RFQ: remove, repair and fit new king pin kits – cape town depot (PRASA)

• Closing date: 05 August 2026 at 23:30.
• No other dates (e.g., briefings, site visits, clarification deadlines) are stated in the document.

• Submission email: [email protected]
• Bidding procedure enquiries:
• Contact person: Tholang Mothabeng
• Telephone: 011 013 0411
• Email: [email protected]
• Physical address (for correspondence): Supply Chain Management, Umjantshi House, 3rd Floor, 30 Wolmarans Street, Braamfontein, Johannesburg.

• Quotation must be typed on company letterhead and emailed to [email protected] before or on the closing date and time (05 August 2026 at 23:30).
• Quotation must be addressed to Tholang Mothabeng.
• Bids must be submitted on official forms provided (not re-typed) and in the manner prescribed.
• Late bids will not be accepted.
• Mandatory returnable documents (Stage 1A) must be submitted at closing date/time, otherwise automatic disqualification:
• Quotation on company letterhead.
• Valid RMI Certificate at time of submission.
• Stage 1B returnable documents (may be requested within 5 working days if not submitted; failure leads to disqualification):
• Valid SARS PIN.
• Completion of ALL RFP documentation including all declarations.
• Bids must be delivered to the correct address by the stipulated time.
• Bids must not include documents or references relating to any other quotation/proposal.
• Any attempt to canvass SCM officers or PRASA employees between closing date and award may lead to disqualification.
• Changes to quotations after closing date/time will not be considered.
• Quotation must be a binding offer; exceptions must be clearly indicated.
• Proof of authority (e.g., company resolution) must be submitted with signature.

• Quotation must be typed on company letterhead and emailed to [email protected] before closing date/time.
• Quotation must be addressed to Tholang Mothabeng.
• Mandatory returnable documents (Stage 1A): Quotation on letterhead, valid RMI certificate.
• Stage 1B: Valid SARS PIN, completion of all RFP documentation/declarations.
• Proof of authority (e.g., company resolution) must be submitted with signature.
• Bids must be submitted on official forms, not re-typed.
• Late bids will not be accepted.

• Evaluation is in stages: Stage 1A (Mandatory Requirements), Stage 1B (Other Mandatory Requirements), Stage 2 (Price and Specific Goals).
• Stage 1A: Failure to submit mandatory documents (quotation on letterhead, valid RMI certificate) results in automatic disqualification.
• Stage 1B: If not submitted, PRASA may request within 5 working days; failure leads to disqualification. Required: valid SARS PIN, completion of all RFP documentation/declarations.
• Stage 2: Maximum 100 points, allocated as:
• Price: 80 points (using 80/20 preference point system).
• Specific Goals: 20 points.
• Price scoring formula (80/20 system): Ps = 80

• (Pmin / Pt), where Ps = points for price, Pt = price of tender under consideration, Pmin = price of lowest acceptable tender.

• Specific goals (max 20 points):
• At least B-BBEE Level 1 or 2: 10 points. Evidence: BEE certificate (SANAS approved or affidavit; for JV, consolidated scorecard accepted).
• At least 51% owned by black women: 10 points. Evidence: certified copies of ID documents of owners (not older than 3 months) and CIPC registration document.
• Bidders must indicate how they claim points for each specific goal.
• Failure to submit proof for specific goals means no points claimed for those goals.
• PRASA may require substantiation of preference claims at any time.
• If highest scoring bidder's price is not market-related, PRASA may negotiate with highest, then second, then third; if no agreement, RFQ cancelled.

• Scope of work (as per Section 11):
• Supply and fit 2x new king pin kits.
• Repair thrust section on 2x stub axles.
• Repair thrust sections on beam.
• Supply and fit 2x hub seal kits.
• Labour:
• Sundries.
• Chemical cleaning.
• Work BOQ/Pricing schedule includes items:
• ZGX705GP: 2x king pins worn out (EA 2)
• ZGF356GP: 2x king pins worn out (EA 2)
• Service provider must remove, repair and fit new king pins at Cape Town Depot.

• Complete the attached Pricing Schedule Annexure.
• Prices in South African Rand, inclusive of all applicable taxes.
• Price offer firm; indicate basis.
• Complete Pricing Bill of Quantity in line with schedule if applicable.
• Provide cost breakdown.
• Indicate price escalation basis and formula.
• Submit pricing strictly in accordance with the schedule; deviation may render bid non-responsive.
• Discounted prices considered only in final evaluation stage on unconditional basis.
• If highest scoring bidder's price not market-related, PRASA may negotiate with highest, then second, then third; if no agreement, RFQ cancelled.
• Delivery period to be completed in working days from date of order.

