Supply and delivery of ICT components for PRASA

This RFQ invites bids for the supply and delivery of ICT components to the Passenger Rail Agency of South Africa (PRASA). The scope includes various ICT hardware items as detailed in the Bill of Quantities (BOQ).

Closing date and time: 19 June 2026 at 10:00 AM CAT. Bid validity period: 90 working days from closing date. PRASA may request an extension of the validity period if internal processes are not finalized.

SCM/Technical Contact: Khuthadzo Tshikhudo. Email: [email protected], [email protected]. Phone: 011 085 7060. Submission Address: Ground Floor, Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein. Complaints: Email [email protected] (include bid description, reference number, closing date, supplier name, contact details, and complaint description).

Submit bids by hand-delivery only to: Ground Floor, Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein, on or before 19 June 2026 at 10:00 AM CAT. Late submissions, emails, or faxes will not be accepted. Use only the official forms provided (do not re-type). Enclose all documents in a sealed envelope. Do not include references to other quotations or proposals. Any additional conditions must be in an accompanying letter. Bids must comply with all returnable document requirements; failure to submit mandatory documents (e.g., completed Pricing and Delivery Schedule, BOQ) will result in disqualification. Avoid any direct or indirect canvassing of PRASA employees between closing date and award. PRASA reserves the right to reject non-conforming or late bids.

Returnable Documents: Submit all mandatory documents with your quotation. Mandatory documents include: completed Pricing and Delivery Schedule (Section 4), BOQ (Section 10), signed RFQ and SBD forms, COIDA Letter of Good Standing, valid SARS PIN, all declarations, and CSD registration number. For joint ventures/consortia, submit a signed agreement indicating the leading bidder. Failure to submit mandatory documents by the closing date/time results in disqualification. PRASA may request missing non-mandatory documents within 3 working days; failure to comply leads to disqualification.

Bidders must be tax compliant (SARS PIN/CSD). Not be persons in the service of the state or companies with such directors/members. Registered on the National Treasury Central Supplier Database (CSD), unless a foreign supplier with no local entity. Must submit all mandatory documents; incomplete bids are disqualified. Foreign suppliers must answer additional questionnaire regarding RSA residency/tax presence.

Scope: Supply and delivery of ICT components as per the Bill of Quantities (BOQ) in Section 10. Items include: Headphones (various models), Mouse, Laptop chargers, Laptop bags (standard and executive), Smart digital ring, Chargers, Power bank, USB C-type Fast Data Charging Cable, Cable Type C to Type C. Quantities and unit prices are specified in the BOQ. Suppliers must offer their earliest possible delivery period in working days from the date of order.

Bidder Experience: Points are awarded based on the number of successfully completed similar projects. Submit proof for each project in the following sequence: appointment letter (on company letterhead), purchase order, client name, contact details (email/phone), project start/end dates, extensions (if applicable), and contract value (inclusive of VAT). Attach a completion certificate or client confirmation letter. Scoring: 0 projects = 0 points, 1 = 20, 2 = 40, 3 = 60, 4 = 80, 5+ = 100. Minimum threshold for technical/functional criteria is 60%.

Pricing Schedule Requirements: Complete the attached Pricing Schedule (Section 4) and BOQ (Section 10). Prices must be in ZAR, inclusive of VAT. Provide a cost breakdown, price escalation basis, and formula. Strictly follow the provided pricing format; deviations may disqualify the bid. PRASA will notify bidders of any arithmetic errors or omissions in the BOQ for clarity. Discounted prices are considered only in the final evaluation stage on an unconditional basis.

Pricing must be in South African Rand (ZAR), inclusive of all applicable taxes (VAT 15%). Submit a completed Pricing Schedule (Section 4) and BOQ (Section 10). Cost breakdown, price escalation basis, and formula must be indicated. Use the provided pricing format strictly; deviation may result in disqualification. Discounted prices will only be considered in the final evaluation stage on an unconditional basis. PRASA may negotiate market-related prices with top bidders if the highest-scoring bid is not market-related. Payment terms: PRASA pays within 30 days of receipt of a correct tax invoice.

Mandatory Compliance: Register on the National Treasury’s Central Supplier Database (CSD) at https://secure.csd.gov.za/. Foreign suppliers with no local entity are exempt. Submit a valid Tax Compliance Status (TCS) PIN (apply via SARS e-filing at www.sars.gov.za) or CSD registration number (MAAA...). For consortia/joint ventures, each party must submit a separate TCS PIN/CSD number. Submit a printed TCS certificate if available. No bids will be considered from state employees, companies with directors who are state employees, or close corporations with members who are state employees. Additional Requirements: Letter of Good Standing (COIDA), completed declarations, and proof of authority (e.g., company resolution). B-BBEE: Preference points for Black Women Owned (10 points) and EME/QSE 51% Black Owned (10 points). Submit supporting documents (CIPC registration, audited financials, affidavits, or CSD reports).

Contract Terms: The contract is governed by South African law. Supplier warrants that items meet PRASA’s requirements, are fit for purpose, and remain defect-free for 1 year (unless otherwise stated). Supplier indemnifies PRASA against claims arising from negligence, intellectual/legal rights infringement, or defective design/materials/workmanship. Subcontracting requires PRASA’s prior written approval; the primary bidder remains liable for performance. PRASA reserves the right to reject non-conforming items, return them at the supplier’s expense, and claim costs for replacements or third-party procurement. Title and risk pass to PRASA upon acceptance. Payment is made within 30 days of receipt of a correct tax invoice. Late deliveries may incur penalties. PRASA may terminate the contract if information provided by the bidder is found to be incorrect post-award.

Special Conditions: PRASA reserves the right to modify the RFQ, reject non-conforming bids, or reject late submissions. Bids are valid for 90 working days from the closing date; extensions may be requested. PRASA may publish bid awards, amendments, and cancellations on the National Treasury e-Tender Portal (www.etenders.gov.za) or other media. PRASA may split the award among multiple providers if the nature of the goods allows. If the highest-scoring bidder fails to sign the contract or meet conditions, PRASA may award to the next highest bidder within the validity period. Legal review of contractual terms is required before award.

General Requirements: Bidders must confirm their compliance status with tax obligations via a TCS PIN or CSD registration. Foreign bidders must complete a questionnaire if they are not RSA residents or lack a local branch/permanent establishment. State employees, or entities with state-employed directors/members, are disqualified. Bidders must disclose any Politically Exposed Persons (PEPs) or Prominent Influential Persons (PIPs) in their organization. False declarations may lead to disqualification or contract termination.

Evaluation Stages: Stage 1 (Compliance) - Mandatory (1A) and other mandatory (1B) requirements. Stage 2 (Technical/Functional) - Minimum 60% threshold. Stage 3 (Price and Specific Goals) - 80 points for price, 20 points for specific goals (B-BBEE). Total: 100 points. PRASA may apply objective criteria to award to a lower-scoring bidder under specific conditions (e.g., spreading awards, avoiding concentration).