Supply and delivery of stationery and office materials – PRASA KZN tender (36 months)

Appointment of a panel of service providers for the supply and delivery of various stationery items and office materials on an as and when required basis for 36 months in the PRASA KwaZulu-Natal region. Tender number: DBN/OPS (BAC) 011. Closing date: 16 September 2026 at 12H00. Bid documents available for download on National Treasury e-tender website from 17 August 2026. Bid responses to be deposited in Bid Box No.04 at PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, 4001, Durban Station. Successful bidder required to fill in and sign written contract form (SBD7).

{"closingDate":"16 September 2026","closingTime":"12H00","briefingSession":"{"date":null,"time":null,"venue":"EMENT OF WORKS SUCCESSFULLY CARRIED OUT BY BIDDER 6","is_compulsory":true}"}

Compulsory tender briefing meeting: Venue: PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, 4001. Date: 27 August 2026. Time: 10H00. Bidders failing to attend will be disqualified. Arrangements can be made to make bids available before closing date provided the prospective bidder has attended the compulsory briefing meeting.

{"name":null,"email":null,"phone":null,"department":"/ PUBLIC ENTITY) - PRASA","address":"NO.04 SITUATED AT"}

Complete and submit SBD forms including SBD 4 (Declaration of interest), SBD 6.1 (Preference points claim), SBD 8 (Declaration of bidder’s past supply chain management practices), and SBD 9 (Certificate of Independent Bid Determination).

Register on the Central Supplier Database (CSD) and provide the CSD number.

Provide a TAX COMPLIANCE STATUS (TCS) PIN from SARS or a CSD number.

Bids must be submitted in the prescribed manner before the closing date and time.

Returnable documents/forms: Form A - Invitation to Bid (cover page with bidder details); Form B - Terms and Conditions for Bidding; Form D - Site Inspection/Pre-Tender Briefing Session (Compulsory) attendance certificate; Form E - Statement of Works Successfully Carried Out by Bidder (client, nature of works, tel number, value of works, contract/project period); Form F - Security Screening Form (company details, directors' details, PSIRA registration for security providers, judgments/debts declaration, insolvency declaration, consent for security screening); Form G - Acknowledgment (certification of true and correct information); Form H - Special Conditions: Funding Contingency (signed acknowledgement); SBD 4 - Declaration of Interest; SBD 5 - National Industrial Participation Programme (N/A for this tender); SBD 6.1 - Preference Points Claim Form.

This bid is subject to the Preferential Procurement Policy Framework Act (PPPFA) and the 2022 Preferential Procurement Regulations. Points are allocated as follows: Price 80 points; Specific Goals 20 points. Specific Goals include B-BBEE status level contributor, and 10 points for bidders with 30% Black Youth Owned or 30% Black Women Owned status (CIPC Certificate or supporting affidavit must be submitted as proof). Bids will be evaluated on 80/20 preference point system. Failure to complete SBD 6.1 or provide proof for claimed points will result in zero points for specific goals.

The 80/20 preference point system applies as the Rand value of this bid is between R30 000 and R50 million (excl. VAT). 80 points are allocated for price and 20 points for specific goals.

Preference points allocation:

• Price: 80 points
• Specific Goals: 20 points, based on the following criteria (as specified in the advert):

a) 10 points for BBBEE status level contributor.

b) 10 points for at least 30% of subcontracting to exempted micro enterprises (EMEs) or qualifying small businesses (QSES) (only relevant if bid above R30 million or as specified).

The National Industrial Participation (NIP) Programme, which is applicable to all government procurement contracts that

have an imported content, became effective on the 1 September 1996. The NIP policy and guidelines were fully endorsed

by Cabinet on 30 April 1997. In terms of the Cabinet decision, all state and parastatal purchases / lease contracts (for

goods, works and services) entered into after this date, are subject to the NIP requirements. NIP is obligatory and therefore

must be complied with. The Industrial Participation Secretariat (IPS) of the Department of Trade and Industry (DTI) is

charged with the responsibility of administering the programme.

1 pillars of the programme

1.1 The NIP obligation is benchmarked on the imported content of the contract. Any contract having an imported content

equal to or exceeding US$ 10 million or other currency equivalent to US$ 10 million will have a NIP obligation. This

threshold of US$ 10 million can be reached as follows:

(a) Any single contract with imported content exceeding US$10 million.

or

(b) Multiple contracts for the same goods, works or services each with imported content exceeding US$3 million awarded

to one seller over a 2 year period which in total exceeds US$10 million.

or

(c) A contract with a renewable option clause, where should the option be exercised the total value of the imported content

will exceed US$10 million.

or

(d) Multiple suppliers of the same goods, works or services under the same contract, where the value of the imported

content of each allocation is equal to or exceeds US$ 3 million worth of goods, works or services to the same government

institution, which in total over a two (2) year period exceeds US$10 million.

1.2 The NIP obligation applicable to suppliers in respect of sub-paragraphs 1.1 (a) to 1.1 (c) above will amount to 30 % of

the imported content whilst suppliers in respect of paragraph 1.1 (d) shall incur 30% of the total NIP obligation on a pro-

rata basis.

1.3 To satisfy the NIP obligation, the DTI would negotiate and conclude agreements such as investments, joint ventures,

sub-contracting, licensee production, export promotion, sourcing arrangements and research and development (R&D) with

partners or suppliers.

1.4 A period of seven years has been identified as the time frame within which to discharge the obligation.

2 requirements of the department of trade and industry

2.1 In order to ensure effective implementation of the programme, successful bidders (contractors) are required to,

immediately after the award of a contract that is in excess of R10 million (ten million Rands), submit details of such a

contract to the DTI for reporting purposes.

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Request for proposal – request for proposal(rfp) for the

Appointment of a panel of service providers for the supply and

Delivery of various stationery items and office materials on as and

When required basis for 36 months in the PRASA kwazulu natal region.

Tender number: dbn/ops (bac) 011

2.2 The purpose for reporting details of contracts in excess of the amount of R10 million (ten million Rands) is to cater for

multiple contracts for the same goods, works or services; renewable contracts and multiple suppliers for the same goods,

works or services under the same contract as provided for in paragraphs 1.1.(b) to 1.1. (d) above.

3 bid submission and contract reporting requirements of bidders and successful bidders

(Contractors)

3.1 Bidders are required to sign and submit this Standard Bidding Document (SBD 5) together with the bid on the closing

date and time.

3.2 In order to accommodate multiple contracts for the same goods, works or services; renewable contracts and multiple

suppliers for the same goods, works or services under the same contract as indicated in sub-paragraphs 1.1 (b) to 1.1

(d) above and to enable the DTI in determining the NIP obligation, successful bidders (contractors) are required,

immediately after being officially notified about any successful bid with a value in excess of R10 million (ten million Rands),

to contact and furnish the DTI with the following information:

• Bid / contract number.

• Description of the goods, works or services.

• Date on which the contract was accepted.

• Name, address and contact details of the government institution.

• Value of the contract.

• Imported content of the contract, if possible.

3.3 The information required in paragraph 3.2 above must be sent to the Department of Trade and Industry, Private Bag X

84, Pretoria, 0001 for the attention of Mr. Elias Malapane within five (5) working days after award of the contract. Mr.

Malapane may be contacted on telephone (012) 394 1401, facsimile (012) 394 2401 or e-mail at [email protected] for

further details about the programme.

