Supply, delivery and installation of air-conditioning systems at PRASA stations (eastern cape) – 36-Month as-and-when contract

• Closing date: 14 August 2026 at 12:00 PM.
• Compulsory briefing session: 04 August 2026 at 10h00 at East London station (duration: 1 hour).
• Validity period: 60 working days from closing date.

• Contact person: Lindeka Tshuku
• Telephone: 043 700 2329
• Email: [email protected]
• Submission address: PRASA Regional Office, 8 Station Street, East London (bid box at SCM offices, face brick building).

• Submit bid response documents in a sealed envelope to the bid box at PRASA Regional Office, 8 Station Street, East London, and sign the submission register at SCM offices (face brick building).
• Electronic submissions will not be considered.
• Bids must be delivered by the stipulated time (closing date and time) to the correct address; late bids will not be accepted.
• All bids must be submitted on official forms provided (not re-typed) and in the prescribed manner.
• Bidders must complete and sign the submission register at reception at SCM Offices on submission of tender documents.
• Mandatory returnable documents must be submitted at closing date and time; failure results in disqualification.
• Compulsory briefing session: 04 August 2026 at 10h00 at East London station; attendance certificate (Form D) or proof of attendance required.
• Bids must remain valid for 60 working days from closing date; may be requested to extend validity.
• Changes to quotations after closing date and time will not be considered.
• Bidders must not canvass any SCM Officer or PRASA employee between closing date and award; disqualification risk.
• Bidders must submit pricing strictly in accordance with the price schedule (Section 4) as Volume 2 in Envelope 2; deviation may render bid non-responsive.
• Bidders must fill and sign the submission register at reception at SCM Offices on submission of tender documents.

• Evaluation stages: Stage 1 (Compliance) – Stage 1A (Mandatory Requirements), Stage 1B (Other Mandatory Requirements), Stage 1C (Documents for Scoring Specific Goals); Stage 2 (Technical/Functionality) with minimum threshold of 60%; Stage 3 (Price and Specific Goals).
• Stage 1A mandatory requirements (disqualification if not submitted):
• Completed Price Schedule/BOQ and Pricing and Delivery Schedule (Section 4) as Volume 2 in Envelope 2, strictly in the provided format.
• Attendance Certificate of Compulsory Briefing (Form D) or proof of attendance (signing register).
• Proof of active CIDB grading level 4ME or higher (joint venture bidders must submit joint/consolidated grading certificate).
• Submission register signed at SCM offices.
• Trade test certificate and Category B certificate.
• Stage 1B other mandatory requirements (must be available within 7 days of request if award made, else award recalled):
• Proof of company registration (Certificate of Incorporation or CK1/CK2).
• Copies of Directors' ID documents.
• Valid Tax Clearance Certificate (valid on closing date) and SARS issued PIN.
• Completion of ALL RFQ documentation (including all declarations).
• CSD supplier registration number / CSD reference number.
• Proof of bank account (cancelled cheque or bank letter).
• Joint Venture/Consortium agreement or Trust Deed/confirmation of intention to enter into JV (if applicable).
• Valid original or certified copy of Letter of Good Standing (COID).
• Stage 1C non-mandatory documents for scoring (if not submitted, score zero for applicable criterion):
• Certified copy of ID documents of owners.
• Audited Annual Financials / B-BBEE Certificate / Affidavit.
• CIPC Documents / B-BBEE Certificate / Affidavit.
• Certified copy of ID documents of owners and Doctor's note confirming disability.
• Stage 2 Technical/Functionality (minimum threshold 60%):
• Organisational Experience (weight 50): score based on successfully executed and completed similar projects in supply, delivery, and installation of air-conditioning systems. Provide proof for each project: appointment letter/contract/purchase order on company letterhead, completion certificate signed by client or reference letter, and value of project. Scoring: 0 points for zero/incomplete submission; 1 point for 1 similar project; 2 points for 2; 3 points for 3; 4 points for 4; 5 points for 5 or more.
• Qualifications and Technical Experience (weight 50): based on submitted CVs of key staff. Provide at least two (2) qualified Trade-Tested Refrigeration Technicians (HVAC Systems) with valid Trade Test Certificate in Refrigeration (HVAC) and comprehensive CV demonstrating post-trade test experience. Provide at least two (2) registered Gas Practitioners with valid Category B Gas Practitioner Certificate. Note: The same individual may serve as both if they meet all requirements. Scoring: 0 points for no information/incomplete/less than 5 years' experience; 1 point for 1 year; 2 points for 2; 3 points for 3; 4 points for 4; 5 points for 5 or more years.
• Stage 3 Price and Specific Goals (total 100 points):
• Price: 80 points using 80/20 preference point system formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific Goals: 20 points allocated as follows (each goal worth 4 points):
• 51% Black Women Owned – certified copy of ID documents of owners.
• 51% Black Youth Owned – certified copy of ID documents of owners.
• EME 51% Black Women Owned – audited annual financials/B-BBEE certificate/affidavit.
• 51% Black Owned – CIPC documents/B-BBEE certificate/affidavit.
• Owned by Black People with Disability – certified copy of ID documents of owners and doctor's note confirming disability.
• Bidders must indicate how they claim points for each specific goal.
• PRASA may appoint a bidder other than the successful bidder if the successful bidder fails to sign contract within 14 days, fails to provide security/bonds/guarantees, fails to meet condition precedent, or negotiations fail. Award to next ranked bidder only if within bid validity period.

