Supply and delivery of personal protective clothing and equipment (PPE) — PRASA metrorail, western cape

Closing: 13 October 2026 at 11:00.

Compulsory briefing or site visit: none — the briefing session section is marked not applicable.

Bid validity: 60 working days from the closing date; PRASA may request an extension on the same terms.

Stage 1B remedy window: three working days to supply outstanding mandatory information, if requested.

Contract signature: a successful bidder that fails to sign within the prescribed period, for example 14 days after being called upon, may lose the award.

No compulsory briefing session or site visit applies to this RFQ; the briefing section is marked not applicable.

Bidding procedure enquiries

• Contact: Adriana Hagen
• Telephone: 021 818 7492
• Email: [email protected]

Complaints

• Email: [email protected]

Bid box / submission address

1 Adderley Street

Metrorail Supply Chain Management

6th Floor, Room 622B, Propnet Building

Cape Town

Submission method: sealed envelope deposited in the PRASA bid box; quotations must reach PRASA before the closing time.

Bid box address:

1 Adderley Street

Metrorail Supply Chain Management

6th Floor, Room 622B, Propnet Building

Cape Town

Late or misdirected bids: quotations received after the closing time, or delivered to the wrong venue, are rejected.

Returnable documents (mandatory — non-submission may disqualify the bid):

• Valid SARS tax compliance status PIN, or a CSD number where no PIN is available.
• CIPC company registration documents.
• Certified copies of directors' identity documents.
• Valid B-BBEE certificate or sworn affidavit.
• CSD supplier registration number.
• All RFQ documentation completed, including every declaration.
• Joint venture, consortium, partnering or subcontract agreement signed by all parties and naming the lead bidder (only where applicable).
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Bidder's Disclosure / Declaration of Interest): discloses state employment, relationships with the procuring institution, and PEP/PIP exposure.
• SBD 6.1 (Preference Points Claim): claims the specific-goal preference points and confirms the supporting evidence.
• Proof of authority to sign, such as a company resolution.

Other submission rules:

• A response must not reference any other quotation or proposal; any additional conditions must be set out in a covering letter.
• Changes to a submission after the closing date and time will not be considered.
• Canvassing an SCM officer or PRASA employee between closing and award may disqualify the bid.
• Complaints: [email protected], quoting the bid description, reference number, closing date, supplier name and contact details, and the detailed complaint.

Submission: sealed envelope deposited in the PRASA bid box at 1 Adderley Street, Metrorail Supply Chain Management, 6th Floor, Room 622B, Propnet Building, Cape Town, before the closing time.

Mandatory returnable documents (non-submission may disqualify):

• Valid SARS tax compliance status PIN, or CSD number where no PIN is available.
• CIPC company registration documents.
• Certified copies of directors' identity documents.
• Valid B-BBEE certificate or sworn affidavit.
• CSD supplier registration number.
• All RFQ documentation completed, including every declaration.

Where applicable: briefing session attendance form, and a joint venture, consortium, partnering or subcontract agreement signed by all parties and naming the lead bidder.

Stages, in order:

1. Stage 1A — Mandatory requirements: failure to submit or meet them results in automatic disqualification. Proof of CIDB grading: not applicable. Bid bond from a South African bank: not applicable.
2. Stage 1B — Other mandatory requirements: PRASA may allow three working days to supply missing information; if it is not provided, the bid is disqualified. Items: valid SARS PIN, CIPC registration, certified directors' IDs, valid B-BBEE certificate or sworn affidavit, completion of all RFQ documentation and declarations, CSD registration number, and a signed JV/consortium/subcontract agreement where applicable.
3. Stage 2 — Technical/functionality: not applicable to this RFQ; no functionality criteria apply.
4. Stage 3 — Price and specific goals: price 80 points, specific goals 20 points, total 100.

Preference system: 80/20 under the Preferential Procurement Regulations, 2022.

Price scoring: maximum 80 points, calculated as Ps = 80 × (Pmin / Pt), where Pmin is the lowest acceptable price and Pt the price under consideration.

Specific goals (20 points, 4 points each):

• B-BBEE Level 1 or 2.
• 51% black owned.
• 51% black youth owned.
• Owned by black people with a disability.
• Black people living in rural areas.

Evidence per claim: sworn affidavit or certified B-BBEE certificate from a SANAS-accredited agency; CIPC documents; certified ID copy; doctor's certificate confirming disability; municipal or Eskom account, or a letter from the Induna (chief), confirming a rural residential address not older than three months.

No proof submitted means the points are not claimed.

Administrative responsiveness: incomplete bids are disqualified.

Objective criteria: not applicable, but PRASA reserves the right to award to a bidder other than the highest scorer on grounds such as a negative track record, spreading awards, or the specialised nature of the goods.

