INVITATION TO ALL EXISTING AND PROSPECTIVE SUPPLIERS TO APPLY FOR REGISTRATION FOR THE PROCUREMENT OF GOODS AND SERVICES

PASSENGER RAIL AGENCY OF :

[ and Shosholoza Meyl]

GAUTENG, , KWAZULU NATAL AND WESTERN CAPE

Passenger Rail Agency of South Africa is hereby inviting prospective vendors /suppliers , to be registered on the supplier data base.

Kindly note that, all existing Metrorail , Shosholoza Meyl , vendors are also requested to submit renewed information for example Tax Clearance Certificates , BBBEE certificates etc ,in compliance with Preferential Procurement Policy Framework Act [No of 2000].

The official registration can be obtained from the PRASA website on www.prasa.com.

Prospective and updating suppliers are requested to attach the following documentation to their applications:

• Original Valid Tax Clearance Certificate • VAT Certificate [If Applicable] • Valid BBBEE certificate issued by SANAS or registered accountant’s .Also note that Exempted Micro Enterprise can submit a sworn affidavit as per the dti Codes of Practice. Attached also find the templates of the said sworn Affidavit • Proof of registration with UIF or Compensation Commissioner etc • Proof of Banking details[the bank stamp must not be older that three months] • Company Registration Documents • Directors ID Copy/s • Shareholder Certificate( were applicable) • Company Letter Head • Company Profile

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• Valid company Accreditation Documents [e.g. CIDB, PSIRA, SETA certificate, etc.] • A list of supplier references

Vendor registration forms must be submitted by hand or courier services at the following addresses:

• Gauteng ,: Supply Chain Management ,PRASA Rail Head Office, 30 Wolmarans Street ,Umjantshi House, Braamfontein contact person: Bibi Madwaleni at Tel – (011) 774 8315, Email – [email protected] • Gauteng ,Johannesburg: Supply Chain Management ,Shosholoza Meyl ,Head Office, 30 Wolmarans Street ,Umjantshi House, Braamfontein contact person: Jonathan Makahadze at Tel – (011) 773 1580 Email – [email protected] • Gauteng, Johannesburg: Supply Chain Management, Metrorail GP,Metrorail Park Cnr Loveday & Leyds Street, contact person: Sam Makhadi, Tel – 0110857064, email [email protected] , and Mpho Sekalane , Tel - 0110857064, email [email protected] . • Eastern Cape , East London Supply Chain Management Eastern Cape: Metrorail EL, 8 Station Street East London Station, East London , Contact person is Heidi Putter Tel – 0437002331, Email – [email protected] • Western Cape, Metrorail office, nr 1 Adderley Street, 6th floor Room 622, Propnet Building ,. Contact person :Lansley Kramm, Tel – 0214496034, Email,([email protected]) and Bulelwa Memani ,Tel – 0214494076, Email - [email protected] • Western Cape, Shosholoza Meyl office, Old Marine road, platform 24, Cape Town, contact Person: Ayanda Sukwana, Tel – 0214492155, Email [email protected] • Shosholoza Meyl 2nd office, Off old Marine drive Culemborg Cape Town, contact Person: Ashlene Hoffman and Magdalene Hoffman, Email – [email protected] and [email protected] Tel – 0214495231. • Kwa Zulu Natal, Metrorail , 65 Masabalala Yengwa avenue , station Greyville, contact person:Thuto Brown, Tel – 0318130103, Email – [email protected] and Johnson Zwane, Tel – 0318130102, Email - [email protected]

Vendors with missing and expired information/documentation will be disqualified.

Please note application will be accepted throughout the financial year, however, Application will only be adjudicated and loaded on the data base on quarterly bases.

