RFQ: bus and rail ticketing system support, maintenance, enhancements, integration and upgrades (6 months)

Closing date: 29 October 2026

Closing time: 12:00 PM

Issue date: 20 October 2026

Bid validity period: 60 business/working days after closing date

Contact: [email protected]

Email: [email protected]

SAP Ariba link: https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/RfxEvent/preview/1110025986?anId=ANONYMOUS

Submission method: electronic only, via the SAP Ariba Business Network. Registration on the network is free. Upload all required bid documents before the closing date and time using the provided link. A training manual is attached to guide bidders on uploading information.

Returnable documents: none specified beyond the bid documents required for upload.

Disqualification risks:

• Pricing attached to the technical proposal (pricing must be in a separate pricing/BOQ section).
• Bids submitted after the closing time.

Evaluation is not detailed in the document. Submission via SAP Ariba is mandatory. Pricing must be submitted separately from the technical proposal; failure to do so leads to automatic disqualification. Only VAT vendors may charge VAT.

Scope of work is attached for reference. The tender is for the provision of comprehensive bus and rail ticketing system support, maintenance, enhancements, integration, and upgrades for a duration of 6 months.

Only VAT vendors may charge VAT. No other financial requirements (e.g., bid security, guarantees, retention, payment terms) are stated in the document.

No specific compliance requirements (e.g., CSD registration, tax clearance, B-BBEE, CIDB) are stated in the document.

PRASA requires a six-month support and maintenance service for its bus and rail ticketing systems, including NEW9220 smart POS devices and embedded EMV-compliant payment software. The service covers helpdesk and incident management, system enhancements and upgrades, preventive maintenance, compliance reviews, disaster-recovery readiness, operational reporting, knowledge transfer to PRASA ICT staff, and integration assurance with existing platforms (SAP, STAR, TOMS, TDMS, GIS, Omni-Channels and legacy systems). The appointed provider must protect passenger sales, payment processing, reconciliation and revenue collection, and support PRASA's broader ticketing modernisation programme.

Closing date: 29 October 2026 at 12:00

Briefing session: none (no briefing session)

Clarification questions: submit through the official SCM channel within the period stated in the RFQ invitation (dates to be confirmed by SCM)

Contract period: 6 months

No named contacts are provided in the document.

Submission channel: official PRASA Supply Chain Management channel (details in the RFQ invitation).

Submission channel: official PRASA Supply Chain Management channel only; use the prescribed RFQ subject and reference number.

Returnable documents (all must be completed and signed, with Commissioner of Oaths signatures where required):

• Completed and signed RFQ documentation, declarations and applicable SBDs.
• Signed Joint Venture, Consortium, Subcontracting or Partnering Agreement, where applicable; otherwise state "Not applicable".
• Completed Annexure C (references) plus signed client reference letter(s) and supporting appointment letter, purchase order or contract evidence.
• Original or certified B-BBEE certificate (SANAS-accredited) or applicable EME/QSE affidavit; combined certificate for JV/consortium.
• CSD registration number or report.
• Valid SARS Tax Compliance Status PIN.
• CIPC company registration documents.
• Copies of directors' identity documents.
• CVs for all key roles, each accompanied by a signed consent letter dated not older than 60 days from publication of the RFQ.
• Reference letters for the Senior Applications Developer and POS/Payment Software Support Specialist.

Disqualification: failure to submit any Stage 1A mandatory returnable results in automatic disqualification.

Evaluation stages:

• Stage 1A – Mandatory Compliance: substantive responsiveness and mandatory returnables; failure disqualifies.
• Stage 1B – Basic Compliance: administrative responsiveness; outstanding documents may be requested within a specified period.
• Stage 1C – Mandatory Technical Compliance: ticketing-support, POS/payment, integration, security and service management capability; failure disqualifies.
• Stage 2 – Technical/Functionality: minimum threshold 70 points out of 100.
• Stage 3 – Price (80 points) and Specific Goals (20 points) under the 80/20 preference point system.

Stage 2 scoring (total 100):

• Relevant Company Experience in Bus and/or Rail Ticketing Systems Support: 35
• Ticketing Support Service Management, Operational Continuity and Revenue Assurance: 10
• Solution Design, Integration, Security and Payment Support: 10
• Six-Month Support Delivery Methodology and Transition Plan: 10
• Capability of Key Resources: 35

Scoring bands: 0 to 5 per criterion, converted proportionately; no intermediate scores.

