Depot air compressor service, repairs, parts supply and maintenance – three-year as-and-when-required contract

Appointment of an air-compressor specialist for a three-year period, with services, parts, maintenance and repairs commissioned as and when required.

Closing: 5 November 2026 at 12:00

Compulsory briefing and site visit: 29 October 2026 at 10:00

Venue: Corner Fuel and Harmony Streets, Coronationville, Johannesburg

Attendance: compulsory

Bidding enquiries

• Name: Jonathan Makahamdze
• Role: Bidding procedure enquiries
• Email: [email protected]
• Telephone: 011-013-1580

Bid complaints

• Email: [email protected]
• Required details: RFQ description, RFQ reference, closing date, supplier name and contact details, and a detailed complaint.

Submission address

• Umjantshi House
• 30 Wolmarans
• Braamfontein
• Johannesburg

Submission method

• Hand deliver a sealed envelope addressed to PRASA by the closing time and sign the submission register on delivery.
• Late submissions or deliveries to the wrong venue are not accepted.
• Use the official forms without retyping them, complete every RFQ section and annexure, and exclude documents or references relating to other quotations or proposals. Additional conditions must appear in an accompanying letter.
• Pricing must appear on the bidding company's letterhead.
• Changes to the submitted quotation after closing are not considered.
• The offer remains valid for 90 working days from closing. If internal processes exceed that period, PRASA may request an extension on the same terms; an approved successful bid remains valid until finalisation of the award.

Mandatory returnables

• SBD 1 (Invitation to Bid): complete the bidder and contact details and sign the offer cover sheet.
• SBD 4 (Declaration of Interest): disclose relevant state employment, connections with the procurement institution and related-enterprise interests; an untrue or incomplete disclosure may disqualify the bid.
• SBD 6.1 (Preference Points Claim Form): state the specific-goal points claimed and attach the prescribed evidence.
• Attached Pricing Schedule/BOQ, Annexure B: complete the prescribed pricing format on company letterhead.
• Memorandum of Understanding, Schedule 1: sign and submit the MOU.
• Joint venture, consortium or partnering agreement: where applicable, all parties must sign and identify the lead bidder.
• RMI subscription: submit proof of registration with the Retail Motor Industry Organization.
• CIPC registration documents.
• Valid SARS tax-compliance PIN; a printed tax-compliance certificate may also accompany the bid, and a CSD number may be provided instead of a PIN where the bidder is CSD-registered.
• COID Letter of Good Standing.
• CSD supplier registration number.
• Company resolution or other proof that the signatory is authorised to bind the bidder.
• Similar-work reference letters supporting the technical score.
• B-BBEE and ownership evidence for any preference points claimed.

Disqualification and rejection risks

• Failure to meet any Stage 1A requirement results in automatic disqualification.
• Other mandatory information may be requested within five working days; failure to provide it by then results in disqualification.
• Incomplete administration, a non-responsive pricing format or missing required documents may result in disqualification.
• Canvassing PRASA staff or SCM officers between closing and award may result in disqualification.
• A person in the service of the state, a company with directors in the service of the state, or a close corporation with members in the service of the state cannot be considered.
• A bidder on the Register for Tender Defaulters or List of Restricted Suppliers is automatically excluded.
• Material information later shown to be incorrect may result in cancellation of the award.
• PRASA may change the required goods or services and invite bids again.

Evaluation sequence

1. Administrative responsiveness and mandatory compliance

• Responses are checked for completeness, required documents, certificates, warranties and formalities. Incomplete responses are disqualified.
• Stage 1A requires a signed joint venture, consortium or partnering agreement where applicable; RMI registration proof; pricing on company letterhead; and a signed Schedule 1 MOU. Failure results in automatic disqualification.
• Other mandatory requirements comprise all RFQ documentation and declarations, a valid SARS PIN, a COID Letter of Good Standing and the CSD registration number. Missing information may be requested within five working days, and failure to provide it leads to disqualification.

