Hygiene and sanitation services (as-and-when) – eastern cape region, 36-Month contract

• Closing date: 31 July 2026.
• Closing time: 12:00 PM.
• Compulsory briefing session: 24 July 2026 at 10:00 AM, venue: East London Train Station.
• Bid validity period: 60 working days from closing date; may be requested to extend.

• Contact person: Lindeka Tshuku.
• Telephone: 043 700 2329.
• Email: [email protected].
• Submission address: 8 Station Street, PRASA Regional Office, East London.

• Submit bid documents in a sealed envelope to the bid box at 8 Station Street, PRASA Regional Office, East London.
• Electronic submissions will not be considered.
• You must sign the submission register at the SCM offices upon submission.
• Late bids will not be accepted.
• Bids must be submitted on the official forms provided (not retyped) or as prescribed.
• This bid is subject to the Preferential Procurement Policy Framework Act, 2000, the Preferential Procurement Regulations, 2022, General Conditions of Contract (GCC), and any special conditions.
• Failure to provide required particulars may render the bid invalid.

Registered with Department of Environmental Affairs. Valid Tax Clearance Certificate. Registered on Central Supplier Database. Not in service of the state. Submission of company registration, director IDs, bank proof, COID letter. Foreign suppliers must complete special questionnaire. Must attend compulsory briefing.

• Scope: Provision of as-and-when hygiene and sanitation services in the Eastern Cape region for a period of 36 months.
• Services include sanitising bins, provision of soap dispensers and aerosol fragrance units in station facilities (buildings, parking areas, open spaces).
• Services are to be performed daily, excluding weekends and public holidays.
• Personnel must wear company-identified gear and appropriate PPE during operations.
• Contractor must implement a regular supervision schedule and inspection of ablution facilities.
• Compliance required with:

• Health Act, 1977.
• Basic Conditions of Employment Act 1997.
• Labour Relations Act, 1995.
• Occupational Health and Safety Act, 1993.
• National Environmental Management Act.
• National Railway Safety Regulator Act (16/2002).

• Major contraventions include operational impact, safety non-compliance, and hygiene standards non-compliance.

• Organisational Experience (40% weight): Submit reference letters (not award letters) for hygiene services. Each must be on client letterhead, include client contact details, period/duration of service, and value of provision. Scoring: 0 points for no submission, up to 5 points for 5 or more letters.
• Health and Safety (40% weight): Submit Occupational Health and Safety Plan as detailed. Scoring based on completeness.
• Financial Capability (20% weight): Submit 2 recent years of complete financial statements including cash flow statement and balance sheet, prepared and signed by an independent registered professional. Evaluated on operating cash flow ratio (cash flows from operations/current liabilities). Scoring: 0 for no submission, up to 5 points for ratio >1.

• Services are subject to inspection by PRASA before payment; payment withheld if services not performed as required.
• Monthly payments only if services performed to PRASA's satisfaction.
• Personnel must maintain good presentation, wear company gear and PPE.
• Regular inspections of ablution facilities required with signed inspection sheets.
• Compliance with all applicable statutes is mandatory.

• Submit pricing in Volume 2 (Envelope 2) separately.
• Use the provided Price Schedule/Bill of Quantities (Annexure A); deviation may result in bid being non-responsive.
• Prices must be in South African Rand, inclusive of taxes, firm and with clear basis.
• Cost breakdown and price escalation basis/formula must be indicated.
• Discounted prices considered only in final evaluation unconditionally.

• All prices must be quoted in South African Rand, inclusive of all applicable taxes, on a fixed price basis.
• Pricing must be submitted strictly according to the provided Price Schedule/Bill of Quantities (Annexure A). Deviation may result in bid being declared non-responsive.
• Submit pricing in Volume 2 (Envelope 2) separately from technical proposal.
• Cost breakdown and price escalation basis/formula must be indicated.
• Discounted prices will only be considered in final evaluation on an unconditional basis.
• PRASA may negotiate market-related prices with top-scoring bidders if initial prices are not market related.

