Intensive train cleaning services (blue shed, south gauteng) — 24-Month contract

PRASA Facilities requires comprehensive deep cleaning services for all PRASA train sets staged at the Blue Shed facility, Braamfontein Staging Yard, South Gauteng Region. The service covers Yellow Trains, Electric Multiple Units (EMUs), and Main Line Passenger Services (MLPS) trains. Contract period: 24 months. Baseline volume: 2 train sets per day (40–45 per month), with operational flexibility for 1 to >2 sets per day. Primary deployment: day shift 07:30–16:10, Monday to Saturday; 7-day operation including public holidays; night-shift capacity required on instruction. Mandatory staffing: 13 cleaners + 1 dedicated supervisor daily (14 total). Contractor may be instructed to reallocate resources to other operational staging yards. A formalised working schedule with arrival/departure times will be issued upon contract award.

Closing date and time: 7 September 2026 at 12:00 (from tender record).

Current service contract expiry: 30 October 2026.

No compulsory briefing session, site visit, or clarification deadline is mentioned in the document.

Procuring entity: Passenger Rail Agency of South Africa (PRASA), South Gauteng Region, Facilities Department.

No named SCM or technical contact persons, email addresses, phone numbers, or physical submission address are provided in the document.

Submission method: Not explicitly stated in the document. Bidders must submit a complete quotation including all returnable documents.

Returnable documents required:

• SBD 1 (Invitation to Bid): signed offer cover page with bidder and contact details.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at PRASA.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 or 90/10 system.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently with no collusion.
• Authority to Sign / Board Resolution: authorises the named signatory to bind the bidder.
• Proof of CSD registration.
• Valid SARS tax compliance status PIN.
• B-BBEE certificate or sworn affidavit for preference points.

Disqualification risks: any returnable form left unsigned or omitted; quotations received after the closing time.

Evaluation method not explicitly detailed in the document. The specification states that Table 5 defines the compulsory minimum baseline for pricing evaluation, and the service provider is required to augment these tools with advanced industrial innovations to guarantee standard compliance. Preference points will be awarded per the PPPFA (80/20 or 90/10) based on B-BBEE status claimed on SBD 6.1. No minimum functionality or technical score thresholds are stated.

Scope: Deep cleaning and sanitisation of PRASA rolling stock (Yellow Trains, EMUs, MLPS) staged at Blue Shed, Braamfontein Staging Yard, South Gauteng Region.

Contract period: 24 months.

Volume baseline: 2 train sets per day; 40–45 train sets per month; volumes may fluctuate (1 to >2 sets per day).

Train timetable (baseline): Train set 1 received 07:30, handed over 12:00; Train set 2 received 12:00, handed over 16:00.

Operational hours: Day shift 07:30–16:10, Monday to Saturday; 7-day operation including public holidays; night-shift capacity required on instruction.

Mandatory staffing: 14 personnel daily (13 cleaners + 1 dedicated supervisor). No shift may under-operate without written authorisation from PRASA Facilities Manager.

Core services (daily frequency):

• Routine daily cleaning: waste removal, sweeping, mopping, dust extraction from floors, seats, panels, door frames, handrails; chewing gum removal.
• Exterior washing: approved industrial chemicals; no hose pipes on high-voltage equipment; 25 litres water per 2 coaches, changed every 2 coaches.
• Deep cleaning & restoration: heavy-duty detergents, high-pressure washing where applicable, stain extraction from upholstery, chemical scrub-down of structural panels.
• Sanitisation & infection control: broad-spectrum disinfectant via backpack sprayers/foggers before departure; wipe-down of high-touch surfaces, seats, floors.

Cleaning standards (pass criteria):

• Interiors: floors free of waste, dust, gum; seats free of dust, stains, graffiti; handrails sanitised, no stickiness; ceilings/luggage racks free of cobwebs, dust, stickers; walls/panels/heaters wiped, no scuff marks; interior windows streak-free; doors/tracks clean.
• Exteriors: body free of streaks, dust, mud, grime, graffiti; external doors/seals/handles washed; entry steps free of grease, oil, mud, slip hazards; exterior windows/windscreens clear.

Zero-tolerance: no graffiti, no litter in operational areas, no stains/odours/stagnant water.

Biohazard protocol: specialised PPE (nitrile gloves, goggles, fluid-resistant aprons, N95/FFP2 respirators); medical-grade disinfectant; disposal per NEMA.

