Supply, delivery, and installation of heavy-duty extractor fans and accessories for PRASA in kwazulu-natal

• For bidding procedure enquiries:

• Contact Person: Siphesihle Miya
• Telephone: 031 813 0089
• Email: [email protected]

• For lodging complaints related to this bid process:

• Email: [email protected]
• Required details: Bid/Tender description, reference number (KZN/PRASA/2026/05/02/Q-1), closing date, supplier name, contact details, and detailed complaint.

• Submission address (hand delivery only): 65 Masabalala Yengwa Avenue, PRASA Regional Office Foyer Area, Helpdesk, PRASA SCM, KwaZulu-Natal.

• Submit by hand delivery only to: 65 Masabalala Yengwa Avenue, PRASA Regional Office Foyer Area, Helpdesk, PRASA SCM, KwaZulu-Natal. No electronic or postal submissions accepted.
• Closing date and time: 12 June 2026 at 12:00 PM. Late bids will be rejected.
• Bids must be submitted on the official forms provided (do not re-type) and in the prescribed manner. Sealed envelope required.
• Mandatory Returnable Documents: Failure to provide these by the closing date will result in disqualification. Ensure all documents listed in the tender (e.g., SBD forms, declarations, certificates) are included.
• Disqualification risks: Late submission, incomplete bids, missing mandatory returnables, canvassing SCM officers or PRASA employees after closing, or being listed on the Register for Tender Defaulters or List of Restricted Suppliers.
• Responses must not reference other quotations or proposals. Additional conditions must be in an accompanying letter.
• Bidders must sign the tender submission register or prove timely submission if not signed.

Evaluation occurs in stages. Failure at any stage disqualifies the bid:

STAGE 1 – Disqualifying Returnable Documents:

• Mandatory attendance at compulsory briefing session (05 June 2026) and site inspection (PPE required). Bidders must sign both the briefing session Form D and attendance register.
• CIDB Grading: Minimum 2ME and 2EB or higher.
• Tax compliance: Valid SARS PIN or CSD registration number.
• B-BBEE: Certificate or Affidavit for Level 2 or better (10 points) or EME/QSE 51% Black Owned (10 points). Points are proportional for ownership percentage.
• Valid COID Letter of Good Standing.
• Trade Tested Electrician or Electrical Technician with wiremen’s licence + minimum 3 years post-trade experience.
• No state employees or entities with state-employed directors/members.
• Submission of all RFQ documentation, including declarations, SBD forms, and signatures.

STAGE 2 – Technical/Functional Requirements (Threshold: 70%):

• Organizational Experience (50 points): Points for 1 (1 pt), 2 (3 pts), or 3+ (5 pts) similar completed projects. Proof required: appointment letter/contract + completion certificate or client confirmation.
• Personnel Experience (25 points): Certified Trade Tested Electrician/Technician with wiremen’s licence. Points: 0 (no info), 1 (1 year), 3 (2 years), 5 (3+ years). Detailed CV required.
• Project Program/Work Schedule (25 points): MS Project schedule required. Points: 0 (none), 1 (inadequate), 2 (no detailed activities), 3 (aligned with duration), 4 (aligned with duration + sequence), 5 (aligned + sequence + clear scope understanding).

STAGE 3 – Price and Specific Goals (100 points total):

• Price (80 points): Scored using 80/20 preference point system formula: PS = 80(1 − (Pt−Pmin)/Pmin). Pt = bidder’s price, Pmin = lowest acceptable price.
• Specific Goals (20 points): B-BBEE Level 2+ (10 pts), EME/QSE 51% Black Owned (10 pts). CIPC/CSD documents used for verification.

STAGE 4 – Returnable Documents:

• Most responsive bidders with incomplete documents may be requested to resubmit. Failure to do so results in disqualification.

Disqualifying Factors:

• Late submission, incomplete/missing returnables, failure to meet CIDB/B-BBEE/tax requirements, collusive bidding, fraudulent claims, or listing on Tender Defaulters/Restricted Suppliers registers.

