RFQ: approved inspection authority for hygiene surveys and health risk assessments in KZN

{"closingDate":"12 AUGUST 2026","closingTime":"12H00PM","briefingSession":"{"date":"04 AUGUST 2026","time":"10H00 AM","venue":"10H00 AM at the following venue Shosholoza","is_compulsory":true}"}

{"name":"Mr. Siphesihle","email":"[email protected]","phone":null,"department":null,"address":"CRIPTION AUTHORITY TO CONDUCT HYGIENE SURVEYS AND HEALTH RISK ASSESSMENTS THROUGHOUT THE"}

Returnable Documents: Returnable Documents means all the documents, Sections and Annexures, as listed in the tables below. There are three types of returnable documents as indicated below and Bidders are urged to ensure that these documents are returned with the quotation based on the consequences of non-submission as indicated below: 16.1. Mandatory Returnable Documents Failure to provide Mandatory Returnable Documents at the Closing Date and time of this RFQ will result in a Bidder’s disqualification. Bidders are therefore urged to ensure that all documents are returned with their Quotations. SECTION 3

Stage 1A – Returnable Documents

Bidders must comply with the following requirements and failure to comply will lead to

immediate disqualification.

No. Description of requirement

aSigned and Completed Briefing Session Attendance Certificate and Bidders must

also reflect on the Compulsory Briefing Session Attendance Register

Stage 1B – Returnable Documents

The following documents must be submitted with the tender. If they are not submitted or

incomplete, they will be requested from the most suitable service provider before

recommendation of award.

No. Description of requirement TICK

Completion of ALL RFQ documentation, ALL declarations, ALL

Standard Bidding Documents. a)

Above must be completed & duly signed where applicable

Bidders to fill and sign a closing register; failing which the bidder must

provide proof that the document was submitted on time. b)

Must be completed & duly signed

Joint Venture / Consortium agreement / Trust Deed/ Confirmation in

writing of their intention to enter into a JV or consortium agreement

signed by all parties should they be awarded business by PRASA d) through this RFP process (if applicable)

Must be completed & duly signed

Letter of Good Standing (i.e., COIDA) (Department of Labour or any

e) other recognized institutions)

Valid Tax Status Certificate/ Valid SARS Pin (must be valid on closing

f) date of submission of the proposal)

g) CSD supplier registration number

Service Provider must be SANAS (South African National Accreditation

h) System) accredited as an Inspection Authority for Occupational Health

and Hygiene

Service Provider should be registered by the DOEL (Department of

i) Employment and Labour) as an Approved Inspection Authority for

Occupational Health and Hygiene

Table 1: Evaluation Criteria

Stage 2: pricing and specific goals

The following formula, shall be used by the Bid Evaluation Committee to allocate scores to the interested bidders:

The maximum points for this tender are allocated as follows:

Points

Price 80

Specific goals 20

Total points for price and specific goals 100

Formulae for procurement of goods and services

Points awarded for price

The 80/20 preference point systems

A maximum of 80 points is allocated for price on the following basis:

PS = 80 1 − Pt−PminPmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

Points awarded for specific goals

In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations, preference points must be

awarded for specific goals stated in the tender. For the purposes of this tender the tender will be allocated points based on the

goals stated in table 1 below as may be supported by proof/ documentation stated in the conditions of this tender:

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

Note to tenderers: The tenderer must indicate how they claim points for each preference point system.)

Number of Number of points points claimed The specific goals allocated (80/20 Acceptable (80/20 system) allocated points in terms system) Evidence (To be of this tender. (To be completed completed by by the organ of the tenderer) state)

Location Within Municipal

eThekwini councillor letter

Municipality or Municipal

boundary utility bill or

according to Lease 20 the Municipal agreement

Demarcation indicating your

Board business

location

address

Outside Municipal

eThekwini councillor letter

Municipality or Municipal

boundary utility bill or

but within Lease 10 KZN agreement

indicating your

business

location

address

Outside Municipal

eThekwini councillor letter

Municipality or Municipal

boundary utility bill or

and outside Lease

0 KZN agreement

indicating your

business

location

address

Total 20

Nb:

 CIPC Registration/CSD Documents will be used to verify the above evidence.

