RFQ: supply and delivery of bodyshop items for PRASA (gauteng)

Closing date and time: 05 June 2026 at 23:30. Validity period: 60 working days from the closing date. Bidders may be requested to extend this period if PRASA’s internal processes are not finalized. Note: Validity of the successful bidder’s offer remains until contract finalization, even after the initial 60-day period.

For bidding procedure enquiries, contact Modumo Maeco. Email: [email protected]. Phone: 011 085 7269 or 012 748 7337. Submission email: [email protected]. Postal address: Supply Chain Management, Umjantshi House, 3rd Floor, 30 Wolmarans Street, Braamfontein, Johannesburg. For complaints, email [email protected] and include: bid description, reference number (10371515), closing date, supplier name, contact details, and the detailed complaint.

Submit your quotation via email to [email protected] by 05 June 2026 at 23:30. Quotations must be typed on company letterhead and addressed to Modumo Maeco, Supply Chain Management, PRASA. Late submissions will not be accepted. Use the official forms provided in the RFQ document; do not re-type or alter them. Ensure all mandatory returnable documents (e.g., SBD1, SBD4, SBD6.1, declarations, and disclosures) are included—failure to do so will result in automatic disqualification. Bids must comply with the Preferential Procurement Policy Framework Act, 2000, and PRASA’s General Conditions of Contract. Do not attempt to canvass or influence PRASA employees or SCM officers during the evaluation period, as this may disqualify your bid. Quotations must not reference other bids or proposals.

Evaluation is conducted in two stages: Stage 1 (Compliance) and Stage 2 (Price and Specific Goals).

Stage 1A – Mandatory Requirements (Automatic Disqualification if Not Met):

• Quotation submitted on company letterhead.

Stage 1B – Other Mandatory Requirements (Disqualification if Not Submitted Within 3 Working Days of Request):

• Valid SARS Tax Compliance Status (TCS) PIN or CSD registration number.
• Completion of ALL RFQ documentation, including declarations.
• CSD supplier registration number (unless exempt as a foreign bidder with no local entity).

Stage 2 – Scoring (Total: 100 Points):

• Price: 80 points (calculated using the 80/20 preference point system: Ps = 80(1 − (Pt−Pmin)/Pmin), where Ps = points scored, Pt = price of tender under consideration, Pmin = price of lowest acceptable tender).
• Specific Goals: 20 points, allocated as follows:

• B-BBEE Level 1 or 2 certification: 10 points (submit SANAS-approved BEE certificate or affidavit; consolidated scorecard accepted for JVs).

• At least 51% black women ownership: 10 points (submit certified copies of owner IDs, not older than 3 months).

Disqualifiers:

• Late submissions.
• Incomplete or non-compliant documentation.
• False declarations, collusive practices, or non-disclosure of conflicts of interest.
• Failure to meet tax or CSD requirements.
• Bidders listed in the Register for Tender Defaulters or List of Restricted Suppliers.
• State employees, companies with state-employed directors, or close corporations with state-employed members.

Supply and deliver bodyshop items as per the Bill of Quantities (BOQ). Required items and quantities:

• Resin (common to all): 50 litres.
• Reinforcing fibrous glass mat (common to all): 50 square metres.
• Battery, Type 688, 12V, 200-220A/H: 10 units.
• Propshaft P/N A3844101802: 2 units.
• Automotive fuses: 10A (100 units), 15A (100 units), 7.5A (100 units).
• Lamp holder, CNC double, P/N 08B001 MARCOPOLO S.A.: 60 units.
• Connecting link, rigid, P/N UNK MARCOPOLO S.A.: 10 units.
• Masking tape, fine line (common to all): 5 units.
• Machine screw, Grade Propshaft MBO500, P/N A6969907201 MERCEDES-BENZ: 20 units.

All materials must be OEM (Original Equipment Manufacturer) or SABS (South African Bureau of Standards) approved. Suppliers must specify their earliest possible delivery period in working days from the date of order.