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PRASA VENDOR MASTER INPUT AND ASSESSMENT FORM

Metrorail and Shosholoza Meyl

Approved vendor Numbers For Office Use Only

SAP Mandatory Fields: For Office Use Only Requested by:______Date:______

Name Handwritten Company Purchasing Purchasing Payment Accounting Trade (SCM) Sundry (FI) Payroll (HR) Code Organisation Group Terms Clerk

Supplier Contact Details

Name of Business

Trading name

Registration Number

VAT number

Income Tax Reference number

Previous name(s) of business if any

Business street Address

Postal Code

Business Postal Address

Postal Code Telephone number Fax number Cellular Phone Number E-mail address

Contact Person

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The type of business (Tick)

Public Company – Listed on JSE

Private Company (i.e. (PTY) Ltd)

Close Corporation

Partnership

Sole Proprietor

ACCREDITATION YES NO

CERTIFICATION BODY [CIDB, CETA etc.]

COMMENTS

Compulsory Banking Details

Bank Name:

Cheque Account No.:

Branch Name:

Branch Code:

Bank Reference (Supplier Account No):

Compulsory: Product / Services Category [where applicable you can include more than commodity 4 1. 5. 2. 6.. 3. SHAREHOLDER/OWNERSHIP

Surname First Names South African ID Number Male Female

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In my capacity Position

Of the organization and duly confirms that the information given above is authentic .I also declare that I fully understand that any inaccurate information that is deliberately supplied herein will lead to be disqualification of my application.

Signature of the Vendor

Signed by______Signature______DATE_____/______/____

Compulsory Reason for loading : Please note that this is a compulsory section. (For Office use) Contract Please indicate whether If the contract is a R1m Three quotes If other specify the the value of the and above is the VAT reason for loading contract is more than a certificate include R1000 000

YES NO YES NO YES NO YES NO

Please note that all vendors that have been awarded a contract to a value of R 1000 000 and above should be VAT registered

FOR OFFICIAL USE BY END USER DEPARTMENT FOR OFFICIAL USE BY SCM/ FINANCE /HCM

Approved by :______Approved______

Signature:______Signature______

Name of vendor______Name of vendor______Handwritten by a manager Handwritten by a manager

Date- Date ______

APPLICATION CHECKED FOR COMPLIANCE AND APPLICATION CHECKED FOR COMPLIANCE AND LOADED BY : APPROVED BY :

Signature:______Signature:______

Date ______Date ______

Please Note: Before you forward the request to the vendor master unit please ensure that all the required documents are attached The following documents must be attached: For Sundry Vendors: • Proof of Bank Account (which is either a cancelled cheque or letter from the bank • Company Letter Head/or pro-forma tax invoice with company details • Copy of a VAT certificate or Tax Clearance Certificate where the company is VAT registered For Trade Vendors: • Original Valid Tax Clearance Certificate • Valid BBBEE certificate issued by SANAS or registered accountants .Also note that Exempted Micro Enterprise can submit a sworn affidavit as per the dti Codes of Practice. Attached also find the templates of the said sworn Affidavit

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• Proof of registration with UIF or Compensation Commissioner etc. • Proof of Banking details[the bank stamp must not be older that three months] • Company Registration Documents, Directors ID Copy/s and Shareholder Certificate • Company Letter Head • Valid company Accreditation Documents [e.g. CIDB, PSIRA, SETA certificate, etc.] • The supplier profile

List of Commodities for Metrorail and Shosholoza Meyl

Rail Rolling Stock Tick Where Applicable Material – Consumables: Electrical /Mechanical (Manufactures and Suppliers) Material – Consumables: Cleaning Materials Material – Consumables: Lubricants (Oil, Grease, Oxygen and Acetylene) Repair: Electrical / Mechanical Rail Components Rail Infrastructure (Civil Works) Tick Where Applicable Material – Consumables: Per way (Manufacturers and Supplier) Material – Consumables: Signaling (Manufactures Supplier) Material – Consumables: Electrical (Manufactures Supplier) Material – Consumables: Lubricants (Oxygen and Acetylene) Human Resource Tick Where Applicable Accredited Training and Skills Development Practitioner: Soft Skill and Hard Skills (All Training Related Categories – Valid SETA Accreditation Certificate must be attached) Employee Wellness, Awareness and Educational Specialists Labour Law Practitioners Promotional Material (HIV/AIDS) Performance Artists (HIV/AIDS) Psychologist and Psychiatrist Registered Health Practitioners Recruitment and Placements Services Wellness Social Responsibility Awareness Information Technology Tick Where Applicable Computer data backup Services Computer Repairs, Servicing Data Storage and Recovery Electrical Maintenance: (Cabling and Network Point) IT Software and Hardware IT Equipment Supplier Telecommunication Services Web Design and Maintenance

