Supply, delivery & maintenance of mercedes-benz bus engine protection devices (3-Year national contract)

PRASA seeks to appoint a supplier for the supply, delivery, and maintenance of Mercedes Benz Bus Engine Protection Devices on an as-and-when-required basis for a 3-year period. The contract is national in scope. Estimated requirements: 20 devices this financial year, with 40 requiring maintenance.

Closing date: 12 June 2026 at 12:00 midday. Validity period: 60 working days from closing date. PRASA may request an extension of the validity period if internal processes are not finalized.

For bidding procedure enquiries, contact Tholang Mothabeng, Supply Chain Management, PRASA. Phone: 011 013 0411. Email: [email protected]. Submission email: [email protected]. For complaints, use [email protected] and include: bid description, reference number, closing date, supplier name, contact details, and the complaint.

Submit your quotation via email to [email protected] by 12 June 2026 at 12:00 midday. Quotations must be typed on company letterhead and addressed to Tholang Mothabeng. Late submissions will not be accepted. Use only the official forms provided; do not re-type or alter them. Failure to submit mandatory returnable documents (e.g., SBD forms, declarations) will result in disqualification. Bids must comply with the Preferential Procurement Policy Framework Act, 2000, and Regulations, 2022. Any attempt to canvass PRASA employees during the evaluation period may lead to disqualification.

A QUOTATION(S) MUST BE TYPED IN COMPANY LETTERHEAD AND MUST EMAILED TO [email protected] 12 JUNE 2026 at 12:00 MIDDAY. Quotation(s) must be addressed to Tholang Mothabeng before or on the closing date and time shown above.

Unable to extract eligibility criteria

Scope: Supply, delivery, and maintenance of Mercedes Benz Bus Engine Protection Devices on an as-and-when-required basis for 3 years. Estimated requirement: 20 devices this financial year, with 40 requiring maintenance. The system must be an advanced electronic engine monitoring and protection system with the following features:

• Monitors critical parameters: engine temperature, oil pressure, coolant levels.
• Real-time response to abnormal conditions (e.g., warnings, controlled engine shutdown).
• Rapid response to low oil pressure.
• Start-up self-check to detect faults/tampering and prevent engine start if irregularities are found.
• Anti-tamper design to prevent unauthorized interference.
• External calibration capability restricted to authorized personnel.
• Must align with OEM engine safety requirements and engineering principles. All items must be OEM/SABS approved.

Complete the attached Pricing Schedule Annexure (BOQ). Requirements:

• Prices must be in ZAR, inclusive of all taxes.
• Firm price offer with clear basis.
• Cost breakdown must be provided.
• Price escalation basis and formula must be indicated.
• Strict adherence to the provided pricing format is required; deviation may result in a non-responsive bid.
• Discounted prices will only be considered in the final evaluation stage on an unconditional basis.

Pricing must be in South African Rand, inclusive of all applicable taxes. Submit pricing strictly using the provided Pricing Schedule Annexure (BOQ). Include: firm price offer with clear basis, cost breakdown, price escalation basis/formula. Deviation from the pricing schedule may result in a non-responsive bid. Discounted prices will only be considered in the final evaluation stage on an unconditional basis. PRASA may negotiate market-related prices with the top 3 bidders if the highest-scoring bid is not market-related. Payment terms: within 30 days of receipt of a correct tax invoice. Delivery period: specify earliest possible delivery in working days from date of order.

Mandatory compliance requirements:

• Tax Compliance: Submit a valid SARS Tax Compliance Status (TCS) PIN (apply via e-filing at www.sars.gov.za) or a printed TCS certificate. If no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), provide the CSD number. Each party in a consortium/JV/sub-contractor must submit separate TCS certificates/PINs/CSD numbers.
• CSD Registration: Bidders must be registered on National Treasury’s Central Supplier Database (CSD) at https://secure.csd.gov.za/. Foreign suppliers with no local entity are exempt.
• B-BBEE: 10 points for B-BBEE Level 1 or 2 (submit SANAS-approved certificate or affidavit; consolidated scorecard accepted for JVs). 10 points for at least 51% black women ownership (submit certified ID copies of owners and CIPC registration document).
• Disqualification: Bids from persons in the service of the state, or companies with directors/members in the service of the state, will not be considered. Failure to comply with any of the above may render the bid invalid.
• Additional: Complete all declarations in SBD4 (e.g., disclosure of state employment, relationships with PRASA employees, PEPs/PIPs).

