Supply and delivery of train operations PPE – eastern cape (PRASA RFQ ECR/RAIL/TO/03/10/2026)

Closing date: 26 October 2026 at 12:00 PM

No briefing or site visit mentioned.

Enquiries:

• Contact: Nomkhitha Nguqu
• Email: [email protected]
• Telephone: 043 700 2006

Bid box address:

No. 8 Station Street

Station Building

East London

5200

Complaints: [email protected]

Submission method: sealed envelope deposited in the bid box at No. 8 Station Street, Station Building, East London, 5200, before the closing time. Bids must be on official forms (not re-typed). Sign the submission register at SCM reception when submitting. Late bids are not considered. Changes after closing are not accepted. Quotations must not reference other quotations; additional conditions must be in an accompanying letter.

Returnable documents (mandatory, must be submitted by closing or bid is disqualified):

• Price Schedule and Pricing and Delivery form (Section 4) completed in full, using the prescribed format only.
• Submission register signed at reception.
• All RFQ documentation, including all declarations and all Standard Bidding Documents (SBD), completed and signed.

Other mandatory documents (must be available within 7 days of request if award is made, otherwise award is recalled):

• Company registration documents.
• Copies of directors' ID documents.
• Valid Tax Clearance Certificate (valid on closing date) and SARS-issued PIN.
• CSD supplier registration number.
• Proof of bank account (cancelled cheque or bank letter).
• Joint Venture/Consortium agreement or signed confirmation of intention (if applicable).

Scoring documents (non-mandatory; if not submitted, score zero for that criterion):

• Audited annual financial statements / B-BBEE certificate / affidavit.
• CIPC documents / B-BBEE certificate / affidavit.

Samples: preferred bidder must provide samples of materials, 100% compliant with specifications, for inspection by PRASA end-user; non-compliant samples lead to disqualification.

Disqualification risks: incomplete bids, deviation from pricing schedule format, late submission, canvassing SCM officers or PRASA employees between closing and award.

Evaluation stages:

• Stage 1A – Mandatory requirements: must be submitted or bid is automatically disqualified.
• Stage 1B – Other mandatory requirements: must be available within 7 days of request if award is made.
• Stage 1C – Documents for scoring: non-mandatory, but zero score if not submitted.
• Stage 2 – Price and Specific Goals: 80/20 preference point system.

Scoring split:

• Price: 80 points.
• Specific Goals: 20 points.
• Total: 100 points.

Price formula (80/20 system): Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt = price of tender under consideration, Pmin = price of lowest acceptable tender.

Specific goals (20 points):

• EME 51% Black Owned: 10 points, evidence: audited annual financials / B-BBEE certificate / affidavit.
• 51% Black Owned: 10 points, evidence: CIPC documents / B-BBEE certificate / affidavit.

No minimum qualifying score stated.

Supply and delivery of Train Operations PPE, once off, within the Eastern Cape Region.

Items and specifications:

• Safety Boot: 4mm full grain leather, steel toe cap, SANS 20345:2014 approved, slip-resistant, brown.
• Rain Suit (2-piece): jacket yellow/navy with reflective tape, PRASA logo; trousers navy with reflective tape.
• Reflective Vest: high-visibility mesh, 50mm PVC reflective strips, PRASA logo.
• Specialized Safety Boot: full-grain leather, steel toe cap (200 joules impact), anti-static, heat resistant to 95°C, brown or black.
• Asiphephe Safety Vest: 65/35 polycotton, reflective tape, embroidered with 'EC REXCO' (right breast), PRASA logo (left breast), 'PRASA EASTERN CAPE' and 'ASIPHEPHE' on back.

Quantities per item (from pricing schedule):

• 2 Piece Rain Suit: S (4), M (11), L (10), XL (8), XXL (2), XXXL (2)
• Safety Reflective Vest: S (6), M (5), L (13), XL (2), XXL (2)
• Safety Boots: size 4 (6), size 5 (6), size 6 (7), size 7 (12), size 8 (10), size 9 (21), size 11 (1)
• Specialized Safety Boot: size 6 (2)
• Asiphephe Safety Vest: S (3), M (6), L (1), XL (3), 2XL (7)

Pricing schedule (Section 8) lists 24 line items with quantities as per technical specifications. Prices must be quoted in ZAR inclusive of VAT, firm, with cost breakdown and escalation basis. Delivery period to be stated in working days from date of order. Deviation from the prescribed schedule may render bid non-responsive.

Pricing format:

• Prices in South African Rand, inclusive of all applicable taxes.
• Firm price offer; state basis.
• Cost breakdown required.
• Price escalation basis and formula to be indicated.
• Must use the prescribed pricing schedule (Section 8) exactly; deviation may render bid non-responsive.
• Discounts considered only at final evaluation, on unconditional basis.

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

Market-related price: if highest-scoring bidder's price is not market-related, PRASA may negotiate with highest, then second, then third; if no agreement, RFQ is cancelled.

No bid security, bond, or guarantee requirements stated.

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

Tax compliance: valid Tax Clearance Certificate (valid on closing date) and SARS-issued PIN, or CSD number if no PIN. Each party in a JV/consortium/subcontract must submit separate TCS/PIN/CSD.

State employment: bids from persons in service of the state, or companies/CCs with directors/members in service of the state, are not considered.

B-BBEE: specific goals claim requires audited annual financials / B-BBEE certificate / affidavit (EME 51% Black Owned) and CIPC documents / B-BBEE certificate / affidavit (51% Black Owned).

Standard forms: SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest – disclose any state employment or relationship with procuring institution), SBD 6.1 (Preference Points Claim – claim specific goals points).

PPE items must meet specified safety standards: safety boots SANS 20345:2014 approved, steel toe caps with impact resistance (200 joules for specialized boots), slip resistance, anti-static properties, heat resistance up to 95°C. No separate OHS plan required.

PRASA General Conditions of Purchase apply. Key terms:

• Warranty: items free from defects for one year from acceptance (unless otherwise stated in order).
• Indemnity: supplier indemnifies PRASA against claims arising from supplier's negligence, IP infringement, or breach of statutory duty.
• Assignment/sub-contracting: only with PRASA's prior written approval; the successful respondent remains liable for performance.
• Governing law: South African law, non-exclusive jurisdiction of SA courts.
• Title and risk pass to PRASA on acceptance.
• Rejection: PRASA may reject non-conforming items; supplier must replace or rework at own cost.
• Payment: within 30 days of correct tax invoice.
• Late delivery may incur penalties if specified in order.

PRASA reserves the right to modify the RFQ, reject non-conforming quotations, cancel contract if information is incorrect, award to highest scoring bidder unless objective criteria justify otherwise, and negotiate market-related prices if quoted price is not market-related. Validity period: 60 working days from closing date.

Bidders must comply with tax obligations, submit SARS PIN or CSD number, and must not be persons in service of the state. Bids must be delivered by stipulated time to correct address, on official forms. Bidders must self-register on Central Supplier Database (CSD).

Evaluation stages: Stage 1A (mandatory requirements), Stage 1B (other mandatory), Stage 1C (scoring documents), Stage 2 (price and specific goals). Price 80 points, specific goals 20 points. Formula: Ps = 80(1 - (Pt - Pmin)/Pmin).