Maintenance and repair services for diesel electric locomotives in east london and port elizabeth

Compulsory briefing session: 09 July 2026 at 10:00 AM, PRASA East London Station. Closing date for questions: 14 July 2026. Closing date for responses to clarifications: 17 July 2026. Final bid submission deadline: 29 July 2026 at 12:00 PM. Briefing session minutes and clarification responses will be issued on 17 July 2026. Evaluation, contract negotiations, and award dates are to be confirmed (TBC).

For queries during the RFP process, submit RFP Clarification Form (Annexure B) to [email protected] by 14 July 2026. Post-closing date, contact the Bid Secretariat at telephone 043 700 2386 or email [email protected]. For complaints, use [email protected] and include: Bid/Tender Description, Reference Number, Closing Date, Supplier Name, Supplier Contact Details, and Detailed Complaint. Bidders must register contact details after downloading the RFP to receive updates.

Submit bids in two sealed envelopes/boxes: Volume 1 (Envelope 1) for technical and compliance response (Part A: Mandatory Requirements, Part B: Technical/Functional Response), and Volume 2 (Envelope 2) for financial proposal and B-BBEE response (Part C). Include 1 original and optional copies, plus an electronic version on a clearly labeled memory card/external drive. Submit to: The Secretariat / Tender Office, Passenger Rail Agency of South Africa, No. 8 Station Street, Station Building, East London Station, East London, 5200. Deposit in the PRASA tender box at the same address. Mandatory returnable documents: Tender Form (Pricing Schedule) Form C, SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), Pricing Schedule Annexure A, Site Inspection Certificate / Pre-Tender Briefing Session (Form D), Statement of Work Successfully Carried Out (Form E), Security Screening Form (Form F), Acknowledgement (Form G). Bids must be signed in black ink, with all non-original documents certified by a Commissioner of Oaths. Pages must be consecutively numbered, A4 format (A3 allowed for graphics), and neatly bound. Late or incorrectly addressed bids will be disqualified. Validity period: 90 working days from closing date. Bidders may be requested to extend validity at the same terms.

Scope: Maintenance and repairs of Diesel Electric Locomotives (33GE/34GE/34GM Class) for East London and Port Elizabeth corridors on an as-and-when-required basis for 12 months. Tasks include: Perform A, B, and C Examinations as per maintenance schedule; Brake Programme as per schedule; Call-out fault finding and repair for unscheduled faults/defects. Target area: All Diesel Locomotives in East London and Port Elizabeth corridors. PRASA will provide checklists before contract commencement. Required staff: Qualified Diesel Electrical Fitter (5+ years’ experience on 33GE/34GE/34GM) OR Electrical Fitter (10+ years’ experience on same). Safety Coordinator/Officer with valid Rolling Stock Electrical Safety Instructions (Category A Brown or C Green). Workshop facilities: Mobile crane (min 2.5 tonne), forklift (min 2.5 tonne). Submit a site-specific safety file with detailed risk assessment and mitigation per Occupational Health and Safety Act. Contract form: PRASA Standard Service Contract. Insurance: Maintain OEM warranties and Public Liability Insurance.

Bidders must follow a clear and concise methodology in their RFP responses. Provide an upfront Executive Summary and maintain clarity throughout. Use numbered headings, bullet points, sections, appendices, and schedules. Responses must be orderly, consecutively numbered, and aligned with the RFP’s requested information order. Address each requirement succinctly and use the RFP’s terminology.

Key personnel requirements: Qualified Diesel Electrical Fitter with 5+ years’ experience on 33GE/34GE/34GM Class Diesel Locomotives OR Electrical Fitter with 10+ years’ experience on the same. Safety Coordinator/Officer must hold valid Rolling Stock Electrical Safety Instructions (Category A Brown or C Green). Bidders must demonstrate capacity to perform scheduled (A, B, C Examinations, Brake Programme) and unscheduled (fault finding/repair) maintenance.

PRASA will manage the contract and monitor performance to ensure all tasks are performed at acceptable quality standards per the maintenance and repair checklists. The appointed service provider must submit completed examination checklists with invoices for payment. Quality standards must align with OEM warranties and PRASA’s operational requirements.

Pricing must be submitted in Volume 2 (Envelope 2) as Part C: Financial Proposal and Specific Goals. Include Tender Form (Pricing Schedule) Form C and Pricing Schedule Annexure A. Bid bonds may be required. PRASA may request annual financial statements or other documentation for due diligence. Payment is based on completed examination checklists submitted with invoices. No changes to bid rates will be accepted after the closing date unless the contract explicitly allows it.

Submit pricing in Volume 2 (Envelope 2) as Part C: Financial Proposal and Specific Goals. Include Tender Form (Pricing Schedule) Form C and Pricing Schedule Annexure A. Bid bonds may be required where applicable. PRASA reserves the right to request annual financial statements or other documentation for due diligence. Payment is based on completed examination checklists submitted with invoices. PRASA may negotiate market-related prices with top bidders. No changes to bid rates will be accepted after closing date unless the contract allows it.

Mandatory: Register on National Treasury’s Central Supplier Database (CSD) at https://secure.csd.gov.za (foreign suppliers with no local entity exempt). Provide Supplier Number and Unique Registration Reference Number. Tax Compliance: Must comply with all applicable tax legislation (Income Tax Act, VAT Act). Provide Tax Compliance Status (TCS) PIN for verification via CSD. B-BBEE: Submit SBD 4 (Bidder’s Disclosure) and SBD 6.1 (Preference Points Claim Form). Joint Ventures/Consortiums: Submit signed JV/Consortium agreement or written confirmation of intent, including percentage split and responsibilities. Each party must be CSD-registered and tax-compliant. Additional returnables: SBD 5 (National Industrial Participation Programme) if applicable.

The appointed service provider must submit a site-specific safety file with a detailed risk assessment and corresponding mitigation measures for the scope of work. An access certificate will be granted only upon compliance with the Occupational Health and Safety Act. Required personnel: Safety Coordinator/Officer with valid Rolling Stock Electrical Safety Instructions (Category A Brown or C Green). Workshop facilities must include a mobile crane (min 2.5 tonne) and forklift (min 2.5 tonne).

PRASA reserves the right to: modify RFP goods/services and request re-bids; withdraw/amend the RFP without notice; reject non-compliant proposals; disqualify late submissions; request additional documents; withdraw the RFP; award or not award a contract; validate bidder information; request financial statements; and reject post-closing date bid changes unless contractually allowed. PRASA will not reimburse bid preparation costs. Contracts are governed by South African law. Confidentiality obligations apply to all RFP-related information. Bidders must sign non-disclosure agreements if required. All confidential information remains PRASA’s property and must be returned on demand.

Evaluation methodology follows the Preferential Procurement Policy Framework Act (PPPFA) and regulations. Technical and functional responses (Volume 1) and financial proposals (Volume 2) are evaluated separately. Preference points are claimed via SBD 6.1. PRASA may negotiate market-related prices with top bidders or request Best and Final Offers (BAFO) if no clear preferred bid emerges. Bidders must ensure all requirements are addressed succinctly.