PRASA may split the award between more than one supplier.

If the highest scorer's price is not market related, PRASA may negotiate with the first, second then third ranked bidder, and must cancel the RFQ if no market-related price is agreed.

Scope: supply and delivery of personal protective clothing and equipment for PRASA. All items must be SABS approved and meet the stated SANS specifications. Quantities are not stated in the RFQ.

1. Two-piece reflective work overalls (acid resistant, flame retardant) — SANS 434

• Fabric: 100% cotton, D59 W8 finish, 310–320 g/m², navy.
• Chemical finish resisting heat and sparks, repelling acid splashes, oil and water.
• Jacket: 50 mm JW Reflect 0905 flame-retardant reflective tape on the arms; printed PRASA logo on the left above the breast pocket; zip guard over the brass zip; triple-needle stitching on all seams; side slits; bar tacks at stress points; two large front pockets and one top pocket on the left.
• Trousers: 50 mm JW Reflect 0905 flame-retardant reflective tape on the legs; printed PRASA logo on the right rear pocket; triple-needle stitching; ruler pocket; bar tacks at stress points; two slant pockets and one back pocket on the right; triple-stitched anti-chafe inner-leg gusset.

2. Long-sleeve golf t-shirts — SANS 1118-1

• 100% cotton pique knit, 220 g/m², navy.
• Ribbed collar engineered for colour fastness and durability; regular fit; top stitching on armholes and shoulder seams; printed PRASA logo on the left chest.

3. Chelsea safety boots — SANS 50361

• Lace-free, unisex, lightweight; full-grain leather upper.
• Heat resistant to 90 °C; double-density PU/TPU sole; steel toe cap resisting 200 J.
• Elastic side gussets and EVA-cushioned top sock; two pull straps.
• Colours: brown for men; black or pink for ladies.
• Referenced models: Bova Chelsea, Profit Scarlet (female), Bova Munich 20002 (male).

Delivery: bidders must offer their earliest delivery period, stated in working days from date of order.

No minimum experience, track record or key-personnel qualifications are set for this RFQ.

PRASA may nonetheless award to a bidder other than the highest scorer where there is a negative track record on related projects, to spread awards to bidders not previously appointed, or to avoid concentrating awards. It weighs the number, capacity, value and scope of prior awards, the materiality of the price difference, and whether the goods are specialised.

PRASA may split the award between more than one supplier where the goods can be split.

All products must be SABS approved and comply with the relevant SANS specifications: SANS 434 for the work overalls, SANS 1118-1 for the golf t-shirts, and SANS 50361 for the safety boots.

Complete the Pricing Schedule in chapter 9 (pages 38–44).

Prices in South African Rand, inclusive of all applicable taxes.

Firm price with the basis clearly indicated; a cost breakdown and the price escalation basis and formula must be shown.

Pricing must follow the supplied schedule exactly; using a different format may render the bid non-responsive.

Discounts are considered only if unconditional.

If the highest scorer's price is not market related, PRASA may negotiate with the first, second then third ranked bidder, and must cancel the RFQ if no market-related price is agreed.

Delivery period: bidders state their earliest delivery period in working days from date of order.

Pricing

• Complete the Pricing Schedule in chapter 9 (pages 38–44).
• Prices in South African Rand, inclusive of all applicable taxes.
• Firm price with the basis clearly indicated; a cost breakdown and the price escalation basis and formula must be shown.
• Pricing must follow the supplied schedule exactly; a different format may render the bid non-responsive.
• Discounts are considered only if unconditional.
• If the highest-scoring price is not market related, PRASA may negotiate with the first, second then third ranked bidder, and must cancel the RFQ if no market-related price is agreed.

Bid security: a bid bond from a South African bank is listed but marked not applicable.

Payment: PRASA pays within 30 days of receipt of a correct tax invoice.

Warranty: items must be free from defects for one year from acceptance, unless another period is stated in the order.

Delivery: bidders state their earliest delivery period in working days from date of order; late delivery may attract a penalty if imposed in the order.

Funding: any award is subject to PRASA securing budget allocation and confirming sufficient funds; PRASA may cancel the RFQ before award if funding is not secured and accepts no liability for claims arising from that.

CSD: bidders must self-register on National Treasury's Central Supplier Database (https://secure.csd.gov.za/); business may not be awarded to an unregistered supplier. Only foreign suppliers with no local registered entity are exempt.

Tax: a valid SARS tax compliance status PIN is required; a printed TCS certificate may be submitted. Where no PIN is available but the bidder is registered on the CSD, the CSD number must be provided. Consortia, joint ventures and subcontractors must each submit a separate TCS certificate/PIN and CSD number.

