Request for quotation (RFQ) for the appointment of a services provider for the maintenance and repairs of diesel locomotive at PRASA in east london, eastern cape.

Closing date: 28 August 2026, closing time: 12:00 PM. No briefing or site visit is mentioned.

Bidding procedure enquiries: Siyasanga Jodwana, telephone 043 700 2386, email [email protected]. Bid box address: No. 8 Station Street, Station Building, East London, 5200. Complaints: [email protected].

Bids must be 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. Bids must be submitted on the official forms provided, not re-typed. Responses must not include documents or references relating to any other quotation or proposal; any additional conditions must be in an accompanying letter. Bidders must fill and sign the submission register at SCM reception on submission. Changes to quotations will not be considered after closing. Quotations must be in a sealed envelope. Bidders must not canvass SCM officers or PRASA employees between closing and award; doing so may lead to disqualification. Complaints about the bid process must be sent to [email protected] with bid description, reference number, closing date, supplier name and contact details, and the detailed complaint. PRASA may reject any quotation that does not conform to instructions, is late, or is submitted at the incorrect venue. PRASA may cancel the contract if information furnished is later proved incorrect. Returnable documents include: completed price schedule (Section 4) in the prescribed format; signed submission register; company registration documents; copies of directors' ID documents; valid tax clearance certificate and SARS-issued PIN; CSD registration number; proof of bank account (cancelled cheque or bank letter); JV/consortium agreement or trust deed if applicable; all RFQ documentation including all declarations and Standard Bidding Documents (SBD) duly completed and signed. Failure to provide mandatory returnable documents at closing will result in disqualification. Non-mandatory scoring documents (audited annual financials/B-BBEE certificate/affidavit, CIPC documents/B-BBEE certificate/affidavit) if not submitted will result in zero score for the applicable criterion.

Returnable documents include mandatory documents (price schedule, submission register) and other compliance documents (company registration, directors' IDs, tax clearance, CSD number, bank proof, JV agreement if applicable, all SBD forms). Non-mandatory scoring documents: audited annual financials/B-BBEE certificate/affidavit, CIPC documents/B-BBEE certificate/affidavit.

Evaluation is in stages: Stage 1A mandatory requirements (disqualification if not met), Stage 1B other mandatory requirements (must be available within 7 days of request if award is made, else award recalled), Stage 1C documents for scoring (non-mandatory, zero score if not submitted), Stage 2 price and specific goals. Price is allocated 80 points, specific goals 20 points, total 100. The 80/20 preference point system applies. Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the price of the tender under consideration and Pmin is the price of the lowest acceptable tender. Specific goals: EME 51% Black Owned (10 points, evidence: audited annual financials/B-BBEE certificate/affidavit), 51% Black Owned (10 points, evidence: CIPC documents/B-BBEE certificate/affidavit). Bidders must indicate how they claim points for each specific goal. Failure to submit proof for specific goals means no points are claimed.

Scope of work: 1) Diesel Locomotive Maintenance A-exam (GM) – quantity 8; 2) Call out finding & repairs in East London – quantity 290; 3) Diesel Locomotive Maintenance A-exam (GE) – quantity 2. The service provider is to perform maintenance and repairs of diesel locomotives at PRASA in East London, Eastern Cape.

Pricing Schedule 1 – Scheduled Tasks: Item 1 Diesel Locomotive Maintenance A-exam (GM) quantity 8; Item 2 Call out finding & repairs in East London quantity 290; Item 3 Diesel Locomotive Maintenance A-exam (GE) quantity 2. Prices must be quoted in ZAR inclusive of VAT, firm, with cost breakdown and escalation basis. The schedule must be completed in full and in the prescribed format; deviation may render the bid non-responsive. Discounts 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 highest scoring bidder; if no agreement, the RFQ is cancelled.

Prices must be quoted in South African Rand, inclusive of all applicable taxes. Price offer must be firm, with cost breakdown and price escalation basis/formula indicated. Pricing must be submitted strictly in accordance with the pricing schedule (Section 8); deviation may render the bid non-responsive. Discounts offered 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. Payment terms: PRASA pays within 30 days of receipt of a correct tax invoice. Delivery period: bidders to offer earliest delivery period, to be completed in working days from date of order.

Bidders must be registered on National Treasury's Central Supplier Database (CSD); business may not be awarded to unregistered bidders (foreign suppliers with no local entity exempt). Tax compliance: bidders must submit a SARS-issued TCS PIN or a printed TCS certificate; if no PIN, a CSD number must be provided. For consortia/JVs/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number. Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered. Mandatory returnable documents include: completed price schedule, signed submission register, company registration documents, copies of directors' ID documents, valid tax clearance certificate (valid on closing date) and SARS PIN, CSD registration number, proof of bank account, JV/consortium agreement if applicable, and all RFQ documentation including all declarations and SBD forms. Non-mandatory scoring documents: audited annual financials/B-BBEE certificate/affidavit, CIPC documents/B-BBEE certificate/affidavit. Bidders must complete and sign SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim) as part of the RFQ documentation.

PRASA General Conditions of Purchase apply. The supplier warrants that items are in accordance with PRASA's requirements, fit for purpose, and free from defects for one year from acceptance (unless another period is stated in the order). The supplier indemnifies PRASA against claims arising from the supplier's negligence, infringement of intellectual or legal rights, breach of statutory duty, or defective design, materials or workmanship. Subcontracting requires PRASA's prior approval; the successful respondent remains liable for performance. The contract is governed by South African law, subject to the non-exclusive jurisdiction of South African courts. PRASA may reject items or require re-work if the supplier fails to comply. Title and risk pass to PRASA upon acceptance. No payment for containers or packing materials unless stated. Late delivery may be subject to penalty if imposed in the order.

Bidders must not canvass SCM officers or PRASA employees between closing and award; doing so may lead to disqualification. Complaints to [email protected] with specified information. Bidders must comply with all applicable national and local laws. No changes to quotations after closing. Prices fixed in ZAR. Quotations are binding offers; exceptions must be clearly indicated. PRASA reserves the right to modify the RFQ, reject non-conforming quotations, reject late or incorrectly submitted quotations, and cancel the contract if information is false. Proposed contractual terms are subject to legal review by PRASA's Legal Counsel. CSD registration required. Personal data protection applies. Validity period: 60 working days from closing date. Awards, amendments and cancellations will be published on the National Treasury e-Tender Portal.

Mandatory requirements: complete price schedule in prescribed format; sign submission register at SCM reception. Other mandatory requirements (to be provided within 7 days of request if awarded): company registration documents, directors' ID copies, valid tax clearance certificate and SARS PIN, CSD registration number, proof of bank account, JV/consortium agreement if applicable, and all RFQ documentation completed and signed. Non-mandatory scoring documents: audited annual financials/B-BBEE certificate/affidavit, CIPC documents/B-BBEE certificate/affidavit.

Evaluation stages: Stage 1A mandatory requirements (disqualification if not met), Stage 1B other mandatory requirements, Stage 1C documents for scoring (non-mandatory, zero score if not submitted), Stage 2 price and specific goals. Price 80 points, specific goals 20 points. 80/20 preference point system. Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals: EME 51% Black Owned (10 points), 51% Black Owned (10 points).