RFQ: cleaning and horticultural services contract for PRASA clusters 3 & 12 (western cape, 12 months)

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.

No specific closing date provided in the text, but bids must be delivered by the stipulated time. Project track record scoring considers projects executed between 2020-2026.

Contact Person: Qaqamba Kona. Telephone: 021 832 1040. Email: [email protected]. Complaints can be lodged via [email protected].

Bid response documents must be deposited in the bid box at the PRASA Tender Drop Off Office, 3 Old Marine Drive, Cape Town. Bids must be delivered by the stipulated time; late bids will not be accepted. Bids must be submitted on official forms (not re-typed). Volume 2 in Envelope 2 must include the Price Schedule (Annexure A) and Price and Delivery schedule in words (Section 4).

1) Registered on National Treasury Central Supplier Database (CSD); 2) Tax compliant with SARS PIN; 3) Valid cleaning industry association certification; 4) Not in service of the state; 5) Foreign suppliers must meet tax registration criteria; 6) Must attend compulsory briefing session; 7) Must have physical office in Western Cape region.

The scope involves Cleaning and Horticultural Services. Technical requirements include a Cleaning Implementation Plan (resource allocation, supervisor CVs, contingency plans, training schedules, and cleaning schedules) and a Risk Assessment and Safety Plan in accordance with OHSA1993 (safe working procedures, safety meetings, PPE, risk management plans, and project-specific method statements reflecting the rail environment).

work and sizes of projects 1- Proof of Projects totalling

previously executed. to a combined value of 20%

below R750,000.00 of

Proof of Projects executed in

similar type of scope.

cleaning environment prior.

Project must still fall within the 2- Proof of Projects totalling

2020-2026 period. to a combined value of

between R750,000.01 –

Full points are allocated for

R1 250,000.00 of similar

Organisational Experience of

type of scope.

projects of similar type

(cleaning environment) 3- Proof of Projects totalling

executed and completed by to a combined value of

tenderer in consideration in the between R1 250,000.01 –

last 6 years (2020-2026). All R1 750,000.00 projects of

the below items 1 and 2 must similar type of scope.

be provided for all projects

4- Proof of Projects totalling

presented under the scoring.

to a combined value of

1. Appointment letter from between R1 750,000.01 –

client, on client letterhead or R2 500,000.00 of similar

signed contract from client type of scope.

5- Proof of Projects totalling 2. Practical Completion

above the value of R2 certificates or Letter of

500,000.00 of similar type reference from the client, on

of scope client letterhead, signed or

stamped

either one of the above must

include the value of the project as

well the start and finish dates.

Stage 3: 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:

30%

2. CV’s of Supervisor(s)

2- Cleaning Implementation indicating their experience,

(Cash flow manage the project of this

and magnitude. 0- No Submission/irrelevant

Financial Required components of information 20%

statements financial statements: Statement

to be 1- Contractor submitted of financial position (Balancesubmitted) incomplete financial Sheet), Statement of Cash Flow,

statements Income Statement (Profit and

Loss) 2- Operating Cash flow ratio

x < 0

3- Operating Cash flow ratio

x < 0.5

4- Operating Cash flow ratio

x < 0.5 x<1

5- Operating Cash flow ratio

x ≥ 1

Track record 0- Projects not of similar

of tender on

scope and scale or No

similar type Organizational Experience of the

and Submission. Contractor on similar type of

Experience

work and sizes of projects 1- Proof of Projects totalling

previously executed. to a combined value of 20%

below R750,000.00 of

4.1 Section 2(1)(f) of the PPPFA empowers an organ of state to award a tender to the highest

scoring bidder unless there is an objective criteria that justify the award to another

tenderer.