Materials & equipment (mandatory minimum per Table 5): SABS-approved chemicals (pine gel, all-purpose cleaner, wax stripper/polish, degreaser, glass cleaner, metal polish, virucidal disinfectant, deodorant blocks, 40-micron refuse bags); tools (scrapers, colour-coded buckets, reinforced mop sticks, brooms/brushes, squeegees, toilet brush packs, microfiber/mutton cloths, non-scratch steel wool, anti-static dusters, wheelbarrows, insulated step ladders, backpack sprayers/foggers, reinforced water hoses, wet-floor signs); PPE (chemical-resistant gloves, FFP2/N95 masks, Class 2 high-vis vests, steel-toe boots, splash-proof goggles).

MSDS file for all chemicals must be maintained on-site.

All equipment must be SABS-approved and safe for railway environment.

Contractor supplies all machinery, tools, consumables at own cost; buffer stock of approved consumables required.

Personnel identification: company ID badge with photo, full name, designation, company name, site access authorisation number, deployment site (Blue Shed).

Attendance list of permanent and relief staff submitted before commencement.

Chain of command: PRASA issues instructions only to contractor's designated supervisor/contract manager.

Monthly reporting: operational report with invoice detailing resource deployment, ad-hoc costs, fee breakdowns, consumable allocations/costing, inspection findings, non-conformances, corrective actions.

Daily control sheets and shift validation sheets at Yard Management Office, signed by contractor supervisor and counter-signed by PRASA inspector.

Record keeping: equipment maintenance, consumable depletion, daily quality checklists, attendance registers at Depot Manager's office, available for audit.

Health & safety file (risk assessments, safe work procedures) must be submitted and approved before site access granted.

Compliance with BCEA, LRA, OHS Act, NEMA, National Railway Safety Regulator Act.

Staff paid at or above gazetted Sectoral Determination/National Minimum Wage by month-end via electronic transfer; certified proof of salary payments with each invoice.

Bidder must be a professional cleaning company with capacity to deploy 14 personnel daily (13 cleaners + 1 dedicated supervisor) plus verified relief staff. Must demonstrate ability to supply SABS-approved chemicals, equipment, and PPE per Table 5 mandatory minimum baseline. Must comply with all applicable statutory regulations (BCEA, LRA, OHS Act, NEMA, National Railway Safety Regulator Act) and bargaining council agreements. Must pay staff at or above gazetted Sectoral Determination/National Minimum Wage via electronic transfer by month-end with certified proof. Must maintain buffer stock of approved consumables. Must submit company ID badges for all staff per specification. Must provide proof of CSD registration, valid tax compliance status PIN, and B-BBEE certificate for preference points. No specific prior experience thresholds, track record requirements, or key personnel qualifications are stated in the document.

Quality acceptance framework (Table 6):

• Interior: floors swept/mopped, free of waste/dust/gum; seats free of dust/stains/graffiti; handrails/stanchions sanitised, no stickiness; ceilings/luggage racks free of cobwebs/dust/grease/stickers; walls/panels/heaters wiped, no scuff marks; interior windows streak-free; doors/tracks clean, no debris.
• Exterior: windows/windscreens free of road film/streaks/bird droppings/mud; body free of streaks/dust/mud/grime/graffiti; external doors/seals/handles washed, no grease/soot; entry steps swept/washed, free of grease/oil/mud/slip hazards.

Zero-tolerance daily standards: no graffiti on any surface; no litter in operational areas (all waste in central yard refuse); no stains/odours/grease films/stagnant water in coaches or change rooms; no loose papers, fruit peels, cans/bottles, cigarette butts, leaves, weeds, overflowing bins.

Pre-payment verification: mandatory visual and chemical safety inspections by PRASA Delegated Contract Manager before monthly invoice sign-off; payments withheld if quality metrics not met.

Operational supervision: continuous monitoring jointly by PRASA Facilities Management and contractor's supervisory team.

Daily SOPs (Table 3) for each zone:

• Commuter coaches (interior & exterior): debris clearance, waste management (40-micron bags), surface sanitisation, high-touch disinfection, glass care, floor maintenance, OHS wet-floor signs, tools maintenance.
• Locomotives/driver cabs: debris sweeping, receptacle sanitation, floor mopping, window clarity, dashboard/controls care (non-conductive detergent).
• Staging tracks/rail yards: litter picking, debris in industrial bags to primary yard bins, zero litter on tracks/ballast.
• Staff change rooms/ablutions: ablution disinfection, dust/window removal, mirror/fitting polish, shower sanitation, floor deep scrub.

