Provision of 50 portable handheld pos ticketing devices with prasa-compatible software, payment facilitator and gateway, plus 6-Month support and maintenance

Closing

• 28 October 2026 at 12:00.

Briefing

• No briefing session will be held; attendance is not a requirement.

Clarifications

• Questions must be submitted through the official SCM channel within the period stated in the RFQ invitation.

Delivery and contract milestones

• Test device for integration and compatibility testing: before award.
• 50 devices available: within one week of appointment.
• Software governance and certification: before deployment.
• Payment gateway, processor and bespoke clearing operational: before deployment and on demand thereafter.
• SIM connectivity, licensing, maintenance and support: throughout the 6-month contract.
• Device, transaction, settlement, reconciliation, incident and SLA reports: monthly.
• Contract period: 6 months from appointment.

No briefing session will be held for this RFQ, so there is no compulsory attendance requirement. Clarification questions must be submitted through the official SCM channel within the period stated in the RFQ invitation.

Enquiries and submission

• Channel: the official PRASA Supply Chain Management channel stated in the RFQ invitation; no other submission route is permitted.
• Subject line: the prescribed RFQ subject and reference number must be used.
• Clarification questions go through the same SCM channel.

Delivery

• The devices support PRASA's station, bus and train ticketing operations; no single delivery address is given in the scope of work.

Submission channel

• Proposals and clarification questions must be submitted only through the official PRASA Supply Chain Management channel stated in the RFQ invitation.
• The prescribed RFQ subject line and reference number must be used on the submission.
• Clarification questions must reach the SCM channel within the period stated in the RFQ invitation.

Returnable documents

• Annexure A: pricing schedule completed in full, including all five line items and the on-demand transaction fees.
• Annexure B: consent letter signed by the key resource, dated no more than 60 days before publication of the RFQ.
• Annexure C: contactable client references proving the proposed devices in rail and bus ticketing with payment integration (company, contract name, contract value, period and duration, contact person, telephone number and email).
• CSD registration number or registration report; valid SARS Tax Compliance Status PIN; CIPC company registration documents; copies of directors' identity documents.
• B-BBEE certificate from a SANAS-accredited verification agency or the applicable EME/QSE sworn affidavit; a JV or consortium must submit a combined certificate in its own name.
• Authorisation letter or certificate to distribute and sell the proposed solution, not older than two years.
• Copies of the compulsory certifications: EMV Level 3 Mastercard and Visa CID 49223, PBOC 3.0, Visa payWave, Mastercard PayPass, American Express ExpressPay, Discover, JCB, UnionPay, ABT Top-up Certificate, Hyphen Aggregator Interface Compliance and ABT Fare Validation Equipment Certificate.
• Completed device, fingerprint reader and payment gateway compliance tables with supporting evidence, plus the product datasheet.
• CV, certifications, qualifications and the signed consent letter for the key resource.
• Signed undertaking covering one test device before award and 50 devices within one week of appointment.

Disqualification risks

• Any mandatory returnable omitted or incomplete - automatic disqualification at Stage 1A.
• Failure to meet any mandatory technical requirement at Stage 1C - automatic disqualification.
• A Stage 2 technical score below 70 out of 100, or zero for any main criterion.
• The test device failing integration with PRASA's back-end systems - no award recommendation, and the next-ranked bidder may be invited.

Evaluation stages

• Stage 1A: mandatory compliance - substantive responsiveness and all mandatory returnables.
• Stage 1B: basic compliance - administrative responsiveness.
• Stage 1C: mandatory technical compliance - device specification, compulsory certifications, payment gateway requirements and key resource.
• Stage 2: technical/functionality - minimum threshold 70 out of 100.
• Stage 3: price and specific goals under the 80/20 preference point system.
• Stage 4: device testing - the highest Stage 3 scorer presents a device for integration testing.

Stage 2 scoring (100 points)

• Relevant company experience in PoS device supply and payment facilitation in bus and rail ticketing: 35
• Supply or integration of the payment facilitator, gateway, processor and clearing solution: 10
• Software licensing, governance, certification, device integration and security: 10
• Six-month delivery, support and maintenance methodology: 10
• Capability of the key resource: 35
• Bands run from 0 to 5 per criterion and are converted proportionately to the criterion maximum; no intermediate scores apply.
• Minimum qualifying score: 70/100. A zero on any main criterion disqualifies the bid.
• PRASA may verify references, request demonstrations, interview the key resource and validate stated capability.

