Panel of service providers for printing & branding – PRASA KZN tender (36 months)

PRASA has identified the need to appoint a panel of service providers for the supply and delivery of various printing and branding requirements on an as and when required basis for 36 months in the KwaZulu Natal Region. The region has over 2000 employees requiring printing services daily. The panel will ensure compliance with RSR provisions and regulatory requirements, and provide continuous availability of necessary tools, materials and consumables. The project aims to reduce acquisition costs, improve service benefits, achieve appropriate availability, receive proactive improvements, strengthen competitive advantage, and streamline acquisition of services.

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A compulsory pre-proposal briefing will be held at PRASA, 65 Masabalala Yengwa Avenue, Greyville, Durban Station, Shosholoza Meyl Waiting Area on 18 September 2026 at 10:00 am. Bidders must provide their own transportation and accommodation. The briefing will start punctually; information will not be repeated for late arrivals. A Certificate of Attendance (Form D) must be completed and submitted with the proposal as proof of attendance, and bidders must appear on the Compulsory Briefing Session Register. Bidders failing to attend may be disqualified.

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Returnable Documents: TENDER FORM (PRICING SCHEDULE) Form C, SBD 4 BIDDER’S DISCLOSURE, SBD 6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE, CIDB Construction Industries Development Board

Mandatory returnable documents include: completed and signed closing register (or proof of timely submission), Compulsory Briefing Session Attendance Register, SBD 1 (Invitation to Bid), SBD 4 (Bidder's Disclosure), SBD 5 (National Industrial Participation Programme), SBD 6.1 (Preference Points Claim Form), Form A (Invitation to Bid), Form B (Terms and Conditions for Bidding), Form C (Tender Form/Pricing Schedule), Form D (Site Inspection Certificate/Pre-Tender Briefing Session), Form E (Statement of Work Successfully Carried Out), Form F (Security Screening Form), Form G (Acknowledgement). Bids must be submitted in two sealed envelopes: Envelope 1 for technical and compliance response, Envelope 2 for financial and BBBEE response. Submit 1 original and may submit copies and an electronic version on memory card/external hard drive. All documents must be in English, A4 format (except graphic illustrations up to A3), signed in black ink, and certified copies where not original.

Bidders must submit all mandatory returnable documents, including a signed closing register (or proof of timely submission), and must appear on the Compulsory Briefing Session Attendance Register. Bidders must be registered on the Central Supplier Database (CSD) and provide a Tax Compliance Status (TCS) PIN. Bidders must complete and submit SBD 1 (Invitation to Bid), SBD 4 (Bidder's Disclosure), SBD 5 (National Industrial Participation Programme), SBD 6.1 (Preference Points Claim Form in terms of the Preferential Procurement Regulations 2022), and other forms listed in the RFP (Form A, Form B, Form C, Form D, Form E, Form F, Form G). Bidders must achieve a minimum of 70% in the technical/functionality evaluation to proceed. Bidders must submit a 12-month cashflow statement not older than the previous financial year, prepared and certified by a registered professional in the financial services sector. Bidders must provide appointment letters/purchase orders/contracts with corresponding reference letters or completion certificates for previous completed projects.

Currently services are sourced as each requirement for printing is submitted to SCM which takes

time and delays the delivery hence the establishment of this panel of suppliers.

Problem statement

Many there are books that are kept at the Warehouse as inventory, and they are mainly utilised by

certain Departments. For instance, vehicle logbooks, protection services Occurrence Books,

Rolling Stock maintenance logbooks and Job Cards, just to mention a few.

Marketing and Communications does safety campaigns and level crossing campaigns and other

things which may include promotion of patronage, special train service, etc. all these promotions

and campaigns require displaying of PRASA brand.

1. Objective of the proposed project

3.1 Desired outcomes for carrying out the proposed project

The objective is to have a readily available panel of suppliers who render printing services for

different types of printing and branding requirements that can be invited to submit pricing proposals

for any items that may be required on an ad hoc basis.

3.2 Project benefits to PRASA

• Improved turnaround time for workplace improvement by having required printing service for

PRASA employees.

• Improve compliance with legislation and safety requirements.

• Improve customer satisfaction, either internal customers or external customers.

3.3 Current mechanisms in place to address the problem

The RFQ process is used to acquire these items.

2. Scope of works and areas of focus

Works overview and extent of the works

The service will be carried out on an as and when required basis as determined by relevant user-

departments in line with their needs.

The successful service providers shall be responsible for the successful On Time Delivery of required

items. When the purchase order is issued, service provider shall render the service and deliver the

full order on time.

The following are the categories for the printing service and branding requirements

Category 1: Printing Service

Category 2: Branding materials

4.1 Insurance requirements for the project

The successful bidder/s to provide the following insurances in line with the conditions of contract.

4.1.1 No insurance required.

4.1.2 Service provider is responsible for the goods, until is successfully delivered in PRASAs

warehouse.

4.2 Prasa’s responsibilities

Is to manage printing services and branding materials service providers on an as and when

required basis for the duration of 36 months existence of the panel in the KZN region.

4.3 Extent and coverage of the proposed project

This panel will cover the supply and delivery of printing service and branding materials.

4.4 Measurements and payment

The appointed service provider will be paid by PRASA for work done within 30 days after the receipt

of the suppliers correct tax invoice.

4.5 Form of contract

The service level agreement will be signed with the successful bidders to be included into a panel.

