Cleaning and horticulture services at west area – corridor 4 stations, south gauteng region (six months)

Closing

• 26 November 2026 at 12:00. Bids received after this time are not accepted.

Other timeframes

• Bid validity: 90 working days from the closing date; PRASA may request an extension on the same terms and conditions.
• Stage 1B remedy period: PRASA may allow three working days for outstanding mandatory information; failure to provide it disqualifies the bid.
• Contract signature: the successful bidder must sign within 14 days of being called upon to do so.
• Quotation changes are not accepted after the closing date and time.

Bidding procedure enquiries

• Contact: Precius Leaba
• Telephone: 011 013 1617
• Email: [email protected]

Complaints

• Email: [email protected]
• A complaint must state the bid description, bid reference number, closing date, supplier name, supplier contact details and the detailed complaint.

Submission address

Umjantshi House, Ground floor

30 Wolmarans Street

Braamfontein

Johannesburg

2001

Submission channel and format

• Deliver the bid to PRASA at the stated address before the closing time; late bids are not accepted.
• Submit the bid in a sealed envelope.
• Complete the official RFQ forms supplied; they may not be re-typed.
• The response must not contain documents or references relating to any other quotation or proposal; any additional conditions must be set out in a covering letter.
• No changes to a submission will be considered after the closing date and time.
• Prices must be quoted in South African Rand on a fixed price basis, inclusive of all applicable taxes.

Submission address

Umjantshi House, Ground floor

30 Wolmarans Street

Braamfontein

Johannesburg

2001

Stage 1A mandatory returnables (non-submission disqualifies automatically)

• Sign the closing/submission register when handing in the bid documents.
• COIDA Letter of Good Standing.

Stage 1B returnables (PRASA may allow three working days to remedy; failure then disqualifies)

• All RFQ documentation completed, including all declarations.
• Joint Venture, Consortium, Partnering or Subcontract Agreement signed by all parties and naming the lead bidder, where applicable; each partner must submit the required documents.
• Valid B-BBEE certificate (original or certified copy), DTI or CIPC B-BBEE certificate, or a sworn affidavit signed and stamped by a commissioner of oaths; trusts, consortia and joint ventures must submit a consolidated certificate.
• Copies of directors' identity documents.
• Proof of banking account, such as a letter issued by the bank.
• Company registration, certificate of incorporation or CK1.
• Valid SARS tax compliance PIN.
• CSD supplier registration.

Standard forms

• SBD 1 (Invitation to Bid): bidder identification and contact cover page, signed as the offer.
• SBD 4 (Bidder's Disclosure): discloses state employment links, related interests and PEP/PIP exposure; a false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim Form): claims specific-goal preference points with supporting proof.
• Pricing Schedule Annexure issued with the RFQ must be completed.

Disqualification risks

• Canvassing any SCM officer or PRASA employee, directly or indirectly, between the closing date and the award date.
• Late bids, bids delivered to the wrong venue, or bids that do not conform to the instructions and specifications.
• Incomplete bids — administrative responsiveness is tested for completeness of all returnable and required documents, certificates, warranties and formalities.
• Listing on the Register for Tender Defaulters or the List of Restricted Suppliers.
• A bidder, or a director/member/shareholder/partner, being a person in the service of the state.
• Failure to meet tax obligations or to provide the required tax PIN/CSD details.
• Failure to sign the submission register or to provide the COIDA Letter of Good Standing.

Other submission rules

• PRASA's General Conditions of Purchase apply to the resulting order/contract.
• Bids are deemed offers; any exceptions must be clearly and specifically stated.
• Bid validity period: 90 working days from the closing date, extendable on the same terms and conditions if internal processes are not finalised.

Evaluation runs in three stages

• Stage 1A - Mandatory requirements: pass/fail. Bidders that do not comply are automatically disqualified and are not evaluated further.
• Stage 1B - Other mandatory requirements: pass/fail, with a possible three working day window to submit outstanding information.
• Stage 2 - Technical/functionality: scored out of 100. Minimum qualifying threshold: 70%. Bidders scoring below 70% are not considered at Stage 3.
• Stage 3 - Price and specific goals: scored out of 100 under the 80/20 preference point system.

