Request for quotation (RFQ) for a service provider for incident investigation training for gauteng province on “as and when” for a period of 36 months

Closing date: 20 November 2026 at 10:00 CAT

Briefing session: 17 November 2026 at 11:00 AM

Venue: Microsoft Teams (link provided in the RFQ)

Attendance: Non-compulsory

Enquiries:

• Contact: Mpho Patgiven Dube
• Telephone: 011 085 7066
• Email: [email protected]
• Email (also): [email protected]

Submission address:

Ground floor, Shosholoza Meyl Junction

Cnr Leyds and Simmonds Street

Braamfontein

Submission method: hand delivery only. No email or fax submissions accepted.

Submission address: Ground floor, Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein.

Closing time: 20 November 2026 at 10:00 CAT. Late submissions will not be accepted.

Bids must be submitted on the official forms provided, not retyped.

Quotations must be in a sealed envelope.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Bidder's Disclosure): discloses whether any director or shareholder is employed by the state, connected to anyone at PRASA, or has an interest in related enterprises; also discloses Politically Exposed Persons (PEPs) and Prominent Influential Persons (PIPs).
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points under the 80/20 system.
• Certificate of Attendance of Non-Compulsory RFQ Briefing: confirms attendance at the briefing session.
• Pricing and Delivery Schedule (Section 4) and BOQ/Pricing Schedule (Section 10) — mandatory; failure to submit leads to disqualification.
• Proof of QCTO accreditation (SP-250906) / SAQA ID 259617 — mandatory.
• Signed and completed RFQ document and all SBD forms.
• Letter of Good Standing: COIDA.
• Valid SARS PIN.
• CSD supplier registration number.
• Joint Venture, Consortium, Partnering or Subcontract Agreement signed by all parties (if applicable).

Disqualification risks:

• Any mandatory returnable document omitted or incomplete.
• Quotations received after the closing time or at the wrong venue.
• Attempts to canvass any SCM officer or PRASA employee between closing and award.
• Changes to the quotation after closing date and time.
• Failure to comply with any of the above particulars may render the bid invalid.

Evaluation stages:

• Stage 1A – Mandatory Requirements: submission of completed Pricing and Delivery Schedule (Section 4), completed BOQ/Pricing Schedule (Section 10), and QCTO accreditation (SP-250906) / SAQA ID 259617. Failure to submit any of these results in automatic disqualification.
• Stage 1B – Other Mandatory Requirements: signed and completed RFQ document and SBD forms, COIDA letter of good standing, valid SARS PIN, completion of all RFQ documentation and declarations, joint venture/consortium/subcontract agreement (if applicable), and CSD registration number. PRASA may request missing items within 3 working days; failure to provide leads to disqualification.
• Stage 2 – Technical/Functionality: minimum threshold of 60%. Bidders scoring below 60% are excluded from further evaluation.

Scoring for organisational experience (weight 100):

• 0 similar projects or non-submission/incomplete submission = 0 points
• 1 similar project = 20 points
• 2 similar projects = 40 points
• 3 similar projects = 60 points
• 4 similar projects = 80 points
• 5 or more similar projects = 100 points

Evidence required for each project: copy of appointment letter (on company letterhead), description of project, purchase order, client name, client contact (email and office number), project start and end dates, extension of time where applicable, contract value inclusive of VAT, and a completion certificate signed by the client or a letter confirming successful completion.

• Stage 3 – Price and Specific Goals: 80/20 preference point system.
• Price: 80 points
• Specific Goals: 20 points
• Total: 100 points

Price formula: Ps = 80 (1 - (Pt - Pmin) / Pmin), where Ps = points for price, Pt = price of tender under consideration, Pmin = price of lowest acceptable tender.

Specific goals (20 points):

• Black Youth owned: 10 points – supporting evidence: certified copy of ID documents of owners/directors, or Company Registration Certification (CIPC), or CSD report/registration number.
• EME or QSE 51% Black Owned: 10 points – supporting evidence: audited annual financial statements, B-BBEE certificate, or affidavit.

Objective criteria: PRASA may award to a bidder that did not score highest if there is a negative track record, to spread awards, or to avoid concentrating awards. PRASA may split the award among multiple service providers. PRASA may appoint a bidder other than the successful bidder if the successful bidder fails to sign the contract within 14 days, fails to provide security/bonds/guarantees, fails to meet a condition precedent, or if contract negotiations fail.

Scope: Provision of incident investigation training for Gauteng Province on an 'as and when' basis for a period of 36 months.

Course content: The training must enable candidates to:

• Explain the theory and principles of incident investigation.
• Explain the initial response required at an incident scene.
• Investigate the incident, gather evidence, and describe the review/follow-up processes.

Course format:

• Duration: 2 days per course.
• The supplier must issue a hardcopy certificate of competency to each successful candidate.
• The supplier must provide their own administrative equipment such as pens, flip charts, whiteboard markers, and training material.

Quantity: 420 units (each unit = one training session) as per the BOQ.

Organisational experience (weight 100) is evaluated on the number of similar projects successfully completed. Points are awarded as follows: 0 similar projects = 0 points; 1 = 20; 2 = 40; 3 = 60; 4 = 80; 5 or more = 100.

For each project, the bidder must provide: a copy of the appointment letter (on company letterhead), a description of the project, purchase order, client name, client contact (email and office number), project start and end dates, extension of time where applicable, contract value inclusive of VAT, and a completion certificate signed by the client or a letter confirming successful completion.

Minimum threshold: 60% for technical/functionality. Bidders scoring below 60% are excluded from further evaluation.

Accreditation: The supplier must be accredited with QCTO (SP-250906) / SAQA ID 259617.

