RFQ: calibration and repair services for PRASA speed monitoring machines

Train operation speed monitoring

Calibrations and repair

The Calibration and maintenance specifications

include:

1. Technical Performance Specifications

• Speed Range: 8 km/h - 320 km/h
• Speed Accuracy: ± 2 km/h
• Range Accuracy: ± 15 cm (or ± 0.1 m)
• Operating Temperature: -30° C to 60° C
• Ingress Protection: IP67 rating for harsh

environments

• Eye Safety: Class 1 FDA Eye-Safe

2. Routine Calibration Protocol

• Scope Alignment Test:
• Reticle aiming mechanism must align exactly

with theinfrared Lidar laser beam at all

distances.

• Distance Accuracy Verification:
• Verified using established baselines;

typically checked using a standard

timing/distance generator.

• Certification:
• Equipment must be verified at approved

intervals and issued a traceable ISO/IEC

17050-1 or similar SANAS/NIST calibration

certificate.

• The certificate must be valid for the period of

12 Months.

2. Repair Requirements

Accreditation:

All hardware repairs must be handled by OEM-

certified or legally accredited metrology

laboratories.

Request For Quotation SCM_2024

Component Replacement:

Damaged batteries, cracked lenses, or degraded

laser diodes must be replaced with OEM parts.

Firmware/Software:

Microcontroller units must be updated to the latest

manufacturer firmware.

Tamper-proofing: Following internal diagnostics

and repairs, anti-tamper seals must be applied

before deployment in the field.

4. Rail Environment Constraints

Operating speed enforcement and condition

monitoring equipment near railway (PRASA

networks) means suppliers must comply with

specialized safety standards:

• Electrical Safety: Equipment must pass

tests protecting against electromagnetic

interference from catenaries and signaling

systems.

Eye & Safety Constraints: Work procedures must

adhere to strict environmental and human-safety

Transnet Freight Rail (TFR) Specifications

Request For Quotation SCM_2024

Section 10

Boq/ pricing schedule

Ite uom qty total

Description unit price

M amount

NO r c r c

Speed Monitoring Machines Each

1 06 calibration

Each

2 Speed Monitoring Repairs 06

Total

VAT 15%

Grand total

Request For Quotation SCM_2024

• Closing date: 24 June 2026.
• Closing time: 10:00 AM.
• No briefing session or site visit is mentioned in the document.

and has / have acquainted himself / themselves with the Contract, Project Specification / Special carrying out of the proposed WORKS to which the enquiry relates THUS, DONE and SIGNED at ________________________________________________ on this _________________ day of ___________________________ DULY AUTHORISED SIGNATORY(IES) WITNESSES 1. ___________________________________ 1. __________________________ 2. ___________________________________ 2. __________________________ 3. ___________________________________ 3. __________________________

• Contact person: Cry Monene.
• Telephone: 011 013 0110.
• Email: [email protected] and [email protected].
• For complaints during the bid process, use: [email protected]. Include bid description, reference number, closing date, supplier name, contact details, and complaint details.

• Submit your bid by hand delivery only. No email or fax submissions are accepted.
• Delivery address: Ground Floor Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein.
• Closing date: 24 June 2026. Closing time: 10:00 AM.
• Bids must be enclosed in a sealed envelope.
• Late submissions will not be accepted.
• Ensure all mandatory returnable documents are included; failure to submit these will result in disqualification.
• Do not canvass any PRASA or SCM officials between the closing date and award date; this may lead to disqualification.
• Your bid must remain valid for 90 working days from the closing date. PRASA may request an extension.
• PRASA reserves the right to split the award among multiple service providers if the services allow.

BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS): on or before closing date and time. No late RFQ will be accepted. No email or Fax will be accepted.