Disqualification: a score of zero for Relevant Company Experience or Capability of Key Resources.

Price score formula: Ps = 80 [1 - (Pt - Pmin) / Pmin].

Specific goals (20 points total):

• Black Women Owned: 4 points (certified copies of owners' ID documents)
• Black Youth Owned: 4 points (certified copies of owners' ID documents)
• Owned by Black People with Disabilities: 4 points (certified ID documents and medical practitioner's confirmation)
• B-BBEE Contributor Status Level 2 or better: 4 points (valid B-BBEE certificate or affidavit)
• EME or QSE with at least 51% Black Ownership: 4 points (audited annual financial statements and/or valid B-BBEE certificate or affidavit)

PRASA may verify references, request demonstrations or supporting evidence, interview key resources and validate stated technical capability.

Scope: six months of support, maintenance, enhancements, integration and upgrades for PRASA bus and rail ticketing systems, including NEW9220 smart POS devices and embedded EMV-compliant payment software.

Key requirements:

• Helpdesk support during bus and rail operating hours.
• SLA-driven incident logging, prioritisation, escalation, troubleshooting and resolution with traceable records.
• Support and maintenance for bus and rail interim ticketing systems.
• Implement approved enhancements and upgrades, including priority GIS integration and Omni-Channels integration into relevant legacy systems.
• Support NEW9220 smart POS devices, including secure cash and cashless ticket sales.
• Specialist support for embedded EMV-compliant payment facilitation, clearing and switching software, payment processing and reconciliation.
• Quarterly compliance audits, system health checks and data-quality reviews.
• Monthly governance, KPI and SLA-compliance reports and logs.
• Maintain disaster-recovery readiness, drill and reporting.
• Knowledge transfer: training sessions, manuals and workshops for PRASA ICT staff.
• Secure interoperability with SAP, STAR, TOMS, TDMS, GIS, Omni-Channels and relevant legacy systems.

Technical stack: Linux, SQL databases (MySQL, SQL Server), Java, Android Mobile, C# and AngularJS.

Compliance: POPIA and PCI DSS for customer and financial data.

Deliverables include: mobilisation and support plan, helpdesk and incident management, ticketing systems support, enhancements/upgrades/integrations, NEW9220 POS and payment support, preventive maintenance and compliance reviews, governance and SLA reporting, disaster recovery, and knowledge transfer and handover.

Required approach:

• Provide helpdesk support during bus and rail operating hours.
• SLA-driven incident logging, prioritisation, escalation, troubleshooting and resolution with traceable records and closure evidence.
• Deliver six months of SLA-driven support, maintenance, enhancements, integration and upgrades with continuity controls for passenger sales, revenue collection, payment processing and reconciliation.
• Implement approved enhancements and upgrades, including priority GIS and Omni-Channels integration into relevant legacy systems.
• Support NEW9220 smart POS devices and embedded EMV-compliant payment software, including secure cash/cashless sales, payment processing, reconciliation and defect resolution.
• Perform quarterly compliance audits, system health checks and data-quality reviews.
• Support POPIA and PCI DSS compliance.
• Provide monthly governance, KPI and SLA-compliance reports and logs.
• Maintain disaster-recovery readiness, drill and reporting.
• Provide training sessions, manuals and workshops for PRASA ICT staff.
• Ensure secure interoperability with SAP, STAR, TOMS, TDMS, GIS, Omni-Channels and legacy systems.
• Maintain current incidents, problem, change, risk and issue records.
• Named key resources must remain available for support activities, workshops, escalations and governance engagements.
• All material enhancements, upgrades and integrations must be documented and transferred to PRASA ICT.
• Acceptance based on objective evidence; any scope/resource/commercial change requires formal PRASA approval.

