• Attempts to canvass any SCM officer or PRASA employee between closing and award.
• Changes to the quotation after closing date and time.
• Responses that include documents or references relating to any other quotation or proposal.

Mandatory Returnable Documents (failure to provide at closing date/time results in disqualification): Completed Pricing and Delivery Schedule Form (Section 4), Completed BOQ/Pricing Schedule (Section 10). Other Mandatory Returnable Documents (may be requested within 3 working days): Signed and Completed RFQ Document and Standard Bid Documents (SBD) Forms, Letter of Good Standing (COIDA), Valid SARS Pin, Completion of ALL RFP documentation (includes ALL declarations), Joint Venture/Consortium/Partnering/Subcontract Agreement signed by all parties (indicating leading bidder), CSD supplier registration number.

Three-stage evaluation:

• Stage 1 – Compliance: Stage 1A Mandatory Requirements (Pricing and Delivery Schedule, BOQ/Pricing Schedule) – automatic disqualification if not submitted. Stage 1B Other Mandatory Requirements (signed RFQ and SBD forms, COIDA letter, SARS PIN, all declarations, JV/consortium/subcontract agreement if applicable, CSD number) – may be requested within 3 working days; disqualification if not provided.
• Stage 2 – Technical/Functionality: minimum threshold 60%. Organizational Experience (100 points) scored on number of similar projects completed: 0 = 0, 1 = 20, 2 = 40, 3 = 60, 4 = 80, 5+ = 100. Evidence required: appointment letter on company letterhead, project description, purchase order, client name and contact, project start/end dates, contract value incl. VAT, and completion certificate or client letter.
• Stage 3 – Price and Specific Goals (80/20 system): Price = 80 points, Specific Goals = 20 points. Price formula: Ps = 80(1 - (Pt-Pmin)/Pmin). Specific Goals: People living in rural area = 10 points; EME or QSE 51% Black Owned = 10 points (evidence: audited annual financials/B-BBEE certificate/affidavit, certified ID copies, CIPC registration or CSD report/MAAA number).

Objective criteria may justify award to a bidder other than the highest scorer: negative track record, spreading awards, avoiding concentration of awards, capacity, price difference materiality, specialised nature of goods. PRASA may split the award among multiple providers.

Scope: Supply and delivery of disposable coveralls in the Gauteng region, once off.

Quantity: 1,480 disposable overalls (BOQ item 10).

Delivery: Suppliers to offer earliest delivery period possible; delivery to be effected within stated working days from date of order.

Organizational Experience (100 points) – scored on number of similar projects completed: 0 = 0, 1 = 20, 2 = 40, 3 = 60, 4 = 80, 5+ = 100. Evidence required for each project: appointment letter on company letterhead, project description, purchase order, client name, client contact (email and office number), project start and end dates, extension of time where applicable, contract value inclusive of VAT, and a completion certificate signed by the client or a letter from the client confirming successful completion.

Pricing and Delivery Schedule (Section 4) is a mandatory returnable document. Prices must be quoted in South African Rand, inclusive of all applicable taxes. Price offer is firm; basis must be indicated. Cost breakdown and price escalation basis/formula must be provided. Bidders must submit pricing strictly in accordance with the provided schedule; deviation may result in a non-responsive bid. Discounted prices considered only in final evaluation on an unconditional basis. If the highest scoring bidder's price is not market-related, PRASA may negotiate with the highest, then second, then third highest scoring bidders; if no agreement, the RFQ is cancelled. BOQ/Pricing Schedule (Section 9): Item 10 – Disposable Overalls, Quantity 1480. Delivery period: Suppliers to offer earliest delivery period possible; delivery within stated working days from date of order.

Pricing format: Prices must be quoted in South African Rand, inclusive of all applicable taxes. Price offer is firm; basis must be clearly indicated. Cost breakdown must be provided. Price escalation basis and formula must be indicated.

Pricing schedule: Bidders must submit pricing strictly in accordance with the provided schedule; deviation may render the bid non-responsive. Discounted prices considered only in final evaluation on an unconditional basis.

Market-related price: If the highest scoring bidder's price is not market-related, PRASA may negotiate with the highest, then second, then third highest scoring bidders; if no agreement, the RFQ is cancelled.

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

Delivery period: To be completed by the bidder – delivery within a stated number of working days from date of order.

CSD registration: Bidders must be registered on the National Treasury Central Supplier Database (CSD); business may not be awarded to unregistered bidders. Foreign suppliers with no local registered entity are exempt.

Tax compliance: Submit a valid SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. Consortia, joint ventures and sub-contractors must each submit separate TCS certificate/PIN/CSD number.

State employment: No bids from persons in the service of the state, companies with directors who are state employees, or close corporations with members who are state employees.

COIDA: Letter of Good Standing required.

SBD 4 (Bidder's Disclosure): Declares whether any director/shareholder is employed by the state, relationships with procuring institution staff, and PEP/PIP status. False declarations may lead to disqualification or contract termination.

SBD 6.1 (Preference Points Claim): Claims specific goal points under the 80/20 system; supporting evidence required.

SBD 9 (Certificate of Independent Bid Determination): Certifies independent pricing and no collusion; suspicious bids reported to the Competition Commission.

Authority to sign: Proof of authority (e.g., company resolution) must be submitted.

