The service provider to supply and deliver the led light unit LLU-A12 for signals in the KZN region.

Bidding procedure enquiries:

• Contact person: Siphesihle Miya
• Telephone: 031 813 3089
• Email: [email protected]

Submission address (bid box):

• 65 Masabalala Yengwa Avenue, PRASA Regional Office foyer area, KwaZulu-Natal

Complaints: [email protected]

Submission channel: sealed envelope deposited in the bid box at 65 Masabalala Yengwa Avenue, PRASA Regional Office foyer area, KwaZulu-Natal, before the closing date and time.

Returnable documents (mandatory, must be completed and signed):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses state employment, relationships with procuring institution staff, related enterprises, and PEP/PIP status.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• Valid SARS Tax Compliance Status PIN or certificate (valid on closing date).
• CSD registration number.
• Joint Venture/Consortium agreement or written confirmation of intention to enter into one, if applicable.
• Proof of authority to sign (e.g. company resolution).

Disqualification risks:

• Failure to fill and sign the closing register (or provide proof of timely submission).
• Late bids, regardless of reason.
• Incomplete bids or missing mandatory returnable documents.
• Attempts to canvass SCM officers or PRASA employees between closing and award.
• Responses including documents or references to other quotations.
• Changes to the quotation after closing date and time.
• Deviation from the prescribed pricing schedule format.
• Bidders in the service of the state, or with directors/members in the service of the state.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers.

Other requirements:

• Quotations must be addressed to PRASA and enclosed in a sealed envelope.
• Prices quoted in South African Rand on a fixed price basis, including all applicable taxes.
• Validity period of 90 working days from closing date, extendable on request.
• Complaints may be lodged via [email protected] with bid description, reference number, closing date, supplier name and contact details, and the detailed complaint.
• PRASA may reject non-conforming quotations, cancel the contract if information is incorrect, and award to the next ranked bidder if the preferred bidder fails to sign or commence.
• Proposed contractual terms are subject to review by PRASA's Legal Counsel.
• Awards, amendments and cancellations will be published on the e-tender portal.

Returnable documents include: completion of all RFQ documentation, all declarations, all Standard Bidding Documents, completed and signed where applicable; Joint Venture/Consortium agreement or confirmation in writing if applicable; valid Tax Status Certificate or valid SARS PIN; CSD supplier registration number. Mandatory returnable documents: bidders must fill and sign a closing register or provide proof of timely submission. Stage 2 documents may be requested within three working days if incomplete.

Evaluation stages:

• Stage 1: Disqualifying returnable documents — failure to fill and sign the closing register (or provide proof of timely submission) leads to immediate disqualification.
• Stage 2: Returnable documents — incomplete documents may be requested within 3 working days from the most suitable service provider before recommendation of award.
• Stage 3: Price and specific goals — total 100 points.

Scoring split (80/20 preference point system):

• Price: 80 points. Formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the tender price and Pmin is the lowest acceptable tender price.
• Specific goals: 20 points, allocated as follows:
• 51% Black Owned: 5 points (evidence: CIPC documents / B-BBEE certificate or affidavit).
• Black Youth Owned: 5 points (evidence: certified copy of ID documents of owners).
• Black Women Owned: 10 points (evidence: certified copy of ID documents of owners).
• Points for specific goals are awarded on a pro-rata basis: points allocated x percentage owned = points claimed. CIPC/CSD documents verify ownership claims.

Objective criteria:

• PRASA may award to a bidder other than the highest scorer based on negative track record, spreading awards to new bidders, or avoiding concentration of awards. Considerations include number of prior awards, capacity, value and scope of prior awards, materiality of price difference, and specialised nature of goods.
• PRASA may split the award among multiple suppliers.
• PRASA may appoint another bidder if the successful bidder fails to sign within 14 days, fails to provide security/bonds/guarantees, fails to meet a condition precedent, or if contract negotiations fail.
• PRASA will only award to a lower-ranked bidder if the bid is still within the validity period.

Scope: supply and deliver the LED Light Unit LLU-A12 for signals in the KZN region.

Product specifications:

• LED signal lamp used in 110VAC interlockings.
• Certified to SIL4 according to EN50129.
• Designed to draw relay proving current only when producing light, preventing false detection of illumination.
• Nominal operating voltage: 11Vac.
• Operating voltage range: 11Vac -10% +15%.
• Current consumption at nominal supply: 1.70A.
• Cold lamp proving: yes.
• Operating temperature range: -10°C to 60°C.
• Light unit colour: warm white.
• Maximum humidity: 95%.
• Mass: 405g.
• Support flashing: yes.
• Support dimming: yes.
• Low voltage disable: <8.5Vac.
• Housing: 152mm.