4.6 Other related projects

4.6.1 None.

5 specification of the work or products or services required

The service will be carried out on an as and when required basis as determined by relevant user-departments. The successful service providers shall be responsible for the successful on-time delivery of required items. The scope includes Category 1: Printing Service (books with sequence numbering, printing of pamphlets of different sizes, forms, certificates, ticketing material) and Category 2: Branding Materials (brochures, flyers, posters, logos, newsletters, presentations, catalogues, clothing apparels, displaying equipment, gazebos and screens). The list is not exhaustive; other items may be requested from suppliers within the panel.

Bidders must provide proof of capability and ability to supply the required goods in the form of previous work done and financial capability. Technical proposal must include completed projects and track record. For experience scoring, bidders must submit appointment letters/purchase orders/contracts with corresponding signed reference letters or completion certificates, with contract name and value visible for each project. Points are awarded based on the number of such projects submitted.

The service provider must ensure successful on-time delivery of required items. When a purchase order is issued, the service provider shall render the service and deliver the full order on time. Proof of capability and ability to supply the required goods in the form of previous work done and financial capability is required.

TENDER FORM (PRICING SCHEDULE) Form C

different types of printing and branding requirements that can be invited to submit pricing proposals

for any items that may be required on an ad hoc basis.

3.2 Project benefits to PRASA

• Improved turnaround time for workplace improvement by having required printing service for

Letter of Good Standing (i.e., COIDA) (Department of Labour or any

c)

other recognized institutions)

Valid Tax Status Certificate (must be valid on closing date of

d)

submission of the proposal) and SARS Issued Pin.

CSD report / CSD reference number e)

PRICING AND SPECIFIC GOALS - (To be included with the financial offer and will be evaluated

upon issuing the RFQ/Task Order.)

Bid Bond: BID BONDS (WHERE APPLICABLE) .................................... 41

4 ownership of design .......................................................................................... 41

5 service levels ...................................................................................................... 4

5.1.1 Proof of capability and ability to supply the required goods in the form of previous work done and the financial capability. TECHNICAL INFORMATION TO BE PROVIDED WITH TENDER The Bidders shall submit the following technical proposal. 5.2.1 The Service provider’s completed projects and track record 5.2.2 the following are the applicable printing requirements for this panel and their listings

books with sequence numbering

printing of pamphlets different sizes

certificates

ticketing material

marketing, promotional and branding collateral 5.2.3 for the service providers of the branding requirements they will need to provide marketing, promotional and branding collateral This list is not exhaustive; there may be other items that may be required but not listed here therefore such items may be requested from the suppliers within the panel. Category 1 consist of printing service and Category 2 consist of branding materials. Category 1: Printing Service Category 2: Branding Materials (Refer to Annexure A) (Refer to Annexure B) books with sequence numbering, Brochures, flyers, posters, logos, printing of pamphlets different sizes, newsletters, presentations, catalogues, forms, certificates, ticketing material clothing apparels, displaying equipment, gazebos and screens. 6 TIME FRAMES / PROGRAMS 6.1.1 Contract period: The planned time frame for the implementation of this proposed panel is thirty-six (36) months.

EVALUATION METHODOLOGY The evaluation of Bids will be based on the information contained in Bids received in RFP and, which may be further supplemented by presentations and clarification information provided, if required. All Bids shall be equally evaluated by various committees involved in the evaluation process in accordance with stated Evaluation Criteria. Procurement integrity and fairness, transparency, competitiveness and full accountability will at all times be paramount. 6.1 EVALUATION AND SCORING METHODOLOGY The evaluation of the Bids by the evaluation committees will be conducted at various levels. The following levels will be applied in the evaluation: LEVEL DESCRIPTION Verify completeness The Bid is checked for completeness and whether all required documentation, certificates; verify completeness warranties and other Bid requirements and formalities have been complied with. Incomplete Bids may be disqualified. Verify compliance The Bids are checked to verify that the essential RFP requirements have been met. Non-compliant Bids may be disqualified. Detailed Technical Detailed analysis of Bids to determine whether the Bidder is capable of Evaluation delivering the Project in terms of business and technical requirements. The minimum threshold for technical evaluation is [70%], any bidder who fails to meet the minimum requirement will be disqualified and not proceed with the evaluation of Price and Specific Goals. Specific Goals Evaluate Specific Goals Price Evaluation Bidders will be evaluated on price offered. Scoring Scoring of Bids using the Evaluation Criteria. Recommendation Report formulation and recommendation of Preferred and Reserved Bidders Best and Final Offer PRASA may go into the Best and Final Offer process in the instance where no bid meets the requirements of the RFP and/or the Bids are to close in terms of points awarded. Approval Approval and notification of the final Bidder. 6.2 EVALUATION CRITERIA Interested bidders for this project shall be evaluated in terms of their business credentials, financial standing, empowerment, technical capacity and experience. The evaluation committee shall use the following Evaluation Criteria depicted in Table 1 for the selection of the preferred bidder. EVALUATION CRITERIA WEIGHTING Stage 1 Compliance Disqualifying Returnable Stage 1 documents Stage 2 Technical / Functionality Technical/Functional Requirements Threshold of 70% TOTAL 100 Stage 3 Non-Mandatory Documents Details of the stages outlined in table 1 above are presented in the following sections. STAGE 1- RETURNABLE DOCUMENTS If you do not submit/meet the following mandatory documents/requirements, your bid will be automatically disqualified. Only bidders who comply with stage 1 will be evaluated further. No. Description of requirement Bidders to fill and sign a closing register; failing which the bidder must

provide proof that the document was submitted on time. Bidders must reflect on the Compulsory Briefing Session Attendance

