Ppe/uniform supply – government tender in gauteng

Closing date: 25 August 2026. Closing time: 10:00 CAT. Issue date: 14 August 2026. No compulsory briefing or site visit indicated (Section 8 marked N/A). Validity period: 90 working days from closing date.

SCM contact: Cry Monene. Telephone: 011 013 0110. Email: [email protected] and [email protected]. Submission address: Tender Room Window, Ground Floor, Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein. Complaints email: [email protected] (must include bid description, reference number, closing date, supplier name, contact details, and detailed complaint).

Submission method: hand-delivered only to the Tender Room Window, Ground Floor, Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein. No email, fax, or late submissions accepted. Closing: 25 August 2026 at 10:00 CAT. Mandatory returnable documents (failure to submit at closing results in disqualification): Completed Pricing and Delivery Schedule Form (Section 4), Completed BOQ / Pricing Schedule (Section 10). Other mandatory returnables (may be requested within 3 working days if missing, else disqualification): Signed and completed RFQ document and all SBD forms, Letter of Good Standing (COIDA), Valid SARS PIN, Completion of all RFP documentation including all declarations, Joint Venture / Consortium / Partnering / Subcontract Agreement signed by all parties (indicating lead bidder where applicable), CSD supplier registration number (MAAA number). Validity period: 90 working days from closing date. Quotations must be in a sealed envelope addressed to PRASA.

The returnable documents for this tender include: Mandatory Returnable Documents, such as Completed Pricing and Delivery Schedule Form, Completed BOQ / Pricing Schedule

Three-stage evaluation:

Stage 1 – Compliance (pass/fail):

• Stage 1A Mandatory: Completed Pricing and Delivery Schedule (Section 4) and BOQ / Pricing Schedule (Section 10). Automatic disqualification if missing.
• Stage 1B Other Mandatory: Signed RFQ and SBD forms, COIDA Letter of Good Standing, valid SARS PIN, all declarations completed, JV/consortium/subcontract agreement (if applicable), CSD registration number. Missing items may be requested with 3 working days to submit; failure leads to disqualification.

Stage 2 – Technical / Functionality (two phases, minimum thresholds apply):

• Phase 1 (document review) – minimum 80% threshold. Scored criteria (total 100 points):

• Organisational Experience – supply of PPE (40 points): 0 similar projects = 0; 1 = 10; 2 = 20; 3 = 30; 4 = 40. Requires appointment letters/purchase orders with client details, dates, contract value, and completion certificates or client confirmation letters.

• PPE Technical Assessment Sheet with supporting certificates (30 points): not submitted/incomplete = 0; submitted without certificates = 20; fully completed with SABS/SANS/material certificates = 30.

• Warranty on company letterhead for all BOQ items (10 points): not submitted = 0; submitted = 10.

• Data Sheet on company letterhead for all BOQ items (10 points): not submitted = 0; submitted = 10.

• Lead Time on company letterhead signed by authorised person (10 points): ≥5 weeks = 0; 3–4 weeks = 5; 1–2 weeks = 10.

• Phase 2 (sample inspection) – minimum 100% threshold. Samples, detailed data sheets, and product catalogue must be submitted within 5 working days of request. Scoring: no submission = 0; submitted but not SABS approved = 50; SABS approved = 100. Late samples not considered.

Stage 3 – Price and Specific Goals (80/20 preference point system):

• Price: 80 points (formula Ps = 80[1 – (Pt – Pmin)/Pmin]).
• Specific Goals: 20 points total:

• Black Youth Owned – 10 points (certified ID copies of owners/directors, or CIPC registration, or CSD report/MAAA number).

• EME or QSE 51% Black Owned – 10 points (audited annual financial statements, B-BBEE certificate/affidavit, certified ID copies of owners/directors, or CIPC/CSD evidence).

Objective criteria may justify award to a lower-scoring bidder (negative track record, spreading awards, avoiding concentration, price materiality, specialised nature). PRASA may split the award among multiple providers. If the highest scorer fails to sign within 14 days, provide security/bonds, meet conditions precedent, or conclude contract negotiations, PRASA may appoint the next ranked bidder within the validity period.