Stage 2 technical/functionality weightings (total 100)

• Company experience: 30
• Resource availability: 20
• Technical methodology: 20
• Financial capability: 30

Stage 3 weightings

• Price: 80
• Specific goals: 20

Specific goals claims (20 points, 80/20 system)

• B-BBEE contributor status of at least Level 2: 5 points (B-BBEE certificate or sworn affidavit).
• Black women owned: 5 points (CIPC documents, B-BBEE certificate or affidavit).
• 51% black owned: 5 points (CIPC documents, B-BBEE certificate or affidavit).
• Black youth owned: 5 points (CIPC documents, B-BBEE certificate or affidavit).
• Points are awarded only where the required proof is submitted with the bid; without proof, the points are treated as not claimed.
• PRASA may require a bidder to substantiate any preference claim before adjudication or at any time afterwards.

Price scoring

• 80 points are awarded for price using the 80/20 formula: Ps = 80 (1 - (Pt - Pmin)/Pmin), where Pt is the price under consideration and Pmin the lowest acceptable price.
• If the highest scoring bidder's price is not market related, PRASA may negotiate with the highest, then the second, then the third ranked bidder; if no market-related price is agreed with the third, the RFQ must be cancelled.

Award discretion (objective criteria)

• PRASA may award to a bidder that did not score the highest points where objective criteria justify it, including a negative track record on related projects, spreading awards to bidders not previously appointed, and avoiding concentration of awards on previously appointed bidders.
• PRASA weighs the number of awards to the highest scoring bidder in preceding financial years, that bidder's capacity despite prior appointments, the value and scope of awards already made to it, the materiality of the price difference against other bidders, and whether the goods, services or works are specialised.
• PRASA may split the award between more than one service provider where the services can be split.
• PRASA may appoint another bidder if the successful bidder fails to sign within 14 days of being called upon, fails to provide security, bonds or guarantees, fails a condition precedent, or if final negotiations fail; the substitute must still fall within the bid validity period, and the third ranked bidder is approached only if the second is also unable or unwilling.

Awards, amendments and cancellations are published on the National Treasury e-Tender portal and, for construction-related RFQs, on the CIDB website.

Scope

• Provide cleaning and horticulture services at various stations in the West Area - Corridor 4, South Gauteng Region, for PRASA.
• Contract period: six (6) months.

Service and operational requirements

• Cleaning deployment plan aligned to the proposed staff shift schedule, showing how deployment will cover incidents and absenteeism caused by strikes, sickness or leave.
• Operational and safety structure naming the safety officer, first aiders, firefighters and flagmen, with positions of responsibility.
• Plan for integrating recruitment of people from local communities.
• Project risk assessment with associated mitigation measures.
• PPE matrix indicating operational areas and the applicable PPE for each, per the project scope.

Resources

• Vehicles suitable for the work: bakkies or light-duty or heavy-duty pickup trucks.
• Vehicles may be owned or rented; for rentals, a letter of intent on the rental company's letterhead with proof of ownership is sufficient, and for owned vehicles proof from the Traffic Department is accepted.
• A combined cleaning, hygiene and horticultural/gardening track record is expected; cleaning-only, hygiene-only or horticulture-only experience is treated as incomplete.

Technical approach and methodology (20 points)

• Submit a methodology aligned to the scope of work that demonstrates a thorough understanding of the deliverables and covers five elements:

1. Cleaning deployment plan aligned to the proposed staff shift schedule, showing how deployment will address incidents and absenteeism arising from strikes, sickness or leave.
2. Project operational and safety structure - safety officer, first aiders, firefighters and flagmen - indicating positions of responsibility.
3. Plan for integrating recruitment of people from local communities.
4. Project risk assessment with mitigation measures.
5. PPE matrix indicating operational areas and their applicable PPE per the project scope.