Register. Table 2: Returnable Requirements NB: Bidders must mark with an “X” the preferred category of supply to be pre-qualified for in this panel. The bids of Bidders that do not clearly indicate their preferred category of supply as prescribed above, will not be considered. Category 1: Printing Category 2: Branding Material Service and Collateral Table 1.1 Preferred category of supply NB: PRASA reserves the right to verify the information provided and misrepresentation will result in the bidder being disqualified. STAGE 2: TECHNICAL / FUNCTIONALITY REQUIREMENTS - (To be submitted in envelope 1) Qualifying bidders shall then be evaluated on functionality after meeting all compliance requirements outlined above. The minimum threshold for the technical/functionality requirements is 70% as per the standard Evaluation Criteria presented in Table 1 above. Bidders who score below this minimum requirement shall not be considered for further evaluation in stage 3. Details of the technical/functional requirements are presented in the table below. Description Points Bidder’s Experience (number of projects completed in the selected category) 60 Cashflow Statements 40 Total Points 100 Table 3: Technical Evaluation Criteria FUNCTIONAL EVALUATION CRITERIA Bidders are evaluated based on the functional criteria set out in this RFP. Only those Bidders which score [70] points or higher (out of a possible 100) during the functional evaluation will be evaluated during the second stage of the Bid. Details of the scoring methodology presented above are outlined below: Functionality evaluation matrix & Criteria: Details of the detailed scoring methodology are presented below: FUNCIONALITY CRITERIA FUNCTIONALITY TYPE OF EVIDENCE SCORES WEIGHT CRITERIA REQUIRED

BIDDER’s Only projects with complete, 5 x Appointment 60 EXPERIENCE conforming documentation will letters/purchase Appointment letter or be considered for scoring order/contract purchase order or with contract with Evidence required: corresponding corresponding The bidder must ensure that Reference letters reference they submit the following (60 points) letter/completion documents: 4 x Appointment certificate must be letters/purchase order/contract submitted for previous

• Provide appointment with completed works. letters/purchase corresponding order/contracts Reference letter

Provide corresponding (40 points) signed reference letters 3 x Appointment or completion certificate letters/purchase with contract name and order/contract contract value visible for with each project submitted corresponding Note: No points will be Reference letter awarded to bidders who fail to (30 points) submit a letter of 2 x Appointment appointment/purchase letters/purchase order/contract that is order/contract accompanied by a reference with letter/completion certificate corresponding Reference letter (20 points) 1 x Appointment letters/purchase order/contract with corresponding Reference letter (10 points) 0 x Appointment letters/purchase order/contract with corresponding Reference letter (0 points)

CASHFLOW STATEMENTS Bidder to attach 12 month’s Liquid cashflow 40 Cashflow Statement not older of R100 000 or than the previous financial year more = 40 that was prepared and certified points by a registered professional Liquid cashflow within the financial services of R50 000 up to sector. R100 000 = 30 Points Liquid cashflow of less than R50 000 to R20 000 = 20 Points Liquid cashflow of less than R20 000 = 10 Points No cashflow provided = 0 points TOTAL POINTS 100 MINIMUM POINTS 70 Note: Bidders that fail to achieve the minimum overall qualifying score of 70% on functional/ technical requirements will not be considered for further Price and Specific Goals (Stage 3) evaluation. BID DESCRITPION: THE APPOINTMENT OF A PANEL OF SERVICE PROVIDERS FOR THE SUPPLY AND DELIVERY FOR VARIOUS PRINTING AND BRANDING REQUIREMENTS ON AN AS AND WHEN REQUIRED BASIS FOR 36 MONTHS IN THE PRASA KWAZULU NATAL REGION. BID NUMBER: DBN/OPS (BAC) 012 Stage 3 – Other Mandatory Requirements (Compliance Requirements) The following documents are non-mandatory and where not submitted, PRASA may request these documents from the most responsive bidder and must be available within 3 working days. If documents are not submitted within 3 working days, it will result in the disqualification of the bidder. No. Description of requirement Completion of ALL RFP documentation, ALL declarations, ALL

Standard Bidding Documents. Above must be completed & duly signed where applicable Joint Venture / Consortium agreement / Trust Deed/ Confirmation in writing of their intention to enter into a JV or consortium agreement signed by all parties should they be awarded business by PRASA

through this RFP process (if applicable). Must be completed & duly signed Letter of Good Standing (i.e., COIDA) (Department of Labour or any

other recognized institutions) Valid Tax Status Certificate (must be valid on closing date of

submission of the proposal) and SARS Issued Pin. CSD report / CSD reference number e) PRICING AND SPECIFIC GOALS - (To be included with the financial offer and will be evaluated upon issuing the RFQ/Task Order.) The preference points that will be utilized to calculate the highest scorer at the time of awarding a Task Order (TO) / Purchase Order (PO) will be as follows: 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: of 54

Points Allocation: 80 points

B-BBEE Details: THS IN THE PRASA KWAZULU NATAL REGION.