Supply and delivery of PPE/uniform items as per Section 9 specification:

• Fleece Jacket: high collar, long sleeve, two zippered side pockets, lightweight with high warmth-to-weight ratio, sleek modern design, suitable for mild to cool weather, 100% polyester, light rain repellent, navy blue, PRASA logo embroidery. Quantities: X-Large 5, Medium 4, Large 10, XX-Large 1 (total 20).
• Reflective Safety Vest: high visibility with multi pockets and front zipper, navy blue, PRASA logo embroidery. Quantities: X-Large 5, Medium 6, Large 8, XX-Large 1 (total 20).
• Wide Brim Sun Hat: navy blue, PRASA logo embroidery. Quantities: Large 14, Small 2, Medium 20, XX-Large 2, X-Large 2 (total 40).
• Workwear Antibacterial Socks: black. Total 120 items.
• Eye Protection (ladies): fashionable pink design, snug-fitting wrap-around tinted lens, soft nose piece, lightweight frame. Total 13 items.
• Eye Protection (unisex): lightweight, nylon-tipped temple arms, Tuff-Stuff scratch-resistant coating, soft rubber nose bridge, tinted glass. Total 7 items.
• Eco Fleece Scarf: navy blue, PRASA embroidery. Total 20 items.
• Fleece Gloves: navy blue. Total 20 items.
• Unisex Long Sleeve Golf T-Shirt: cotton or polyester, white, PRASA embroidery. Quantities: Large 8, Medium 6, Small 1, X-Large 4, XX-Large 1 (total 20).
• Women's Golf T-Shirt: fit piqué knit polyester or cotton, white, four-button placket, contrast sleeve panels, PRASA embroidery. Quantities: Large 5, Medium 6, Small 1, X-Large 2 (total 14).
• Men's Golf T-Shirt: piqué knit polyester or cotton, white, slim fit, PRASA embroidery. Quantities: Large 3, X-Large 2, XX-Large 1 (total 6).

Quality assurance: quotation sample (one per item) required with bid; fabric and reflective tape manufacturer letters with content, specification, manufacturing country, and technical data sheets required (non-compliance disqualifies). Pre-production sample inspection and sign-off process before bulk production; PRASA retains approved samples for comparison. Fitting samples in all sizes to be provided at each facility; employee size spreadsheet verified and signed off. Spot checks on final delivery against approved samples.

Organisational experience requirement (Phase 1 technical evaluation, 40 points):

• Minimum 1 similar project (supply of PPE) required to score points.
• Evidence per project: appointment letter or purchase order on company letterhead with client name, contact details (email and office number), project start/end dates, extension of time (if any), contract value inclusive of VAT.
• Completion certificate signed by client or client confirmation letter of successful completion.
• Scoring: 0 projects = 0; 1 = 10; 2 = 20; 3 = 30; 4 = 40 points.
• No specific key personnel qualifications or professional registrations stated.

Quality assurance process per specification:

• Quotation sample (one per item) required with bid.
• Fabric and reflective tape manufacturer letters with content, specification, manufacturing country, and technical data sheets required (non-compliance disqualifies).
• Pre-production sample (one size per item) inspected by PRASA using predetermined checklist; photographic evidence kept.
• Non-compliant pre-production samples require corrected re-submission and repeat inspection.
• Sign-off by supplier and all inspecting authority members on completed checklist.
• PRASA retains approved pre-production samples for comparison with delivered items.
• Process repeated for each size of each garment/item before production authorisation.
• Fitting samples in all sizes provided at each facility; employee sizes captured on spreadsheet, verified and signed off by each employee.
• Final delivery spot-checked against approved samples; non-conforming items rejected and returned for correction or replacement.
• SABS/SANS certificates and material certificates required for all PPE items (original or certified copies reflecting company name).
• Warranty: one year defect-free from acceptance.

Pricing Schedule (Section 4) and Bill of Quantities / Pricing Schedule (Section 10) are mandatory returnable documents. Requirements:

• Prices in ZAR inclusive of all taxes.
• Firm price offer with basis clearly indicated.
• Bill of Quantities completed in line with schedule.
• Cost breakdown required.
• Price escalation basis and formula indicated.
• Must use prescribed pricing schedule format; deviation may cause non-responsiveness.
• Discounts considered only on unconditional basis at final evaluation.
• Delivery period: earliest possible, stated in working days from date of order.
• PRASA may negotiate market-related price with top three ranked bidders sequentially; failure to agree leads to RFQ cancellation.

Pricing: firm prices in South African Rand inclusive of all applicable taxes. Cost breakdown must be indicated. Price escalation basis and formula must be indicated. Pricing must follow the prescribed schedule exactly; deviation may render bid non-responsive. Discounts considered only on unconditional basis at final evaluation. PRASA may negotiate market-related price with highest, second, and third ranked bidders sequentially; if no agreement, RFQ cancelled. Payment: within 30 days of receipt of correct tax invoice. No payment for containers or packing materials unless stated. Warranty: items must remain free from defects for one year from acceptance (unless otherwise stated in order). No bid bonds, guarantees, or insurance requirements stated.

