Breakdown roadside assistance for ldpt fleet — per-route, 3-Year contract

Non-compulsory briefing session on 26 August 2026 at 10h00 on Microsoft Teams. Meeting link: https://teams.microsoft.com/meet/328059742472026?p=vQj0SXNGFd5yqs3gcK, Meeting ID: 328 059 742 472 026, Passcode: Ny3op6ZY. Dial-in: +27 21 832 5574,,638365355#, Phone conference ID: 638 365 355#.

Contact person: Mr. Tholang Mothabeng, telephone 011 013 0411, email [email protected]. Bidding procedure enquiries directed to this contact.

Submit the completed RFQ with all mandatory documents via the specified channel. Required forms include the signed Pricing Schedule (Annexure D), RMI/MIWA certificate, JV agreement if applicable, proof of vehicle ownership/lease, customer list, artisan certificates and CVs, route coverage selection (Annexure C), COID letter, SARS PIN, and CSD number. Bids must be complete and compliant; deviations from the pricing schedule may lead to disqualification.

Returnable documents include mandatory documents (RMI/MIWA certificate, signed pricing schedule, JV agreement if applicable), technical mandatory documents (proof of vehicle ownership/lease, customer list, artisan certificates/CVs, route coverage), and other mandatory documents (completed RFQ documentation, COID letter, SARS PIN, CSD number). Failure to submit mandatory documents leads to disqualification.

Evaluation uses the 80/20 preference point system. Stage 1: Compliance (mandatory, technical mandatory, other mandatory). Stage 2: Technical/Functionality, Price (80 points), Specific Goals (20 points). Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals: Black Women Owned Companies (1 point), Black Youth Owned Companies (1 point), B-BBEE level 2 or higher (15 points), Black people living in rural areas (3 points).

LDPT operates a fleet of 94 buses (Mercedes Benz 0500, 2009/2010; MAN HB4 Lion Explorers, 2009) on long-haul routes (>400 km/day). The service covers roadside breakdown assistance (mechanical, coach body, auto electrical) along all LDPT routes within the SADC region, as per Annexure C. Service must be available 7 days a week, 365 days a year. Response time: within one hour within 50 km from base; for distances over 50 km, calculated at 80 km/h. Bidders must have capacity to attend to at least one breakdown at a time, a qualified artisan with National Automotive Trade Test Certificate (non-negotiable), a standby cell phone, and may form alliances for increased capacity. Repairs must meet OEM specifications and industry norms. A Repair Job Card must be completed for each breakdown, recording date, times, coach registration, kilometre reading, repairs, parts used, and diesel quantity if supplied. Parts and components must conform to quality and safety standards; removed parts remain LDPT property. Workmanship warranty of six months; parts warranty per manufacturer. Return work due to defects is at bidder's account.

Service providers must cover allocated routes with roadside assistance 7 days a week, 365 days a year. Response time within one hour within 50 km from base, and calculated 80 km/h for distances over 50 km. Bidders may form alliances for increased capacity but remain responsible. Must specify routes and coach types they can service.

Bidders must provide proof of ownership/lease of breakdown vehicles, list of at least three current customers for similar work, and copies of at least two artisan certificates and CVs with minimum two years' experience. At least one team member must hold a National Automotive Trade Test Certificate (Mechanical and/or Auto Electrical).

Quality assurance: repairs must meet OEM specifications and industry norms, using special tools (e.g., torque wrench). Repair Job Card must record breakdown details, repairs done, parts used, and be signed by technician. Parts and components must conform to quality and safety standards. Workmanship warranty of six months, parts warranty per manufacturer. Return work due to defects is at bidder's account.

Prices must be quoted in South African Rand, inclusive of all applicable taxes, on a fixed price basis. Pricing must follow the provided schedule (Annexure D). Cost breakdown and price escalation basis must be indicated. Discounts considered only at final evaluation. PRASA may negotiate market-related prices if highest scoring bidder's price is not market-related.

CSD registration required (self-register on National Treasury's Central Supplier Database). Tax Compliance Status (TCS) PIN via SARS e-filing or CSD number. B-BBEE minimum level 2 for specific goals points; B-BBEE certificate or affidavit required. RMI/MIWA certificate valid at time of submission. COID letter of good standing. For JV/consortium, signed agreement indicating leading bidder. Proof of ownership/lease of LDV breakdown vehicle. List of at least three current customers for similar work. Copies of at least two artisan certificates and CVs with minimum two years' experience. Route coverage selection on Annexure C. SBD4 disclosure form (bidder's disclosure, PEP/PIP declaration).

No specific health and safety requirements stated beyond general compliance with quality and safety standards for parts and components. Bidders must ensure replacement parts conform to safety standards.

PRASA General Conditions of Purchase apply: price and payment terms (30 days after invoice), delivery and documents, title and risk passing on acceptance, rejection rights, warranty of one year, indemnity for negligence and IP infringement, assignment/subcontracting only with prior approval, governing law of South Africa. The supplier warrants items fit for purpose and free from defects for one year. The supplier indemnifies PRASA against claims arising from negligence, IP infringement, or breach of statutory duty. Subcontracting requires PRASA's prior approval; the successful bidder remains liable for performance.

LDPT reserves the right to negotiate with successful bidders, deviate from award due to poor performance, and appoint service providers for overlapping areas. PRASA may negotiate market-related prices with highest scoring bidders, and cancel RFQ if no market-related price agreed.

Mandatory requirements: RMI/MIWA certificate valid at time of submission; signed pricing schedule; for JV/consortium, signed agreement. Technical mandatory: proof of ownership/lease of LDV breakdown vehicle (RC1); list of at least three current customers for similar work; copies of at least two artisan certificates and CVs with minimum two years' experience; route coverage selection on Annexure C. Other mandatory: completion of all RFQ documentation, COID letter of good standing, valid SARS PIN, CSD registration number. Bidders must have capacity to attend to at least one breakdown at a time, a qualified artisan with National Automotive Trade Test Certificate, and a standby cell phone number.

Pt−Pmin

Ps= 80(1− )

Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

4. Points awarded for specific goals

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations,

preference points must be awarded for specific goals stated in the tender. For the purposes of

this tender the tenderer will be allocated points based on the goals stated in table 1 below as

may be supported by proof/ documentation stated in the conditions of this tender:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states

that, if it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of

state must, in the tender documents, stipulate in the case of—

(c) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10

preference point system will apply and that the highest acceptable tender will be used to

determine the applicable preference point system; or

(d) any other invitation for tender, that either the 80/20 or 90/10 preference point system will

apply and that the lowest acceptable tender will be used to determine the applicable

preference point system,

Request For Quotation SCM_2024

then the organ of state must indicate the points allocated for specific goals for both the 90/10

and 80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is applicable,

corresponding points must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each preference point

system.)

Number of points Number of points

claimed (80/20

allocated

system) The specific goals allocated

(80/20 system) Acceptable evidence to be points in terms of this tender (To be completed by

provided by the tenderer

(To be completed by the tenderer)

the organ of state)

Black Women Owned Companies 1 Certified copy of ID Documents of

(at least 51%) the Owners and CIPC documents

Black Youth Owned Companies 1 Certified copy of ID Documents of

(at least 51%) the Owners and CIPC documents

Entities with a B-BBEE contributor 15 B-BBEE Certificate not limited to

status level of at least level 2 SANAS approved/ Affidavit (in

case of JV, a consolidated

scorecard will be accepted)

Black people living in rural areas 3 Municipal/Eskom bill or letter from

induna/chief confirming residential

address not older than 3 months

Total 20

Declaration with regard to company/firm

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

Request For Quotation SCM_2024