RFQ: cleaning and horticultural services for PRASA cluster 3 & 12 stations (western cape) – 12-Month contract

Regions for a period of 12 months in wcr region

Bid response documents shall be addressed as follows:

Bid response documents may be deposited in the bid box situated at (street

Address):

PRASA tender drop off office

3 old marine drive

Cape town

Bidding procedure enquiries may be directed to

CONTACT PERSON Qaqamba Kona

Telephone number 021 832 1040

E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration

Number

Supplier compliance tax central

Status compliance or supplier maaa.........

SYSTEM PIN: DATABASE No: ........

Yes No

2.1 Are you the

2.2 Are you a foreign

ACCREDITED Yes No BASED SUPPLIER FOR THE [IF YES,

Representative in

Goods /services /works answer the

South africa for

[If yes enclose offered? Questionnair

The goods /services

Proof] e below ]

/Works offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register

For a tax compliance status system pin code from the south african revenue

Service (SARS) and if not register as per 2.3 Below.

Part b: terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late

Bids will not be accepted for consideration.

1.2. All bids must be submitted on the official forms provided– (not to be re-

Typed) or in the manner

1.3. Prescribed in the bid document.

1.4. This bid is subject to the preferential procurement policy framework act,

2000 and the preferential procurement regulations, 2022, the general

Conditions of contract (gcc) and, if applicable, any other special conditions

Of contract.

2. Tax compliance requirements

2.1 Bidders must ensure compliance with their tax obligations.

2.2 Bidders are required to submit their unique personal identification number

(Pin) issued by SARS to enable PRASA to verify the taxpayer’s profile and tax

Status.

2.3 Application for tax compliance status (tcs) pin may be made via e-filing

Through the SARS website www.SARS.GOV.ZA.

2.4 Bidders may also submit a printed tcs certificate together with the bid.

2.5 In bids where consortia / joint ventures / sub-contractors are involved, each

Party must submit a separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central

Supplier database (csd), a csd number must be provided.

2.7 NO bids will be considered from persons in the service of the state,

Companies with directors who are persons in the service of the state, or

Close corporations with members persons in the service of the state.

Nb: failure to provide / or comply with any of the above particulars may render

The bid invalid.

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

Date: ...................................................

Nb:

• Quotation(s) must be addressed to PRASA before the closing date and time shown above.
• PRASA General Conditions of Purchase shall apply.

Section 2

Notice to bidders

1. Responses to RFQ

Responses to this RFQ [Quotations] must not include documents or reference relating

to any other quotation or proposal. Any additional conditions must be embodied in an

accompanying letter. Proposals must reach PRASA before the closing hour on the date

shown on SBD1 above and must be enclosed in a sealed envelope.

2 communication

Bidder/s are warned that a response will be liable for disqualification should any attempt

be made either directly or indirectly to canvass any SCM Officer(s) or PRASA employee

in respect of this RFQ between the closing date and the date of the award of the

business.

3 bidders complaints process

3.1 Bidders are advised utilize this email address ([email protected]) for lodging of

complaints to PRASA in relation to this bid process. The following minimum information

about the bidder must be included in the complaint:

3.1.1 Bid/Tender Description;

3.1.2 Bid/Tender Reference Number;

3.1.3 Closing date of Bid/Tender;

3.1.4 Supplier Name;

3.1.5 Supplier Contact details; and

3.1.6 The detailed compliant.

4 legal compliance

The successful Bidder shall be in full and complete compliance with any and all

applicable national and local laws and regulations.

5 changes to quotations

Changes by the Bidder to its submission will not be considered after the closing date and

time.

1.1. PRASA requires a full station cleaning service for a mix of facilities which are found at

various Commuter Railway Stations. The facilities include staff offices, mess rooms, staff

and public ablutions facilities, commuter waiting rooms, platform areas, bridges and

subways, access roads and concourse areas. The facilities must be kept to a high standard

of cleanliness and must be cleaned regularly to provide better environment for the

commuters.

1.2. The provision of cleaning of railway tracks between platforms in the station precinct forms a critical

part of the station cleaning service and is incorporated as part of the station cleaning contracts.

1.3. The Western Cape Region consists of 4 corridors with a total of ± 124 stations 5 of them

categorised as super core stations, 24 Core stations, 28 immediate, 40 small and 27 Halt Stations.

1.4. The combined total ticket issued per month for all the stations in these corridors is 736 656 tickets

issued per month according to the latest information available. While the patronage cannot be

conclusively confirmed, the ticket information gives an indication of the total feet that pass through

these stations.

1.5. PRASA committed through its “Passenger Charter” to providing train service that is safe, reliable

and with stations that are functional and clean. This is the commitment of the business objective

of providing a train service for the future at modernized stations that will be required maintenance

and cleaning of the highest standard.

2. Background information

2.1. Status quo

2.1.1. The Region appointed a Cleaning & Horticultural service provider through an open tender

process to provide cleaning services in the specified corridor for a period of (3) years. The

Contract came to an end on the 02 May 2026.