• Prices must be quoted in South African Rand, inclusive of all applicable taxes.
• Price offer must be firm and clearly indicate the basis.
• Pricing Bill of Quantity must be completed in line with schedule if applicable.
• Cost breakdown must be indicated.
• Price escalation basis and formula must be indicated.
• Pricing must be submitted strictly in accordance with the provided price schedule; deviation may render bid non-responsive.
• Discounted prices will only be considered in final evaluation stage on an unconditional basis.
• If highest scoring bidder's price is not market-related, PRASA may negotiate with highest, then second, then third; if no agreement, RFQ cancelled.
• Delivery period: suppliers to offer earliest delivery period possible; to be completed in working days from date of order.
• Payment: PRASA pays within 30 days of receipt of correct tax invoice.

• Tax Compliance:
• Must be tax compliant; submit SARS PIN or CSD number.
• TCS PIN can be obtained via e-Filing at www.sars.gov.za.
• May submit printed TCS certificate with bid.
• For consortia/JVs/sub-contractors, each party must submit separate TCS certificate/PIN/CSD number.
• If no TCS PIN, provide CSD number.
• No bids from persons in service of the state, companies with directors in state service, or close corporations with members in state service.
• Central Supplier Database (CSD):
• Must be registered on CSD; business cannot be awarded to non-registered bidders (foreign suppliers with no local entity exempt).
• CSD accessible at https://secure.csd.gov.za/.
• B-bbee:
• Specific goals: B-BBEE Level 1 or 2 (10 points) and ≥51% black women ownership (10 points).
• Evidence required as per evaluation criteria.
• Other compliance:
• Complete SBD4 disclosure (including PEP/PIP declarations).
• Must not be listed on Register for Tender Defaulters or List of Restricted Suppliers.
• Must comply with Preferential Procurement Policy Framework Act, 2000 and Regulations, 2022.
• Must comply with General Conditions of Contract (GCC) and any special conditions.
• Must not have conflict of interest; must disclose relationships with state employees.
• Must not engage in collusive bidding; suspicious bids reported to Competition Commission/NPA.

• No specific health and safety requirements are stated in the tender document.
• General compliance with applicable national and local laws is required.
• Bidders must not canvass PRASA officials; complaints to [email protected].

• Warranty: Supplier warrants items free from defects for one year from acceptance by PRASA (unless another period stated in order).
• Indemnity: Supplier indemnifies PRASA against claims arising from negligence, infringement of intellectual/legal rights, or breach of statutory workmanship.
• Supplier indemnifies PRASA against claims for infringement of rights of others, except where infringement arose from use of things provided by PRASA.
• Assignment/sub-contracting: Only with prior approval; successful bidder remains liable for performance.
• Governing law: Contract governed by South African law; parties submit to non-exclusive jurisdiction of South African courts.
• PRASA General Conditions of Purchase apply.
• PRASA may reject non-conforming quotations, cancel contract if information proved incorrect, and award to next highest bidder if preferred bidder fails to sign/commence.
• PRASA may modify goods/services and request re-bid.
• Proposed contractual terms by bidder subject to review.

• Bids must be delivered by stipulated time to correct address; late bids not accepted.
• Bids must be submitted on official forms (not re-typed) or as prescribed.
• Bid subject to Preferential Procurement Policy Framework Act, 2000, Preferential Procurement Regulations, 2022, General Conditions of Contract (GCC), and any special conditions.
• Quotation must be addressed to PRASA before closing date/time.
• PRASA General Conditions of Purchase shall apply.

• Supplier information required: name, postal address, street address, telephone, cellphone, email, VAT registration number.
• Tax compliance: submit SARS PIN or CSD number; TCS certificate may be submitted.
• Foreign suppliers must complete questionnaire regarding residency, branch, permanent establishment, source of income, tax liability.
• Must be registered on CSD (unless foreign with no local entity).
• Must not be in service of the state.
• Must complete all declarations including PEP/PIP disclosure.
• Must not canvass PRASA officials.
• Must comply with all applicable laws and regulations.

Stage 1A Mandatory Requirements

If you do not submit the following mandatory documents/requirements, your bid will be automatically

disqualified.

