Tender Application Workspace for

• Submission method: physical submission at the closing venue; bidders must fill in and sign the submission register when handing in documents, otherwise the bid is disqualified.
• Letter of good standing (COIDA) — mandatory; failure to submit results in automatic disqualification.
• Completed RFP documentation including all declarations and SBD forms, with Commissioner of Oaths signatures where required — may be requested later if not submitted initially.
• Joint Venture / Consortium agreement or Trust Deed signed by all parties, and SBD 4 signed by all JV/consortium members (if applicable).
• Valid SARS tax clearance certificate and tax PIN letter, valid on the closing date.
• CSD supplier registration number.
• Not signing the submission register.
• Missing COIDA letter of good standing.
• Quoting below the gazetted minimum labour rate per hour (exclusive of VAT) at pricing stage.
• Submission method: sealed envelope deposited in the bid box at Umjantshi House, 30 Wolmarans Street, Braamfontein, Johannesburg.
• Quotations must be addressed to PRASA and reach the bid box before the closing time on the closing date.
• Late bids will not be considered.
• Returnable forms and documents (mandatory unless otherwise noted):
• SBD 1 (Invitation to Bid): bidder and supplier details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses state employment, relationships with the procuring institution, other related enterprises, and PEP/PIP status.
• False declarations may disqualify the bid or terminate a contract.
• SBD 6.1 (Preference Points Claim Form): claims preference points for specific goals under the 80/20 system.
• Authority to sign (proof of authority, e.g. company resolution).
• Valid SARS PIN (or printed tax compliance certificate, or CSD number if no TCS PIN).
• CSD registration number.

+ 10 more requirements in the full document analysis

• Stage 1: Compliance — mandatory documents (COIDA, signed submission register) and other documents that may be requested later (completed RFP/SBD forms, JV agreement, tax clearance, CSD).
• Stage 2: Technical/functionality — minimum threshold 70%. Bidders scoring below 70% are excluded from further evaluation.
• Stage 3: Price and specific goals — 80/20 preference point system.
• Technical evaluation weights (total 100%):
• Company's track record: 30%
• Resource availability: 20%
• Technical approach and methodology: 20%
• Financial capabilities: 30%
• Track record scoring (combined cleaning, hygiene and horticulture projects, or cleaning & hygiene, or cleaning & horticulture, over last 5 years, 2021–2026; minimum contract value R3,000,000; ongoing projects not considered):
• 5 points: combined value R7,000,001 and above
• 4 points: R6,000,001 – R7,000,000
• 3 points: R5,000,001 – R6,000,000
• 2 points: R4,000,001 – R5,000,000
• 1 point: R3,000,000 – R4,000,000
• 0 points: no submission, irrelevant, or incomplete
• Evidence: appointment letter/purchase order/contract AND reference letter/completion certificate for each project; both must show contract description, value and duration, and be on company letterhead.
• Reference letter must include company name, contact person and confirmation of completion.
• Resource availability scoring (proof of ownership or rental agreement for vehicles suitable for the work — bakkies or light/heavy duty pickup trucks):
• 5 points: five vehicles
• 4 points: four vehicles

+ 54 more requirements in the full document analysis

• Scope: Provision of cleaning, hygiene and horticulture services at Braamfontein Yard depot, South Gauteng Region, for a period of 6 months.
• Boardrooms, ablution facilities, showers, change rooms, offices, meeting rooms, waiting/pause areas, entrance/reception, kitchen, parking (staff and visitors), training rooms, walkways and building surroundings, stairs.
• Hygiene services at all bathrooms: sanitary bins, hand towels, hand soap.
• Horticulture services.
• Cleaning frequencies (daily unless noted):
• Floors: sweep/damp mop daily; machine scrub monthly.
• Carpets: vacuum heavy traffic daily, medium traffic alternate days, light traffic twice weekly.
• Dusting: all horizontal surfaces, high ledges, vertical surfaces to 2.5m, window ledges daily.
• Waste disposal: empty and clean receptacles daily; remove waste to specified areas daily.
• Walls and paintwork: spot clean weekly.
• Glass and metal: spot clean glass doors daily; polish bright metal fittings and aluminium frames weekly.
• Entrances: sweep steps daily, wash steps weekly.
• Toilets/ablutions: clean and sanitise bowls, basins, urinals, showers, baths daily; replenish consumables (toilet paper, soap, towel) daily.
• Staircases: dust handrails, clean fire escapes daily.
• Walkways and surrounds: sweep daily, pick up litter weekly.
• Windows: clean interior faces of accessible windows monthly; spot clean partition glass weekly.
• Compactor/refuse area: maintain clean and hygienic daily.
• Miscellaneous: wash dishes daily; polish desks and office furniture daily; vacuum cloth-covered furniture fortnightly; vacuum free-standing cloth partitions monthly.
• Day cleaning, Monday to Friday 07:00–16:00, Saturday 07:00–12:00 (unless special request).
• Total cleaners required: 42 per day shift (8 hours), 10 per Saturday/Sunday/public holiday shift (6 hours).

+ 36 more requirements in the full document analysis

• Bidders must submit a methodology aligned to the scope of work, covering up to five elements: cleaning deployment plan with proposed staff shift schedule and how absenteeism due to strikes/sickness/leave will be addressed; project operational and safety structure (safety officer…
• PPE matrix indicating operational areas and applicable PPE.
• The proposed methodology must demonstrate a thorough understanding of PRASA's objectives and the scope of work. Required elements include:
• A plan for integrating recruitment of people from local communities.
• PPE matrix for operational areas.