2.2. Problem Statement

2.2.1. PRASA considers stations as crucial entry points into their business environment, and they

provide a crucial representation of its image.

2.3.2. The impression that customers have of PRASA depends on their experience of stations

and therefore, cleanliness of the stations and their facilities is extremely important in this

regard. PRASA customers deserve clean stations and PRASA is committed in delivering

cleaner facilities for its customers.

2.3.3. Filthy stations are not only health and safety hazards, environmentally unfriendly and/or

inconvenient to customers but are a risk to the business of PRASA and have reputational

damages to the image of PRASA.

3. Objectives of the proposed project

3.1. Desired outcome for carrying out the proposed project

The scope of work shall cover daily cleaning and horticulture services of the entire station

precinct and the facilities of the station. PRASA thorough tender process will invite

professional cleaning companies to submit a tender providing cleaning and horticultural

services for the following corridors in the Western Cape Region.

Cluster 3 and 12 (area Ikapa / Northern line)

• Cluster 3 has total number of 9 stations and 5 of them categorized as small stations and 1

intermediate and 3 halt.

• Cluster 12 has total number of 7 stations, 5 of them are categorised as Halt, and 2

intermediate station

3.2. Project benefits to PRASA

3.2.1. Clean PRASA stations and facilities

3.2.2. Facilities that are in compliant with Occupational Health and Safety Standards

4.1. Scope of Desired Solution

The scope of work shall cover daily cleaning and horticulture services of the entire station precinct and

the facilities of the station. PRASA thorough tender will invite professional cleaning companies to submit a

tender providing cleaning and horticultural services for the following corridors in the Western Cape Region.

Cluster 3 and 12 (area Ikapa / Northern line):

• Cluster 3 has total number of 9 stations and 5 of them categorized as small stations and 1

intermediate and 3 halt.

• Cluster 12 has total number of 7 stations, 5 of them are categorised as Halt, and 2 intermediate

stations.

4.1.2. The services required shall focus but not limited to below scope of work:

• General cleaning and horticultural services
• Deep cleaning services
• Disinfecting and decontamination of surfaces

a.) The Contractor shall comply strictly with health, safety and environmental requirements for

cleaning of the railway tracks and platforms at the station. PRASA will provide training on

methodology of cleaning tracks to the successful bidder. The tracks and platforms shall only

be cleaned during the off-peak period during weekdays, though this will not apply to

weekends and public holidays.

b.) The Contractor shall ensure full compliance with all applicable Statutory Regulations of the

industry. The legislative requirements to be complied with but not limited to the below:

• The Basic Conditions of Employment Act 1997 (Act no )
• The Labour Relations Act, 1995 (Act no )
• The Occupational Health and Safety Act, 1993 (Act no )
• The National Environmental Management Act (Act no )
• National Railway Safety Regulator Act (16/2002)
• Bargaining Council for cleaning industry

c.) The service provider may employ the innovation and best cleaning methods which will ensure

the highest level of cleanliness of Station facilities.

4.1.3. The service provider shall clean the facilities in line with detailed specification of the work and

description of service, frequency and Daily Cleaning Procedure

4.1.4. The service provider shall ensure periodical deep cleaning service is done to enhance the level of

cleanliness at the station

4.1.5 The Service provider shall ensure that the washing of carpets and furniture with upholstery is provided

on an as and when required basis.

4.2. The Station Clustering

The stations are clustered according to the portion of the WCR network as illustrated in the

diagram below.

Station Details Cluster 3

4.2.1 Cluster 3 has total number of 9 stations and 3 of them categorized as Halt and 5 Small

station and 1 intermediate.

4.2.2 The contract will cover the cleaning and horticulture services of various facilities within the

station precinct.

Table 4.1 The table below illustrates the targeted areas within the station precinct.

Station name Platform Number of Footbridg e/Subway Railway Tracks Public Toilets Ticket Office Waiting Areas Staff Offices Parking area Access control Concours e Entrances and Walkways Lifts Waste Area/ Facility

Yesterplaat 2 1 2 1 1 8 1 0 1 1 0 0 0

Century City 2 1 2 1 1 4 1 0 1 1 1 1 1

Monte Vista 2 1 2 1 1 4 1 1 1 0 0 0 0

De Grendel 2 1 2 1 1 4 1 1 1 0 0 0 0

Avondale 2 1 2 1 1 4 1 1 1 0 0 0 0

Ooosterzee 2 1 2 1 1 4 1 1 1 0 0 0 0

Total 12 6 12 6 6 28 6 4 6 2 1 1 1

Table 4.2 the extend coverage of the proposed project

(m2) (m2) (m2) (m2) Station name

m2) m2) Platform ( Footbridge /Subway (m2) Track Rails Public Toilets (m2) Ticket Office Waiting Areas Staff Offices (m2) Parking area Access control (m2) Concourse ( Entrances and Walkways Lifts Waste Area/ Facility