• Scope: Calibration and repairs for speed monitoring machines used in train operations.
• Technical performance requirements:
• Speed range: 8 km/h to 320 km/h.
• Speed accuracy: ±2 km/h.
• Range accuracy: ±15 cm (or ±0.1 m).
• Operating temperature: -30°C to 60°C.
• Ingress protection: IP67 rating for harsh environments.
• Eye safety: Class 1 FDA Eye-Safe.
• Calibration protocol:
• Scope alignment test: reticle must align with infrared Lidar laser beam at all distances.
• Distance accuracy verification using established baselines and standard timing/distance generators.
• Certification: equipment must be verified at approved intervals and issued a traceable ISO/IEC 17050-1 or similar SANAS/NIST calibration certificate valid for 12 months.
• Repair requirements:
• All hardware repairs must be handled by OEM-certified or legally accredited metrology laboratories.
• Damaged components (batteries, lenses, laser diodes) must be replaced with OEM parts.
• Firmware/software must be updated to the latest manufacturer version.
• Anti-tamper seals must be applied after repairs before field deployment.
• Rail environment constraints:
• Equipment must comply with specialized safety standards for railway environments, including electrical safety tests against electromagnetic interference and adherence to Transnet Freight Rail (TFR) specifications for environmental and human safety.

date, project end date, 100

4: 3 Similar projects= 60 points

extension of time where

applicable, and contract value 5: 4 Similar projects = 80 points

inclusive of VAT. 6: 5 and above Similar projects=100

Furthermore, attach a points

completion certificate signed

by the client or a letter from

the client confirming the

successful completion of the

project.)

3 Stage 3- Price and Specific Goals Evaluation.

1. Price and Specific Goals

The following formula shall be used to allocate scores to the interested bidders:

The maximum points for this tender are as follows:

Details points

Price 80

Specific goals 20

Total points for price and 100

The score will be based on successfully (N.B. Provide for each

successfully completed executed and completed similar

project/s in the following projects.

sequence: Copy of an

1: Zero (0) Similar Projects/non- appointment letter/s (on

company letterhead), submission/incomplete submission=

description of the project/ 0

office number), Project start 3: 2 Similar projects =40 points

Experience

date, project end date, 100

4: 3 Similar projects= 60 points

extension of time where

applicable, and contract value 5: 4 Similar projects = 80 points

inclusive of VAT. 6: 5 and above Similar projects=100

4.1 Section 2(1)(f) of the PPPFA empowers an organ of state to award a tender to the highest

scoring bidder unless there is an objective criterion that justifies the award to another tender.

4.2 PRASA reserves the right to apply the objective criteria for this bid.

4.3 PRASA may award a bid to a bidder that did not score the highest points under the following

circumstances:

a) A negative track record of the bidder in other related projects.

Request For Quotation SCM_2024

b) spreading the award to bidders that have not been previously appointed.

c) the need to avoid concentrating on awards to the previously appointed bidders. Prasa shall

consider the following:

i. the number of bid(s) awarded to the highest scoring bidder(s) in the preceding financial

years.

ii. the capacity of the highest scoring bidder(s) despite the previous appointments.

iii. the value and scope of the bid(s) already awarded to the highest scoring bidder(s).

iv. the materiality of the price difference between the highest scoring bidder and other bidders;

and

v. whether the goods, services or works are of a specialized nature.

SECTION 09 SCOPE OF WORK certified or legally accredited metrology laboratories.

(Failure to completed and provide these Mandatory Returnable forms at the Closing Date and time of this RFQ will result in a bidder ’s disqualification) may not award the contract to the Bidder. PRASA may: the second highest points. market-related price with the Bidder scoring the third highest points. cancel the RFQ.

• Prices must be quoted in South African Rand, inclusive of all taxes, on a fixed price basis.
• Complete the Pricing and Delivery Schedule Form (Section 4) and BOQ/Pricing Schedule (Section 10). These are mandatory; failure to submit leads to disqualification.
• Provide a detailed cost breakdown and indicate price escalation basis/formula if applicable.
• Use the prescribed pricing schedule format; deviations may render your bid non-responsive.
• Discounted prices will only be considered unconditionally in the final evaluation.
• If the highest scoring bidder's price is not market-related, PRASA may negotiate with the next highest bidders sequentially. If no agreement is reached, the RFQ may be cancelled.
• Payment terms: PRASA will pay within 30 days of receiving a correct tax invoice.
• The contract may include price adjustment formulas as stated in the order.

