Supply and delivery of bbs material (as-and-when-required) – 36-Month contract, PRASA ngr

Closing date: 30 September 2026 at 12:00 PM. Contract duration: 36 months from contract signature and site access certificate issuance. Delivery lead times: standard items within 48 hours from written request; long-lead items per manufacturer's timeline communicated in writing. Quotation for material supplied must be submitted within 10 working days after delivery. Invoices must be submitted within 30 days for payment.

Bidding procedure enquiries: Thulisile Shabangu, telephone 012 748 7571, email [email protected]. Bid submission address: 546 Paul Kruger c/o Scheiding Street, PRASA Cres Building, Pretoria Station Precinct, Pretoria (bid box). Invoice submissions: [email protected]. Complaints: [email protected].

Bids must be submitted in a sealed envelope deposited in the bid box at 546 Paul Kruger c/o Scheiding Street, PRASA Cres Building, Pretoria Station Precinct, Pretoria, before the closing time. Bids must be on the official forms; re-typed or different formats could be declared non-responsive. Late bids will not be considered. Quotations must be addressed to PRASA before the closing date and time. Bidders must complete all returnable documents including the Price Schedule (Section 4) strictly in the provided format, all SBD forms, and a Joint Venture/Consortium/Partnering Agreement if applicable. Incomplete bids will be disqualified. Quotations must remain valid for 60 working days from closing date. Bidders must not canvass PRASA officials between closing and award; doing so risks disqualification. Complaints about the bid process should be emailed to [email protected] with bid reference, description, closing date, supplier details, and detailed complaint.

Mandatory Returnable Documents (failure to provide at closing date results in disqualification): Price Schedule and Pricing form (Section 4), Joint Venture/Consortium/Partnering Agreement signed by all parties. Other Mandatory Requirements (may be requested within 5 working days): tax compliance status, CSD registration, SABS approval certificates, track record evidence.

Evaluation is in stages: Stage 1A Mandatory Requirements (Price Schedule in required format; JV/Consortium agreement if applicable) — automatic disqualification if not submitted. Stage 1B Other Mandatory Requirements (completion of all RFP documentation, valid COIDA letter of good standing, valid SARS PIN, CSD registration number) — may be requested within 5 working days, otherwise disqualification. Stage 2 Technical/Functionality: minimum threshold 60%. Components: Company's Track Record (35%) — projects in supply and delivery of material or similar in last 10 years, minimum value R1 million, evidence required (appointment letter/contract + reference/completion certificate); Relevant Municipality Footprint (35%) — proof of company existence in City of Tshwane via rates and taxes or lease agreement not older than 3 months, points for footprint in Gauteng municipalities, highest for City of Tshwane; Transport (30%) — certified copies of owned or hired vehicles, points for number of vehicles. Stage 3 Price and Specific Goals: Price 80 points, Specific Goals 20 points, using the 80/20 preference point system. Price formula: Ps = 80(1 − (Pt−Pmin)/Pmin). Specific goals points for Black Women Owned, Black Youth Owned, Black Owned, Black People with Disability, and Black Military Veterans, with proof required.

Scope: Supply and delivery of BBS (Building and Building-related Services) material to PRASA Pretoria North Facilities Management Depot, as-and-when required for 36 months. Award split between two service providers at R1,500,000.00 VAT inclusive each. All materials must be SABS/SABS-approved, high quality, and compliant with specifications. Standard off-the-shelf items delivered within 48 hours from written request. Long-lead materials per manufacturer's timeline formally communicated in writing. Deliveries only during normal working hours (Mon-Fri 07h30-16h00). Incorrect deliveries rectified at contractor's cost. Late deliveries subject to penalty of 10% of value of work; repeated violations may lead to contract termination. Poor quality material not accepted; PRASA may withhold payments. Material list includes: solid hard wood doors, engineered meranti doors, hollow core doors, transformer doors, bullet-resistant glazing, anti-bandit doors, turnstiles, handrails, urinals, locksets, roller shutter doors, roof sheets, gutters, downpipes, cement, sand, tiles, adhesives, paint, and various building hardware. Prices must be quoted in ZAR inclusive of all taxes, with projected annual inflation rates incorporated for each contract year.

Service on as-and-when required basis. Contractor must deliver standard items within 48 hours from written request; long-lead items per manufacturer's timeline communicated in writing. Deliveries only during normal working hours (Mon-Fri 07h30-16h00). Incorrect deliveries rectified at contractor's cost. Late delivery penalty: 10% of value of work; repeated violations lead to termination. Quotations for material supplied must be submitted within 10 working days after delivery to [email protected].

