Appointment of a panel of service providers to provide cleaning and horticulture service at stations and workplaces for a period of 36 months, KZN

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{"name":null,"email":null,"phone":null,"department":null,"address":"ING DATE 08 October 2026"}

Returnable Documents: TENDER FORM (PRICING SCHEDULE) Form C, SBD 4 BIDDER’S DISCLOSURE, SBD 6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE

Bidders must attend the compulsory briefing session and submit the Certificate of Attendance (Form D). Must be registered on the Central Supplier Database (CSD) and provide a Tax Compliance Status (TCS) PIN; tax matters must be in order. Must complete and submit all mandatory returnable documents including SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), and the Tender Form (Form C). Bidders must comply with B-BBEE requirements and may be required to submit annual financial statements for due diligence. Joint ventures/consortia must submit a signed JV/consortium agreement or written intention, including percentage split and responsibilities.

Appointment of a panel of

Service providers to provide cleaning and horticulture service

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

enhances commuter experience, improves operational efficiency, and supports PRASA’s social and developmental objectives. The solution must ensure a consistently clean,

safe, and aesthetically maintained environment across all PRASA facilities, stations, workplaces, and rail precincts.

5.2. Details on the preferred solution

All cleaning chemicals, detergents, disinfectants, and related products must be SABS-approved and compliant with applicable SANS standards, including SANS 1828 (disinfectants and detergent-disinfectants), SANS 1853 (disinfectants for general purposes), SANS 10228 & SANS 10229 (classification, packaging, and labelling of hazardous substances), and SANS 1125 (safety requirements for industrial cleaning equipment). Equipment must also comply with relevant SANS electrical safety and mechanical standards.

• 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

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:_____________

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)

TENDER FORM (PRICING SCHEDULE) Form C

Sbd 4 bidder’s disclosure

Sbd 6.1 Preference points claim form in terms of the

B-BBEE Details: OF A PANEL OF

Service providers to provide cleaning and horticulture service at stations and

Workplaces for a period of 36 months, KZN

Closing date and time: 08 October 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 30

September 2026, substan

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 18 September 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.

The proposed project will provide extensive and integrated Cleaning and Horticulture Services across PRASA’s operational footprint, ensuring all high-priority, high-traffic, and

safety-critical areas are maintained to the required standards. The extent and coverage of the project include the full range of PRASA-owned, leased or managed facilities

that support commuter operations, staff activities, and rail infrastructure functionality.

and standards to ensure safety, environmental protection, and operational efficiency.

• SABS-approved and compliant with applicable SANS standards, including but not limited to:

o SANS 1828 – Disinfectants and detergent-disinfectants for use in the food industry, household, and institutional areas.

o SANS 1853 – Disinfectants and detergent-disinfectants for general purposes.

o SANS 10228 & SANS 10229 – Classification, packaging, and labelling of hazardous substances.

o SANS 1125 – Safety requirements for industrial cleaning equipment.

B. Occupational Health and Safety Act (Act )

• OHS Act and its regulations

• Hazardous Chemical Agents (HCA) Regulations, 2021

• Proper PPE usage

• Safe operating procedures

• Emergency and spill response

• Be safe for use in public environments

• Be well maintained, serviced, and compliant with safety standards

• Be accompanied by Material Safety Data Sheets (MSDS) for all chemicals

AS AND WHEN SERVICE TO PROVIDE CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES FOR A PERIOD OF 36 MONTHS, KZN of

Request for proposal (RFP) for the appointment of a panel of service providers

• Hazardous Substances Act, 1973

• SANS 10234 – Globally Harmonized System (GHS) of classification and labelling

• Proper storage of chemicals in lockable, ventilated chemical storage cabinets

• Safe transport of hazardous materials

G. Personal Protective Equipment (PPE) Requirements

• OHS Act Section 8 (Employer responsibility to provide PPE)

• SANS 20345 – Safety footwear

• SANS 501 – Eye and face protection

• SANS 10338 – Respiratory protective equipment

A period of 36 months, KZN

Bid number: dbn/ops (bac)015

Railway tracks (safety note) Remove papers and foreign objects up to 200m beyond platform edges (only under protection in off-peak) Daily

Dusting (Low Level) Dust all areas up to 2m height Alternate days (Mon, Wed, Fri)

High Dusting Dust above 2m Weekly

B. Waste Collection and Disposal – Internal

• Waste receptacles: Continuously

• Sanitize toilets, basins, urinals: Continuously

• Mirrors: Daily

• Damp mop floors: Daily

• Spot clean walls/doors/partitions: Daily

• Clean basins (hard surface cleaner): Daily

AS AND WHEN SERVICE TO PROVIDE CLEANING AND HORTICULTURE SERVICE AT STATIONS AND WORKPLACES FOR A PERIOD OF 36 MONTHS, KZN of

Request for proposal (RFP) for the appointment of a panel of service providers

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

maintained to the highest standards of cleanliness, safety, and environmental care. The solution should address current operational gaps, enhance service reliability, and

align with PRASA’s mandate to provide safe, dignified, and commuter-friendly rail environments.

5.3. Targeted area by this project

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

that support commuter operations, staff activities, and rail infrastructure functionality.

preference points.

workplaces. The appointed service provider will be responsible for delivering a comprehensive, high‐quality, and consistent service that ensures all PRASA facilities are clean,

Sbd 6.1 Preference points claim form in terms of the

PPPFA Preferential Procurement Policy Framework Act (as amended from