Pre-employment screening (vetting) services for PRASA rail KZN region – 36-Month RFQ

Closing date: 21 August 2026 at 12:00 PM. No other dates are stated.

Bidding procedure enquiries: Siphesihle Miya, telephone 031 813 0089, email [email protected]. Complaints: [email protected]. Submission address: Bid Box 6, 65 Masabalala Yengwa Avenue, PRASA Regional Office Foyer Area, Helpdesk, PRASA SCM, KwaZulu-Natal.

Submission channel: sealed envelope deposited in Bid Box 6 at 65 Masabalala Yengwa Avenue, PRASA Regional Office Foyer Area, Helpdesk, PRASA SCM, KwaZulu-Natal, before the closing time. Late bids are rejected. Bids must use the official forms, not be re-typed, and must not reference other quotations. Changes after closing are not considered. Bidders must complete the closing register on submission or provide proof of timely submission.

Mandatory returnable documents (missing any disqualifies):

• Completed RFQ documentation including form of offer and all declarations.
• 5 reference letters for similar pre-employment screening work.
• Completed Bill of Quantities (BOQ) — incomplete BOQ leads to automatic disqualification.
• POPIA compliance certification.
• Valid SARS PIN.
• CSD supplier report.
• CIPC certificate or registration document.
• B-BBEE certificate or affidavit.
• Joint Venture/Consortium/Partnering Agreement signed by all parties, indicating the leading bidder, if applicable.

Disqualification risks: canvassing PRASA SCM officers or employees between closing and award; incomplete returnable documents (bidders may be asked to resubmit within a PRASA-set timeframe, failing which they are disqualified); submission at the wrong venue or after the deadline.

Returnable documents: completed RFQ documentation (form of offer and all declarations); Joint Venture/Consortium/Partnering Agreement signed by all parties (indicating leading bidder where applicable); valid SARS PIN; CSD supplier report; CIPC certificate/registration document; B-BBEE certificate/affidavit.

Evaluation in three stages:

• Stage 1A – Mandatory requirements: closing register completion or proof of timely submission; 5 reference letters for similar pre-employment screening; complete BOQ; POPIA certification. Only bidders passing this stage proceed.
• Stage 1B – Returnable documents: completeness of all required documents; incomplete bids are disqualified.
• Stage 2 – Price and Specific Goals: 80 points for price, 20 for specific goals, total 100.

Price scored using the 80/20 preference point system: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the tender price and Pmin the lowest acceptable price.

Specific goals (20 points total):

• B-BBEE Level 1: 5 points (B-BBEE certificate/affidavit; consolidated scorecard acceptable for JVs).
• 51% Black Owned: 5 points (CIPC documents/B-BBEE certificate/affidavit).
• Localisation within eThekwini Municipality boundary: 5 points (councillor letter, municipal utility bill, or lease agreement showing business address).
• Localisation within KZN but outside eThekwini: 5 points (same evidence).

Points are awarded proportionally to ownership percentage. CIPC/CSD reports verify claims.

PRASA may apply objective criteria to award to a bidder other than the highest scorer, considering negative track record, spreading awards, avoiding concentration of awards, capacity, value and scope of prior awards, price difference materiality, and specialised nature of services. PRASA may split the award among multiple providers. If the preferred bidder fails to sign within 14 days, provide security, meet conditions precedent, or if negotiations fail, PRASA may appoint the next ranked bidder, provided the bid remains valid.

Scope: pre-employment screening (vetting) for new appointments (promotions and external appointments) in PRASA Rail KZN Region, as and when required over 36 months.

Required checks per candidate:

• Qualifications: validity and authenticity with SAQA and international institutions.
• Criminal records: with SAPS.
• Driver's licence: validity and authenticity with Department of Transport.
• Financial status: ITC report.
• Identity document: validity and authenticity with Department of Home Affairs.
• Business interests: with CIPC.
• Professional association membership (e.g. PSIRA, ECSA) if required.
• Employment history.

Service delivery:

• PRASA gives an order 5 days before screening, with delivery date specified.
• A separate report must be prepared and submitted for each candidate vetted.

Provider requirements:

• Reputable, with minimum 5 reference letters for similar pre-employment screening work.
• POPIA compliant, with certification submitted.
• Membership of the National Association of Professional Background Screeners (NAPBS) is recommended.

Service delivery approach: PRASA issues an order 5 days before screening, specifying the delivery date. The provider conducts all required checks (qualifications, criminal records, driver's licence, ITC, ID, CIPC, professional memberships, employment history) and submits a separate report for each candidate vetted.

Bidders must be reputable and submit a minimum of 5 reference letters for similar pre-employment screening work. Membership of the National Association of Professional Background Screeners (NAPBS) is recommended.