Only bidders who comply with stage 1A will be evaluated further. [Note: only include technical

legislative requirements)

No. Description of requirement Tick

a) Quotation on company letterhead

RMI Certificate (Valid on time of submission)

b)

Request For Quotation SCM_2024

Stage 1B Other Mandatory Requirements

If you do not submit the following mandatory documents/requirements, PRASA may request the bidder

to submit the information within three (5) working days. Should this information not be provided, your bid

proposal will be disqualified.

Only bidders who comply with stage 1B will be evaluated further.

No. Description of requirement Tick

a) Supply of valid SARS Pin

Completion of ALL RFP documentation (includes ALL

b) declarations)

2.1 Stage 2- Price and Specific Goals

The following formula, shall be used to allocate scores to the interested bidders :

The maximum points for this tender are allocated as follows:

Details points

Price 80

Specific goals 20

Total points for price 100

And specific goals

Formulae for procurement of goods and services

Points awarded for price

The 80/20 preference point systems

A maximum of 80 points is allocated for price on the following basis:

Ps = 80

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

Request For Quotation SCM_2024

Points awarded for specific goals

3.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement

Regulations, preference points must be awarded for specific goals stated in the tender.

For the purposes of this tender the tenderer will be allocated points based on the goals

stated in table 1 below as may be supported by proof/ documentation stated in the

conditions of this tender:

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

Note to tenderers: The tenderer must indicate how they claim points for each preference

point system.)

Number of points Number of points Evidence

allocated claimed (80/20

The specific goals allocated (80/20 system) system)

points in terms of this tender (To be completed (To be completed

by the organ of by the tenderer)

state)

At least B-BBEE Level 1 or 2 10 BEE Certificate not limited

to SANAS approved/

Affidavit (in case of JV, a

consolidated scorecard

will be accepted

At least 51% owned by black 10 Certified copies of ID

Documents of the Owners

Women

(not older than 3 months)

and CIPC registration

document

Request For Quotation SCM_2024

Section 4

Pricing and delivery schedule

Bidders are required to complete the attached Pricing Schedule Annexure: ................

1 Prices must be quoted in South African Rand, inclusive of all applicable taxes.

2 Price offer is firm and clearly indicate the basis thereof.

3 Pricing Bill of Quantity is completed in line with schedule if applicable (delete if not applicable).

4 Cost breakdown must be indicated.

5 Price escalation basis and formula must be indicated.

6 To facilitate like-for like comparison bidders must submit pricing strictly in accordance with this price

schedule and not utilise a different format. Deviation from this pricing schedule could result in a bid

being declared non-responsive.

7 Please note that should you have offered a discounted price(s), PRASA will only consider such

price discount(s) in the final evaluation stage on an unconditional basis.

8 Bidders are to note that if price offered by the highest scoring bidder is not market related, PRASA

may not award the contract to the Bidder. PRASA may:

9 Negotiate a market-related price with the Bidder scoring the highest points;

10 If that Bidder does not agree to a market-related price, negotiate a market-related price with the Bidder

scoring the second highest points;

11 If the Bidder scoring the second highest points does not agree to a market-related price, negotiate

a market-related price with the Bidder scoring the third highest points;

12 If a market-related price is not agreed with the Bidder scoring the third highest points, PRASA must

cancel the RFQ.

I / We (Insert Name of Bidding Entity) of

code (Full address)

conducting business under the style or title of: represented by:

in my capacity as:

being duly authorized, hereby offer to undertake and complete

the above-mentioned work/services at the prices quoted in the bills of quantities / schedule of quantities

or, where these do not form part of the contract, at a lumpsum, of

R (amount in numbers); (amount

in words) Incl. VAT.

DELIVERY PERIOD: Suppliers are requested to offer their earliest delivery period possible.

Delivery will be effected within ................... working days from date of order. (To be completed by Service

provider)

Request For Quotation SCM_2024

Section 5

PRASA general conditions of purchase

General

PRASA and the Supplier enter into an order/contract on these conditions to supply the items (goods/services/works)

as described in the order/contract.

Conditions

These conditions form the basis of the contract between PRASA and the Supplier. Notwithstanding anything to the

contrary in any document issued or sent by the Supplier, these conditions apply except as expressly agreed in

writing by PRASA.