Minimum project team (CVs required for each role, each with signed consent letter dated not older than 60 days from RFQ publication):

• Project Manager: min 10 years project management, recognised certification (PRINCE2 or PMP).
• Application Development Lead (Solution Design): min 10 years solution design and application development, expertise in Java, Linux, SQL, Android mobile, C# and AngularJS.
• Business and Process Analyst: min 7 years business analysis, business-process mapping and optimisation; Business Analysis and Business Process Modelling certification.
• Senior Integration Specialist: min 8 years application and systems integration, including Linux, SQL databases, MySQL, SQL Server, Java and C#; Linux Operating System certification.
• Senior Applications Developer: min 8 years application development, support, maintenance and enhancements, with Java, Linux SQL, Android mobile, C# and AngularJS expertise; proven experience in passenger rail and bus ticketing environments.
• Intermediate Applications Developer: min 7 years application development, support, maintenance and enhancements, with SQL databases, Java, Android mobile, C# and AngularJS.
• PoS Device plus embedded NDoT/EMV Compliant Payment Software Support Specialist: min 7 years developing, supporting, maintaining and enhancing handheld PoS devices; experience with NEW9220 smart POS, EMV Level 3 Mastercard CID 49223 and EMV Level 3 Visa CID 49223, embedded e-Commerce cashless payment software; reference letter from a passenger rail and bus client required.

Complete Annexure A with hourly rates and monthly costs for each resource category. Prices include VAT where indicated and remain fixed for the six-month contract period. Total six-month price must be clearly stated. Resource categories and monthly hours: Project Manager 80, Application Lead 120, Senior Developer 160, Business Analyst 120, Intermediate Application Developer 80, Integration Support Specialist 160, PoS Device/Application Specialist 120. VAT 15%.

Pricing format: complete Annexure A (resource-based pricing schedule) with hourly rates and monthly costs for each resource category.

Resource categories and monthly hours:

• Project Manager: 80 hours/month
• Application Lead (Solution Design): 120 hours/month
• Senior Developer: 160 hours/month
• Business Analyst: 120 hours/month
• Intermediate Application Developer: 80 hours/month
• Integration Support Specialist: 160 hours/month
• PoS Device / Application Specialist: 120 hours/month

Prices must include VAT where indicated and remain fixed for the six-month contract period.

Total six-month price must be clearly stated.

VAT: 15%.

Mandatory Stage 1A (failure disqualifies):

• Completed and signed RFQ documentation, declarations and applicable SBDs.
• Signed JV/consortium/subcontracting/partnering agreement, where applicable.
• Completed Annexure C plus signed client reference letter(s) and supporting evidence of live passenger rail/bus ticketing support.

Mandatory Stage 1B (basic compliance):

• B-BBEE certificate (SANAS-accredited) or applicable EME/QSE affidavit; combined certificate for JV/consortium.
• CSD registration number or report.
• Valid SARS Tax Compliance Status PIN.
• CIPC company registration documents.
• Copies of directors' identity documents.

Mandatory Stage 1C (technical compliance, failure disqualifies):

• At least 3 years SLA-driven support and maintenance for bus and rail ticketing systems.
• Business-hours helpdesk with traceable incident management.
• Specialist support for NEW9220 POS and embedded EMV payment software.
• Capability to implement approved enhancements and upgrades without compromising production stability.
• Documented continuity, backup/recovery, disaster-recovery readiness and controlled restoration.
• Quarterly compliance reviews, system-health checks and data-quality reviews.
• POPIA-aligned security and privacy controls.
• Monitoring and reporting with monthly governance reporting.
• Data-quality controls, shift closures, reconciliation and investigation of revenue-impacting discrepancies.
• Secure interoperability with SAP, STAR, TOMS, TDMS, GIS, Omni-Channels and legacy systems.
• Structured knowledge transfer and documentation.

Contract period: six months, time-bound continuity support while PRASA establishes a longer-term support model.

Any change in agreed scope, resources or commercial assumptions must be formally approved through PRASA governance and procurement processes.

Acceptance based on delivery of required support services and objective evidence (support logs, technical records, reports, maintenance evidence, enhancement documentation, knowledge-transfer outputs).

Stage 2 technical/functionality scoring (total 100):

• Relevant Company Experience in Bus and/or Rail Ticketing Systems Support: 35
• Ticketing Support Service Management, Operational Continuity and Revenue Assurance: 10
• Solution Design, Integration, Security and Payment Support: 10
• Six-Month Support Delivery Methodology and Transition Plan: 10
• Capability of Key Resources: 35

Minimum threshold: 70/100. Zero score on Relevant Company Experience or Capability of Key Resources results in disqualification.

Stage 3: Price 80 points, Specific Goals 20 points. Price score formula: Ps = 80 [1 - (Pt - Pmin) / Pmin].