RFQ 10375855: overhaul of differentials and gearboxes for PRASA buses

The purpose of this document is to specify the standard site visit inspection requirements for automotive engineering repair bidders responding to RFQs for gearbox overhauls and differential overhauls (including centre portions). Bidders must be registered with the Retail Motor Industry (RMI) for Automotive Engineering, and the required equipment must be available on site.

Department: Supply Chain Management

No named contact, email, or telephone provided in the document.

Returnable documents: completed and signed site inspection form, proof of RMI registration, and a copy of any joint venture, consortium, or partnering agreement if applicable. The site inspection form must be signed by the service provider, the LDPT technical official, and two SCM officials. Bids must be submitted with all required documents; failure to include them may disqualify the bid.

Bidders must be registered with the Retail Motor Industry (RMI) for Automotive Engineering at the time of bid submission. Sub-contractors must also hold valid RMI registration. Bidders must achieve a minimum technical threshold of 80% on the site inspection scoring. The site inspection covers the availability of specified equipment on site.

Scope: Overhaul of gearboxes and differentials (including centre portions).

Equipment that must be available on site where overhauls/repairs are conducted:

• Dynamometer (with electronic reporting) – for engines, component weight 10
• Surface grinder machine – for cylinder heads, weight 10
• Valve refacing machine – for cylinder heads, weight 10
• Valve seat machine – for cylinder heads, weight 10
• Test bench (automatic transmission) – for gearboxes, weight 10
• Dust-proof and air-conditioned room – for gearbox valve bodies, weight 10
• Large lathe (propeller shaft balancer) – for gearbox overhaul, weight 10
• Large lathe (straighten) – for diffs, weight 10
• Line bore machine – for diff housing, weight 10
• Large lathe (propeller shaft balancing) – for diff overhaul, weight 10

Registration with the Retail Motor Industry (RMI) for Automotive Engineering is mandatory. The registration must be valid at the time of bid submission. If using a sub-contractor, the sub-contractor must also be RMI registered. For joint ventures, consortiums, or partnering agreements, a copy of the agreement must be submitted with the bid.

Appointment of a service provider to overhaul differentials and gearboxes for PRASA, including propshaft repair and balancing.

Closing date: 10 November 2026

Closing time: 23:30

Site visit: date and venue not stated in the document, but it is compulsory.

SCM contact:

• Name: Modumo Maeco
• Department: Supply Chain Management
• Email: [email protected]
• Telephone: 011 085 7269 (also 012 748 7337 listed)

Complaints: [email protected]

Submission email: [email protected]

Submission method: email

Submission email: [email protected]

Closing date: 10 November 2026 at 23:30

Quotations must be typed on company letterhead and addressed to Modumo Maeco.

Bids must be submitted on the official forms provided and not retyped.

Any canvassing of PRASA officials from closing to award will disqualify the bid.

Changes to a submission after closing will not be considered.

The bid must remain valid for 60 working days from closing.

Returnable documents:

• SBD 1 (Invitation to Bid): signed as the offer cover page, including supplier information.
• SBD 4 (Bidder's Disclosure): discloses state employment, relationships with the procuring institution, and PEP/PIP status.
• SBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points.
• Quotation on company letterhead.
• Valid RMI certificate.
• Proof of workshop address or lease.
• SARS PIN or tax compliance certificate.
• CSD registration number.
• Proof of authority to sign (e.g. company resolution).

Evaluation stages:

• Stage 1A: Mandatory requirements — quotation on letterhead, valid RMI certificate, proof of workshop address or lease. Missing these means automatic disqualification.
• Stage 1B: Other mandatory requirements — valid SARS PIN, completion of all RFP documentation and declarations, CSD registration number. PRASA may allow 3 working days to provide these; failure leads to disqualification.
• Stage 2: Price and specific goals (80/20 preference point system) — 80 points for price, 20 points for specific goals, total 100.
• Stage 3: Site visit (mandatory) — technical and SCM members inspect the workshop to confirm capacity, space for coaches, and availability of tools/equipment for gearbox, diff and centre portion overhauls. Minimum threshold: 80%.

Scope: Overhaul of differentials and gearboxes, including repair and balancing of propshafts on PRASA buses.

Bill of quantities (per item, quantity 1 each):

• ZGF296GP diff overhaul
• ZGF296GP repair and balance propshaft
• YWC415GP diff overhaul
• YWC415GP repair and balance propshaft
• ZGF296GP gearbox overhaul
• YWC415GP gearbox overhaul

Pricing schedule must be completed in the provided format; deviations may be declared non-responsive. Prices in ZAR inclusive of taxes, firm, with cost breakdown and escalation basis. Discounts only considered at final evaluation on an unconditional basis.

Prices: quoted in South African Rand, inclusive of all taxes.

Price offer must be firm and clearly indicate the basis.

Pricing schedule must be completed strictly in the provided format; deviations may render the bid non-responsive.

Cost breakdown and price escalation basis/formula must be indicated.

Discounted prices only considered at the 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; if no agreement, the RFQ may be cancelled.

Delivery period: bidders to state earliest possible delivery in working days from date of order.

CSD registration: mandatory; business may not be awarded to unregistered bidders (foreign suppliers with no local entity exempt).

Tax compliance: provide SARS PIN or printed tax compliance certificate; each consortium/JV/subcontractor party must submit separately.

B-BBEE: at least Level 1 or 2 to claim 10 points; evidence: SANAS-approved BEE certificate or affidavit; for JVs, a consolidated scorecard is accepted.

Specific goal: at least 51% owned by black women — 10 points; evidence: certified copies of owners' ID documents not older than 3 months.

State employment disqualification: bids from persons in the service of the state, or with directors/members in state service, will not be considered.

Warranty: supplied items must be free from defects for one year from acceptance (unless another period is stated in the order).

Indemnity: supplier indemnifies PRASA against claims arising from supplier negligence, IP infringement, or breach of statutory duty.

Subcontracting: requires PRASA's prior approval; the successful bidder remains fully liable for performance.

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

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

Late delivery may incur penalties if specified in the order.

Funding contingency: award is subject to PRASA securing budget allocation; PRASA may cancel the RFQ at any time before award if funding is not secured, and bidders waive any claim for loss arising from non-award due to lack of funding.

The contract is governed by PRASA's General Conditions of Purchase; any special conditions must be in writing.

Additional criteria: Stage 3 site visit is mandatory, minimum threshold 80%. Price (80 points) and specific goals (20 points) are evaluated under the 80/20 preference point system.