• Scoring: 5 points for all five elements covered, 4 for four, 3 for three, 2 for two, 1 for one, and 0 for no submission or irrelevant information.

Company experience (30 points)

• Only successfully completed cleaning, hygiene and horticultural services, or cleaning and horticultural/gardening services, executed in the last five years (November 2021 - November 2026) count; ongoing projects are excluded.
• Services covering cleaning only, hygiene only or horticulture only are regarded as an incomplete submission.
• Only contracts with a minimum combined value of R1 000 000 are considered.
• Each project requires both an appointment letter/purchase order/contract and a reference letter or completion certificate; points are awarded only where both documents are submitted.
• Both documents must state the contract description, contract value and contract duration, must correspond, and must appear on a company letterhead.
• The reference letter must also state the company name, a contact person and confirmation that the work has been completed.

Experience scoring

• 5 points: combined contract value R5 000 001 and above.
• 4 points: R4 000 001 - R5 000 000.
• 3 points: R3 000 001 - R4 000 000.
• 2 points: R2 000 001 - R3 000 000.
• 1 point: R1 000 000 - R2 000 000.
• 0 points: no submission, irrelevant submission or incomplete submission.

Resource availability (20 points)

• Provide proof of ownership or a rental agreement for vehicles suitable for the work, such as bakkies or light-duty or heavy-duty pickup trucks.
• For rented vehicles, a letter of intent on the rental company's letterhead accompanied by proof of ownership is sufficient; for owned vehicles, proof from the Traffic Department is accepted.
• Scoring: 5 points for five vehicles, 4 for four, 3 for three, 2 for two, 1 for one, and 0 where no ownership or rental proof is provided.

Pricing schedule requirements

• Complete the Pricing Schedule Annexure issued with the RFQ.
• Quote in South African Rand on a fixed price basis, inclusive of all applicable taxes.
• Provide a cost breakdown.
• State the price escalation basis and formula.
• Complete the Bill of Quantity in line with the schedule where applicable.
• Use the prescribed pricing schedule format only; using a different format or deviating from the schedule could result in the bid being declared non-responsive.
• Any discount offered is considered only at the final evaluation stage and only on an unconditional basis.
• Delivery period: bidders offer the earliest delivery period possible; the number of working days from date of order is completed by the service provider.

Pricing requirements

• Complete the Pricing Schedule Annexure issued with the RFQ.
• Quote in South African Rand on a fixed price basis, inclusive of all applicable taxes.
• Provide a cost breakdown.
• State the price escalation basis and formula.
• Complete the Bill of Quantity in line with the schedule where applicable.
• Use the prescribed pricing schedule format only; deviating from it may result in the bid being declared non-responsive.
• Discounts offered are considered only at the final evaluation stage and only on an unconditional basis.
• PRASA may negotiate a market-related price with the first, then second, then third ranked bidder; if no agreement is reached with the third, the RFQ must be cancelled.

Financial capability (Stage 2, 30 points)

• Measured by the operating cash flow ratio: net cash flow from operations divided by current liabilities.
• Submit the current and preceding financial years' statements, prepared and signed by an independent registered accounting professional and signed by a company director.
• Statements must include a cashflow statement and balance sheet; incomplete financial statements are not considered.
• 5 points: ratio greater than or equal to 1.5.
• 4 points: ratio 1 to less than 1.5.
• 3 points: ratio 0.5 to less than 1.
• 2 points: ratio 0 to less than 0.5.
• 1 point: ratio below 0.
• 0 points: no submission or incomplete financial statements.
• For a trust, consortium or joint venture, the lead contractor must submit the financial statements.

Payment and other financial terms

• PRASA pays within 30 days of receiving the supplier's correct tax invoice.
• Payment may be made in one currency other than Rand at a single exchange rate, not exceeding the amounts stated in the order/contract.
• The contract price may include a price adjustment calculated using the formula stated in the order/contract.
• Warranty: items remain free from defects for one year from acceptance by PRASA unless another period is stated in the order.
• No payment is made for containers or packing materials, or where the supplier does not provide the item as stated in the order/contract.
• Late delivery or late completion may attract a penalty if imposed in the order/contract.