 Points will be awarded/allocated on a proportional/pro-rata basis.

 Formula: Number of Points allocated x Percentage (%) owned = Number of Points Claimed

Objective criteria

4.1 Section 2(1)(f) of the PPPFA empowers an organ of state to award a tender to the highest scoring bidder

unless there is an objective criterion that justifies the award to another tenderer.

4.2 PRASA reserves the right to apply the objective criteria for this bid.

4.3 PRASA may award a bid to a bidder that did not score the highest points under the following circumstances:

a) A negative track record of the bidder in other related projects.

b) spreading the award to bidders that have not been previously appointed.

c) the need to avoid concentrating on awards to the previously appointed bidders. Prasa shall consider

the following:

i. the number of bid(s) awarded to the highest scoring bidder(s) in the preceding financial years.

ii. the capacity of the highest scoring bidder(s) despite the previous appointments.

iii. the value and scope of the bid(s) already awarded to the highest scoring bidder(s).

iv. the materiality of the price difference between the highest scoring bidder and other bidders; and

v. whether the goods, services or works are of a specialized nature.

Splitting of awards

4.4 PRASA reserves the right to split the award of this bid to more than one service provider,

provided that the nature of the services or goods or works to be provided are capable of being

split to more than one service provider.

Appointments other than the successful bidder

4.5 PRASA may appoint a bidder other than the successful bidder under the following instances:

(i) When a successful bidder, after having been informed of the acceptance of its Bid, fails to sign a

contract within a prescribe period of time e.g. 14 (fourteen) days after being called upon to do so.

(ii) When a successful bidder has failed to provide the necessary security, bonds or guarantees within

the time required to do so by PRASA.

(iii) When a successful bidder fails to meet a condition precedent for the award of business (e.g. to

obtain the necessary funding); and

(iv) When final contract negotiations with a preferred bidder fails and a contract is not agreed upon.

4.6 PRASA will only award a bid to a bidder other than the highest scoring bidder provided that such bid is still

within the bid validity period.

4.7 Only if the second ranked bidder is also unable/unwilling, PRASA may proceed to the third ranked bidder.

Section 4

Pricing and delivery schedule

Respondents are required to complete the attached Pricing Schedule.

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

2 Price offer is firm and clearly indicate the basis thereof.

3 Pricing Bill of Quantity is completed in line with schedule if applicable.

4 Cost breakdown must be indicated.

5 Price escalation basis and formula must be indicated.

6 To facilitate like-for like comparison bidders must submit pricing strictly in accordance with this price

schedule and not utilise a different format. Deviation from this pricing schedule could result in a bid being

declared non-responsive.

7 Please note that should you have offered a discounted price(s), PRASA will only consider such price

discount(s) in the final evaluation stage on an unconditional basis.

8 Respondents are to note that if price offered by the highest scoring bidder is not market related, PRASA may

not award the contract to the Respondent. PRASA may:

9 negotiate a market-related price with the Respondent scoring the highest points;;

10 if that Respondent does not agree to a market-related price, negotiate a market-related price with

the Respondent scoring the second highest points;

11 if the Respondent scoring the second highest points does not agree to a market-related price,

negotiate a market-related price with the Respondent scoring the third highest points;

12 If a market-related price is not agreed with the Respondent scoring the third highest points, PRASA

must cancel the RFQ.

I / We ______________________________________________________________ (Insert Name of

Bidding Entity) of

____________________________________________________________________________ code

_________________(Full address) conducting business under the style or title of:

_________________________________________represented by:

________________________________________________________________ in my capacity as:

____________________________________________________________________ being duly authorised,

hereby offer to undertake and complete the above-mentioned work/services at the prices quoted in the bills of

quantities / schedule of quantities or, where these do not form part of the contract, at a lumpsum, of

R _________________________________________________________________ (amount in numbers);

_____________________________________________________ (amount in words) Incl. VAT.

DELIVERY PERIOD: Suppliers are requested to offer their earliest delivery period possible.

Delivery will be effected within ............. working days from date of order. (To be completed by Service provider)

Section 5

PRASA general conditions of purchase

General

PRASA and the Supplier enter into an order/contract on these conditions to supply the items

(goods/services/works) as described in the order/contract.

