Maintenance, pumping, cleaning and jetting of septic tanks — western cape region (5-Month contract)

Closing

• Date: 05 November 2026
• Time: 12:00

Compulsory briefing

• Date: 28 October 2026
• Time: 10:00 (starts punctually; no latecomers admitted)
• Venue: Cape Town Station, Shosholoza Meyl waiting area
• Attendance is compulsory and is recorded on the attendance register; the Section 8 certificate must be submitted with the bid.
• Bidders arrange and pay for their own travel and accommodation.

Bid validity

• 60 working days from the closing date; PRASA may request an extension on the same terms.

Compulsory briefing session

• Date: 28 October 2026
• Time: 10:00, starting punctually; no latecomers admitted
• Venue: Cape Town Station, Shosholoza Meyl waiting area
• Attendance is compulsory and recorded on the attendance register.
• The Section 8 certificate of attendance must be submitted with the bid; without it the bid is disqualified.
• Bidders arrange and pay for their own transport and accommodation.

Bidding procedure enquiries

• Contact: Tandokazi Nogqala
• Email: [email protected]
• Telephone: 021 818 7556

Complaints

• Email: [email protected]
• A complaint must state the bid description, reference number, closing date, supplier name, supplier contact details and the full particulars of the complaint.

Submission address

PRASA Tender Drop Off Office

3 Old Marine Drive

Cape Town

Submission method

• Deliver a sealed envelope to the PRASA bid box before the closing time; late bids are not accepted.
• Address: PRASA Tender Drop Off Office, 3 Old Marine Drive, Cape Town.
• Sign the closing/submission register at the drop-off office when handing in the documents.
• Quotations must deal only with this RFQ; any additional conditions must be set out in a covering letter.
• No changes to a submission are accepted after the closing date and time.

Returnable documents — mandatory (Stage 1A); omission disqualifies

• SBD 1 (Invitation to Bid): bidder details and signed offer.
• Pricing Schedule (Section 10) plus the price in words (Section 4), completed strictly in the prescribed format.
• Proof of registration for liquid waste removal with the City of Cape Town.
• Certificate of attendance of the compulsory briefing (Section 8), supported by the attendance register.
• Proof of ownership or rental of a honey sucker truck and a jetting machine — registration papers or lease agreement plus photographs of the equipment.
• SBD 4 (Declaration of Interest): discloses state employment, relationships with PRASA staff, related enterprises and any politically exposed or prominent influential persons.
• SBD 6.1 (Preference Points Claim): claims the specific-goals points and is supported by the B-BBEE certificate or affidavit and the owners' certified IDs.
• Proof of authority to sign, such as a company resolution.

Returnable documents — other mandatory (Stage 1B); PRASA may call for these within 3 working days before award

• Valid COIDA Letter of Good Standing.
• Valid SARS tax compliance PIN.
• CSD supplier registration number.
• All RFQ documentation completed, including every declaration.
• Bank-issued proof of bank account.
• Company registration documents (Certificate of Incorporation).
• Certified copies of the owners' identity documents.
• Proof of offices, builder's yard or workshop in the Western Cape — telephone, municipal or bank statement showing the address. PRASA may inspect the premises.

Disqualification risks

• Any mandatory Stage 1A document missing at the closing date and time.
• Pricing submitted in a format other than the prescribed schedule.
• Late submission or delivery to the wrong venue.
• Approaching any PRASA employee or SCM officer about this RFQ between closing and award.
• Incomplete bids fail the administrative responsiveness test.

Mandatory returnable documents

• Must be submitted by the closing date and time; failure to do so disqualifies the bid.
• The list is the Stage 1A set: pricing schedule and price in words, City of Cape Town liquid waste registration, briefing attendance certificate, and proof of ownership or rental of the honey sucker truck and jetting machine.

Other mandatory documents

• The Stage 1B set, which PRASA may call for within 3 working days before award: COIDA letter, SARS PIN, CSD number, completed RFQ documentation, signed submission register, bank letter, company registration, certified owners' IDs and proof of Western Cape premises.