Closing date and time: 05 OCTOBER 2026 @ 12h00 noon

Closing address PASSENGER RAIL AGENCY OF SOUTH AFRICA PRASA CRES, 65

Masabalala yengwa avenue, reception area, SCM help

Desk

5 delivery instruction for RFP

Delivery of Bid

The Bid envelopes should be deposited in the PRASA tender box which is located at the main entrance

of the PRASA HOUSE and should be addressed as follows:

The secretariat / tender office

Passenger rail agency of south africa

Corporate real estate solutions

65 masabalala yengwa avenue

Reception area, SCM help desk

5.1 B-BBEE Joint Ventures or Consortiums

Bidders who would wish to respond to this RFP as a Joint Venture [JV] or consortium with B-BBEE

entities, should state their intention to do so in their RFP submission. Such Bidders should also submit a

signed JV or consortium agreement between the parties clearly stating the percentage [%] split of

business and the associated responsibilities of each party. If such a JV or consortium agreement is

unavailable, the partners should submit confirmation in writing of their intention to enter into a JV or

consortium agreement should they be awarded business by PRASA through this RFP process. This

written confirmation should clearly indicate the percentage [%] split of business and the responsibilities

of each party. In such cases, award of business will only take place once a signed copy of a JV or

consortium agreement is submitted to PRASA.

6 communication

6.1 For specific queries relating to this RFP during the RFP process, bidders are required to adhere strictly

to the communication structure requirements. An RFP Clarification Form should be submitted to

[email protected] before by the 25 SEPTEMBER 2026

6.2 In the

basis of any investment decision by Bidders. The recipient should not consider the document as an

investment recommendation by PRASA or any of its advisers.

Each person to whom this document (and other later documents) is made available must make his own

independent assessment of the Project after making such investigation and taking such professional advice

as he/she or it deems necessary. Neither the receipt of this document or any related document by any person,

nor any information contained in the documents or distributed with them or previously or subsequently

communicated to any Bidder or its advisers, is to be taken as constituting the giving of an investment advice

by PRASA or its advisers.

Draft Contract Annexure 1

RFP Appendixes Annexure 3

In this RFP, unless inconsistent with or otherwise indicated by the context –

4.1 headings have been inserted for convenience only and should not be taken into account in

interpreting the RFP;

4.2 any reference to one gender shall include the other gender;

4.3 words in the singular shall include the plural and vice versa;

4.4 any reference to natural persons shall include legal persons and vice versa;

4.5 words defined in a specific clause have the same meaning in all other clauses of the RFP, unless

the contrary is specifically indicated;

4.6 any reference to the RFP, schedule or appendix, shall be construed as including a reference to any

RFP, schedule or appendix amending or substituting that RFP, schedule or appendix;

4.7 the schedules, appendices and Briefing Notes issued pursuant to this RFP, form an indivisible part

of the RFP and together with further clarifying and amending information provided by PRASA,

constitute the body of RFP documentation which must be complied with by Bidders;

4.8 in the event of any inconsistency between this RFP or other earlier information published with regard

to the Project, the information in this RFP shall prevail; and

4.9 this RFP shall be governed by and applied in accordance with South African law.

different sections.

8.8 The original responses to RFP must be signed by a person duly authorized by each consortium

member and Subcontractor to sign on their behalf, which authorization must form part of the

responses to RFP as proof of authorization. By signing the responses to RFP the signatory

warrants that all information supplied by it in its responses to RFP is true and correct and that the

responses to RFP and each party whom the responses to RFP signatory represents, considers

themselves subject to and bound by the terms and conditions of this RFP.

8.9 The responses to RFP formulation should be clear and concise and follow a clear methodology

which responses to RFP should explain upfront in a concise Executive Summary and follow

throughout the responses to RFP.

8.10 Responses to RFP must provide sufficient information and detail in order to enable PRASA to

evaluate the responses to RFP, but should not provide unnecessary detail which does not add

value and detracts from the ability of PRASA to effectively evaluate and understand the responses

to RFP. The use of numbered headings, bullet points, sections, appendices and schedules are

encouraged.

8.11 Information submitted as part of a responses to RFP should as far as possible, be orderly

according to the order of the required information requested by PRASA. All pages should be

consecutively numbered.

8.12 Responses to RFP should ensure that each requirement contained in the RFP is succinctly

addressed. Responses to RFP should as far as possible use the terms and definitions applied in

this RFP and should clearly indicate its interpretation of any differing terminology applied.

8.13 Response to RFP documents are to be submitted to the address specified in this RFP, and

Bidders should ensure that the original and copies (where applicable) are identical in all respects

as PRASA will not accept any liability for having disqualified a bidder for failing to provide a

mandatory returnable document.

8.14 Unless otherwise expressly stated, all Proposals furnished pursuant to this RFP shall be deemed

to be offers. Any exceptions to this statement must be clearly and specifically indicated.

8.15 Any additional conditions must be embodied in an accompanying letter. Subject only to clause 16

[Alterations made by the Bidder to Bid Prices] of the General Bid Conditions, alterations, additions

or deletions must not be made by the Bidder to the actual RFP documents.

8.16 Bidders are required to review the Contract. Bidders may further amend and/ or delete any part

of the Draft Contract where they deem fit to do so. Where Bidders have amended and or deleted

any part of the Contract, it must be clearly visible by using track changes and must ensure that

the disc copy of their bid submission for the Draft Contract is in word version and not password

protected. It must be noted that the marked-up Contract will form part of contract

negotiations processes with the preferred bidder.

10.1 Bidders should ensure that they comply with all the requirements of the RFP and if Bidders fail to

submit any of the required documents, such Bids may, at the sole discretion of PRASA, be

disqualified. PRASA reserves the right to call a Bidder to provide additional documents which may

have not been submitted.

10.2 The successful Bidder [hereinafter referred to as the Service Provider] shall be in full and

complete compliance with any and all applicable laws and regulations.

11 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. 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. Bidders are required to

provide the following to PRASA in order to enable it to verify information on the CSD:

Supplier Number: ____________ Unique registration reference number: _____________.