4 process to satisfy the nip obligation

4.1 Once the successful bidder (contractor) has made contact with and furnished the DTI with the information required, the

following steps will be followed:

a. the contractor and the DTI will determine the NIP obligation;

b. the contractor and the DTI will sign the NIP obligation agreement;

c. the contractor will submit a performance guarantee to the DTI;

d. the contractor will submit a business concept for consideration and approval by the DTI;

e. upon approval of the business concept by the DTI, the contractor will submit detailed business plans outlining the

business concepts;

f. the contractor will implement the business plans; and

g. the contractor will submit bi-annual progress reports on approved plans to the DTI.

4.2 The NIP obligation agreement is between the DTI and the successful bidder (contractor)and, therefore, does not involve

the purchasing institution.

15 | P a g e

Request for proposal – request for proposal(rfp) for the

Appointment of a panel of service providers for the supply and

Delivery of various stationery items and office materials on as and

When required basis for 36 months in the PRASA kwazulu natal region.

Tender number: dbn/ops (bac) 011

Bid number ......................................... Closing date:....................................

Name of bidder................................................................................................

Postal address ................................................................................................

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

Signature............................................ Name (in print)...................................

Date..................................................

16 | P a g e

Request for proposal – request for proposal(rfp) for the

Appointment of a panel of service providers for the supply and

Delivery of various stationery items and office materials on as and

When required basis for 36 months in the PRASA kwazulu natal region.

Tender number: dbn/ops (bac) 011

Sbd 6.1

Preference points claim form in terms of the preferential procurement regulations 2022

This preference form must form part of all tenders invited. It contains general information and serves as a claim form for

preference points for specific goals.

Nb: before completing this form, tenderers must study the general conditions,

Definitions and directives applicable in respect of the tender and preferential

Procurement regulations, 2022

1. General conditions

1.1 The following preference point systems are applicable to invitations to tender:

• the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included);

and

• the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes included).

1.2 To be completed by the organ of state

a) The applicable preference point system for this tender is the 80/20 preference point system.

b) Either the 80/20 preference point system will be applicable in this tender. The lowest/ highest acceptable

tender will be used to determine the accurate system once tenders are received.

1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall be awarded for:

(a) Price; and

(b) Specific Goals.

1.4 To be completed by the organ of state:

The maximum points for this tender are allocated as follows:

Points

Price 80

Bidders must state particulars of works successfully carried out: client, nature of works, telephone number, value of works for which bidder was directly responsible, contract/project period. If space insufficient, information should be furnished separately.

Form a: invitation to bid 2

Form b: terms and conditions for bidding 3

Form d: site inspection / pre-tender briefing session(compulsory) 5

Form e: statement of works successfully carried out by bidder 6

Form f: security screening form 7

Form g: acknowledgment 9

Form h: special conditions: funding contingency 10

Sbd 4: declaration of interest 12

Sbd 5: the national industrial participation programme 14

Sbd 6.1: Preference points claim form in terms of the preferential procurement

Regulations 2022

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Request for proposal – request for proposal(rfp) for the

When required basis for 36 months in the PRASA kwazulu natal region.

Tender number: dbn/ops (bac) 011

Form d: site inspection / pre-tender briefing session (compulsory)

Request number: DBN/OPS (BAC) 011

Request for proposal(rfp) for the appointment of a panel of service

This is to certify that _____________________________________ has / have today attended the site inspection / tender

briefing session to which this enquiry relates.

THUS, DONE and SIGNED at PRASA KZN on this____________

Name: for / on behalf of PRASA Department & Designation

Formal written price quotation(s) on official letterhead. Firm prices in South African Rand (ZAR) for the duration of contract. Prices to be fixed for the duration of contract. Delivery: 14 days, with delivery costs included.

Tax compliance status

Tax compliance status may not be

Tax compliance requirements

Tax compliance status (tcs) or pin may also be made via e-filing

Tax compliance

Tax compliance system pin code from the south african revenue service (SARS) and if not

TCS PIN: OR CSD No

Csd number

Csd number must be provided

Central supplier database (csd) to upload mandatory

Central supplier database (csd),

1.3. Bidders must register on the central supplier database (csd) to upload mandatory

1.4. Where a bidder is not registered on the csd, mandatory information namely: (business

Registration/ directorship/ membership/identity numbers; tax compliance status may not be

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) or pin may also be made via e-filing. In order to

Submit a separate proof of tcs / pin / csd number.

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

Points Allocation: 80 points

B-BBEE Details: Total points for Price and SPECIFIC GOALS 100

1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of this tender to claim points

for specific goals with the tender, will be interpreted to mean that preference points for specific goals are not

claimed.

1.6 The organ of state reserves the right to require of a tenderer, either before a tender is adjudicated or at any time

subsequently, to substantiate any claim in regard to preferences, in any manner required by the organ of state.

2. Definitions

(a) “tender” means a written offer in the form determined by an organ of state in response to an invitation to provide

goods or services through price quotations, competitive tendering process or any other method envisaged in

legislation;

(b) “price” means an amount of money tendered for goods or services, and includes all applicable taxes

less all unconditional discounts;

(c) “rand value” means the total estimated value of a contract in Rand, calculated at the time of bid invitation, and

includes all applicable taxes;

17 | P a g e

Request for proposal – request for proposal(rfp) for the

Appointment of a panel of service providers for the supply and

Delivery of various stationery items and office materials on as and

When required basis for 36 months in the PRASA kwazulu natal region.

Tender number: dbn/ops (bac) 011

(d) “tender for income-generating contracts” means a written offer in the form determined by an organ of state in

response to an invitation for the origination of income-generating contracts through any method envisaged in

legislation that will result in a legal agreement between the organ of state and a third party that produces revenue

for the organ of state, and includes, but is not limited to, leasi

B-BBEE preference points: Specific goals include Black Youth Owned and Black Women Owned categories with points allocated on proportional/pro-rata basis (Number of Points allocated x Percentage (%) owned = Number of Points Claimed). CIPC Registration Documents used to verify ownership. Business address within eThekwini municipal boundary also qualifies for preference points (10 points).

4.1 Once the successful bidder (contractor) has made contact with and furnished the DTI with the information required, the

following steps will be followed:

a. the contractor and the DTI will determine the NIP obligation;

b. the contractor and the DTI will sign the NIP obligation agreement;

c. the contractor will submit a performance guarantee to the DTI;

d. the contractor will submit a business concept for consideration and approval by the DTI;

e. upon approval of the business concept by the DTI, the contractor will submit detailed business plans outlining the

business concepts;

f. the contractor will implement the business plans; and

g. the contractor will submit bi-annual progress reports on approved plans to the DTI.

4.2 The NIP obligation agreement is between the DTI and the successful bidder (contractor)and, therefore, does not involve

the purchasing institution.

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Request for proposal – request for proposal(rfp) for the

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]

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Request for proposal – request for proposal(rfp) for the

Funding contingency: PRASA has obtained National Treasury approval for a departure from PFMA SCM Instruction No. /22 paragraph 8.4. Budget provision for the services required in this RFP has not yet been completed at time of issuance. Any award is strictly subject to PRASA securing necessary funding allocation and confirming sufficient budget exists prior to award. PRASA reserves the right to cancel the RFP at any stage prior to award if unsuccessful in making sufficient budget allocation. PRASA shall not be liable for any claim, loss, or damages arising from failure to source funding, non-award due to failure to source funding, and bidders waive any right to institute proceedings against PRASA in respect of these circumstances.