No servant or agent of PRASA has authority to vary these conditions orally. These general conditions of purchase

are subject to such further special conditions as may be prescribed in writing by PRASA in the order/contract.

Price and payment

The price or rates for the items stated in the order/contract may include an amount for price adjustment, which is

calculated in accordance with the formula stated in the order/contract.

The Supplier may be paid in one currency other than South African Rand. Only one exchange rate is used to

convert from this currency to South African Rand. Payment to the Supplier in this currency other than South African

Rand, does not exceed the amounts stated in the order/contract. PRASA pays for the item within 30 days of receipt

of the Suppliers correct tax invoice.

Delivery and documents

Late deliveries

or late completion of the items may be subject to a penalty if this is imposed in the order/contract. No payment is

made if the Supplier does not provide the item as stated in order/contract.

Where items are to be delivered the Supplier:

destination in accordance with the order and includes a packing note stating the contents thereof; On dispatch of

each consignment, sends to PRASA at the address for delivery of the items, an advice note specifying the means

of transport, weight, number of volume as appropriate and the point and date of dispatch; Sends to PRASA a

detailed priced invoice as soon as is reasonably practical after dispatch of the items, and states on all

communications in respect of the order the order number and code number (if any).

Containers / packing material

Unless otherwise stated in the order/contract, no payment is made for containers or packing materials or return to

the Supplier.

Title and risk

Without prejudice to rights of rejection under these conditions, title to and risk in the items passes to PRASA when

accepted by PRASA.

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Rejection

If the Supplier fails to comply with his obligations under the order/contract, PRASA may reject any part of the items

by giving written notice to the Supplier specifying the reason for rejection and whether and within what period

replacement of items or re-work are required.

expense. Any money paid to the Supplier in respect of the items not replaced within the time required, together

with the costs of returning rejected items to the Supplier and obtaining replacement items from a third party, are

paid by the Supplier to PRASA.

In the case of service, the Supplier corrects non-conformances as indicated by PRASA.

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.3. Formulae for disposal or leasing of state assets and income

Generating procurement

3.3.1. Points awarded for price

A maximum of 80 points is allocated for price on the following basis:

Where

Request For Quotation SCM_2024

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

4. Points awarded for specific goals

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations,

preference points must be awarded for specific goals stated in the tender. For the purposes of

this tender the tenderer will be allocated points based on the goals stated in table 1 below as may

be supported by proof/ documentation stated in the conditions of this tender:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states

that, if it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of state

must, in the tender documents, stipulate in the case of

(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10

preference point system will apply and that the highest acceptable tender will be used to

determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will

apply and that the lowest acceptable tender will be used to determine the applicable

preference point system,

then the organ of state must indicate the points allocated for specific goals for both the 90/10 and

80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is applicable,

corresponding points must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each preference point

system.)

Number of points Number of points Evidence

claimed (80/20 allocated

system)

The specific goals allocated (80/20 system)

points in terms of this tender (To be completed

(To be completed by the tenderer)

by the organ of

state)

BEE Certificate not At least B-BBEE Level 1 or 2 10

limited to SANAS

approved/ Affidavit

(in case of JV, a

consolidated

scorecard will be

accepted)

At least 51% owned by black 10 Certified copies of

Women ID Documents of

the Owners (not

older than 3

months) and CIPC

registration

document

Request For Quotation SCM_2024

Declaration with regard to company/firm

4.3. Name of

4.4. Company registration number:

4.5. Type of company/ firm

Partnership/Joint Venture / Consortium

One-person business/sole propriety

Close corporation

Public Company

Personal Liability Company

(Pty) Limited

Non-Profit Company

State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that

the points claimed, based on the specific goals as advised in the tender, qualifies the company/

firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated

in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to the

satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any other

remedy it may have

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of

that conduct;

(c) cancel the contract and claim any damages which it has suffered as a result

of having to make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors,

or only the shareholders and directors who acted on a fraudulent basis, be

restricted from obtaining business from any organ of state for a period not

exceeding 10 years, after the audi alteram partem (hear the other side) rule

has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

Signature(s) of tenderer(s)

Surname and name:

Date:

Address:

Request For Quotation SCM_2024

Section 11

Specification/scope of

Work

1. Supply and fit 2x new king pin kits
2. Repair thrust section on 2x stub axles
3. Repair thrust sections on beam
4. 2xhub seal kits

Labour

1. Sundries
2. Chemical cleaning

Work boq/pricing