Yesterplaat 4641 1444 4012 108 162 120 108 0 162 85 0 0 0

Century City 4641 80 4029 250 157 60 74 150 15 335 58 1 25

Monte Vista 4641 80 1704 45 67 60 45 300 25 0 50 0 0

De Grendel 4641 80 1704 20 25 60 28 0 40 0 75 0 0

Avondale 4641 60 1704 20 20 60 15 150 50 0 150 0 0

Ooosterzee 4641 144 1704 20 25 60 80 150 50 0 150 0 0

Total 27846 1888 14857 463 456 420 350 750 342 420 483 1 25

4.2.3 The Staffing Plan and Shift System

4.2.3.1. Staff Deployment

The total cleaning staff/personnel to be provided in this specification is 17 including the

cleaners and supervisors as per the table below. Contractor to make provision for relivers

with an additional 10% of total staff, relivers fill-in should any employees fail to report for

duty for whatever reason. It must be noted that PRASA stations operate seven (7) days a

week including public holidays, any extended operating hours will be negotiated with the

service provider should such requirements be deemed necessary during high peak periods.

Table 4.3 The number of staff required per shift

Shift 1 Shift 2 Shift 4

Shift 3

Monday Monday Sunday &

Stations Staff Required Supervisors to Friday to Friday Saturday Holiday

06:00 – 09:00 – 07:00 – 14:00 07:00 – 14:00

15:00 18:00

1 4 2 2 2 2

Yesterplaat

Paardeneiland 4

4 n/a n/a n/a

Acasia Park

4 2 2 0 1 1

Kentemade

5 4 2 2 2 2 2

Century City

6 2 2 0 1 1

Monte Vista

7 2 2 0 1 1

De Grendal

1 1

8 2 2 0

Avondale

1 1

9 2 2 0

Oosterzee

Total 22 2 14 8 9 9

Station Details Cluster 12

4.2.1 Cluster 12 has total number of 7 stations and 5 of them are categorised as Halt, and 2

intermediates

4.2.1 The contract will cover the cleaning and horticulture services of various facilities within the station

precinct.

Stage 1A – Mandatory Requirements

If you do not submit the following mandatory documents/requirements, your bid will be

automatically disqualified.

Only bidders who comply with stage 1A will be evaluated further.

No. Description of requirement

a) Price Schedule (Annexure A) and Pricing and Delivery Schedule (Section 4)

must be submitted as volume 2 in Envelope 2.

To facilitate like-for like comparison bidders must submit pricing strictly in

accordance with this price schedule provided and not utilize a different format.

Deviation from this pricing schedule will result in a bid being declared non-

responsive

b) Valid certified copy of the NCCA (National Contract Association) or NCA

(National Cleaning Association) or BEECA Cleaning Associations certificates or

CASA (Cleaning Association of South Africa) and or any relevant applicable

cleaning association which must be valid on closing date of tender submission

Stage 1B – Other Mandatory Requirements

If you do not meet the following Other-mandatory documents/requirements, at pre-award

stage, PRASA may request the bidder to submit the information within three (3)working days.

Should this information not be provided, your bid proposal will be disqualified.

Only bidders who comply with stage 1B will be evaluated further.

No. Description of requirement

a) Letter of Good Standing (COIDA)

b) Valid Tax Clearance certificate (must be valid on closing date of submission of

the RFQ) or Supply of valid SARS Pin

CSD supplier registration number or CSD Report c)

d) Completion of ALL RFQ documentation (includes ALL declarations)

e) Briefing Session Certificate of attendance (Section 8) needs to be completed,

signed and submitted with the RFQ. Bidders must also reflect on the

Compulsory Briefing Session Attendance Register

f) Bidders to Fill and Sign the closing/submission register at PRASA Tender

drop office,3 Old Marine Drive on submission of the RFQ documents

g) Proof of Bank Account (i.e. letter issued by the bank)

h) Company Registration Documents, (Certificate of Incorporation)

i) Certified copy of ID Documents of the Owners

j) Provide proof of offices in this region.

Telephone Bill / Municipal Bill / Bank Account, each or all Noting the Address of

the Offices in Western Cape Region. The Bid evaluation team may choose to

visit the contractor’s premises to ascertain that the bidder is indeed have offices

within the Western Cape Region

Stage 1c - documents required for scoring

Documents required for Scoring - The following Non-Mandatory Documents used for

purposes of scoring a bid. If not submitted by the closing date and time of this bidwill not

result in a Respondent’s disqualification. However, Bidders will receive a score of zero for

the applicable evaluation criterion: -

BBEE Certificate/Sworn Affidavit (in case of a JV, a consolidated will be accepted)

Audited Annual Financial/ B-BBEE certificate/ affidavit

Certified copy of ID Documents of the Owners

Certified copy of ID Documents of the Owners and Doctors not confirming the disability

Stage 2: pricing and specific goals

The following formula shall be used to allocate scores to the interested bidders.

