Provision of comprehensive bus and rail ticketing systems support, maintenance, enhancements, integration and upgrades for a duration of 6 months

Closing date: 1 October 2026 at 11:00

Briefing session: None (no briefing session)

Clarification questions: must be submitted through the official SCM channel within the period stated in the RFQ invitation

Contract period: 6 months

Submission channel: official PRASA Supply Chain Management channel stated in the RFQ invitation. Use the prescribed RFQ subject and reference number.

Returnable documents (all must be completed and signed, with Commissioner of Oaths signatures where required):

• Completed and signed RFQ documentation, declarations and applicable SBDs.
• Signed Joint Venture, Consortium, Subcontracting or Partnering Agreement, where applicable (or state 'Not applicable').
• Completed Annexure C with signed client reference letter(s) and supporting evidence (appointment letter, purchase order or contract) demonstrating delivery of production support, maintenance, enhancements and/or integration for a live passenger rail and/or bus ticketing environment.
• Original or certified B-BBEE certificate (SANAS-accredited) or applicable sworn affidavit for EME/QSE; combined certificate for JV/consortium.
• Central Supplier Database (CSD) registration number.
• Valid SARS Tax Compliance Status PIN.
• CIPC company registration documents.
• Copies of directors' identity documents.
• CVs for all key resources, each accompanied by a signed consent letter dated not older than 60 days from RFQ publication.
• Reference letters for Senior Applications Developer and POS/Payment Software Support Specialist.

Disqualification risks:

• Failure to submit any mandatory returnable (Stage 1A) results in automatic disqualification.
• Failure to meet any mandatory technical requirement (Stage 1C) results in automatic disqualification.
• A score of zero for any main criterion in Stage 2 results in disqualification.

Evaluation stages:

• Stage 1A – Mandatory Compliance: substantive responsiveness and mandatory returnables. Failure to submit any mandatory returnable results in automatic disqualification.
• Stage 1B – Basic Compliance: administrative responsiveness (B-BBEE, CSD, tax PIN, CIPC, directors' IDs). Outstanding documents may be requested within a specified period where permissible.
• Stage 1C – Mandatory Technical Compliance: must meet all 13 minimum technical requirements covering ticketing support, helpdesk/incident management, NEW9220 POS and payments, enhancements/upgrades, availability/resilience, preventive maintenance, security/privacy (POPIA), payment compliance (PCI DSS), monitoring/reporting, data/reconciliation, integration, technology capability, and knowledge transfer. Failure to meet any requirement results in automatic disqualification.
• Stage 2 – Technical/Functionality: minimum threshold 70 points out of 100. Only stated scoring bands apply; no intermediate scores. Raw band score (0–5) converted proportionately to criterion maximum.
• Stage 3 – Price and Specific Goals: 80/20 preference point system. Price 80 points, specific goals 20 points.

Stage 2 criteria and weights:

• Relevant Company Experience in Bus and Rail Ticketing Systems Support: 30
• Ticketing Support Service Management, Operational Continuity and Revenue Assurance: 20
• Solution Design, Integration, Security and Payment Support: 10
• Six-Month Support Delivery Methodology and Transition Plan: 10
• Capability of Key Resources: 30

Total: 100

Stage 2 scoring bands (per criterion):

• Relevant Company Experience: 0–5 based on number of compliant references (Annexure C, signed client reference letters, appointment/contract evidence). 5 = 3 compliant references covering rail/bus ticketing plus POS/payment and integration.
• Ticketing Support Service Management: 0–5 based on approach covering helpdesk/incident management, SLA and major-incident escalation, preventive maintenance, revenue/payment reconciliation support, continuity/service-restoration controls, POS support. 5 = all 5+ required elements.
• Architecture, Integration, Security and Payment Support: 0–5 based on approach covering support architecture, APIs/middleware, SAP/STAR/TOMS/TDMS integration, GIS/Omni-Channels/legacy integration, security, POPIA, PCI DSS, NEW9220/EMV payment support, resilience/DR, monitoring/observability. 5 = all 10 required elements.
• Six-Month Support Delivery Methodology and Transition Plan: 0–5 based on proposal covering mobilisation, six-month workplan, staffing/helpdesk coverage, escalation model, preventive-maintenance schedule, enhancement/change control, testing/release control, governance/reporting, knowledge transfer and handover, risk/transition management. 5 = all 10 required elements.
• Capability of Key Resources: 0–5 based on number of compliant resources among the seven key roles. 5 = all 7 compliant resources.

