Supply, delivery, and maintenance of mercedes-benz bus engine protection devices (3-Year as-needed basis)

PRASA seeks to appoint a supplier for the supply, delivery, and maintenance of Mercedes Benz Bus Engine Protection Devices on an as-and-when-required basis for a 3-year period. The contract is national in scope. Estimated requirements: 20 devices this financial year, with 40 requiring maintenance.

Closing date: 12 June 2026 at 12:00 midday. Validity period: 60 working days from the closing date. PRASA may request an extension of the validity period if internal processes are not finalized.

For bidding procedure enquiries, contact Tholang Mothabeng, Supply Chain Management, PRASA. Phone: 011 013 0411. Email: [email protected]. Submission email: [email protected]. For complaints, email [email protected] and include: bid description, reference number, closing date, supplier name, contact details, and the detailed complaint.

Submit your quotation via email to [email protected] by 12 June 2026 at 12:00 midday. Quotations must be:

• Typed on company letterhead.
• Addressed to Tholang Mothabeng.
• Submitted using only the official forms provided; do not re-type or alter them.

Late submissions will not be accepted. Failure to submit mandatory returnable documents (e.g., SBD forms, declarations, SBD4) will result in automatic disqualification. Bids must comply with the Preferential Procurement Policy Framework Act, 2000, and Regulations, 2022. Any attempt to canvass PRASA employees during the evaluation period may lead to disqualification. Bids must be sealed if submitted physically.

A QUOTATION(S) MUST BE TYPED IN COMPANY LETTERHEAD AND MUST EMAILED TO [email protected] 12 JUNE 2026 at 12:00 MIDDAY. Quotation(s) must be addressed to Tholang Mothabeng before or on the closing date and time shown above.

Evaluation follows a two-stage process:

Stage 1: Compliance

• Stage 1A (Mandatory Requirements): Automatic disqualification if any of the following are missing:

• Quotation on company letterhead.

• Stage 1B (Other Mandatory Requirements): PRASA may request missing documents within 3 working days. Failure to provide these will disqualify the bid:

• Valid SARS Tax Compliance Status (TCS) PIN or printed TCS certificate.
• Completion of ALL RFQ documentation (including declarations).
• Central Supplier Database (CSD) supplier registration number.
• Certified ID copies of directors.

Only compliant bidders proceed to Stage 2.

Stage 2: Scoring (Total: 100 points)

• Price: 80 points (80/20 Preference Point System). Formula: 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. Points are awarded for:

• B-BBEE Level 1 or 2: 10 points (submit SANAS-approved certificate or affidavit; consolidated scorecard accepted for JVs).
• At least 51% black women ownership: 10 points (submit certified ID copies of owners and CIPC registration document, not older than 3 months).

PRASA reserves the right to negotiate market-related prices with the top 3 bidders if the highest-scoring bid is not market-related.

Scope: Supply, delivery, and maintenance of Mercedes Benz Bus Engine Protection Devices on an as-and-when-required basis for 3 years. Estimated requirement: 20 devices this financial year, with 40 requiring maintenance.

Technical requirements for the system:

• Must be an advanced electronic engine monitoring and protection system.
• Must monitor critical engine operating parameters: engine temperature, oil pressure, coolant levels.
• Must respond in real-time to abnormal or unsafe conditions by initiating protective actions (e.g., warnings, controlled engine shutdown).
• Must include:

• Rapid response to low oil pressure, ensuring immediate protective action.
• Start-up self-check functionality to detect faults or tampering and prevent engine start if irregularities are found.
• Anti-tamper design to prevent unauthorized interference or bypassing.
• External calibration capability restricted to authorized personnel only.

• Must align with OEM engine safety requirements and established engineering principles.
• All items must be OEM/SABS approved.

Complete the attached Pricing Schedule Annexure (Bill of Quantities). Requirements:

• Prices must be in ZAR, inclusive of all applicable taxes.
• Firm price offer with a clear basis.
• Cost breakdown must be provided.
• Price escalation basis and formula must be indicated.
• Strict adherence to the provided pricing format is mandatory; deviation may result in a non-responsive bid.
• Discounted prices will only be considered in the final evaluation stage on an unconditional basis.