The maximum points for this tender are as follows:

Points

Price 80

Specific goals 20

Total points for price and specific goals 100

Formulae for procurement of goods and services

Points awarded for price

The 80/20 preference point systems

A maximum of 80 points is allocated for price on the following basis:

PS = 80 (1 − Pt−Pmin )

Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

Points awarded for specific goals

In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that, if it is

unclear whether the 80/20 preference point system applies, an organ of state must, in the tender documents,

stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 preference point

system will apply and that the highest acceptable tender will be used to determine the

applicable preference point system: or

(b) any other invitation for tender, that either the 80/20 preference point system will apply and

that the lowest acceptable tender will be used to determine the applicable preference point

system,

then the organ of state must indicate the points allocated for specific goals for both and 80/20

preference point system.

Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: 80/20 preference point system is applicable, corresponding points must also

be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each preference point system.)

Number of points Number of points

claimed (80/20 allocated The specific goals allocated points in system)

terms of this tender (80/20 system)

(To be completed by

(To be completed by the tenderer)

the organ of state)

Entities with a B-BBEE contributor status 6

of at least level 2

EME 51% Black Owned 5

51% Black Women 4

51% Black Youth 3

Owned by Black People 2

with Disability (PWD)

Total 20

Section 4

Pricing and delivery schedule

Bidders are required to complete the attached Pricing Schedule Annexure A on envelop 2.

1 Prices must be quoted in South African Rand, inclusive of all applicable taxes.

2 Price offer is firm and clearly indicate the basis thereof.

3 Pricing schedule is completed in line with schedule if applicable (delete if not applicable).

4 Cost breakdown must be indicated.

5 Price escalation basis and formula must be indicated.

6 To facilitate like-for like comparison bidders must submit pricing strictly in accordance with this

price schedule provided and not utilize a different format. Deviation from this pricing schedule

could result in a bid being declared non-responsive.

7 Please note that should you have offered a discounted price(s), PRASA will only consider

such price discount(s) in the final evaluation stage on an unconditional basis.

8 Bidders are to note that if price offered by the highest scoring bidder is not market related,

PRASA may not award the contract to the Bidder. PRASA may:

9 Negotiate a market-related price with the Bidder scoring the highest points;

10 If that Bidder does not agree to a market-related price, negotiate a market-related price with the Bidder

scoring the second highest points;

11 If the Bidder scoring the second highest points does not agree to a market-related price,

negotiate a market-related price with the Bidder scoring the third highest points;

12 If a market-related price is not agreed with the Bidder scoring the third highest points, PRASA

must cancel the RFQ.

I / We (Insert

Name of Bidding Entity) of

code

(Full address) conducting business under the style or title of

__________________________________represented by:________________________ in my

capacity as:__________________________being duly authorised, hereby offer to undertake and

complete the above-mentioned work/services at the prices quoted in the bills of quantities / schedule of

quantities or, where these do not form part of the contract, at a lumpsum, of

R _____________________________________________________________________amount in

numbers);_________________________________________________________________________

__________________________________________________________(amount in words) Incl. VAT.

DELIVERY PERIOD: Suppliers are requested to offer their earliest delivery period possible.

Delivery will be effected within ................ working days from date of order. (To be completed

by Service provider)

Section 5

PRASA general conditions of purchase

General

PRASA and the Supplier enter into an order/contract on these conditions to supply the items

(goods/services/works) as described in the order/contract.

Conditions

These conditions form the basis of the contract between PRASA and the Supplier.

Notwithstanding anything to the contrary in any document issued or sent by the Supplier, these

conditions apply except as expressly agreed in writing by PRASA.

No servant or agent of PRASA has authority to vary these conditions orally. These general

conditions of purchase are subject to such further special conditions as may be prescribed in

writing by PRASA in the order/contract.

Price and payment

The price or rates for the items stated in the order/contract may include an amount for price

adjustment, which is calculated in accordance with the formula stated in the order/contract.

The Supplier may be paid in one currency other than South African Rand. Only one exchange

rate is used to convert from this currency to South African Rand. Payment to the Supplier in

this currency other than South African Rand, does not exceed the amounts stated in the

order/contract. PRASA pays for the item within 30 days of receipt of the Suppliers correct tax

invoice.

Delivery and documents

The Supplier’s obligation is to deliver the items on or before the date stated in the

order/contract. Late deliveries or late completion of the items may be subject to a penalty if

this is imposed in the order/contract. No payment is made if the Supplier does not provide the

item as stated in order/contract.

Where items are to be delivered the Supplier:

Clearly marks the outside of each consignment or package with the Supplier’s name and full

details of the destination in accordance with the order and includes a packing note stating the

contents thereof; On dispatch of each consignment, sends to PRASA at the address for

delivery of the items, an advice note specifying the means of transport, weight, number of

volume as appropriate and the point and date of dispatch; Sends to PRASA a detailed priced

invoice as soon as is reasonably practical after dispatch of the items, and states on all

communications in respect of the order the order number and code number (if any).

Containers / packing material

Unless otherwise stated in the order/contract, no payment is made for containers or packing

materials or return to the Supplier.

Title and risk

Without prejudice to rights of rejection under these conditions, title to and risk in the items

passes to PRASA when accepted by PRASA.

