Supply and delivery of customer service coats (once-off) – eastern cape region

Viewing of samples available at SCM Offices, No. 8 Station Street, Station Building, East London, 5200, weekdays (Monday to Friday) between 9am and 3pm.

Bidding procedure enquiries: Simnikiwe Nqulo, telephone 043 700 2331, email [email protected]. Complaints: [email protected]. Submission address: Bid Box, No. 8 Station Street, Station Building, East London, 5200.

Submit the bid in a sealed envelope to the bid box at No. 8 Station Street, Station Building, East London, 5200, before the closing date and time. Late bids will not be accepted. Use only the official forms provided; do not re-type them. Complete and sign the Submission Register at the SCM Offices upon delivery. Do not include documents or references to other quotations. Any additional conditions must be in an accompanying letter. Changes to the bid after closing will not be considered. Direct any canvassing of SCM officers or PRASA employees will lead to disqualification. Complaints about the bid process must be sent to [email protected] with the tender description, reference number, closing date, supplier name and contact details, and the detailed complaint.

Returnable documents are classified as mandatory (non-submission leads to disqualification) and non-mandatory for scoring (missing results in zero score). Mandatory include pricing schedule, submission register, company registration, directors' IDs, tax clearance, CSD registration, proof of bank account, JV/consortium agreement if applicable, and all SBDs and declarations. Non-mandatory for scoring include audited annual financials, B-BBEE certificate/affidavit, CIPC documents.

Evaluation is in two stages. Stage 1 – Compliance: Stage 1A mandatory requirements (completed pricing schedule in the prescribed format, submission register) – non-compliance leads to automatic disqualification. Stage 1B other mandatory documents (company registration, directors' IDs, valid tax clearance, CSD registration, proof of bank account, JV/consortium agreement if applicable, all RFQ documentation) – these must be provided within 7 days of request if an award is made. Stage 1C non-mandatory scoring documents (audited annual financials, B-BBEE certificate/affidavit, CIPC documents) – missing these scores zero. Stage 2 – Price and Specific Goals: 80 points for price using the 80/20 preference point system formula, 20 points for specific goals (10 points for EME 51% Black Owned, 10 points for 51% Black Owned). Total 100 points.

Supply and delivery of unisex overcoats for customer service staff, regular fit, for autumn and winter. Coats must be of the highest quality, made from durable, premium-grade fabric that resists fading and pilling under normal wear and laundering. Expected service life approximately 5 to 10 years with normal use and proper care. Care instruction: dry clean. Quantities and sizes: 4 quarter long black coats size small, 3 quarter long black coats size medium, 23 quarter long black coats size large (each item priced per unit).

Coats should provide a service life of approximately 5 to 10 years subject to normal use and proper care.

The supplier warrants that items are in accordance with PRASA's requirements and fit for the purpose intended.

Coats must be of the highest quality and manufactured from durable, premium-grade fabric suitable for long-term use.

Pricing schedule items: 4 quarter long black coats size small, 3 quarter long black coats size medium, 23 quarter long black coats size large – each priced per unit.

Prices must be quoted in South African Rand, inclusive of all applicable taxes. The price offered must be firm and clearly indicate the basis. Complete the Pricing Schedule (Section 8) strictly in the prescribed format – deviation may render the bid non-responsive. Provide a cost breakdown and indicate price escalation basis and formula. Discounts will only be considered at the final evaluation stage on an unconditional basis. If the highest-scoring bidder's price is not market-related, PRASA may negotiate a market-related price with the highest, then second, then third highest scoring bidder; if no agreement, the RFQ is cancelled. Delivery period must be stated in working days from date of order.

Valid Tax Clearance Certificate (must be valid on closing date) and SARS-issued PIN, or CSD number if no TCS PIN. Central Supplier Database (CSD) registration is mandatory – business will not be awarded to unregistered suppliers (except foreign suppliers with no local entity). Company registration documents and copies of directors' ID documents. Proof of bank account (cancelled cheque or bank letter). Joint Venture/Consortium agreement or Trust Deed if applicable. All Standard Bidding Documents (SBD) and declarations must be completed and signed. Bidders must not be persons in the service of the state, nor have directors/members who are. Foreign suppliers must complete the questionnaire on residency, branch, permanent establishment, income and tax liability in South Africa. B-BBEE certificate or affidavit required for scoring specific goals.

Specific goals: 10 points for EME 51% Black Owned (evidence: audited annual financials, B-BBEE certificate or affidavit), 10 points for 51% Black Owned (evidence: CIPC documents, B-BBEE certificate or affidavit).

Care instruction: dry clean.

Fabric must maintain colour without fading and resist pilling under normal wear and laundering.

The order/contract is governed by the law of the Republic of South Africa, and the parties submit to the non-exclusive jurisdiction of the South African courts.

Subcontracting requires PRASA's prior approval. The contract is between the successful bidder and PRASA; the bidder, not the subcontractor, is liable for performance.

Stage 1A mandatory requirements: complete the Price Schedule and Pricing and Delivery Form (Section 4) in full, in the prescribed format. Deviation may lead to disqualification. Only bidders complying with Stage 1A are evaluated further.

Evaluation stages: Stage 1 – Compliance (mandatory and other requirements), Stage 2 – Price and Specific Goals. Maximum points: Price 80, Specific Goals 20, Total 100.