Maintenance and repairs of diesel-electric locomotives in east london and gqeberha (2-Month contract)

Closing date: 10 July 2026. Closing time: 12:00 PM. Validity period: 60 working days from the closing date. Bidders may be requested to extend the validity period if PRASA’s internal processes are not finalized within this period.

Bidding procedure enquiries: Siyasanga Jodwana. Telephone: 043 700 2386. Email: [email protected]. Submission address: No. 8 Station Street, Station Building, East London, 5200. Complaints: Email [email protected]. Include in complaints: Bid/Tender Description, Reference Number, Closing Date, Supplier Name, Supplier Contact Details, and Detailed Complaint.

Submit bids by 10 July 2026 at 12:00 PM to the bid box at: No. 8 Station Street, Station Building, East London, 5200. Late bids will not be accepted. Bids must be submitted on the official forms provided (do not re-type). Bidders must fill and sign the Submission Register at reception at SCM Offices upon submission. Failure to submit mandatory returnable documents will result in disqualification. Do not include documents or references relating to other quotations. Bids must be enclosed in a sealed envelope. Attempts to canvass SCM Officers or PRASA employees between the closing date and award may result in disqualification. Responses must not include additional conditions unless embodied in an accompanying letter.

Evaluation is a two-stage process: Stage 1 (Compliance) and Stage 2 (Price and Specific Goals).

Stage 1 – Compliance Requirements:

• Stage 1A (Mandatory): Submit Price Schedule and Pricing/Delivery Form (Section 4) in full. Use the provided pricing schedule format; deviation may disqualify the bid. Sign the Submission Register at SCM Offices upon submission.
• Stage 1B (Other Mandatory): Submit Company Registration documents, Directors’ ID copies, valid Tax Clearance Certificate (valid on closing date) and SARS PIN, CSD registration number, proof of bank account, and completed RFQ documentation (all declarations and Standard Bidding Documents). For consortia/joint ventures, submit a signed agreement or written confirmation of intent. These documents must be provided within 7 days of request if not submitted with the bid, or the award may be recalled.
• Stage 1C (Scoring Documents): Non-mandatory but required for scoring. Submit Audited Annual Financial/B-BBEE Certificate/Affidavit and CIPC Documents/B-BBEE Certificate/Affidavit. Failure to submit these results in zero points for the applicable criterion.

Stage 2 – Price and Specific Goals (Total: 100 points):

• Price: 80 points. Scored using the 80/20 Preference Point System formula: PS = 80(1 − (Pt−Pmin)/Pmin), where Pt = bid price, Pmin = lowest acceptable bid price.
• Specific Goals: 20 points. Points allocated for:
• EME 51% Black Owned: 10 points (proof: Audited Annual Financial/B-BBEE Certificate/Affidavit).
• 51% Black Owned: 10 points (proof: CIPC Documents/B-BBEE Certificate/Affidavit).

Disqualification Risks:

• Late submissions or incorrect venue.
• Incomplete or non-compliant documentation.
• False declarations or fraudulent claims (may lead to 10-year restriction from public sector business).
• Conflicts of interest (e.g., state employees or related parties).
• Failure to meet mandatory requirements in Stage 1A.

Scope of work: Maintenance and repairs of diesel-electric locomotives for East London and Gqeberha for a period of 2 months. Activities include:

• Diesel Locomotive Maintenance (A-Exam) for GM models: 5 units.
• Diesel Locomotive Maintenance (B-Exam) for GM models: 1 unit.
• Call-Out services (as and when required) for GE models in PE/EL: 30 instances.
• Diesel Locomotive Maintenance (A-Exam) for GE models: 5 units.
• Call-Out services (as and when required) for GM models in EL: 70 instances.

Pricing Schedule (Section 8): Complete the attached form with the following items:

• Diesel Locomotive Maintenance (A-Exam) GM: Quantity 5.
• Diesel Locomotive Maintenance (B-Exam) GM: Quantity 1.
• Call-Out (as and when) GE PE/EL: Quantity 30.
• Diesel Locomotive Maintenance (A-Exam) GE: Quantity 5.
• Call-Out (as and when) GM EL: Quantity 70.

Include in the schedule: Total Price Excluding VAT, 15% VAT, and Total Price Inclusive of VAT. Pricing must be in ZAR, inclusive of all taxes, and strictly follow the provided format. Deviation may result in a non-responsive bid.

Pricing must be quoted in South African Rand (ZAR), inclusive of all applicable taxes (15% VAT). Price offers must be firm and clearly indicate the basis. Pricing must strictly follow the provided schedule (Section 8); deviation may result in a non-responsive bid. Cost breakdown and price escalation basis/formula must be indicated. Discounted prices will only be considered in the final evaluation stage on an unconditional basis. PRASA may negotiate market-related prices with the top three scoring bidders if the highest bid is not market-related.

Pricing Schedule (Section 8) items:

• Diesel Locomotive Maintenance (A-Exam) GM: Quantity 5.
• Diesel Locomotive Maintenance (B-Exam) GM: Quantity 1.
• Call-Out (as and when) GE PE/EL: Quantity 30.
• Diesel Locomotive Maintenance (A-Exam) GE: Quantity 5.
• Call-Out (as and when) GM EL: Quantity 70.

Include in the schedule: Total Price Excluding VAT, 15% VAT, and Total Price Inclusive of VAT. Payment terms: within 30 days of receipt of a correct tax invoice.

Mandatory Compliance:

• Valid Tax Clearance Certificate (must be valid on the closing date) and SARS-issued PIN. If no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), provide the CSD number.
• Bidders must self-register on the National Treasury’s CSD (https://secure.csd.gov.za/). Foreign suppliers with no local registered entity are exempt from CSD registration.
• For consortia/joint ventures, each party must submit a separate TCS Certificate/PIN/CSD number.
• Bidders must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers.
• Submit Company Registration documents, Directors’ ID copies, proof of bank account (e.g., cancelled cheque or bank letter), and completed RFQ documentation (all declarations and Standard Bidding Documents).
• No bids will be considered from persons in the service of the state, companies with directors who are state employees, or close corporations with members who are state employees.

Non-Mandatory for Scoring:

• Audited Annual Financial/B-BBEE Certificate/Affidavit.
• CIPC Documents/B-BBEE Certificate/Affidavit.

B-BBEE Points:

• EME 51% Black Owned: 10 points (proof: Audited Annual Financial/B-BBEE Certificate/Affidavit).
• 51% Black Owned: 10 points (proof: CIPC Documents/B-BBEE Certificate/Affidavit).

Contract terms:

• Supplier warrants that items meet PRASA’s requirements and are fit for purpose, remaining free from defects for 1 year from acceptance (unless otherwise stated).
• Supplier indemnifies PRASA against claims arising from negligence, infringement of rights, or breach of statutory duty.
• Subcontracting requires PRASA’s prior written approval; the successful respondent remains liable for performance.
• Governing law: Republic of South Africa. Parties submit to the non-exclusive jurisdiction of South African courts.
• Payment: within 30 days of receipt of a correct tax invoice.
• Late deliveries or late completion may incur penalties as imposed in the order/contract.
• PRASA may reject non-compliant items and return them at the Supplier’s risk and expense. Title and risk pass to PRASA upon acceptance.
• Supplier must clearly mark consignments with their name and delivery details, and provide an advice note and detailed priced invoice upon dispatch.