Supply and delivery of cleaning chemicals and materials — eastern cape region (24 months, as-and-when-required)

Appointment of one (01) service provider for supply and delivery of cleaning chemicals and material in Eastern Cape region for a period of 24 months on an as-and-when-required basis.

Closing date: 08 September 2026. Closing time: 12:00 PM. Compulsory briefing: Section 7 references a Certificate of Attendance of Compulsory RFQ Briefing — date, time and venue not stated in the extracted text. Validity period: 60 working days from closing date.

Compulsory RFQ briefing referenced (Section 7: Certificate of Attendance of Compulsory RFQ Briefing) — date, time and venue not stated in the extracted text.

SCM enquiries: Luleka Mtyala, telephone 043 700 2169, email [email protected]. Submission address: Bid box at 8 Station Street, PRASA Regional Office, East London. Bidders must sign submission register at SCM offices (face brick building). Complaints email: [email protected] (must include bid description, reference number, closing date, supplier name, contact details, and detailed complaint).

Submission method: Physical delivery only — electronic submissions will not be considered. Bids must be deposited in the bid box at 8 Station Street, PRASA Regional Office, East London. Bidders must sign the submission register at SCM offices (face brick building) on submission. All bids must be submitted on the official forms provided (not re-typed) and enclosed in a sealed envelope. Late bids will not be accepted. Mandatory returnable documents (failure to provide results in disqualification): Price Schedule/BOQ and Pricing and delivery form (Section 4) completed in full; Submission register signed at SCM Offices. Other mandatory returnable documents (must be available within 7 days of request): Company Registration documents; Copies of Directors ID documents; Valid Tax Clearance Certificate and SARS issued PIN; Completion of ALL RFQ documentation (includes ALL declarations); CSD supplier registration number; Proof of Bank Account (cancelled cheque or bank letter); Joint Venture / Consortium agreement / Trust Deed / Confirmation in writing of intention to enter into JV or consortium agreement signed by all parties (if applicable). Non-mandatory documents for scoring (score zero if not submitted): Certified copy of ID Documents of the Owners; Audited Annual Financials / B-BBEE Certificate / Affidavit.

Two-stage evaluation. Stage 1: Compliance — Stage 1A Mandatory Requirements (automatic disqualification if not met): Price Schedule/BOQ and Pricing and delivery form (Section 4) completed in full; Bidders to fill and sign submission register at SCM Offices on submission. Stage 1B Other Mandatory Requirements (must be available within 7 days of request): Company Registration documents; Copies of Directors ID documents; Valid Tax Clearance Certificate (valid on closing date) and SARS issued PIN; Completion of ALL RFQ documentation (includes ALL declarations); CSD supplier registration number; Proof of Bank Account; Joint Venture / Consortium agreement / Trust Deed / Confirmation in writing of intention to enter into JV or consortium agreement signed by all parties (if applicable). Stage 1C Documents required for Scoring (non-mandatory, score zero if not submitted): Certified copy of ID Documents of the Owners; Audited Annual Financials / B-BBEE Certificate / Affidavit. Stage 2: Price and Specific Goals — 80/20 preference point system. Price: 80 points (formula Ps = 80(1 - (Pt-Pmin)/Pmin)). Specific Goals: 20 points total — EME 51% Black Owned with Audited Annual Financials/B-BBEE Certificate/Affidavit = 10 points; 51% Black Owned with CIPC documents/BBBEE Certificate/Affidavit = 10 points. Administrative responsiveness test includes completeness of response and all returnable/required documents, certificates, warranties and formalities. Incomplete bids disqualified. Validity period: 60 working days from closing date.

