B-shed service of PRASA locomotive 36001

Scope: RFQ for B-Shed service of 36001 Locomotive. Work includes maintenance and replacement of locomotive components as detailed in the Scope of Work (SOW) document. Specific tasks include: Replace Axle Flange Dust Guard, Replace Centre Bearing Lining - Female, Replace Motor Nose Suspension, Replace Horizontal Friction Snubber, Replace Pedestal Guide Wear Plates, Complete Brake Valve Programme Service, Calibrate all Gauges including Axle Alternator, and Overhaul Compressor.

Closing date: 24 June 2026 at 11:00. Bid validity period: 60 working days from closing date. PRASA may request an extension of the validity period if internal processes are not finalized. Once the delegated authority approves the process, the successful bidder’s bid remains valid until award finalization.

Bid submission address: 1 Adderley Street, Metrorail Supply Chain Management, 6th Floor, Room 622B, Propnet Building, Cape Town. Enquiries: Ayanda Sukwana, Telephone: 021 837 7940, Email: [email protected]. Complaints: Email [email protected]. Complaints must include: bid/tender description, reference number, closing date, supplier name, contact details, and detailed complaint.

Submit bids by 24 June 2026 at 11:00 via hand-delivery only to the bid box at: 1 Adderley Street, Metrorail Supply Chain Management, 6th Floor, Room 622B, Propnet Building, Cape Town. Clearly mark the bid number (PR 10364461) on the envelope. Late bids will not be accepted. Bids must be submitted on the official forms provided (do not re-type). Incomplete bids or failure to submit mandatory returnable documents (all sections, annexures, and declarations listed in the bid document) will result in disqualification. Any attempt to canvass SCM officers or PRASA employees during the bid process may lead to disqualification. Bids must be enclosed in a sealed envelope. No additional documents or references to other quotations are permitted unless embodied in an accompanying letter.

Mandatory returnable documents must be submitted with the quotation. Failure to provide these may result in disqualification. Documents include: all sections and annexures listed in the bid document, tax certificates, B-BBEE proof, CIDB grading proof, Bid Bond, CSD registration number (full CSD report), and Joint Venture/Subcontract Agreements (if applicable). Bidders must ensure completeness of all returnable documents, warranties, and bid formalities.

Evaluation follows a 3-stage process: Stage 1A (Mandatory Requirements): Automatic disqualification if Proof of CIDB grading or Bid Bond from a South African Bank is not submitted. Stage 1B (Other Mandatory Requirements): PRASA may request missing documents within 3 working days; failure to provide results in disqualification. Mandatory documents include: valid SARS TCS PIN (or CSD number if TCS PIN unavailable), completion of all RFQ documentation (including declarations), CSD supplier registration number (full CSD report), and Joint Venture/Consortium/Subcontract Agreements (signed by all parties, indicating the leading bidder). Stage 2 (Technical/Functionality): Minimum 60% threshold required. Criteria: Organizational Experience (40 points), Qualifications and Experience of Key Personnel (30 points), Project Approach and Methodology (30 points). Bidders scoring below 60% will not proceed to Stage 3. Stage 3 (Price and Specific Goals): 80 points for price (formula: Ps = 80(1 - (Pt-Pmin)/Pmin), where Pt = bidder’s price, Pmin = lowest acceptable price), 20 points for specific goals (B-BBEE Level 1 or 2: 10 points; at least 51% black women-owned: 10 points). PRASA reserves the right to apply objective criteria or split awards. Preference points system: 80/20 for tenders up to R50 million. Failure to submit proof for specific goals will result in zero points for that category.

Scope: B-Shed service of 36001 Locomotive. Work includes: Replace Axle Flange Dust Guard (2 units), Replace Centre Bearing Lining - Female (1 unit), Replace Motor Nose Suspension (2 units), Replace Horizontal Friction Snubber (4 units), Replace Pedestal Guide Wear Plates (2 units), Complete Brake Valve Programme Service (1 unit), Calibrate all Gauges including Axle Alternator (1 unit), Overhaul Compressor (1 unit). Refer to the attached Scope of Work (SOW) document for full details. Bidders must adhere to PRASA’s General Conditions of Purchase and any special conditions of contract. Delivery period: Bidders must specify their earliest possible delivery period in working days from the date of order.

Technical Evaluation Criteria (Stage 2): Organizational Experience (40 points), Qualifications and Experience of Key Personnel (30 points), Project Approach and Methodology (30 points). Minimum threshold: 60%. Bidders must demonstrate relevant experience and qualifications to meet these criteria. Proof of experience and qualifications must be submitted as part of the bid.

Pricing must strictly follow the provided Bill of Quantities (BOQ) format. Deviation may result in a non-responsive bid. Discounted prices are only considered in the final evaluation stage on an unconditional basis. Include cost breakdown, price escalation basis, and formula. Prices must be in ZAR, inclusive of all taxes. PRASA may negotiate market-related prices with top-scoring bidders if the initial price is not market-related. Delivery period: Bidders must specify their earliest possible delivery period in working days from the date of order.