• Tax compliance: Submit your SARS Personal Identification Number (PIN) or a printed Tax Compliance Status (TCS) certificate. If not registered for a TCS PIN but registered on the Central Supplier Database (CSD), provide your CSD number. For consortia/joint ventures, each party must submit separate TCS/CSD documentation.
• Central Supplier Database (CSD) registration is mandatory for local suppliers. Foreign suppliers without a local entity are exempt. Register at https://secure.csd.gov.za/. Failure to register disqualifies you.
• B-BBEE: Specific goals points are allocated for Black Woman-owned enterprises (10 points) and EME/QSE with 51% Black ownership (10 points). Provide supporting documents: certified ID copies, CIPC registration, CSD report, or B-BBEE certificate/affidavit.
• Additional declarations required:
• Disclosure of any employment by the state or relationships with state employees.
• Disclosure of any interests in other enterprises bidding for this contract.
• Disclosure of Politically Exposed Persons (PEPs) or Prominent Influential Persons (PIPs) in your organization.
• A declaration confirming independent bidding, no collusion, and no prior consultation with PRASA officials.
• General compliance: The bid is subject to the Preferential Procurement Policy Framework Act, 2000, and the Preferential Procurement Regulations, 2022, along with PRASA's General Conditions of Purchase.

SECTION 7 SBD 6.1 as a claim form for preference points for specific goals. NB: BEFORE COMPLETING THIS FORM, TENDERERS MUST STUDY THE GENERAL AND PREFERENTIAL PROCUREMENT REGULATIONS, 2022 1.1 The following preference point systems are applicable to invitations to tender: - the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); and - the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes included). 1.2 To be completed by the organ of state a) The applicable preference point system for this tender is the 80/20 preference point system. b) The 80/20 preference point system will be applicable in this tender. The lowest/ highest acceptable tender will be used to determine the accurate system once tenders are received. 1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall be awarded for: (a) Price; and (b) Specific Goals. 1.4 To be completed by the organ of state: PRICE 80 SPECIFIC GOALS 20 Total points for Price and Specific Goals 100 1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of this tender to claim points for specific goals with the tender, will be interpreted to mean that preference points for specific goals are not claimed. 1.6 The organ of state reserves the right to require of a tenderer, either before a tender is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the organ of state.

requested to do so, PRASA reserves the right to award the business to the next highest ranked bidder

provided that he/she/it is still prepared to provide the required goods at the quoted price.

or rejection by PRASA’s Legal Counsel, prior to consideration for an award of business.

10 national treasury’s central supplier database

Bidders are required to self-register on National Treasury’s Central Supplier Database (CSD) which has

been established to centrally administer supplier information for all organs of state and facilitate the

verification of certain key supplier information. PRASA is required to ensure that price quotations are invited

and accepted from prospective bidders listed on the CSD. Business may not be awarded to a bidder who

has failed to register on the CSD. Only foreign suppliers with no local registered entity need not register on

the CSD. The CSD can be accessed at https://secure.csd.gov.za/.

the Exposure/Influence Exposure/Influence

3.4 Declaration:

I/We the undersigned ____________________________________________________ (Name) hereby

certify that the PEP/PIP information furnished in this bid document is true and correct. We further certify that

we understand that where it is found that we have made a false declaration or statement in this bid, PRASA

2 Both foreign and domestic politically exposed person as specified in Schedule 3A and 3B of the Financial

Intelligence Centre Act No. as amended. (refer to Annexure 2 of the PRASA Code of Conduct for

dealing with Politically Exposed Persons, Prominent Influential Persons and Related Parties).

3 As reflected in Schedule 3C of the Financial Intelligence Centre Act No. (refer to Annexure 2.1.2 of

the PRASA Code of Conduct for dealing with Politically Exposed Persons, Prominent Influential Persons and Related

Parties).

4 Clause 4.5 of the PRASA Code of Conduct for dealing with Politically Exposed Persons, Prominent Influential

property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

Request For Quotation SCM_2024

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2, 3 and 4 ABOVE IS

• Speed Range: 8 km/h - 320 km/h
• Speed Accuracy: ± 2 km/h
• Range Accuracy: ± 15 cm (or ± 0.1 m)
• Operating Temperature: -30° C to 60° C
• Ingress Protection: IP67 rating for harsh

environments

• Eye Safety: Class 1 FDA Eye-Safe

• Scope Alignment Test:
• Reticle aiming mechanism must align exactly

with theinfrared Lidar laser beam at all

distances.