Rejection

If the Supplier fails to comply with his obligations under the order/contract, PRASA may reject

any part of the items by giving written notice to the Supplier specifying the reason for rejection

and whether and within what period replacement of items or re-work are required.

In the case of items delivered, PRASA may return the rejected items to the Supplier at the

Supplier’s risk and expense. Any money paid to the Supplier in respect of the items not

replaced within the time required, together with the costs of returning rejected items to the

Supplier and obtaining replacement items from a third party, are paid by the Supplier to

PRASA.

In the case of service, the Supplier corrects non-conformances as indicated by PRASA.

Pt−P min

Ps = 80 (1 − )

P min

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.2. Formulae for disposal or leasing of state assets and income

Generating procurement

3.2.1. Points awarded for price

A maximum of 80 points is allocated for price on the following basis:

Pt−P max

Ps = 80 (1 + )

P max

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

4. Points awarded for specific goals

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement

Regulations, preference points must be awarded for specific goals stated in the tender.

For the purposes of this tender the tenderer will be allocated points based on the goals

stated in table 1 below as may be supported by proof/ documentation stated in the

conditions of this tender:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which

states that, if it is unclear whether the 80/20 or 90/10 preference point system applies,

an organ of state must, in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or

90/10 preference point system will apply and that the highest acceptable tender

will be used to determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point

system will apply and that the lowest acceptable tender will be used to determine

the applicable preference point system,

then the organ of state must indicate the points allocated for specific goals for both the

90/10 and 80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table

below.

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is

applicable, corresponding points must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each

preference point system.)

Number of points Number of points

allocated claimed (80/20

The specific goals allocated points in (80/20 system) system)

terms of this tender (To be completed by (To be completed by

the organ of state) the tenderer)

Entities with a B-BBEE contributor status 6

of at least level 2

EME 51% Black Owned 5

51% Black Women 4

51% Black Youth 3

Owned by Black People with Disability 2

Total 20

Declaration with regard to company/firm

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown

in paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary

proof to the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any

of the conditions of contract have not been fulfilled, the organ of state may, in

addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered

as a result of having to make less favourable arrangements due

to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

Section 8

Certificate of attendance of compulsory RFQ briefing

Request number:

WCR/01/2026

Request for REQUEST FOR QUOTATION (RFQ) FOR APPOINTMENT OF CONTRACTOR

For cleaning and horticultural services at cluster 3 & 12 for

Quotation: WCR REGIONS FOR A PERIOD OF 12 MONTHS IN WCR REGION

Attendance

This is to certify that has / have today attended the

site inspection / RFQ briefing session to which this enquiry relates.

THUS DONE and SIGNED at on

this

day of

for / on behalf of PRASA Designation

Acknowledgement

This is to certify that the Bidder attended the above mentioned briefing session/ site inspection

and has / have acquainted himself / themselves with the Contract, Project Specification / Special

Conditions, Specifications and / or Bills of Quantities / Schedule of Quantities / Schedule of

Prices, together with the drawings enumerated therein, as laid down by the PRASA for the

carrying out of the proposed WORKS to which the enquiry relates

THUS DONE and SIGNED at on

this day of

Duly authorised signatory(ies) witnesses

1. 1.

2. 2.

3. 3.

Section 9

Without prejudice to any other rights of PRASA under these conditions, the Supplier warrants

that the items are in accordance with PRASA’s requirements, and fit for the purpose for which

they are intended, and will remain free from defects for a period of one year (unless another

period is stated in the Order) from acceptance of the items by PRASA.

The Supplier indemnifies PRASA against all actions, suits, claims, demands, costs, charges

and expenses arising in connection therewith arising from the negligence, infringement of

intellectual or legal rights or breach of statutory duty of the Supplier, his subcontractors, agents

or servants, or from the Supplier’s defective design, materials or workmanship.

The Supplier indemnifies PRASA against claims, proceedings, compensation and costs

payable arising out of infringement by the Supplier of the rights of others, except an

infringement which arose out of the use by the Supplier of things provided by PRASA.

Assignment and sub-contracting

The successful Bidder awarded the contract may only enter into a subcontracting

arrangement with PRASA’s prior approval. The contract will be concluded between the

successful Bidder and PRASA, therefore, the successful Bidder and not the sub-contractor

will be held liable for performance in terms of its contractual obligations.

Governing law

The order/contract is governed by the law of the Republic of South Africa and the parties

hereby submit to the non-exclusive jurisdiction of the South African courts.

Section 6 sbd4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to

bid. In line with the principles of transparency, accountability, impartiality, and ethics

as enshrined in the Constitution of the Republic of South Africa and further expressed

in various pieces of legislation, it is required for the bidder to make this declaration in

respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of

Restricted Suppliers, that person will automatically be disqualified from the bid

process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or

any person having a controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable,

state employee numbers of sole proprietor/ directors / trustees / shareholders /

members/ partners or any person having a controlling interest in the enterprise, in table

below.

