36-Month station cleaning & horticultural services contract for eastern cape rail stations

PRASA seeks four service providers to deliver station cleaning and horticultural services across the Eastern Cape (East London, Port Elizabeth, MLPS corridors) for 36 months. Services cover daily cleaning of all station precinct facilities, deep cleaning, disinfection, track cleaning (off‑peak weekdays), and horticultural upkeep. The aim is to achieve the highest standards of cleanliness, hygiene and environmental compliance, supporting PRASA’s Passenger Charter for safe, reliable and functional stations.

• Briefing (compulsory): 26 June 2026, 10:00 AM – PRASA East London Station.
• Closing date for questions: 01 July 2026.
• Closing date for clarification responses: 03 July 2026.
• Bid submission deadline: 15 July 2026, 12:00 PM (no extensions unless formally announced).
• Bid validity period: 90 working days from the closing date (may be extended at PRASA’s request).
• Minutes of the briefing and clarification answers will be issued on 01 July 2026.

• Date: 26 June 2026
• Time: 10:00 AM
• Location: PRASA East London Station, Platform 1 (bidders arrange own transport and accommodation).
• Attendance is compulsory; a Certificate of Attendance (Form D) must be submitted with the bid.
• Bidders who do not attend will be disqualified.
• Briefing minutes and clarification responses will be issued on 01 July 2026.

• Pre‑submission queries: submit an RFP Clarification Form (Annexure B) to [email protected] no later than 01 July 2026.
• Post‑closing communications: Bid Secretariat, Tel 043 700 2386, email [email protected] (written only).
• Complaints: [email protected] – include bid description, reference number, closing date, supplier name, contact details, and details of the complaint.
• Submission address (sealed envelopes): The Secretariat / Tender Office, Passenger Rail Agency of South Africa, PRASA Eastern Cape Region, East London Train Station, No 8 Station Street, Station Building, East London, 5200.

• Submit two sealed envelopes/boxes:
• Volume 1 (Envelope 1) – Technical and compliance response (Part A: Mandatory Requirements, Part B: Technical/Functional Response).
• Volume 2 (Envelope 2) – Financial and B‑BBEE response (Part C: Financial Proposal and Specific Goals).
• Include one original set; copies are optional. Provide an electronic version on a clearly labelled memory card or external drive.
• Required returnable documents: Form C (Pricing Schedule), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), Pricing Schedule Annexure A, and any CIDB registration if applicable.
• Deliver the sealed envelopes to the PRASA tender box at:

The Secretariat / Tender Office, PRASA Eastern Cape Region, East London Train Station, No 8 Station Road, East London, 5200.

• Late submissions or delivery to an incorrect address will be disqualified.
• Attendance at the compulsory briefing (26 June 2026, 10:00 AM, PRASA East London Station) is mandatory; submit the Certificate of Attendance (Form D) with your proposal.
• All documents must be in English, A4 format (graphics up to A3), neatly bound, consecutively numbered, and signed in black ink. Non‑original documents must be certified true copies by a Commissioner of Oaths.

Sbd 4 bidder’s disclosure

Sbd 5 the national industrial participation programme

Sbd 6.1 Preference points claim form in terms of the

Preferential procurement regulations 2022

• Evaluation follows the Preferential Procurement Policy Framework Act (PPPFA) and PRASA internal policies.
• Scoring areas:

1. Technical/Functional Response (Volume 1).

2. Financial Proposal (Volume 2).

3. B‑BBEE compliance – preference points awarded via SBD 6.1.

• Bidders must fully comply with all RFP instructions and specifications; non‑compliance may lead to disqualification.
• PRASA may request presentations at any stage of evaluation.
• If no clear preferred bid emerges, PRASA may invite Best and Final Offers (BAFO) or negotiate market‑related prices with the highest‑scoring bidders.
• The contract may be awarded, not awarded, or the process withdrawn at PRASA’s discretion.

Scope of Work (36‑month contract):

• Daily cleaning of the entire station precinct in the Eastern Cape (East London, Port Elizabeth, MLPS corridors), covering staff offices, mess rooms, public and staff ablutions, commuter waiting rooms, platforms, depots, bridges, subways, access roads and concourse areas.
• Horticultural services for station grounds.
• Service categories:
• General cleaning.
• Deep cleaning.
• Disinfection/decontamination of surfaces.
• Railway track cleaning (off‑peak weekdays only; weekends/public holidays exempt).
• Periodic deep cleaning and as‑needed carpet/furniture upholstery washing.
• Compliance obligations:
• Occupational Health and Safety Act (1993).
• Basic Conditions of Employment Act (1997).
• Labour Relations Act (1995).
• National Environmental Management Act.
• National Railway Safety Regulator Act (16/2002).
• Bargaining Council for the cleaning industry.
• COVID‑19 hygiene standards.
• Innovation encouraged – bidders may propose best‑practice cleaning methods.
• Staffing levels to be detailed per station cluster (e.g., East London corridor requires 7 staff per shift, 07:00‑16:00 weekdays, 07:00‑12:30 public holidays).