Scope:

• Supply, deliver, and install heavy-duty extractor fans and associated accessories at Bridge City traction substation, Parcels, Concourse 1, and Concourse 2 distribution substations in KZN.
• Contract duration: Maximum 6 months (inclusive of payment purposes). Work must commence immediately upon award.

Fan Specifications:

• Power: 550 Watts
• Electrical: 3 Phase, 400V
• Type: Exhaust Fan
• Diameter: 950mm
• Automation: Room temperature adjustable sensor
• Filter: Replaceable air filter

Deliverables and Requirements:

• Contractor provides all machinery, equipment, and on-site security (cost included in rates). Security personnel must undergo induction.
• Safety file must be submitted and approved by PRASA’s Regional Electrical Engineer/Project Manager and Risk Department before work starts.
• Electrical work permit required: Contractor’s responsible person must sign and acknowledge conditions.
• Warranty/guarantee: Minimum 12 months from commissioning. Submit manufacturer’s warranty/guarantee documents.
• Site clearing: Remove and properly dispose of all rubble resulting from work.
• Penalties:

• 0.3% of contract price per day for late completion (max 10% of contract price).
• R10,000 for working on site without proper access or occupation certificate.
• R80.00 per minute per delayed train.
• R1,500 per cancelled train.

• Additional works: Any unauthorized work (even if necessary) is at the contractor’s own cost.
• Site access: PRASA will issue a site access certificate before work commencement. Copy of Electrical Safety Instruction: High Voltage Equipment may be provided if necessary.
• Bill of Quantities (BOQ): Must adhere to the provided BOQ for all items, including pipes, cables, ducting, electrical wiring, grills, and finishing.

Qualifications:

• CIDB Grading: 2ME and 2EB or higher.
• Personnel: Certified Trade Tested Electrician or Electrical Technician with wiremen’s licence, minimum 3 years post-trade qualification.

• Pricing: Quote in South African Rand (ZAR), inclusive of all applicable taxes, on a fixed price basis.
• Pricing schedule: Must use the provided format strictly. Deviations may render the bid non-responsive.
• Cost breakdown: Required for all items. Price escalation basis and formula must be indicated.
• Discounts: Unconditional discounts will only be considered in the final evaluation stage.
• Payment terms: PRASA pays within 30 days of receipt of a correct tax invoice.
• Delivery period: Supplier must specify earliest delivery period in working days from date of order. Payments are made only after entire work is successfully completed and certified by PRASA’s project manager.
• Market-related pricing: PRASA may negotiate with the highest scorer if their price is not market-related. If no agreement is reached, PRASA may negotiate with the next highest scorers (2nd, 3rd) or cancel the RFQ.
• Penalties: Late delivery or completion may incur penalties as per the contract terms.
• Validity period: Quoted prices must remain valid for 90 working days from the closing date. Extensions may be requested.

Mandatory Registrations and Certificates:

• Central Supplier Database (CSD): Registration number required. Foreign suppliers without a local registered entity are exempt.
• Tax Compliance: Submit valid SARS PIN or Tax Compliance Status (TCS) certificate. For consortia/JVs/sub-contractors, each party must submit separately. CSD number may be provided if no TCS PIN is available.
• B-BBEE: Certificate or Affidavit required. Points: 10 for B-BBEE Level 2 or better, 10 for EME/QSE 51% Black Owned. CIPC/CSD documents used for verification. Points are proportional for ownership percentage.
• CIPC Registration: Documents required for verification.
• CIDB Grading: Minimum 2ME and 2EB or higher.
• Professional Registration: Certified Trade Tested Electrician or Electrical Technician with wiremen’s licence (minimum 3 years post-trade experience).
• COID: Valid Letter of Good Standing from the Compensation for Occupational Injuries and Diseases (COID).
• Safety Compliance: Must comply with the Occupational Safety Act, 2003. Safety file must be approved before work commences.
• Disclosure: SBD4 form (Bidder’s Disclosure) required. Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.
• State Employees: No bids accepted from persons in the service of the state, or companies/close corporations with directors/members who are state employees.
• Foreign Suppliers: Must complete the Questionnaire for Bidding Foreign Suppliers if not registered in South Africa. If no local presence or income, SARS TCS PIN not required.