Full Name Identity Number Name of State

institution

2.2 Do you, or any person connected with the bidder, have a relationship with any person

who is employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners

or any person having a controlling interest in the enterprise have any interest in any

other related enterprise whether or not they are bidding for this contract? YES/NO

1 the power, by one person or a group of persons holding the majority of the equity of an

enterprise, alternatively, the person/s having the deciding vote or power to influence or to

direct the course and decisions of the enterprise.

2.3.1 If so, furnish particulars:

........................................................................................

........................................................................................

3 Bidder’s declaration regarding PEPs/PIPs

PRASA requires bidders to disclose if they have Politically Exposed Persons (“PEP”)2 or

Prominent Influential Persons (“PIP”)3 and related individuals in their organisation and/or

beneficial owners / shareholders who are PEP/PIP.

PRASA reserves the right not to enter into a business relationship with such person,

official or entity, provided there are objective factors that justify the conclusion of such

business relationship, and the decision is based on achieving the best interest of PRASA.4

3.1 Is the bidder a PEP/PIP? YES/NO

3.2 Does the bidder have an existing relationship with a PEP/PIP? YES/NO

3.3 Where a relationship with a PEP/PIP exists, the bidder is required to furnish particulars of

the nature of the exposure, term of the office and description of activities relating to

exposure, in table below.

Name of PEP/PIP & Term of the office Description of activities relating to

Nature of the Exposure/Influence

Exposure/Influence

2 Both foreign and domestic politically exposed person as specified in Schedule 3A and

3B of the Financial Intelligence Centre Act No. as amended. (refer to Annexure

2 of the PRASA Code of Conduct for dealing with Politically Exposed Persons, Prominent

Influential Persons and Related Parties).

3 As reflected in Schedule 3C of the Financial Intelligence Centre Act No. (refer

to Annexure 2.1.2 of the PRASA Code of Conduct for dealing with Politically Exposed

Persons, Prominent Influential Persons and Related Parties).

4 Clause 4.5 of the PRASA Code of Conduct for dealing with Politically Exposed Persons,

Prominent Influential Persons and Related Parties.

3.4 Declaration:

I/We the undersigned

(Name) hereby certify that the PEP/PIP information furnished in this bid document is true and

correct. We further certify that we understand that where it is found that we have made a false

declaration or statement in this bid, PRASA may disqualify our bid or terminate a contract we

may have with PRASA where we are successful in this tender.

______________________________ ______________________________

Signature Date

______________________________ ______________________________

Position Name of bidder

and expenses arising in connection therewith arising from the negligence, infringement of

intellectual or legal rights or breach of statutory duty of the Supplier, his subcontractors, agents

or servants, or from the Supplier’s defective design, materials or workmanship.

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown

in paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary

proof to the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any

of the conditions of contract have not been fulfilled, the organ of state may, in

addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered

as a result of having to make less favourable arrangements due

to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

Section 8

Telephone number 021 832 1040

E-MAIL ADDRESS [email protected]

site inspection / RFQ briefing session to which this enquiry relates.

reasonable period after being requested to do so, PRASA reserves the right to award

the business to the next highest ranked bidder provided that he/she/it is still prepared to

provide the required goods at the quoted price.

review and acceptance or rejection by PRASA’s Legal Counsel, prior to consideration

for an award of business.

10 national treasury’s central supplier database

Bidders are required to self-register on National Treasury’s Central Supplier Database

(CSD) which has been established to centrally administer supplier information for all

organs of state and facilitate the verification of certain key supplier information. PRASA

is required to ensure that price quotations are invited and accepted from prospective

bidders listed on the CSD. Business may not be awarded to a bidder who has failed to

register on the CSD. Only foreign suppliers with no local registered entity need not

register on the CSD. The CSD can be accessed at https://secure.csd.gov.za/.

(Name) hereby certify that the PEP/PIP information furnished in this bid document is true and

correct. We further certify that we understand that where it is found that we have made a false

declaration or statement in this bid, PRASA may disqualify our bid or terminate a contract we

may have with PRASA where we are successful in this tender.

______________________________ ______________________________

of section 59 of the Competition Act No and or may be reported to the National

Prosecuting Authority (NPA) for criminal investigation and or may be restricted from

conducting business with the public sector for a period not exceeding ten (10) years in

terms of the Prevention and Combating of Corrupt Activities Act No or any other

applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2, 3 and 4

2.1. Status quo

2.1.1. The Region appointed a Cleaning & Horticultural service provider through an open tender

process to provide cleaning services in the specified corridor for a period of (3) years. The

Contract came to an end on the 02 May 2026.

2.2. Problem Statement

2.2.1. PRASA considers stations as crucial entry points into their business environment, and they

provide a crucial representation of its image.

2.3.2. The impression that customers have of PRASA depends on their experience of stations

and therefore, cleanliness of the stations and their facilities is extremely important in this

regard. PRASA customers deserve clean stations and PRASA is committed in delivering

cleaner facilities for its customers.

