As-and-when vegetation control contractor for PRASA western cape rail network (24-Month contract)

Closing date: 10 December 2026 at 12:00

Compulsory briefing session: 23 November 2026 at 10:00, Cape Town Station (Shosholoza Mely waiting area), Cape Town, 8000. Attendance is mandatory; no latecomers allowed; bidders arrange own transport and accommodation.

Closing date for questions: 26 November 2026

Closing date for PRASA responses to questions: 30 November 2026

RFP issue date (download from e-Tender Portal): 10 November 2026

Briefing minutes and clarification responses to be issued within 3 days of the briefing.

Enquiries before closing:

• Contact: Qaqamba Kona
• Email: [email protected]
• Submit queries using the RFP Clarification Form (Annexure D) before the closing date for questions.

Post-closing bid secretariat (written only):

• Contact: Nomsikelelo Ncamane
• Telephone: 021 818 7276
• Email: [email protected]

Complaints:

• Email: [email protected]

Submission address:

PRASA Tender Drop Off Office

3 Old Marine Drive

Cape Town

8000

Briefing venue:

Cape Town Station (Shosholoza Mely waiting area)

Method: Sealed bid in two envelopes deposited in the PRASA tender box at the PRASA Tender Drop Off Office.

Address: PRASA Tender Drop Off Office, 3 Old Marine Drive, Cape Town, 8000

Envelope 1 (Volume 1): Mandatory requirements (Part A) and technical/functional response (Part B).

Envelope 2 (Volume 2): Financial proposal only — Tender Form C and priced schedule (Part C).

Submit 1 original; copies and an electronic version on a memory stick/external drive marked with the bidder's name are optional.

Mark both envelopes: RFP No WCR/12/09/2026, description "REQUEST FOR AN APPOINTMENT OF SERVICE PROVIDER FOR AS AND WHEN CONTRACTOR FOR VEGETATION IN THE WCR FOR PERIOD OF 24 MONTHS", closing 10 December 2026 at 12H00.

Returnable documents (complete and signed in black ink; copies certified by a Commissioner of Oaths):

• Form A: Invitation to Bid — bidder and contact details, signed as offer cover page.
• Form B: Terms and Conditions for Bidding — acknowledgement and acceptance.
• Form C: Tender Form (Pricing Schedule) — priced offer in envelope 2.
• Form D: Site Inspection / Pre-tender Briefing Certificate — proof of attendance at the compulsory briefing.
• Form E: Statement of Work Successfully Carried Out — evidence of relevant past projects.
• Form F: Security Screening Form — for security vetting.
• Form G: Acknowledgement — receipt of RFP documents and annexures.
• SBD 4: Bidder's Disclosure — declares whether any director or shareholder is employed by the state.
• SBD 6.1: Preference Points Claim — claims B-BBEE points under PPPFA.
• Annexure C: Pricing Schedule — detailed pricing.

Disqualification risks: late or misaddressed bids; non-attendance at compulsory briefing; canvassing PRASA staff between closing and award; collusion with other bidders; failure to include mandatory documents (at PRASA's discretion); late clarification responses.

Evaluation stages: Stage 1 — mandatory compliance (presence of all returnable documents and attendance at briefing); Stage 2 — technical/functional evaluation against the stated scope; Stage 3 — financial evaluation of the priced schedule in envelope 2.

Preference points: B-BBEE claim via SBD 6.1 under PPPFA Regulations 2022; the 80/20 or 90/10 split is not explicitly stated in the extracted text.

Specific goals: The bid includes a 'Specific Goal response' in Envelope 1 (Part B); the specific goals themselves are not detailed in the extracted text.

Minimum qualifying score: not stated.

Post-tender: PRASA may negotiate market-related prices with the highest-scoring bidder, or with successively lower-scoring bidders if no agreement; may call for best and final offer (BAFO); may request presentations at any stage.

Validity: bids must remain valid for 90 working days from closing; extension may be requested.

Contract: appointment of an as-and-when contractor for vegetation control in the Western Cape Region (WCR), for 24 months, on a performance-based contract.

Scope: cutting and control of grass, weeds, shrubs, bushes, and trees; trimming of trees; application of weed poison/herbicides; waste management and removal of illegal dumping; removal and disposal of all cut vegetation, dead or dry branches, and stumps within worked areas.

Measurement basis (Bill of Quantities):

• Grass and weeds: per hectare cut (item 1).
• Shrubs and bushes (trees thinner than 10mm and higher than 1m): per square metre cut (item 2).
• Trees: per tree cut, based on stem diameter at 100mm above ground; includes herbicide application on stumps.
• Tree trimming: per tree trimmed, based on tree height.

Rates must be all-inclusive for cutting, removal and disposal, and any associated work.

Working areas include (but not limited to): vacant PRASA land, depot facilities, rail reserves, vacant commercial and residential properties, wetlands, service roads; across the Western Cape Region including far-north stations such as Beaufort West, De Aar, and Laingsburg.