• Company's track record (30% of technical evaluation): must demonstrate successfully executed and completed combined cleaning, hygiene and horticulture projects, or cleaning & hygiene, or cleaning & horticulture services, over the last 5 years (2021–2026).
• Only contracts with minimum value of R3,000,000 considered.
• Bidders submitting track record of cleaning only, hygiene only, or horticulture only will be regarded as incomplete.
• Evidence per project: appointment letter/purchase order/contract AND a reference letter/completion certificate, both on company letterhead, showing contract description, value and duration, with information matching.
• Points scale from 1 to 5 based on combined project value.

• All services are subject to inspection by PRASA before payment;
• Approved cleaning material must always be available.

• Pricing format: Schedule of rates and prices, including labour costs, cleaning equipment and chemicals, and horticultural services.
• Pricing must include ALL costs: daily cleaning and horticultural services, tools and equipment, labour, chemicals, and all necessary material.
• Labour hours for weekends, Sundays and public holidays must be factored in.
• Pricing schedule must be completed using the shift schedule and daily staff allocation to calculate correct hours per month and wage rates, including overtime, weekend and public holiday costs.
• Table 1: Cleaners rates for 6 months — 41 cleaners weekdays (8 hours), 10 cleaners Saturdays, Sundays, public holidays (6 hours each).
• Table 3: Cleaning equipment and consumables — monthly service rate and rate × 6.
• Table 4: Horticultural services — monthly service rate and rate × 6.
• Monthly payments by PRASA, only if service rendered to PRASA's satisfaction.
• PRASA may withhold payment if service not performed in accordance with contract.
• Complete set of recent financial statements (current and preceding year) including cash flow statement and balance sheet, prepared and signed by an independent registered accounting professional and signed by company director.
• Must be at applicable gazetted rates, paid at end or beginning of each month over contract period.
• Pricing must be in South African Rand, inclusive of all applicable taxes, on a fixed price basis.
• Complete the attached Pricing Schedule Annexure (bill of quantities).
• Pricing must be submitted strictly in the format provided; deviation may render the bid non-responsive.
• Provide a cost breakdown; indicate price escalation basis and formula.
• Discounts are considered only at the final evaluation stage and only on an unconditional basis.
• PRASA may negotiate a market-related price with the highest-scoring bidder if its price is not market-related, then with the second and third, and cancel the RFQ if no agreement is reached.
• PRASA pays within 30 days of receipt of a correct tax invoice.
• Payment is in one currency other than Rand only if stated in the order/contract; conversion at one exchange rate.

• Signed submission register at tender submission.
• Minimum level for specific goals: at least level 5.
• Each party in a consortium/JV/subcontractor arrangement must submit a separate TCS certificate/PIN/CSD number.
• Must be registered on the CSD; business will not be awarded to an unregistered bidder (foreign suppliers with no local entity may be exempt).
• Minimum contributor level 1 to claim preference points (5 points). Evidence: B-BBEE certificate or affidavit, SANAS-accredited; for JV a consolidated scorecard.
• Authority to sign (proof of authority).

• Compliance with Environmental, Health and Safety regulations and PRASA-prescribed regulations is required.
• Regular and ad-hoc inspections of safety and housekeeping will be undertaken; corrective actions must be implemented immediately.
• The scope requires a project operational and safety structure including a safety officer, first aiders, fire fighters and flagmen, with clear positions of responsibility.
• A risk assessment with mitigation measures must be provided.
• A PPE matrix indicating the applicable PPE for each operational area must be submitted.

• Cleaning methods must be safe for employees and visitors.

• Contract duration: 6 months.
• A Service Level Agreement (SLA) will be entered into upon appointment; the specification forms part of the SLA.
• Sub-contracting requires prior written consent.
• PRASA does not accept responsibility for accounts/expenses not agreed upon, nor liability for damages suffered by the service provider or personnel.
• Employee remuneration must be at gazetted rates, paid monthly.
• Staff given off for leave, sick leave, strike, etc. must be replaced immediately to maintain staff numbers.
• In case of strike, contractor must provide a contingency plan.
• PRASA General Conditions of Purchase apply:
• The order/contract is governed by South African law; PRASA and the supplier accept the non-exclusive jurisdiction of South African courts.
• Price may include a price adjustment amount per the formula in the order/contract.
• Delivery must be on or before the date stated; late delivery may incur penalties if imposed.
• Title and risk pass to PRASA upon acceptance.
• PRASA may reject items and require replacement or rework; the supplier bears the cost of returning rejected items.
• Warranty: items free from defects for one year from acceptance (unless another period stated).
• The supplier indemnifies PRASA against claims arising from negligence, IP infringement, or breach of statutory duty.
• Subcontracting requires PRASA's prior approval; the successful bidder remains liable for performance.

• Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for specific goals.
• Price formula: Ps = 80 (1 − (Pt − Pmin)/Pmin).
• Pricing must include all costs; labour rates must comply with gazetted minimum wage; quoting below minimum labour rate disqualifies at pricing stage.
• The evaluation stages and criteria duplicate the main evaluationCriteria section: Stage 1A mandatory requirements, Stage 1B other mandatory, Stage 2 technical (track record 30%, resources 20%, methodology 20%, financial 30%) with a 70% threshold, and Stage 3 price and specific g…