2. Technical and functionality

• Minimum qualifying score: 70% (70/100). A bidder below this threshold is not evaluated further.
• Organisational experience, weight 50: more than one year in air-compressor maintenance is required. Scores are 5 for 8 years or more, 4 for 6–7 years, 3 for 4–5 years, 2 for 2–3 years, 1 for 1 year or fewer, and 0 for no submission or irrelevant experience. CIPC registration documents are required.
• Supply referential letters, weight 50: relevant, similar contracts must have been completed during the preceding 12 months. Scores are 5 for 3 or more letters, 3 for 2 letters, 1 for 1 letter, and 0 for irrelevant letters or none. Each letter must identify the client company, contact person, email address, telephone number and confirm completion.

3. Price and specific goals

• Preference system: 80/20, with 100 points in total.
• Price: 80 points, calculated as 80 × [1 − (tender price − lowest acceptable price) ÷ lowest acceptable price].
• Specific goals: 20 points, comprising 10 points for B-BBEE contributor status of at least Level 2, 5 points for a black women-owned company with at least 51% ownership, and 5 points for a black youth-owned company with at least 51% ownership.
• SBD 6.1 must state the points claimed and provide supporting evidence. Missing evidence means that no points are awarded for the affected goal, and PRASA may require further substantiation.
• Award normally goes to the highest-scoring bidder, although objective criteria may justify an award to another bidder.

Service period and model

• A specialist air-compressor service provider is required for three years.
• Work is commissioned as and when required and covers compressor services, parts supply, maintenance and repairs.

Call-out and repair work

• Attend call-outs to service or repair the compressor.
• Carry out major and minor services when required.
• Maintain or repair the compressor as required.

Maintenance and inspection

• Perform fluid and filter maintenance.
• Complete mechanical and safety checks.
• Replace oil-separator elements when required.
• Attend to tanks and pressure components.
• Conduct inspections when required and regular inspections in line with OEM recommendations.

Parts

• Supply required compressor parts, including replacement oil-separator elements.

Staff education

• Provide site briefings during service work to train staff in daily compressor maintenance, including water drainage and air-tool lubrication.

Air-compressor maintenance

• The experience criterion expects more than one year in air-compressor maintenance.
• Experience points are 5 for 8 or more years, 4 for 6–7 years, 3 for 4–5 years, 2 for 2–3 years, 1 for 1 year or fewer, and 0 for no submission or irrelevant experience.
• CIPC registration documents must accompany the experience evidence.

Supply references

• Reference letters must concern similar work of a similar nature successfully completed during the previous 12 months.
• Points are 5 for at least 3 letters, 3 for 2 letters, 1 for 1 letter, and 0 for irrelevant letters or none.
• Each letter must identify the client company, contact person, email address, telephone number and confirm completion.
• Organisational experience and supply referential letters each carry 50% of the technical score.

Maintenance and inspection controls

• Major and minor compressor work must cover fluid and filter maintenance, mechanical and safety checks, replacement of oil-separator elements when needed, work on tanks and pressure components, and inspections as required.
• Compressors must also receive regular inspections in line with OEM recommendations.

Quality remedy and cover

• PRASA may direct the correction of non-conforming services.
• Delivered items carry a one-year defect-free warranty from acceptance unless the order states a different period.

Pricing schedule and presentation

• Complete the attached BOQ/Pricing Schedule, identified as Annexure B, and present pricing on company letterhead.
• Quote in South African Rand, include all taxes, offer firm prices, state the pricing basis and provide a cost breakdown.
• Complete every applicable schedule line and state the price-escalation basis and formula.
• Do not replace the prescribed layout; a different format may make the offer non-responsive.