CRS CIDB Number: ____________

• Improve compliance with legislation and safety requirements.

• Improve customer satisfaction, either internal customers or external customers.

3.3 Current mechanisms in place to address the problem

comprehensive or true and correct. Neither PRASA nor any of its advisers accept any liability or responsibility

for the adequacy, accuracy, or completeness of any of the information or opinions stated in any document.

is or will be given by PRASA, or any of its officers, employees, agents or advisers with respect to the

information or opinions contained in any document or on which any document is based. Any liability in respect

of such representations or warranties, howsoever arising is hereby expressly disclaimed.

contained in the information provided by PRASA, or any of its officers, employees, agents or advisers (the

“Confidential Information Provided”). The Confidential Information provided may be made available to Bidder’s

subcontractors, employees and professional advisers who are directly involved in the appraisal of such

information (who must be made aware of the obligation of confidentiality) but shall not, either in the whole or

in part, be copied, reproduced, distributed or otherwise made available to any other party in any circumstances

without the prior written consent of PRASA, nor may it be used for any other purpose than that for which it is

intended.

have been made available (otherwise than through a breach of a confidentiality obligation). Bidders, Key

• Modify the RFP’s goods / service(s) / works and request Bidders to re-bid on any changes;
• Withdraw, amend the RFP at any time without prior notice and liability to compensate or reimburse

any bidder;

• Reject any Proposal which does not conform to instructions and specifications which are detailed

herein;

• Disqualify Proposals submitted after the stated submission deadline;
• Call a bidder to provide additional documents which PRASA may require which have not been

submitted to PRASA;

• Withdraw the RFP on good cause shown;
• Award a contract in connection with this Proposal at any time after the RFP’s closing date;
• Make no award at all;
• Validate any information submitted by Bidders in response to this bid. This would include, but is

not limited to, requesting the Bidders to provide supporting evidence. By submitting a bid, Bidders

hereby irrevocably grant the necessary consent to PRASA to do so;

• Request annual financial statements prepared and signed off by a professional accountant or

other documentation for the purposes of a due diligence exercise; and/or

• Not accept any changes or purported changes by the Bidder to the bid rates after the closing date

and/or after the award of the business, unless the contract specifically provided for it.

Obligations ............................................................................................................ 15

7 communication ...................................................................................................... 18

8 confidentiality ..................................................................................................... 18

9 instructions for completing the RFP ......................................................... 19

10 RFP timetable ........................................................................................................ 21

11 legal compliance ................................................................................................ 22

12 national treasury’s central supplier database .................................. 22

13 tax compliance ..................................................................................................... 22

14 protection of personal data ........................................................................ 23

Section 2 : background, overview and scope of requirements .............. 24

1 introduction and background ...................................................................... 24

2 overview .................................................................................................................. 24

3 key objectives of the RFP ................................................................................ 25

4 scope of work ...................................................................................................... 25

5 evaluation methodology ................................................................................. 26

6 post tender negotiations (if applicable) .................................................. 39

7 best and final offer .......................................................................................... 39

8 final contract award ....................................................................................... 39

9 fairness and transparency ............................................................................ 39

Section 3 : pricing and delivery schedule ........................................................ 40

1 pricing ...................................................................................................................... 40

2 disclosure of prices quoted ......................................................................... 41

3 perfromance and bid bonds (where applicable) .................................... 41

4 ownership of design .......................................................................................... 41

5 service levels ...................................................................................................... 41

6 total cost of ownership and continuous improvement initiatives 42

7 financial stability .............................................................................................. 43

8 validity of returnable documents......................................................44

9 certificate of acquaintance with RFP terms and conditions ............. 45

10. General conditions ........................................................................................... 47

11 conditions of tender .......................................................................................... 52

Insurance Fund, the industry Regulators, Industry Ombudsmen, etc.] or industry codes authorized by

the various Regulator to do so;

• where we believe it is necessary to protect our rights
• on our website in connection with the supply chain management process
• to the payment processing service providers such as banks to assist with payment instructions;
• to law enforcement and Government Agencies for the purposes of fraud prevention;
• for security screening and checks to verify your personal information and that of related parties;
• to obtain tax clearance certificates;
• to our brokers/insurers;
• to service providers providing information and communication services.

7.5 Please refer to our Privacy Notice on our website.

Category 1: Printing Service

Category 2: Branding materials

4.1 Insurance requirements for the project

4.1.1 No insurance required.

4.1.2 Service provider is responsible for the goods, until is successfully delivered in PRASAs

warehouse.

4.2 Prasa’s responsibilities

Bidders must attend the compulsory briefing session; failure may lead to disqualification. Bidders must indicate their preferred category of supply (Category 1: Printing or Category 2: Branding) by marking with an 'X'; bids without clear indication will not be considered. PRASA reserves the right to verify information; misrepresentation will result in disqualification. Bidders must submit a signed JV or consortium agreement if applicable. PRASA may negotiate market-related price with the highest-scoring bidder, or with the second or third highest if agreement is not reached, or cancel the bid. PRASA may also negotiate Best and Final Offer (BAFO) if no proposal meets requirements.

Bidders must comply with all applicable laws and regulations. They must be registered on the Central Supplier Database (CSD) and provide their supplier number and unique registration reference. Tax compliance is mandatory, including for foreign bidders; bidders must provide a Tax Compliance Status (TCS) PIN. Bidders must submit a signed JV or consortium agreement if bidding as a JV/consortium, or a written confirmation of intention to enter into such an agreement. Bidders must indicate their preferred category of supply (Category 1: Printing Service or Category 2: Branding Materials) by marking with an 'X'.