Conditions

These conditions form the basis of the contract between PRASA and the Supplier. Notwithstanding anything to

the contrary in any document issued or sent by the Supplier, these conditions apply except as expressly agreed in

writing by PRASA.

No servant or agent of PRASA has authority to vary these conditions orally. These general conditions of

purchase are subject to such further special conditions as may be prescribed in writing by PRASA in the

order/contract.

Price and payment

The price or rates for the items stated in the order/contract may include an amount for price adjustment, which is

calculated in accordance with the formula stated in the order/contract.

The Supplier may be paid in one currency other than South African Rand. Only one exchange rate is used to

convert from this currency to South African Rand. Payment to the Supplier in this currency other than South

African Rand, does not exceed the amounts stated in the order/contract. PRASA pays for the item within 30 days

of receipt of the Suppliers correct tax invoice.

Delivery and documents

The Supplier’s obligation is to deliver the items on or before the date stated in the order/contract. Late deliveries

or late completion of the items may be subject to a penalty if this is imposed in the order/contract. No payment is

made if the Supplier does not provide the item as stated in order/contract.

Where items are to be delivered the Supplier:

Clearly marks the outside of each consignment or package with the Supplier’s name and full details of the

destination in accordance with the order and includes a packing note stating the contents thereof; On dispatch of

each consignment, sends to PRASA at the address for delivery of the items, an advice note specifying the means

of transport, weight, number of volume as appropriate and the point and date of dispatch; Sends to PRASA a

detailed priced invoice as soon as is reasonably practical after dispatch of the items, and states on all

communications in respect of the order the order number and code number (if any).

Containers / packing material

Unless otherwise stated in the order/contract, no payment is made for containers or packing materials or return to

the Supplier.

Title and risk

Without prejudice to rights of rejection under these conditions, title to and risk in the items passes to PRASA when

accepted by PRASA.

Rejection

If the Supplier fails to comply with his obligations under the order/contract, PRASA may reject any part of the

items by giving written notice to the Supplier specifying the reason for rejection and whether and within what

period replacement of items or re-work are required.

In the case of items delivered, PRASA may return the rejected items to the Supplier at the Supplier’s risk and

expense. Any money paid to the Supplier in respect of the items not replaced within the time required, together

with the costs of returning rejected items to the Supplier and obtaining replacement items from a third party, are

paid by the Supplier to PRASA.

In the case of service, the Supplier corrects non-conformances as indicated by PRASA.

��−����

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Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

Formulae for disposal or leasing of state assets and income generating

Procurement

i. POINTS AWARDED FOR PRICE

A maximum of 80 points is allocated for price on the following basis:

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Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

ii. POINTS AWARDED FOR SPECIFIC GOALS

1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations, preference

points must be awarded for specific goals stated in the tender. For the purposes of this tender the

tenderer will be allocated points based on the goals stated in table 1 below as may be supported by

proof/ documentation stated in the conditions of this tender:

2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that, if it is

unclear whether the 80/20 or 90/10 preference point system applies, an organ of state must, in the

tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10 preference

point system will apply and that the highest acceptable tender will be used to determine the

applicable preference point system: or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will apply and

that the lowest acceptable tender will be used to determine the applicable preference point system,

then the organ of state must indicate the points allocated for specific goals for both the 90/10 and 80/20

preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: Where 80/20 preference point system is applicable, corresponding points must

also be indicated as such. Note to tenderers: The tenderer must indicate how they claim points for each

preference point system.)

Number of

Number of points points claimed The specific goals allocated allocated (80/20 Acceptable (80/20 system) points in terms of this system) Evidence (To be tender. (To be completed completed by

by the organ of the tenderer)

state)

Location Within Municipal

eThekwini councillor letter

Municipality or Municipal

boundary utility bill or

according to 20 Lease

the Municipal agreement

Demarcation indicating your

Board business

location address

Outside Municipal

eThekwini councillor letter

Municipality or Municipal

boundary utility bill or

but within 10 Lease

KZN agreement

indicating your

business

location address

Outside Municipal

eThekwini councillor letter

Municipality or Municipal

boundary utility bill or

and outside 0 Lease

KZN agreement

indicating your

business

location address

Total 20

Nb:

 CIPC Registration/CSD Documents will be used to verify the above evidence.