Mandatory requirements: Bids must be delivered by stipulated time to correct address (late bids not accepted). All bids must be submitted on official forms provided (not re-typed) or online. Bidders must register on Central Supplier Database (CSD) to upload mandatory information: business registration/directorship/membership/identity numbers; tax compliance status; banking information for verification. Tax compliance requirements: Bidders must ensure compliance with tax obligations; submit unique PIN issued by SARS; TCS or PIN may be obtained via e-filing; printed TCS may be submitted with bid; consortia/joint ventures/sub-contractors each party must submit separate proof of TCS/PIN/CSD number; where no TCS available but bidder registered on CSD, CSD number must be provided. Foreign suppliers questionnaire: if answer is NO to all questions (resident in RSA, branch in RSA, permanent establishment in RSA, source of income in RSA), then not required to obtain tax compliance status/PIN from SARS. Failure to provide any particulars may render bid invalid.

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

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−Pmax

Ps= 80(1+ )

Pmax

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

18 | P a g e

Request for proposal – request for proposal(rfp) for the

Appointment of a panel of service providers for the supply and

Delivery of various stationery items and office materials on as and

When required basis for 36 months in the PRASA kwazulu natal region.

Tender number: dbn/ops (bac) 011

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.

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.)

Number of points Evidence required for specific

Number of points claimed (80/20 system) goals

allocated (To be completed byThe specific goals

allocated points in terms the tenderer) (80/20 system)

of this tender

(To be completed by

the organ of state)

Business Address located Utility statement/municipal council

within Ethekwini municipal 10 letter/ business lease

boundary agreement/traditional council letter

Black Youth Owned Certified copy of the identity

document of the owner/s

Certified copy of the identity

Black Women Owned document of the owner/s

Total 20

• A CIPC Registration Documents will be used to verify the above evidence.
• Points will be awarded/allocated on a proportional/pro-rata basis.

Formula: Number of Points allocated x Percentage (%) owned = Number of Points Claimed.

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]

19 | P a g e

Request for proposal – request for proposal(rfp) for the

Appointment of a panel of service providers for the supply and

Delivery of various stationery items and office materials on as and

When required basis for 36 months in the PRASA kwazulu natal region.

Tender number: dbn/ops (bac) 011

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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Request for Proposal (RFP) for the appointment of a panel of service providers for the supply and delivery of various stationery items and office materials on an as and when required basis for 36 months in the PRASA KwaZulu Natal Region. The KwaZulu Natal Region has over 2000 employees that require stationery on a daily basis. Currently services are sourced as each requirement is submitted to SCM which takes time and delays delivery, hence the establishment of this panel. The objective is to have a readily available panel of service providers that can be invited to submit pricing proposals for any items required on an ad hoc basis. The panel will cover the supply and delivery of stationery and office materials, with the successful service providers responsible for In Time and In Full (ITIF) supply. The contract period is 36 months.

{"closingDate":"16 September 2026","closingTime":"12:00","briefingSession":"{"date":"27 August 2026","time":"10:00","venue":"E:27 August 2026","is_compulsory":true}"}

A compulsory pre-proposal RFP briefing will be conducted at PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, Durban Station on 27 August 2026 at 10H00. Respondents must provide their own transportation and accommodation. The briefing session will start punctually and information will not be repeated for late arrivals. A Certificate of Attendance (Form D, Annexure 2) must be completed and submitted with the proposal as proof of attendance, and bidders must appear on the Compulsory Briefing Session Register. Respondents failing to attend the compulsory RFP briefing may be disqualified. Briefing session minutes or notes will be issued on 14 September 2026.

{"name":null,"email":null,"phone":null,"department":null,"address":"ATE 16 September 2026"}

Submit sealed bids by the closing date. Bid documentation must be submitted as a complete set, with all pages numbered. Bids must be signed by an authorised person. Late, incomplete, or unsigned bids will be disqualified. Bidders must not canvass PRASA officials or engage in collusive bidding.

Bidders must submit their response in a sealed envelope/box addressed to The Secretariat/Tender Office, RFP No: DBN/OPS(BAC)011, with the bid description, closing date and time (16 September 2026 @12H00), and closing address (PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, Durban Station). The envelope should be deposited in the PRASA tender box located at the main entrance. Bidders must package their response as Volume 1 (Envelope 1/Package 1) containing Part A: Mandatory Requirements Response and Part B: Technical or Functional Response. Bidders must submit 1 original response and may submit copies clearly marked. Documents must be in English, A4 format (graphic illustrations may be A3), neatly and functionally bound, with consecutively numbered pages. The original response must be signed by a person duly authorized, with proof of authorization forming part of the response. Any non-original documents must be certified as true copies by a Commissioner of Oaths. Bidders should use black ink for signatures. The response should include an Executive Summary and follow a clear methodology. Bidders must review the Contract and may amend/delete parts using track changes, with the disc copy in word version and not password protected.

Bidders must submit all mandatory returnable documents (Stage 1) or be disqualified. These include: a list of items the supplier has in inventory that they can supply in line with the categories; a signed closing register or proof of timely submission; and presence on the Compulsory Briefing Session Attendance Register. Bidders must clearly mark their preferred category of supply. Bidders must be registered on the Central Supplier Database (CSD) and provide their CSD supplier number and unique registration reference number. Bidders must be tax compliant and provide a Tax Compliance Status (TCS) PIN. Bidders must complete and submit SBD 1 (Annexure 2) as an essential returnable document. Bidders must also complete and submit SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim Form), and other forms listed in the RFP (Form A, Form B, Form C, Form E, Form F, Form G, Form H). Bidders must score at least 80% in the technical/functionality evaluation to proceed. Bidders must not be restricted suppliers and must not have engaged in collusive practices.

This document serves as a bid specification for the appointment of a panel of service providers for supply and

delivery of various stationery items and office materials on an as and when required basis for 36 months in PRASA

KZN Region

2. Background information

The KwaZulu Natal Region has over 2000 employees that are employed within the Region, and they require to be

supplied with stationery on a daily basis in order for them to execute their duties.

2.1 Status quo

Currently services are sourced as each requirement for stationery is submitted to SCM which takes time and delays

the delivery hence the establishment of this panel of service providers.

2.2 Problem statement

The stationery and batteries are part of stock. Almost all departments use stationery and batteries to perform the

tasks. For all departments to effectively perform their duties, it is imperative to always have stationery and other

office materials readily available. For example, ER needs to record cases, Train OPS needs roster for train crew,

therefore this panel is required to ensure the efficient and effective operation of the region.

2 key objectives of the RFP

This RFP has been prepared for the following purposes:

2.1 To set out the rules of participation in the bid process referred to in this RFP.

2.2 To disseminate information on the project contemplated in this RFP.

To give guidance to bidders on the preparation of their RFP bids.

2.4 To gather information from bidders that is verifiable and can be evaluated for the purposes of

Appointing a successful bidder.

To enable PRASA to select a successful bidder that is:

a) technically qualified and meet the empowerment criteria described in this RFP;

b) Carry all the obligations of the Contract.

3. Objective of the proposed project

3.1 Desired outcomes for carrying out the proposed project

The objective is to have a readily available panel of service providers, for supply and delivery of various stationery

items and office materials, that can be invited to submit pricing proposals for any items that may be required on an

ad hoc basis.

pg. 17

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers for the supply and delivery of various stationery items and

Office materials on as and when required basis for 36 months in the PRASA

Kwazulu natal region

Bid number: dbn/ops (bac) 011

3.2 Project benefits to PRASA

• Improved turnaround time for workplace improvement by having required stationery and batteries for PRASA employees.
• Improve compliance with legislation and safety requirements.
• Improve internal customer satisfaction.

3.3 Current mechanisms in place to address the problem

The RFQ process is used to acquire these items.

4. Scope of works and areas of focus

Works overview and extent of the works

The supply will be carried out on an as and when required basis as determined by Warehouse Management Unit in

line with their Inventory Management Plan.

The successful service providers shall be responsible for the successful In Time and In Full (ITIF) supply of required

items. When the purchase order is issued, service provider shall deliver the full order on time.

