APPOINTMENT OF A PANEL OF SERVICE PROVIDERS TO PROVIDE CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES FOR A PERIOD OF 36 MONTHS, KZN

Evaluation Criteria

Source: ANNEXURE 2-APPENDICES -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf (RFP)

Pt−Pmin

Ps= 80(1− )

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 points is allocated for price on the following basis:

Pt−Pmax

Ps= 80(1+ )

Pmax

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

Points awarded for specific goals

18 | P a g e

Request for proposal – request for proposal(rfp) for the

Appointment of a panel of service providers to provide cleaning and

Horticulture service at stations and workplaces for a period of 36

Months, KZN

Tender number: dbn/ops(bac)015

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 Number of Acceptable Evidence

points points claimed

allocated (80/20 system)

The specific goals allocated (80/20 system) (To be

points in terms of this tender completed by

(To be the tenderer)

completed by

the organ of

state)

Black Women Owned 5 Certified copy of ID

Documents of the

Owners and CSD report

EME or QSE 51% Black 5 CIPC Documents / B-

Owned BBEE Certificate and

CSD report

B-BBEE Level 1 10 B-BBEE Certificate/

affidavit

Total 20

19 | P a g e

Request for proposal – request for proposal(rfp) for the

Appointment of a panel of service providers to provide cleaning and

Horticulture service at stations and workplaces for a period of 36

Months, KZN

Tender number: dbn/ops(bac)015

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;

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

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

20 | P a g e

Technical Specifications

Source: ANNEXURE 2-APPENDICES -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf (RFP)

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 the 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.

(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.

imported content will exceed US$10 million.

(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 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.

14 | P a g e

Request for proposal – request for proposal(rfp) for the

Appointment of a panel of service providers to provide cleaning and

Horticulture service at stations and workplaces for a period of 36

Months, KZN

Tender number: dbn/ops(bac)015

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.
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.

15 | P a g e

Request for proposal – request for proposal(rfp) for the

Appointment of a panel of service providers to provide cleaning and

Horticulture service at stations and workplaces for a period of 36

Months, KZN

Tender number: dbn/ops(bac)015

4.2 The NIP obligation agreement is between the DTI and the successful bidder (contractor)and, therefore,

does not involve the purchasing institution.

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

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

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

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

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

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

16 | P a g e

Request for proposal – request for proposal(rfp) for the

Appointment of a panel of service providers to provide cleaning and

Horticulture service at stations and workplaces for a period of 36

Months, KZN

Tender number: dbn/ops(bac)015

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

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 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

Compliance Requirements

Source: ANNEXURE 2-APPENDICES -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf (RFP)

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

CSD report

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

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.

2.6 Where NO tcs is available but the bidder is registered on the central supplier

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

Points Allocation: 80 points

B-BBEE Details: 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 adjudicated or

at any time subsequently, to substantiate any claim in regard to preferences, in any manner required

by the organ of state.

Definitions

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

17 | P a g e

Request for proposal – request for proposal(rfp) for the

Appointment of a panel of service providers to provide cleaning and

Horticulture service at stations and workplaces for a period of 36

Months, KZN

Tender number: dbn/ops(bac)015

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;

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, e

Contractual Terms

Source: ANNEXURE 2-APPENDICES -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf

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.

15 | P a g e

Request for proposal – request for proposal(rfp) for the

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;

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

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

20 | P a g e

DocumentANNEXURE 1-MASTER RFP -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdfReview complete

Important Dates

Source: ANNEXURE 1-MASTER RFP -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf (RFP)

{"closingDate":"08 October 2026","closingTime":"12:00","briefingSession":"{"date":null,"time":"10:00","venue":"E:18/09/2026","is_compulsory":true}"}

Contact Information

Source: ANNEXURE 1-MASTER RFP -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf (RFP)

{"name":null,"email":null,"phone":null,"department":null,"address":"ING DATE 08 October 2026"}

Submission Guidelines

Source: ANNEXURE 1-MASTER RFP -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf (RFP)

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

Evaluation Criteria

Source: ANNEXURE 1-MASTER RFP -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf (RFP)

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

that support commuter operations, staff activities, and rail infrastructure functionality.

preference points.

workplaces. The appointed service provider will be responsible for delivering a comprehensive, high‐quality, and consistent service that ensures all PRASA facilities are clean,

Sbd 6.1 Preference points claim form in terms of the

PPPFA Preferential Procurement Policy Framework Act (as amended from

Methodology

Source: ANNEXURE 1-MASTER RFP -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf

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

Experience & Qualifications

Source: ANNEXURE 1-MASTER RFP -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf

enhances commuter experience, improves operational efficiency, and supports PRASA’s social and developmental objectives. The solution must ensure a consistently clean,

safe, and aesthetically maintained environment across all PRASA facilities, stations, workplaces, and rail precincts.