Delivery: to the Signals Department, PRASA KZN Clairwood. Delivery cost must be factored into the final price.

No specific experience or qualification requirements are stated for bidders or key personnel. However, PRASA may apply objective criteria in award decisions, including a negative track record in other related projects, spreading awards to new bidders, and avoiding concentration of awards. Considerations include the number of prior awards, capacity, value and scope of prior awards, materiality of price difference, and specialised nature of goods.

Pricing format:

• Prices quoted in South African Rand, inclusive of all applicable taxes.
• Price offer must be firm, with the basis clearly indicated.
• Bill of Quantities must be completed in line with the schedule; deviation from the prescribed format may render the bid non-responsive.
• Cost breakdown must be indicated.
• Price escalation basis and formula must be indicated.
• Discounts offered will only be considered at the final evaluation stage, on an unconditional basis.

Bill of Quantities (BOQ 1):

• Item 1: 152mm 110v Red with LED and transformer complete — quantity 5 each.
• Item 2: 152mm 110v Amber with LED and transformer complete — quantity 5 each.
• Item 3: 152mm 110v Green with LED and transformer complete — quantity 5 each.
• Subtotal, VAT and total to be completed.

Market-related price:

• If the highest scoring bidder's price is not market-related, PRASA may negotiate with that bidder, then the second, then the third. If no market-related price is agreed, PRASA must cancel the RFQ.

Payment terms:

• PRASA pays within 30 days of receipt of a correct tax invoice.
• Payment may be made in a currency other than Rand, using a single exchange rate, not exceeding the amounts stated in the order/contract.

CSD registration:

• Bidders must be registered on National Treasury's Central Supplier Database (CSD). Business may not be awarded to unregistered bidders. Only foreign suppliers with no local registered entity are exempt. Register at https://secure.csd.gov.za/.

Tax compliance:

• Bidders must submit a valid SARS Tax Compliance Status (TCS) PIN or certificate, valid on the closing date. Apply via e-filing at www.sars.gov.za.
• Where no TCS PIN is available but the bidder is CSD-registered, a CSD number must be provided.
• For consortia/joint ventures/sub-service providers, each party must submit a separate TCS certificate/PIN/CSD number.

State employment:

• 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.

Returnable forms (each one line):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses state employment, relationships with procuring institution staff, related enterprises, and PEP/PIP status.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• Proof of authority to sign (e.g. company resolution).

Other:

• Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
• Successful bidder must comply with all applicable national and local laws and regulations.
• Subcontracting requires PRASA's prior approval.

Contract basis:

• PRASA General Conditions of Purchase form the basis of the contract, unless expressly varied in writing by PRASA. No oral variations are valid.

Warranty:

• Supplier warrants 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).

Indemnity:

• Supplier indemnifies PRASA against claims arising from supplier's negligence, infringement of intellectual or legal rights, breach of statutory duty, defective design, materials or workmanship.
• Supplier also indemnifies PRASA against claims for infringement of others' rights, except where caused by things provided by PRASA.

Assignment and sub-contracting:

• Subcontracting requires PRASA's prior approval. The successful bidder remains liable for performance.

Governing law:

• Contract governed by South African law, with non-exclusive jurisdiction of South African courts.

Rejection and remedies:

• PRASA may reject non-conforming items, require replacement or re-work, and recover costs.

Title and risk:

• Title and risk pass to PRASA upon acceptance.

Delivery and documents:

• Supplier must mark consignments, send advice notes and detailed priced invoices, and state order number on communications.

Containers/packing:

• No payment for containers or packing materials unless stated in the order.

Payment:

• PRASA pays within 30 days of receipt of correct tax invoice.

Notice to bidders:

• Responses must not include documents or references to other quotations.
• Proposals must reach PRASA before closing hour and be in a sealed envelope.
• Communication with SCM officers or PRASA employees between closing and award may lead to disqualification.
• Complaints process via [email protected] with bid description, reference number, closing date, supplier name and contact details, and detailed complaint.
• Legal compliance with all applicable laws.
• Changes to quotations not considered after closing.
• Pricing in South African Rand on fixed price basis including taxes.
• Quotation is a binding offer; exceptions must be clearly indicated.
• PRASA may modify the RFQ, reject non-conforming quotations, reject late submissions, cancel contract if information incorrect, award to highest scorer unless objective criteria justify otherwise, and award to next ranked bidder if preferred bidder fails to sign or commence.
• Proposed contractual terms subject to legal review.
• CSD registration required.
• Protection of personal data.
• Validity period of 90 working days from closing date, extendable.
• Awards published on e-tender portal.