Pricing must be in South African Rand (ZAR), inclusive of all applicable taxes. Submit pricing strictly using the provided Pricing Schedule Annexure (Bill of Quantities). Requirements:

• Firm price offer with a clear basis.
• Cost breakdown must be provided.
• Price escalation basis and formula must be indicated.
• Strict adherence to the provided pricing format is mandatory; deviation may result in a non-responsive bid.
• Discounted prices will only be considered in the final evaluation stage on an unconditional basis.
• PRASA may negotiate market-related prices with the top 3 bidders if the highest-scoring bid is not market-related.
• Payment terms: within 30 days of receipt of a correct tax invoice.
• Delivery period: specify earliest possible delivery in working days from the date of order.

Mandatory compliance requirements:

• Tax Compliance: Submit a valid SARS Tax Compliance Status (TCS) PIN (apply via e-filing at www.sars.gov.za) or a printed TCS certificate. If no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), provide the CSD number. Each party in a consortium/JV/sub-contractor must submit separate TCS certificates/PINs/CSD numbers.
• CSD Registration: Bidders must be registered on National Treasury’s Central Supplier Database (CSD) at https://secure.csd.gov.za/. Foreign suppliers with no local entity are exempt.
• B-BBEE: 10 points for B-BBEE Level 1 or 2 (submit SANAS-approved certificate or affidavit; consolidated scorecard accepted for JVs). 10 points for at least 51% black women ownership (submit certified ID copies of owners and CIPC registration document, not older than 3 months).
• Disqualification: Bids from persons in the service of the state, or companies with directors/members in the service of the state, will not be considered. Bidders listed in the Register for Tender Defaulters or the List of Restricted Suppliers will be disqualified.
• Additional: Complete all declarations in SBD4 (e.g., disclosure of state employment, relationships with PRASA employees, Politically Exposed Persons (PEPs)/Prominent Influential Persons (PIPs)).
• All items must be OEM/SABS approved.

Contract terms include:

• Warranty: Supplier warrants that items meet PRASA’s requirements, are fit for purpose, and remain defect-free for 1 year from acceptance (unless otherwise stated).
• Indemnity: Supplier indemnifies PRASA against claims arising from negligence, breach of statutory duty, defective design/materials/workmanship, or infringement of intellectual/legal rights (excluding use of PRASA-provided items).
• Subcontracting: Requires PRASA’s prior written approval. The successful bidder remains liable for performance.
• Governing Law: Contract governed by South African law, with non-exclusive jurisdiction of South African courts.
• Funding Contingency: Award is subject to PRASA securing funding and budget allocation. PRASA may cancel the RFQ if funding is not secured and is not liable for any claims, losses, or damages arising from funding failure. Bidders waive the right to institute proceedings in such cases. PRASA will keep bidders informed of funding progress.
• Rejection: PRASA may reject non-compliant items, return them at the supplier’s risk/expense, and recover costs. Supplier must correct non-conformances for services.
• Title and Risk: Passes to PRASA upon acceptance.
• Payment: Within 30 days of receipt of a correct tax invoice. Currency other than ZAR may be used if specified in the contract.

Special conditions for bidding:

• Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted.
• All bids must be submitted on the official forms provided (not re-typed) or in the manner prescribed in the bid document.
• Bid is subject to the Preferential Procurement Policy Framework Act, 2000, and Preferential Procurement Regulations, 2022, as well as PRASA’s General Conditions of Contract (GCC) and any other special conditions.

General requirements:

• Bidders must ensure compliance with all tax obligations.
• Foreign suppliers: If the entity is not a RSA resident, has no branch/permanent establishment in RSA, no RSA income, and is not liable for RSA taxation, it is not required to register for a SARS TCS PIN. Otherwise, compliance is mandatory.
• All items must be OEM/SABS approved.
• Bidders must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers.

From: Tholang Mothabeng Tel: Cell Tel: 011 013 0411 Date: [email protected]: E-mail: Rfq PRASA/CITYTOCITY/ENGINEPRO/05Attention: TO WHOM IT MAY CONCERN Ref No: /2026 Subject: OF MERCEDES BENZ BUS ENGINE PROTECTION DEVICES ON A AS AND WHEN REQUIRED BASIS FOR 3 YEARS - NATIONAL