 Points will be awarded/allocated on a proportional/pro-rata basis.

 Formula: Number of Points allocated x Percentage (%) owned = Number of Points Claimed

Declaration with regard to company/firm

3. Name of company/firm...............................................................................

4. Company registration number: .....................................................................

5. Type of company/ firm

Partnership/Joint Venture / Consortium

One-person business/sole propriety

Close corporation

Public Company

Personal Liability Company

(Pty) Limited

Non-Profit Company

State Owned Company

[Tick applicable box]

6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the points

claimed, based on the specific goals as advised in the tender, qualifies the company/ firm for the

preference(s) shown and I acknowledge that:

i) The information furnished is true and correct.

ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form.

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4

and 4.2, the service provider may be required to furnish documentary proof to the satisfaction of the

organ of state that the claims are correct.

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions of

contract have not been fulfilled, the organ of state may, in addition to any other remedy it may have

–

(a) disqualify the person from the tendering process.

(b) recover costs, losses or damages it has incurred or suffered as a result of that

person’s conduct.

(c) cancel the contract and claim any damages which it has suffered as a result of

having to make less favourable arrangements due to such cancellation.

(d) recommend that the tenderer or service provider, its shareholders and directors, or

only the shareholders and directors who acted on a fraudulent basis, be restricted

from obtaining business from any organ of state for a period not exceeding 10

years, after the audi alteram partem (hear the other side) rule has been applied;

and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

Section 7

1. This agreement is needed for the once off services of an approved inspection authority to conduct

hygiene surveys and health risk assessments throughout the KZN region.

2.1 The organisation to be accredited by SANAS (South African National Accreditation System) and

approved by the department of Employment and Labour.

2.2 Service providers (Approved Inspection Authority) to be within a 40km radius from PRASA KZN

regional office.

2.3 Briefing meeting to be held.

3. Transport

Travel to the various sites must be factored into the final price.

4. Reports

4.1 All reports to be supplied to PRASA KZN electronically and hard copy within a month after

concluding the hygiene surveys and health risk assessments.

4.2 PRASA KZN role-players to be granted a month to peruse the electronic reports and communicate with

the service provider regarding any queries. Once all queries have been addressed final reports to be

submitted before the presentation.

4.3 All reports to be presented in person to all role-players at PRASA KZN premises within a month after

receipt of the final reports.

5. Termination of contract

PRASA KZN reserves the right to cancel the agreement at any time during the stipulated period due to

the contractor not performing according to the requirements of the agreement.

6. Contract period:

This contract shall commence within a month of its award but taking into consideration environmental

conditions that is at its worst-case scenario in KZN, to take measurements, such as heat stress (January

– March). Some measurements can only be done depending on operational and environmental

conditions.

7. Price adjustments:

 Prices will be fixed for the duration of the contract.

Section 8

Letter of Good Standing (i.e., COIDA) (Department of Labour or any

e) other recognized institutions)

Valid Tax Status Certificate/ Valid SARS Pin (must be valid on closing

f) date of submission of the proposal)

g) CSD supplier registration number

Service Provider must be SANAS (South African National Accreditation

h) System) accredited as an Inspection Authority for Occupational Health

and Hygiene

Service Provider should be registered by the DOEL (Department of

i) Employment and Labour) as an Approved Inspection Authority for

hygiene surveys and health risk assessments throughout the KZN region.

2. Specifications

2.1 The organisation to be accredited by SANAS (South African National Accreditation System) and

approved by the department of Employment and Labour.

2.2 Service providers (Approved Inspection Authority) to be within a 40km radius from PRASA KZN

regional office.