Pricing requirements:

• Complete the attached Pricing Schedule Annexure strictly as provided; do not use a different format.
• Prices must be quoted in ZAR, inclusive of VAT at 15%.
• Provide a firm price offer with a clear basis.
• Include a completed Bill of Quantities (BOQ) if applicable.
• Provide a detailed cost breakdown for all items.
• Specify the price escalation basis and formula, if applicable.
• Discounts (if offered) will only be considered in the final evaluation stage on an unconditional basis.
• Deviation from the pricing schedule may result in the bid being declared non-responsive.
• PRASA may reject bids with non-market-related prices and negotiate with higher-ranked bidders for a market-related price.

Pricing must be quoted in South African Rand (ZAR), inclusive of VAT at 15%. Strictly adhere to the provided pricing schedule and Bill of Quantities (BOQ) format; deviations may result in disqualification. Requirements:

• Submit a firm price offer with a clear basis.
• Complete the attached Pricing Schedule Annexure as provided; do not use alternative formats.
• Provide a cost breakdown for all items.
• Specify the price escalation basis and formula, if applicable.
• Discounts (if offered) will only be considered in the final evaluation stage on an unconditional basis.
• PRASA may reject bids with non-market-related prices and negotiate with higher-ranked bidders for a market-related price.

Payment terms:

• PRASA pays within 30 days of receipt of a correct tax invoice.
• Payment may be made in a foreign currency, subject to PRASA’s conditions (only one exchange rate used; amount must not exceed the contract value).

Mandatory compliance requirements:

• Tax Compliance: Submit a valid SARS Tax Compliance Status (TCS) PIN. Apply via e-filing at www.sars.gov.za if you do not have one. Alternatively, provide a CSD registration number if registered on the Central Supplier Database (CSD). Each party in a consortium or joint venture must submit separate TCS certificates, PINs, or CSD numbers.
• Central Supplier Database (CSD): Self-register on the National Treasury’s CSD at https://secure.csd.gov.za/. Foreign suppliers with no local registered entity are exempt.
• B-BBEE: Minimum Level 1 or 2 certification required to claim 10 preference points. Submit a SANAS-approved BEE certificate or affidavit (consolidated scorecard accepted for JVs).
• Black Women Ownership: 10 preference points for at least 51% black women ownership. Submit certified copies of owner IDs (not older than 3 months).
• Disqualifications: Bids from state employees, companies with directors who are state employees, or close corporations with state-employed members will not be considered. Bidders listed in the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.
• PEP/PIP Declaration: Disclose if the bidder, directors, trustees, shareholders, members, partners, or beneficial owners are Politically Exposed Persons (PEPs) or Prominent Influential Persons (PIPs). PRASA reserves the right to reject bids from such entities.
• Subcontracting: Requires PRASA’s prior written approval. The primary bidder remains liable for all contractual obligations.
• No collusive practices: Bidders must certify that their bid was prepared independently and without consultation with competitors.

Key contractual terms and conditions:

• Warranty: Supplier warrants that all items meet PRASA’s requirements, are fit for purpose, and remain defect-free for 1 year from acceptance (unless otherwise stated in the order/contract).
• Indemnity: Supplier indemnifies PRASA against all claims, costs, and damages arising from negligence, breach of statutory duty, or defective design, materials, or workmanship. Excludes infringements arising from PRASA-provided items.
• Subcontracting: Requires PRASA’s prior written approval. The primary bidder remains fully liable for performance under the contract.
• Governing Law: Contracts are governed by South African law, with non-exclusive jurisdiction of South African courts.
• Funding Contingency: Award is subject to PRASA securing necessary funding. PRASA may cancel the RFQ if funding is not secured. Bidders waive the right to claim damages or institute proceedings in such cases. PRASA will keep bidders informed of funding progress.
• Rejection: PRASA may reject non-compliant items and require replacements or rework at the supplier’s expense. Rejected items may be returned at the supplier’s risk and cost.
• Payment: PRASA pays within 30 days of receipt of a correct tax invoice. Payment may be in a foreign currency, subject to PRASA’s conditions (single exchange rate; amount must not exceed contract value).
• Delivery: Items must be delivered on or before the stated date. Late deliveries may incur penalties. Suppliers must:

• Clearly mark consignments with supplier name and destination details.

• Include packing notes with contents.

• Send advice notes (transport details, weight, volume, dispatch point/date) to PRASA.

• Submit detailed priced invoices promptly after dispatch, referencing the order number and code.