Contract terms include:

• Warranty: Supplier warrants items meet PRASA’s requirements, are fit for purpose, and remain defect-free for 1 year from acceptance (unless otherwise stated).
• Indemnity: Supplier indemnifies PRASA against claims arising from negligence, breach of statutory duty, defective design/materials/workmanship, or infringement of intellectual/legal rights (excluding use of PRASA-provided items).
• 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.
• Funding Contingency: Award is subject to PRASA securing funding and budget allocation. PRASA may cancel the RFQ if funding is not secured and is not liable for any claims, losses, or damages arising from funding failure. Bidders waive the right to institute proceedings in such cases. PRASA will keep bidders informed of funding progress.
• Rejection: PRASA may reject non-compliant items, return them at the supplier’s risk/expense, and recover costs. Supplier must correct non-conformances for services.
• Title and Risk: Passes to PRASA upon acceptance.
• Payment: Within 30 days of receipt of a correct tax invoice. Currency other than ZAR may be used if specified in the contract.

Special conditions for bidding:

• Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted.
• All bids must be submitted on the official forms provided (not re-typed) or in the manner prescribed in the bid document.
• Bid is subject to the Preferential Procurement Policy Framework Act, 2000, and Preferential Procurement Regulations, 2022, as well as PRASA’s General Conditions of Contract (GCC) and any other special conditions.

General requirements:

• Bidders must ensure compliance with tax obligations.
• Foreign suppliers: If the entity is not a RSA resident, has no branch/permanent establishment in RSA, no RSA income, and is not liable for RSA taxation, it is not required to register for a SARS TCS PIN. Otherwise, compliance is mandatory.
• All items must be OEM/SABS approved.
• Bidders must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers.

Stage 1A – Mandatory Requirements

If you do not submit the following mandatory documents/requirements, your bid will be automatically

disqualified.

Only bidders who comply with stage 1A will be evaluated further.

No. Description of requirement Tick

a) Quotation on company letterhead

Request For Quotation SCM_2024

Stage 1B –Other Mandatory Requirements

If you do not submit the following mandatory documents/requirements, PRASA may request the bidder

to submit the information within three (3) working days. Should this information not be provided, your bid

proposal will be disqualified.

Only bidders who comply with stage 1B will be evaluated further.

No. Description of requirement Tick

a) Supply of valid SARS Pin

Completion of ALL RFP documentation (includes ALL

b) declarations)

c) CSD supplier registration number

d) Certified ID Copies of Directors

2.1 Stage 2- Price and Specific Goals

The following formula, shall be used to allocate scores to the interested bidders :

The maximum points for this tender are allocated as follows:

Details points

Price 80

Specific goals 20

Total points for price 100

And specific goals

Formulae for procurement of goods and services

Points awarded for price

The 80/20 preference point systems

A maximum of 80 points is allocated for price on the following basis:

PS = 80 (1 − Pt−Pmin)

Pmin

Where

Ps = Points scored for price of tender under consideration

Request For Quotation SCM_2024

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

Points awarded for specific goals

3.1. 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:

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

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

point system.)

Number of points Number of points Evidence

allocated claimed (80/20

The specific goals allocated (80/20 system) system)

points in terms of this tender (To be completed (To be completed

by the organ of by the tenderer)

state)

At least B-BBEE Level 1 or 2 10 BEE Certificate not limited to

SANAS approved/ Affidavit (in

case of JV, a consolidated

scorecard will be accepted)

At least 51% owned by black 10 Certified copies of ID

Women Documents of the Owners (not

older than 3 months) and CIPC

registration document

4. Scope of work and areas of focus

4.1 Details on the preferred solution

The appointment of an Engine Protection Device supplier, and the same supplier doing the

Maintenance of the devices, on an as and when required basis over the next three years.