Applicable specifications: Specification for Vegetation Control; E7/1 Specification for works on, over, under or adjacent to railway lines and near high-voltage equipment; compliance with the Occupational Health and Safety Act and Railway Safety Act.

Contractor provides all labour, plant, equipment, materials, transport, tools, and consumables; PRASA supplies nothing.

Services are executed on written callouts from the Technical Officer; completion periods agreed per callout.

The Project Manager is the PRASA Facilities Manager, Western Cape; a Technical Officer is appointed to administer the works.

Performance monitored daily, weekly, and monthly by PRASA contract manager/supervisors.

The bid response should be clear and concise, presenting a methodology in an executive summary and following it throughout.

The technical response (Envelope 1, Part B) must address the scope of work and specific goals.

The bid should be structured with numbered headings, bullet points, sections, appendices, and schedules, and pages consecutively numbered.

Bidders must submit a marked-up draft contract (Annexure B) using track changes, with the electronic copy in editable (Word), not password-protected format; this forms part of negotiations.

All works are performed on callouts issued by the Technical Officer; the contractor must submit a detailed explanation of how it intends to perform the works, and completion periods are agreed with the Technical Officer.

The scope of work requires quality service; no explicit quality management system or certification (e.g., ISO) is mandated in the extracted text.

The contractor must provide written certification of compliance with specifications for any chemicals (herbicides) supplied.

Materials (chemicals) must meet specification compliance; certification must be provided.

Performance is evaluated daily, weekly, and monthly by PRASA supervisors.

Pricing must be submitted on Tender Form C and the Pricing Schedule (Annexure C), placed in Envelope 2 only.

Rates must be all-inclusive per unit: grass/weeds per hectare; shrubs/bushes per square metre; trees per tree by stem diameter; tree trimming per tree by height.

Rates should include all labour, plant, materials, removal and disposal, and any other work required.

PRASA may request annual financial statements and may negotiate prices; prices cannot be changed after closing unless contract allows.

Validity of the bid is 90 working days from closing; returnable documents must remain valid for the same period.

Bid bonds: mentioned as 'where applicable' but no amount or percentage is given in the extracted text.

Pricing to be submitted on Tender Form C and the Pricing Schedule (Annexure C) in envelope 2.

Pricing must follow the Bill of Quantities with all-inclusive rates per unit as described in the scope.

Payment is made per unit of measured work (per hectare, per square metre, per tree).

Bid bonds and performance bonds: mentioned as 'applicable' but no amount or percentage is stated in the extracted text.

PRASA may request annual financial statements signed by a professional accountant for due diligence.

Bid rates may not be changed after closing or after award, unless the contract specifically provides for it.

Costs of preparing the bid are borne by the bidder; no reimbursement.

CSD Registration: mandatory self-registration on the Central Supplier Database (CSD) at https://secure.csd.gov.za; provide supplier number and unique registration reference number.

Tax Compliance: must be tax compliant at submission and remain compliant for the contract term; provide Tax Compliance Status (TCS) PIN; verification through CSD. Applies to foreign bidders too, and to each party in a consortium/JV or subcontractor.

B-BBEE: preference points claimed via SBD 6.1; bidders bidding as JV/consortium with B-BBEE entities must state intention and submit a signed JV/consortium agreement showing % split and responsibilities, or a written commitment to sign one before award.

Legal: must comply with all applicable laws; non-submission of required documents may lead to disqualification at PRASA's discretion.

No CIDB grading is stated in the extracted text.

No minimum B-BBEE level is stated in the extracted text.

Security screening: Form F required for vetting.

Compliance with the Occupational Health and Safety Act and Railway Safety Act is required.

Specific PRASA specifications apply: E7/1 (works on/over/under/adjacent to railway lines and near high-voltage equipment) and safety arrangements for OHS compliance.

No occupation or work permits will be granted; the contractor must plan work to ensure safe passage of trains and adhere to E7/1 clearances at all times.

Contractor must supply all relevant safety clothing and reflective vests to all supervision and labour; cost included in rates.

Safe and secure storage for herbicides/chemicals, preventing unauthorised access by persons or animals, at contractor's cost.

Contractor responsible for own security of workmen and assets, and must take precautions to protect existing services; damage to services repaired at contractor's expense.

Contractor's site diary must record weather, work done, labour and plant on site, and any circumstances affecting progress.

No housing of employees on PRASA property.

Confidentiality: All information provided by PRASA is confidential; bidders must not disclose it without written consent, and must return or destroy it on demand.

PRASA rights: may modify the RFP, withdraw or amend it without notice, reject non-conforming proposals, disqualify late submissions, call for additional documents, make no award, or cancel the contract if bid information is found false (restriction on PRASA's supplier list).

No gifts: offering any gift to PRASA staff or consultants results in disqualification.

Disclosure of prices: quoted prices may be subject to market-related negotiation; PRASA reserves the right to negotiate BAFO.

Contract award: may occur any time after closing; no commitment to award.

Insurance and fidelity: not stated.

Duration: 24 months from contract commencement; commencement date not yet fixed (TBA).