Installation and modification work on three (3) Afro-4000 locomotives at PRASA bloemfontein rolling stock depot

Returnable documents must be completed, signed, and submitted with the quotation. No further details on submission channel or format are available.

The work involves installation and modification on three (3) Afro-4000 locomotives at the PRASA Bloemfontein Rolling Stock Depot.

The work involves replacing the Cab 1 windscreen and Cab 2 left side window of an AFRO4000 locomotive with the corresponding parts taken from another AFRO4000 locomotive.

Scope of work: Replacement of Cab 1 windscreen and Cab 2 left side window on an AFRO4000 locomotive, using the windscreen and left side window removed from another AFRO4000 locomotive.

No specific requirements found

Bidders must be registered on the CSD and hold a valid tax clearance. The required National Treasury standard forms must be completed and signed: SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 8 (Past Supply Chain Management Practices), and SBD 9 (Certificate of Independent Bid Determination). An Authority to Sign or Board Resolution authorising the signatory must also be provided.

Bidders must be registered on the CSD and have a valid tax clearance. The required forms are SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 8 (Past Supply Chain Management Practices), and SBD 9 (Certificate of Independent Bid Determination), plus an Authority to Sign or Board Resolution.

Bidding procedure enquiries:

• Contact person: Moipone Mosiapane
• Telephone: 011 013 1584
• Email: [email protected]

Complaints: [email protected] (include bid description, reference number, closing date, supplier name and contact details, and detailed complaint).

Submission address: Umjantshi House, 30 Wolmaraans, Braamfontein, Johannesburg.

Submission channel: sealed envelope hand-delivered to Umjantshi House, 30 Wolmaraans, Braamfontein, Johannesburg, before the closing date and time. Bidders must sign the submission register.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses state employment, relationships with procuring institution staff, related enterprises, and PEP/PIP status. False declarations disqualify the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points under the 80/20 system.
• Proof of authority to sign (e.g. company resolution).
• Valid SARS tax compliance PIN or CSD registration number.
• OEM product data sheets/drawings for engine oil filters and side foldable mirrors.
• Organisational experience: appointment letters/purchase orders and at least three reference letters or certificates of completion for similar rolling stock projects.

Disqualification risks:

• Any mandatory returnable document omitted or unsigned.
• Bids received after the closing time or at the wrong venue.
• Attempts to canvass PRASA SCM officers or employees between closing and award.
• Changes to the quotation after closing date and time.
• Responses referencing other quotations or proposals.

Mandatory returnable documents: failure to provide at closing date and time results in disqualification. These include the signed submission register, OEM product data sheets/drawings, organisational experience documents, SBD 4, SBD 6.1, proof of authority, SARS PIN/CSD number, and all completed RFQ documentation.

Evaluation stages:

• Stage 1A (Mandatory): submission register signed; OEM product data sheets/drawings for engine oil filters and side foldable mirrors; organisational experience with at least three similar completed rolling stock maintenance/repair projects, evidenced by appointment letters/purchase orders and reference letters. Failure disqualifies automatically.
• Stage 1B (Other Mandatory): valid SARS PIN, completion of all RFQ documentation including all declarations, CSD registration number. PRASA may request these within three working days; failure to provide disqualifies.
• Stage 2 (Technical/Functional): not applicable.
• Stage 3 (Price and Specific Goals): 80 points for price, 20 points for specific goals, total 100.

Price scoring uses the 80/20 preference point system formula: Ps = 80(1 - (Pt - Pmin)/Pmin).

Specific goals (4 points each, total 20):

• B-BBEE Level 1 or 2 contributor (sworn affidavit or SANAS-approved B-BBEE certificate).
• Owned by Black people living in rural areas (municipal/ESKOM bill or letter from Induna/Chief confirming residential address, not older than 3 months).
• At least 51% owned by Black persons with disabilities (certified ID copies and doctor's note).
• At least 51% owned by Black youth (certified ID copies).
• At least 51% owned by Black women (certified ID copies).

Objective criteria: PRASA may award to a bidder other than the highest scorer based on negative track record, spreading awards, or avoiding concentration of awards. PRASA may appoint the next ranked bidder if the successful bidder fails to sign within 14 days, fails to provide security/bonds/guarantees, fails a condition precedent, or negotiations fail.

Scope: installation and modification work on three (3) Afro-4000 locomotives at PRASA Bloemfontein Rolling Stock Depot.