2.3.3. Filthy stations are not only health and safety hazards, environmentally unfriendly and/or

inconvenient to customers but are a risk to the business of PRASA and have reputational

damages to the image of PRASA.

precinct and the facilities of the station. PRASA thorough tender process will invite

professional cleaning companies to submit a tender providing cleaning and horticultural

services for the following corridors in the Western Cape Region.

Cluster 3 and 12 (area Ikapa / Northern line)

• Cluster 3 has total number of 9 stations and 5 of them categorized as small stations and 1

intermediate and 3 halt.

• Cluster 12 has total number of 7 stations, 5 of them are categorised as Halt, and 2

intermediate station

3.2. Project benefits to PRASA

3.2.1. Clean PRASA stations and facilities

3.2.2. Facilities that are in compliant with Occupational Health and Safety Standards

4. Scope of work

4.1. Scope of Desired Solution

the facilities of the station. PRASA thorough tender will invite professional cleaning companies to submit a

tender providing cleaning and horticultural services for the following corridors in the Western Cape Region.

Cluster 3 and 12 (area Ikapa / Northern line):

• Cluster 3 has total number of 9 stations and 5 of them categorized as small stations and 1

intermediate and 3 halt.

• Cluster 12 has total number of 7 stations, 5 of them are categorised as Halt, and 2 intermediate

stations.

4.1.2. The services required shall focus but not limited to below scope of work:

• General cleaning and horticultural services
• Deep cleaning services
• Disinfecting and decontamination of surfaces

a.) The Contractor shall comply strictly with health, safety and environmental requirements for

cleaning of the railway tracks and platforms at the station. PRASA will provide training on

methodology of cleaning tracks to the successful bidder. The tracks and platforms shall only

be cleaned during the off-peak period during weekdays, though this will not apply to

weekends and public holidays.

b.) The Contractor shall ensure full compliance with all applicable Statutory Regulations of the

industry. The legislative requirements to be complied with but not limited to the below:

• The Basic Conditions of Employment Act 1997 (Act no )
• The Labour Relations Act, 1995 (Act no )
• The Occupational Health and Safety Act, 1993 (Act no )
• The National Environmental Management Act (Act no )
• National Railway Safety Regulator Act (16/2002)
• Bargaining Council for cleaning industry

c.) The service provider may employ the innovation and best cleaning methods which will ensure

the highest level of cleanliness of Station facilities.

4.1.3. The service provider shall clean the facilities in line with detailed specification of the work and

description of service, frequency and Daily Cleaning Procedure

4.1.4. The service provider shall ensure periodical deep cleaning service is done to enhance the level of

cleanliness at the station

4.1.5 The Service provider shall ensure that the washing of carpets and furniture with upholstery is provided

on an as and when required basis.

4.2. The Station Clustering

Yesterplaat 2 1 2 1 1 8 1 0 1 1 0 0 0

Century City 2 1 2 1 1 4 1 0 1 1 1 1 1

Monte Vista 2 1 2 1 1 4 1 1 1 0 0 0 0

De Grendel 2 1 2 1 1 4 1 1 1 0 0 0 0

Avondale 2 1 2 1 1 4 1 1 1 0 0 0 0

Ooosterzee 2 1 2 1 1 4 1 1 1 0 0 0 0

Total 12 6 12 6 6 28 6 4 6 2 1 1 1

Table 4.2 the extend coverage of the proposed project

(m2) (m2) (m2) (m2) Station name

m2) m2) Platform ( Footbridge /Subway (m2) Track Rails Public Toilets (m2) Ticket Office Waiting Areas Staff Offices (m2) Parking area Access control (m2) Concourse ( Entrances and Walkways Lifts Waste Area/ Facility

Yesterplaat 4641 1444 4012 108 162 120 108 0 162 85 0 0 0

Century City 4641 80 4029 250 157 60 74 150 15 335 58 1 25

Monte Vista 4641 80 1704 45 67 60 45 300 25 0 50 0 0

De Grendel 4641 80 1704 20 25 60 28 0 40 0 75 0 0

Avondale 4641 60 1704 20 20 60 15 150 50 0 150 0 0

Ooosterzee 4641 144 1704 20 25 60 80 150 50 0 150 0 0

Total 27846 1888 14857 463 456 420 350 750 342 420 483 1 25

4.2.3 The Staffing Plan and Shift System

4.2.3.1. Staff Deployment

The total cleaning staff/personnel to be provided in this specification is 17 including the

cleaners and supervisors as per the table below. Contractor to make provision for relivers

with an additional 10% of total staff, relivers fill-in should any employees fail to report for

duty for whatever reason. It must be noted that PRASA stations operate seven (7) days a

week including public holidays, any extended operating hours will be negotiated with the

service provider should such requirements be deemed necessary during high peak periods.

Table 4.3 The number of staff required per shift

Shift 1 Shift 2 Shift 4

Shift 3

a) Price Schedule (Annexure A) and Pricing and Delivery Schedule (Section 4)

must be submitted as volume 2 in Envelope 2.

accordance with this price schedule provided and not utilize a different format.

