RFQ: repair and service of grass-cutting machines for PRASA (gauteng)

Closing date: 05 June 2026 at 23:30. Validity period: 60 working days from closing date. Bidders may be requested to extend validity if PRASA’s internal processes are not finalized.

Enquiries: Modumo Maeco, Supply Chain Management, Umjantshi House, 3rd Floor, 30 Wolmarans Street, Braamfontein, Johannesburg. Phone: 012 748 7337 or 011 085 7269. Email: [email protected]. Submission email: [email protected]. Complaints: Email [email protected] (include bid description, reference number, closing date, supplier name, contact details, and complaint description).

Submit quotations via email to [email protected] by 05 June 2026 at 23:30. Quotations must be typed on company letterhead and addressed to Modumo Maeco. Late submissions will not be accepted. Bids must be submitted on official forms provided or as prescribed in the bid document. Failure to submit mandatory returnable documents (e.g., SBD1, SBD4, SBD6.1, declarations) will result in disqualification. Do not include references to other quotations or proposals. Any attempt to canvass PRASA employees during the evaluation period may lead to disqualification. Changes to submissions after the closing date will not be considered. PRASA reserves the right to reject non-conforming or late quotations. Validity period: Bids must remain valid for 60 working days from the closing date; extensions may be requested.

Mandatory returnable documents include: quotation on company letterhead, valid SARS TCS PIN or CSD registration number, completed RFP documentation (including all declarations), and proof of authority (e.g., company resolution). Failure to submit these by the closing date will result in disqualification. PRASA may request missing Stage 1B documents within 3 working days; non-submission will disqualify the bid.

Evaluation is conducted in two stages: Stage 1 (Compliance) and Stage 2 (Scoring). Stage 1A: Mandatory requirements - failure to submit any of the following will result in automatic disqualification: quotation on company letterhead, valid SARS TCS PIN or CSD registration, completed RFP documentation (including all declarations), and compliance with tax obligations. Stage 1B: Other mandatory requirements - failure to submit may allow a 3-working-day grace period; non-compliance thereafter results in disqualification. Stage 2: Scoring - 80 points for price (using the 80/20 preference point system: Ps = 80(1 − (Pt−Pmin)/Pmin)) and 20 points for specific goals. Specific goals: 10 points for B-BBEE Level 1 or 2 (submit SANAS-approved certificate or affidavit; consolidated scorecard accepted for JVs), and 10 points for at least 51% black women ownership (submit certified copies of owner IDs, not older than 3 months). Total: 100 points. Incomplete bids will be disqualified. PRASA reserves the right to award to the highest-scoring bidder unless objective criteria justify otherwise.

Scope: Repair and service of grass-cutting machines, including: repair and service of Rybi Blower Back Pack (2 units), repair and service of Mac Afric Grass Cutter (4 units), supply of Lasher Black Spade (2 units), and supply of Lasher Garden Bow Saw Frame (2 units). Deliverables must meet PRASA’s requirements and be fit for intended use. Warranty: Items must remain defect-free for 1 year from acceptance unless otherwise stated.

Complete the attached Pricing Schedule Annexure. Prices must be in ZAR, inclusive of VAT (15%). Provide a cost breakdown and indicate the price escalation basis/formula if applicable. Submit pricing strictly in the provided format; deviation may result in a non-responsive bid. Discounted prices are considered only in the final evaluation stage on an unconditional basis.

Prices must be quoted in South African Rand (ZAR), inclusive of VAT (15%). Pricing must be firm and clearly indicate the basis. Complete the attached Pricing Schedule Annexure strictly; deviation from the format may result in a non-responsive bid. Provide a cost breakdown and indicate the price escalation basis/formula if applicable. Discounted prices will only be considered in the final evaluation stage on an unconditional basis. Payment terms: PRASA pays within 30 days of receipt of a correct tax invoice. If the highest-scoring bidder’s price is not market-related, PRASA may negotiate with the top three bidders in order of ranking or cancel the RFQ.

Tax Compliance: Submit a valid SARS Tax Compliance Status (TCS) PIN (apply via e-filing at www.sars.gov.za) or a printed TCS certificate. If no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), provide the CSD number. For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number. Bids from persons in the service of the state, or companies with directors/members in the service of the state, will not be considered. CSD Registration: Bidders must self-register on the National Treasury’s CSD (https://secure.csd.gov.za/). Foreign suppliers with no local registered entity are exempt. B-BBEE: 10 points for B-BBEE Level 1 or 2 (submit SANAS-approved certificate or affidavit; consolidated scorecard accepted for JVs). 10 points for at least 51% black women ownership (submit certified copies of owner IDs, not older than 3 months). Legal Compliance: Successful bidders must comply with all applicable national and local laws. Disclose any Politically Exposed Persons (PEPs) or Prominent Influential Persons (PIPs) in the organization; PRASA reserves the right to refuse business with such entities. Supplier must provide: name, postal address, street address, telephone number, cellphone number, email, VAT registration number, and CSD/TCS PIN.

Preference points for specific goals: 10 points for B-BBEE Level 1 or 2 (submit SANAS-approved BEE certificate or affidavit; consolidated scorecard accepted for joint ventures). 10 points for at least 51% black women ownership (submit certified copies of owner IDs, not older than 3 months). Tenderers must indicate how they claim points for each goal.

Warranty: Supplier warrants that items meet PRASA’s requirements, are fit for purpose, and remain defect-free for 1 year from acceptance (unless otherwise stated). Indemnity: Supplier indemnifies PRASA against claims arising from negligence, infringement of rights, or defective design/materials/workmanship. Subcontracting: Requires PRASA’s prior approval; the successful bidder remains liable for performance. Governing Law: Contracts are governed by South African law, with non-exclusive jurisdiction of South African courts. Special Conditions: Award is subject to PRASA securing funding. PRASA may cancel the RFQ if funding is not secured and will not be liable for any claims, losses, or damages resulting from funding failure. Bidders waive the right to institute proceedings against PRASA in such cases. PRASA will keep bidders informed of funding progress.

PRASA reserves the right to modify the RFQ, reject non-conforming or late quotations, or cancel the contract if bidder information is found to be incorrect. Successful bidders must comply with all applicable laws. Validity period: Bids must remain valid for 60 working days from the closing date; extensions may be requested. Bid awards, amendments, and cancellations will be published on the National Treasury e-Tender Portal (www.etenders.gov.za) and CIDB website (for construction-related RFQs). Protection of Personal Data: PRASA will process bidder data only for evaluation and award purposes, in compliance with applicable laws. Bidders must similarly protect PRASA’s data.

Supplier must provide: name, postal address, street address, telephone number, cellphone number, email, VAT registration number, and CSD/TCS PIN. Foreign-based suppliers must complete a questionnaire if applicable. Disclose if the entity is a resident of RSA, has a branch in RSA, has a permanent establishment in RSA, has any source of income in RSA, or is liable for taxation in RSA. If the answer to all of the above is 'no,' CSD registration is not required.

Evaluation methodology: Stage 1 (Compliance) includes Stage 1A (mandatory requirements) and Stage 1B (other mandatory requirements). Stage 2: 80 points for price (80/20 preference point system: Ps = 80(1 − (Pt−Pmin)/Pmin)) and 20 points for specific goals (B-BBEE Level 1 or 2, and at least 51% black women ownership). Total: 100 points. Incomplete bids will be disqualified. PRASA reserves the right to award to the highest-scoring bidder unless objective criteria justify otherwise.