Scoring documents

• The Stage 1C set — certified owners' IDs and the B-BBEE certificate or affidavit — is not compulsory, but omitting it scores zero on the related criterion.

Evaluation stages

• Stage 1A — mandatory requirements: pass or fail; non-compliant bids are disqualified outright.
• Stage 1B — other mandatory requirements: verified at pre-award stage, with 3 working days allowed to supply anything outstanding.
• Stage 1C — documents used for scoring: not compulsory, but a bidder who omits them scores zero on that criterion.
• Stage 2 — price and specific goals.

Scoring split (80/20 preference point system)

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.
• Price formula: Ps = 80 x (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin the lowest acceptable price.

Specific goals (20 points)

• B-BBEE contributor status of Level 2 or better: 10 points. Evidence: B-BBEE certificate or sworn affidavit.
• 51% Black youth ownership: 10 points. Evidence: certified copies of the owners' identity documents.
• Points not claimed with supporting proof at closing are not awarded.

Other evaluation rules

• Administrative responsiveness covers completeness of the response, all returnable documents and certificates, and compliance with bid formalities; incomplete bids are disqualified.
• If the highest-scoring bid's price is not market related, PRASA may negotiate with the highest, then second, then third ranked bidder; if none agrees, the RFQ is cancelled.
• PRASA reserves the right to award to the highest-scoring bidder unless objective criteria justify another award.

Scope

• Pump out septic tanks and high-pressure clean sewer lines at PRASA facilities in the Western Cape that are not connected to municipal sewer systems.
• Scheduled weekly or monthly pumping, with the waste disposed of at dedicated municipal facilities.
• Quarterly removal of sludge and debris from the bottom of tanks.
• Ad hoc cleaning and jetting of sewage lines when blockages occur.
• Disposal only at certified waste disposal sites; disposal fees for all certified sites must be included in the price.
• Record keeping of every job, load and disposal at the certified municipal sites.

Facilities covered (42 sites, list not exhaustive)

• Steenberg: Houses 1, 3 and 5 Henley, and Steenberg Station.
• Windemere CTC.
• Eersteriver: Houses GC4L, GC4H, GC4F, GC4i, House 35 and the Line Camp.
• Firgrove Station: Houses 19, 21, 22, 23, 25, 29, 31, 33, 34, 35, 43, 44, 45, 46 and GC2F.
• Vlottenberg Station and Houses 6 and 12.
• Lynedoch Station House 10.
• Faure Station and House 2.
• Glencairn Station, Koelenhof Station and House 17, Ysterplaat Station, Akasia Park Station, Tygerberg Station, Nolungile Station, Bellville Station, Mutual Station and Pentech Station.

Equipment and resourcing

• A 10 000 litre honey sucker truck and a jetting machine are required; ownership or a lease agreement must be proven.
• The service provider supplies all materials, vehicles, labour, tools and accessories.
• Vehicles, tools and equipment must be safe, in sound condition and meet calibration standards at all times.
• Every asset must be left in working order after each visit.

Availability

• Response cover 12 hours per day (06:00–18:00), five days per week, including emergencies.
• Scheduled and planned work is carried out during normal working hours at the tendered rates.

Reporting and quality

• Written reports on every inspection, examination, investigation or assessment, covering the type of work done (pumping, cleaning, jetting), problems experienced, inspection results, faults found with priorities, and monthly records per site and job.
• The service provider maintains its own quality controls and must notify PRASA of any changes to applicable legislation or regulations.
• PRASA may conduct independent safety and quality audits.

Contract period

• 5 months.

Service delivery approach

• Scheduled weekly or monthly pumping of septic tanks, with waste disposed of at dedicated municipal facilities.
• Quarterly clearing of sludge and debris from the bottom of tanks.
• Jetting of sewage lines as required to keep them clear, including ad hoc call-outs for blockages.
• Records kept of every job, load and disposal at certified municipal sites.
• Written reports issued after each inspection, covering the service performed, problems, results, faults and priorities, and monthly site records.