The following are the categories of goods/items for this panel that will be required:

Category 1: Stationery Items

Category 2: Office Materials

4.1 Insurance requirements for the project

The successful bidder/s to provide the following insurances in line with the conditions of contract.

4.1.1 No insurance required.

4.1.2 Service provider is responsible for the goods, until is successfully delivered in PRASAs warehouse.

4.2 Prasa’s responsibilities

Is to manage stationery and office materials service providers on an as and when required basis for the duration

of 36 months existence of the panel in the KZN Region

4.3 Extent and coverage of the proposed project

This panel will cover the supply and delivery of stationery and office materials.

4.4 Measurements and payment

The appointed service provider will be paid by PRASA for goods delivered within 30 days after the receipt of the suppliers

correct tax invoice.

4.5 Form of contract

The agreement will be signed with the successful bidders to be included into a panel.

4.6 Other related projects

4.6.1 None.

pg. 18

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers for the supply and delivery of various stationery items and

Office materials on as and when required basis for 36 months in the PRASA

Kwazulu natal region

Bid number: dbn/ops(bac)011

5 specification of the work or products or services required

5.1 Technical requirements

5.1.1 Proof of capability and ability to supply the required goods in the form of previous work done

and the financial capability.

5.2 Technical information to be provided with tender

The Bidders shall submit the following technical proposal.

5.2.1 The officially prepared Cashflow statements

5.2.2 The Service provider’s completed projects and track record

5.2.3 The inventory listings of the service provider in line with the below categories:

Category 1: Stationery items Category 2: Office Materials

Pens, pencils, exercise books, Batteries, calculators, in-trays,

Inks, glue, etc. paper bins, etc

This list is not exhaustive; there may be other items that may be required but not listed here therefore such items may be

requested from the suppliers within the panel. Annexure A consist of category: 1 items and Annexure B consist of category: 2

items.

6.1 Time frame

Contract period:

The planned time frame for the implementation of this proposed panel is thirty-six (36) months.

of 56

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers for the supply and delivery of various stationery items and

Office materials on as and when required basis for 36 months in the PRASA

Kwazulu natal region

Bid number: dbn/ops(bac)011

7 evaluation and scoring methodology

The evaluation of the Bids by the evaluation committees will be conducted at various levels.

The following levels will be applied in the evaluation:

Level description

Verify completeness The Bid is checked for completeness and whether all required documentation,

certificates; verify completeness warranties and other Bid requirements and

formalities have been complied with. Incomplete Bids will be disqualified.

Verify compliance The Bids are checked to verify that the essential RFP requirements have been

met. Non-compliant Bids will be disqualified.

Detailed Evaluation of Detailed analysis of Bids to determine whether the Bidder can deliver the

Technical Project in terms of business and technical requirements. The minimum

threshold for technical evaluation is 80% any bidder who fails to meet the

minimum requirement will be disqualified and the evaluation of Price and

Specific Goals will be conducted during the RFQ process stage.

Scoring Scoring of Bids using the Evaluation Criteria.

Recommendation Report formulation and recommendation of Preferred and Reserved Bidders

Approval Approval and notification of the final Bidders.

7.1 Evaluation Criteria

The procedure for the evaluation of responsive tenders will be as per below stages:

The evaluation of the tender shall be conducted in three (3) Stages:

Stage 1: Disqualifying Returnable documents

Stage 2: Technical/Functional Requirements (minimum threshold 80 points)

Stage 3: Returnable Documents

Evaluation criteria weighting

Stage 1 – Compliance

Stage 1 Disqualifying Returnable documents

Stage 2

Technical/Functional Requirements Threshold of 80%

Stage 3 Returnable Documents

of 56

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers for the supply and delivery of various stationery items and

Office materials on as and when required basis for 36 months in the PRASA

Kwazulu natal region

Bid number: dbn/ops(bac)011

Stage 1: Disqualifying Returnable documents

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

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

No. Description of requirement

List of items for which the supplier has as their inventory that they are capable of supplying

a) in line with the categories.

Bidders to fill and sign a closing register; failing which the bidder must provide proof that the

b) document was submitted on time.

Bidders must reflect on the Compulsory Briefing Session Attendance Register

c)

NB: Bidders must mark with an “X” the preferred category of supply to be pre-qualified for in this panel. The bids

of Bidders that do not clearly indicate their preferred category of supply as prescribed above, will not be

considered.

Category 1: Stationery Category 2: Office

Material

Table 1.1 Preferred category of supply

Stage 2 Functionality Evaluation Criteria

Functionality is the terminology used to define the technical ability of the Tenderer, based on experience to deliver the

required product in accordance with the specified quality, reliability and functionality.

The functionality evaluation will be conducted by the Evaluation Committee which comprises of various skilled and

experienced members from diverse professional disciplines. The evaluation process will be based on functionality criteria

as follows:

Points allocated for Functionality shall be evaluated in accordance with the criteria as listed below. Total functionality

points allocated shall be 100. Tenderer must score an overall minimum threshold of 80 points out of 100 to be achieved

for the bidder to be accepted in into the panel. Bidders that score less than the 80 points thresholds shall not be evaluated

further, and their proposals shall be disqualified. If all bidders score below the 80 points thresholds, PRASA reserves the

right to cancel the bid and re-advertise or source using other procurement methods.

Summary of the functionality table

Description Points

Bidder’s Experience (number of projects completed in the selected category) 60

Cashflow Statements 40

Total Points 100

of 56

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers for the supply and delivery of various stationery items and

Office materials on as and when required basis for 36 months in the PRASA

Kwazulu natal region

Bid number: dbn/ops(bac)011

Criteria sub-criteria scores weight

A: BIDDER’s Only projects with complete, 5 x Appointment 60

EXPERIENCE conforming documentation will be letters/purchase order with

considered for scoring corresponding Reference

letter (60 Points)

Evidence required:

4 x Appointment letters/

The bidders are to submit the purchase order with

following documents: corresponding Reference

Letters (40 points)

• Provide appointment letter

or contract or purchase 3 x Appointment letters/

order with a minimum value purchase order with

of R50 000 or more for each corresponding Reference

project Letters (30 points)

2 x Appointment letters/

• Provide a reference letter or purchase order with

completion certificate corresponding Reference

relating to the appointment Letters (20 points)

letter or purchase order or

contract with a minimum 1 x Appointment letter/

value of R50 000 or more for purchase order with

each project. corresponding Reference

Letters (10 points)

One of the documents must indicate 0 x Appointment letters/

the value of the works. purchase order with

corresponding Reference

Letters (0 points)

Note: No points will be awarded to

bidders who fail to submit either a

letter of appointment or contract or

purchase order that is

accompanied by either a reference

letter or completion certificate.

B: cashflow

Statements

Bidder to attach 12 month’s Cashflow Liquid cashflow of more 40

Statement not older than the previous than R100 000 = 40 points

financial year that was prepared and

certified by a registered professional

within the financial services sector

Liquid cashflow of R50 000

up to R100 000 = 30

Points

Liquid cashflow of less than

R50 000 to R20 000 = 20

Points

Liquid cashflow of less than

R20 000 = 10 Points

of 56

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers for the supply and delivery of various stationery items and

Office materials on as and when required basis for 36 months in the PRASA

Kwazulu natal region

Bid number: dbn/ops(bac)011

Criteria sub-criteria scores weight

No cashflow provided = 0

points

Total 100

Note: Bidders that fail to achieve the minimum overall qualifying score of 80% on functional/ technical requirements

will not be considered for further evaluation.

