Appointment of one (01) service provider for supply, deliver and installation of 4x guard rooms and furniture (lockers, desks and chairs) for once off period in the eastern cape region

Closing date: 28 August 2026, closing time: 12:00 PM. Briefing session: N/A.

Contact person: Lindeka Tshuku, telephone 043 700 2329, email [email protected]. Submission address: 8 Station Street, PRASA Regional Office, East London.

Bids must be deposited in the bid box at 8 Station Street, PRASA Regional Office, East London, and the submission register must be signed at the SCM offices (face brick building). Electronic submissions will not be considered. Bids must be submitted on the official forms provided, not re-typed. Late bids will not be accepted. Quotations must be in a sealed envelope and reach PRASA before the closing hour. Bidders must not canvass SCM officers or PRASA employees between closing and award. Complaints may be lodged via [email protected] with bid description, reference number, closing date, supplier name and contact details, and the detailed complaint. Changes to quotations after closing will not be considered. Quotations are deemed offers; exceptions must be clearly indicated. Proposed contractual terms are subject to review by PRASA's Legal Counsel. Returnable documents: Mandatory (disqualification if omitted): completed Price Schedule/BOQ and pricing and delivery form (Section 4), signed submission register. Other mandatory (must be available within 7 days of request if award made): proof of company registration (Certificate of Incorporation or CK1/CK2), copies of directors' ID documents, valid Tax Clearance Certificate and SARS PIN, completion of all RFQ documentation including declarations, CSD registration number, proof of bank account, JV/consortium agreement if applicable, valid COID letter of good standing. Non-mandatory scoring documents: certified ID of owners, audited annual financials/B-BBEE certificate/affidavit, CIPC documents/B-BBEE certificate/affidavit, certified ID of owners and doctor's note for disability.

Evaluation is in two stages. Stage 1: Compliance – Stage 1A mandatory requirements (completed Price Schedule/BOQ and signed submission register) – failure disqualifies; Stage 1B other mandatory documents (company registration, directors' IDs, tax clearance, CSD number, bank proof, COID, JV agreement if applicable) – must be available within 7 days of request; Stage 1C documents for scoring specific goals – non-mandatory, zero score if not submitted. Stage 2: Price and Specific Goals – 80/20 preference point system, Price 80 points, Specific Goals 20 points, total 100. Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals (4 points each): 51% Black Women Owned, 51% Black Youth Owned, EME 51% Black Women Owned, 51% Black Owned, Owned by Black People with Disability. Administrative responsiveness: incomplete bids disqualified.

Scope: supply, deliver and install 4 movable temporary guardrooms (3.5m x 2.5m) for 24/7 security operations at PRASA rail stations and depots – 2 in East London Corridors and 2 in Gqeberha Corridors. Specifications: external dimensions 3500mm L x 2500mm W x 2800mm H, internal clear height min 2400mm, open plan with counter/desk, steel security door with 3-lever lock, sliding aluminium windows with burglar bars and blinds. Structure: 75x75x3mm mild steel square tubing frame, 0.5mm Chromadek/IBR cladding over 50mm polystyrene insulation, roof with PVC gutters and downpipes, corrosion protection (sandblast SA 2.5, 2x epoxy primer, 2x polyurethane topcoat), white colour, louver vents with insect mesh, non-slip epoxy floor. Electrical: 220V single phase, DB board with earth leakage, 2x 1200mm LED battens (4000K, min 200 lux), 2x double 16A plug points, 1x external weatherproof socket, AC provision (sleeve + 20A isolator for 9000 BTU aircon), compliance with SANS 10142-1 (COC required). Safety: 2kg DCP fire extinguisher, ventilation. Performance: withstand 120 km/h wind when anchored, no water ingress under simulated 50mm/hr rainfall. Deliverables: 4 guardrooms, 24-month structural warranty, 12-month electrical warranty, 2 sets of keys per unit, 4 desks (1200mm W x 800mm American Walnut top), 8 chairs (gas height adjustment, 5-star nylon base with castors), 4 lockable filing cabinets (470mm W x 630mm D x 1320mm H), 4 bar fridges (850h x 550w x 550d, white), 4 microwaves (26L, white), 4 air conditioners (9000 BTU split type, 220V, with remote and batteries, supply, install, test and commission), galvanized expanded mesh and angle iron air-conditioner security cages (LWD 28mm, SWD 14mm, width 4.5mm, thickness 2.5mm). Installation: ground preparation with level 4m x 4m platform (100mm thick reinforced concrete slab), anchor points on all corners. Lead time: 4-6 weeks from order confirmation.