2.3 Briefing meeting to be held.

4 Regional Drinking Water Quality Testing lab 3

Item Departme Description Unit Qty Unit Price (R) Total Price (R)

No. nt

1 Regional Vibration Assessment – SCM Survey 1

Office Stores Forklift (Springfield)

2 Regional HBA Assessment – Regional Sampling 6

Office Office & Clinic Points

3 Regional Ergonomic Assessment Survey 1

Office

4 Regional Drinking Water Quality Testing lab 3

Office sample&te

sting

5 Regional Air Monitoring (Dust) – SCM lab 1

Office Stores sample&te

sting

6 Rolling Perchloroethylene Exposure Samples 4

Stock Assessment

7 Rolling Ergonomic Assessment – Brake Assessme 1

Stock Block Changing (Springfield) nt

8 Rolling HBA Survey ( Springfield,RM Sampling 3

Stock shop and Fault room) points

9 Rolling Ergonomic Survey Sampling 3

Stock ( Springfield,RM shop and Fault points

room)

10 Rolling Air Monitoring Dust & HCS lab 2

Stock (Springfield and RM shop) sample&te

sting

11 Rolling Ventilation Survey (Springfield Survey 3

Stock and RM shop)

12 Rolling Noise Survey (Springfield & RM Survey 2

Stock Shop)

13 Rolling Train sets entering and exiting Survey 2

Stock the depot(Springfield)

14 Rolling Compressor on motor coach Survey 2

Stock

15 Rolling Impact Machine in Springfield Survey 2

Stock and RM Shop

16 Rolling Ergonomic Study Survey 1

Stock Underframe/Roof

17 Rolling Compressed Air to dry filter in Survey 1

Stock Backshop

18 Rolling Windscreen Replacement with Survey 1

Stock pneumatic oscillating machine in

Lifting Shop

19 Rolling Pneumatic Wire Brush cylinder Survey 1

Stock room in RM Shop

20 Rolling Using drop pit jack to remove Survey 1

Stock and replace components in

Lifting Shop

21 Rolling Lighting Survey Springfield pits Survey 2

Stock and platforms and Lifting Shop

22 Perway Noise Survey work site Perway- Survey 4

Durban area - Blow torch,

welding generator, grinder (2

wheel and 4 wheel), Punjab, rail

cutting machine (disc cutter),

impact wrench, stumech, hooter

(warning device)

23 Perway Ergonomic Survey- work site Survey 4

Perway- Durban area- grinding,

hammering, poonjas, welding.