Stage 3 – Returnable Documents - (To be submitted at the time of tender)

No. Description of requirement

Completion of ALL RFP documentation, ALL declarations, ALL Standard Bidding

Documents including briefing Session Form D

a)

Above must be completed & duly signed where applicable

Joint Venture / Consortium agreement / Trust Deed/ Confirmation in writing of their

intention to enter into a JV or consortium agreement signed by all parties should they

be awarded business by PRASA through this RFP process (if applicable) b)

Must be completed & duly signed

Valid Tax Status Certificate (must be valid on closing date of submission of the

c) proposal) and SARS Issued Pin

CSD report / CSD reference number

d)

NB: The most Responsive bidder/s with incomplete returnable documents will be requested to resubmit completed documents

within the time frame stipulated by PRASA before recommendation for inclusion into the panel, failure which will result in

automatic disqualification.

of 56

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers for the supply and delivery of various stationery items and

Office materials on as and when required basis for 36 months in the PRASA

Kwazulu natal region

Bid number: dbn/ops(bac)011

8 process post successful selection of pre-approved bidders

• Bidders who achieve the minimum required functionality score of 80 points will be included in the panel of contractors

to bid for the PRASA Projects/work/contract for stationery items and office materials for a duration of thirty-six (36)

months.

• The RFQ Process will be used to identify the successful supplier, and purchase orders will be issued for the supply

of the required items in accordance with approved procurement requirement.

• Moreover, having pre-qualified and being appointed to the panel and signing a framework agreement, does not

automatically guarantee that any member of the panel will be awarded any work by PRASA during the term of this

panel.

• Bidders will be invited via a Request for Quotation (RFQ) process on an as and when required basis per terms of

reference for each specific requirements to provide PRASA with a detailed costed price proposal as will be outlined

in the RFQ in line with scope of supply. The process will also ensure compliance to any relevant regulation and

including any changes that might occur during the duration of the appointed panel.

• Bidders will be rotated based on the opportunity to supply. Once the bidder is awarded an order, he will be moved

to the bottom of the list and will not be invited to quote for the supply for the second and subsequent orders until all

suppliers have gone through the process of being awarded orders, irrespective of the order value.

• RFQ Proposal will be evaluated based on Preferential system & Price in accordance with the preference point

system of 80/20 as per PRASA Preferential Policy at the time of the RFQ invitation for the entire duration of 36

months.

• The Preference Point System and for claiming specific goal point, bidder must meet Specific Goal Requirements as

Per the Preferential Procurement Policy Framework Act, 2000 (Act No.), including Preferential

Procurement Regulations, 2022 currently applicable and PRASA’s Preferential Procurement Policy.

• PRASA reserves the right to request the service provider to provide the assurance of capacity and financial

capability to execute the work at the time of the RFQ.

• Tenders containing any one or more of the errors or omissions, or tenders having not complied with any one of the

peremptory tender conditions as detailed in this tender document, shall not be considered and shall automatically

be rejected. Tender financial offers will be dealt with during RFQ process.

of 56

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers for the supply and delivery of various stationery items and

Office materials on as and when required basis for 36 months in the PRASA

Kwazulu natal region

Bid number: dbn/ops(bac)011

These specific goals will not be part of the evaluation criteria for inclusion into the panel however these will be used

in the RFQ process to determine the highest scoring bidder

9.1 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:

authorization. By signing the responses to RFP the signatory warrants that all information supplied by it in its responses

to RFP is true and correct and that the responses to RFP and each party whom the responses to RFP signatory

represents, considers themselves subject to and bound by the terms and conditions of this RFP.

8.9 The responses to RFP formulation should be clear and concise and follow a clear methodology which responses to

5.2.1 The officially prepared Cashflow statements

5.2.2 The Service provider’s completed projects and track record

5.2.3 The inventory listings of the service provider in line with the below categories:

Category 1: Stationery items Category 2: Office Materials

experienced members from diverse professional disciplines. The evaluation process will be based on functionality criteria

as follows:

Bidder’s Experience (number of projects completed in the selected category) 60

Cashflow Statements 40

Total Points 100

of 56

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

• Withdraw the RFP on good cause shown;
• Award a contract in connection with this Proposal at any time after the RFP’s closing date;
• Make no award at all;
• Validate any information submitted by Respondents in response to this bid. This would include, but is not limited to,

requesting the Respondents to provide supporting evidence. By submitting a bid, Respondents hereby irrevocably grant

the necessary consent to PRASA to do so;

• Request annual financial statements prepared and signed off by a professional accountant or other documentation for

the purposes of a due diligence exercise; and/or

• Not accept any changes or purported changes by the Respondent to the bid rates after the closing date and/or after the

award of the business, unless the contract specifically provided for it.

TENDER FORM (PRICING SCHEDULE) Form C

items and office materials, that can be invited to submit pricing proposals for any items that may be required on an

ad hoc basis.

pg. 17

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Bid Bond: BID BONDS (WHERE APPLICABLE) ................................................................... 41

pg. 4

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers for the supply and delivery of various stationery items and

Office materials on as and when required

Minimum functionality/qualifying score: 80

Tax compliance

Tax Compliance status requirements are also applicable to foreign Respondents/ individuals who wish to submit bids

tax compliance status through the Central Supplier Database (CSD)

tax compliance status will be verified through the Central Supplier Database (CSD)

Tax Compliance Status (TCS) System

Tax Compliance Status (TCS) system in terms of which a taxpayer is now able to authorise any

tax compliance status

Tax Compliance Status (TCS) Pin:_____________

CSD report / CSD reference number

Central supplier database

Central Supplier Database (CSD) which has been established

Central Supplier Database (CSD) as indicated in paragraph 12 and the National

Central Supplier Database (CSD)

completion certificate corresponding Reference

completion certificate

Appointment letters/

appointment letter

appointment Letters (20 points)

Appointment letter/

TENDER FORM (PRICING SCHEDULE) Form C

Sbd 4 bidder’s disclosure

Sbd 6.1 Preference points claim form in terms of the

Points Allocation: 80 points

B-BBEE Details: DELIVERY OF VARIOUS STATIONERY ITEMS AND OFFICE MATERIALS

On as and when required basis for 36 months in the PRASA kwazulu natal region

Closing date and time: 16 September 2026 @12H00

Closing address PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, Durban Station

5 delivery instruction for RFP

Delivery of Bid

The Bid envelopes should be deposited in the PRASA tender box which is located at the main entrance of the PRASA KZN and

should be addressed as follows:

The secretariat / tender office

PRASA KZN

Tender box no.04

65 masabalala yengwa avenue

Greyville

Durban station

5.1 B-BBEE Joint Ventures or Consortiums

Respondents who would wish to respond to this RFP as a Joint Venture [JV] or consortium with B-BBEE entities, should state

their intention to do so in their RFP submission. Such Respondents should also submit a signed JV or consortium agreement

between the parties clearly stating the percentage [%] split of business and the associated responsibilities of each party. If such

a JV or consortium agreement is unavailable, the partners should submit confirmation in writing of their intention to enter into a

JV or consortium agreement should they be awarded business by PRASA through this RFP process. This written confirmation

should clearly indicate the percentage [%] split of business and the responsibilities of each party. In such cases, award of

business will only take place once a signed copy of a JV or consortium agreement is submitted to PRASA.

6 communication

6.1 For specific queries relating to this RFP during the RFP process, bidders are required to adhere strictly to the communication

structure requirements. An RFP Clarification Form should be submitted to [email protected] on/before 11 September

2026, substantially

decision by Bidders. The recipient should not consider the document as an investment recommendation by PRASA or any of its

advisers.