Guardrooms must meet detailed specifications: dimensions, materials, corrosion protection, electrical compliance with SANS 10142-1 (COC required), performance requirements (withstand 120 km/h wind, no water ingress under 50mm/hr rainfall). Warranty: 24 months on structure, 12 months on electrical. Installation requires reinforced concrete slab and anchor points.

Prices quoted in South African Rand, inclusive of all taxes, firm. Pricing must follow the attached Pricing Schedule Annexure A exactly; deviation may render bid non-responsive. Cost breakdown and price escalation basis/formula must be indicated. Discounts considered only at final evaluation on unconditional basis. If highest scoring bidder's price not market-related, PRASA may negotiate with highest, then second, then third; if no agreement, RFQ cancelled. Delivery period to be stated in working days from date of order.

Prices must be quoted in South African Rand, inclusive of all applicable taxes, on a fixed price basis. Pricing must be completed strictly in accordance with the attached Pricing Schedule Annexure A; deviation may render the bid non-responsive. Cost breakdown and price escalation basis/formula must be indicated. Discounts are considered only 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; if no agreement, the RFQ is cancelled. Delivery period must be stated in working days from date of order. Payment within 30 days of receipt of correct tax invoice.

Bidders must be registered on the Central Supplier Database (CSD) – business may not be awarded without it. Tax compliance: submit SARS Tax Compliance Status (TCS) PIN or CSD number; each party in a JV/consortium/subcontracting arrangement must submit separate TCS certificate/PIN/CSD number. Valid Tax Clearance Certificate must be valid on closing date. No bids from persons in the service of the state, or companies with directors who are. Bidders must complete all RFQ documentation including declarations: SBD 4 (Declaration of Interest – discloses state employment, relationships with procuring institution, PEP/PIP status), SBD 6.1 (Preference Points Claim – claims specific goals points). Proof of company registration (Certificate of Incorporation or CK1/CK2), copies of directors' ID documents, proof of bank account, and valid COID letter of good standing are required. Validity period: 60 working days from closing date, extendable on same terms.

Preference points for specific goals under 80/20 system: 51% Black Women Owned (4 points), 51% Black Youth Owned (4 points), EME 51% Black Women Owned (4 points), 51% Black Owned (4 points), Owned by Black People with Disability (4 points). Evidence required: certified ID documents, audited annual financials/B-BBEE certificate/affidavit, CIPC documents, doctor's note for disability.

Safety features for guardrooms: 2kg DCP fire extinguisher mounted inside, ventilation with louver vents and insect mesh. Electrical compliance per SANS 10142-1 with Certificate of Compliance required.

PRASA General Conditions of Purchase apply. Payment within 30 days of receipt of correct tax invoice. Delivery by stated date; late delivery may incur penalties. Title and risk pass to PRASA on acceptance. PRASA may reject non-compliant items and require replacement or re-work at supplier's risk and expense. Warranty: items free from defects for one year from acceptance unless otherwise stated. Supplier indemnifies PRASA against claims from negligence, IP infringement, breach of statutory duty, defective design, materials or workmanship. Subcontracting only with PRASA's prior approval; the successful bidder remains liable for performance. Contract governed by South African law, non-exclusive jurisdiction of SA courts.

PRASA reserves rights to modify RFQ and request re-bid, reject non-conforming quotations, reject late or incorrectly delivered submissions, cancel contract if information proved incorrect, award to highest scoring bidder unless objective criteria justify otherwise, and award to next ranked bidder if preferred bidder fails to sign or commence. Bidders must not canvass SCM officers or PRASA employees between closing and award. Complaints process via [email protected] with specified minimum information. Legal compliance with all applicable laws. Changes to quotations not considered after closing. Binding offer: quotation deemed an offer. Legal review of proposed contractual terms by PRASA's Legal Counsel. Protection of personal data. Publication of award information on e-tender portal.

Bidders must be registered on the Central Supplier Database (CSD). Tax compliance: submit SARS PIN or CSD number; each consortium/JV/subcontractor party must submit separate TCS certificate/PIN/CSD number. No bids from persons in service of the state or companies with directors in state service. Bidders must sign the submission register at SCM offices. Bids must be delivered by stipulated time to correct address; late bids not accepted. Bids must be on official forms. Validity period: 60 working days from closing date, extendable on same terms.

Evaluation stages: Stage 1 Compliance (1A Mandatory Requirements, 1B Other Mandatory Requirements, 1C Documents for Scoring Specific Goals); Stage 2 Price and Specific Goals (80/20 system: Price 80 points, Specific Goals 20 points, total 100). Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals: 51% Black Women Owned (4 points), 51% Black Youth Owned (4 points), EME 51% Black Women Owned (4 points), 51% Black Owned (4 points), Owned by Black People with Disability (4 points). Administrative responsiveness: completeness of response and required documents; incomplete bids disqualified.