TLB, conveying heavy

machinery/material to and from

site, off loading rails, lifting

slacks, removing mud holes,

slewing

24 Perway Vibration Assessment Perway Survey 2

TLB, hand held tamping

machine, cobra, ponjab, wacker

• work site -Durban area

(Wacker Neuson EH 25 - WO

23270 Electric)

25 Perway Heat Stress Survey (torch Survey 2

welding) working in extreme heat

conditions Thermal stresses-

26 Perway Ventilation Survey --offices, Survey 2

ablutions, mess rooms

27 Perway HCS Monitoring welding fumes, Survey 2

thermit fumes, grinding, disc

cutter, petrol, diesel, grease,

cutting fluid

28 Electrical Asbestos Survey--Arch chutes- Samples 6

asbestos

29 Electrical Ergonomic Survey - work site Survey 2

Electrical - Durban area

30 Electrical HCS Monitoring Paraffin, Worksites 2

grease, aluminium paint - work

site Electrical

31 Electrical Noise Survey in worksites Survey 4

32 Electrical Heat Stress - 2 work sites Survey 2

33 Electrical Lighting Survey in Substations Survey 4

34 Signals HCS --Cleaning signal lenses lab 2

with diesel -- - work site Durban sample&te

area (petrol, diesel, grease sting

35 Signals Ergonomic Survey -Signals Surveys 2

work site - Durban area - heavy

machinery/material e.g. cable to

and from site, Loading/Off

Loading

36 Signals Noise Survey-- on worksites Surveys 4

when the train is passing

37 Signals Heat Stress Survey- weather Surveys 2

dependent -on worksites

38 Durban Lighting Survey--at night - Surveys 10

Yard Durban yard - shunting of trains

Springfield yard, yards A, B, C,

D, e

39 Durban Noise Survey---Durban yard - Survey 6

Yard shunting (coupling) of trains

(Yard officials) and cabins (Yard

foreman) --- diesel and with

shunt unit

40 Durban Diesel fumes during shunting - Samples 3

Yard shunting personnel

41 Durban Vibration Assessment -Diesel Survey 2

Yard Driver and Yard Official

42 Durban Ergonomic Survey--Durban yard Survey 1

Yard - shunting of trains

43 Durban Heat Stress Survey( weather Survey 2

Yard dependant)--shunting

44 Customer Lighting Survey---Lighting at Stations 6

Services- night on platforms & offices in

Berea, stations , point of checking

KwaMnya tickets

ndu,Mere

bank ,Kw

aMashu,D

assenhoe

k and

Pahla

45 Customer Ergonomic Survey---Customer Stations 4

Services-- Services personnel

Klaarwate

r,

Berea,Duf

fs Road

and

Pinetown

46 Customer HBA Swabs Samples 4

Services--

Durban

Station,U

mlazi,

Clairwood

and

Amanzimt

oti

47 Train Lighting Survey- 3 cabs and 2 Surveys 5

Operation depots

s &

Dmocc

48 Train Lighting Survey & Thermal Surveys 1

Operation Stress Assessment in CTC

s &

Table 1: Evaluation Criteria

Stage 2: pricing and specific goals

schedule and not utilise a different format. Deviation from this pricing schedule could result in a bid being

declared non-responsive.

7 Please note that should you have offered a discounted price(s), PRASA will only consider such price

discount(s) in the final evaluation stage on an unconditional basis.

 Prices will be fixed for the duration of the contract.

Section 8

Bill of quantities

Item Departme Description Unit Qty Unit Price (R) Total Price (R)

Tax compliance central supplier maaa

Tax compliance

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing through the SARS website

Tcs pin is available but the bidder is registered on the central supplier database (csd), a csd

Csd number

Csd number must be provided

Central supplier database (csd), a csd

Central supplier database

(www.etenders.gov.za), on CIDB website for construction related RFQ’s. (Where

and/or its receipt of a Quotation in response to it. Please note that PRASA reserves the

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS website

A separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier database (csd), a csd

E, then IT is not a requirement to register for a tax compliance

Points Allocation: 80 points

B-BBEE Details: icable law.

Furthermore, PRASA will not otherwise modify, amend or alter any personal data

submitted by Bidders or disclose or permit the disclosure of any personal data to any

Third Party without the prior written consent from the Bidders. Similarly, PRASA requires

Bidders to process any personal information disclosed by PRASA in the bidding process

in the same manner.

12 evaluation methodology

PRASA will utilise the following criteria in choosing a Supplier/Service Provider:

Evaluation criteria weighting

Stage 1 Compliance

Stage 1A Returnable documents

Stage 2B

Stage 2 Price and specific goals

Price 80

Specific Goals 20

Evaluation criteria weighting

Total 100

13 administrative responsiveness

The test for administrative responsiveness will include completeness of response and

whether all returnable and/or required documents, certificates; verify completeness of

warranties and other bid requirements and formalities have been complied with.

Incomplete Bids will be disqualified.

14 validity period

14.1 PRASA requires a validity period of 90 Working Days from the closing date.

14.2 Bidders are to note that they may be requested to extend the validity period of their

response, on the same terms and conditions, if the internal processes are not finalized

within the validity period. However, once the delegated authority has approved the

process the validity of the successful bidder(s)’ bid will be deemed to remain valid until

finalization of the of award.

15 publication of information on the national treasury e-tender

Portal

Bidders are to note that, bid awards, amendments and cancellations will be published on

the e-tender portal and or media used to advertise the bid. For the award of business,

PRASA is required to publish the prices and prefe

period after being requested to do so, PRASA reserves the right to award the business to

the next highest ranked bidder provided that he/she/it is still prepared to provide the

required goods at the quoted price.

review and acceptance or rejection by PRASA’s Legal Counsel, prior to consideration for

an award of business.

