RFQ: installation and retrofit of radios and camera systems on three afro4000 locomotives at PRASA bloemfontein depot

Closing time: 12:00. Validity period: 60 working days from closing date.

Contact person: Mahuna Mphela, Telephone: 011 013 1784, Email: [email protected]. Bids must be hand delivered to Umjantshi House, 30 Wolmaraans, Braamfontein, Johannesburg.

Mandatory returnable documents must be submitted by the closing date and time; failure results in disqualification. Required documents include the completed and signed closing/submission register, OEM product data sheets for the locomotive camera system and MMI radio installation procedure, and at least three reference letters or certificates of completion for similar rolling stock telecommunication projects. Stage 1B documents (SARS PIN, all RFQ documentation, CSD registration number) may be requested within three working days if missing. Bids must be hand delivered to Umjantshi House, 30 Wolmaraans, Braamfontein, Johannesburg before 12:00 on the closing date. Quotations are valid for 60 working days. Bidders must not include references to other quotations; canvassing SCM officers or PRASA employees may lead to disqualification.

Returnable documents include mandatory returnable documents (failure to provide results in disqualification) and other required documents as listed in the RFQ. Bidders must complete all RFQ documentation and submit required certificates and declarations.

Evaluation follows three stages: Stage 1A (mandatory requirements – disqualification if not met), Stage 1B (other mandatory requirements – three working days to provide missing info), Stage 2 (technical/functional – not applicable), Stage 3 (price and specific goals). Price is scored out of 80 points using the 80/20 preference point system with formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals total 20 points: B-BBEE Level 1 or 2 (4 points), owned by black people in rural areas (4), at least 51% owned by black persons with disabilities (4), at least 51% owned by black youth (4), at least 51% owned by black women (4). PRASA may apply objective criteria to award to a bidder other than the highest scorer under specified circumstances.

The work involves installation and retrofit of radios (free-issued by PRASA) and supply and installation of rear view camera systems on three AFRO-4000 locomotives at PRASA Bloemfontein Rolling Stock Depot. Specifically: retrofit the driver's desk panel and install six radios (two per locomotive) in the two cabs – Annexure 1; supply and install rear view camera systems for the two cabs of each locomotive – Annexure 2.

Bidders must provide a track record of previously executed projects involving rolling stock telecommunication components (radios and cameras) supply, installation, maintenance, or repair. For each similar completed project, provide at least three reference letters, certificates of completion, or clearly signed delivery notes indicating company name, contact person, and confirmation that work was completed.

Bidders must complete the attached Pricing Schedule (Section 8). Prices must be quoted in South African Rand inclusive of all applicable taxes. Price offer is firm. Bill of Quantity must be completed in line with schedule. Cost breakdown must be indicated. Price escalation basis and formula must be indicated. Pricing must be submitted strictly in accordance with the price schedule; deviation may result in non-responsiveness. Discounted prices will only be considered at final evaluation on an unconditional basis. If the highest scoring bidder's price is not market-related, PRASA may negotiate with the bidder or cancel the RFQ.

Bidders must complete the attached Pricing Schedule (Section 8). Prices must be quoted in South African Rand inclusive of all applicable taxes, firm, with cost breakdown and price escalation basis/formula indicated. Pricing must be submitted strictly in the provided format; deviation may render the bid non-responsive. Discounted prices are only considered at final evaluation on an unconditional basis. If the highest scoring bidder's price is not market-related, PRASA may negotiate with the bidder or cancel the RFQ.

Bidders must be registered on the Central Supplier Database (CSD) and provide a valid SARS Tax Compliance Status PIN or CSD number. Bidders must not be persons in the service of the state, nor have directors/members who are. Bidders must complete and sign SBD 1, SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), and the pricing schedule. Bids must be submitted on official forms, not re-typed, and delivered before closing time to the correct address. Failure to comply with any mandatory requirement may render the bid invalid.

PRASA General Conditions of Purchase: These conditions form the basis of the contract. Price and payment: payment within 30 days of receipt of correct tax invoice. Delivery and documents: supplier must deliver on or before the date stated, late deliveries may incur penalties. Title and risk pass to PRASA upon acceptance. Rejection: PRASA may reject non-compliant items and require replacement or re-work. Warranty: supplier warrants items are in accordance with requirements and free from defects for one year from acceptance. Indemnity: supplier indemnifies PRASA against claims arising from negligence, infringement, or breach of statutory duty. Assignment and sub-contracting: requires PRASA's prior approval. Governing law: South African law, non-exclusive jurisdiction of South African courts.

Special conditions: Bidders must not include documents or references relating to any other quotation. Any additional conditions must be in an accompanying letter. Bidders are warned that canvassing SCM officers or PRASA employees may lead to disqualification. Complaints must be lodged via [email protected] with specified information. The successful bidder must comply with all applicable laws. Changes to quotations after closing date will not be considered. All prices must be in South African Rand on a fixed price basis. Quotations are deemed offers. PRASA reserves the right to modify the RFQ, reject non-conforming quotations, and cancel contracts based on incorrect information. Bidders must register on the Central Supplier Database (CSD). Personal data will be processed in accordance with applicable law. Validity period is 60 working days from closing date. Award information will be published on the e-tender portal.

Mandatory requirements: fill and sign the closing/submission register; submit OEM product data sheets for the locomotive camera system and typical installation procedure for MMI radios; provide at least three reference letters/certificates of completion/signed delivery notes for similar rolling stock telecommunication projects. Other mandatory requirements: valid SARS PIN, completion of all RFQ documentation, and CSD supplier registration number.

Evaluation methodology: Stage 1 – Compliance (Stage 1A mandatory requirements, Stage 1B other mandatory requirements), Stage 2 – Technical/Functional (not applicable), Stage 3 – Price (80 points) and Specific Goals (20 points), total 100 points. Price scoring uses the 80/20 preference point system with formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals include B-BBEE Level 1 or 2 (4 points), owned by black people in rural areas (4), at least 51% owned by black persons with disabilities (4), at least 51% owned by black youth (4), at least 51% owned by black women (4). PRASA reserves the right to apply objective criteria and may award to a bidder other than the highest scoring under certain circumstances.