Stage 3 scoring (100 points)

• Price: 80 points, calculated as Ps = 80 [1 - ((Pt - Pmin) / Pmin)].
• Specific goals: 20 points, being black women ownership (4), black youth ownership (4), ownership by black people with disabilities (4), B-BBEE contributor Level 2 or better (4) and EME or QSE with at least 51% black ownership (4).
• Evidence for the ownership goals: certified copies of owners' identity documents; for disability also a medical practitioner's confirmation; for B-BBEE a valid certificate or affidavit; for the EME/QSE goal audited annual financial statements and/or a valid B-BBEE certificate or affidavit.
• The preference point allocation is subject to the final RFQ conditions issued by PRASA SCM.

Stage 4

• The device is tested for integration with PRASA's existing back-end systems; failure means the bid is not recommended for award.

Scope of supply

• 50 NEW9220 smart point-of-sale devices, or devices of the same specification registered to operate in South Africa, additional to PRASA's existing ticketing estate.
• Each device supplied with a protective pouch and charging cable or charging station.
• Devices must run the PRASA Ticketing APK, process cash and cashless tickets, and be Android-based.
• One device must be provided before award for integration and compatibility testing against PRASA's ticketing and back-end systems.
• Devices must support approved South African account-based ticketing media, including MIFARE, EMV and CIPURSE, for ticket validation and station and bus access control.
• Devices must be locally supported and certified by South African banks for Visa and Mastercard acceptance.

Embedded payment facilitation, gateway and clearing

• Embedded software covering the full payment lifecycle, authorisation, clearing, switching, settlement and reconciliation across all South African banks, or integration into PRASA's existing services.
• On-demand PoS payment processing and bespoke clearing: card processing, chargebacks, disputes and refunds.
• Automated settlement and reconciliation with banks, with customised referencing per terminal shift close-off.
• Offline transaction capability for service continuity, plus load balancing, redundancy and documented service-restoration arrangements.
• Regulatory and industry alignment: PCI DSS, POPIA, EMV, SARB guidelines, NDoT Integrated Fare System requirements for account-based ticketing and universal access standards.
• Security: end-to-end encryption and tokenisation, AI-driven fraud detection, strong access controls with multi-factor authentication, least-privilege access, audit logging and POPIA-aligned controls.
• Channels: mobile app, web portal, kiosks and depot PoS; account-based ticketing for stored-value cards, mobile wallets and passes; integration with existing rail and bus scheduling and payment hardware and software.
• Customer experience: multiple payment options (cards, EFT, mobile wallets, PRASA card), instant ticket issuance, clear refund and chargeback processes, interfaces in South Africa's official languages, accessibility features for persons with disabilities and transaction speeds under three seconds.
• Scalability: handling of peak volumes, load balancing and redundancy, hybrid or multi-cloud deployment, support for dynamic pricing, loyalty programmes and cross-border ticketing, and alignment with the NDoT National Rail Master Plan and IPTN roll-outs.

Device specification (reference device NEWPOS 9220)

• CPU quad-core Cortex-A53; operating system Android 10.x.
• Memory 2 GB RAM plus 16 GB ROM, with Micro TF card support up to 256 GB.
• Display 5.5 inch HD.
• Card readers: magnetic, smart card and contactless; card slots 2 x SIM plus 1 x SAM.
• Communication 4G, Wi-Fi, GPS and Bluetooth; location via GPS / BeiDou / GLONASS.
• Camera: front 0.3 MP, rear 5 MP, reading 1D and 2D codes.
• Printer: high-speed thermal, paper width 58 mm, roll diameter 40 mm.
• Ports: 1 x Type-C USB, with charge cable or charging station; power and volume buttons.
• Biometric fingerprint reader fitted.
• Battery: rechargeable Li-ion 7.2 V / 2600 mAh.
• Power: input 100-240 V, 50/60 Hz; output 5 V DC, 2 A.
• Dimensions 192 x 84 x 63.5 mm; weight 486 g.
• Working environment 0 to 50 degrees Celsius at 10% to 90% humidity (non-condensing); storage -20 to 60 degrees Celsius at 5% to 95% humidity (non-condensing).
• Certifications: PCI PTS 6.x, EMV Level 1 and 2, PBOC 3.0, Visa payWave, Mastercard PayPass, American Express ExpressPay, Discover, JCB, UnionPay, CE, ABT Top-up Certificate, Hyphen Aggregator Interface Compliance and ABT Fare Validation Equipment Certificate.
• Mobile connectivity: non-MTN SIM card with a 2 GB monthly data bundle for 6 months.

Compulsory certifications (copies required)

• EMV Level 3 Mastercard CID 49223 and EMV Level 3 Visa CID 49223.
• PBOC 3.0; Visa payWave; Mastercard PayPass; American Express ExpressPay; Discover; JCB and UnionPay.
• ABT Top-up Certificate and Hyphen Aggregator Interface Compliance; ABT Fare Validation Equipment Certificate.