Delivery

• Bidders offer their earliest possible delivery period; the number of working days from date of order is completed by the service provider.

Registration and tax

• Self-register on National Treasury's Central Supplier Database (CSD) at https://secure.csd.gov.za/; business may not be awarded to a bidder that has not registered. Only foreign suppliers with no locally registered entity need not register.
• Provide a valid SARS tax compliance PIN so PRASA can verify the taxpayer profile and status; a printed tax compliance status certificate may also be submitted.
• Where no tax compliance PIN is available but the bidder is registered on the CSD, the CSD number must be provided.
• Consortia, joint ventures and subcontractors: each party must submit its own tax compliance certificate/PIN and CSD number.
• Foreign bidders complete the questionnaire in SBD 1; if an entity is not resident in South Africa and has no branch, permanent establishment, RSA income source or RSA tax liability, a tax compliance PIN is not required.

Exclusion

• No bid will be considered from a person in the service of the state, a company with a director in the service of the state, or a close corporation with a member in the service of the state.
• A person listed on the Register for Tender Defaulters or the List of Restricted Suppliers is automatically disqualified.
• The successful bidder must comply fully with all applicable national and local laws and regulations.

B-bbee

• Required evidence: a valid B-BBEE certificate (original or certified copy), a DTI or CIPC B-BBEE certificate, or a sworn affidavit signed and stamped by a commissioner of oaths.
• Trusts, consortia and joint ventures (including unincorporated ones) must submit a consolidated B-BBEE certificate.
• A B-BBEE contributor status of at least Level 2 is claimed for 5 of the 20 specific-goal points, supported by a certificate or sworn affidavit.
• Additional ownership claims supported by CIPC documents, B-BBEE certificate or affidavit: black women owned (5 points), 51% black owned (5 points), black youth owned (5 points).

Stage 1A mandatory documents

• Signed closing/submission register.
• COIDA Letter of Good Standing.

Stage 1B mandatory documents

• All RFQ documentation completed, including every declaration.
• JV/consortium/partnering or subcontract agreement signed by all parties, indicating the lead bidder, where applicable.
• B-BBEE certificate or affidavit as above.
• Copies of directors' identity documents.
• Proof of banking account.
• Company registration, certificate of incorporation or CK1.
• Valid SARS PIN.
• CSD supplier registration.

Standard forms to complete and sign

• SBD 1 (Invitation to Bid).
• SBD 4 (Bidder's Disclosure, including disclosure of any interest, state employment links and PEP/PIP relationships).
• SBD 6.1 (Preference Points Claim Form).
• Proof of authority to sign, such as a company resolution, must accompany the bid.

No CIDB grading or local content threshold applies to this RFQ.

Safety and risk requirements assessed under the technical methodology criterion (20 points)

• Submit an operational and safety structure naming the safety officer, first aiders, firefighters and flagmen, and indicating positions of responsibility.
• Submit a risk assessment for the project with associated mitigation measures.
• Submit a PPE matrix indicating operational areas and the PPE applicable to each area under the project scope.
• These items form part of the five elements assessed against the technical methodology criterion; each element covered earns a point, up to five.

Contract basis

• PRASA's General Conditions of Purchase form the basis of the contract; they may not be varied orally by any PRASA servant or agent, and are subject to any further special conditions PRASA prescribes in writing.
• The quotation is treated as an offer; exceptions must be clearly and specifically stated.
• Any contractual terms proposed by a bidder are subject to review and acceptance or rejection by PRASA's legal counsel before award.
• PRASA may modify the goods/services/works and request re-bids, reject non-conforming quotations, and reject late quotations or quotations submitted at the incorrect venue; it is not bound to any course of action by issuing the RFQ or receiving a quotation.
• If information furnished by the bidder proves incorrect after the contract is concluded, PRASA may cancel the contract.
• If the preferred bidder fails to sign or commence within a reasonable period, PRASA may award to the next highest ranked bidder still prepared to supply at the quoted price.