Course completion: The supplier must issue a hardcopy certificate of competency to each candidate who successfully completes the course.

Training materials: The supplier must provide their own administrative equipment (pens, flip charts, whiteboard markers, training material).

Pricing must be submitted on the provided Pricing and Delivery Schedule (Section 4) and BOQ/Pricing Schedule (Section 10).

Prices must be in South African Rand, inclusive of all applicable taxes.

Price offer is firm; the basis must be clearly indicated.

Cost breakdown must be indicated.

Price escalation basis and formula must be indicated.

Pricing must be strictly in accordance with the provided schedule; deviation may render the bid non-responsive.

Discounted prices will only be considered in the final evaluation stage on an unconditional basis.

If the highest scoring bidder's price is not market-related, PRASA may negotiate a market-related price with the highest, then second, then third highest scoring bidder. If no agreement is reached, the RFQ is cancelled.

BOQ quantity: 420 units of incident investigation training.

Pricing format:

• Prices must be quoted in South African Rand, inclusive of all applicable taxes.
• Price offer is firm and the basis must be clearly indicated.
• Cost breakdown must be indicated.
• Price escalation basis and formula must be indicated.
• Pricing must be submitted strictly in accordance with the provided pricing schedule (Section 4 and BOQ in Section 10). Deviation may render the bid non-responsive.
• Discounts offered will only be considered in the final evaluation stage on an unconditional basis.
• If the highest scoring bidder's price is not market-related, PRASA may negotiate a market-related price with the highest, then second, then third highest scoring bidder. If no agreement is reached, the RFQ is cancelled.

Payment terms:

• PRASA pays within 30 days of receipt of a correct tax invoice.
• No payment is made if the supplier does not provide the item as stated in the order/contract.
• No payment is made for containers or packing materials unless otherwise stated.

Validity period: 90 working days from the closing date. Bidders may be asked to extend validity on the same terms.

CSD registration:

• Bidders must be registered on the Central Supplier Database (CSD). Business may not be awarded to an unregistered bidder. Foreign suppliers with no local registered entity are exempt.
• CSD registration number must be provided.

Tax compliance:

• Bidders must submit a valid SARS Tax Compliance Status (TCS) PIN, or a printed TCS certificate, or a CSD number if no TCS PIN is available.
• For consortia/joint ventures/subcontractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered.

Accreditation:

• Mandatory: QCTO accreditation (SP-250906) / SAQA ID 259617.

Coida:

• Letter of Good Standing: COIDA required.

B-bbee:

• Preference points claimed under the 80/20 system for specific goals: Black Youth owned (10 points) and EME or QSE 51% Black Owned (10 points). Supporting evidence required as listed in the evaluation criteria.
• Bidders must complete SBD 6.1 (Preference Points Claim Form) to claim points.

SBD 4 (Bidder's Disclosure):

• Must disclose any employment by the state, relationships with PRASA employees, interests in related enterprises, and PEP/PIP status. False declarations lead to disqualification or contract termination.

SBD 9 (Certificate of Independent Bid Determination):

• Certifies that the price was set independently, with no collusion or disclosure to competitors. Suspicious bids are reported to the Competition Commission and may lead to restrictions.

Authority to Sign / Board Resolution:

• Proof of authority to sign the bid must be submitted (e.g., company resolution).

Contract duration: 36 months, on an 'as and when' basis.

General conditions: PRASA General Conditions of Purchase apply.

Warranty: The supplier warrants that items are in accordance with PRASA's requirements and fit for purpose, and remain free from defects for one year from acceptance (unless another period is stated in the order).

Indemnity: The supplier indemnifies PRASA against claims arising from the supplier's negligence, infringement of rights, or breach of statutory duty, and against claims for infringement of third-party rights (except where caused by items provided by PRASA).

Assignment and sub-contracting: The successful bidder may only subcontract with PRASA's prior approval. The successful bidder remains liable for performance.

Governing law: The contract is governed by South African law, with non-exclusive jurisdiction of South African courts.

Rejection: PRASA may reject items or services that do not comply, and require replacement or rework at the supplier's risk and expense.

Late delivery: May be subject to a penalty if imposed in the order/contract.

Termination: PRASA may cancel the contract if information furnished by the bidder is later proved incorrect.

Award: PRASA may award to the highest scoring bidder unless objective criteria justify otherwise. If the preferred bidder fails to sign or commence within a reasonable period, PRASA may award to the next highest ranked bidder.

Additional evaluation details:

• Stage 1A mandatory requirements: completed Pricing and Delivery Schedule (Section 4), completed BOQ/Pricing Schedule (Section 10), and QCTO accreditation (SP-250906) / SAQA ID 259617. Failure leads to automatic disqualification.
• Stage 1B other mandatory requirements: signed and completed RFQ document and SBD forms, COIDA letter of good standing, valid SARS PIN, completion of all RFQ documentation and declarations, joint venture/consortium/subcontract agreement (if applicable), and CSD registration number. PRASA may request missing items within 3 working days; failure leads to disqualification.
• Stage 2 technical/functionality: minimum threshold 60%. Scoring based on number of similar projects (0 to 5+).
• Stage 3 price and specific goals: 80/20 system. Price 80 points, specific goals 20 points (Black Youth owned 10, EME/QSE 51% Black Owned 10).
• Objective criteria: PRASA may award to a bidder that did not score highest for reasons such as negative track record, spreading awards, or avoiding concentration of awards.
• PRASA may split the award among multiple service providers.
• PRASA may appoint a bidder other than the successful bidder if the successful bidder fails to sign within 14 days, fails to provide security/bonds/guarantees, fails to meet a condition precedent, or if contract negotiations fail.