PRASA 36-Month panel tender: supply & delivery of cleaning chemicals & horticulture materials in kwazulu-natal

PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, 4001, Durban Station. For NIP Programme queries: Department of Trade and Industry, Private Bag X 84, Pretoria, 0001, Attention: Mr. Elias Malapane, Tel: (012) 394 1401, Fax: (012) 394 2401, Email: [email protected].

Submit bids by 12:00 on 12 June 2026 to Bid Box No. 04 at PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, 4001, Durban Station. Use official forms provided (do not re-type). Late bids will not be accepted. Compulsory tender briefing on 19 May 2026 at 10:00 at the same address. Bidders failing to attend will be disqualified. Register on the Central Supplier Database (CSD) to upload mandatory information (business registration, tax compliance, banking details). Foreign suppliers must confirm RSA residency, branch, or permanent establishment; if none, no SARS TCS/PIN is required. Submit SBD 4 (Declaration of Interest), SBD 5 (NIP Programme), and SBD 6.1 (Preference Points Claim Form) with your bid.

80/20 preference point system applies. Maximum points: 80 for price, 20 for specific goals. Price points calculated as Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt = tender price, Pmin = lowest acceptable tender price. Specific goals and points: Black Women Owned (5 points, requires certified ID copies and CSD report), EME/QSE 51% Black Owned (5 points, requires CIPC documents/B-BBEE certificate and CSD report), B-BBEE Level 1 (10 points, requires B-BBEE certificate/affidavit). Failure to submit proof for specific goals means no points are claimed. Organ of state may request substantiation of claims at any time.

Supply and delivery of cleaning chemicals and horticulture materials on an as-and-when-required basis for a 36-month panel contract in the KZN region. Successful bidder must sign a written contract form (SBD 7). National Industrial Participation (NIP) Programme applies if imported content meets or exceeds USD 10 million (or equivalent). NIP obligation is 30% of imported content for applicable contracts. Compliance involves negotiating agreements (e.g., investments, joint ventures, sub-contracting) with the DTI. Successful bidders with contracts > R10 million must report contract details to DTI within 5 working days of award.

Submit pricing on official forms. No specific bonds or guarantees mentioned. Payment terms and financial capacity requirements not explicitly stated in the document. Successful bidders must ensure budget provision is confirmed by PRASA prior to award (funding contingency applies).

Mandatory CSD registration for all bidders to upload business registration, directorship, tax compliance status, and banking details. Tax Compliance Status (TCS) or PIN from SARS required; may submit printed TCS or CSD number if registered. Consortia/joint ventures: each party must submit separate proof of TCS/PIN/CSD. Foreign suppliers: if no RSA residency/branch/permanent establishment, no TCS/PIN required. B-BBEE: Minimum Level 1 (10 points) preferred; EME/QSE 51% Black Owned (5 points); Black Women Owned (5 points). Submit SBD 4 (Declaration of Interest), SBD 5 (NIP Programme), and SBD 6.1 (Preference Points Claim Form). Security screening form (Form F) required, including declarations of no criminal convictions or pending investigations.

Contact person: Rani Thevar. Email: [email protected]. Submission address: PRASA KZN, Tender Box No. 04, 65 Masabalala Yengwa Avenue, Greyville, Durban Station.

Submit proposals in a sealed envelope to: The Secretariat / Tender Office, PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, Durban Station. Address envelope with RFP No: DBN/OPS(BAC)064 and description. Deadline: 12 June 2026 at 12:00. Late or incorrectly addressed bids will be rejected. Required returnable documents: Signed closing/submission register, Compulsory Briefing Session Form D (proof of attendance at 19 May 2026, 10:00 briefing), and appearance on the Compulsory Briefing Session Attendance Register. Failure to submit these will result in disqualification. Bids must include all required documentation, certificates, and warranties. Incomplete bids will be disqualified.