• Distance Accuracy Verification:
• Verified using established baselines;

typically checked using a standard

timing/distance generator.

• Certification:
• Equipment must be verified at approved

intervals and issued a traceable ISO/IEC

17050-1 or similar SANAS/NIST calibration

certificate.

• The certificate must be valid for the period of

monitoring equipment near railway (PRASA

networks) means suppliers must comply with

specialized safety standards:

• Electrical Safety: Equipment must pass

tests protecting against electromagnetic

interference from catenaries and signaling

systems.

Eye & Safety Constraints: Work procedures must

adhere to strict environmental and human-safety

Transnet Freight Rail (TFR) Specifications

Request For Quotation SCM_2024

Section 10

Without prejudice to any other rights of PRASA under these conditions, the Supplier warrants that the items

are in accordance with PRASA’s requirements and fit for the purpose for which they are intended and will

remain free from defects for a period of one year (unless another period is stated in the Order) from

acceptance of the items by PRASA.

The Supplier indemnifies PRASA against all actions, suits, claims, demands, costs, charges and expenses

arising in connection therewith arising from the negligence, infringement of intellectual or legal rights or

breach of statutory duty of the Supplier, his subcontractors, agents or servants, or from the Supplier’s

defective design, materials or workmanship.

The Supplier indemnifies PRASA against claims, proceedings, compensation and costs payable out of

infringement by the Supplier of the rights of others, except an infringement which arose out of the use by

the Supplier of things provided by PRASA.

Assignment and sub-contracting

The successful Bidder awarded the contract may only enter a subcontracting arrangement with PRASA’s

prior approval. The contract will be concluded between the successful Bidder and PRASA, therefore, the

successful Bidder and not the sub-contractor will be held liable for performance in terms of its contractual

obligations.

Governing law

The order/contract is governed by the law of the Republic of South Africa and the parties hereby submit to

the non-exclusive jurisdiction of the South African courts.

Request For Quotation SCM_2024

Section 6

Sbd4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the

principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the

Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder

to make this declaration in respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers,

that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee

numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person

having a controlling interest in the enterprise, in table below.

Full Name Identity Number Name of State

institution

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is

employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest in the enterprise have any interest in any other related enterprise

whether they are bidding for this contract? YES/NO

2.3.1 If so, furnish particulars:

1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively,

the person/s having the deciding vote or power to influence or to direct the course and decisions of the enterprise.

Request For Quotation SCM_2024

........................................................................................

........................................................................................

3 Bidder’s declaration regarding PEPs/PIPs

PRASA requires bidders to disclose if they have Politically Exposed Persons (“PEP”)2 or Prominent

Influential Persons (“PIP”)3 and related individuals in their organization and/or beneficial owners /

shareholders who are PEP/PIP.

PRASA reserves the right not to enter a business relationship with such a person, official or entity,

provided there are objective factors that justify the conclusion of such business relationship, and the

decision is based on achieving the best interest of PRASA.4

3.1 Is the bidder a PEP/PIP? YES/NO

3.2 Does the bidder have an existing relationship with a PEP/PIP? YES/NO

3.3 Where a relationship with a PEP/PIP exists, the bidder is required to furnish particulars of the

nature of the exposure, terms of the office and description of activities relating to exposure, in table

below.

Name of PEP/PIP & Nature of Term of the office Description of activities relating to

the Exposure/Influence Exposure/Influence

3.4 Declaration:

I/We the undersigned ____________________________________________________ (Name) hereby

certify that the PEP/PIP information furnished in this bid document is true and correct. We further certify that

we understand that where it is found that we have made a false declaration or statement in this bid, PRASA

2 Both foreign and domestic politically exposed person as specified in Schedule 3A and 3B of the Financial

Intelligence Centre Act No. as amended. (refer to Annexure 2 of the PRASA Code of Conduct for

dealing with Politically Exposed Persons, Prominent Influential Persons and Related Parties).

3 As reflected in Schedule 3C of the Financial Intelligence Centre Act No. (refer to Annexure 2.1.2 of

the PRASA Code of Conduct for dealing with Politically Exposed Persons, Prominent Influential Persons and Related

Parties).