Request For Quotation SCM_2024

4.2 Targeted area by this project

An Engine Protection Device supplier

4.3 Extent and coverage of the proposed project

It is estimated that 20 Mercedes Benz Bus Engine Protection Devices will be required this financial

year and that 40 will require maintenance.

4.4 Specification of the work and products and services required

4.4.1 The device must be an advanced electronic engine monitoring and protection system

4.4.2 The system must be engineered to monitor critical engine operating parameters and provide

automated protective intervention to prevent premature engine failure and associated damage:

• Engine temperature

• Engine oil pressure

• Coolant levels

4.4.3 The system must be programmed to respond to abnormal or unsafe operating conditions in

real time. ln the event that monitored parameters fall outside of manufacturer-specified thresholds,

the system must initiate protective actions, including warnings and/or controlled engine shutdown,

to prevent further damage.

5.4 Additionally, the system incorporates the following features:

LDPT – Bid Specification – MB Engine Protection Devices

• Rapid response to low oil pressure, ensuring immediate protective action when levels fall

below safe operating limits

• Start-up self-check functionality, detecting faults or tampering in critical circuits and preventing

engine start if irregularities are identified

• Anti-tamper designed to prevent unauthorized interference or bypassing of the system

• External calibration capability, restricting adjustments to authorized personnel only.

5.5 The system must be designed and developed in accordance with established engineering

principles for engine monitoring and protection systems. The system must operate in alignment with

OEM engine safety requirements by enforcing critical parameter thresholds and fail-safe

responses.

Request For Quotation SCM_2024

Section 4

Pricing and delivery schedule

Bidders are required to complete the attached Pricing Schedule Annexure: ................

1 Prices must be quoted in South African Rand, inclusive of all applicable taxes.

2 Price offer is firm and clearly indicate the basis thereof.

3 Pricing Bill of Quantity is completed in line with schedule if applicable (delete if not applicable).

4 Cost breakdown must be indicated.

5 Price escalation basis and formula must be indicated.

6 To facilitate like-for like comparison bidders must submit pricing strictly in accordance with this price

schedule and not utilise a different format. Deviation from this pricing schedule could result in a bid

being declared non-responsive.

7 Please note that should you have offered a discounted price(s), PRASA will only consider such

price discount(s) in the final evaluation stage on an unconditional basis.

8 Bidders are to note that if price offered by the highest scoring bidder is not market related, PRASA

may not award the contract to the Bidder. PRASA may:

9 Negotiate a market-related price with the Bidder scoring the highest points;

10 If that Bidder does not agree to a market-related price, negotiate a market-related price with the Bidder

scoring the second highest points;

11 If the Bidder scoring the second highest points does not agree to a market-related price, negotiate

a market-related price with the Bidder scoring the third highest points;

12 If a market-related price is not agreed with the Bidder scoring the third highest points, PRASA must

cancel the RFQ.

I / We _____________________________________________ (Insert Name of Bidding Entity) of

__________________________________________________ code ______________ (Full address)

conducting business under the style or title of: ____________________ represented by:

______________________________________________________________ in my capacity as:

_________________________________ being duly authorized, hereby offer to undertake and complete

the above-mentioned work/services at the prices quoted in the bills of quantities / schedule of quantities

or, where these do not form part of the contract, at a lumpsum, of

R_____________________________________________ (amount in numbers);

___________________________________________________ (amount in words) Incl. VAT.

DELIVERY PERIOD: Suppliers are requested to offer their earliest delivery period possible.

Delivery will be effected within ............. working days from date of order. (To be completed by Service

provider

Request For Quotation SCM_2024

Section 5

PRASA general conditions of purchase

General

PRASA and the Supplier enter into an order/contract on these conditions to supply the items (goods/services/works)

as described in the order/contract.