Each person to whom this document (and other later documents) is made available must make his own independent assessment of

the Project after making such investigation and taking such professional advice as he/she or it deems necessary. Neither the receipt

of this document or any related document by any person, nor any information contained in the documents or distributed with them or

previously or subsequently communicated to any Bidder or its advisers, is to be taken as constituting the giving of an investment

advice by PRASA or its advisers.

In this RFP, unless inconsistent with or otherwise indicated by the context –

4.1 headings have been inserted for convenience only and should not be taken into account in interpreting the RFP;

4.2 any reference to one gender shall include the other gender;

4.3 words in the singular shall include the plural and vice versa;

4.4 any reference to natural persons shall include legal persons and vice versa;

4.5 words defined in a specific clause have the same meaning in all other clauses of the RFP, unless the contrary is

specifically indicated;

4.6 any reference to the RFP, schedule or appendix, shall be construed as including a reference to any RFP, schedule or

appendix amending or substituting that RFP, schedule or appendix;

4.7 the schedules, appendices and Briefing Notes issued pursuant to this RFP, form an indivisible part of the RFP and together

with further clarifying and amending information provided by PRASA, constitute the body of RFP documentation which

must be complied with by Bidders;

4.8 in the event of any inconsistency between this RFP or other earlier information published with regard to the Project, the

information in this RFP shall prevail; and

4.9 this RFP shall be governed by and applied in accordance with South African law.

pg. 9

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

A compulsory pre-proposal RFP briefing will be conducted at PRASA KZN, 65 Masabalala Yengwa Avenue, Greyville, Durban

Station on the 27 August 2026, at 10H00. [Respondents to provide own transportation and accommodation]. The briefing

session will start punctually, and information will not be repeated for the benefit of Respondents arriving late.

2.1 A Certificate of Attendance in the form set out in Form D, Annexure 2, hereto must be completed and submitted with

your Proposal as proof of attendance is required for a compulsory site meeting and/or RFP briefing. Bidders must also

appear on the Compulsory Briefing session Register.

2.2 Respondents failing to attend the compulsory RFP briefing may be disqualified.

8.10 Responses to RFP must provide sufficient information and detail in order to enable PRASA to evaluate the responses

to RFP, but should not provide unnecessary detail which does not add value and detracts from the ability of PRASA to

effectively evaluate and understand the responses to RFP. The use of numbered headings, bullet points, sections,

appendices and schedules are encouraged.

8.11 Information submitted as part of a responses to RFP should as far as possible, be orderly according to the order of the

required information requested by PRASA. All pages should be consecutively numbered.

8.12 Responses to RFP should ensure that each requirement contained in the RFP is succinctly addressed. Responses to

documents, such Bids may, at the sole discretion of PRASA, be disqualified . PRASA reserves the right to call a Bidder to provide

additional documents which may have not been submitted.

The successful Bidder [hereinafter referred to as the Service Provider] shall be in full and complete compliance with any and

all applicable laws and regulations.

11 national treasury’s central supplier database

Respondents 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.

Bid number: dbn/ops (bac) 011

3.2 Project benefits to PRASA

• Improved turnaround time for workplace improvement by having required stationery and batteries for PRASA employees.
• Improve compliance with legislation and safety requirements.
• Improve internal customer satisfaction.

3.3 Current mechanisms in place to address the problem

Bid number: dbn/ops(bac)011

MAT NO Category: 1 UOM

Binder, loose-leaf; PRASA rail file cover (packets of 100)

M00042923 binder, looseleaf equipment used on PRASA rail ea

Pad, writing paper; size designation a4, features 80

M00057236 gsm bond, sheet quantity 200; with metrorail logo in ea

Bid number: dbn/ops(bac)011

M00100270 Adhesive: Type Tape - Packaging 48mm x 50mm -Clear EA

M00100271 Adhesive: Type Sellotape- 12mm x 66m-SA129 EA

M00100272 Adhesive: Type Sellotape- 18mm x 66m-SA129 EA

M00100278 bin, waste; type paper 15l - plastic - black ea

M00100279 bin, waste; type paper 15l - plastic – blue ea

M00100280 bin, waste; type paper 15l - plastic – green ea

M00100282 bin, waste; type paper 15l - plastic - red ea

Paper, duplicating, copy; type a4 80g rotatrim -

M00100283 ea white, package type ream of 500 sheets

Paper, duplicating, copy; type a4 80g typek -

M00100285 ea celestial blue, package type ream of 500 sheets

Paper, duplicating, copy; type a4 80g typek - jade,

M00100287 ea package type ream of 500 sheets

Paper, duplicating, copy; type a4 80g typek - pink,

M00100288 ea package type ream of 500 sheets

Paper, duplicating, copy; type a4 80g typek - sunlight

M00100289 ea yellow, package type ream of 500 sheets

Paper, duplicating, copy; type a3 80gm - rotatrim -

M00100291 ea white, package type ream of 500 sheets

Sheet; type binding - a4 acetate - clear cover,

M00100293 ea specification 60, 180 micron

Sheet; type binding - a4 acetate - frosted - w41s -

M00100297 ea yellow

M00100299 board; type a4 backing 160g – white ea

M00100301 board; type a4 backing 160g - tinted green ea

M00100304 cover; type a4 clear/white - gbc - pkt 25 ea ea

M00100310 binding element; type a4 ring - 12mm – black ea

M00100315 binding element; type a4 ring - 16mm -black ea

M00100320 binding element; type a4 ring - 20mm – black ea

M00100325 binding element; type a4 ring - 25mm – black ea

Marker, felt tip; type marker, highlighter, replica,

M00100337 ea color blue

Marker, felt tip; type marker, highlighter, replica,

M00100340 ea color green

of 56

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

and correct. Neither PRASA nor any of its advisers accept any liability or responsibility for the adequacy, accuracy or completeness

of any of the information or opinions stated in any document.

document or on which any document is based. Any liability in respect of such representations or warranties, howsoever arising is

hereby expressly disclaimed.

information provided (the “Confidential Information Provided”). The Confidential Information provided may be made available to

Bidder’s subcontractors, employees and professional advisers who are directly involved in the appraisal of such information (who

must be made aware of the obligation of confidentiality) but shall not, either in the whole or in part, be copied, reproduced, distributed

or otherwise made available to any other party in any circumstances without the prior written consent of PRASA, nor may it be used

for any other purpose than that for which it is intended.

(otherwise than through a breach of a confidentiality obligation). Bidders, Key Contractors and their constituent members, agents and

advisers, may be required to sign confidentiality Contracts/undertakings (in such form as PRASA may require from time to time).

All Confidential Information Provided (including all copies thereof) remains the property of PRASA and must be delivered to PRASA

on demand. Further, by receiving this RFP each Bidder and each of its members agrees to maintain its submission in Bid to this RFP

confidential from third parties other than PRASA and its officials, officers and advisers who are required to review the same for the

purpose of procurement of the RFP.

it. Please note that PRASA reserves the right to:

• Modify the RFP’s goods / service(s) / works and request Respondents to re-bid on any changes;
• Withdraw, amend the RFP at any time without prior notice and liability to compensate or reimburse any respondent;
• Reject any Proposal which does not conform to instructions and specifications which are detailed herein
• Disqualify Proposals submitted after the stated submission deadline;
• Call a respondent to provide additional documents which PRASA may require which have not been submitted to

2 formal briefing .................................................................................................................................... 14

4 proposal submission ......................................................................................................................... 14

5 delivery instructions for RFP ....................................................................................................... 15

6 broad-based black economic empowerment and socio-economic obligations ....... 15

7 communication ...................................................................................................................................... 18

8 confidentiality ..................................................................................................................................... 18

9 instructions for completing the RFP ......................................................................................... 19

10 RFP timetable ......................................................................................................................................... 21

11 legal compliance ................................................................................................................................ 22

12 national treasury’s central supplier database ................................................................. 22

13 tax compliance ..................................................................................................................................... 22

14 protection of personal data ........................................................................................................ 23

Section 2 : background, overview and scope of requirements .............................................. 24

1 introduction and background ...................................................................................................... 24

2 overview .................................................................................................................................................. 24

3 key objectives of the RFP ................................................................................................................ 25

4 scope of work ...................................................................................................................................... 25

5 evaluation methodology ................................................................................................................. 26

6 post tender negotiations (if applicable) ................................................................................. 39

7 best and final offer .......................................................................................................................... 39

8 final contract award ....................................................................................................................... 39

9 fairness and transparency ............................................................................................................ 39

Section 3 : pricing and delivery schedule ......................................................................................... 40

1 pricing ..................................................................................................................................................... 40

2 disclosure of prices quoted ......................................................................................................... 41

3 perfromance and bid bonds (where applicable) ................................................................... 41

pg. 4

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

interpretation of any differing terminology applied.