Important rules:

• Minimum Stage 2 threshold: 70/100.
• A score of zero for any main criterion results in disqualification.
• PRASA may verify references, request demonstrations or supporting evidence, interview key resources and validate stated technical capability.

Price formula: Ps = 80 [1 - ((Pt - Pmin) / Pmin)]

Specific goals (20 points total):

• Black Women Owned: 4 points (certified copies of owners' ID documents)
• Black Youth Owned: 4 points (certified copies of owners' ID documents)
• Owned by Black People with Disabilities: 4 points (certified ID copies and medical practitioner's confirmation of disability)
• B-BBEE Contributor Status Level 2 or better: 4 points (valid B-BBEE certificate or applicable affidavit)
• EME or QSE with at least 51% Black Ownership: 4 points (audited annual financial statements and/or valid B-BBEE certificate or applicable affidavit)

Scope: Provision of comprehensive bus and rail ticketing systems support, maintenance, enhancements, integration and upgrades for a duration of 6 months.

Client: Passenger Rail Agency of South Africa (PRASA).

Support streams:

• Six months of support and maintenance for PRASA bus and rail ticketing systems, including NEW9220 smart POS devices.
• System enhancements and upgrades in response to evolving business needs and modernisation priorities.
• Support for embedded EMV-compliant payment facilitation, clearing and switching software and associated ticketing integration.
• Incident management, fault resolution, preventive maintenance, compliance reviews, disaster-recovery readiness and operational reporting.
• Knowledge transfer to PRASA ICT personnel and integration assurance across PRASA platforms.

Interoperability required with: SAP, STAR, TOMS, TDMS, GIS, Omni-Channels and legacy systems.

Helpdesk and incident management:

• Helpdesk support during PRASA Rail and LDPT operating hours.
• SLA-driven incident logging, prioritisation, escalation, troubleshooting and resolution, with traceable incident records and closure evidence.

NEW9220 POS and payments:

• Support and maintain NEW9220 smart POS devices, including secure cash and cashless ticket-sales capability.
• Specialist support for embedded EMV-compliant payment facilitation, clearing and switching software, including integration, payment processing, reconciliation support and defect resolution.

Preventive maintenance and compliance:

• Quarterly compliance audits, system health checks and data-quality reviews.
• Support compliance with POPIA and PCI DSS for customer and financial data.

Monitoring and reporting:

• Monthly governance, KPI and SLA-compliance reports and supporting logs.
• Maintain disaster-recovery readiness and provide required disaster-recovery drill and reporting.

Knowledge transfer:

• Training sessions, manuals and workshops for PRASA ICT staff.

Deliverables and timeline:

• Mobilisation and Support Plan at inception.
• Helpdesk and incident management throughout 6 months.
• Ticketing systems support and maintenance throughout 6 months.
• Enhancements, upgrades and priority integrations as prioritised.
• NEW9220 POS and payment support throughout 6 months.
• Preventive maintenance and compliance reviews quarterly/as applicable.
• Governance and SLA reporting monthly.
• Disaster recovery readiness and drill as required.
• Knowledge transfer and handover throughout/by close.

Technology stack required: Linux, SQL databases, MySQL, SQL Server, Java, Android Mobile, C# and AngularJS.

