Request for proposal (RFP) for the appointment of service provider for provision of semi intensive and light coach cleaning services for turnaround stations in the western cape region for a period of 36 months.

• Background: Western Cape region operates a fleet of long-distance and local train sets used by Metrorail for suburban rail. Additional sets are spare coaches in staging yards.
• Scale: Approximately 620,000 commuters and 4,500 staff use these trains, necessitating high cleanliness and hygiene standards.
• Problem: Currently no permanent service provider for coach cleaning covering operational services/support for Metrorail.
• Objective: Perform semi-intensive and light coach cleaning to improve service turnaround times and commuter experience, upholding PRASA as a public transport mode of choice.
• Desired outcome: Appoint a new service provider on a 36-month performance-based contract, subject to daily, weekly, and monthly evaluation by PRASA.
• Benefits: Continuation of services by experienced provider; compliance with health and safety; efficient task performance.
• Scope: Provide highest cleanliness service to Metrorail trains, complying with cleaning sector regulations, Health and Safety Act, and Railway Safety Act.
• Coverage: Services at turnaround stations; fleet of approximately 80 EMU over 36 months, with around 47 in daily service (including one Malmesbury train).
• Bidders must familiarise themselves with cleaning requirements, indicative waterless cleaning procedures, schedule of trains, NEL report, and set working summary to price accurately.

• Bid issue date: 14 July 2026.
• Compulsory briefing session: 28 July 2026 at 10:00 at Cape Town Station (Shosholoza Mely waiting area).
• Closing date for questions: 31 July 2026.
• Closing date for responses to questions: 04 August 2026.
• Bid submission closing date: 17 August 2026 at 12:00.
• Validity period: 90 working days from closing date; may be extended at PRASA's request.
• Evaluation, appointment, contract negotiations, and commencement dates are 'To Be Announced' (TBA).

• For RFP process queries (before closing): Submit RFP Clarification Form to [email protected] by 31 July 2026.
• After closing date: Contact Bid Secretariat at telephone 021 818 7276 or email [email protected].
• For complaints: Email [email protected]. Include bid description, reference number, closing date, supplier name, contact details, and detailed complaint.
• Submission/delivery address: PRASA Tender Drop Off Office, 3 Old Marine Drive, Cape Town, 8000.
• PRASA will communicate with bidders using contact details provided at the compulsory briefing.

• Submit your bid in two sealed envelopes/boxes: Volume 1 (technical, compliance, specific goals) and Volume 2 (financial proposal only).
• Volume 1 must include: Part A (Mandatory Requirements), Part B (Technical/Functional Response and Specific Goals).
• Volume 2 must include only the financial response: Tender Form C and Price Schedule (Annexure C).
• Submit one original response, copies, and an electronic version (on memory card/external drive).
• All documents must be in English, A4 format (graphics max A3), neatly bound, and pages consecutively numbered.
• Sign all forms with black ink; certify non-original documents as true copies by a Commissioner of Oaths.
• The original must be signed by an authorised person; authorisation proof must be included.
• Returnable documents include: Tender Form C (Pricing Schedule), SBD 4 Bidder’s Disclosure, SBD 6.1 Preference Points Claim Form, Pricing Schedule Annexure C.
• Delivery address: PRASA Tender Drop Off Office, 3 Old Marine Drive, Cape Town, 8000.
• Clearly mark envelopes with RFP No: WCR/06/06/2026 and description.
• Closing date: 17 August 2026 at 12:00. Late submissions will be disqualified.
• Failure to attend the compulsory briefing on 28 July 2026 may lead to disqualification.
• Do not canvass PRASA officials; collusion leads to disqualification and future restriction.
• All costs are borne by the bidder; PRASA will not reimburse any expenses.

Must attend compulsory briefing session; must be tax compliant and registered on National Treasury's Central Supplier Database; must submit all required returnable documents; joint ventures/consortia must submit agreement or written confirmation; must comply with all applicable laws; foreign suppliers without local entity need not register on CSD.

• Service: Provision of semi-intensive and light coach cleaning services for Metrorail trains at turnaround stations in the Western Cape.
• Contract period: 36 months.
• Fleet: Approximately 80 EMU train sets, with around 47 in daily service (including one Malmesbury train).
• Cleaning standards: Detailed specifications for interior semi-intensive and light cleaning.
• Semi-intensive cleaning includes: window cleaning with squeegee and soapy solution; floor sweeping and mopping with multi-purpose cleaner/disinfectant; immediate cleaning and disinfection of blood/bodily fluid spills; dusting of seats, panels, walls, arm-rests, cabs, heaters; cleaning of ceilings, walls, luggage racks; driver and guard compartment cleaning (no water in driver's cab).
• Light cleaning includes: removal of dirt, litter, sweeping with soft broom; cleaning of luggage racks/panels with damp cloth and appropriate chemical; dusting; immediate disinfection of spills; basic cleaning of driver/guard compartments.
• Staffing requirements: Detailed shift schedules and cleaner numbers for weekdays and weekends across multiple stations (Cape Town, Malmesbury, Worcester, Wellington, Kraaifontein, Belville, Fishhoek, Strand, Chris Hani, Kapteinsklip).
• Supervisors: Two per shift on weekdays, one on weekends, based at Cape Town Station.
• Objective: Improve service turnaround times, ensure cleanliness and hygiene for approximately 620,000 commuters and 4,500 staff, and enhance commuter experience.