• Tax Compliance: Submit Tax Compliance Status (TCS) PIN from SARS or a printed TCS certificate. If no PIN but registered on CSD, provide CSD number.
• Central Supplier Database (CSD): Registration on National Treasury's CSD is mandatory for local suppliers. Access at https://secure.csd.gov.za/. Foreign suppliers without a local entity need not register.
• B-BBEE: Submit B-BBEE certificate or affidavit for scoring.
• Company registration documents and directors' IDs required.
• Valid Tax Clearance Certificate must be valid on closing date.
• Proof of bank account required.
• Joint Venture/Consortium agreement if applicable.
• Valid Letter of Good Standing (COID) required.
• No bids accepted from persons in the service of the state or companies with such directors/members.

• Submit an Occupational Health and Safety Plan specific to the scope, including:

• Copy of approved and signed Health, Safety, and Environmental policy.
• Comprehensive list of all necessary PPE and issuance/re-issuance plan.
• Waste removal and disposal methodology proving disposal to authorised site.
• Detailed risk assessment indicating safe working procedures/mitigating plans.
• Cleaning procedure for S.H.E. bins.

• Work sites must have proper warning signs.
• All work must comply with Occupational Health and Safety Act and regulations.

• Must comply with National Environmental Management Waste Act (registration with Department of Environmental Affairs required).
• Compliance with National Environmental Management Act is required.
• Waste disposal must be to an authorised site in line with legislation.

• Warranty: Supplier warrants items/services are fit for purpose and free from defects for one year from acceptance.
• Indemnity: Supplier indemnifies PRASA against claims from negligence, infringement of rights, breach of statutory duty, or defective design/materials/workmanship.
• Assignment and Sub-contracting: Subcontracting requires PRASA prior approval; prime contractor remains liable.
• Governing Law: Contract governed by South African law; parties submit to non-exclusive jurisdiction of South African courts.
• Bidder's Disclosure: Must disclose if employed by state, relationships with state employees, interests in other enterprises, and PEP/PIP status. False declarations may lead to disqualification or termination.

• Definitions: 'Station Facilities' includes all buildings, parking areas, open spaces within station boundaries. 'Areas to be serviced' includes sanitising bins, providing soap dispensers and aerosol units. 'Contractor' means the appointed hygiene service provider.
• Unsafe Working Environment: PRASA employees can halt work if unsafe conditions are proven. Work sites must have warning signs. All work must comply with Occupational Health and Safety Act.
• Quality Management: Services subject to inspection before payment; payment monthly only if services performed to PRASA's satisfaction. Service schedule to be used as daily/monthly guide.
• Working Hours: High-quality hygiene services daily, excluding weekends/public holidays, with approved Health and Safety Plan.
• Personnel: Must present well, wear company-identified gear and PPE.
• Inspection: Regular supervision and inspection of facilities with signed inspection sheets.
• Compliance with Statute: Must comply with Health Act, Basic Conditions of Employment Act, Labour Relations Act, Occupational Health and Safety Act, National Environmental Management Act, National Railway Safety Regulator Act.
• Major Contraventions: Operational impact, safety non-compliance, hygiene standards non-compliance may lead to penalties.

• Stage 1A (Mandatory): Automatic disqualification if not submitted. Includes Price Schedule/Bill of Quantities, attendance certificate of compulsory briefing, registration with Department of Environmental Affairs, and signing submission register.
• Stage 1B (Other Mandatory): Must be available within 7 days if awarded. Includes company registration, directors' IDs, valid Tax Clearance Certificate, completed RFQ docs, CSD number, proof of bank account, JV agreement if applicable, and Letter of Good Standing.
• Stage 1C (Scoring Documents): Non-submission results in zero score. Includes owners' IDs, audited financials/B-BBEE certificate, CIPC documents/B-BBEE certificate, and disability confirmation.
• Stage 2 (Technical): Minimum 65% threshold. Evaluates organisational experience (40%), health and safety (40%), and financial capability (20%).
• Stage 3 (Price and Specific Goals): 80/20 system. Price (80 points), Specific Goals (20 points) for black women owned, black youth owned, EME black owned, black owned, and black people with disability.