10 national treasury’s central supplier database

Bidders are required to self-register on National Treasury’s Central Supplier Database

(CSD) which has been established to centrally administer supplier information for all

organs of state and facilitate the verification of certain key supplier information. PRASA is

required to ensure that price quotations are invited and accepted from prospective

bidders listed on the CSD. Business may not be awarded to a bidder who has failed to

register on the CSD. Only foreign suppliers with no local registered entity need not

register on the CSD. The CSD can be accessed at https://secure.csd.gov.za/.

the Exposure/Influence Exposure/Influence

3.4 Declaration:

I/We the undersigned ____________________________________________________ (Name) hereby certify

that the PEP/PIP information furnished in this bid document is true and correct. We further certify that we

understand that where it is found that we have made a false declaration or statement in this bid, PRASA may

disqualify our bid or terminate a contract we may have with PRASA where we are successful in this tender.

I, the undersigned, (name)............................................................................... in submitting the

accompanying bid, do hereby make the following statements that I certify to be true and complete in

every respect:

4.1 I have read, and I understand the contents of this disclosure.

4.2 I understand that the accompanying bid will be disqualified if this disclosure is found not to be true and

complete in every respect.

4.3 The bidder has arrived at the accompanying bid independently from, and without consultation,

communication, agreement or arrangement with any competitor. However, communication between

partners in a joint venture or consortium5 will not be construed as collusive bidding.

4.4 In addition, there have been no consultations, communications, agreements or arrangements with any

competitor regarding the quality, quantity, specifications, prices, including methods, factors or formulas

used to calculate prices, market allocation, the intention or decision to submit or not to submit the bid,

bidding with the intention not to win the bid and conditions or delivery particulars of the products or

services to which this bid invitation relates.

4.4 The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or

indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the

contract.

4.5 There have been no consultations, communications, agreements or arrangements made by the bidder

with any official of the procuring institution in relation to this procurement process prior to and during the

bidding process except to provide clarification on the bid submitted where so required by the institution;

and the bidder was not involved in the drafting of the specifications or terms of reference for this bid.

4.6.1 I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive

practices related to bids and contracts, bids that are suspicious will be reported to the Competition

Commission for investigation and possible imposition of administrative penalties in terms of section 59 of

the Competition Act No and or may be reported to the National Prosecuting Authority (NPA)

for criminal investigation and or may be restricted from conducting business with the public sector for a

period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No

or any other applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2, 3 and 4 ABOVE IS

claimed, based on the specific goals as advised in the tender, qualifies the company/ firm for the

preference(s) shown and I acknowledge that:

i) The information furnished is true and correct.

ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form.

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4

and 4.2, the service provider may be required to furnish documentary proof to the satisfaction of the

organ of state that the claims are correct.

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions of

contract have not been fulfilled, the organ of state may, in addition to any other remedy it may have

–

(a) disqualify the person from the tendering process.

(b) recover costs, losses or damages it has incurred or suffered as a result of that

person’s conduct.

(c) cancel the contract and claim any damages which it has suffered as a result of

having to make less favourable arrangements due to such cancellation.

(d) recommend that the tenderer or service provider, its shareholders and directors, or

only the shareholders and directors who acted on a fraudulent basis, be restricted

from obtaining business from any organ of state for a period not exceeding 10

years, after the audi alteram partem (hear the other side) rule has been applied;

and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

Section 7

Scope of work

4.1 All reports to be supplied to PRASA KZN electronically and hard copy within a month after

concluding the hygiene surveys and health risk assessments.

4.2 PRASA KZN role-players to be granted a month to peruse the electronic reports and communicate with

the service provider regarding any queries. Once all queries have been addressed final reports to be

submitted before the presentation.

4.3 All reports to be presented in person to all role-players at PRASA KZN premises within a month after

receipt of the final reports.

Without prejudice to any other rights of PRASA under these conditions, the Supplier warrants that the items are in

accordance with PRASA’s requirements and fit for the purpose for which they are intended, and will remain free

from defects for a period of one year (unless another period is stated in the Order) from acceptance of the items

by PRASA.

The Supplier indemnifies PRASA against all actions, suits, claims, demands, costs, charges and expenses arising

in connection therewith arising from the negligence, infringement of intellectual or legal rights or breach of

statutory duty of the Supplier, his subservice providers, agents or servants, or from the Supplier’s defective design,

materials or workmanship.