4 Clause 4.5 of the PRASA Code of Conduct for dealing with Politically Exposed Persons, Prominent Influential

Persons and Related Parties.

Request For Quotation SCM_2024

may disqualify our bid or terminate a contract we may have with PRASA where we are successful in this

tender.

___________________________________________________________________

Signature Date

____________________________________________________________________

Position Name of Bidder

6.1 PRASA may appoint a bidder other than the successful bidder under the following instances:

(i) When a successful bidder, after having been informed of the acceptance of its Bid,

fails to sign a contract within a prescribed period e.g. 14 (fourteen) days after being

called upon to do so.

(ii) When a successful bidder has failed to provide the necessary security, bonds or

guarantees within the time required to do so by PRASA.

(iii) When a successful bidder fails to meet a condition precedent for the award of

business (e.g. to obtain the necessary funding); and

(iv) When final contract negotiations with a preferred bidder fail and a contract is not

agreed upon.

6.2 PRASA will only award a bid to a bid other than the highest scoring bidder provided that

such bid is still within the bid validity period.

6.3 Only if the second ranked bidder is also unable/unwilling, PRASA may proceed to the third

ranked bidder.

Request For Quotation SCM_2024

Section 4

arising in connection therewith arising from the negligence, infringement of intellectual or legal rights or

breach of statutory duty of the Supplier, his subcontractors, agents or servants, or from the Supplier’s

defective design, materials or workmanship.

4.3 Name of company/firm...............................................................................

4.4 Company registration number: .....................................................................

4.5 Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6 I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the

points claimed, based on the specific goals as advised in the tender, qualifies the company/ firm

for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct.

ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form.

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs

1.4 and 4.2, the contractor may be required to furnish documentary proof to the satisfaction of

the organ of state that the claims are correct.

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any other

remedy it may have –

(a) disqualify the person from the tendering process.

(b) recover costs, losses or damages it has incurred or suffered because of that

person’s conduct.

(c) cancel the contract and claim any damages which it has suffered because of

having to make less favourable arrangements due to such cancellation.

(d) recommend that the tenderer or contractor, its shareholders and directors, or

only the shareholders and directors who acted on a fraudulent basis, be

restricted from obtaining business from any organ of state for a period not

exceeding 10 years, after the audi alteram partem (hear the other side) rule has

been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

Request For Quotation SCM_2024

Section 8

Certificate of attendance of compulsory RFQ briefing (n/a)

Request number: N/A

directly or indirectly to canvass any SCM Officer(s) or PRASA employee in respect of this RFQ between the closing date and the date of the award of the business.

SYSTEM PIN: OR CENTRAL SUPPLIER DATABASE No: MAAA................. 2.1 ARE YOU THE Yes No ACCREDITED Yes No 2.2 ARE YOU A FOREIGN BASED AFRICA FOR THE GOODS /WORKS OFFERED? [IF YES, ANSWER THE /SERVICES /WORKS [IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW] OFFERED? IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW.

1 Stage 1 Compliance Evaluation

Bidders are to comply with the following requirements and failure to comply may lead to disqualification.

1.1 Stage 1A – Mandatory Requirements

If you do not submit the following mandatory documents/requirements, your bid will be automatically

disqualified. Bidders are further required to confirm submission of these documents by so indicating [Yes or

No] in the table below:

Only bidders who comply with stage 1A will be evaluated further.

Submitted

No. Description of requirement (Yes or No)

a) Completed Pricing and Delivery Schedule Form – Section 4 of this RFQ.

Completed BOQ / Pricing Schedule - Section 10 of this RFQ

b) NB: Prasa will notify the bidders of any arithmetic errors or omission

identified on BOQ to obtain clarity.

1.2 Stage 1B –Other Mandatory Requirements

If you do not submit the following other mandatory documents/requirements, PRASA may request the bidder

to submit the information within three (3) working days. Should this information not be provided, your bid

proposal will be disqualified. Bidders are further required to confirm submission of these documents by so

indicating [Yes or No] in the table below:

No. Description of requirement SUBMITTED

(Yes or No)

a) Submission of Signed and Completed RFQ Document and Standard Bid

Documents (SBD) Forms

b) Letter of Good Standing: COIDA.

c) Supply of valid SARS Pin

d) Completion of ALL RFP documentation (includes ALL declarations)

e) Joint Venture, Consortium Agreement or Partnering Agreement/ Subcontract

Agreement signed by all parties. The agreement should indicate the leading

bidder where applicable.

f CSD supplier registration number

2 Stage 2 Technical / Functionality Requirements

Scoring of Functionality:

The minimum threshold for the Technical/functionality criteria is (60%) and bidders who score below this

minimum will not be considered for further evaluation in terms of price and Specific Goals.