5.2. Details on the preferred solution

Pricing Schedule

Source: ANNEXURE 1-MASTER RFP -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf

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 Respondents in response to this bid. This would include, but is not limited to,

requesting the Respondents to provide supporting evidence. By submitting a bid, Respondents 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 Respondent to the bid rates after the closing date and/or after the

award of the business, unless the contract specifically provided for it.

TENDER FORM (PRICING SCHEDULE) Form C

Financial Requirements

Source: ANNEXURE 1-MASTER RFP -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf (RFP)

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

pg. 4

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers to provide cleaning and horticulture service at stations

And workplaces for a period of 36 months, kz

Compliance Requirements

Source: ANNEXURE 1-MASTER RFP -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf (RFP)

Tax compliance

Tax Compliance status requirements are also applicable to foreign Respondents/ individuals who wish to submit bids

tax compliance status through the Central Supplier Database (CSD)

tax compliance status will be verified through the Central Supplier Database (CSD)

Tax Compliance Status (TCS) System

Tax Compliance Status (TCS) system in terms of which a taxpayer is now able to authorise any

tax compliance status

Tax Compliance Status (TCS) Pin:_____________

Central supplier database

Central Supplier Database (CSD) which has been established

Central Supplier Database (CSD) as indicated in paragraph 12 and the National

Central Supplier Database (CSD)

TENDER FORM (PRICING SCHEDULE) Form C

Sbd 4 bidder’s disclosure

Sbd 6.1 Preference points claim form in terms of the

B-BBEE Details: OF A PANEL OF

Service providers to provide cleaning and horticulture service at stations and

Workplaces for a period of 36 months, KZN

Closing date and time: 08 October 2026 @ 12H00

Closing address PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, Durban Station

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 KZN and

should be addressed as follows:

The secretariat / tender office

PRASA KZN

Tender box no.04

65 masabalala yengwa avenue

Greyville

Durban station

5.1 B-BBEE Joint Ventures or Consortiums

Respondents 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 Respondents 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] on/before 30

September 2026, substan

Health & Safety

Source: ANNEXURE 1-MASTER RFP -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf

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.

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.

pg. 9

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

A compulsory pre-proposal RFP briefing will be conducted at PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, Durban

Station on the 18 September 2026, at 10H00. [Respondents to provide own transportation and accommodation]. The briefing

session will start punctually, and information will not be repeated for the benefit of Respondents arriving late.

2.1 A Certificate of Attendance in the form set out in Form D, Annexure 2, hereto must be completed and submitted with

your Proposal as proof of attendance is required for a compulsory site meeting and/or RFP briefing. Bidders must also

appear on the Compulsory Briefing session Register.

2.2 Respondents failing to attend the compulsory RFP briefing may be disqualified.

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

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.

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

Respondents 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.

The proposed project will provide extensive and integrated Cleaning and Horticulture Services across PRASA’s operational footprint, ensuring all high-priority, high-traffic, and

safety-critical areas are maintained to the required standards. The extent and coverage of the project include the full range of PRASA-owned, leased or managed facilities

that support commuter operations, staff activities, and rail infrastructure functionality.

and standards to ensure safety, environmental protection, and operational efficiency.

SABS-approved and compliant with applicable SANS standards, including but not limited to:

o SANS 1828 – Disinfectants and detergent-disinfectants for use in the food industry, household, and institutional areas.

o SANS 1853 – Disinfectants and detergent-disinfectants for general purposes.

o SANS 10228 & SANS 10229 – Classification, packaging, and labelling of hazardous substances.

o SANS 1125 – Safety requirements for industrial cleaning equipment.