Performance period and delivery

• Contract period: six months.
• The supplier must deliver on or before the date stated in the order/contract; late delivery or late completion may attract a penalty if imposed in the order/contract.
• No payment is made where the supplier does not provide the item as stated in the order/contract.
• Delivery consignments must be marked with the supplier's name and full destination details and accompanied by a packing note; an advice note must be sent on dispatch, and a detailed priced invoice as soon as reasonably practical afterwards, quoting the order number and code number.

Title, risk and payment

• Title and risk in the items pass to PRASA on acceptance.
• PRASA pays within 30 days of receipt of the supplier's correct tax invoice.
• Payment may be in one currency other than Rand at a single exchange rate, not exceeding the contract amounts; the price may include an adjustment calculated on the stated formula.

Warranty, rejection and indemnity

• The supplier warrants that the items meet PRASA's requirements, are fit for purpose and remain free from defects for one year from acceptance unless the order states another period.
• PRASA may reject items that do not comply with the contract, may return rejected items at the supplier's risk and cost, and may recover amounts paid plus the costs of return and replacement; in the case of services, the supplier corrects non-conformances indicated by PRASA.
• The supplier indemnifies PRASA against claims, costs and damages arising from its negligence, infringement of intellectual or legal rights, breach of statutory duty, or defective design, materials or workmanship.

Subcontracting

• Subcontracting requires PRASA's prior approval; the contract is concluded between PRASA and the successful bidder, which remains liable for contractual performance.

Governing law

• South African law governs the contract, with the parties submitting to the non-exclusive jurisdiction of the South African courts.

Funding contingency (special condition)

• National Treasury approval has been obtained for a departure from the requirement that budget be provided before inviting quotations; budget provision for these services had not yet been completed when the RFQ was issued.
• Any award is strictly subject to PRASA securing funding allocation and confirming that sufficient budget exists.
• PRASA may cancel the RFQ at any stage before award if it cannot make sufficient budget provision, is not liable for any loss or damages arising from a failure to source funding or the resulting non-award, and bidders waive the right to institute proceedings on those grounds.

Stage 1A - Mandatory requirements (pass/fail, automatic disqualification)

• Signed closing/submission register.
• COIDA Letter of Good Standing.

Stage 1B - Other mandatory requirements (pass/fail; PRASA may allow three working days to submit outstanding information, failing which the bid is disqualified)

• All RFQ documentation completed, including all declarations.
• Signed JV/consortium/partnering/subcontract agreement naming the lead bidder, where applicable, with each partner submitting the required documents.
• Valid B-BBEE certificate, DTI/CIPC certificate or sworn affidavit; consolidated certificate for trusts, consortia and joint ventures.
• Directors' identity documents, proof of bank account, company registration/CK1, valid SARS PIN, CSD registration.

Stage 2 - Technical/functionality (100 points; minimum qualifying threshold 70%)

• Company experience: 30
• Resource availability: 20
• Technical methodology: 20
• Financial capability: 30
• Bidders below 70% are not evaluated at Stage 3.

Stage 3 - Price and specific goals (100 points, 80/20 system)

• Price: 80
• Specific goals: 20 (B-BBEE Level 2 or better, black women owned, 51% black owned, black youth owned - 5 points each, each supported by the stated proof)

Award discretion

• PRASA may award to a bidder that did not score the highest points where objective criteria justify it: negative track record on related projects, spreading awards to bidders not previously appointed, and avoiding concentration on previously appointed bidders.
• Factors weighed include the number and value of awards to the highest scoring bidder in preceding financial years, its capacity, the materiality of the price difference, and whether the goods, services or works are specialised.
• PRASA may split the award between more than one service provider where the work can be split.
• PRASA may appoint another bidder where the successful bidder fails to sign within 14 days, fails to provide security, bonds or guarantees, fails a condition precedent, or where final negotiations fail - provided the substitute is still within the bid validity period; the third ranked bidder is approached only if the second is also unable or unwilling.