Supply and delivery of diesel fuel for PRASA locomotives in eastern cape corridors

Closing date: 17 July 2026 at 12H00. Compulsory briefing session: 30 June 2026 at 10H00 AM, PRASA East London Station (Bidders must provide own transport/accommodation). Certificate of Attendance (Form D) must be submitted with proposal as proof of attendance. Clarification questions deadline: 03 July 2026. Responses to clarifications deadline: 07 July 2026. Briefing minutes/notes and clarification responses issued on 07 July 2026. Validity period: 90 working days from closing date.

Compulsory briefing session: 30 June 2026 at 10H00 AM, PRASA East London Station. Bidders must provide own transport/accommodation. Session starts punctually; no repeats for latecomers. Certificate of Attendance (Form D) must be completed and submitted with the proposal as proof of attendance. Bidders must also appear on the Compulsory Briefing Session Register. Failure to attend may result in disqualification. Briefing minutes/notes and clarification responses will be issued on 07 July 2026.

Primary contact: Siyasanga Jodwana, Email: [email protected]. Post-closing contact: Bid Secretariat, Tel: 043 700 2386, Email: [email protected]. Submission address: Passenger Rail Agency of South Africa, The Secretariat / Tender Office, No. 8 Station Street, Station Building, East London Station, East London, 5200. Complaints: Email [email protected] (include bid description, reference number, closing date, supplier name, contact details, and complaint details).

Submit bids in two sealed envelopes/boxes: Volume 1 (Envelope 1) must contain Part A (Mandatory Requirements Response) and Part B (Technical/Functional Response). Volume 2 (Envelope 2) must contain Part C (Financial Proposal and Specific Goals). Submit 1 original + optional copies + electronic version (Memory Card/External Hard Drive) clearly marked with bidder’s name. Required returnable documents: Tender Form (Pricing Schedule) Form C, SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form). All non-original documents must be certified as true copies by a Commissioner of Oaths. Original responses must be signed by an authorized representative, with proof of authorization included. Submit to: The Secretariat / Tender Office, Passenger Rail Agency of South Africa, No. 8 Station Street, Station Building, East London Station, East London, 5200. Late or incorrectly addressed bids will be disqualified. Validity period: 90 working days from closing date. Bidders may be requested to extend validity at the same terms.

Required returnable documents: Tender Form (Pricing Schedule) Form C, SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), SBD 1 (for CSD verification), Certificate of Attendance (Form D), and any additional forms specified in the RFP. All non-original documents must be certified as true copies by a Commissioner of Oaths. Original responses must be signed by an authorized representative, with proof of authorization included. Submit in two sealed envelopes: Volume 1 (technical/compliance) and Volume 2 (financial/BBBEE). Electronic versions must be on a clearly marked Memory Card/External Hard Drive.

Mandatory requirements: Attendance at compulsory briefing session (30 June 2026), Registration on National Treasury’s Central Supplier Database (CSD), Tax compliance (TCS PIN or certificate from SARS), B-BBEE status (preference given to compliant entities), Submission of all required documents by deadline (17 July 2026, 12:00 PM UTC), No late submissions or deliveries to incorrect addresses. Disqualification risks: Failure to attend compulsory briefing, Incomplete or non-compliant documentation, Collusion or canvassing PRASA officials, Submission after closing date/time, False or misleading information in bid, Non-compliance with B-BBEE or tax requirements. Preferential factors: Higher B-BBEE level (additional preference points), Local supplier status (Eastern Cape preference), Proven track record in fuel supply for rail/transport sectors. Evaluation methodology includes: Completeness check (incomplete bids disqualified), compliance verification (non-compliant bids disqualified), technical evaluation (minimum 60% threshold; below-threshold bids disqualified), specific goals evaluation, price evaluation, and scoring. Preference points claimed via SBD 6.1 under the PPPFA. Evaluation principles: Integrity, fairness, transparency, competitiveness, and accountability.

Scope: Supply and delivery of 50 ppm grade fuel for diesel-electric locomotives on an as-and-when-required basis for 12 months. Minimum delivery quantities: 2000 litres per delivery to Port Elizabeth Corridor and East London Corridor. Fuel must be delivered directly to locomotives. Background: Vandalism of rail infrastructure in Eastern Cape rendered electric locomotives inoperable; PRASA relies on a limited fleet of diesel-electric locomotives. Objective: Ensure predictable and reliable fuel supply to keep locomotives operational, sustain commuter services, and support PRASA’s business goals. Desired outcomes: Maintain locomotive availability, increase commuter patronage, and boost revenue from ticket sales.

