Maintenance and repairs of diesel locomotives at PRASA port elizabeth (RFQ ECR/RS/05/08/2026)

Closing date is 28 August 2026, closing time 12:00 PM.

Bidding procedure enquiries: Siyasanga Jodwana, telephone 043 700 2386, email [email protected].

Submission address: Bid box, No. 8 Station Street, Station Building, East London, 5200.

Quotations must be sealed in an envelope and deposited in 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. Quotations must be on official forms (not re-typed) and must not include documents or references to other quotations. Bidders must complete and sign the submission register at the SCM reception when submitting. Any attempt to canvass SCM officers or PRASA employees between closing and award will disqualify the bid. Complaints about the process can be lodged via [email protected] including bid description, reference number, closing date, supplier name and contact details, and the detailed complaint.

Returnable documents:

• SBD 1 (Invitation to Bid): signed cover page with bidder details and authority to sign (proof of authority such as company resolution required).
• SBD 4 (Declaration of Interest): discloses any director or shareholder employed by the state or connected to the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims B-BBEE specific goal points.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Completed Pricing Schedule (Section 8) strictly in the prescribed format.
• Company registration documents, copies of directors' ID, valid Tax Clearance Certificate and SARS PIN, CSD registration number, proof of bank account, and (if applicable) joint venture/consortium agreement.
• Stage 1C scoring documents (B-BBEE certificate/affidavit, CIPC documents) are non-mandatory but a zero score is awarded if not submitted.

Mandatory (Step 1A): completed the Price and Delivery Schedule Section 4 and the signed submission register at the SCM offices. If not present, bid is disqualified.

Stage 1B (other): Company registration, directors' ID documents, valid tax clearance certificate and SARS PIN, CSD number, bank account proof, JV/Consortium agreement if any, all RFQ documentation and declarations signed.

Stage 1C (for scoring): B-BBEE certificate/affidavit, audited annual accounts (with CIPC documents or affidavit).

Evaluation is in two stages. Stage 1 is compliance comprising Stage 1A (mandatory): completed pricing schedule in the prescribed format and signed submission register; failure means automatic disqualification. Stage 1B (other mandatory): company registration, directors' IDs, valid tax clearance certificate and SARS PIN, CSD number, proof of bank account, JV agreement if applicable, and all RFQ documentation and SBD forms duly signed — these must be available within 7 days of request or the award is recalled. Stage 1C (scoring documents): audited annual financials or B-BBEE certificate/affidavit, and CIPC documents — non-mandatory but zero score if not submitted.

Stage 2 is the 80/20 preference point system: a maximum of 80 points for price and 20 points for specific goals, out of 100 total.

Price is scored using the 80/20 formula: Ps = 80 (1 − (Pt − Pmin)/Pmin), where Pt is the tender price and Pmin is the lowest acceptable price.

Specific goals: 10 points for an Exempt Micro Enterprise that is 51% Black-owned (evidence: audited annual financials or B-BBEE certificate/affidavit); 10 points for 51% Black-owned (evidence: CIPC documents or B-BBEE certificate/affidavit). Bidders must indicate how they claim each.

The contract covers maintenance and repairs of diesel locomotives at PRASA in Port Elizabeth, Eastern Cape. The scope is the performance of: Diesel Locomotive Maintenance A – Exam (GE), and Call-out finding and repairs in Port Elizabeth.

The price must be quoted in ZAR, fixed, and inclusive of taxes. The pricing schedule must be used exactly; deviations make the bid non-responsive. The price escalation basis and formula must be stated. Discounted rates may be considered in the final evaluation. If the highest score is not at market, PRASA will attempt to negotiate a market-related price, sequentially from the highest to the third highest scorer, else cancel.

Prices must be quoted in South African Rand, inclusive of all applicable taxes, on a fixed basis. Cost breakdown and the price escalation basis and formula must be provided. Suppliers state their delivery period in working days from the date of order.

Pricing Schedule 1 – Scheduled Tasks: Item 1 – Diesel Locomotive Maintenance A – Exam (GE), quantity 3; Item 2 – Call-out finding and repairs in PE, quantity 380. Provide total price excluding VAT, 15% VAT, and the total inclusive of VAT. Pricing must follow the prescribed schedule; deviation leads to non-responsiveness. Discounted prices are considered only at final evaluation and unconditionally.

If the winning bidder's price is not market-related, PRASA may negotiate a market-related price with the highest, then second, then third ranked bidder; if no agreement, the RFQ is cancelled.

Bidders must be registered on the National Treasury Central Supplier Database (CSD); business cannot be awarded without registration, except for foreign suppliers with no local entity.

A valid Tax Clearance Certificate (valid on closing date) and SARS PIN must be submitted, or a printed TCS certificate. In consortia or where subcontractors are involved, each party submits its own TCS certificate/PIN/CSD number. The SARS PIN is submitted to enable verification; application is via e-filing. Tax-compliance-status (TCS) PIN can be applied for through e-Filing. Where no TCS PIN exists but the bidder is on the CSD, provide the CSD number.

Bidders must not be in the service of the state, nor have directors or members in the service of the state.

Other mandatory compliance documents: company registration, directors' IDs, valid tax clearance, proof of bank account (cancelled cheque or bank letter), JV/consortium agreement if applicable, completed SBD forms and all declarations.

For scoring: B-BBEE certificate or affidavit (or audited annual financials), and CIPC documents.

Payment is within 30 days of an overdue correct tax invoice. Delivery late imposes penalty. Warranty is one year except excluded. The supplier indemnifies PRASA against their negligent actions, infringement and defective work/subject to subcontractor. The contract is governed by South African law; PRASA’s General Conditions of Purchase apply, and the successful supplier and subcontractor is solely liable.

Notice to Bidders: Responses must not include documents relating to other quotations. No canvassing of SCM Officers or PRASA employees between closing date and award. Bidders complaints process: email [email protected] with bid description, reference number, closing date, supplier name and contact details, and detailed complaint. Legal compliance with all applicable laws. No changes to quotations after closing. Prices in South African Rand, fixed, including all taxes. Quotation is a binding offer unless exceptions stated. PRASA disclaimers: may modify RFQ and request re-bid; may reject non-conforming or late quotations; may cancel contract if information proved incorrect; may award to highest scoring bidder unless objective criteria justify otherwise; may award to next highest ranked if preferred bidder fails to sign/commence. Proposed contractual terms subject to PRASA Legal Counsel review. Respondents must self-register on National Treasury's Central Supplier Database (CSD); business not awarded to unregistered respondents (except foreign suppliers with no local entity). Protection of personal data: PRASA processes personal data only for evaluation/award; no disclosure to third parties without consent. Validity period: 60 working days from closing date; may be extended on same terms. Award information published on National Treasury e-Tender portal (www.etenders.gov.za) and CIDB website where applicable.

Tax compliance: provide valid tax clearance and SARS PIN, or CSD number if registered. For JVs and sub-contractors, each must comply. The supplier must be registered on the Central Suppliers Database (CSD); no award otherwise. All required documents and SBDs must be signed and completed.

The total is 100 points, 80 for price and 20 for specified goals.

Specific goals: 10 points for a 51% Black-owned EME, evidence: attested affidavit (B-BBEE affidavit) or audited annual financials; 10 points for 51% Black-owned with CIPC document or BBBEE certificate/affidavit. The bidder must indicate claimed points in the table.