Scope: Appointment of one service provider for supply and delivery of cleaning chemicals and material in Eastern Cape region for 24 months on an as-and-when-required basis. Delivery point: East London Train Station, Station Street No 8. Quality management: All goods received subjected to inspection by PRASA before payment; payment withheld if service does not meet requirements; payments made monthly only if goods received to satisfaction; delivery note must accompany goods on day of delivery. Inspection: PRASA official shall inspect goods delivered against specification per SABS and SANS standards. Meetings: Service Provider and PRASA representative shall convene at specified periods for feedback on operational issues and performance evaluation. Cancellation: PRASA reserves right to cancel contract or any part at any time for poor service delivery or breach of contract. Tender amounts must include ALL COSTS for supply and delivery of chemicals and tool/equipment services, including cleaning tools and equipment with chemical data sheet.

Pricing Schedule (Section 8): Bidders must complete attached Pricing Schedule. Prices in South African Rand, inclusive of all applicable taxes. Price offer firm with basis indicated. Pricing Bill of Quantity completed per schedule. Cost breakdown must be indicated. Price escalation basis and formula must be indicated. Bidders must submit pricing strictly in accordance with price schedule; deviation may result in non-responsive bid. Discounted prices considered only in final evaluation on unconditional basis. If highest scoring bidder's price not market-related, PRASA may negotiate with highest, then second highest, then third highest; if no agreement, RFQ cancelled. Delivery period: suppliers to offer earliest delivery; delivery within specified working days from date of order. Estimated quantities for Year 1 and Year 2 provided for 70+ line items including cleaning chemicals (bleach, detergents, polishes, sanitisers, herbicides), cleaning equipment (mops, brooms, buckets, brushes, cloths, PPE), and consumables (toilet paper, refuse bags, paper towels). Totals required for Year 1, Year 2, and Grand Total. Tender amounts must include ALL COSTS for supply and delivery of chemicals and tool/equipment services, including cleaning tools and equipment with chemical data sheet. Delivery point: East London Train Station, Station Street No 8.

Pricing format: Fixed prices in South African Rand, inclusive of all applicable taxes. Price offer must be firm with basis indicated. Pricing Bill of Quantity completed per attached schedule (Section 8). Cost breakdown must be indicated. Price escalation basis and formula must be indicated. Bidders must submit pricing strictly in accordance with the price schedule; deviation may result in non-responsive bid. Discounted prices considered only in final evaluation on unconditional basis. If highest scoring bidder's price not market-related, PRASA may negotiate with highest, then second highest, then third highest; if no agreement, RFQ cancelled. Delivery period: suppliers to offer earliest delivery; delivery within specified working days from date of order. Payment terms: PRASA pays within 30 days of receipt of correct tax invoice. No payment for containers or packing materials unless otherwise stated. Estimated quantities for Year 1 and Year 2 provided for 70+ line items including cleaning chemicals (bleach, detergents, polishes, sanitisers, herbicides), cleaning equipment (mops, brooms, buckets, brushes, cloths, PPE), and consumables (toilet paper, refuse bags, paper towels). Totals required for Year 1, Year 2, and Grand Total.

CSD registration mandatory (National Treasury Central Supplier Database) — business may not be awarded to unregistered bidders; only foreign suppliers with no local registered entity exempt. Valid Tax Clearance Certificate (must be valid on closing date) and SARS TCS PIN required; if no TCS PIN, CSD number must be provided. Each party in a JV/consortium/sub-contractor must submit separate TCS certificate/PIN/CSD number. No bids from persons in service of the state, companies with directors in state service, or close corporations with members in state service. B-BBEE: 80/20 preference point system applies. Specific Goals: EME 51% Black Owned with Audited Annual Financials/B-BBEE Certificate/Affidavit = 10 points; 51% Black Owned with CIPC documents/BBBEE Certificate/Affidavit = 10 points. Proof/documentation required to claim points. Returnable forms: SBD 1 (Invitation to Bid) — signed as offer cover page; SBD 4 (Bidder's Disclosure) — declares state employment, relationships with procuring institution, other business interests, and PEP/PIP status; SBD 6.1 (Preference Points Claim) — claims B-BBEE points under 80/20 system. Authority to Sign / Board Resolution required (proof of authority e.g. company resolution). Company Registration documents, Directors' ID documents, Proof of Bank Account required. Joint Venture / Consortium agreement if applicable.

