Basic & intermediate emergency first aid responder services – gauteng RFQ (24 months)

Closing date: 01 September 2026 at 10:00 AM.

No briefing session or site visit is scheduled (marked N/A).

Contact person: Khuthadzo Tshikhudo

Telephone: 011 085 7060

Email: [email protected] and [email protected]

Submission address: Ground Floor Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein.

Complaints: [email protected]

Submission method: hand delivery only to Ground Floor Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein, on or before the closing date and time. No email or fax submissions accepted; late bids are rejected.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 4 (Declaration of Interest): discloses any state employment, relationships with procuring institution, related enterprises, and PEP/PIP connections.
• SBD 6.1 (Preference Points Claim): claims specific goal points under the 80/20 system.
• Completed Pricing and Delivery Schedule (Section 4) and BOQ/Pricing Schedule (Section 10).
• Proof of QCTO accreditation for Skills Programmes SP-230801 and SP-230802.
• Letter of Good Standing (COIDA).
• Valid SARS tax compliance PIN or CSD number.
• CSD registration number.
• Joint Venture/Consortium/Subcontract agreement signed by all parties, indicating the leading bidder where applicable.
• Proof of authority (e.g. company resolution) for the signatory.

Disqualification risks:

• Missing any mandatory returnable document at closing.
• Including documents relating to other quotations.
• Attempting to canvass SCM officers or PRASA employees.
• Submitting after the closing time or at the wrong venue.
• Changes to quotations after closing are not accepted.
• Quotations must be in a sealed envelope.

Mandatory returnable documents: Completed Pricing and Delivery Schedule Form (Section 4), Completed BOQ/Pricing Schedule (Section 10), QCTO accreditation proof for Skills Programme SP-230801 Basic Emergency First Aid Responder and SP-230802 Intermediate Emergency First Aid Responder. Other mandatory documents: Signed and completed RFQ document and SBD forms, Letter of Good Standing (COIDA), valid SARS PIN, all RFP documentation including declarations, Joint Venture/Consortium/Subcontract agreement if applicable, CSD supplier registration number.

Evaluation is in three stages:

• Stage 1: Compliance — Stage 1A mandatory requirements (Pricing Schedule, BOQ, QCT accreditation) must be submitted or the bid is automatically disqualified. Stage 1B other mandatory requirements (signed RFQ and SBD forms, COIDA letter, SARS PIN, CSD number, JV/consortium agreement) may be requested within 3 working days; failure to provide leads to disqualification.
• Stage 2: Technical/Functionality — minimum threshold of 60%. Scoring based on number of similar projects completed: 0 projects = 0 points, 1 = 20, 2 = 40, 3 = 60, 4 = 80, 5 or more = 100. Evidence required per project: appointment letter, description, purchase order, client name and contact, project start/end dates, extension of time, contract value incl. VAT, and completion certificate or client letter.
• Stage 3: Price and Specific Goals — 80 points for price, 20 for specific goals, total 100. Price scored using the 80/20 preference point system formula. Specific goals: Black Women owned (10 points, certified ID copies), EME or QSE 51% Black Owned (10 points, audited financials/B-BBEE certificate/affidavit).

PRASA may apply objective criteria to award to a bidder other than the highest scorer, may split the award, and may appoint another bidder if the successful bidder fails to sign within 14 days, fails to provide security, or fails to meet a condition precedent.

Scope: provision of Basic Emergency First Aid Responder and Intermediate Emergency First Aid Responder services for Gauteng Province on an 'as and when' basis for 24 months.

Quantities per the BOQ: Basic Emergency First Aid Responder — 500 units; Intermediate Emergency First Aid Responder — 266 units.

Accreditation requirement: bidders must hold QCTO accreditation for Skills Programme SP-230801 (Basic Emergency First Aid Responder) and SP-230802 (Intermediate Emergency First Aid Responder).

Technical/functionality scoring is based on the number of successfully completed similar projects: 0 projects = 0 points, 1 = 20, 2 = 40, 3 = 60, 4 = 80, 5 or more = 100. For each project, bidders must provide: appointment letter on company letterhead, description of the project, purchase order, client name and contact (email and office number), project start and end dates, extension of time where applicable, contract value inclusive of VAT, and a completion certificate or client letter confirming successful completion.