Monthly management report includes walk-about inspection findings, non-conformances, corrective actions.

Daily control sheets and shift validation sheets signed by contractor supervisor and counter-signed by PRASA inspector.

Pricing format: not explicitly stated; Table 5 defines the compulsory minimum baseline for pricing evaluation.

Payment terms: monthly in arrears per approved fixed contract pricing schedule, subject to final SLA.

Penalties:

• General failure: proportional deduction of unperformed/defective services per day; continuous non-performance triggers GCC termination.
• Quality breaches capped at 10% of monthly contract value (additional to proportional deductions).
• Specific fixed penalties (per occurrence, deducted monthly):

• Absence of mandated team leader/supervisor/cleaner: daily wage rate per missing staff member.

• Personnel without approved corporate uniform: R500 per cleaner per day.

• Personnel without proper PPE: R1,000 per cleaner per day.

• Unavailability/non-use of prescribed SABS-approved chemicals: R1,000 per day.

• Total unexcused unavailability of cleaning services: R500 per day.

• Unavailability/breakdown/defective hand tools or equipment: R500 per incident per day.

• Illicit/non-compliant waste disposal: R500 per incident.

• Service disruption from unprotected internal labour strikes: R500 per striking cleaner per day.

• Failure to clean interior zones or clear waste bins: R500 per incident.

No bond, guarantee, or insurance amounts specified.

Mandatory compliance:

• CSD registration (proof required).
• Valid SARS tax compliance status PIN.
• B-BBEE certificate or sworn affidavit for preference points (SBD 6.1).
• Compliance with Basic Conditions of Employment Act, Labour Relations Act, Occupational Health and Safety Act, National Environmental Management Act, National Railway Safety Regulator Act.
• Sectoral Determination/National Minimum Wage compliance; electronic salary payments by month-end with certified proof.
• SABS-approved chemicals and equipment; MSDS file on-site.
• Buffer stock of approved consumables to ensure zero downtime.
• Health and safety file (risk assessments, safe work procedures) approved before site access.
• Personnel ID badges per specification.
• Attendance register of permanent and relief staff submitted before commencement.
• Daily quality inspection checklists signed by contractor supervisor and counter-signed by PRASA inspector.
• Monthly operational report with invoice.
• Waste disposal per NEMA; 40-micron minimum refuse bags.
• No sharp knives for gum removal; scrapers only.
• Insulated handles for mops/squeegees; no water spray on high-voltage equipment.
• Water usage limit: 25 litres per 2 coaches, changed every 2 coaches.
• Chemicals must not damage paint; client approval required for any chemical not on preferred list.

Returnable forms (one line each):

• SBD 1: signed offer cover page.
• SBD 4: declaration of interest (state employment/connection disclosure).
• SBD 6.1: B-BBEE preference points claim.
• SBD 8: past SCM practices declaration.
• SBD 9: independent bid determination certificate.
• Authority to Sign / Board Resolution: authorises signatory.

OHS compliance: Occupational Health and Safety Act, 1993; National Railway Safety Regulator Act, 2002.

Mandatory PPE (continuous supply): chemical-resistant gloves, FFP2/N95 particle dust masks, Class 2 high-visibility reflective safety vests (PRASA approved), steel-toe-cap safety boots (SANS approved), splash-proof safety goggles/eye protection.

Biohazard protocol: specialised thick-gauge nitrile chemical gloves, safety goggles, fluid-resistant aprons, N95/FFP2 respirators for personnel handling human excrement, blood, vomit, faecal matter; medical-grade disinfectant; waste isolated and disposed per NEMA.

Safety equipment: "Caution: Wet Floor" A-frame warning signs (pack of 10) mandatory at station barricading; industrial non-conductive step ladders (fiberglass/insulated) for high-level cleaning; insulated handles for mops and squeegees; no water spray on high-voltage equipment (heaters, electrical components).

Health and safety file (risk assessments, safe work procedures) must be submitted and approved by PRASA Management before site access granted.

Regular and ad-hoc compliance audits; non-conformances corrected immediately at contractor's cost.

Water usage limit: 25 litres per 2 coaches, changed every 2 coaches to prevent contamination.

Chemicals must be SABS-approved, non-corrosive, non-detrimental to paint, polycarbonate windows, internal finishes; MSDS file maintained on-site.