Commercial entries

• State the delivery period in working days from each order, offering the earliest achievable period.
• Where the BOQ or schedule will not form part of the contract, state the lump-sum amount in figures and words, including VAT.
• Discounts must be unconditional to be considered in the final evaluation.
• If the highest-scoring price is not market-related, PRASA may negotiate with the first-, second- and third-ranked bidders in sequence; failure to agree with the third requires cancellation.

Pricing basis

• Use the attached Pricing Schedule/BOQ, Annexure B, on company letterhead. A different format may make the offer non-responsive.
• Quote in South African Rand on the required fixed-price basis, including all applicable taxes, and clearly identify the pricing basis.
• Complete every applicable BOQ line and provide a cost breakdown.
• State the price-escalation basis and formula.
• Where the BOQ or schedule will not form part of the contract, provide the lump-sum amount in figures and words, including VAT.
• Discounts are recognised only if unconditional.

Delivery and payment

• Quote the earliest achievable delivery period in working days from each order.
• PRASA pays within 30 days after receiving a correct tax invoice.
• Where the order permits price adjustment, calculate it using the formula stated in that order.

Market-price safeguard

• A highest-scoring price that is not market-related may lead to no award. PRASA may negotiate a market-related price with the first-, second- and third-ranked bidders in sequence; if the third-ranked bidder refuses, the RFQ must be cancelled.

Registration and tax

• CSD registration is compulsory, and no business may be awarded to an unregistered bidder. Only foreign suppliers without a locally registered entity are exempt.
• Submit a valid SARS tax-compliance PIN. A printed tax-compliance certificate may accompany the bid; where no PIN exists but the supplier is CSD-registered, provide the CSD number.
• Each party to a consortium, joint venture or arrangement involving subcontractors must provide its own tax-compliance certificate or PIN and CSD number.
• A foreign supplier with no RSA residence, branch, permanent establishment, South African income or South African tax liability need not obtain a TCS PIN.
• Foreign bidders must complete the foreign-supplier questionnaire and provide proof of accreditation where an accredited South African representative is relied upon.
• Submit CIPC registration documents.
• Submit a COID Letter of Good Standing.
• Proof of RMI subscription is mandatory.

Bid-specific requirements

• Sign the Schedule 1 MOU.
• Present pricing on company letterhead.
• If multiple parties are involved, submit their signed agreement identifying the lead bidder.
• Complete every RFQ document and declaration.
• The successful provider must comply fully with all applicable national and local laws and regulations.

B-BBEE and specific goals

• Preference threshold: at least B-BBEE Level 2 for the 10-point specific goal.
• Evidence: a B-BBEE certificate not restricted to SANAS-approved certification, or an affidavit; a joint venture may use a consolidated scorecard.
• Black women ownership: at least 51% earns 5 points; submit certified copies of the owners' IDs and CIPC documents.
• Black youth ownership: at least 51% earns 5 points; submit certified copies of the owners' IDs and CIPC documents.
• Without the required proof, the associated preference points cannot be claimed.
• False preference claims may lead to disqualification, recovery of damages, contract cancellation and referral for criminal prosecution.

Forms

• SBD 1: bidder and contact details and a signed offer cover sheet.
• SBD 4: disclosure of relevant interests and links to the state or procurement institution.
• SBD 6.1: specific-goal points claimed and supporting evidence.

Contract structure

• The contract runs for three years, with individual requirements ordered as and when required.
• Each order is governed by PRASA's General Conditions of Purchase and any written special conditions. An employee or agent cannot vary the conditions orally.
• A quotation constitutes a binding offer, and exceptions must be clearly identified. Changes after closing are not considered.
• Proposed supplier terms undergo PRASA Legal Counsel review before award.

Delivery, payment and risk

• Delivery must meet the date in the order. Late delivery or completion may attract a penalty only where the order provides one; no payment is made where the item is not supplied as ordered.
• PRASA pays within 30 days after receipt of a correct tax invoice.
• Title and risk pass to PRASA upon acceptance.
• PRASA may reject non-conforming goods or services, require replacement or rework, and recover the costs of returning rejected items and obtaining third-party replacements.
• Containers and packing material are not paid for unless the order states otherwise.