Fingerprint reader

• Certified to FBI PIV specification, Mobile ID FAP 10 and STQC; supports ISO 19794-2, ISO 19794-4, ANSI 378, ANSI 381 and WSQ.
• Capacitive technology with good adaptation to dry, moist and rough fingerprints; auto-correction and 360-degree rotation authentication; minimum Android 10.x; comprehensive SDK for integration.
• Dimensions 35 x 23 x 3.5 mm (27.6 x 21.6 x 3.0 mm black bezel); capacitive touch capture; platen 14.5 x 19.7 mm; sensing area 12.80 x 18.0 mm; image 256 x 360 pixels at 508 dpi; 256 grey levels.
• Interfaces UART (TTL 115200 bps default), USB 1.1/2.0 and SPI; working voltage 3.8 to 5 V; working current 50 mA.
• Operating temperature 0 to 55 degrees Celsius; humidity 20% to 90% RH; ESD 6 kV contact and 8 kV air.

Software governance, device management and delivery

• All software versions must be registered, certified, digitally signed by the service provider and signed off by PRASA before distribution, through a secure terminal management platform.
• All devices must be registered, tracked and centrally managed, and integrate with PRASA's ticketing and back-end systems through approved API or middleware approaches.
• Knowledge transfer to PRASA ICT and operational staff: training sessions, user guides, technical documentation and handover material covering device operation, payment processing, reconciliation and first-line support.
• Acceptance depends on successful integration testing, device delivery and objective evidence such as certificates, configuration records, test results and support logs.
• Monthly device, transaction, settlement, reconciliation, incident and SLA reporting is required, with current incident, problem, change, risk and issue records maintained.
• The named key resource must remain available for support activities, technical workshops, incident escalations and governance engagements.
• Solution design must follow EAC Principle 1: maximise use of existing infrastructure, integration and interoperability.

Service governance

• Current incident, problem, change, risk and issue records must be maintained for the supplied devices and payment gateway.
• All devices must be registered, tracked and centrally managed through the terminal management platform.
• All software versions must be registered, digitally signed and approved by PRASA before distribution to the devices.
• The named key resource must remain available for support activities, technical workshops, incident escalations and governance engagements.
• All configurations, integrations and software versions must be documented and transferred to PRASA ICT as part of the engagement.

Acceptance

• Acceptance is based on successful integration testing with PRASA's back-end systems, delivery of the devices, and objective evidence such as certificates, configuration records, test results and support logs.
• Any change to agreed scope, quantities or commercial assumptions must be formally approved through PRASA's governance and procurement processes.

Minimum project team

• One PoS Device and Embedded Payment Software Support Specialist with at least 7 years' relevant experience supporting handheld PoS devices and embedded payment software.
• Experience must include the NEW9220 smart PoS with EMV Level 3 Mastercard CID 49223 and EMV Level 3 Visa CID 49223, embedded e-commerce cashless payment facilitation, clearing and switching software, and integration with internal ticketing systems.
• Evidence: CV, certifications and qualifications; a reference letter from a passenger rail or bus client is recommended.
• The CV must be accompanied by a consent letter signed by the resource, dated not older than 60 days from publication of the RFQ.

Acceptance and change control

• One device must be provided before award for integration and compatibility testing against PRASA's ticketing and back-end systems.
• Acceptance is based on successful integration testing with PRASA's back-end systems, delivery of the devices, and objective evidence such as certificates, configuration records, test results and support logs.
• Any change to agreed scope, quantities or commercial assumptions must be formally approved through PRASA's governance and procurement processes.

Annexure A: pricing schedule - all items must be completed and prices stay fixed for the 6-month contract period.

• A.1 Devices, licensing, support and connectivity: PoS devices with protective pouches and charging accessories (50); payment facilitator, gateway, processor and clearing solution supplied or integrated (1); software licensing, governance, certification, device integration and security (50); six-month delivery, support and maintenance methodology (1); capability of key resource (1). Totals excluding VAT, VAT at 15% and total including VAT are required.
• A.2.1 Card processing fee: percentage per transaction.
• A.2.2 Other applicable costs: gateway set-up, monthly gateway fee (6 months, if applicable) and any other costs, each excluding and including VAT.
• A.2.3 Other transaction fees: chargeback fee, fixed fee per dispute and refund fee, per transaction excluding and including VAT.