B. Occupational Health and Safety Act (Act )

OHS Act and its regulations
Hazardous Chemical Agents (HCA) Regulations, 2021
Proper PPE usage
Safe operating procedures
Emergency and spill response
Be safe for use in public environments
Be well maintained, serviced, and compliant with safety standards
Be accompanied by Material Safety Data Sheets (MSDS) for all chemicals

AS AND WHEN SERVICE TO PROVIDE CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES FOR A PERIOD OF 36 MONTHS, KZN of

Request for proposal (RFP) for the appointment of a panel of service providers

Hazardous Substances Act, 1973
SANS 10234 – Globally Harmonized System (GHS) of classification and labelling
Proper storage of chemicals in lockable, ventilated chemical storage cabinets
Safe transport of hazardous materials

G. Personal Protective Equipment (PPE) Requirements

OHS Act Section 8 (Employer responsibility to provide PPE)
SANS 20345 – Safety footwear
SANS 501 – Eye and face protection
SANS 10338 – Respiratory protective equipment

A period of 36 months, KZN

Bid number: dbn/ops (bac)015

Railway tracks (safety note) Remove papers and foreign objects up to 200m beyond platform edges (only under protection in off-peak) Daily

Environmental

Source: ANNEXURE 1-MASTER RFP -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf

Dusting (Low Level) Dust all areas up to 2m height Alternate days (Mon, Wed, Fri)

High Dusting Dust above 2m Weekly

B. Waste Collection and Disposal – Internal

Waste receptacles: Continuously
Sanitize toilets, basins, urinals: Continuously
Mirrors: Daily
Damp mop floors: Daily
Spot clean walls/doors/partitions: Daily
Clean basins (hard surface cleaner): Daily

AS AND WHEN SERVICE TO PROVIDE CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES FOR A PERIOD OF 36 MONTHS, KZN of

Request for proposal (RFP) for the appointment of a panel of service providers

Contractual Terms

Source: ANNEXURE 1-MASTER RFP -CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES.pdf

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.

document or on which any document is based. Any liability in respect of such representations or warranties, howsoever arising is

hereby expressly disclaimed.

information provided (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.

(otherwise than through a breach of a confidentiality obligation). Bidders, Key Contractors and their constituent members, agents and

advisers, may be required to sign confidentiality Contracts/undertakings (in such form as PRASA may require from time to time).

All Confidential Information Provided (including all copies thereof) remains the property of PRASA and must be delivered to PRASA

on demand. Further, by receiving this RFP each Bidder and each of its members agrees to maintain its submission in Bid to this RFP

confidential from third parties other than PRASA and its officials, officers and advisers who are required to review the same for the

purpose of procurement of the RFP.

it. Please note that PRASA reserves the right to:

Modify the RFP’s goods / service(s) / works and request Respondents to re-bid on any changes;
Withdraw, amend the RFP at any time without prior notice and liability to compensate or reimburse any respondent;
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 respondent to provide additional documents which PRASA may require which have not been submitted to

2 formal briefing .................................................................................................................................... 14

4 proposal submission ......................................................................................................................... 14

5 delivery instructions for RFP ....................................................................................................... 15

6 broad-based black economic empowerment and socio-economic 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

pg. 4

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

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 Respondent to Bid Prices] of the General Bid Conditions, alterations, additions or deletions must not be made by

the Respondent 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.

pg. 14

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

maintained to the highest standards of cleanliness, safety, and environmental care. The solution should address current operational gaps, enhance service reliability, and

align with PRASA’s mandate to provide safe, dignified, and commuter-friendly rail environments.

5.3. Targeted area by this project

Appointment of a panel of service providers to provide cleaning and horticulture service at stations and workplaces for a period of 36 months, KZN

Related active categories

Active provinces

Active buying organisations

Intelligence and resources

Tender context

Related active categories

Active provinces

Active buying organisations

Intelligence and resources

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

Passenger Rail Agency of South Africa (PRASA)

Similar Tenders

PROVISION OF SECURITY SERVICES TO THE ZDM PROPERTIES AND INFRASTRUCTURE ALLOCATED ABAQULUSI FOR A PERIOD OF 36 MONTHS

Supplier Readiness Hub

Preferential Procurement Policy Framework Act (PPPFA)

Prevention and Combating of Corrupt Activities Act (PRECCA)

Public Procurement Act, 2024 (PPA)

Promotion of Access to Information Act (PAIA)