Request For Quotation SCM_2024

Criteria indicator weight scores

The score will be based on successfully (N.B. Provide for each

successfully completed executed and completed similar

project/s in the following projects.

sequence: Copy of an

1: Zero (0) Similar Projects/non- appointment letter/s (on

company letterhead), submission/incomplete submission=

description of the project/ 0

Purchase order, Client name,

2: 1 Similar project = 20 points Client. Contact (i.e., email and

Organizational

office number), Project start 3: 2 Similar projects =40 points

PS = 80 (1 − Pt−Pmin)

Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3. Points awarded for specific goals

3.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations,

preference points must be awarded for specific goals stated in the tender. For the purposes

of this tender the tender will be allocated points based on the goals stated in table 1 below

as may be supported by proof/ documentation stated in the conditions of this tender:

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

Note to tenderers: The tenderer must indicate how they claim points for each preference

point system.)

Number of points

Supporting evidence claimed (80/20

for meeting preferential Number of points system)

The specific goals procurement targets allocated (To be completed

allocated points in (Bidder to provider the (80/20 system) by the tenderer)

terms of this tender below supporting (To be completed by

evidence to claim the organ of state)

allocated points for

each specific goal)

Black Woman owned Certified copy of ID 10

Documents of the Owners /

directors

or

Company Registration

Certification (CIPC)

Or

CSD report / CSD

registration number (MAAA

number)

EME or QSE 51% Audited Annual Financial/ 10

Black Owned B-BBEE Certificate/

Affidavit

4. Objective criteria

4.1 Section 2(1)(f) of the PPPFA empowers an organ of state to award a tender to the highest

scoring bidder unless there is an objective criterion that justifies the award to another tender.

4.2 PRASA reserves the right to apply the objective criteria for this bid.

4.3 PRASA may award a bid to a bidder that did not score the highest points under the following

circumstances:

a) A negative track record of the bidder in other related projects.

Request For Quotation SCM_2024

b) spreading the award to bidders that have not been previously appointed.

c) the need to avoid concentrating on awards to the previously appointed bidders. Prasa shall

consider the following:

i. the number of bid(s) awarded to the highest scoring bidder(s) in the preceding financial

years.

ii. the capacity of the highest scoring bidder(s) despite the previous appointments.

iii. the value and scope of the bid(s) already awarded to the highest scoring bidder(s).

iv. the materiality of the price difference between the highest scoring bidder and other bidders;

and

v. whether the goods, services or works are of a specialized nature.

5. Splitting of awards

5.1 PRASA reserves the right to split the award of this bid to more than one service provider,

provided that the nature of the services or goods or works to be provided are capable of

being split to more than one service provider.

6. Appointments other than the successful bidder

6.1 PRASA may appoint a bidder other than the successful bidder under the following instances:

(i) When a successful bidder, after having been informed of the acceptance of its Bid,

fails to sign a contract within a prescribed period e.g. 14 (fourteen) days after being

called upon to do so.

(ii) When a successful bidder has failed to provide the necessary security, bonds or

guarantees within the time required to do so by PRASA.

(iii) When a successful bidder fails to meet a condition precedent for the award of

business (e.g. to obtain the necessary funding); and

(iv) When final contract negotiations with a preferred bidder fail and a contract is not

agreed upon.

6.2 PRASA will only award a bid to a bid other than the highest scoring bidder provided that

such bid is still within the bid validity period.

6.3 Only if the second ranked bidder is also unable/unwilling, PRASA may proceed to the third

ranked bidder.