5 evaluation methodology ................................................................................. 26

terms of points awarded.

6.2 Evaluation criteria

empowerment, technical capacity and experience. The evaluation committee shall use the following

Evaluation Criteria depicted in Table 1 for the selection of the preferred bidder.

Evaluation criteria weighting

Stage 1 Compliance

Stage 2 Technical / Functionality

Technical/Functional Requirements Threshold of 70%

Stage 3 Non-Mandatory Documents

Details of the stages outlined in table 1 above are presented in the following sections.

Stage 1- returnable documents

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

STAGE 2: TECHNICAL / FUNCTIONALITY REQUIREMENTS - (To be submitted in envelope 1)

Qualifying bidders shall then be evaluated on functionality after meeting all compliance requirements outlined

above. The minimum threshold for the technical/functionality requirements is 70% as per the standard

Evaluation Criteria presented in Table 1 above. Bidders who score below this minimum requirement shall not

be considered for further evaluation in stage 3.

Description Points

Total Points 100

Table 3: Technical Evaluation Criteria

Functional evaluation criteria

Bidders are evaluated based on the functional criteria set out in this RFP. Only those Bidders which score

[70] points or higher (out of a possible 100) during the functional evaluation will be evaluated during the second

stage of the Bid.

{"closingDate":"18 SEPTEMBER 2026","closingTime":"10h00 AM","briefingSession":"{"date":"18 SEPTEMBER 2026","time":"10h00 AM","venue":"ives of the Employer will take place at","is_compulsory":true}"}

A compulsory tender briefing meeting will take place at Passenger Rail Agency of South Africa, 65 Masabalala Yengwa Avenue, Greyville, Durban Station, Shosholoza Meyl Waiting Area on 18 September 2026 at 10h00 AM. Strictly wear Personal Protective Equipment (PPE). Bidders failing to attend the compulsory briefing session will be disqualified.

{"name":null,"email":null,"phone":null,"department":null,"address":"UIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7)."}

Bidders must attend the compulsory briefing session (failure to attend results in disqualification). Bidders must be registered on the Central Supplier Database (CSD) and provide a SARS Tax Compliance Status (TCS) PIN or CSD number. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. Bidders must complete and submit all mandatory forms (Form A, B, E, F, G, SBD 4, SBD 5, SBD 6.1). For specific goals, bidders must provide evidence: utility statement/municipal council letter/Traditional council letter/business lease agreement for business address; certified ID copies for Black Youth Ownership and Black Women Owned. Foreign suppliers must answer the questionnaire regarding residency and tax compliance.

The National Industrial Participation (NIP) Programme, which is applicable to all government

procurement contracts that have an imported content, became effective on the 1 September 1996.

The NIP policy and guidelines were fully endorsed by Cabinet on 30 April 1997. In terms of the

Cabinet decision, all state and parastatal purchases / lease contracts (for goods, works and

services) entered into after this date, are subject to the NIP requirements. NIP is obligatory and

therefore must be complied with. The Industrial Participation Secretariat (IPS) of the Department of

Trade and Industry (DTI) is charged with the responsibility of administering bthe programme.

1 pillars of the programme

1.1 The NIP obligation is benchmarked on the imported content of the contract. Any

contract having an imported content equal to or exceeding US$ 10 million or other currency

equivalent to US$ 10 million will have a NIP obligation. This threshold of US$ 10 million can

be reached as follows:

(a) Any single contract with imported content exceeding US$10 million.

or

(b) Multiple contracts for the same goods, works or services each with imported

content exceeding US$3 million awarded to one seller over a 2-year period

which in total exceeds US$10 million.

or

(c) A contract with a renewable option clause, where should the option be

exercised the total value of the imported content will exceed US$10 million.

or

(d) Multiple suppliers of the same goods, works or services under the same

contract, where the value of the imported content of each allocation is equal to

or exceeds US$ 3 million worth of goods, works or services to the same

government institution, which in total over a two (2) year period exceeds

US$10 million.

1.2 The NIP obligation applicable to suppliers in respect of sub-paragraphs 1.1 (a) to 1.1 (c)

above will amount to 30 % of the imported content whilst suppliers in respect of

12 | P a g e

Bid descritpion: the appointment of a panel of service providers for the supply and

Delivery for various printing and branding requirements on an as and when required

Basis for 36 months in the PRASA kwazulu natal region

Tender number -dbn/ops (bac) 012

paragraph 1.1 (d) shall incur 30% of the total NIP obligation on a pro-rata basis.

1.3 To satisfy the NIP obligation, the DTI would negotiate and conclude agreements such as

investments, joint ventures, sub-contracting, licensee production, export promotion,

sourcing arrangements and research and development (R&D) with partners or suppliers.

1.4 A period of seven years has been identified as the time frame within which to

discharge the obligation.

2 requirements of the department of trade and industry

2.1 In order to ensure effective implementation of the programme, successful

bidders (contractors) are required to, immediately after the award of a contract

that is in excess of R10 million (ten million Rands), submit details of such a

contract to the DTI for reporting purposes.

2.2 The purpose for reporting details of contracts in excess of the amount of R10

million (ten million Rands) is to cater for multiple contracts for the same goods,

works or services; renewable contracts and multiple suppliers for the same

goods, works or services under the same contract as provided for in paragraphs

1.1.(b) to 1.1. (d) above.