Quality requirements are limited to the mandatory QCTO accreditation for the two specified skills programmes and the technical/functionality evaluation based on similar completed projects. No separate quality management system or certification is specified.

Prices must be in South African Rand, inclusive of all taxes, firm, with cost breakdown and price escalation basis/formula indicated. Pricing must be submitted strictly on the provided schedule; deviation may render the bid non-responsive. Discounts are considered only at final evaluation on an unconditional basis. If the highest scoring bidder's price is not market-related, PRASA may negotiate with that bidder, then the second, then the third, or cancel the RFQ. BOQ items: Basic Emergency First Aid Responder (500 each), Intermediate Emergency First Aid Responder (266 each), with VAT at 15%.

Pricing format: prices must be quoted in South African Rand, inclusive of all applicable taxes, on a fixed price basis.

Cost breakdown must be provided; price escalation basis and formula must be indicated.

Pricing must be submitted strictly on the provided pricing schedule/BOQ format; deviation may render the bid non-responsive.

Discounts are considered only at the final evaluation stage and only on an unconditional basis.

If the highest scoring bidder's price is not market-related, PRASA may negotiate with that bidder, then the second, then the third, or cancel the RFQ.

BOQ items: Basic Emergency First Aid Responder (500 each), Intermediate Emergency First Aid Responder (266 each), VAT at 15%.

Payment: PRASA pays within 30 days of receipt of a correct tax invoice.

CSD registration: mandatory for all bidders; business may not be awarded to a bidder not registered on the Central Supplier Database.

Tax compliance: bidders must submit a valid SARS Tax Compliance Status PIN or a printed TCS certificate; where no PIN is available, a CSD number must be provided. Consortia/JVs/subcontractors must each submit their own TCS PIN/CSD number.

COIDA: a Letter of Good Standing must be submitted.

B-BBEE: preference points claimed under the 80/20 system for specific goals (Black Women owned, EME/QSE 51% Black Owned) with supporting evidence.

State employment: bids from persons in the service of the state, or companies with directors who are, will not be considered.

SBD 4 (Declaration of Interest): discloses any state employment, relationships with PRASA, and PEP/PIP connections.

SBD 6.1 (Preference Points Claim): claims B-BBEE points.

SBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.

Authority to sign: proof of authority (e.g. company resolution) must be submitted.

No specific health and safety requirements are stated beyond the general obligation to comply with all applicable laws and the COIDA letter of good standing.

Contract governed by PRASA General Conditions of Purchase. Conditions form the basis of the contract; no oral variation. Payment within 30 days of correct tax invoice. Supplier must deliver by the stated date; late delivery may incur a penalty. Title and risk pass to PRASA upon acceptance. PRASA may reject non-conforming items and return them at supplier's risk. Warranty: items free from defects for one year from acceptance. Supplier indemnifies PRASA against claims arising from negligence, IP infringement, breach of statutory duty, defective design, materials or workmanship. Subcontracting requires PRASA's prior approval; the successful bidder remains liable for performance. Governing law is South African law, with non-exclusive jurisdiction of SA courts.

Bidders must not include documents relating to other quotations. Any attempt to canvass SCM officers or PRASA employees may lead to disqualification. Complaints must be lodged via [email protected] with bid description, reference number, closing date, supplier name and contact details, and detailed complaint. Successful bidder must comply with all applicable laws. Changes to quotations not accepted after closing. Prices must be quoted in ZAR on fixed price basis including taxes. Quotation is a binding offer. PRASA reserves rights to modify RFQ, reject non-conforming quotations, reject late submissions, cancel contract if information is incorrect, award to highest scoring bidder unless objective criteria justify otherwise, and award to next ranked bidder if preferred bidder fails to sign. Proposed contractual terms subject to PRASA Legal Counsel review. Bidders must register on Central Supplier Database (CSD). Personal data processed in accordance with applicable law. Validity period of 90 working days from closing date, may be extended. Award information published on e-tender portal.

Evaluation methodology: Stage 1 Compliance (Stage 1A Mandatory Requirements, Stage 1B Other Mandatory Requirements), Stage 2 Technical/Functional Requirements with a threshold of 60%, Stage 3 Price (80 points) and Specific Goals (20 points), total 100 points. Price evaluation uses the 80/20 preference point system with formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals: Black Women owned (10 points, certified copy of ID), EME or QSE 51% Black Owned (10 points, audited annual financials/B-BBEE certificate/affidavit).