Mandatory compliance documents:

• CSD registration (MAAA number) – only foreign suppliers with no local entity exempt.
• Valid SARS Tax Compliance Status PIN (or printed TCS certificate). Each JV/consortium/subcontractor party must submit separate PIN/CSD number.
• Letter of Good Standing (COIDA).
• Completed and signed RFQ document and all Standard Bid Documents (SBD forms): SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest including PEP/PIP disclosure), SBD 6.1 (Preference Points Claim for Specific Goals).
• All declarations completed.
• Joint Venture / Consortium / Partnering / Subcontract Agreement signed by all parties (indicating lead bidder) where applicable.
• No bids considered from persons in service of the state, companies with directors in state service, or close corporations with members in state service.
• B-BBEE: specific goals points claimed via SBD 6.1 with supporting evidence (certified ID copies, CIPC registration, CSD report, audited financials, B-BBEE certificate/affidavit).
• SABS/SANS certificates and material certificates for PPE items (original or certified copies reflecting company name).
• Authority to sign / board resolution authorising signatory.

No specific occupational health and safety requirements stated beyond standard PPE compliance. Items supplied must meet applicable safety standards (SABS/SANS) as per technical specification. Supplier must provide manufacturer letters for fabric and reflective tape indicating content, specification, manufacturing country, and technical data sheets. No additional HSE plans, safety officers, or site-specific safety requirements mentioned.

Contract governed by South African law; parties submit to non-exclusive jurisdiction of South African courts. PRASA General Conditions of Purchase apply. Price may include adjustment per formula in order/contract. Payment within 30 days of correct tax invoice. Delivery on or before date stated in order; late delivery may incur penalty if imposed. Supplier must mark consignments with name and destination details, include packing note, send advice note on dispatch, and submit detailed priced invoice. 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 cost of replacement from third party. Services: supplier corrects non-conformances. Warranty: one 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; prime contractor remains liable. PRASA reserves right to modify RFQ, reject non-conforming quotations, reject late/incorrect venue submissions, cancel contract if award based on incorrect information, split award, appoint other than highest scorer per objective criteria, and appoint next ranked bidder if preferred bidder fails to sign within 14 days, provide security/bonds, meet conditions precedent, or conclude negotiations. Validity: 90 working days from closing; may be extended on same terms. Awards published on National Treasury e-Tender Portal with prices and preferences claimed.

Special conditions:

• Tax compliance: bidders must ensure compliance, submit SARS PIN (or TCS certificate), each JV party submits separate PIN/CSD number.
• CSD registration mandatory (foreign suppliers without local entity exempt).
• No bids from persons in service of state, companies with directors in state service, or close corporations with members in state service.
• Validity period: 90 working days from closing; may be extended on same terms.
• PRASA reserves right to modify RFQ, reject non-conforming/late quotations, cancel contract if award based on incorrect information, split award, apply objective criteria to award to lower scorer, appoint next ranked bidder if preferred bidder fails to sign (14 days), provide security/bonds, meet conditions precedent, or conclude negotiations.
• Awards published on National Treasury e-Tender Portal with prices and preferences.
• PRASA General Conditions of Purchase apply.
• Payment within 30 days of correct tax invoice.
• Warranty: one year from acceptance.
• Subcontracting only with PRASA prior approval; prime contractor liable.
• Governing law: South Africa; non-exclusive jurisdiction of SA courts.

Mandatory at closing (disqualification if missing): Completed Pricing and Delivery Schedule (Section 4), Completed BOQ / Pricing Schedule (Section 10).

Mandatory within 3 working days if requested (else disqualification): Signed RFQ and all SBD forms, COIDA Letter of Good Standing, Valid SARS PIN, All declarations completed, JV/Consortium/Partnering/Subcontract Agreement signed by all parties (lead bidder indicated), CSD supplier registration number (MAAA).

Technical: PPE Technical Assessment Sheet with SABS/SANS/material certificates, Warranty on company letterhead for all BOQ items, Data Sheet on company letterhead for all BOQ items, Lead time confirmation on company letterhead signed by authorised person.

Samples: Quotation sample per item with bid; fabric/reflective tape manufacturer letters with technical data sheets; pre-production samples for inspection within 5 working days of request; final delivery per approved samples.

Compliance: CSD registration, SARS tax compliance, no state-employed directors/members, B-BBEE evidence for specific goals, authority to sign.

Evaluation criteria fully covered in main evaluationCriteria section. No additional criteria beyond those described there.