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Marketing, Public Relation and Library Tick Where Applicable Books and Journal Suppliers Corporate Gift Corporate Clothing Events Managements Exhibition Stands Performance Artists PA Systems Rail journal Suppliers Stage Design & Supplier Sound Engineers Subscription Newspaper Venue Hire Video, Photography Finance, Audit and Bank Services Tick Where Applicable Accounting Services & Audit Service Actual Scientist Asset Management and Bar – coding Accounting System and Software Bank Services Finance Managements Foreign Currency Exchange Risk Management Fleet Services Tick Where Applicable Auctioneers/ Asset disposal Services Energy (Petrol and Diesel] Supplies Motor Vehicle Branding Vehicle Dealers Vehicle Tracking Services Facilities Management Tick Where Applicable Air – Conditioning Services and Repair Air – Conditioning Services and Contractors Office Layout and Design Office Furniture Office Automation Supplier Office Automation Repairs Office Building Supplier Security Services Tick Where Applicable Security Equipment Supplies

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Other Services Tick Where Applicable Archiving Services and System Flower and Gifts Foreign Currently Hygiene Research

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SBD 4

DECLARATION OF INTEREST

1. Any legal person, including persons employed by the state*, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority and/or take an oath declaring his/her interest, where-

- the bidder is employed by the state; and/or

- the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.

2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

2.1 Full Name of bidder or his or her representative: ………………………………………………………….

2.2 Identity Number: …………………………………………………………………………………………………

2.3 Position occupied in the Company (director, shareholder etc): ………………………………………………

2.4 Company Registration Number: ………………………………………………………………………..…….

2.5 Tax Reference Number: ………………………………………………………………………………….………

2.6 VAT Registration Number: ………………………………………………………………………………....

* “State” means – (a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999); (b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament. -2-

2.7 Are you or any person connected with the bidder YES / NO presently employed by the state?

2.7.1 If so, furnish the following particulars:

Name of person / director / shareholder/ member: ……....……………………………… Name of state institution to which the person is connected: ……………………………………… Position occupied in the state institution: ………………………………………

Any other particulars: ………………………………………………………………

……………………………………………………………… ………………………………………………………………

2.8 Did you or your spouse, or any of the company’s directors / YES / NO shareholders / members or their spouses conduct business with the state in the previous twelve months?

2.8.1 If so, furnish particulars: ………………………………………………………………….. ………………………………………………………………….. …………………………………………………………………... ……………………………… 2.9 Do you, or any person connected with the bidder, have ……………………………… any relationship (family, friend, other) with a person ……………………………… employed by the state and who may be involved with ……………………………… the evaluation and or adjudication of this bid? ……………………………… ……………………………… 2.9.1 If so, furnish particulars. ……

……………………………………………………………… ……………………………………………………………… YES / NO ……………………………………………………………… ……….

2.10 Are you, or any person connected with the bidder, aware of any relationship (family, friend, other) between the bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid?

2.10.1 If so, furnish particulars. YES / NO

-3-

……………………………… ……………………………… ……………………………… ……………………………… …… ……………………………… ……………………………… … YES / NO 2.11 Do you or any of the directors /shareholders/ members of the company have any interest in any other related companies whether or not they are bidding for this contract?

2.11.1 If so, furnish particulars:

DECLARATION

I, THE UNDERSIGNED (NAME)………………………………………………………………………

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2.1 TO 2.11.1 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY ACT AGAINST ME IN TERMS OF PRASA GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE.

………………………………….. ..…………………………………………… Signature Date

…………………………………. ……………………………………………… Position Name of bidder