Request For Quotation SCM_2024

Section 4

Pricing and delivery schedule

(Failure to completed and provide these Mandatory Returnable forms at the Closing Date and time of this RFQ will result in a bidder ’s

disqualification)

Bidders are required to complete the attached Pricing Schedule

1 Prices must be quoted in South African Rand, inclusive of all applicable taxes.

2 The price range is firm and clearly indicates the basis thereof.

3 Pricing Bill of Quantity is completed in line with schedule if applicable (delete if not applicable).

4 Cost breakdown must be indicated.

5 The price escalation basis and formula must be indicated.

6 To facilitate like-for like comparison bidders must submit pricing strictly in accordance with this price

schedule and not utilize a different format. Deviation from this pricing schedule could result in a bid

being declared non-responsive.

7 Please note that should you have offered a discounted price(s), PRASA will only consider such price

discount(s) in the final evaluation stage on an unconditional basis.

8 Bidders are to note that if the price offered by the highest scoring bidder is not market related, PRASA

may not award the contract to the Bidder. PRASA may:

9 Negotiate a market-related price with the Bidder scoring the highest points.

10 If that Bidder does not agree to a market-related price, negotiate a market-related price with the Bidder scoring

the second highest points.

11 If the Bidder scoring the second highest points does not agree to a market-related price, negotiate a

market-related price with the Bidder scoring the third highest points.

12 If a market-related price is not agreed with the Bidder scoring the third highest points, PRASA must

cancel the RFQ.

I / We ______________________________________________________________ (Insert Name of

Bidding Entity) of __________________________________________________________________

____________________________________________________ code __________ (Full address)

conducting business under the style or title of: _____________________________ represented by:

_____________________________ in my capacity as:____________________________________

being duly authorized, hereby offer to undertake and complete the above-mentioned work/services at the

prices quoted in the bills of quantities / schedule of quantities or, where these do not form part of the

contract, at a lumpsum, of R _____________________________________ (amount in numbers);

____________________________________________________________________________________

_________________________________________________________(amount in words) Incl. VAT.

DELIVERY PERIOD: Suppliers are requested to offer their earliest delivery period possible.

Delivery will be affected within ............. working days from date of order. (To be completed by Service

provider)

Request For Quotation SCM_2024

Section 5

PRASA general conditions of purchase

General

PRASA and the Supplier enter an order/contract on these conditions to supply the items

(goods/services/works) as described in the order/contract.

Conditions

These conditions form the basis of the contract between PRASA and the Supplier. Notwithstanding anything

to the contrary in any document issued or sent by the Supplier, these conditions apply except as expressly

agreed in writing by PRASA.

No servant or agent of PRASA has authority to vary these conditions orally. These general conditions of

purchase are subject to such special conditions as may be prescribed in writing by PRASA in the

order/contract.

Price and payment

The price or rates for the items stated in the order/contract may include an amount for price adjustment,

which is calculated in accordance with the formula stated in the order/contract.

The Supplier may be paid in one currency other than South African Rand. Only one exchange rate is used

to convert from this currency to South African Rand. Payment to the Supplier in this currency other than

South African Rand, does not exceed the amounts stated in the order/contract. PRASA pays for the item

within 30 days of receipt of the Suppliers correct tax invoice.

Delivery and documents

The Supplier’s obligation is to deliver the items on or before the date stated in the order/contract. Late

deliveries or late completion of the items may be subject to a penalty if this is imposed in the order/contract.

No payment is made if the Supplier does not provide the item as stated in order/contract.

Where items are to be delivered the Supplier:

Clearly marks the outside of each consignment or package with the Supplier’s name and full details of the

destination in accordance with the order and includes a packing note stating the contents thereof; On

dispatch of each consignment, sends to PRASA at the address for delivery of the items, an advice note

specifying the means of transport, weight, number of volume as appropriate and the point and date of

dispatch; Sends to PRASA a detailed priced invoice as soon as is reasonably practical after dispatch of the

items, and states on all communications in respect of the order the order number and code number (if any).

Containers / packing material

Unless otherwise stated in the order/contract, no payment is made for containers or packing materials or

return to the Supplier.

Request For Quotation SCM_2024

Title and risk

Without prejudice to rights of rejection under these conditions, title and risk in the items passes to PRASA

when accepted by PRASA.

Rejection

If the Supplier fails to comply with his obligations under the order/contract, PRASA may reject any part of

the items by giving written notice to the Supplier specifying the reason for rejection and whether and within

what period replacement of items or re-work are required.