Minimum project team (7 roles):

• Project Manager: min 10 years project management, recognised certification (PRINCE2 or PMP).
• Application Development Lead (Solution Design): min 10 years solution design and application development, Java/Linux/Android/C#/AngularJS expertise and certification.
• Business and Process Analyst: min 7 years business analysis, Business Analysis and Business Process Modelling certification.
• Senior Integration Specialist: min 8 years integration, Linux Operating System certification.
• Senior Applications Developer: min 8 years application development/support, Java/Linux/Android/C#/AngularJS expertise, proven experience in passenger rail and bus ticketing environments.
• Intermediate Applications Developer: min 7 years application development/support, SQL/Java/Android/C#/AngularJS experience.
• PoS Device plus embedded NDoT/EMV Compliant Payment Software Support Specialist: min 7 years developing/supporting handheld PoS devices, experience with NEW9220 smart POS, EMV Level 3 Mastercard CID 49223 and EMV Level 3 Visa CID 49223, embedded e-Commerce cashless payment facilitation, clearing and switching software, and integration to internal ticketing systems. Reference letter from a passenger rail and bus client required.

The bidder must provide a Six-Month Support Delivery Methodology and Transition Plan covering: mobilisation, six-month workplan, staffing/helpdesk coverage, escalation model, preventive-maintenance schedule, enhancement/change control, testing/release control, governance/reporting, knowledge transfer and handover, and risk/transition management. Scoring is based on the number of required elements included (0–5 band).

The bidder must assign qualified and experienced candidates to the seven key roles. Each CV must meet minimum experience and certification requirements and be accompanied by a signed consent letter dated not older than 60 days from RFQ publication. Reference letters are required for the Senior Applications Developer and POS/Payment Software Support Specialist. Minimum experience: Project Manager 10 years (PRINCE2/PMP), Application Development Lead 10 years (Java/Linux/Android/C#/AngularJS), Business and Process Analyst 7 years (Business Analysis and BPM certification), Senior Integration Specialist 8 years (Linux certification), Senior Applications Developer 8 years (Java/Linux/Android/C#/AngularJS, proven passenger rail/bus ticketing experience), Intermediate Applications Developer 7 years (SQL/Java/Android/C#/AngularJS), PoS Device plus embedded NDoT/EMV Compliant Payment Software Support Specialist 7 years (NEW9220, EMV Level 3 Mastercard CID 49223, EMV Level 3 Visa CID 49223, reference letter from passenger rail and bus client).

Bidders must complete Annexure A using the resource categories and monthly hours stated in the pricing schedule. Hourly rates and monthly costs must include VAT where indicated. The total six-month price must be clearly stated. Prices must remain fixed for the contract period. Resource categories and monthly hours: Project Manager 80, Application Lead (Solution Design) 120, Senior Developer 160, Business Analyst 120, Intermediate Application Developer 80, Integration Support Specialist 160, PoS Device / Application Specialist 120. Pricing summary must show total monthly cost (x6) excluding VAT, VAT (15%), and total over 6 months including VAT.

Pricing format: Resource-based support pricing (Annexure A).

Bidders must complete hourly rate and monthly cost for each resource category, using the stated monthly hours.

Prices must include VAT where indicated and remain fixed for the six-month contract period.

Total six-month price must be clearly stated.

Resource categories and monthly hours:

• Project Manager: 80 hours/month
• Application Lead (Solution Design): 120 hours/month
• Senior Developer: 160 hours/month
• Business Analyst: 120 hours/month
• Intermediate Application Developer: 80 hours/month
• Integration Support Specialist: 160 hours/month
• PoS Device / Application Specialist: 120 hours/month

Pricing summary must show total monthly cost (x6) excluding VAT, VAT (15%), and total over 6 months including VAT.