8.13 Response to RFP documents are to be submitted to the address specified in this RFP, and Bidders should ensure that

the original and copies (where applicable) are identical in all respects as PRASA will not accept any liability for having

disqualified a bidder for failing to provide a mandatory returnable document.

8.14 Unless otherwise expressly stated, all Proposals furnished pursuant to this RFP shall be deemed to be offers. Any

exceptions to this statement must be clearly and specifically indicated.

8.15 Any additional conditions must be embodied in an accompanying letter. Subject only to clause 16 [Alterations made by

the Respondent to Bid Prices] of the General Bid Conditions, alterations, additions or deletions must not be made by

the Respondent to the actual RFP documents.

8.16 Bidders are required to review the Contract. Bidders may further amend and or delete any part of the Draft Contract

where they deem fit to do so. Where Bidders have amended and or deleted any part of the Contract, it must be clearly

visible by using track changes and must ensure that the disc copy of their bid submission for the Draft Contract is in

word version and not password protected. It must be noted that the marked up Contract will form part of contract

negotiations processes with the preferred bidder.

pg. 14

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Category 1: Stationery Items

Category 2: Office Materials

4.1 Insurance requirements for the project

4.1.1 No insurance required.

4.1.2 Service provider is responsible for the goods, until is successfully delivered in PRASAs warehouse.

4.2 Prasa’s responsibilities

required product in accordance with the specified quality, reliability and functionality.

• Bidders who achieve the minimum required functionality score of 80 points will be included in the panel of contractors

to bid for the PRASA Projects/work/contract for stationery items and office materials for a duration of thirty-six (36)

months.

• The RFQ Process will be used to identify the successful supplier, and purchase orders will be issued for the supply

of the required items in accordance with approved procurement requirement.

• Moreover, having pre-qualified and being appointed to the panel and signing a framework agreement, does not

automatically guarantee that any member of the panel will be awarded any work by PRASA during the term of this

panel.

• Bidders will be invited via a Request for Quotation (RFQ) process on an as and when required basis per terms of

reference for each specific requirements to provide PRASA with a detailed costed price proposal as will be outlined

in the RFQ in line with scope of supply. The process will also ensure compliance to any relevant regulation and

including any changes that might occur during the duration of the appointed panel.

• Bidders will be rotated based on the opportunity to supply. Once the bidder is awarded an order, he will be moved

to the bottom of the list and will not be invited to quote for the supply for the second and subsequent orders until all

suppliers have gone through the process of being awarded orders, irrespective of the order value.

• RFQ Proposal will be evaluated based on Preferential system & Price in accordance with the preference point

system of 80/20 as per PRASA Preferential Policy at the time of the RFQ invitation for the entire duration of 36

months.

• The Preference Point System and for claiming specific goal point, bidder must meet Specific Goal Requirements as

Per the Preferential Procurement Policy Framework Act, 2000 (Act No.), including Preferential

Procurement Regulations, 2022 currently applicable and PRASA’s Preferential Procurement Policy.

• PRASA reserves the right to request the service provider to provide the assurance of capacity and financial

capability to execute the work at the time of the RFQ.

• Tenders containing any one or more of the errors or omissions, or tenders having not complied with any one of the

peremptory tender conditions as detailed in this tender document, shall not be considered and shall automatically

be rejected. Tender financial offers will be dealt with during RFQ process.

of 56

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

(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.

Bidders responding as a Joint Venture or consortium with B-BBEE entities should state their intention in their RFP submission and submit a signed JV or consortium agreement clearly stating the percentage split of business and responsibilities of each party. If such an agreement is unavailable, partners should submit written confirmation of their intention to enter into a JV or consortium agreement should they be awarded business, clearly indicating the percentage split and responsibilities. Award of business will only take place once a signed copy of the JV or consortium agreement is submitted to PRASA.

Bidders must comply with all requirements of the RFP. The successful bidder shall be in full and complete compliance with all applicable laws and regulations. Respondents are required to self-register on National Treasury's Central Supplier Database (CSD) and provide their Supplier Number and Unique registration reference number. Respondents must be tax compliant when submitting a proposal and remain compliant for the entire contract term. Tax compliance status will be verified through the CSD. For consortia/joint ventures/sub-contractors, each party must be registered on the CSD. Respondents must provide their Tax Compliance Status (TCS) Pin. The attached SBD 1 marked Annexure 2 must be completed and submitted as an essential returnable document.

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

9.2 Points awarded for specific goals

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:

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.

of 56

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers for the supply and delivery of various stationery items and

Office materials on as and when required basis for 36 months in the PRASA

Kwazulu natal region

Bid number: dbn/ops(bac)011

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.)

Number of points Evidence required for specific

Number of points claimed (80/20 system) goals

allocated (To be completed byThe specific goals

allocated points in terms the tenderer) (80/20 system)

of this tender

(To be completed by

the organ of state)

Business Address located Utility statement/municipal council

within Ethekwini municipal 10 letter/ business lease

boundary agreement/traditional council letter

Black Youth Owned Certified copy of the identity

document of the owner/s

Certified copy of the identity

Black Women Owned document of the owner/s

Total 20

• A CIPC Registration Documents will be used to verify the above evidence.
• Points will be awarded/allocated on a proportional/pro-rata basis.

Formula: Number of Points allocated x Percentage (%) owned = Number of Points Claimed.

9.3 Appointments other than the successful bidder

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.

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.

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

of 56

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers for the supply and delivery of various stationery items and

Office materials on as and when required basis for 36 months in the PRASA

Kwazulu natal region

Bid number: dbn/ops(bac)011

MAT NO Category: 1 UOM

Binder, loose-leaf; PRASA rail file cover (packets of 100)

M00042923 binder, looseleaf equipment used on PRASA rail ea

Pad, writing paper; size designation a4, features 80

M00057236 gsm bond, sheet quantity 200; with metrorail logo in ea

Yellow and grey pantone on top right hand side

M00100234 pen, ball-point; type bic fine orange, color black ea

M00100236 pen, ball-point; type bic fine orange, color black ea

M00100237 pen, ball-point; type bic - medium, color blue ea

M00100238 pen, ball-point; type bic -fine orange, color red ea

Pen, ball-point; type bic or equivalent - medium, color

M00100239 ea red, package type 60

M00100242 pen, ball-point; type mon ami line, color red ea

Pen, ball-point; type pentel superb bk77, color violet

M00100243 ea

Pen, ball-point; type pentel superb bk77, color black

M00100244 ea

M00100245 pen, ball-point; type pentel superb bk77, color blue ea

Pen, ball-point; type pentel superb bk77, color green

M00100246 ea

M00100248 pen, ball-point; type pentel superb bk77, color red ea

M00100249 pen, ball-point; type replica, color black ea

M00100250 pen, ball-point; type replica, color blue ea

M00100251 pen, ball-point; type replica, color red ea

Refill, ball point pen; type parker - fine, ink color black

M00100260 ea

M00100262 ADHESIVE; TYPE GLUE STICK - PRITT 40G or Equivalent EA

M00100264 adhesive; type prestik 100g – bostik ea

M00100267 Adhesive: Type Tape - Packaging 48mm x 100mm -Buff EA

M00100268 adhesive; type tape - packaging - 48mm x 100m - clear ea

of 56

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers for the supply and delivery of various stationery items and