4.2 PRASA reserves the right to apply the objective criteria for this bid.

4.3 PRASA may award a bid to a bidder that did not score the highest points under the

following circumstances:

a) A negative track record of the bidder in other related projects;

b) spreading the award to bidders that have not been previously appointed;

c) the need to avoid concentrating awards to the previously appointed bidders. Prasa shall

take into account the following:

i. the number of bid(s) awarded to the highest scoring bidder(s) in the preceding financial

years;

ii. the capacity of the highest scoring bidder(s) despite the previous appointments;

iii. the value and scope of the bid(s) already awarded to the highest scoring bidder(s);

iv. the materiality of the price difference between the highest scoring bidder and other

bidders; and

v. whether the goods, services or works are of a specialised nature.

a) Price Schedule (Annexure A) and Price and Delivery schedule in words

(Section 4) must be submitted as volume 2 in Envelope 2 .

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

type of scope.

projects of similar type

(cleaning environment) 3- Proof of Projects totalling

executed and completed by to a combined value of

tenderer in consideration in the between R1 250,000.01 –

last 6 years (2020-2026). All R1 750,000.00 projects of

the below items 1 and 2 must similar type of scope.

be provided for all projects

4- Proof of Projects totalling

presented under the scoring.

to a combined value of

1. Appointment letter from between R1 750,000.01 –

client, on client letterhead or R2 500,000.00 of similar

signed contract from client type of scope.

5- Proof of Projects totalling 2. Practical Completion

above the value of R2 certificates or Letter of

500,000.00 of similar type reference from the client, on

of scope client letterhead, signed or

stamped

either one of the above must

include the value of the project as

well the start and finish dates.

Stage 3: pricing and specific goals

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

price schedule and not utilise 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.

Bidders must provide two years of financial statements prepared by an accountant. Evaluation includes the Operating Cash flow ratio (Cash flow from operations / Current Liabilities). Specific scoring is based on the ratio value (e.g., ratio ≥ 1 for full points).

Bidders must be compliant with tax obligations (SARS Pin/TCS Pin). Valid certification from NCCA, NCA, BEECA, or CASA is required. Bidders must not be in the service of the state. Registration on the National Treasury’s Central Supplier Database (CSD) is mandatory. Proof of offices in the Western Cape region (via utility bills or lease agreements) is required.

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/.

1.1 Cleaning Implementation Plan and Resources 30

1.2 Level of Adequacy of the Risk Assessment and Safety Plan 30

1.3 Financial Capability 20

1.4 Track record of tender on similar type and experience 20

Total 100

4. Training schedule including 3- Cleaning Implementation

formal and on the job training Plan and Resources with

on but not limited to, three (3) requirements

fully addressed with the Occupational Health &

listed areas Safety, hygiene, and

housekeeping,

4- Cleaning Implementation

Plan and Resources with 5. Cleaning schedule.

four (4) requirements fully

five (5) requirements fully

addressed with the listed

areas

Level of A safety plan to be submitted in 0- No Submission/irrelevant

Adequacy of accordance with the OHSA1993 information

the Risk and

and Safety 1- Submitted an incomplete

4. Detailed risk management 3- 3 - 4 of the items as

plan reflecting rail specified are addressed

environment risk assessment 4- -5 - 6 of the items as

matrix. specified are addressed

safety (first aid training)

Financial Provide two (2) years financial Operating Cash flow ratio

Capability: statements prepared by an measures a company’s short-

term liquidity. Formula: CashOperating accountant which reflect the

flow from operations / CurrentCash-flow company financial capability to

(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

The Supplier warrants that items are fit for purpose and free from defects for one year from acceptance. The Supplier indemnifies PRASA against negligence, infringement of legal rights, or breach of statutory duty. Sub-contracting requires prior approval from PRASA, and the main bidder remains liable for performance. The contract is governed by the laws of the Republic of South Africa. PRASA reserves the right to split the award or appoint a bidder other than the highest scorer based on objective criteria such as negative track records or the need to avoid award concentration.

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 Price and Delivery schedule in words

(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 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

C) 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

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 at pre-award stage will be evaluated further.