No sharp knives for gum removal; scrapers only.

Waste disposal: 40-micron minimum refuse bags; all waste to designated yard skips; no waste left in coaches, cabs, change rooms, track ballast; illicit disposal penalty R500 per incident.

Staff paid at or above gazetted Sectoral Determination/National Minimum Wage by month-end via electronic transfer; certified proof with each invoice.

Environmental compliance: National Environmental Management Act, 1998 (NEMA).

All cleaning chemicals must be SABS-approved, environmentally friendly, non-corrosive, non-detrimental to rolling stock paint, polycarbonate windows, internal finishes.

Chemicals must be approved by PRASA prior to use; contractor to acquaint with client's preferred chemical list.

MSDS file for all chemical compounds maintained on-site at Blue Shed facility.

Waste disposal: heavy-duty refuse bags (minimum 40-micron thickness); all waste transferred immediately to designated yard skips; no waste left in coaches, cabs, change rooms, track ballast; illicit/non-compliant disposal penalty R500 per incident.

Biohazard waste (human excrement, blood, vomit, faecal matter): isolated, treated with medical-grade disinfectant, disposed per NEMA regulations.

Water usage control: 25 litres water per 2 coaches, changed every 2 coaches; no hose pipes on coach bodies; no water/detergent penetration of heaters/electrical equipment.

Environmental housekeeping: exceptional safety and housekeeping practices integrated into daily workflows; regular/ad-hoc compliance audits; non-conformances corrected immediately at contractor's cost.

Broad-spectrum virucidal disinfectant (sanitiser) for daily interior backpack sanitisation; industrial deodorant blocks and air freshener for ablution/coach odor control.

Contract duration: 24 months.

Contract framework: Technical Specifications, General Terms and Conditions, Form of Tender.

Payment: monthly in arrears per approved fixed pricing schedule, subject to final SLA.

Penalties:

• General failure: proportional deduction for unperformed/defective services per day; continuous non-performance triggers GCC termination.
• Quality breach cap: 10% of monthly contract value (additional to proportional deductions).
• Fixed penalties per occurrence (deducted monthly):

• Missing mandated team leader/supervisor/cleaner: daily wage rate per missing staff member.

• No approved corporate uniform: R500 per cleaner per day.

• No proper PPE: R1,000 per cleaner per day.

• Unavailable/non-use of prescribed SABS-approved chemicals: R1,000 per day.

• Total unexcused service unavailability: R500 per day.

• Defective/unavailable hand tools or equipment: R500 per incident per day.

• Illicit/non-compliant waste disposal: R500 per incident.

• Service disruption from unprotected internal strikes: R500 per striking cleaner per day.

• Failure to clean interior zones or clear waste bins: R500 per incident.

Employee wage protection: staff paid at or above gazetted Sectoral Determination/National Minimum Wage by month-end via electronic transfer; certified proof of payment with each invoice. Late payment: immediate written warning; persistent non-compliance = immediate contract cancellation.

Pre-payment verification: mandatory visual and chemical safety inspections by PRASA Delegated Contract Manager before monthly invoice sign-off; payments withheld if quality metrics (Section 8) not met.

Site access: granted only after Health and Safety File (risk assessments, safe work procedures) approved by PRASA Management.

Environmental housekeeping: integrated into daily workflows; regular/ad-hoc compliance audits; non-conformances corrected immediately at contractor's cost.

Record keeping: equipment maintenance, consumable depletion, daily quality checklists, attendance registers at Depot Manager's office, available for immediate audit.

Monthly management report with invoice: resource deployment, ad-hoc costs, fee breakdowns, consumable allocations/costing, inspection findings, non-conformances, corrective actions.

Daily control sheets and shift validation sheets at Yard Management Office, signed by contractor supervisor, counter-signed by PRASA inspector.

Peak period scaling: extended shifts or resource scaling during High Peak Periods formally negotiated, costed, authorised via formal amendment.

Legislative compliance: BCEA, LRA, OHS Act, NEMA, National Railway Safety Regulator Act.

Existing service contract expires 30 October 2026.

Evaluation criteria not fully detailed in the document. Pricing evaluation uses the mandatory minimum baseline in Table 5 (materials and equipment). The service provider must augment this baseline with advanced industrial innovations to guarantee compliance. Preference points awarded per PPPFA (80/20 or 90/10) based on B-BBEE status claimed on SBD 6.1. No minimum functionality score or technical threshold stated.