CIPC: company registration documents and certified copies of directors' identity documents.

B-BBEE: a valid B-BBEE certificate or sworn affidavit is required to claim preference points.

CIDB: proof of CIDB grading is listed but marked not applicable.

State employment: bids will not be considered from persons in the service of the state, companies with directors in state service, or close corporations with members in state service.

SBD 1 (Invitation to Bid): signed bidder and contact details.

SBD 4 (Bidder's Disclosure): discloses state employment, relationships with the procuring institution, and PEP/PIP exposure; a false declaration may disqualify the bid or terminate the contract.

SBD 6.1 (Preference Points Claim): claims specific-goal points and confirms the supporting evidence.

Authority to sign: proof such as a company resolution must be submitted.

Legal compliance: the successful bidder must comply with all applicable national and local laws.

Preference points are claimed under the 80/20 system, 4 points per specific goal:

• B-BBEE Level 1 or 2.
• 51% black owned.
• 51% black youth owned.
• Owned by black people with a disability.
• Black people living in rural areas.

Evidence required: sworn affidavit or certified B-BBEE certificate from a SANAS-accredited agency; CIPC documents; certified ID copy; doctor's certificate confirming disability; municipal or Eskom account, or a letter from the Induna (chief), confirming a rural residential address not older than three months.

A valid B-BBEE certificate or sworn affidavit is also a Stage 1B mandatory returnable document. Points are not awarded where the supporting proof is not submitted.

Overalls: SABS approved fabric, acid resistant and flame retardant, with 50 mm JW Reflect 0905 reflective tape, to SANS 434.

Golf t-shirts: 100% cotton pique knit, to SANS 1118-1.

Safety boots: steel toe cap resisting 200 J, heat resistant to 90 °C, double-density PU/TPU sole, to SANS 50361.

PRASA General Conditions of Purchase govern the order or contract.

Payment: within 30 days of receipt of a correct tax invoice; payment may be made in a currency other than Rand at a single conversion rate, not exceeding the contract amounts.

Delivery: goods must be delivered on or before the date in the order; late delivery or completion may attract a penalty if imposed in the order, and no payment is made for goods not supplied as ordered. Consignments must be marked with the supplier's name and destination details and include a packing note; an advice note and a detailed priced invoice must follow dispatch.

Packing: no payment is made for containers or packing materials, and they are not returned.

Title and risk: pass to PRASA on acceptance.

Rejection: PRASA may reject non-compliant items in writing, return them at the supplier's risk and cost, and recover the cost of replacements; service non-conformances must be corrected.

Warranty: one year from acceptance, unless the order states otherwise.

Indemnity: the supplier indemnifies PRASA against claims arising from its negligence, breach of statutory duty, infringement of rights, or defective design, materials or workmanship.

Subcontracting: only with PRASA's prior approval; the successful bidder remains liable for performance.

Governing law: South African law, with the South African courts having non-exclusive jurisdiction.

Bid validity: 60 working days from the closing date; PRASA may request an extension on the same terms, and the successful bid remains valid until the award is finalised.

Funding contingency: PRASA has National Treasury approval to invite quotations before its budget allocation is complete. Any award is subject to PRASA securing the funding allocation and confirming sufficient budget. PRASA may cancel the RFQ at any stage before award if funding is not secured, is not liable for any loss or damages arising from a failure to source funding or a non-award on that basis, and bidders waive the right to institute proceedings over these circumstances.

Stage 1A mandatory requirements: proof of CIDB grading and a bid bond from a South African bank are listed but marked not applicable; failure to meet Stage 1A requirements results in automatic disqualification.

Stage 1B other mandatory requirements: valid SARS PIN, CIPC registration documents, certified directors' IDs, valid B-BBEE certificate or sworn affidavit, completion of all RFQ documentation, and CSD registration number. PRASA may allow three working days to supply missing information; if it is not provided, the bid is disqualified.

Stage 1 — Compliance: Stage 1A mandatory requirements (automatic disqualification if not met) and Stage 1B other mandatory requirements (three working days to remedy if PRASA requests it).

Stage 2 — Technical/functionality: not applicable to this RFQ.

Stage 3 — Price 80 points and specific goals 20 points, total 100, under the 80/20 preference point system.

Administrative responsiveness: incomplete bids are disqualified.

Objective criteria: not applicable, but PRASA may award to a bidder other than the highest scorer on grounds such as a negative track record, spreading awards, or the specialised nature of the goods, and may split the award between suppliers.

If the highest scorer's price is not market related, PRASA may negotiate with the first, second then third ranked bidder, and must cancel the RFQ if no market-related price is agreed.