• Deliver cost‑effective services through economies of scale and streamlined processes.
• Ensure service availability meets user needs while reducing PRASA costs.
• Provide proactive improvements and innovation in cleaning methods.
• Align with PRASA’s Passenger Charter to deliver safe, reliable, and functional stations.

• Demonstrated experience in station or large‑scale facility cleaning and horticultural services.
• Ability to meet PRASA’s high standards for cleanliness, hygiene, and environmental compliance.
• Proven capacity to innovate and apply best‑practice cleaning methods.
• For joint ventures/consortia: clear definition of roles, responsibilities and percentage split; key personnel qualifications will be assessed as part of the technical response.

• Submit financial proposal in Volume 2 (Envelope 2), Part C.
• Include Form C (Pricing Schedule) and Pricing Schedule Annexure A.
• Bid bonds may be required where applicable.
• PRASA will evaluate total cost of ownership, continuous improvement initiatives and overall price competitiveness.
• Financial stability will be verified; annual financial statements may be requested.
• Returnable documents must remain valid for 90 working days from the closing date (extension possible).

• Financial proposal must be placed in Volume 2 (Envelope 2), Part C.
• Include completed Form C (Pricing Schedule) and Pricing Schedule Annexure A.
• Bid bonds may be required where indicated.
• PRASA will assess total cost of ownership, continuous improvement initiatives and overall price competitiveness.
• Financial stability will be verified; annual financial statements or equivalent documents may be requested.
• All returnable documents must remain valid for 90 working days from the closing date (extension possible at PRASA’s request).
• No changes to quoted rates will be accepted after the submission deadline unless expressly allowed in the contract.
• All costs incurred by bidders in preparing the submission are non‑reimbursable.

• Register on the National Treasury Central Supplier Database (CSD) and provide your CSD Supplier Number and Unique Registration Reference Number (foreign suppliers without a local entity are exempt).
• Tax compliance: Provide a Tax Compliance Status (TCS) PIN or a Tax Clearance Certificate; PRASA will verify tax status via the CSD.
• B‑BBEE: Submit SBD 6.1 Preference Points Claim Form and meet the Broad‑Based Black Economic Empowerment requirements (minimum 51 % Black ownership for a Black Enterprise).
• Joint ventures/consortia must submit a signed JV/consortium agreement (or written confirmation of intent) stating percentage splits and responsibilities; each party must be CSD‑registered and tax‑compliant.
• Additional mandatory returnables: SBD 4 (Bidder’s Disclosure), SBD 5 (National Industrial Participation Programme), security screening form (SBD ? as referenced).
• Non‑compliance with any of the above may result in disqualification.

• Submit SBD 4 (Bidder’s Disclosure), SBD 5 (National Industrial Participation Programme) and SBD 6.1 (Preference Points Claim Form) as part of the returnable documents.
• B‑BBEE compliance must meet the Preferential Procurement Regulations 2022.
• Definitions:
• Black Enterprise: ≥ 51 % beneficial Black ownership with substantial management control.
• Black Equity: Voting equity held by Black people.
• Black People: As defined in the Broad‑Based Black Economic Empowerment Act.
• Black Woman: African, Coloured or Indian South African female citizen.

• Comply with the Occupational Health and Safety Act (1993), National Environmental Management Act, and National Railway Safety Regulator Act (16/2002).
• Clean railway tracks and platforms only during off‑peak weekdays; no restriction on weekends or public holidays.
• PRASA will provide induction on track‑cleaning methodology.
• All cleaning activities must meet COVID‑19 safety standards, including regular disinfection and decontamination.
• Adhere to Bargaining Council for the cleaning industry regulations.

• PRASA may amend the RFP, request re‑bidding, withdraw or amend the RFP without notice, and reject any non‑compliant proposal.
• Late submissions will be disqualified.
• PRASA may request additional documents at any time.
• The contract will be governed by South African law.
• All costs incurred by bidders are their own responsibility.
• If post‑award information is found to be false, PRASA may cancel the contract and place the bidder on a restricted suppliers list.
• Confidentiality obligations apply to all RFP‑related information; bidders must sign a Non‑Disclosure Agreement and ensure subcontractors comply.

• All information provided in the RFP is confidential; bidders must sign a Non‑Disclosure Agreement and ensure subcontractors adhere to the same confidentiality obligations.
• Bidders must not offer gifts or inducements to PRASA staff; any such attempt will result in immediate disqualification.
• Collusion or canvassing of PRASA officers between the closing date and award will lead to disqualification and restriction from future contracts.
• PRASA reserves the right to modify, withdraw, or cancel the RFP, to award or not award the contract, and to negotiate market‑related prices with top‑scoring bidders.
• All costs incurred by bidders in preparing submissions are non‑reimbursable.

Evaluation will be conducted in accordance with the Preferential Procurement Policy Framework Act (PPPFA) and PRASA’s internal policies. Key criteria include: Technical/Functional Response (Volume 1), Financial Proposal (Volume 2), and BBBEE compliance (SBD 6.1). Preference points will be awarded based on BBBEE status. PRASA may call for presentations during evaluation. Post-tender negotiations or Best and Final Offers (BAFO) may be requested if no clear preferred bid emerges. Bids must fully comply with RFP instructions and specifications; non-compliance may result in disqualification.