Track record: Bidders must demonstrate experience in supply and delivery material projects or similar in last 10 years, with minimum project value of R1 million. Evidence: appointment letter/contract/purchase order and reference letter/completion certificate. Points awarded based on number of completed projects (1 project = 1 point, up to 5+ = 5 points). Municipality footprint: proof of company existence in City of Tshwane via rates and taxes or lease agreement not older than 3 months; points based on location (outside Gauteng = 1, Sedibeng = 2, West Rand = 3, Johannesburg/Ekurhuleni = 4, Tshwane = 5). Transport: proof of owned/hired vehicles (bakkies/light trucks) registered under company/director; points based on number of vehicles. Minimum threshold for functionality is 60%.

Pricing must be in South African Rand inclusive of all taxes, firm, and submitted strictly on the provided price schedule. Price escalation basis and formula must be indicated. Projected annual inflation rates must be incorporated into pricing for each contract year. Discounted prices only considered unconditionally at final evaluation. Price schedule is a Bill of Quantities with items covering doors, turnstiles, handrails, locks, roof sheets, gutters, cement, sand, tiles, paints, and various hardware. Payment within 30 days of correct invoice.

Pricing must be submitted strictly in accordance with the Price Schedule (Section 4) — deviation results in non-responsiveness. Prices in South African Rand, inclusive of all applicable taxes, firm. Price escalation basis and formula must be indicated. Discounted prices considered only in final evaluation on unconditional basis. Payment within 30 days of receipt of correct invoice. Invoices must show clear description and contract rates, with signed delivery notice attached. Penalty of 10% of value for late delivery; repeated violations may lead to termination. Payment withheld for poor quality until rectified. Contract value: appointment of two service providers at R1,500,000.00 VAT inclusive each (from description section).

Mandatory: CSD registration (Central Supplier Database) — required, except foreign suppliers with no local entity. Valid SARS Tax Compliance Status (TCS) PIN or CSD number. Valid Letter of Good Standing (COIDA) from Department of Labour or licensed compensation insurer. Completion of all RFP documentation including all declarations (SBD forms). Joint Venture/Consortium/Partnering Agreement signed by all parties if applicable. Bidders must not be persons in service of the state, or companies with directors in service of the state. Bidders must not be on Register for Tender Defaulters or List of Restricted Suppliers. For specific goals: B-BBEE certificates or sworn affidavits for EME/QSE, ID copies for owners, consolidated certificates for JVs/Trusts. For Black Military Veterans: military ID and ID copy.

Preference points: 80/20 system (Price 80, Specific Goals 20). Specific goals and points: Black Women Owned (4 for 100%, down to 0 for ≤50%), Black Youth Owned (same scale), Black Owned (same scale), Owned by Black People with Disability (same scale, doctor's note required), Black Military Veterans (4 if proof of ID and military ID, else 0). Evidence required: certified B-BBEE certificate or sworn affidavit for EME/QSE, certified ID copies, consolidated certificate for JVs/Trusts.

Contract governed by PRASA General Conditions of Purchase and South African law. Supplier warrants items fit for purpose and free from defects for one year from acceptance. Supplier indemnifies PRASA against claims arising from negligence, infringement, or breach of statutory duty. Assignment/sub-contracting only with PRASA's prior approval; the successful bidder remains liable for performance. PRASA may reject non-compliant items at supplier's risk and expense. Payment within 30 days of correct invoice. Discounted prices only considered unconditionally at final evaluation. If highest scoring bidder's price not market-related, PRASA may negotiate and if no agreement, cancel RFQ.

PRASA intends to appoint 2 (two) service providers. Negotiations will be conducted with preferred bidders where necessary. Bidders in Gauteng have advantage in meeting delivery lead times, but non-Gauteng bidders remain eligible. Contractor must be a reputable material supplier; only market-related prices accepted. For materials not in schedule, PRASA may query quotations prior to delivery. All material must be SABS approved.

Functionality: 35% for track record (experience in supply and delivery material projects or similar in last 10 years, minimum value R1 million, evidence required). 35% for other criteria (details not fully provided). Price: lowest acceptable tender. Preference points: 80/20 or 90/10 system. Bidders scoring below 60% functionality threshold not considered for price evaluation.