3 bid submission and contract reporting requirements of

Bidders and successful bidders (contractors)

3.1 Bidders are required to sign and submit this Standard Bidding Document (SBD 5)

together with the bid on the closing date and time.

3.2 In order to accommodate multiple contracts for the same goods, works or

services; renewable contracts and multiple suppliers for the same goods, works

or services under the same contract as indicated in sub-paragraphs 1.1 (b) to 1.1

(d) above and to enable the DTI in determining the NIP obligation, successful

bidders (contractors) are required, immediately after being officially notified about

any successful bid with a value in excess of R10 million (ten million Rands), to

contact and furnish the DTI with the following information:

• Bid / contract number.

13 | P a g e

Bid descritpion: the appointment of a panel of service providers for the supply and

Delivery for various printing and branding requirements on an as and when required

Basis for 36 months in the PRASA kwazulu natal region

Tender number -dbn/ops (bac) 012

• Description of the goods works or services.

• Date on which the contract was accepted.

• Name, address and contact details of the government institution.

• Value of the contract.

• Imported content of the contract, if possible.

3.3 The information required in paragraph 3.2 above must be sent to the Department

of Trade and Industry, Private Bag X 84, Pretoria, 0001 for the attention of Mr

Elias Malapane within five (5) working days after award of the contract. Mr

Malapane may be contacted on telephone (012) 394 1401, facsimile (012) 394

2401 or e-mail at [email protected] for further details about the programme.

4 process to satisfy the nip obligation

4.1 Once the successful bidder (contractor) has made contact with and furnished the

DTI with the information required, the following steps will be followed:

a. the contractor and the DTI will determine the NIP obligation;

b. the contractor and the DTI will sign the NIP obligation agreement;

c. the contractor will submit a performance guarantee to the DTI;

d. the contractor will submit a business concept for consideration and approval by

the DTI;

e. upon approval of the business concept by the DTI, the contractor will submit

detailed business plans outlining the business concepts;

f. the contractor will implement the business plans; and

g. the contractor will submit bi-annual progress reports on approved plans to the

DTI.

4.2 The NIP obligation agreement is between the DTI and the successful bidder

(contractor)and, therefore, does not involve the purchasing institution.

14 | P a g e

Bid descritpion: the appointment of a panel of service providers for the supply and

Delivery for various printing and branding requirements on an as and when required

Basis for 36 months in the PRASA kwazulu natal region

Tender number -dbn/ops (bac) 012

Bid number ........................................ Closing date:...........................

Name of bidder................................................................................................

Postal address ................................................................................................

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

Signature........................................... Name (in print) ..................................

Date.................................................

15 | P a g e

Bid descritpion: the appointment of a panel of service providers for the supply and

Delivery for various printing and branding requirements on an as and when required

Basis for 36 months in the PRASA kwazulu natal region

Tender number -dbn/ops (bac) 012

Sbd 6.1

Preference points claim form in terms of the preferential procurement

Regulations 2022

This preference form must form part of all tenders invited. It contains general information and

serves as a claim form for preference points for specific goals.

Nb: before completing this form, tenderers must study the general

Conditions, definitions and directives applicable in respect of the

Tender and preferential procurement regulations, 2022

1. General conditions

1.1 The following preference point systems are applicable to invitations to tender:

• the 80/20 system for requirements with a Rand value of up to R50 000 000 (all

applicable taxes included); and

• the 90/10 system for requirements with a Rand value above R50 000 000 (all

applicable taxes included).

1.2 To be completed by the organ of state

a) The applicable preference point system for this tender is the 80/20 preference point

system.

b) Either the 90/10 or 80/20 preference point system will be applicable in this tender. The

lowest/ highest acceptable tender will be used to determine the accurate system once

tenders are received.

1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall

be awarded for:

(a) Price; and

(b) Specific Goals.

1.4 To be completed by the organ of state:

The maximum points for this tender are allocated as follows:

Points

Price 80

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of this

tender to claim points for specific goals with the tender, will be interpreted to mean that

preference points for specific goals are not claimed.

1.6 The organ of state reserves the right to require of a tenderer, either before a tender is

16 | P a g e

Bid descritpion: the appointment of a panel of service providers for the supply and

Delivery for various printing and branding requirements on an as and when required

Basis for 36 months in the PRASA kwazulu natal region

Tender number -dbn/ops (bac) 012

adjudicated or at any time subsequently, to substantiate any claim in regard to preferences,

in any manner required by the organ of state.

2. Definitions

(a) “tender” means a written offer in the form determined by an organ of state in response to

an invitation to provide goods or services through price quotations, competitive tendering

process or any other method envisaged in legislation;

(b) “price” means an amount of money tendered for goods or services, and includes all

applicable taxes less all unconditional discounts;

(c) “rand value” means the total estimated value of a contract in Rand, calculated at the time

of bid invitation, and includes all applicable taxes;

(d) “tender for income-generating contracts” means a written offer in the form determined by

an organ of state in response to an invitation for the origination of income-generating

contracts through any method envisaged in legislation that will result in a legal agreement

between the organ of state and a third party that produces revenue for the organ of state,

and includes, but is not limited to, leasing and disposal of assets and concession contracts,

excluding direct sales and disposal of assets through public auctions; and

(e) “the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No. ).