Evaluation follows a multi-stage process: (1) Compliance check: Bids are verified for completeness and required returnable documents. Incomplete or non-compliant bids are disqualified. (2) Technical/Functional Evaluation: Minimum threshold of 70% required. Criteria: Company Experience (60 points), Financial Capacity (40 points). Bidders scoring below 70% are disqualified. (3) Price (80 points) and Specific Goals (20 points). (4) Final returnable documents. PRASA reserves the right to negotiate Best and Final Offer (BAFO) if no bid meets requirements. Scoring is based on submitted information, presentations, and clarifications. Procurement principles: integrity, fairness, transparency, competitiveness, and accountability.

Scope: Supply and delivery of cleaning chemicals and horticulture materials on an as-and-when-required basis for 36 months in the KZN region. Target areas: All PRASA stations and depots in KZN (excluding co-op deployed areas). Requirements: (a) Submit samples with each request after award. (b) Deliver to SCM stores per request. (c) All materials/equipment must be SABS-approved. (d) Provide Material Safety Data Sheets (MSDS) via email for all chemicals delivered. Standards: Quality Management System per ISO 9001, SABS approval. Service provider must implement own quality control system. Delivery: Within 7 working days of purchase order receipt. Payment: Only after successful delivery, certified by project manager, with signed delivery note attached to invoice. Contract benefits: Reduced acquisition costs, improved service, streamlined processes, and compliance with OHS Act 85 of 1993.

Pricing: Submit detailed pricing schedule (Form C). Payment terms: Payment only after delivery and certification. Financial capacity: Bidders must submit 2 years’ financial statements (prepared by a registered professional) for evaluation. Operating Cash Flow Ratio is a key metric (scoring: X ≥ 1 = 4 points, 0.5 ≤ X < 1 = 3 points, 0.25 ≤ X < 0.5 = 2 points, 0 ≤ X < 0.25 = 1 point, X < 0 or no submission = 0 points). Performance/bid bonds may be required where applicable. Validity of returnable documents: 90 working days from closing date.

Mandatory: B-BBEE Minimum Level 1. Disqualifying returnables: Signed submission register, Compulsory Briefing Session Form D (proof of attendance), and appearance on Briefing Session Attendance Register. Legal compliance: Must adhere to OHS Act 85 of 1993, ISO 9001, and SABS standards. Additional requirements: Central Supplier Database (CSD) registration, tax compliance, and any other legal/regulatory obligations. PRASA reserves the right to validate submitted information and request supporting evidence.

Primary contact: Rani Thevar ([email protected]). Physical submission address: PRASA KZN, Tender Box No. 04, 65 Masabalala Yengwa Avenue, Greyville, Durban Station. Complaints: [email protected]. Post-closing communication: Bid Secretariat (Tel: 031 8130138, Email: [email protected]).

Submit bids in two sealed envelopes/boxes: Envelope 1 (Technical/Compliance) and Envelope 2 (Financial/B-BBEE). Address to: The Secretariat / Tender Office, RFP No: DBN/OPS(BAC)064, Description: RFP for the appointment of a panel of service providers for supply and delivery of cleaning chemicals and horticulture materials for 36 months in KZN. Deposit in PRASA Tender Box No. 04 at the main entrance of PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, Durban Station. Late submissions or incorrect addresses will be rejected. Bids must remain valid for 90 working days from 12 June 2026, with possible extension. Submit 1 original + copies + electronic version (memory card/external drive). All pages must be numbered, signed in black ink, and bound. Non-original documents must be certified by a Commissioner of Oaths. Queries: Use RFP Clarification Form (Annexure 3) and submit to [email protected] by 08 June 2026. No changes allowed after closing date.

Evaluation stages: 1) Verify completeness of bid (disqualify if incomplete). 2) Verify compliance with essential RFP requirements (disqualify if non-compliant). 3) Technical/Functional evaluation (minimum threshold: 70%; failure disqualifies bid). 4) Price (80 points) + Specific Goals (20 points). Total: 100 points. PRASA may negotiate Best and Final Offer (BAFO) if no bid meets requirements or points are too close. PRASA reserves the right to reject any bid or cancel the process.