B-BBEE and Specific Goals: 80/20 preference point system applies. Specific Goals allocation: EME 51% Black Owned with Audited Annual Financials/B-BBEE Certificate/Affidavit = 10 points; 51% Black Owned with CIPC documents/BBBEE Certificate/Affidavit = 10 points. Bidders must submit proof/documentation to claim points. Failure to submit proof means preference points for specific goals not claimed. SBD 6.1 Preference Points Claim Form required. Points claimed based on specific goals as advised in tender.

PRASA General Conditions of Purchase apply. Price and payment: price may include amount for price adjustment calculated per formula; payment within 30 days of receipt of correct tax invoice; only one exchange rate used if currency other than ZAR. Delivery and documents: supplier must deliver on or before date stated; late deliveries subject to penalty; supplier must mark consignments with name and destination details, include packing note, send advice note on dispatch (transport, weight, volume, point and date of dispatch), send detailed priced invoice. Containers/packing material: no payment unless otherwise stated. Title and risk: passes to PRASA when accepted. Rejection: PRASA may reject by written notice with reason and replacement period; rejected items returned at supplier's risk and expense; supplier pays costs of replacement from third party. Warranty: supplier warrants items fit for purpose and free from defects for one year from acceptance (unless otherwise stated). Indemnity: supplier indemnifies PRASA against claims arising from negligence, IP infringement, breach of statutory duty, defective design/materials/workmanship. Assignment and sub-contracting: successful bidder may only subcontract with PRASA's prior approval; successful bidder liable for performance. Governing law: Republic of South Africa, non-exclusive jurisdiction of SA courts. PRASA may appoint bidder other than successful bidder if: successful bidder fails to sign contract within prescribed period (e.g. 14 days); fails to provide security/bonds/guarantees; fails to meet condition precedent; final contract negotiations fail. PRASA will only award to other than highest scoring bidder if bid still within validity period; may proceed to third ranked if second also unable/unwilling.

Definitions: 'Contractor' means the company appointed for provision of Supply and Deliver of Cleaning Chemicals and Material for Prasa Rail. Quality Management: All goods received subjected to inspection by PRASA before payment; payment withheld if service does not meet requirements; payments made monthly only if goods received to satisfaction; delivery note must accompany goods on day of delivery. Inspection: PRASA official shall inspect goods delivered against specification per SABS and SANS standards. Meetings: Service Provider and PRASA representative shall convene at specified periods for feedback on operational issues and performance evaluation. Cancellation: PRASA reserves right to cancel contract or any part at any time for poor service delivery or breach of contract. Delivery point: East London Train Station, Station Street No 8. Tender amounts must include ALL COSTS for supply and delivery of chemicals and tool/equipment services, including cleaning tools and equipment with chemical data sheet.

Stage 1A Mandatory Requirements (disqualification if not submitted): Price Schedule/BOQ and Pricing and delivery form (Section 4) completed in full; Bidders to fill and sign submission register at SCM Offices on submission. Stage 1B Other Mandatory Requirements (must be available within 7 days of request): Company Registration documents; Copies of Directors ID documents; Valid Tax Clearance Certificate (valid on closing date) and SARS issued PIN; Completion of ALL RFQ documentation (includes ALL declarations); CSD supplier registration number; Proof of Bank Account (cancelled cheque or bank letter); Joint Venture / Consortium agreement / Trust Deed / Confirmation in writing of intention to enter into JV or consortium agreement signed by all parties (if applicable). Stage 1C Documents for Scoring (non-mandatory, score zero if not submitted): Certified copy of ID Documents of the Owners; Audited Annual Financials / B-BBEE Certificate / Affidavit. CSD registration mandatory (National Treasury Central Supplier Database) — business may not be awarded to unregistered bidders; only foreign suppliers with no local registered entity exempt.