Required services:

• Assistant Driver Seat Foot-Rest Modification in the two cabs (modify fixed foot-rest to move to 3 positions) – Annexure 1.
• Emergency Brake Handle Cover Installation in the two cabs (design, supply and install the cover) – Annexure 2.
• Windscreen and Side Window – remove and install in one cab (exchange/swap from one locomotive to another) – Annexure 3.
• Brake Frame Cover Installation in the engine room (remove from one locomotive and install in another) – Annexure 4.
• Supply and delivery of 20 engine oil filters – Annexure 5.
• Supply and install side foldable mirrors (4 mirrors per locomotive) – Annexure 6.

Bidders must submit OEM product data sheets/drawings for the engine oil filters and side foldable mirrors.

Organisational experience: bidders must provide a track record of previously executed and completed projects in rolling stock components maintenance and repair services.

For each similar completed project, submit:

• Appointment letters or purchase orders.
• A minimum of three reference letters, certificates of completion, or clearly signed delivery notes corresponding to the appointment letters/purchase orders. Reference letters must indicate company name, contact person, and confirmation that work was completed.

Pricing schedule (Section 8 BOQ): all items must be quoted; failure to quote all items means the bid will not be considered.

Items and quantities:

• Assistant Driver Seat Foot-Rest Modification in the two cabs – per locomotive, quantity 3.
• Emergency Brake Handle Cover Installation in the two cabs – per locomotive, quantity 3.
• Windscreen and Side Window – remove and install in one cab – per unit, quantity 1.
• Brake Frame Cover Installation in the engine room – per locomotive, quantity 3.
• Supply and delivery of engine oil filters – per unit, quantity 20.
• Supply and install side foldable mirrors (4 mirrors per locomotive) – per locomotive, quantity 3.

Prices exclusive of VAT; add VAT at 15% to arrive at total.

Pricing format: complete the BOQ/pricing schedule in Section 8. All items must be quoted; failure to quote all items means the bid will not be considered.

Pricing rules:

• Prices in South African Rand, inclusive of all applicable taxes.
• Firm price offer; indicate the basis.
• Cost breakdown must be indicated.
• Price escalation basis and formula must be indicated.
• Submit pricing strictly in the provided format; deviation may render the bid non-responsive.
• Discounts considered only at final evaluation stage, on an unconditional basis.
• If the highest scoring bidder's price is not market-related, PRASA may negotiate with the highest, then second, then third ranked bidder; if no agreement, the RFQ is cancelled.

Payment: PRASA pays within 30 days of receipt of a correct tax invoice.

CSD registration: mandatory for all bidders except foreign suppliers with no local registered entity. Business may not be awarded to unregistered bidders. Register at https://secure.csd.gov.za/.

Tax compliance: submit a valid SARS tax compliance status PIN or a printed TCS certificate. Where consortia/JVs/subcontractors are involved, each party must submit a separate TCS certificate/PIN/CSD number.

State employment: bids from persons in the service of the state, companies with directors who are state employees, or close corporations with state employee members will not be considered.

Returnable forms:

• SBD 4 (Declaration of Interest): discloses state employment, relationships, related enterprises, and PEP/PIP status.
• SBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points.
• Proof of authority to sign (e.g. company resolution).

PRASA General Conditions of Purchase apply, subject to any special conditions in the order/contract. No oral variation is permitted.

Price and payment: price may include adjustment per formula in order/contract. Payment within 30 days of receipt of correct tax invoice.

Delivery: supplier must deliver on or before the date stated; late delivery may incur penalty if imposed. Supplier must mark consignments, send advice notes, and provide priced invoices.

Containers/packing: no payment unless stated in order/contract.

Title and risk: pass to PRASA upon acceptance.

Rejection: PRASA may reject non-conforming items; supplier must replace or rework at own risk and expense. For services, supplier corrects non-conformances.

Warranty: one year from acceptance (unless another period stated).

Indemnity: supplier indemnifies PRASA against claims from negligence, IP infringement, breach of statutory duty, defective design, materials or workmanship.

Subcontracting: only with PRASA's prior approval; successful bidder remains liable.

Governing law: South African law, non-exclusive jurisdiction of South African courts.

Mandatory requirements (Stage 1A) – failure disqualifies automatically:

• Fill and sign the closing/submission register.
• Submit OEM product data sheets/drawings for engine oil filters and side foldable mirrors.
• Provide organisational experience: appointment letters/purchase orders and at least three reference letters/certificates of completion for similar rolling stock maintenance/repair projects.

Other mandatory requirements (Stage 1B) – PRASA may request within three working days; failure to provide disqualifies:

• Valid SARS PIN.
• Completion of all RFQ documentation including all declarations.
• CSD supplier registration number.