Preference point system: 80/20 (for requirements up to R50 million). Specific Goals allocation: People living in rural area = 10 points; EME or QSE 51% Black Owned = 10 points. Supporting evidence required: Certified copy of ID Documents of Owners/Directors for Black Youth owned; Audited Annual Financial Statements/B-BBEE Certificate/Affidavit, Certified copy of ID Documents of Owners/Directors, Company Registration Certification (CIPC) or CSD report/CSD registration number (MAAA number) for EME/QSE 51% Black Owned. Bidders must complete SBD 6.1 Preference Points Claim Form. Failure to submit proof/documentation for specific goals means points not claimed. PRASA reserves right to substantiate any preference claims.

Warranty: Items warranted fit for purpose and free from defects for 1 year from acceptance (unless otherwise stated in the order).

Indemnity: Supplier indemnifies PRASA against claims arising from negligence, IP infringement, breach of statutory duty, defective design, materials or workmanship.

Subcontracting: 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.

Rejection: PRASA may reject non-compliant items with written notice; rejected items returned at supplier's risk and expense; supplier bears costs of replacement.

Title and risk: Pass to PRASA upon acceptance.

Delivery: Supplier must deliver on or before the date stated in the order; late deliveries may incur penalties. Consignments must be marked with supplier name and destination details, include packing note, advice note on dispatch, and a detailed priced invoice.

Payment: Within 30 days of receipt of correct tax invoice.

PRASA reserves the right to modify the RFQ and request re-bid, reject non-conforming quotations, cancel contract if award based on incorrect information, and appoint next ranked bidder if preferred bidder fails to sign or commence within a reasonable period.

PRASA General Conditions of Purchase apply. Price and payment: Price may include price adjustment per formula in order/contract. Payment within 30 days of receipt of correct tax invoice. Delivery: Supplier must deliver on or before date stated in order/contract; late deliveries may incur penalty. Supplier must mark consignments with name and destination details, include packing note, send advice note on dispatch with transport details, weight, volume, point/date of dispatch, and send detailed priced invoice after dispatch. No payment for containers/packing materials unless stated otherwise. Title and risk pass to PRASA upon acceptance. Rejection: PRASA may reject non-compliant items with written notice; rejected items returned at supplier's risk and expense; supplier bears costs of replacement from third party. Warranty: Items warranted fit for purpose and free from defects for 1 year from acceptance (unless otherwise stated). Indemnity: Supplier indemnifies PRASA against claims arising from negligence, IP infringement, breach of statutory duty, defective design/materials/workmanship. Subcontracting only with PRASA's prior approval; successful bidder remains liable. Governing law: South African law, non-exclusive jurisdiction of South African courts. PRASA reserves right to: modify RFQ and request re-bid, reject non-conforming quotations, reject late/incorrect venue submissions, cancel contract if award based on incorrect information, award to highest scoring bidder unless objective criteria justify otherwise, appoint next ranked bidder if preferred bidder fails to sign/commence within reasonable period.

Stage 1A Mandatory Requirements (disqualification if not submitted): Completed Pricing and Delivery Schedule Form (Section 4), Completed BOQ/Pricing Schedule (Section 10). Stage 1B Other Mandatory Requirements (may be requested within 3 working days): Signed and Completed RFQ Document and Standard Bid Documents (SBD) Forms, Letter of Good Standing (COIDA), Valid SARS PIN, Completion of ALL RFP documentation (includes ALL declarations), Joint Venture/Consortium/Partnering/Subcontract Agreement signed by all parties (indicating leading bidder where applicable), CSD supplier registration number. Bidders must be registered on the Central Supplier Database (CSD) – only foreign suppliers with no local registered entity are exempt. Tax compliance: Submit unique SARS PIN or printed TCS certificate; consortia/joint ventures/sub-contractors each submit separate TCS certificate/PIN/CSD number. No bids from persons in the service of the state, companies with directors who are state employees, or close corporations with members who are state employees. Validity period: 90 working days from closing date (may be extended on same terms).

Three-stage evaluation: Stage 1 – Compliance (Stage 1A Mandatory Requirements, Stage 1B Other Mandatory Requirements). Stage 2 – Technical/Functional Requirements (minimum threshold 60%): Organizational Experience (100 points) – scoring based on number of similar projects completed: 0 = 0, 1 = 20, 2 = 40, 3 = 60, 4 = 80, 5+ = 100. Evidence required: appointment letter on company letterhead with project description, purchase order, client name, contact details, project start/end dates, contract value inclusive of VAT, and completion certificate or client letter confirming successful completion. Stage 3 – Price and Specific Goals (80/20 system): Price = 80 points, Specific Goals = 20 points. Price formula: Ps = 80(1 - (Pt-Pmin)/Pmin). Specific Goals: People living in rural area = 10 points; EME or QSE 51% Black Owned = 10 points (evidence: Audited Annual Financial/B-BBEE Certificate/Affidavit, certified ID copies of owners/directors, CIPC registration or CSD report/MAAA number). Objective criteria may justify award to non-highest scoring bidder: negative track record, spreading awards, avoiding concentration of awards, considering number/value/scope of previous awards, price difference materiality, specialised nature of goods. PRASA reserves right to split award among multiple providers.