No. Description of requirement

a) Letter of Good Standing (COIDA)

b) Supply of valid SARS Pin

CSD supplier registration number c)

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

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

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

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

g) Company Registration Documents, (Certificate of Incorporation)

h) Certified copy of ID Documents of the Owners

i) Provide proof of offices in this region.

Telephone Bill / Municipal Bill / Bank Account/Lease Agreement, 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 the address

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: -

CIPC Documents /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 and Doctors note confirming the

disability

Stage 2: technical / functionality requirements

Qualifying bidders shall be evaluated on technicality / functionality after meeting all compliance

requirements outlined above. The minimum threshold for the technical/functionality requirements

is 70%. Bidders who score below the minimum requirement shall not be considered for further

evaluation in stage 3.

Details of the technical/functional requirements are presented below.

Functionality evaluation criteria

Item criteria weight

1.1 Cleaning Implementation Plan and Resources 30

1.2 Level of Adequacy of the Risk Assessment and Safety Plan 30

1.3 Financial Capability 20

1.4 Track record of tender on similar type and experience 20

Total 100

Criteria description scoring / aplication weightin

G

Cleaning 1. Supply resource allocation

Implementat Plan indicating number of 0- No Submission/irrelevant

ion Plan and personnel to be assigned to information

Resources this contract, their duties,

1- Cleaning Implementation and responsibilities.

Plan and Resources only.

30%

2. CV’s of Supervisor(s)

2- Cleaning Implementation indicating their experience,

Plan and Resources with supervisory skills and

(1) or (2) requirement fully management.

addressed with the listed

3. Contingency plan on staff areas

4. Training schedule including 3- Cleaning Implementation

formal and on the job training Plan and Resources with

on but not limited to, three (3) requirements

fully addressed with the Occupational Health &

listed areas Safety, hygiene, and

housekeeping,

4- Cleaning Implementation

Plan and Resources with 5. Cleaning schedule.

four (4) requirements fully

6. Waste Management addressed with the listed

Schedule. areas

5- Cleaning Implementation

Plan and Resources with

five (5) requirements fully

addressed with the listed

areas

Level of A safety plan to be submitted in 0- No Submission/irrelevant

Adequacy of accordance with the OHSA1993 information

the Risk and

Assessment Passenger Rail Agency of South

and Safety 1- Submitted an incomplete

Africa Health and SafetyPlan Health and Safety Plan.

Specification. Including but not

1 Item as specified is

limited to

addressed

1. Safe working Procedures

reflecting rail environment, 30%

2- Submitted an incomplete

2. Safety meetings schedule, Health and Safety Plan.

2 Item as specified is

3. PPE to be used by Cleaning addressed

Personnel

4. Detailed risk management 3- 3 - 4 of the items as

plan reflecting rail specified are addressed

environment risk assessment 4- -5 - 6 of the items as

matrix. specified are addressed

5. Project specific Method

Statement reflecting 5- 6 and more related items

operational rail environment. are addressed

6. Certificate for Health and

safety (first aid training)

Financial Provide two (2) years financial Operating Cash flow ratio

Capability: statements prepared by an measures a company’s short-

term liquidity. Formula: CashOperating accountant which reflect the

flow from operations / CurrentCash-flow company financial capability to

Liabilities.

(Cash flow manage the project of this

and magnitude. 0- No Submission/irrelevant

Financial Required components of information 20%

statements financial statements: Statement

to be 1- Contractor submitted of financial position (Balancesubmitted) incomplete financial Sheet), Statement of Cash Flow,

statements Income Statement (Profit and

Loss) 2- Operating Cash flow ratio

x < 0

3- Operating Cash flow ratio

x < 0.5

4- Operating Cash flow ratio

x < 0.5 x<1

5- Operating Cash flow ratio

x ≥ 1

Track record 0- Projects not of similar

of tender on

scope and scale or No

similar type Organizational Experience of the

and Submission. Contractor on similar type of

Pt−Pmin

Ps = 80 (1 − )

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

3.1. 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 below as may be supported by proof/ documentation stated in the conditions of

this tender:

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

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

preference point system.)