Conditions

These conditions form the basis of the contract between PRASA and the Supplier. Notwithstanding anything to the

contrary in any document issued or sent by the Supplier, these conditions apply except as expressly agreed in

writing by PRASA.

No servant or agent of PRASA has authority to vary these conditions orally. These general conditions of purchase

are subject to such further special conditions as may be prescribed in writing by PRASA in the order/contract.

Price and payment

The price or rates for the items stated in the order/contract may include an amount for price adjustment, which is

calculated in accordance with the formula stated in the order/contract.

The Supplier may be paid in one currency other than South African Rand. Only one exchange rate is used to

convert from this currency to South African Rand. Payment to the Supplier in this currency other than South African

Rand, does not exceed the amounts stated in the order/contract. PRASA pays for the item within 30 days of receipt

of the Suppliers correct tax invoice.

Delivery and documents

The Supplier’s obligation is to deliver the items on or before the date stated in the order/contract. Late deliveries

or late completion of the items may be subject to a penalty if this is imposed in the order/contract. No payment is

made if the Supplier does not provide the item as stated in order/contract.

Where items are to be delivered the Supplier:

Clearly marks the outside of each consignment or package with the Supplier’s name and full details of the

destination in accordance with the order and includes a packing note stating the contents thereof; On dispatch of

each consignment, sends to PRASA at the address for delivery of the items, an advice note specifying the means

of transport, weight, number of volume as appropriate and the point and date of dispatch; Sends to PRASA a

detailed priced invoice as soon as is reasonably practical after dispatch of the items, and states on all

communications in respect of the order the order number and code number (if any).

Containers / packing material

Unless otherwise stated in the order/contract, no payment is made for containers or packing materials or return to

the Supplier.

Title and risk

Without prejudice to rights of rejection under these conditions, title to and risk in the items passes to PRASA when

accepted by PRASA.

Request For Quotation SCM_2024

Rejection

If the Supplier fails to comply with his obligations under the order/contract, PRASA may reject any part of the items

by giving written notice to the Supplier specifying the reason for rejection and whether and within what period

replacement of items or re-work are required.

In the case of items delivered, PRASA may return the rejected items to the Supplier at the Supplier’s risk and

expense. Any money paid to the Supplier in respect of the items not replaced within the time required, together

with the costs of returning rejected items to the Supplier and obtaining replacement items from a third party, are

paid by the Supplier to PRASA.

In the case of service, the Supplier corrects non-conformances as indicated by PRASA.

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

4.2. Formulae for disposal or leasing of state assets and income

Generating procurement

4.2.1. Points awarded for price

A maximum of 80 points is allocated for price on the following basis:

Pt−Pmax

Ps= 80(1+ )

Pmax

Where

Request For Quotation SCM_2024

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

5. Points awarded for specific goals

5.1. 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:

5.2. 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—

(a) 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

(b) 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,

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 Evidence

claimed (80/20 The specific goals allocated allocated system)

points in terms of this (80/20 system)

tender (To be completed

(To be completed by by the tenderer)

the organ of state)

At least B-BBEE Level 1 or 2 10 BEE Certificate not limited

to SANAS approved/

Affidavit (in case of JV, a

consolidated scorecard will

be accepted)

At least 51% owned by black 10 Certified copies of ID

Women Documents of the Owners

(not older than 3 months)

and CIPC registration

document

Request For Quotation SCM_2024

Declaration with regard to company/firm

5.3. Name of company/firm...............................................................................

5.4. Company registration number: .....................................................................

5.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

5.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that

the points claimed, based on the specific goals as advised in the tender, qualifies the company/

firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated

in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to the

satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any other

remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of

that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result

of having to make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors,

or only the shareholders and directors who acted on a fraudulent basis, be

restricted from obtaining business from any organ of state for a period not

exceeding 10 years, after the audi alteram partem (hear the other side) rule

has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

Request For Quotation SCM_2024

Section 11

Spe

All Items must be OEM/SABS approved

Boq/pricing schedule – annexure c