Supply and deliver cleaning chemicals and horticulture materials on an as-and-when-required basis for 36 months in KZN. Scope: All PRASA stations and depots in KZN (excluding co-op areas). Requirements: a) Submit samples for each request. b) Deliver to PRASA SCM stores per request. c) All materials/equipment must be SABS-approved. d) Provide Material Safety Data Sheets (MSDS) via email for all chemicals delivered. Standards: ISO 9001 Quality Management System. Delivery: Within 7 working days of purchase order receipt. Payment: Only after successful delivery, certified by project manager, with signed delivery note attached to invoice.

Pricing must be submitted in Envelope 2 (Financial Proposal). Payment terms: Only after delivery and certification. Service provider must attach signed delivery note to invoice. PRASA reserves the right to negotiate market-related prices with top-scoring bidders sequentially. Validity period: 90 working days from closing date, extendable at PRASA's request.

Mandatory: 1) Attend compulsory briefing on 19 May 2026 at 10:00. Submit Certificate of Attendance (Form D, Annexure 2) with proposal. Appear on Compulsory Briefing Session Register. 2) Register on National Treasury’s Central Supplier Database (CSD) (https://secure.csd.gov.za). Provide Supplier Number and Unique Registration Reference. 3) Tax compliance: Must be compliant with all applicable tax legislation (Income Tax Act, VAT Act). Provide Tax Compliance Status (TCS) PIN or Tax Clearance Certificate. 4) Submit SBD 1 (Annexure 2) and SBD 6.1 (Preference Points Claim Form). 5) For Joint Ventures/Consortia: Submit signed JV/Consortium agreement or written confirmation of intent, including % split and responsibilities. Each party must be CSD-registered and tax-compliant. 6) All returnable documents must be submitted by closing date.

Evaluation uses the 80/20 Preferential Procurement system: 80 points for price, 20 points for specific B-BBEE goals. Price points are calculated as Ps = 80(1 - (Pt/Pmin)), where Pt is the tender price and Pmin is the lowest acceptable price. Specific goal points: 5 for Black Women Owned (requires certified ID copies and CSD report), 5 for 51% Black Owned (requires CIPC documents/B-BBEE certificate and CSD report), and 10 for B-BBEE Level 1 (requires B-BBEE certificate/affidavit). Total possible score is 100 points. Submit all required proof with the tender. Failure to submit documentation means no preference points are awarded. PRASA reserves the right to verify claims and may disqualify fraudulent submissions.

Supply and deliver cleaning chemicals, hygiene products, and horticulture materials on an as-and-when-required basis for 36 months in KwaZulu-Natal. Key categories include: soaps (bath, laundry, liquid hand), detergents (dishwash, ammonia cleaner, thick bleach), disinfectants (pine, deo blocks), personal protective equipment (gloves, dust masks, safety helmets), tools (mops, brooms, brushes, scrapers), horticulture supplies (grass cutter blades, chainsaw accessories, grease, lubricant oil), and consumables (refuse bags, toilet paper, air fresheners). Products must comply with South African safety and quality standards, including hazardous component limits (e.g., Sulphonic Acid <6% for SOLVIT, D-PHENOTHRIN 0.92 g/kg for insecticide). All items must meet the specifications listed in the Bill of Quantities.

Quote rates for Year 1, Year 2, and Year 3 in the Bill of Quantities. Include all applicable taxes in the quoted prices. The amount in words takes precedence over numerical figures in case of discrepancy. For non-architectural work, unit rates are decisive if arithmetic errors occur. For architectural work, the total amount is decisive. Be prepared to provide financial guarantees or securities if required by PRASA. Payment terms and penalties for late delivery or non-compliance are stipulated in the contract.

B-BBEE compliance is mandatory. Preference points are awarded for: Black Women Owned (5 points, requires certified ID copies and CSD report), 51% Black Owned (5 points, requires CIPC documents/B-BBEE certificate and CSD report), and B-BBEE Level 1 (10 points, requires B-BBEE certificate/affidavit). Submit all required documentation with the tender. Fraudulent claims may result in disqualification, cost recovery, contract cancellation, or legal action. Additional compliance may include Workmen’s Compensation, Securities, and Insurance as per PRASA requirements.