Cleaning, hygiene and horticultural services for PRASA corridor 1c stations (3-Year contract)

Closing date: 20 July 2026 at 14:00 (as per tender record). Clarification deadline: Questions must be submitted before 14:00 on 10th July 2026.

Technical/SCM Contact: Khuthazwa Pike. Email: [email protected]. Address submissions to: PRASA (NGR), Attention: Khuthazwa Pike. Copy to: Sourcing Specialist.

This document is a clarification request form (Annexure 2), not the full RFP. The main submission guidelines are not included in this document. Bidders must submit clarification questions using this form to the contact person before the deadline.

Not explicitly stated in provided excerpt, but typically includes valid company registration, tax compliance, relevant experience in similar services, B-BBEE certification, and financial capability for public sector tenders in South Africa.

Scope: Provision of cleaning, hygiene and horticultural services. Location: Corridor 1C stations in NGR (Passenger Rail Agency of South Africa network). Contract duration: Three (3) years - 36 months. This document is an annexure; detailed technical specifications are not included in this clarification form.

No specific compliance requirements detailed in this document. Bidders should refer to the main RFP document for CSD registration, tax compliance, B-BBEE, and other mandatory requirements.

RFP Clarification Request Form. Questions deadline: Before 14:00 on 10th July 2026. Contact: Khuthazwa Pike, PRASA (NGR). Email: [email protected]. Copy to: Sourcing Specialist.

• Closing date for bid submission: 20 July 2026 at 12:00 midday.
• Non-compulsory briefing session: 1 July 2026 at 10:00, PRASA CRES Main Boardroom, Dark Grey Building, Corner 546 Paul Kruger & Scheiding Streets, Pretoria Station Precinct.
• Closing date for questions: 10 July 2026 at 14:00.
• Responses to questions issued: 13 July 2026.
• Bid validity period: 90 working days from closing date; may be extended at PRASA's request.
• Evaluation period: Approximately 6 weeks.
• Contract commencement: 1 week after signing.

• Contact person for queries: Khuthazwa Pike.
• Email for RFP clarification queries: [email protected]. Submit RFP Clarification Form by 10 July 2026 at 14:00.
• After closing date, communicate only in writing with Bid Secretariat at telephone 012 748 7456 or email [email protected].
• Complaints email: [email protected]. Include bid description, reference number, closing date, supplier name, contact details, and detailed complaint.
• Submission address: Passenger Rail Agency of South Africa, Tender Box, reception area of PRASA CRES SCM Offices, Dark Grey Building, Corner 546 Paul Kruger & Scheiding Streets, Pretoria Station Precinct 0001.

• Submit your bid in two sealed envelopes/boxes: Volume 1 (Technical and Compliance) and Volume 2 (Financial and B-BBEE).
• Volume 1 must contain: Part A (Mandatory Requirements), Part B (Technical/Functional Response).
• Volume 2 must contain: Part C (Financial Proposal and Specific Goals).
• Include one original, copies, and an electronic version (Memory Card/External hard drive).
• Submit to: Passenger Rail Agency of South Africa, Tender Box located in reception area of PRASA CRES SCM Offices, Dark Grey Building, Corner 546 Paul Kruger & Scheiding Streets, Pretoria Station Precinct 0001.
• Address the envelope with RFP No: PRASA/NGR/001/06/2026 and description.
• Closing: 20 July 2026 at 12:00 midday. Late or incorrectly addressed bids will not be accepted.
• Required returnable documents: Tender Form (Pricing Schedule) Form C, SBD 4 Bidder’s Disclosure, SBD 6.1 Preference Points Claim Form, Pricing Schedule & Bid Form C Annexure 4.
• Bidders must ensure original and copies are identical. PRASA will not accept liability for missing mandatory documents.
• Do not make alterations to the RFP documents; any additional conditions must be in an accompanying letter.
• Joint Ventures/Consortiums must submit a signed agreement or written confirmation of intent with percentage split and responsibilities.
• Disqualification risks: Late submission, canvassing PRASA officers, collusion, or failure to provide required documents.

Registered on National Treasury's Central Supplier Database (CSD). Tax compliant with valid Tax Compliance Status (TCS) PIN. May bid as joint venture/consortium with signed agreement or letter of intent. Must comply with all applicable laws including Health and Safety Act and Railway Safety Act. Foreign suppliers without local entity need not register on CSD.