The Supplier indemnifies PRASA against claims, proceedings, compensation and costs payable arising out of

infringement by the Supplier of the rights of others, except an infringement which arose out of the use by the

Supplier of things provided by PRASA.

Assignment and sub-contracting

The successful Bidder awarded the contract may only enter into a subcontracting arrangement with PRASA’s

prior approval. The contract will be concluded between the successful Bidder and PRASA, therefore, the

successful Bidder and not the sub-service provider will be held liable for performance in terms of its contractual

obligations.

Governing law

The order/contract is governed by the law of the Republic of South Africa and the parties hereby submit to the

non-exclusive jurisdiction of the South African courts.

Section 6 sbd4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the

principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the

Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder

to make this declaration in respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers,

that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person having a

controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee

numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person having a

controlling interest in the enterprise, in table below.

Full Name Identity Number Name of State institution

1 the power, by one person or a group of persons holding the majority of the equity of an enterprise,

alternatively, the person/s having the deciding vote or power to influence or to direct the course and

decisions of the enterprise.

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is employed

by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person having

a controlling interest in the enterprise have any interest in any other related enterprise whether or not they

are bidding for this contract? YES/NO

2.3.1 If so, furnish particulars:

........................................................................................

........................................................................................

3 Bidder’s declaration regarding PEPs/PIPs

PRASA requires bidders to disclose if they have Politically Exposed Persons (“PEP”)2 or Prominent

Influential Persons (“PIP”)3 and related individuals in their organization and/or beneficial owners /

shareholders who are PEP/PIP.

PRASA reserves the right not to enter into a business relationship with such person, official or entity,

provided there are objective factors that justify the conclusion of such business relationship, and the decision

is based on achieving the best interest of PRASA.4

3.1 Is the bidder a PEP/PIP? YES/NO

3.2 Does the bidder have an existing relationship with a PEP/PIP? YES/NO

3.3 Where a relationship with a PEP/PIP exists, the bidder is required to furnish particulars of the nature of the

exposure, term of the office and description of activities relating to exposure, in table below.

2 Both foreign and domestic politically exposed person as specified in Schedule 3A and 3B of the Financial

Intelligence Centre Act No. as amended. (refer to Annexure 2 of the PRASA Code of Conduct for

dealing with Politically Exposed Persons, Prominent Influential Persons and Related Parties).

3 As reflected in Schedule 3C of the Financial Intelligence Centre Act No. (refer to Annexure 2.1.2

of the PRASA Code of Conduct for dealing with Politically Exposed Persons, Prominent Influential Persons

and Related Parties).

4 Clause 4.5 of the PRASA Code of Conduct for dealing with Politically Exposed Persons, Prominent Influential

Persons and Related Parties.

Name of PEP/PIP & Nature of Term of the office Description of activities relating to

the Exposure/Influence Exposure/Influence

3.4 Declaration:

I/We the undersigned ____________________________________________________ (Name) hereby certify

that the PEP/PIP information furnished in this bid document is true and correct. We further certify that we

understand that where it is found that we have made a false declaration or statement in this bid, PRASA may

disqualify our bid or terminate a contract we may have with PRASA where we are successful in this tender.

Signature Date

Position Name of Bidder

4.5 PRASA may appoint a bidder other than the successful bidder under the following instances:

(i) When a successful bidder, after having been informed of the acceptance of its Bid, fails to sign a

contract within a prescribe period of time e.g. 14 (fourteen) days after being called upon to do so.

(ii) When a successful bidder has failed to provide the necessary security, bonds or guarantees within

the time required to do so by PRASA.

(iii) When a successful bidder fails to meet a condition precedent for the award of business (e.g. to

obtain the necessary funding); and

(iv) When final contract negotiations with a preferred bidder fails and a contract is not agreed upon.

4.6 PRASA will only award a bid to a bidder other than the highest scoring bidder provided that such bid is still

within the bid validity period.

4.7 Only if the second ranked bidder is also unable/unwilling, PRASA may proceed to the third ranked bidder.

Section 4

in connection therewith arising from the negligence, infringement of intellectual or legal rights or breach of

statutory duty of the Supplier, his subservice providers, agents or servants, or from the Supplier’s defective design,

materials or workmanship.