Stage 2: pricing and specific goals

Bidders are required to complete the attached Pricing Schedule Annexure A on envelop 2.

3 Pricing schedule is completed in line with schedule if applicable (delete if not applicable).

price schedule provided and not utilize a different format. Deviation from this pricing schedule

could result in a bid being declared non-responsive.

7 Please note that should you have offered a discounted price(s), PRASA will only consider

such price discount(s) in the final evaluation stage on an unconditional basis.

diagram below.

Station Details Cluster 3

4.2.1 Cluster 3 has total number of 9 stations and 3 of them categorized as Halt and 5 Small

station and 1 intermediate.

4.2.2 The contract will cover the cleaning and horticulture services of various facilities within the

station precinct.

Table 4.1 The table below illustrates the targeted areas within the station precinct.

Cleaners Cleaner Cleaners

per Shift

Cleaners Shift

(07:00 - 16:00) Weekdays 22

1.1 R 8 r r r

Supervisor

Shift Weekdays 2

1.2 (07:00 - 16:00) r 8 r r r

Cleaners Shift

(07:00 - 16:00) Saturdays 9

1.3 R 8 r r r

Supervisor 1

1.4 Shift (07:00 - Saturday R 8 R R R

14:00)

Cleaners Shift 9

1.5 (07:00 - 14:00) Sundays R 8 R R R

Supervisor

1.6 Shift (07:00 - Sundays 1 R 8 R R R

14:00)

Cleaners Shift

1.7 (07:00 - 14:00) Public 9 R 8 R R R

Holidays

Supervisor

1.8 Shift (07:00 - Public 1 R 8 R R R

14:00) Holidays

1.9 Total for All Cleaners Excl VAT R

i.) The tender amounts provided must include ALL COSTS for providing daily

cleaning and horticultural services at stations.

ii.) The tendered amount shall include labour and staff relievers (refer to shift

system item 8.2).

iii.) The tendered amount shall include chemicals and consumables (refer to item

5.14 and table 5.1.4a and table 5.1.4b).

iv.) The tendered amount shall include tools, equipment, and machinery (refer

to item 5.15 and table 5.1.5a and table 5.1.5b).

v.) The tendered amount shall include the uniform of all staff and relievers, all

shall be in adherence with OHS requirements. (refer to item 5.3).

vi.) The tenderer is to make provision for relievers with an additional 10% of

total staff and relievers to fill in should any employees fail to report for duty

for whatever reason.

vii.) The contractor undertakes to adhere to Act No. or the latest

relevant gazette: National Minimum Wage Act, 2018 AND Gazette 03

February 2026 No. 54075 failure to adhere to this law/gazette will result in

termination and cancellation of the contract.

viii.) The service provider must factor in the consumer price index (CPI)

escalations as per the statutory requirements for the following years

ix.) Contractor to ensure they comply will all the other regulated labour

conditions and SARS requirements for accounting i.e UIF ect with in their

pricing structure.

All bidders are required to declare their hourly rate(s) as part of their submission. The

declared rate(s) shall be binding and must be consistently applied in the calculation of

the final offer and all related pricing schedules.

i.) The tender amounts provided must include ALL COSTS for providing daily

cleaning and horticultural services at stations.

ii.) The tendered amount shall include labour and staff relievers (refer to shift

system item 8.2).

iii.) The tendered amount shall include chemicals and consumables (refer to

item 5.14 and table 5.1.4a and table 5.1.4b).

iv.) The tendered amount shall include tools, equipment, and machinery (refer

to item 5.15 and table 5.1.5a and table 5.1.5b).

v.) The tendered amount shall include the uniform of all staff and relievers; all

shall be in adherence with OHS requirements. (refer to item 5.3).

vi.) The tenderer is to make provision for relievers with an additional 10% of

total staff and relievers to fill in should any employees fail to report for

duty for whatever reason.

vii.) The contractor undertakes to adhere to Act No. or the latest

relevant gazette: National Minimum Wage Act, 2018 AND Gazette 03

February 2026 No. 54075 failure to adhere to this law/gazette will result in

termination and cancellation of the contract.

viii.) The service provider must factor in the consumer price index (CPI)

escalations as per the statutory requirements for the following years.

ix.) Contractor to ensure they comply will all the other regulated labour

conditions and SARS requirements for accounting i.e UIF ect with in their

pricing structure.

All bidders are required to declare their hourly rate(s) as part of their submission. The

declared rate(s) shall be binding and must be consistently applied in the calculation of the

final offer and all related pricing schedules.

Pricing schedule – cluster 3

Nb: this section of the pricing schedule must be submitted in a

1.8 Shift (07:00 - Public 1 R 8 R R R

14:00) Holidays

1.9 Total for All Cleaners Excl VAT R

Pricing schedule for cluster 3

Pricing schedule – cluster 12

Nb: this section of the pricing schedule must be submitted in a

1.8 Shift (07:00 - Public 1 R 6 R R R

14:00) Holidays

1.9 Total for All Cleaners Excl VAT R

Pricing schedule for cluster 12