Supply and delivery of railway lubricants (grease) – gauteng region – once-off

Closing date: 07 September 2026 at 10:00 CAT.

Issue date: 26 August 2026.

No compulsory briefing or site visit is scheduled (Section 08 states N/A).

Contact person: Mpho Dube.

Telephone: 011 085 7066.

Email: [email protected] or [email protected].

Submission address: Ground Floor, Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein.

Complaints email: [email protected].

Submit one sealed envelope containing all required documents. Hand-deliver to Ground Floor, Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein, on or before 07 September 2026 at 10:00 CAT. No email or fax submissions accepted. Late submissions will be rejected.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at PRASA, and whether the bidder is a PEP/PIP.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• Completed Pricing and Delivery Schedule (Section 4) and BOQ/Pricing Schedule (Section 10).
• Letter of Good Standing from COIDA.
• Valid SARS Tax Compliance Status PIN or printed TCS certificate.
• CSD supplier registration number.
• Signed and completed RFQ document including all declarations.
• Joint Venture, Consortium, or Subcontract Agreement (if applicable), signed by all parties, indicating the lead bidder.
• Proof of authority to sign (e.g., company resolution).

Disqualification risks:

• Any mandatory returnable document omitted or unsigned.
• Quotations received after the closing time or at the wrong venue.
• Canvassing any SCM officer or PRASA employee between closing and award.

Three-stage evaluation:

Stage 1 – Compliance (pass/fail):

Stage 1A – Mandatory Requirements: Completed Pricing and Delivery Schedule and BOQ/Pricing Schedule must be submitted. Failure disqualifies automatically.

Stage 1B – Other Mandatory Requirements: Signed RFQ and SBD forms, COIDA letter, SARS PIN, all declarations, JV/consortium/subcontract agreement (if applicable), CSD number. PRASA may request missing items within 3 working days; failure to provide then disqualifies.

Stage 2 – Technical/Functionality (threshold 60%):

Organizational Experience (weight 100): score based on number of similar successfully completed projects (0 projects = 0 points; 1 = 20; 2 = 40; 3 = 60; 4 = 80; 5+ = 100). Provide appointment letter, project description, client contact, start/end dates, contract value inclusive of VAT, and completion certificate or client letter.

Stage 3 – Price and Specific Goals (80/20 system):

Price: 80 points. Formula: Ps = 80(1 - (Pt - Pmin)/Pmin).

Specific Goals: 20 points.

• Black people living in rural areas (10 points): provide municipal/ESKOM bill or letter from Induna/chief confirming residential address not older than 3 months.
• EME or QSE 51% Black Owned (10 points): provide audited annual financials, B-BBEE certificate, affidavit, certified ID copies of owners/directors, CIPC registration, or CSD report.

PRASA may apply objective criteria to award to a bidder other than the highest scorer (e.g., negative track record, spreading awards, capacity, price materiality). PRASA may split the award among multiple bidders.

Supply and delivery of lubricants in the Gauteng region (once-off).

Item: GREASE, RAILWAY; FROM 25KG DRUM, TYPE BID DEGRADABLE WHEEL FLANGE RAIL GREASE 2014, BASE LITHIUM BASE, BID SYNTHETIC BASE OIL, NLGI 1, CONTAINS MOS2, CLASS SUITABLE FOR TRACKSIDE LUBRICATORS AND TROLLEYS; P/N: 2014 KAJO.

Quantity and unit price to be completed by bidder in the BOQ.

Organizational experience is evaluated in Stage 2 (Technical/Functionality). Score based on number of similar successfully completed projects: 0 projects = 0 points; 1 = 20; 2 = 40; 3 = 60; 4 = 80; 5+ = 100. Provide for each project: appointment letter on company letterhead, description, purchase order, client name and contact (email and office number), project start and end dates, extension of time if applicable, contract value inclusive of VAT, and a completion certificate signed by the client or a letter confirming successful completion.

Mandatory returnable: Completed Pricing and Delivery Schedule (Section 4) and BOQ/Pricing Schedule (Section 10). Prices in South African Rand, inclusive of all taxes. Price offer must be firm. Cost breakdown must be indicated. Price escalation basis and formula must be indicated. Submit pricing strictly on the provided schedule; deviation may render bid non-responsive. Discounts considered only at final evaluation on an unconditional basis.

Prices must be quoted in South African Rand, inclusive of all applicable taxes (VAT at 15%). Price offer must be firm. Pricing must be submitted strictly on the provided Pricing Schedule and BOQ; deviation may render the bid non-responsive. Discounts 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 highest, then second, then third highest scorer; if no agreement, the RFQ is cancelled. No specific bond, guarantee, or insurance requirements stated.

CSD registration: mandatory. Provide CSD number (MAAA...). Foreign suppliers with no local registered entity are exempt.

Tax compliance: provide valid SARS Tax Compliance Status PIN or printed TCS certificate. Joint ventures/consortia/subcontractors must each submit a separate TCS certificate/PIN/CSD number.

COIDA: submit a Letter of Good Standing.

B-BBEE: claim points via SBD 6.1. Provide supporting evidence for specific goals (see evaluation criteria).

No CIDB grading required (not a construction tender).

No person in the service of the state, or company with directors in state service, may bid.

SBD 4 (Declaration of Interest): disclose any state employment, relationships with PRASA employees, and PEP/PIP status.

SBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.

Authority to sign: submit proof of authority (e.g., company resolution).

Contract governed by PRASA General Conditions of Purchase. Warranty: items must be fit for purpose and free from defects for one year from acceptance (unless otherwise stated). Indemnity: supplier indemnifies PRASA against claims from negligence, IP infringement, or breach of statutory duty. Subcontracting requires PRASA's prior approval; the successful bidder remains liable. Governing law: South Africa. PRASA may cancel the contract if information provided is later found incorrect. PRASA may award to the next highest ranked bidder if the preferred bidder fails to sign or commence within a reasonable period.

Three-stage evaluation: Stage 1 Compliance (pass/fail) with Stage 1A mandatory documents (Pricing Schedule and BOQ) and Stage 1B other mandatory documents (signed RFQ, SBD forms, COIDA, SARS PIN, all declarations, JV agreement if applicable, CSD number). Stage 2 Technical/Functionality (threshold 60%) scores organizational experience based on number of similar completed projects. Stage 3 Price (80 points) and Specific Goals (20 points) using 80/20 system. Specific goals: Black people living in rural areas (10 points) and EME/QSE 51% Black Owned (10 points). PRASA may apply objective criteria or split award.