Prices must be quoted in South African Rand (ZAR), inclusive of all applicable taxes. Price offer must be firm and clearly indicate the basis. Pricing must strictly follow the attached Bill of Quantities (BOQ) format; deviation may result in a non-responsive bid. Cost breakdown must be provided. Price escalation basis and 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 top-scoring bidders if the initial price is not market-related. Payment terms: PRASA pays within 30 days of receipt of a correct tax invoice. Bid Bond from a South African Bank is a mandatory requirement (Stage 1A).

Tax Compliance: Bidders must submit a valid SARS Tax Compliance Status (TCS) PIN or CSD registration number. Apply for TCS PIN via SARS e-filing (www.sars.gov.za). Foreign suppliers without a local entity are exempt from CSD registration. Central Supplier Database (CSD): Mandatory registration for all bidders (except foreign suppliers with no local entity). Access CSD at https://secure.csd.gov.za/. CIDB Grading: Proof of CIDB grading (or higher) is mandatory (Stage 1A). COIDA: Letter of Good Standing (if applicable). B-BBEE: Preference points for B-BBEE Level 1 or 2 (10 points, sworn affidavit or SANAS-approved certificate required) or at least 51% black women-owned (10 points, certified copies of ID documents of owners, not older than 3 months). Joint Ventures/Consortia: Each party must submit separate TCS PIN/CSD number. Bidders must complete all declarations, including disclosure of Politically Exposed Persons (PEPs) or Prominent Influential Persons (PIPs). No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state. Failure to comply with any compliance requirement may render the bid invalid.

Preference points for B-BBEE: B-BBEE Level 1 or 2 (10 points, sworn affidavit or SANAS-approved certificate required). At least 51% black women-owned (10 points, certified copies of ID documents of owners, not older than 3 months). Failure to submit proof or documentation for specific goals will result in zero points for that category. Points claimed must be substantiated upon request by PRASA.

Contract is governed by South African law, with non-exclusive jurisdiction of South African courts. Supplier warranty: Items must meet PRASA’s requirements, be fit for purpose, and remain defect-free for 1 year (or as stated in the order). Indemnity: Supplier indemnifies PRASA against claims arising from negligence, infringement of rights, or defective design/materials/workmanship. Subcontracting: Requires PRASA’s prior written approval; the main contractor remains liable for performance. Funding contingency: Award is subject to PRASA securing funding and confirming sufficient budget. PRASA may cancel the RFQ if funding is not secured and is not liable for claims related to funding failure. Bidders waive the right to legal proceedings in such cases. Payment: Within 30 days of receipt of correct tax invoice. Late deliveries may incur penalties. Rejection: PRASA may reject non-compliant items and return them at the supplier’s expense. PRASA reserves the right to modify the RFQ, reject non-conforming quotations, or reject late submissions. Contract terms are subject to PRASA’s General Conditions of Purchase and any special conditions prescribed in writing.

Funding contingency: Award is subject to PRASA securing necessary funding allocation and confirming sufficient budget exists. PRASA has obtained approval from National Treasury for a departure from PFMA SCM Instruction No. /22, as budget allocation is not yet finalized. PRASA will inform bidders of funding progress. Bidders waive the right to institute proceedings against PRASA if the RFQ is canceled due to funding failure. PRASA is not liable for claims, losses, or damages arising from funding failure or non-award of the tender.

Bidders must be registered on the Central Supplier Database (CSD) unless they are foreign suppliers with no local entity. Valid SARS Tax Compliance Status (TCS) PIN or CSD number is mandatory. Bidders must ensure compliance with tax obligations. Foreign suppliers must answer a questionnaire if they have no local entity. Bidders must disclose if they or any directors/trustees/shareholders/members/partners are employed by the state or have relationships with PRASA employees. Disclosure of Politically Exposed Persons (PEPs) or Prominent Influential Persons (PIPs) is mandatory. False declarations may result in disqualification or contract termination.

Evaluation follows a 3-stage process: Stage 1A (Mandatory Requirements): Automatic disqualification if Proof of CIDB grading or Bid Bond from a South African Bank is not submitted. Stage 1B (Other Mandatory Requirements): PRASA may request missing documents within 3 working days; failure to provide results in disqualification. Includes valid SARS PIN, completion of all RFQ documentation, CSD registration, and Joint Venture/Subcontract Agreements. Stage 2 (Technical/Functionality): Minimum 60% threshold. Criteria: Organizational Experience (40 points), Qualifications and Experience of Key Personnel (30 points), Project Approach and Methodology (30 points). Stage 3 (Price and Specific Goals): 80 points for price (formula: Ps = 80(1 - (Pt-Pmin)/Pmin)), 20 points for specific goals (B-BBEE Level 1/2: 10 points; 51% black women-owned: 10 points). PRASA reserves the right to apply objective criteria or split awards.