RFQ for calibration and repairs of speed monitoring machines for PRASA rail operations

Scope: Calibration and repairs for train operation speed monitoring machines.

Key specifications:

• Speed Range: 8 km/h to 320 km/h.
• Speed Accuracy: ± 2 km/h.
• Range Accuracy: ± 15 cm (or ± 0.1 m).
• Operating Temperature: -30°C to 60°C.
• Ingress Protection: IP67 rating for harsh environments.
• Eye Safety: Class 1 FDA Eye-Safe.

Calibration requires a traceable ISO/IEC 17050-1 or similar SANAS/NIST certificate valid for 12 months.

Repairs must be performed by OEM-certified laboratories using OEM parts.

Work must comply with rail environment safety standards, including protection against electromagnetic interference.

• Closing date for submissions: 20 July 2026.
• Closing time: 10:00 AM CAT.
• No compulsory briefing or site visit is indicated.
• Bid validity period: 90 working days from the closing date.

• Contact person for bidding procedure enquiries: Rodney Racheku.
• Telephone: 011 085 7062.
• Email: [email protected] (also [email protected]).
• Complaints related to the bid process should be sent to [email protected] with specific bid details.

• Submit by hand delivery only. No email or fax submissions accepted.
• Delivery address: Ground Floor, Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein.
• Deadline: 20 July 2026 at 10:00 AM CAT.
• Ensure all mandatory returnable documents are included. Missing mandatory documents will result in disqualification.
• Bids must be submitted on the official forms provided (not retyped).
• Bids must be enclosed in a sealed envelope.
• Late bids will not be considered.

Evaluation occurs in three stages:

• Stage 1 – Compliance: Mandatory requirements. Failure to submit Stage 1A documents leads to automatic disqualification. Stage 1B documents may be requested within 3 working days if missing.
• Stage 2 – Technical/Functionality: Minimum threshold of 60%. Scoring is based on organizational experience with similar projects (0 to 5+ projects).
• Stage 3 – Price and Specific Goals: Uses the 80/20 preference point system.

• Price: 80 points allocated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific Goals: 20 points allocated for Black Woman Owned (10 points) and EME/QSE 51% Black Owned (10 points).

• PRASA reserves the right to apply objective criteria and may award to a bidder not scoring highest under specific circumstances.

Scope: Calibration and repairs for speed monitoring machines.

Technical performance specifications:

• Speed Range: 8 km/h to 320 km/h.
• Speed Accuracy: ± 2 km/h.
• Range Accuracy: ± 15 cm (or ± 0.1 m).
• Operating Temperature: -30°C to 60°C.
• Ingress Protection: IP67 rating.
• Eye Safety: Class 1 FDA Eye-Safe.

Calibration protocol:

• Scope alignment test and distance accuracy verification required.
• Must provide a traceable ISO/IEC 17050-1 or similar SANAS/NIST calibration certificate valid for 12 months.

Repair requirements:

• Hardware repairs must be handled by OEM-certified or legally accredited metrology laboratories.
• Component replacement must use OEM parts.
• Firmware/software updates to latest manufacturer version required.
• Anti-tamper seals must be applied after repairs.

Rail environment constraints:

• Equipment must comply with specialized safety standards for electromagnetic interference and adhere to Transnet Freight Rail (TFR) specifications.

• Technical/Functionality evaluation (Stage 2) scores organizational experience based on successfully completed similar projects.
• Scoring: 0 projects = 0 points, 1 project = 20 points, 2 projects = 40 points, 3 projects = 60 points, 4 projects = 80 points, 5+ projects = 100 points.
• Provide proof: appointment letters, project descriptions, purchase orders, client contacts, project dates, contract value, and completion certificates.

• Complete the Pricing and Delivery Schedule Form (Section 4) and BOQ/Pricing Schedule (Section 10).
• Prices must be in ZAR, inclusive of taxes.
• Provide a cost breakdown and price escalation formula.
• Use the prescribed format; deviation may render the bid non-responsive.
• Discounted prices are considered only in final evaluation, unconditionally.

• All prices must be quoted in South African Rand, inclusive of all applicable taxes, on a fixed price basis.
• Complete the Pricing and Delivery Schedule Form (Section 4) and BOQ/Pricing Schedule (Section 10).
• Provide a cost breakdown and indicate price escalation basis and formula.
• Use the provided pricing schedule format. Deviation may result in a bid being declared non-responsive.
• Discounted prices will only be considered in the final evaluation on an unconditional basis.
• PRASA may negotiate a market-related price with the highest scoring bidder(s) if the quoted price is not market related.
• Payment terms: PRASA pays within 30 days of receipt of a correct tax invoice.

• Tax Compliance: Submit a valid SARS PIN or, if not available, a CSD number. Foreign suppliers must answer a specific questionnaire.
• Central Supplier Database (CSD): Registration on the National Treasury CSD is mandatory. Business will not be awarded to unregistered bidders (foreign suppliers with no local entity are exempt).
• B-BBEE: Points are allocated for specific goals: Black Woman Owned (10 points) and EME/QSE 51% Black Owned (10 points). Provide supporting documentation (ID copies, CIPC registration, CSD report, B-BBEE certificate/affidavit).
• Other Mandatory Documents: Include a Letter of Good Standing (COIDA), signed and completed RFQ and SBD forms, and if applicable, Joint Venture/Consortium agreements.
• State Employees: No bids will be considered from persons in the service of the state or companies with directors who are state employees.
• PEP/PIP Disclosure: Bidders must disclose any Politically Exposed Persons or Prominent Influential Persons.

• Work procedures must adhere to strict environmental and human-safety Transnet Freight Rail (TFR) specifications.
• Equipment must pass tests protecting against electromagnetic interference from catenaries and signaling systems.

• Warranty: Supplier warrants items are fit for purpose and free from defects for one year from acceptance (unless another period is stated).
• Indemnity: Supplier indemnifies PRASA against claims arising from negligence, defective design/materials, or infringement of rights.
• Subcontracting: Requires PRASA's prior written approval. The main contractor remains liable.
• Governing Law: South African law applies, with parties submitting to the non-exclusive jurisdiction of South African courts.
• Bidder Disclosure: Must declare state employment, relationships with procuring institution employees, and PEP/PIP status.
• Contract Award: PRASA may appoint a bidder other than the highest scorer if the successful bidder fails to sign the contract, provide required securities, meet conditions precedent, or if negotiations fail.