Evaluation stages:

• Stage 1A: Mandatory requirements (submission register, OEM data sheets, organisational experience). Failure disqualifies.
• Stage 1B: Other mandatory requirements (SARS PIN, all RFQ documentation, CSD number). PRASA may request within three working days.
• Stage 2: Technical/functional – not applicable.
• Stage 3: Price (80 points) and specific goals (20 points), total 100.

Price formula (80/20 system): Ps = 80(1 - (Pt - Pmin)/Pmin).

Specific goals (4 points each, total 20):

• B-BBEE Level 1 or 2 contributor (sworn affidavit or SANAS-approved certificate).
• Owned by Black people living in rural areas (municipal/ESKOM bill or letter from Induna/Chief, not older than 3 months).
• At least 51% owned by Black persons with disabilities (certified ID copies and doctor's note).
• At least 51% owned by Black youth (certified ID copies).
• At least 51% owned by Black women (certified ID copies).

Objective criteria: PRASA may award to a bidder other than the highest scorer based on negative track record, spreading awards, or avoiding concentration of awards. PRASA may appoint the next ranked bidder if the successful bidder fails to sign within 14 days, fails to provide security/bonds/guarantees, fails a condition precedent, or negotiations fail.

The document provided is the OEM maintenance manual for the lubricating oil system of the 710G3C-U2 engines used in the Afro-4000 locomotives. It covers system description, oil level checks, filling, oil sampling and analysis, viscosity checks, oil changing, prelubrication, oil cooler maintenance, oil filter inspection and pressure tests, bypass valve inspection, manual prelubrication, and the turbo lube (soakback) oil system.

No closing, briefing, site visit or clarification deadlines are stated in the available material; the tender record lists a closing date, but the manual itself mentions only its original issue date of June 2011.

No evaluation criteria are stated in the available material; the document provided is an OEM maintenance manual for the lubricating oil system, not the tender evaluation framework.

Maintenance manual for the lubricating oil system of the 710G3C-U2 engines used in the Afro-4000 locomotives.

• System comprises four separate oil systems: main lubricating, piston cooling, scavenging, and turbo lube (soakback).
• Each system has its own oil pump; main lube and piston cooling pumps share a housing and are driven by a common shaft from the accessory gear train.
• Turbo lube (soakback) system is driven by an electric pump controlled by EM2000.
• Oil sampling: take samples at intervals per the Scheduled Maintenance Program; submit to a competent laboratory; sample 1 pint (0.5 litre) from centre of oil pan, halfway between surface and bottom.
• Viscosity checks: monitor for fuel dilution (max 5%) and viscosity rise (max 35%); if dilution exceeds 5%, inspect lower main bearings.
• Oil change: drain oil, clean strainers, replace filters (including turbo lube and soakback filters), use clean elements and approved parts.
• Prelubrication required for new, overhauled, or engines idle over 48 hours; EM2000 auto-prelubricates for about 10 minutes after 48-hour standstill.
• Oil filter pressure tests: renew elements when filter tank pressure reaches 25 psi (172 kPa) at throttle 8 or 7 psi (48 kPa) at idle; check weekly with oil at or above 150°F (66°C).
• Lube oil cooler: detect leaks via oil sample analysis; dirty core indicated by hot oil shutdowns; compare oil/water temperatures against service limits.
• Filter bypass valve: replace periodically with a qualified spare; torque cover nuts to 55–60 ft-lbs (75–81 N·m).
• Turbo lube pump runs about 35 minutes per operation; timing depends on highest throttle in previous 60 minutes (TH1 15 min, TH2 20, TH3 25, TH4 30, TH5–TH8 35).
• Safety notes: do not remove handhole covers to check oil level; fill oil through strainer housing square opening; do not remove caps from strainer housing while engine running.
• After hot-oil shutdown, allow at least two hours for engine cool-down before inspection.

Maintenance manual specifies maintenance procedures and inspection criteria for the lubricating oil system.

• Follow the Scheduled Maintenance Program intervals for oil sampling, filter changes, and strainer cleaning.
• Oil filter pressure tests: renew elements at 25 psi (172 kPa) at throttle 8 or 7 psi (48 kPa) at idle; check weekly.
• Bypass valve replacement: use a qualified spare; bench-test and inspect per Lube Oil Filter Maintenance Instruction.
• Torque bypass valve cover nuts to 55–60 ft-lbs (75–81 N·m).
• After oil filter change, check for leaks and verify oil level.
• Oil cooler performance: if hot-oil shutdown occurs, allow engine to cool at least two hours before inspection; check cooling system for overheat or water pump failure.