3. Formulae for procurement of goods and services

3.1. Points awarded for price

3.1.1 The 80/20 or 90/10 preference point systems

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

Pt−Pmin Pt−Pmin

Ps= 80(1− ) or Ps= 90(1− )

Pmin Pmin

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 or 90 points is allocated for price on the following basis:

80/20 or 90/10

Pt−Pmax Pt−Pmax

Ps= 80(1+ ) or Ps= 90(1+ )

Pmax Pmax

17 | P a g e

Bid descritpion: the appointment of a panel of service providers for the supply and

Delivery for various printing and branding requirements on an as and when required

Basis for 36 months in the PRASA kwazulu natal region

Tender number -dbn/ops (bac) 012

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 Evidence required for specific goals

allocated claimed (80/20

The specific goals allocated

(80/20 system) system)

points in terms of this tender

(To be completed by the (To be completed

organ of state) by the tenderer)

Business Address located

within Ethekwini Municipal

boundary or within 100km Utility statement/municipal council

radius from our KZN 10 letter/Traditional council letter/ business

Regional Office (65 lease agreement

Masabalala Yengwa

Avenue, Durban)

Certified copy of the identity document of

Black Youth Ownership 5

the owner/s

Certified copy of the identity document of

Black Women Owned 5

the owner/s

Total 20

18 | P a g e

Bid descritpion: the appointment of a panel of service providers for the supply and

Delivery for various printing and branding requirements on an as and when required

Basis for 36 months in the PRASA kwazulu natal region

Tender number -dbn/ops (bac) 012

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: ...............................................................

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

19 | P a g e

The 80/20 preference point system applies for this tender (with a total of 100 points split as 80 for price and 20 for specific goals). Price scoring formula: Ps = 80(1 - (Pt - Pmin) / Pmin) or Ps = 90(1 - (Pt - Pmin) / Pmin) for the 90/10 system. For disposal or leasing of state assets: Ps = 80(1 + (Pt - Pmax) / Pmax) or Ps = 90(1 + (Pt - Pmax) / Pmax).

Tax compliance status

Tax compliance

Tax compliance requirements

Tax compliance status (tcs) or pin may also be made via e-filing

Tax compliance status / tax compliance system pin code from the south african revenue

TCS PIN: OR CSD No

Csd number

Csd number must be provided

Central supplier database (csd) to upload mandatory

Central supplier database (csd), a csd number must be provided

1.3. Bidders must register on the central supplier database (csd) to upload mandatory

Numbers; tax compliance status; and banking information for verification

1.4. Where a bidder is not registered on the csd, mandatory information namely

(Business registration/ directorship/ membership/identity numbers; tax compliance

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) or pin may also be made via e-filing. In

Must submit a separate proof of tcs / pin / csd number.

Must submit a separate proof of tcs / pin / csd number

Points Allocation: 90 points

B-BBEE Details: ........................

Date.................................................

15 | P a g e

Bid descritpion: the appointment of a panel of service providers for the supply and

Delivery for various printing and branding requirements on an as and when required

Basis for 36 months in the PRASA kwazulu natal region

Tender number -dbn/ops (bac) 012

Sbd 6.1

Preference points claim form in terms of the preferential procurement

Regulations 2022

This preference form must form part of all tenders invited. It contains general information and

serves as a claim form for preference points for specific goals.

Nb: before completing this form, tenderers must study the general

Conditions, definitions and directives applicable in respect of the

Tender and preferential procurement regulations, 2022

1. General conditions

1.1 The following preference point systems are applicable to invitations to tender:

• the 80/20 system for requirements with a Rand value of up to R50 000 000 (all

applicable taxes included); and

• the 90/10 system for requirements with a Rand value above R50 000 000 (all

applicable taxes included).

1.2 To be completed by the organ of state

a) The applicable preference point system for this tender is the 80/20 preference point

system.

b) Either the 90/10 or 80/20 preference point system will be applicable in this tender. The

lowest/ highest acceptable tender will be used to determine the accurate system once

tenders are received.

1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall

be awarded for:

(a) Price; and

(b) Specific Goals.

1.4 To be completed by the organ of state:

The maximum points for this tender are allocated as follows:

Points

Price 80

Specific goals 20

Total poin

Specific goals for this tender include: Business Address located within eThekwini Municipal boundary or within 100km radius from the KZN Regional Office (65 Masabalala Yengwa Avenue, Durban) – 10 points (evidence: utility statement/municipal council letter/traditional council letter/business lease agreement); Black Youth Ownership – 5 points (certified copy of identity document of owner/s); Black Women Owned – 5 points (certified copy of identity document of owner/s). Total specific goals points: 20.

TIME: 10h00 AM

Date: 18 september 2026

NB. Strictly wear PERSONAL PROTECTIVE EQUIPMENT (PPE)

*If the company has more than five directors/principals a list of all shareholders must be

appended as Annexure “A”

SECTION 3 Only applicable for the Security Providers

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

4.1 Once the successful bidder (contractor) has made contact with and furnished the

This preference form must form part of all tenders invited. It contains general information and

serves as a claim form for preference points for specific goals.

1.1 The following preference point systems are applicable to invitations to tender

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all

the 90/10 system for requirements with a Rand value above R50 000 000 (all

a) The applicable preference point system for this tender is the 80/20 preference point

b) Either the 90/10 or 80/20 preference point system will be applicable in this tender. The

1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall

(b) Specific Goals.

The maximum points for this tender are allocated as follows

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

tender to claim points for specific goals with the tender, will be interpreted to mean that

preference points for specific goals are not claimed.

adjudicated or at any time subsequently, to substantiate any claim in regard to preferences,

arrangements with any competitor regarding the quality, quantity, specifications,

Preference points claim form in terms of the preferential procurement