• Bid responses should be clear, concise, and follow a clear methodology explained in an executive summary.
• Use numbered headings, bullet points, sections, appendices, and schedules for clarity.
• Address each RFP requirement succinctly, using defined terms, and indicate interpretation of any differing terminology.

• Background highlights the scale: trains used by approximately 620,000 commuters and 4,500 staff, requiring high cleanliness standards.
• Desired outcome: Appoint a service provider experienced in performing cleaning tasks safely and efficiently.
• Benefits include receiving services from companies whose area of expertise is cleaning, ensuring safe and efficient task accomplishment.

• Financial proposal must be submitted separately in Volume 2, containing Tender Form C and Price Schedule.
• PRASA may request annual financial statements signed by a professional accountant for due diligence.
• PRASA reserves the right to negotiate market-related prices with the highest-scoring bidder, then second, then third, or cancel the bid.
• No changes to bid rates accepted after closing date unless contract specifically allows.
• All costs borne by bidder; no reimbursement for preparatory costs.

• Submit financial proposal separately in Volume 2 (sealed envelope): Includes Tender Form C and Price Schedule.
• Pricing must be detailed in the Pricing Schedule (Annexure C).
• Performance and bid bonds are mentioned as 'where applicable' but specifics are not detailed in extracted text.
• PRASA may request annual financial statements signed by a professional accountant for due diligence.
• PRASA reserves the right to negotiate market-related prices with the highest-scoring bidder, and if unsuccessful, proceed to the second or third highest.
• No changes to bid rates are accepted after closing date unless contract specifically allows.
• All costs are borne by the bidder; no reimbursement for preparatory costs.
• PRASA may disclose quoted prices.
• Total cost of ownership and continuous improvement initiatives may be considered.

• Mandatory registration on National Treasury's Central Supplier Database (CSD): Provide supplier number and unique registration reference. Access at https://secure.csd.gov.za. Foreign suppliers without a local entity are exempt.
• Tax compliance: Must be compliant with all applicable tax legislation. Provide Tax Compliance Status (TCS) Pin for verification via CSD. Submit completed SBD 1.
• For consortia/JV/subcontractors: Each party must be CSD registered and tax compliant.
• B-BBEE: Joint ventures or consortia with B-BBEE entities must state intention in submission. Submit signed JV/consortium agreement or written confirmation of intent, detailing percentage split and responsibilities. Award only after signed agreement submitted.
• Legal compliance: Bidder must comply with all applicable laws and regulations.
• Confidentiality: Bidders must treat RFP information as confidential, sign confidentiality undertakings if required, and return confidential information on demand.
• Protection of personal data: Process personal data only for evaluation and award purposes.
• Equipment and chemicals: Service provider must supply all fit-for-purpose cleaning equipment and consumables, and maintain equipment.

• Compliance: Service provision must comply with Health and Safety Act and Railway Safety Act.
• Cleaning procedures: Include immediate cleaning and disinfection of blood/bodily fluid spills (e.g., vomit) using deodorant to counteract smells.
• Safety equipment: Bidders must supply all cleaning equipment and consumables, including items like dust masks and hand gloves.
• Specific rules: No water allowed in driver's cabs; use damp cloth with soapy solution only.
• Benefits: Project ensures compliance on health and safety of commuters and employees using PRASA's train services.

• Confidentiality: Bidders must treat all RFP information as confidential, may share with subcontractors/employees/advisers under confidentiality obligations, and return information on demand. PRASA may require signed confidentiality undertakings.
• PRASA's rights: Modify RFP goods/services/works and request re-bidding; withdraw or amend RFP without notice or liability; reject non-conforming proposals; disqualify late submissions; call for additional documents; withdraw RFP for good cause; award contract anytime after closing; make no award; validate bidder information; request financial statements for due diligence; not accept bid rate changes after closing unless contract allows.
• Liability disclaimer: PRASA and its advisers disclaim liability for adequacy, accuracy, or completeness of information in the RFP. No representations or warranties are given.
• Governing law: South African law applies.

• Evaluation methodology is outlined in Section 5 of the RFP.
• Preference points will be awarded according to the Preferential Procurement Policy Framework Act (PPPFA).
• Bidders must submit SBD 6.1 Preference Points Claim Form.