Supply and delivery of PRASA customer service uniforms (coats & jerseys) - eastern cape

• Closing date: 09 January 2026
• Closing time: 12:00 PM
• Validity period: 60 working days from the closing date. PRASA may request an extension if internal processes are not finalized.
• Samples for viewing: Available at the SCM Office between 08:00 AM - 16:00 PM (Monday to Friday).

• Bidding procedure enquiries: Simnikiwe Nqulo
• Telephone: 043 700 2331
• Email: [email protected]
• Submission address: Bid Box, No. 8 Station Street, Station Building, East London, 5200
• Complaints: Email [email protected] (include bid reference number, closing date, supplier name, contact details, and detailed complaint).

• Submit bids by the closing date and time (09 January 2026, 12:00 PM) to the bid box at: No. 8 Station Street, Station Building, East London, 5200. Late bids will not be accepted.
• Use only the official forms provided in the RFQ document. Do not re-type or alter the format.
• Bids must be sealed and enclosed in an envelope addressed to PRASA.
• Sign the Submission Register at reception upon submission of tender documents.
• Mandatory returnable documents must be submitted with the quotation. Failure to provide these will result in disqualification.
• Do not include references to other quotations or proposals. Additional conditions must be in an accompanying letter.
• Any attempt to canvass SCM Officers or PRASA employees during the bid process may lead to disqualification.
• Bids must comply with the Preferential Procurement Policy Framework Act, 2000, and Regulations, 2022.

• Evaluation is a two-stage process:

Stage 1: Compliance Requirements

• Stage 1A (Mandatory): Failure to submit any of the following will result in automatic disqualification:

• Completed Price Schedule and Pricing/Delivery Form (Section 4). Pricing must strictly follow the provided format; deviations will disqualify the bid.

• Signed Submission Register at reception upon submission.

• Stage 1B (Other Mandatory): The following must be submitted with the bid or within 5 days of request if awarded:

• Company registration documents.

• Copies of Directors’ ID documents.

• Valid Tax Clearance Certificate (must be valid on closing date) and SARS-issued PIN.

• CSD supplier registration number.

• Proof of Bank Account (e.g., cancelled cheque or bank letter).

• Joint Venture/Consortium agreement (if applicable).

• All RFQ documentation, declarations, and Standard Bidding Documents (SBD), duly completed and signed.

• Stage 1C (Scoring Documents): Non-mandatory but required for scoring. Failure to submit results in zero points for the applicable criterion:

• Audited Annual Financial Statements / B-BBEE Certificate / Affidavit.

• CIPC Documents / B-BBEE Certificate / Affidavit.

Stage 2: Price and Specific Goals (Total: 100 points)

• Price: 80 points (calculated using the 80/20 preference point system: Ps = 80(1 − (Pt−Pmin)/Pmin), where Ps = points for price, Pt = bidder’s price, Pmin = lowest acceptable price).
• Specific Goals: 20 points (awarded for B-BBEE compliance: 10 points for EME 51% Black Owned with Audited Annual Financial/B-BBEE Certificate/Affidavit; 10 points for 51% Black Owned with CIPC/B-BBEE Certificate/Affidavit).
• Incomplete bids or failure to meet administrative responsiveness criteria (e.g., missing documents, certificates, or formalities) will be disqualified.

• Scope: Supply and delivery of customer service coats and jerseys for PRASA in the Eastern Cape region.
• Overcoats specifications:

• Unisex, regular fit for autumn and winter.

• Casual long length with peak lapel collar.

• Material: 100% polyester, black solid color.

• PRASA logo embroidered in sky blue on the left breast side.

• Flip pockets on each side of the coat.

• 3 buttons on each sleeve and 3-button front closure.

• Slit at the back.

• Fully lined inside (viscose).

• Care instructions: Dry clean only.

• Jersey specifications:

• Material: 100% acrylic, navy color.

• PRASA logo embroidered in sky blue.

• Sizes and quantities: Refer to Section 8 Pricing Schedule for detailed breakdown of sizes (Small to 7XL) and quantities for coats and jerseys.
• Samples: Preferred bidders or shortlisted bidders must provide samples post-award. Samples must 100% match the tender specifications. Non-compliance will result in disqualification and the next ranked bidder will be considered.

• Pricing must be quoted in South African Rand (ZAR), inclusive of all applicable taxes (VAT at 15%).
• Prices must be firm and fixed. Clearly indicate the basis of the offer.
• Complete the Pricing Schedule (Section 8) strictly as provided. Deviations may result in the bid being declared non-responsive.
• Provide a cost breakdown and indicate the price escalation basis/formula (if applicable).
• Discounted prices will only be considered in the final evaluation stage on an unconditional basis.
• PRASA reserves the right to negotiate a market-related price with the highest-scoring bidder. If no agreement is reached, negotiations may proceed with the next highest-scoring bidders (up to the third). If no agreement is reached, the RFQ may be cancelled.
• Payment terms: PRASA pays within 30 days of receipt of a correct tax invoice.
• Delivery period: Suppliers must offer their earliest possible delivery period in working days from the date of order.

• Tax Compliance:

• Bidders must submit a valid Tax Clearance Certificate (must be valid on the closing date) and SARS-issued PIN.

• Foreign suppliers with no local presence in South Africa are exempt from SARS PIN/CSD registration but must confirm their status via the questionnaire provided.

• Consortia/Joint Ventures: Each party must submit a separate Tax Compliance Status (TCS) Certificate/PIN/CSD number.

• CSD registration: All bidders must be registered on the National Treasury’s Central Supplier Database (CSD) at https://secure.csd.gov.za/. Foreign suppliers with no local entity are exempt.

• B-BBEE Compliance:

• Submit B-BBEE Certificate or Affidavit (for EMEs or 51% Black Owned entities) to claim preference points under Specific Goals (20 points).

• Company Registration:

• Submit CIPC registration documents and copies of Directors’ ID documents.

• Proof of Bank Account: Provide a cancelled cheque or bank letter.
• Joint Venture/Consortium: Submit a signed agreement or written confirmation of intent to form a JV/Consortium.
• Disqualification Risks:

• Bidders in the service of the state, or companies with directors/members in the service of the state, are disqualified.

• Failure to provide mandatory documents (Stage 1A and 1B) will result in disqualification.

• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.

• Collusive bidding or fraudulent claims for preference points may lead to disqualification, criminal prosecution, or a 10-year restriction from public sector business.