Pricing format

• Annexure A must be completed in full; prices remain fixed for the 6-month contract period.
• Priced line items: 50 PoS devices with protective pouches and charging accessories; payment facilitator, gateway, processor and clearing solution (1); software licensing, governance, certification, device integration and security (50); six-month delivery, support and maintenance methodology (1); capability of key resource (1).
• Each line item requires a unit price and total excluding VAT, followed by VAT at 15% and the total including VAT.
• Prices must be shown excluding and including VAT where the pricing schedule requires it, and the total 6-month price must be stated clearly.

On-demand transaction pricing (Annexure A.2)

• Card processing fee: percentage per transaction.
• Other costs: gateway set-up, monthly gateway fee (6 months, if applicable) and any other costs, each excluding and including VAT.
• Transaction fees: chargeback fee, fixed fee per dispute and refund fee, each excluding and including VAT per transaction.

Other financial provisions

• No bid security, performance guarantee, retention or penalty provisions are stated.
• No minimum turnover or financial capacity threshold is stated.

Registration and tax

• Central Supplier Database (CSD) registration number or registration report.
• Valid SARS Tax Compliance Status PIN.
• CIPC company registration documents and copies of the directors' identity documents.

B-bbee

• Original or certified B-BBEE certificate from a SANAS-accredited verification agency, or the applicable sworn affidavit for an EME or QSE; a JV or consortium must submit a combined certificate in the name of the JV or consortium.
• Preference points require B-BBEE contributor status of Level 2 or better, or EME/QSE status with at least 51% black ownership, supported by a valid certificate or affidavit and, for the EME/QSE goal, audited annual financial statements.

Authorisation, product proof and certifications

• Authorisation letter or certificate to distribute and sell the proposed solution, not older than two years.
• Evidence that the devices are proven in rail and bus ticketing with payment integration - Annexure C client reference letters.
• Copies of the compulsory certifications: EMV Level 3 Mastercard and Visa CID 49223, PBOC 3.0, Visa payWave, Mastercard PayPass, American Express ExpressPay, Discover, JCB, UnionPay, ABT Top-up Certificate and Hyphen Aggregator Interface Compliance, and ABT Fare Validation Equipment Certificate.
• Completed device, fingerprint reader and payment gateway compliance tables with evidence, plus the product datasheet.
• Compliance with PCI DSS, POPIA, EMV, SARB and NDoT Integrated Fare System requirements, including universal access standards.

Key resource

• PoS Device and Embedded Payment Software Support Specialist with at least 7 years' relevant experience; CV, certifications, qualifications and a consent letter signed by the resource, dated not older than 60 days from RFQ publication.

Connectivity and delivery undertaking

• Non-MTN SIM card with a 2 GB monthly data bundle per device for 6 months, confirmed in the proposal.
• Signed undertaking for one test device before award and 50 devices within one week of appointment.

Disqualification

• Missing mandatory returnables (Stage 1A) or failure of any mandatory technical requirement (Stage 1C) results in automatic disqualification; missing Stage 1B documents may result in disqualification, subject to a possible opportunity to submit outstanding items.

Contract and governance

• Contract period: 6 months from the date of appointment.
• The service provider must submit monthly device, transaction, settlement, reconciliation, incident and SLA reports to PRASA.
• The service provider must participate in the technical and governance engagements needed to resolve incidents, implement approved software versions and maintain service continuity.
• Knowledge transfer to PRASA ICT and operational staff is an explicit requirement of the engagement.

Contract period is 6 months covering supply, support and maintenance. The 50 devices must be available within one week of appointment.

Stage 1B basic compliance - a missing document may result in disqualification, although PRASA may allow a limited period to submit it

• Original or certified B-BBEE certificate from a SANAS-accredited verification agency, or the applicable sworn affidavit for an EME or QSE; a JV or consortium must submit a combined certificate in the name of the JV or consortium.
• Central Supplier Database registration number or registration report.
• Valid SARS Tax Compliance Status PIN.
• CIPC company registration documents.
• Copies of directors' identity documents.

Stage 3 - 80/20 preference point system, 100 points in total

• Price: 80 points, calculated as Ps = 80 [1 - ((Pt - Pmin) / Pmin)], where Pt is the price under consideration and Pmin the lowest acceptable price.
• Specific goals: 20 points, allocated against the stated returnable evidence:
• Black women ownership: 4 points - certified copies of the owners' identity documents.
• Black youth ownership: 4 points - certified copies of the owners' identity documents.
• Ownership by black people with disabilities: 4 points - certified copies of the owners' identity documents plus a medical practitioner's confirmation of disability.
• B-BBEE contributor status Level 2 or better: 4 points - valid B-BBEE certificate or applicable affidavit.
• EME or QSE with at least 51% black ownership: 4 points - audited annual financial statements and/or a valid B-BBEE certificate or affidavit.
• The allocation is subject to the final RFQ conditions issued by PRASA SCM.