The specific goals allocated Number of points Number of points ACCEPTABLE

allocated claimed (80/20

points interms of this tender EVIDENCE system) (80/20 system)

(To be completed (To be completed

by the tenderer) by the organ of

state)

6 Entities with a B-BBEE CIPC Documents /

contributor status of at least B-BBEE

level 2 Certificate/Affidavit

5 EME 51% Audited Annual

Black Owned Financials/ B-BBEE

Certificate/Affidavit

4 51% Black Certified copy of ID

Women Documents of the

Owners

3 51% Black Certified copy of ID

Youth Documents of the

Owners

2 Owned by Certified copy of ID

Black People Documents of the

with Disability Owners and Doctors

note confirming the

disability

20 total

4.1 Section 2(1)(f) of the PPPFA empowers an organ of state to award a tender to the highest

scoring bidder unless there is an objective criteria that justify the award to another

tenderer.

4.2 PRASA reserves the right to apply the objective criteria for this bid.

4.3 PRASA may award a bid to a bidder that did not score the highest points under the

following circumstances:

a) A negative track record of the bidder in other related projects;

b) spreading the award to bidders that have not been previously appointed;

c) the need to avoid concentrating awards to the previously appointed bidders. Prasa shall

take into account the following:

i. the number of bid(s) awarded to the highest scoring bidder(s) in the preceding financial

years;

ii. the capacity of the highest scoring bidder(s) despite the previous appointments;

iii. the value and scope of the bid(s) already awarded to the highest scoring bidder(s);

iv. the materiality of the price difference between the highest scoring bidder and other

bidders; and

v. whether the goods, services or works are of a specialised nature.

Appointments other than the successful bidder

4.4 PRASA reserves the right to split the award of this bid to more than one service

provider, provided that the nature of the services or goods or works to be provided

are capable of being split to more than one service provider.

4.5 PRASA may appoint a bidder other than the successful bidder under the following

instances:

(i) When a successful bidder, after having been informed of the acceptance of its Bid,

fails to sign a contract within a prescribe period of time e.g. 14 (fourteen) days after

being called upon to do so;

(ii) When a successful bidder has failed to provide the necessary security, bonds or

guarantees within the time required to do so by PRASA;

(iii) When a successful bidder fails to meet a condition precedent for the award of

business (e.g. to obtain the necessary funding); and

(iv) When final contract negotiations with a preferred bidder fails and a contract is not

agreed upon.

4.6 PRASA will only award a bid to a bidder other than the highest scoring bidder

provided that such bid is still within the bid validity period.

4.7 Only if the second ranked bidder is also unable/unwilling, PRASA may proceed to

the third ranked bidder.

Section 4

Pricing and delivery schedule

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

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 Bill of Quantity 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 and not utilise 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

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

Generating procurement

3.3.1. 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 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 the 80/20

preference point system.

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

(Note to organs of state: Where either the 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.)

The specific goals allocated Number of points Number of points ACCEPTABLE

allocated claimed (80/20

points interms of this tender EVIDENCE system) (80/20 system)

(To be completed (To be completed

by the tenderer) by the organ of

state)

6Entities with a B-BBEE CIPC Documents /

contributor status of at least B-BBEE

level 2 Certificate/Affidavit

5EME 51% Audited Annual

Black Owned Financials/ B-BBEE

Certificate/Affidavit

451% Black Certified copy of ID

Women Documents of the

Owners

351% Black Certified copy of ID

Youth Documents of the

Owners

2Owned by Certified copy of ID

Black People Documents of the

with Disability Owners and Doctors

note confirming the

disability

20Total

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: ...............................................................

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

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

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