Quality and liability

• Delivered items must remain free from defects for one year after acceptance, unless the order specifies a different period.
• The supplier indemnifies PRASA for losses arising from negligence, breach of a statutory duty, defective design, materials or workmanship, or infringement of legal or intellectual-property rights, except infringement arising from use of items supplied by PRASA.

Subcontracting and law

• Subcontracting requires PRASA's prior approval. The successful supplier remains liable for performance, and PRASA contracts only with that supplier.
• South African law governs the order, with non-exclusive jurisdiction in the South African courts.

Award and funding risk

• Budget provision was incomplete when the RFQ was issued. Any award is conditional on securing sufficient funding and confirming that adequate budget is available.
• PRASA may cancel at any stage before award if funding is not secured, accepts no liability for loss or non-award, and bidders waive claims in that event.
• If the preferred bidder does not sign or begin promptly, PRASA may move to the next-ranked bidder at the quoted price.

Stage 1A mandatory gate

• A signed multi-party agreement where applicable, RMI subscription proof, company-letterhead pricing and a signed Schedule 1 MOU are required. Failure results in automatic disqualification.

Stage 2 technical and functionality

• Minimum qualifying score: 70%.
• Organisational experience, weight 50: 5 points for 8 or more years, 4 for 6–7 years, 3 for 4–5 years, 2 for 2–3 years, 1 for 1 year or fewer, and 0 for no submission or irrelevant experience. CIPC documents are required.
• Supply referential letters, weight 50: 5 points for at least 3 relevant completed contracts in the preceding 12 months, 3 for 2 letters, 1 for 1 letter, and 0 for none or irrelevant letters. Each letter must provide the client, contact details and confirmation of completion.

Other mandatory requirements

• All RFQ documentation and declarations, a valid SARS PIN, a COID Letter of Good Standing and the CSD number are required. PRASA may request missing information within five working days; failure to provide it leads to disqualification.

Final scoring

• The 80/20 system allocates 80 points to price and 20 to specific goals.
• Price formula: 80 × [1 − (tender price − lowest acceptable price) ÷ lowest acceptable price].
• B-BBEE Level 2 contributor status earns 10 points; at least 51% black women ownership earns 5 points; at least 51% black youth ownership earns 5 points.
• A highest-scoring price that is not market-related may be renegotiated; if the third-ranked bidder will not agree, the RFQ is cancelled.

Service description

• Appointment of a service provider for depot air compressor services, supply of compressor parts and maintenance/repairs for three years, on an as and when required basis.
• Compressor replacements are not included.
• Before bidding, the bidder must visit the applicable site to establish the make, model, serial number and nameplate details of each compressor, together with capacity, pressure, motor rating, voltage/phase, type and receiver tank capacity.
• Air pipes and water traps are not included.

Scope of work

• Service, maintain and repair depot air compressors and supply compressor parts for three years, on an as and when required basis.
• Compressor replacements, air pipes and water traps are not included.
• The bidder must visit the applicable site before bidding to establish:
• make, model, serial number and nameplate details of each compressor to be serviced and/or repaired;
• required capacity (m3/min or L/min), operating pressure (bar), motor rating (kW/HP), voltage/phase, compressor type and receiver tank capacity;
• air tank vessel required capacity, working/design pressure, material/specification and certification/testing requirements.
• All travelling, labour, materials, fittings, testing, commissioning and painting must be included in the quotation.

Quality and testing

• The bidder must establish the air tank vessel's required capacity, working/design pressure, material/specification and certification/testing requirements at the site visit.
• Testing and commissioning are part of the scoped work and must be included in the quotation.

Pricing format

• Provide rates for Year 1, Year 2 and Year 3.
• Unit of measure: EA.
• All travelling, labour, materials, fittings, testing, commissioning and painting must be included in the quotation; state a total.