• Scope: Provide cleaning, hygiene, and horticultural services for Corridor 1C stations (De Wildt, Garankuwa, Taillardshoop, Medunsa, Lynross, Rosslyn) in Northern Gauteng Region for 36 months.
• Objective: Maintain PRASA buildings and premises clean, healthy, and neat, ensuring no risk from hazardous chemicals or waste.
• Stations are categorised as Intermediate (De Wildt, Garankuwa, Taillardshoop, Medunsa) or Halts (Lynross, Rosslyn).
• Facilities to clean include offices, staff mess rooms, public ablutions, commuter waiting rooms, platforms, bridges, subways, access roads, concourses, and railway tracks.
• Note: Stations were vandalised; interim cleaning may be required at mobile units until permanent facilities are restored.
• Detailed tables specify station classifications, facility counts, and area sizes (total paved area approx. 16,400 m²).
• Hygiene services: Supply and maintain equipment (urinal sanitisers, hand sanitisers, sanitary bins, soap dispensers, toilet paper) as per Table 8 frequencies.
• Contractor responsible for replacing stolen/broken hygiene equipment in public toilets.
• Submit Hygiene Waste Disposal Certificate prior to contract award and for every disposal during contract.
• Staffing: Total of 20 personnel (18 cleaners, 2 supervisors) on weekdays; reduced to 8 on public holidays. Specific shift allocations per station in Table 9.
• Labour rate calculation based on calendar period 1 Jan 2027 – 31 Dec 2027, including 251 weekdays and 10 public holidays.
• Safety: Submit SHE File to PRASA Risk Department for site access; personnel must be inducted and wear full PPE (safety shoes/boots, etc.) with contractor name visible.

• Use Tender Form (Pricing Schedule) Form C for financial proposal.
• Includes Bill of Quantities (BOQs) and Specific Goals.
• Refer to Annexure 4 for Pricing Schedule & Bid Form C.

• Pricing must be submitted in Volume 2 (Financial Proposal) using the Tender Form (Pricing Schedule) Form C.
• Bill of Quantities (BOQs) and Specific Goals are part of the financial proposal.
• Bid bonds may be applicable (refer to Section 3).
• Prices quoted must be disclosed as per RFP requirements.
• Financial stability of bidders may be assessed.
• Validity of returnable documents is required.
• Note: The labour rate must be calculated for the calendar period 1 Jan 2027 – 31 Dec 2027, factoring in weekdays and public holidays.

• Mandatory registration on National Treasury’s Central Supplier Database (CSD). Provide supplier number and unique registration reference.
• Tax compliance: Must be compliant with SARS. Provide Tax Compliance Status (TCS) Pin for verification.
• Foreign bidders/individuals must also comply with tax requirements.
• For consortia/JVs, each party must be registered on CSD and tax compliant.
• B-BBEE requirements apply. Joint Ventures/Consortiums with B-BBEE entities must submit agreement or confirmation of intent with percentage split.
• Compliance with the Preferential Procurement Policy Framework Act (PPPFA) and submission of SBD 6.1 Preference Points Claim Form.
• Compliance with all applicable laws, including Health and Safety Act and Railway Safety Act.
• Adherence to the latest gazetted labour rate for contract cleaners under the National Minimum Wage Act.
• Bidders must ensure all information submitted is true; PRASA reserves right to validate and request supporting evidence.

• Compliance with Health and Safety Act and Railway Safety Act required.
• Prior to work: Submit SHE File to PRASA Risk Department for site access, undergo induction, possess necessary PPE.
• Contractor must provide all safety/protective clothing with company name clearly visible.
• Full PPE (e.g., safety shoes/boots) must be worn during cleaning activities.
• Hygiene waste disposal requires certificate per South African legislation.

• Ensure stations are environmentally friendly and pleasing.
• PRASA has legal obligation to maintain operating environment in safe, environmentally sound manner.
• Contractor responsible for replacing stolen/broken hygiene equipment in public toilets.
• Submit Hygiene Waste Disposal Certificate prior to award and for every disposal during contract.

• Confidentiality: Bidders must treat RFP information confidentially; may share with subcontractors/advisers under confidentiality obligations.
• PRASA reserves rights to: modify/withdraw RFP, reject non-compliant proposals, disqualify late submissions, request additional documents, validate bidder information, request financial statements, and not accept bid rate changes after closing.
• No liability for bidder costs incurred in proposal preparation.
• Contract may be cancelled if bidder information is proved incorrect post-award.
• PRASA may negotiate market-related prices with top-scoring bidders or cancel bid.
• Best and Final Offer (BAFO) negotiations may occur if no proposal meets requirements.
• Bidders must review Draft Contract; amendments via track changes will form part of negotiations.

• Evaluation methodology is outlined in Section 5 of the RFP.
• Preference points awarded per PPPFA using SBD 6.1 form.
• Proposals split into Technical/Functional and Financial components.
• Financial proposal includes BOQs and Specific Goals.
• PRASA may call for presentations during evaluation.

• Non-compulsory tender briefing meeting: 1 July 2026, 10:00 AM, at PRASA CRES Main Boardroom, Dark Grey Building, Corner 546 Paul Kruger & Scheiding Streets, Pretoria Station Precinct, 0001.
• Attendance is not disqualifying.