Resources

• The service provider supplies all materials, vehicles, labour, tools and accessories.
• A 10 000 litre honey sucker truck and a jetting machine are required.
• Availability of 12 hours per day (06:00–18:00), five days per week, including emergencies.
• All equipment must be safe, sound and within calibration standards, and assets must be left in working order.

Reporting

• Written reports on every inspection, examination, investigation or assessment.
• Each report covers the service performed (pumping, cleaning or jetting), problems encountered, inspection results, faults found with their priority, and monthly records per site and job.

Quality control

• The service provider maintains its own quality controls to ensure work meets the specification.
• Changes in applicable legislation or regulations must be brought to PRASA's attention.
• PRASA may commission an independent safety and quality audit of the facilities.
• Equipment and vehicles must remain safe, sound and within calibration standards, and every asset must be left in working order.

Pricing submission

• Complete the Pricing Schedule in Section 10 and state the price in words in Section 4; a different format may render the bid non-responsive.
• Quote in South African Rand, inclusive of all applicable taxes.
• The price must be firm and its basis clearly stated.
• Provide a cost breakdown and state the escalation basis and formula.
• Include disposal fees for all certified waste disposal sites.
• State the earliest delivery or commencement period in working days from order.

Discounts and market pricing

• Discounts are considered only at final evaluation and only if unconditional.
• If the top-ranked price is not market related, PRASA negotiates with the first, second and then third ranked bidder; failing agreement the RFQ is cancelled.

Pricing

• Quote in South African Rand, inclusive of all applicable taxes.
• Prices must be firm, with the basis of the price clearly stated.
• Complete the Pricing Schedule in Section 10 and state the price in words in Section 4; any other format may render the bid non-responsive.
• Provide a cost breakdown and state the price escalation basis and formula.
• Discounts are considered only at final evaluation and only if unconditional.
• Disposal fees at all certified waste disposal sites must be included in the price.
• Offer the earliest possible delivery or commencement period in working days from order.

Payment and contract terms

• Payment within 30 days of receipt of a correct tax invoice.
• Price adjustment, where applicable, follows the formula stated in the order or contract.
• Goods remain at the supplier's risk until accepted by PRASA.
• Defects liability: one year from acceptance, unless the order states otherwise.
• Late delivery or late completion may attract a penalty where the order or contract imposes one.
• No payment is made for containers or packing material unless the order states otherwise.

Market-related pricing

• If the top-ranked price is not market related, PRASA negotiates with the first, then second, then third ranked bidder; failing agreement the RFQ is cancelled.

Registration and tax

• Self-registration on National Treasury's Central Supplier Database is compulsory; no award is made to an unregistered bidder. Only foreign suppliers with no local entity are exempt.
• Submit a valid SARS tax compliance PIN, or a printed TCS certificate, or a CSD number where no PIN is available.
• Consortium, joint venture and subcontractor parties must each submit their own tax compliance PIN or certificate and CSD number.

Statutory and licensing

• Valid COIDA Letter of Good Standing.
• Registration for liquid waste removal with the City of Cape Town.
• Company registration documents (Certificate of Incorporation).
• Certified copies of the owners' identity documents.
• Proof of a bank account in the bidder's name.
• Proof of offices, builder's yard or workshop in the Western Cape, evidenced by a telephone, municipal or bank statement showing the address; PRASA may visit the premises.

B-BBEE and preference

• B-BBEE contributor status of at least Level 2 earns 10 of the 20 specific-goals points; evidence is a B-BBEE certificate or sworn affidavit.
• 51% Black youth ownership earns a further 10 points; evidence is certified copies of the owners' identity documents.

Exclusions

• Bids are not considered from persons in the service of the state, companies whose directors are in state service, or close corporations whose members are in state service.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• Canvassing a PRASA employee or SCM officer in connection with this RFQ between closing and award renders the bid liable to disqualification.

Standard forms to complete and sign

• SBD 1, SBD 4, SBD 6.1, the Section 8 briefing certificate and the Section 10 pricing schedule.

Statutory framework

• The work involves human waste; compliance with the OHS Act, the Railway Safety Regulator and other statutory requirements is mandatory.
• Facilities must be kept clean and operating safely at all times.