• Scope: Supply, delivery, and installation of new air-conditioning systems at various PRASA stations and associated properties in the Eastern Cape region.
• Contract period: 36 months (as and when contractor).
• Bidders must have active CIDB grading of 4ME or higher.
• Bidders must provide proof of similar projects in supply, delivery, and installation of air-conditioning systems (for technical evaluation).
• Key personnel requirements:
• At least two (2) qualified Trade-Tested Refrigeration Technicians (HVAC Systems) with valid Trade Test Certificate in Refrigeration (HVAC) and comprehensive CV demonstrating post-trade test experience.
• At least two (2) registered Gas Practitioners with valid Category B Gas Practitioner Certificate.
• The same individual may serve as both if they meet all requirements.
• Bidders must submit trade test certificate and Category B certificate as mandatory requirements.

No explicit quality management requirements are stated in the document. However, bidders must provide proof of similar projects successfully completed, and key personnel must have relevant qualifications (Trade Test Certificate in Refrigeration (HVAC) and Category B Gas Practitioner Certificate).

• Price Schedule/BOQ and Pricing and Delivery Schedule (Section 4) must be completed in full and submitted as Volume 2 in Envelope 2.
• Pricing must be submitted strictly in accordance with the price schedule; deviation may render bid non-responsive.
• Prices must be quoted in South African Rand, inclusive of all applicable taxes.
• Price offer must be firm and clearly indicate the basis thereof.
• 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.
• Discounted prices will only be considered in final evaluation stage on an unconditional basis.
• If price offered by highest scoring bidder is not market-related, PRASA may negotiate with highest, then second, then third; if no agreement, RFQ cancelled.

• Prices must be quoted in South African Rand, inclusive of all applicable taxes.
• Price offer must be firm and clearly indicate the basis thereof.
• 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 price schedule (Section 4) – deviation may render bid non-responsive.
• Discounted prices will only be considered in final evaluation stage on an unconditional basis.
• If price offered by highest scoring bidder is not market-related, PRASA may negotiate with highest, then second, then third; if no agreement, RFQ cancelled.
• Payment terms: PRASA pays within 30 days of receipt of correct tax invoice.
• Delivery period: Suppliers to offer earliest delivery period possible; delivery within specified working days from date of order.

• Tax Compliance: Bidders must submit SARS PIN or printed TCS certificate; if no PIN, provide CSD number. For consortia/JVs/sub-contractors, each party must submit separate TCS certificate/PIN/CSD number.
• Central Supplier Database (CSD): Bidders must be registered on CSD; business may not be awarded to unregistered bidders (foreign suppliers with no local entity exempt).
• Company registration: Proof of company registration (Certificate of Incorporation or CK1/CK2) required.
• Directors' ID copies required.
• Valid Tax Clearance Certificate (valid on closing date) and SARS PIN required.
• Valid COID Letter of Good Standing (original or certified copy) required.
• Bank account proof (cancelled cheque or bank letter) required.
• B-BBEE: Preference points for specific goals (e.g., 51% Black Women Owned, Black Youth Owned, etc.) – submit supporting documents (ID copies, B-BBEE certificate/affidavit, CIPC documents, doctor's note for disability).
• Bidders must not be persons in the service of the state, or have directors/members in state service.
• Bidders must not be listed in Register for Tender Defaulters or List of Restricted Suppliers.
• Bidders must complete SBD4 disclosure form (including PEP/PIP declarations).
• Bidders must complete all RFQ documentation and declarations.

No explicit health and safety requirements are stated in the document. However, bidders must comply with all applicable national and local laws and regulations, and provide a valid COID Letter of Good Standing.

• Warranty: Supplier warrants items are in accordance with PRASA's requirements, fit for purpose, and free from defects for one year from acceptance (unless another period stated in Order).
• Indemnity: Supplier indemnifies PRASA against all actions, suits, claims, demands, costs, charges, and expenses arising from negligence, infringement of intellectual or legal rights, breach of statutory duty, defective design, materials, or workmanship of Supplier, subcontractors, agents, or servants. Also indemnifies against claims arising from infringement of rights of others, except where infringement arose from use of things provided by PRASA.
• Assignment and sub-contracting: Successful bidder may only enter into subcontracting arrangement with PRASA's prior approval. Contract is between successful bidder and PRASA; successful bidder remains liable for performance.
• Governing law: Contract governed by law of Republic of South Africa; parties submit to non-exclusive jurisdiction of South African courts.
• General conditions of purchase apply; no oral variation by PRASA's servants or agents.
• Payment: PRASA pays within 30 days of receipt of correct tax invoice.
• Delivery: Supplier must deliver on or before date stated in order; late deliveries may be subject to penalty if imposed.
• Rejection: PRASA may reject items if Supplier fails to comply; Supplier must correct non-conformances for services.
• Title and risk: Title and risk pass to PRASA upon acceptance.
• Containers/packing material: No payment for containers or packing materials unless otherwise stated.
• PRASA may appoint another bidder if successful bidder fails to sign contract within 14 days, fails to provide security/bonds/guarantees, fails to meet condition precedent, or negotiations fail.