• Submission address: Passenger Rail Agency of South Africa, Tender Box located in reception area of PRASA CRES NGR SCM Offices, Dark Grey Building, Corner 546 Paul Kruger & Scheiding Streets, Pretoria Station Precinct, 0001.
• No specific contact person, email, or phone number provided in the extracted text.

• Submit bids by the stipulated time to the correct address. Late bids will not be considered.
• All bids must be submitted on the official forms provided (not to be re-typed) or online.
• Bidders must register on the Central Supplier Database (CSD) to upload mandatory information: business registration/directorship/membership/identity numbers; tax compliance status; and banking information for verification.
• If a bidder is not registered on the CSD, mandatory information (business registration/directorship/membership/identity numbers; tax compliance status) may not be submitted with the bid documentation.
• This bid is subject to the Preferential Procurement Policy Framework Act 2000, the Preferential Procurement Regulations 2022, the General Conditions of Contract (GCC) and, if applicable, any other legislation or special conditions of contract.
• Bids may be deposited in the bid box situated at: Passenger Rail Agency of South Africa, Tender Box located in reception area of PRASA CRES NGR SCM Offices, Dark Grey Building, Corner 546 Paul Kruger & Scheiding Streets, Pretoria Station Precinct, 0001.
• Funding contingency: Any award is subject to PRASA securing necessary funding allocation and confirming sufficient budget. PRASA reserves the right to cancel the RFP prior to award if unsuccessful in making sufficient provision/budget allocation.

Bidders must be tax compliant and registered on the CSD. They must disclose any state employment, relationships with PRASA employees, or conflicts of interest (SBD4). They must have no criminal convictions or civil judgments against them or the company (Form F). Preference points are allocated for Black Youth Owned (5 points), Black Women Owned (5 points), and Black Companies operating in specified local communities (10 points).

• Scope: Provision of cleaning, hygiene, and horticultural services at Corridor 1C stations in NGR.
• Contract period: Three (3) years (36 months).
• Bidders must provide a statement of works successfully carried out, including client details, nature of works, value, contract/project period, and telephone number.
• The successful bidder will be required to fill in and sign a written contract form (SBD7).

• Bidders must provide a statement of works successfully carried out, including: client name, nature of works, value of works for which bidder was directly responsible, telephone number, contract/project period.
• If space is insufficient, furnish information separately.

• Tax compliance: Bidders must ensure compliance with tax obligations and submit their unique Personal Identification Number (PIN) issued by SARS. Alternatively, submit a printed Tax Compliance Status (TCS) or provide a CSD number if registered on the Central Supplier Database.
• Foreign suppliers: If not a resident of RSA, no branch, no permanent establishment, and no source of income in RSA, then obtaining a TCS/PIN from SARS is not required.
• Central Supplier Database (CSD) registration is mandatory for uploading business registration/directorship/membership/identity numbers, tax compliance status, and banking information.
• Preference points: Specific goals include points for Black Youth Owned, Black Women Owned, and Black Companies operating in specified rural/underdeveloped/local communities.
• Security screening: Bidders must complete a security screening form declaring no previous convictions, civil judgments, pending proceedings, or insolvency/liquidation in the last 5 years.
• Bidder disclosure: Declaration required regarding state employment, relationships with procuring institution employees, and interests in other enterprises. Collusive bidding is prohibited.

• Preference points for specific goals: Black Youth Owned (5 points), Black Women Owned (5 points), Black Companies operating in rural, underdeveloped, and local communities in Garankuwa/Kgabalatsane/Rosslyn/Soshanguve/Itsoseng(Mabopane)/Mmakawu (10 points).

• The successful bidder will be required to fill in and sign a written contract form (SBD7).
• Contract period: Three (3) years (36 months).
• Special funding contingency: Any award is subject to PRASA securing necessary funding allocation and confirming sufficient budget. PRASA reserves the right to cancel the RFP prior to award if unsuccessful.

• Funding contingency: PRASA has obtained approval for a departure from PFMA SCM Instruction due to budget provision not yet completed. Award subject to securing funding allocation and confirming budget. PRASA may cancel RFP if unsuccessful and shall not be liable for any claims.

• Tax compliance: Submit SARS PIN or printed TCS; CSD registration mandatory.
• Security screening: Declare no convictions, judgments, pending proceedings, or insolvency.
• Bidder disclosure: Declare state employment, relationships with procuring institution employees, and interests in other enterprises.
• Foreign suppliers: If no RSA presence/income, TCS/PIN not required.

• 80/20 preference point system applies.
• Points: Price (80), Specific Goals (20).
• Specific goals points as per table: Black Youth Owned (5), Black Women Owned (5), Black Companies in specified communities (10).