Operational safety

• Response cover 12 hours per day (06:00–18:00), five days per week, including emergencies.
• Vehicles, tools and equipment must be safe, sound and within calibration standards at all times.
• Housekeeping is a required part of the service; every asset must be left in working order.
• Waste may be disposed of only at certified disposal sites.

Waste handling

• Pumped effluent must be disposed of at dedicated municipal facilities and only at certified waste disposal sites.
• Disposal fees for all certified sites must be included in the quoted price.
• Records of every load and its disposal must be kept and reported monthly.
• The service exists because certain PRASA facilities fall outside municipal sewer networks, so correct disposal is a statutory and environmental obligation.

Contract basis

• PRASA's General Conditions of Purchase govern the order or contract and override any conflicting supplier document.
• No PRASA employee or agent may vary the conditions orally; written special conditions may be added.

Payment

• Payment within 30 days of a correct tax invoice.
• Price adjustment applies only where the order or contract sets out a formula.
• Payment in a currency other than Rand is possible at a single exchange rate and within the contract amounts.

Delivery and acceptance

• Delivery or completion must occur by the date in the order; late performance may attract a penalty where imposed.
• Title and risk pass to PRASA on acceptance.
• PRASA may reject non-compliant items or work in writing and require replacement or rework; return costs and replacement costs are for the supplier's account.
• No payment is made where the supplier fails to deliver as ordered.

Warranty and indemnity

• One-year defect warranty from acceptance, unless the order states otherwise.
• The supplier indemnifies PRASA against claims arising from negligence, infringement of rights, breach of statutory duty, or defective design, materials or workmanship.

Subcontracting and law

• Subcontracting requires PRASA's prior written approval; the successful bidder remains fully liable for performance.
• South African law applies, with non-exclusive jurisdiction of the South African courts.

Award

• PRASA may cancel a contract where information supplied by the bidder proves incorrect.
• If the preferred bidder fails to sign or start within a reasonable period, PRASA may award to the next ranked bidder at the quoted price.

Stage 1A — mandatory, disqualification on omission

• Pricing Schedule (Section 10) and price in words (Section 4), strictly in the prescribed format.
• Proof of registration for liquid waste removal with the City of Cape Town.
• Section 8 certificate of attendance at the compulsory briefing, plus entry on the attendance register.
• Proof of ownership or rental of a honey sucker truck and jetting machine, with registration papers or lease agreement and photographs.

Stage 1B — other mandatory, may be requested within 3 working days before award

• COIDA Letter of Good Standing.
• Valid SARS PIN.
• CSD registration number.
• All RFQ documentation and declarations completed.
• Signed closing/submission register at the PRASA drop-off office, 3 Old Marine Drive.
• Bank-issued proof of bank account.
• Company registration documents.
• Certified copies of the owners' identity documents.
• Proof of offices, builder's yard or workshop in the Western Cape (telephone, municipal or bank statement); PRASA may inspect the premises.

Stage 1A — mandatory (fail any one and the bid is disqualified)

• Pricing Schedule (Section 10) and price in words (Section 4), in the prescribed format only.
• City of Cape Town registration for liquid waste removal.
• Section 8 certificate of attendance at the compulsory briefing, plus appearance on the attendance register.
• Proof of ownership or rental of a honey sucker truck and jetting machine, with registration papers or lease agreement and photographs.

Stage 1B — other mandatory, verified before award with 3 working days to comply

• COIDA Letter of Good Standing, SARS PIN, CSD number, all RFQ documentation and declarations completed, signed submission register, bank letter, company registration documents, certified owners' IDs, and proof of Western Cape premises.

Stage 1C — scoring documents (zero points if omitted, no disqualification)

• Certified copies of the owners' IDs and the B-BBEE certificate or affidavit.

Stage 2 — price and specific goals

• Price: 80 points, scored as Ps = 80 x (1 − (Pt − Pmin) / Pmin).
• Specific goals: 20 points — 10 for B-BBEE Level 2 or better, 10 for 51% Black youth ownership.
• Total: 100 points.
• Incomplete responses fail the administrative responsiveness test.