In the case of items delivered, PRASA may return the rejected items to the Supplier at the Supplier’s risk

and expense. Any money paid to the Supplier in respect of the items not replaced within the time required,

together with the costs of returning rejected items to the Supplier and obtaining replacement items from a

third party, are paid by the Supplier to PRASA.

In the case of service, the Supplier corrects non-conformances as indicated by PRASA.

Pt−Pmin

Ps= 80(1− )

Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.2 Formulae for disposal or leasing of state assets and income generating

Procurement

Points awarded for price

A maximum of 80 points is allocated for price on the following basis:

Pt−Pmax

Ps= 80(1+ )

Pmax

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

Request For Quotation SCM_2024

4. Points awarded for specific goals

4.1 In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations,

preference points must be awarded for specific goals stated in the tender. For the purposes of this

tender the tender will be allocated points based on the goals stated in table 1 below as may be

supported by proof/ documentation stated in the conditions of this tender:

4.2 In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that,

if it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of state must,

in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10

preference point system will apply and that the highest acceptable tender will be used to

determine the applicable preference point system: or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will apply

and that the lowest acceptable tender will be used to determine the applicable preference point

system,

then the organ of state must indicate the points allocated for specific goals for both the 90/10 and

80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is applicable,

corresponding points must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each preference point

system.)

Supporting evidence Number of points

for meeting preferential claimed (80/20

Number of points

procurement targets system)

The specific goals allocated

(bidder to provider the (To be completed

allocated points in (80/20 system)

below supporting by the tenderer)

terms of this tender (To be completed by

evidence to claim

the organ of state)

allocated points for

each specific goal)

Black women owned Certified copy of ID 10

Documents of the Owners /

directors or Company

Registration Certification

(CIPC) Or CSD report /

CSD registration number

(MAAA number)

EME or QSE 51% Audited Annual Financial/ 10

Black Owned B-BBEE Certificate/

Affidavit. Certified copy of

ID Documents of the

Owners / directors or

Company Registration

Certification (CIPC) Or

CSD report / CSD

registration number (MAAA

number)

Request For Quotation SCM_2024

Declaration with regard to company/firm

4.3 Name of company/firm...............................................................................

4.4 Company registration number: .....................................................................

4.5 Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6 I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the

points claimed, based on the specific goals as advised in the tender, qualifies the company/ firm

for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct.

ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form.

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs

1.4 and 4.2, the contractor may be required to furnish documentary proof to the satisfaction of

the organ of state that the claims are correct.

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any other

remedy it may have –

(a) disqualify the person from the tendering process.

(b) recover costs, losses or damages it has incurred or suffered because of that

person’s conduct.

(c) cancel the contract and claim any damages which it has suffered because of

having to make less favourable arrangements due to such cancellation.

(d) recommend that the tenderer or contractor, its shareholders and directors, or

only the shareholders and directors who acted on a fraudulent basis, be

restricted from obtaining business from any organ of state for a period not

exceeding 10 years, after the audi alteram partem (hear the other side) rule has

been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

Request For Quotation SCM_2024

Section 8

Certificate of attendance of compulsory RFQ briefing (n/a)

Request number: N/A

Request for

N/a

Proposal:

Attendance

This is to certify that _____________________________________ has / have today attended the site

inspection / RFQ briefing session to which this enquiry relates.

THUS, DONE and SIGNED at ________________________________________________ on this

_________________ day of ___________________________

___________________________ ___________________________

for / on behalf of PRASA Designation

Acknowledgement

This is to certify that the Bidder attended the above mentioned briefing session/ site inspection

and has / have acquainted himself / themselves with the Contract, Project Specification / Special

Conditions, Specifications and / or Bills of Quantities / Schedule of Quantities / Schedule of

Prices, together with the drawings enumerated therein, as laid down by the PRASA for the

carrying out of the proposed WORKS to which the enquiry relates

THUS, DONE and SIGNED at ________________________________________________

on this _________________ day of ___________________________

Duly authorised signatory(ies) witnesses

1. ___________________________________ 1. __________________________

2. ___________________________________ 2. __________________________

3. ___________________________________ 3. __________________________

Request For Quotation SCM_2024

Section 09