Mandatory compliance (Stage 1A):

• Completed and signed RFQ documentation, declarations and applicable SBDs, with Commissioner of Oaths signatures where required.
• Signed Joint Venture, Consortium, Subcontracting or Partnering Agreement, where applicable (or state 'Not applicable').
• Completed Annexure C with signed client reference letter(s) and supporting evidence (appointment letter, purchase order or contract) demonstrating delivery of production support, maintenance, enhancements and/or integration for a live passenger rail and/or bus ticketing environment.

Basic compliance (Stage 1B):

• Original or certified B-BBEE certificate issued by a SANAS-accredited verification agency, or applicable sworn affidavit for EME or QSE. JV/consortium must submit a combined certificate in the name of the JV/consortium.
• Central Supplier Database (CSD) registration number.
• Valid SARS Tax Compliance Status PIN.
• CIPC company registration documents.
• Copies of directors' identity documents.

Mandatory technical compliance (Stage 1C):

• Six months of SLA-driven support and maintenance for PRASA bus and rail ticketing systems, with continuity controls for passenger sales and revenue collection.
• Business-hours helpdesk with traceable fault logging, prioritisation, escalation, troubleshooting, resolution and closure evidence.
• Specialist support for NEW9220 smart POS devices and embedded EMV-compliant payment facilitation, clearing and switching software, including reconciliation support.
• Capability to implement approved application enhancements, upgrades and fixes without compromising the stability of the live production environment.
• Documented continuity, backup/recovery, disaster-recovery readiness and controlled restoration arrangements.
• Quarterly compliance reviews, system-health checks and data-quality reviews, with evidence and remediation tracking.
• POPIA-aligned support controls, secure access, least privilege, auditability and protection of customer and operational data.
• PCI DSS-aligned support for payment-processing components and controls.
• Operational logs, service monitoring, incident trends, KPI and SLA reporting, with monthly governance reporting to PRASA.
• Support for data-quality controls, shift closures, shift shortages and recon, transaction traceability, reconciliation references and investigation of revenue-impacting discrepancies.
• Secure interoperability with SAP, STAR, TOMS, TDMS, GIS, Omni-Channels and relevant legacy systems using approved middleware/API approaches.
• Capability across the applicable Linux, SQL/MySQL/SQL Server, Java, Android, C# and AngularJS technology stack.
• Structured technical and operational knowledge transfer, manuals, workshops and current support/integration documentation for PRASA ICT.

Key personnel requirements:

• CVs must demonstrate experience and technical skills for proposed roles.
• Each CV must be accompanied by a signed consent letter dated not older than 60 days from RFQ publication.
• Reference letters required for Senior Applications Developer and POS/Payment Software Support Specialist.

Contract period: six months, time-bound continuity support. Prices must remain fixed for the contract period. Any change in agreed scope, resources or commercial assumptions must be formally approved through PRASA governance and procurement processes. The service provider must maintain current incident, problem, change, risk and issue records. Named key resources must remain available for support activities, technical workshops, incident escalations and governance engagements. All material enhancements, upgrades and integrations must be documented and transferred to PRASA ICT. Acceptance based on delivery of required support services and objective evidence (support logs, technical records, reports, maintenance evidence, enhancement documentation, knowledge-transfer outputs).

Evaluation stages: Stage 1A mandatory compliance, Stage 1B basic compliance, Stage 1C mandatory technical compliance, Stage 2 technical/functionality (minimum 70/100), Stage 3 price (80 points) and specific goals (20 points) under the 80/20 preference point system. Stage 2 criteria and weights: Relevant Company Experience in Bus and Rail Ticketing Systems Support (30), Ticketing Support Service Management, Operational Continuity and Revenue Assurance (20), Solution Design, Integration, Security and Payment Support (10), Six-Month Support Delivery Methodology and Transition Plan (10), Capability of Key Resources (30). Scoring bands 0–5 per criterion, converted proportionately. A score of zero for any main criterion results in disqualification. PRASA may verify references, request demonstrations, interview key resources and validate stated technical capability.