Bid responses must be clear, concise, and follow a structured methodology. Include a concise Executive Summary upfront. Use numbered headings, bullet points, sections, appendices, and schedules for clarity. Address each RFP requirement succinctly. Use terms/definitions from the RFP and clarify any differing terminology. All pages must be consecutively numbered. Original and copies must be identical. Responses must enable PRASA to evaluate bids effectively without unnecessary detail.

Pricing must be submitted in Volume 2 (Envelope 2) as Part C (Financial Proposal and Specific Goals). PRASA may request: Performance/bid bonds (where applicable), annual financial statements (signed by a professional accountant), or other documentation for due diligence. Financial stability will be assessed. PRASA will not accept post-closing changes to bid rates unless contractually permitted. Validity of returnable documents: 90 working days from closing date. PRASA may negotiate market-related prices with top-scoring bidders (BAFO) if initial bids are non-compliant, unaffordable, or lack value for money.

Submit pricing in Volume 2 (Envelope 2) as Part C (Financial Proposal and Specific Goals). Pricing must be clear and competitive. PRASA reserves the right to: Request additional financial documents (e.g., annual financial statements signed by a professional accountant), validate submitted information, and reject bids with changes to rates post-closing unless contractually allowed. Performance and bid bonds may be required where applicable. Financial stability of bidders will be assessed. Validity of returnable documents: 90 working days from closing date. PRASA may negotiate market-related prices with top-scoring bidders (Best and Final Offer - BAFO) if no bids meet affordability/value-for-money criteria.

Mandatory: Registration on National Treasury’s Central Supplier Database (CSD) (https://secure.csd.gov.za). Foreign suppliers without a local entity are exempt. Tax compliance: Bidders must comply with all applicable tax legislation (Income Tax Act, VAT Act) and provide Tax Compliance Status (TCS) PIN or Tax Clearance Certificate via SARS’s TCS system. Non-compliance may result in disqualification. B-BBEE: Preference points claimed via SBD 6.1 (PPPFA). Joint Ventures/Consortiums: Must submit a signed JV/consortium agreement or written confirmation of intent, including percentage split and responsibilities. Each party in a consortium/JV must be CSD-registered and tax-compliant. SBD 1 (for CSD verification) and SBD 4 (Bidder’s Disclosure) are essential returnable documents.

Appointed service provider must submit a site-specific safety file with a detailed risk assessment and corresponding mitigation measures for the fuel supply/delivery tasks. Access certificate will only be granted upon compliance with the Occupational Health and Safety Act. Bidders must ensure all activities adhere to OHS standards to prevent incidents during fuel delivery operations.

PRASA reserves the right to: Modify RFP goods/services and request re-bidding, withdraw/amend RFP without notice, reject non-conforming proposals, disqualify late submissions, request additional documents, validate bidder information, negotiate market-related prices (BAFO) with top bidders, or cancel the bid. No reimbursement for bid preparation costs. Contracts may be awarded at any time post-closing. PRASA may make no award. All costs incurred by bidders are their own responsibility. Confidentiality: Bidders must keep all PRASA-provided information confidential and may only share it with directly involved subcontractors/employees/advisers under confidentiality agreements. All confidential information remains PRASA’s property and must be returned on demand. Bidders must indicate if their submitted information is confidential; otherwise, PRASA may treat it as public. Data protection: PRASA will process bidder information in compliance with applicable laws and may disclose it to authorized parties (e.g., auditors, regulators, law enforcement).

Mandatory requirements: Registration on National Treasury’s Central Supplier Database (CSD). Tax compliance: Provide TCS PIN or Tax Clearance Certificate; must remain compliant for the contract duration. B-BBEE: Submit SBD 6.1 for preference points. Joint Ventures/Consortiums: Submit signed agreement or written intent with percentage splits and responsibilities. Each party must be CSD-registered and tax-compliant. Foreign bidders without a local entity are exempt from CSD registration but must comply with tax requirements. All mandatory returnable documents must be submitted by the closing date.