Office materials on as and when required basis for 36 months in the PRASA

Kwazulu natal region

Bid number: dbn/ops(bac)011

M00100270 Adhesive: Type Tape - Packaging 48mm x 50mm -Clear EA

M00100271 Adhesive: Type Sellotape- 12mm x 66m-SA129 EA

M00100272 Adhesive: Type Sellotape- 18mm x 66m-SA129 EA

M00100278 bin, waste; type paper 15l - plastic - black ea

M00100279 bin, waste; type paper 15l - plastic – blue ea

M00100280 bin, waste; type paper 15l - plastic – green ea

M00100282 bin, waste; type paper 15l - plastic - red ea

Paper, duplicating, copy; type a4 80g rotatrim -

M00100283 ea white, package type ream of 500 sheets

Paper, duplicating, copy; type a4 80g typek -

M00100285 ea celestial blue, package type ream of 500 sheets

Paper, duplicating, copy; type a4 80g typek - jade,

M00100287 ea package type ream of 500 sheets

Paper, duplicating, copy; type a4 80g typek - pink,

M00100288 ea package type ream of 500 sheets

Paper, duplicating, copy; type a4 80g typek - sunlight

M00100289 ea yellow, package type ream of 500 sheets

Paper, duplicating, copy; type a3 80gm - rotatrim -

M00100291 ea white, package type ream of 500 sheets

Sheet; type binding - a4 acetate - clear cover,

M00100293 ea specification 60, 180 micron

Sheet; type binding - a4 acetate - frosted - w41s -

M00100297 ea yellow

M00100299 board; type a4 backing 160g – white ea

M00100301 board; type a4 backing 160g - tinted green ea

M00100304 cover; type a4 clear/white - gbc - pkt 25 ea ea

M00100310 binding element; type a4 ring - 12mm – black ea

M00100315 binding element; type a4 ring - 16mm -black ea

M00100320 binding element; type a4 ring - 20mm – black ea

M00100325 binding element; type a4 ring - 25mm – black ea

Marker, felt tip; type marker, highlighter, replica,

M00100337 ea color blue

Marker, felt tip; type marker, highlighter, replica,

M00100340 ea color green

of 56

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers for the supply and delivery of various stationery items and

Office materials on as and when required basis for 36 months in the PRASA

Kwazulu natal region

Bid number: dbn/ops(bac)011

Marker, felt tip; type marker, highlighter, replica,

M00100341 ea color orange

Arker, felt tip; type marker, highlighter, replica, color

M00100342 ea pink

Marker, felt tip; type marker, highlighter, replica,

M00100343 ea color purpl

Marker, felt tip; type marker, highlighter, replica,

M00100344 ea color red

Marker, felt tip; type marker, highlighter, replica,

M00100346 ea color yellow

Marker, felt tip; type marker, highlighter, stabilo boss,

M00100347 ea color blue

Marker, felt tip; type marker, highlighter, stabilo boss,

M00100348 ea color green

Marker, felt tip; type marker, highlighter, stabilo boss,

M00100353 ea color orange

Marker, felt tip; type marker, highlighter, stabilo boss,

M00100354 ea color pink

Marker, felt tip; type marker, highlighter, stabilo boss,

M00100358 ea color yellow

Marker, felt tip; type marker, ohp permanent, penflex,

M00100359 ea color black, tip type fine

Marker, felt tip; type marker, ohp permanent, penflex,

M00100365 ea color red, tip type fine

Arker, felt tip; type marker, permanent, artline 70, tip

M00100367 size ea

Bullet point, color black

Marker, felt tip; type marker, permanent, artline 70, tip

M00100368 size ea

Bullet point, color blue

Marker, felt tip; type marker, permanent, artline 70, tip

M00100396 size ea

Bullet point, color green

Marker, felt tip; type marker, permanent, artline 70, tip

M00100370 ea size bullet point, color red

Marker, felt tip; type marker, permanent, replica, tip

M00100371 ea size bullet point, color black

Marker, felt tip; type marker, permanent, replica, tip

M00100373 ea size bullet point, color blue

Marker, felt tip; type marker, permanent, yoken 10, tip

M00100376 ea size bullet point, color black

Marker, felt tip; type marker, permanent, yoken 10, tip

M00100377 ea size bullet point, color blue

Marker, felt tip; type marker, permanent, yoken 10, tip

M00100379 ea size bullet point, color red

Marker, felt tip; type marker, permanent, artline 90, tip

M00100380 size ea

Chisel point, color black

of 56

Bid descritpion: request for proposal(rfp) for the appointment of a panel of

Service providers for the supply and delivery of various stationery items and

Office materials on as and when required basis for 36 months in the PRASA

Kwazulu natal region

Bid number: dbn/ops(bac)011

Marker, felt tip; type marker, permanent, yoken 20, tip

M00100384 size ea

Chisel point, color black

Marker, felt tip; type marker, permanent, artline 700, tip

M00100388 ea size bullet point, color black, tip type fine

Marker, felt tip; type marker, permanent, artline 700, tip

M00100389 size ea

Bullet point, color blue, tip type fine

Marker, felt tip; type marker, permanent, artline 700, tip

M00100390 ea size bullet point, color green, tip type fine

Marker, felt tip; type marker, permanent, artline

M00100391 700 or equivalent, tip size bullet point, color red, tip ea

Type fine

Marker, felt tip; type marker, whiteboard, artline 500, tip

M00100392 size ea

Bullet, color black

Marker, felt tip; type marker, whiteboard, artline 500, tip

M00100393 ea size bullet, color blue

Marker, felt tip; type marker, whiteboard, artline 500, tip

M00100395 size ea

Bullet, color green

Marker, felt tip; type marker, whiteboard, artline 500, tip

M00100396 ea size bullet, color red

Book; type book, a1, features p/punched flip chart

M00100397 ea paper, 594mm x 840mm 30p, bond

Book; type book, a1, features p/punched flip chart

M00100398 ea paper, 594mm x 840mm 50p, econo jd592

M00100404 book; type a4 counter feint & margin, 192pg, jd 161 ea

M00100405 book; type a4 counter feint & margin, 288pg, jd 162 ea

Book, duplicate; type a4, jd 55, commercial size 210mm x

M00100407 ea 297mm, duplications pen carbon feint ruled

Refill, ball point pen; type parker - medium, ink color

M00100408 ea black

Refill, ball point pen; type parker - medium, ink color

M00100411 ea blue

Refill, ball point pen; type pentel superb bk77, ink color

M00100412 ea black

Refill, ball point pen; type pentel superb bk77, ink color

M00100413 ea blue

Refill, ball point pen; type pentel superb bk77, ink color

M00100414 ea red

Pen, ball-point; type retractable - bic clic - fine, color

M00100415 ea black

Pen, ball-point; type retractable - bic clic - medium,

M00100416 ea color black

Book; type a4 exam pad, punched, features 210mm x 297mm

M00100417 ea 100p, jd 581

of 56