Pricing in South African Rand inclusive of taxes, firm for the first year, with CPI-linked escalation in subsequent years. Bidders must complete the Bill of Quantities in the prescribed format; deviations may render the bid non-responsive. Cost breakdown and escalation basis must be indicated. Discounts considered only at final evaluation on an unconditional basis. If the highest scoring price is not market-related, PRASA negotiates with the highest, then second, then third highest scorer; if no agreement, the RFQ is cancelled. BOQ items: qualifications check (SAQA/international), criminal records (SAPS), driver's licence (DoT), financial status (ITC), ID (DHA), CIPC business interest, professional association membership, employment history, and report preparation per candidate.

Pricing must be quoted in South African Rand, inclusive of all applicable taxes, on a fixed price basis for the first year. Prices are firm; escalation aligned to CPI is considered in subsequent years. Bidders must complete the Bill of Quantities (BOQ) strictly in the prescribed format; deviation may render the bid non-responsive. Cost breakdown and price escalation basis/formula must be indicated. Discounts are considered only at final evaluation on an unconditional basis. If the highest scoring bidder's price is not market-related, PRASA may negotiate with the highest, then second, then third highest scorer; if no agreement, the RFQ is cancelled.

BOQ items (each unit EA, qty 1):

• Check qualifications with SAQA and international institutions.
• Check criminal records with SAPS.
• Check driver's licence with Department of Transport.
• Check financial status (ITC report).
• Check ID with Department of Home Affairs.
• Check CIPC business interest.
• Check professional association membership.
• Check employment history.
• Prepare and submit report per candidate.

Payment: invoices submitted to PRASA Rail KZN Human Resources with visible consignee signature, then processed to Finance. PRASA pays within 30 days of receipt of correct tax invoice.

Mandatory registrations and documents:

• CSD registration: required; business cannot be awarded without it. Foreign suppliers with no local entity are exempt.
• SARS tax compliance: submit valid SARS PIN or printed TCS certificate; each consortium/JV/subcontractor party must submit separately.
• CIPC registration document.
• B-BBEE certificate or affidavit (for specific goals claims).
• POPIA compliance certification.
• Not be persons in the service of the state, nor companies/CCs with directors/members in state service.
• Not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.

Returnable forms (one line each):

• SBD 1 (Invitation to Bid): bidder details and offer cover page.
• SBD 4 (Declaration of Interest): discloses employment by the state or relationships with the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Authority to sign / board resolution: proof of authority for the signatory.

Specific goals for preference points: B-BBEE Level 1 (5 points), 51% Black Owned (5 points), localisation within eThekwini Municipality (5 points), localisation within KZN outside eThekwini (5 points). Evidence: B-BBEE certificate/affidavit (consolidated scorecard for JVs), CIPC documents/B-BBEE certificate/affidavit, municipal councillor letter, utility bill, or lease agreement showing business location. Points awarded proportionally to ownership percentage. CIPC/CSD reports verify claims.

Contract governed by PRASA General Conditions of Purchase and South African law, with non-exclusive jurisdiction of South African courts. No oral variation; conditions subject to special conditions in writing. Payment within 30 days of correct tax invoice. Late delivery may incur penalties. Supplier must mark consignments, send advice notes and priced invoices. Title and risk pass to PRASA on acceptance. PRASA may reject non-compliant items; supplier corrects non-conformances for services. Warranty: items free from defects for one year from acceptance. Supplier indemnifies PRASA against claims from negligence, IP infringement, breach of statutory duty, defective design, materials or workmanship. Subcontracting only with PRASA's prior approval; the successful bidder remains liable. Award is subject to a funding contingency: PRASA must secure budget allocation before award, may cancel the RFQ if funding fails, and bidders waive claims for non-award due to funding failure.

Funding contingency: PRASA obtained National Treasury approval to depart from PFMA SCM Instruction No. /22 paragraph 8.4. Budget provision is not yet complete. Any award is strictly subject to PRASA securing necessary funding and confirming sufficient budget. PRASA may cancel the RFQ at any stage before award if funding is not secured. PRASA is not liable for claims, losses, or damages from funding failure or non-award; bidders waive rights to institute proceedings in this regard.

Mandatory requirements: fill the closing register on submission (or provide proof of timely submission); submit 5 reference letters for similar pre-employment screening; complete all items in the Bill of Quantities; be POPIA compliant with certification submitted with the quote.

Evaluation stages: Stage 1A mandatory requirements (closing register, 5 reference letters, complete BOQ, POPIA certification); Stage 1B returnable documents; Stage 2 price (80 points) and specific goals (20 points). Price uses the 80/20 formula. Specific goals: B-BBEE Level 1 (5), 51% Black Owned (5), localisation within eThekwini (5), localisation within KZN outside eThekwini (5). Points proportional to ownership. PRASA may apply objective criteria to award to a non-highest scorer, split awards, or appoint next ranked bidder if the preferred bidder fails to sign within 14 days, provide security, meet conditions precedent, or if negotiations fail.