Promotion of Administrative Justice Act (PAJA)

Regulatory Guide: Mastering CSD and BBBEE Compliance for General Sector Tenders in South Africa

How to Write a Winning Tender Proposal Without an In-House Bid Team in Gauteng: Complete Guide for South African General Contractors (2026)

Complete Guide to CSD and BBBEE Compliance for General Sector Tender Suppliers in South Africa

The Complete Guide to CSD and BBBEE Compliance for General Sector Suppliers in South Africa

PROVISION OF SECURITY SERVICES TO THE ZDM PROPERTIES AND INFRASTRUCTURE ALLOCATED ABAQULUSI FOR A PERIOD OF 36 MONTHS

PROVISION OF SECURITY SERVICES TO THE ZDM PROPERTIES AND INFRASTRUCTURE ALLOCATED NONGOMA FOR A PERIOD OF 36 MONTHS

PROVISION OF SECURITY SERVICES TO THE ZDM PROPERTIES AND INFRASTRUCTURE ALLOCATED DUMBE FOR A PERIOD OF 36 MONTHS

PROVISION OF SECURITY SERVICES TO THE ZDM PROPERTIES AND INFRASTRUCTURE ALLOCATED PHONGOLO FOR A PERIOD OF 36 MONTHS

PROVISION OF SECURITY SERVICES TO THE ZDM PROPERTIES AND INFRASTRUCTURE ALLOCATED PRINCE MANGOSUTHU BUTHELEZI AIRPORT FOR A PERIOD OF 36 MONTHS

PROVISION OF SECURITY SERVICES TO THE ZDM PROPERTIES AND INFRASTRUCTURE ALLOCATED ULUNDI FOR A PERIOD OF 36 MONTHS

Appointment of a panel of service providers to provide cleaning and horticulture service at stations and workplaces for a period of 36 months, KZN

Related opportunities

Related active categories

Active provinces

Active buying organisations

Intelligence and resources

Tender context

Related opportunities

Related active categories

Active provinces

Active buying organisations

Intelligence and resources

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

Passenger Rail Agency of South Africa (PRASA)

Similar Tenders

PROVISION OF SECURITY SERVICES TO THE ZDM PROPERTIES AND INFRASTRUCTURE ALLOCATED ABAQULUSI FOR A PERIOD OF 36 MONTHS

Supplier Readiness Hub

Preferential Procurement Policy Framework Act (PPPFA)

Prevention and Combating of Corrupt Activities Act (PRECCA)

Public Procurement Act, 2024 (PPA)

Promotion of Access to Information Act (PAIA)

Promotion of Administrative Justice Act (PAJA)

Regulatory Guide: Mastering CSD and BBBEE Compliance for General Sector Tenders in South Africa

How to Write a Winning Tender Proposal Without an In-House Bid Team in Gauteng: Complete Guide for South African General Contractors (2026)

Complete Guide to CSD and BBBEE Compliance for General Sector Tender Suppliers in South Africa

The Complete Guide to CSD and BBBEE Compliance for General Sector Suppliers in South Africa

PROVISION OF SECURITY SERVICES TO THE ZDM PROPERTIES AND INFRASTRUCTURE ALLOCATED ABAQULUSI FOR A PERIOD OF 36 MONTHS

PROVISION OF SECURITY SERVICES TO THE ZDM PROPERTIES AND INFRASTRUCTURE ALLOCATED NONGOMA FOR A PERIOD OF 36 MONTHS

PROVISION OF SECURITY SERVICES TO THE ZDM PROPERTIES AND INFRASTRUCTURE ALLOCATED DUMBE FOR A PERIOD OF 36 MONTHS

PROVISION OF SECURITY SERVICES TO THE ZDM PROPERTIES AND INFRASTRUCTURE ALLOCATED PHONGOLO FOR A PERIOD OF 36 MONTHS

PROVISION OF SECURITY SERVICES TO THE ZDM PROPERTIES AND INFRASTRUCTURE ALLOCATED PRINCE MANGOSUTHU BUTHELEZI AIRPORT FOR A PERIOD OF 36 MONTHS

PROVISION OF SECURITY SERVICES TO THE ZDM PROPERTIES AND INFRASTRUCTURE ALLOCATED ULUNDI FOR A PERIOD OF 36 MONTHS