RFQ for substance abuse calibration and services (DMP/10/26/GP-RISK)

Closing date: 10 November 2026 at 10:00

Issue date: 30 October 2026

No briefing session or site visit is stated as compulsory. The document contains a blank certificate of attendance for an RFQ briefing / site inspection, but no date, time, or venue is provided.

Bidding procedure enquiries:

• Contact: Elizabeth Tshehla
• Telephone: 011 085 7084
• Email: [email protected]

Submission address:

Ground Floor Shosholoza Meyl Junction

Cnr Leyds and Simmonds Street

Braamfontein

Additional contact (for submissions):

• Contact: Makgwale Tshehla
• Telephone: 011 085 7084
• Email: [email protected] and [email protected]

Complaints:

• Email: [email protected]

Submission method: hand delivery only, into the bid box at Ground Floor Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein, on or before the closing date and time. No email or fax submissions accepted. Late bids are disqualified.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): signed as the offer cover page.
• Completed Pricing and Delivery Schedule (Section 4).
• Completed BOQ / Pricing Schedule (Section 10).
• Signed and completed RFQ document and all SBD forms, including SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim Form).
• Letter of good standing from COIDA.
• Valid SARS Tax Compliance Status PIN (or CSD number if no TCS PIN available).
• CSD supplier registration number.
• Joint venture/consortium/subcontracting agreement signed by all parties, indicating the leading bidder where applicable.
• Proof of authority (e.g. company resolution) for the signatory.

Disqualification risks:

• Missing any mandatory returnable document at closing.
• Submission after closing date and time.
• Attempting to canvass any SCM officer or PRASA employee between closing and award.
• Including documents or references relating to other quotations.
• Changes to a quotation after closing.
• Responses that do not comply with instructions, specifications, or required format.

Evaluation stages in order:

Stage 1 – Compliance:

• Stage 1A Mandatory Requirements (disqualifying if not submitted): Completed Pricing and Delivery Schedule (Section 4) and completed BOQ / Pricing Schedule (Section 10). PRASA will notify bidders of any arithmetic errors or omissions in the BOQ for clarity.
• Stage 1B Other Mandatory Requirements (may be requested within 3 working days; failure to provide results in disqualification): signed and completed RFQ and SBD forms, COIDA letter of good standing, valid SARS PIN, all RFP documentation and declarations, joint venture/consortium/subcontractor agreement where applicable, CSD registration number.

Stage 2 – Technical/Functional:

• Minimum threshold: 60%. Bidders scoring below 60% will not be evaluated further for price and specific goals.
• Scoring is based on the number of successfully completed similar projects, with points allocated as follows:
• 0 similar projects or incomplete submission: 0 points
• 1 similar project: 20 points
• 2 similar projects: 40 points
• 3 similar projects: 60 points
• 4 similar projects: 80 points
• 5 or more similar projects: 100 points
• For each project, provide: copy of appointment letter (on company letterhead), description of project, purchase order, client name, client contact (email and office number), project start date, project end date, extension of time where applicable, contract value inclusive of VAT, and a completion certificate or letter from the client confirming successful completion.

Stage 3 – Price and Specific Goals:

• Price: 80 points, allocated using the 80/20 preference point system formula.
• Specific Goals: 20 points, allocated as follows:
• Black Women owned: 10 points – evidence: certified copy of ID documents of the owners.
• EME or QSE 51% Black Owned: 10 points – evidence: audited annual financial statements or B-BBEE certificate/affidavit.

Additional notes:

• PRASA reserves the right to apply objective criteria to award to a bidder that did not score the highest points, based on negative track record, spreading awards, or avoiding concentration of awards.
• PRASA may split the award among more than one service provider if the nature of the services allows.
• PRASA may appoint a bidder other than the successful bidder if the successful bidder fails to sign a contract within 14 days, fails to provide required security/bonds/guarantees, fails to meet a condition precedent, or contract negotiations fail.

The scope is a request for quotation for the supply and delivery of substance abuse calibration and related services, based on the BOQ items. The BOQ lists the following items (with quantities):

• Mark X fuel cell repairs and servicing: 65 each
• Mark X machine calibration: 65 each
• Calibration of the simulator 'Jupiter': 4 each
• NMISA premix solution 0.100%: 15 litres
• Mark X front case: 30 each
• Mark X battery cover: 20 each
• Mark X internal battery back-up: 65 each
• Capacitor Mark X: 65 each
• Mercury LCD: 5 each
• Solenoid plunger for Mercury: 5 each
• Mercury (new) front & back case (complete): 5 each
• Alcovisor Mark X sampling cups: 150 packs
• Mercury Alcovisor breathelyzer: 150 packs
• Mark X battery contact part: 10 each
• Mounting of 3 Phoebus machines at 3 reception and load the staff information: 3 each
• Durable rechargeable batteries AA: 140 packs
• Durable rechargeable batteries AAA: 140 packs
• Battery charger for AAA & AA: 145 each

Delivery period: bidders must offer their earliest delivery period in working days from date of order.

Technical/functional evaluation requires evidence of successfully completed similar projects. The number of projects determines the score (0-100 points). For each project, the bidder must provide:

• Copy of an appointment letter (on company letterhead), description of the project, purchase order, client name, client contact (email and office number), project start date, project end date, extension of time where applicable, and contract value inclusive of VAT.
• A completion certificate signed by the client or a letter from the client confirming successful completion.

Pricing requirements:

• Must use the provided Pricing and Delivery Schedule (Section 4) and BOQ/Pricing Schedule (Section 10).
• Prices in South African Rand, inclusive of all taxes, firm, with cost breakdown.
• Price escalation basis and formula must be indicated.
• Deviating from the pricing schedule format may result in the bid being declared non-responsive.
• Discounts are considered only in the final evaluation stage on an unconditional basis.
• If the highest scoring bidder's price is not market-related, PRASA may negotiate with the highest, then second, then third ranked bidder; if no agreement, the RFQ is cancelled.

Pricing format:

• Prices must be quoted in South African Rand, inclusive of all applicable taxes.
• Price offer must be firm and the basis clearly indicated.
• Pricing must be submitted strictly in the provided pricing schedule/BOQ format; deviation may result in the bid being declared non-responsive.
• Cost breakdown must be indicated.
• Price escalation basis and formula must be indicated.
• Any discounts offered will only be considered in the final evaluation stage on an unconditional basis.
• If the highest scoring bidder's price is not market-related, PRASA may negotiate a market-related price with the highest, then second, then third ranked bidder; if no agreement, PRASA cancels the RFQ.

Payment terms:

• PRASA pays within 30 days of receipt of a correct tax invoice (per PRASA General Conditions of Purchase).

No bid security, bonds, guarantees, retention, or turnover requirements are stated in the document.

CSD registration:

• Bidders must self-register on National Treasury's Central Supplier Database (CSD). Business may not be awarded to a bidder who has not registered on the CSD. Only foreign suppliers with no local registered entity are exempt.

Tax compliance:

• Bidders must provide a valid SARS Tax Compliance Status (TCS) PIN, or a CSD number if no TCS PIN is available. A printed TCS certificate may also be submitted.
• In consortia / joint ventures / subcontracting, 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 who are in the service of the state, will not be considered.

Coida:

• A letter of good standing from COIDA is required.

B-BBEE / Specific Goals:

• The 80/20 preference point system applies (price 80 points, specific goals 20 points).
• Specific goals: Black Women owned (10 points) – certified ID copies of owners; EME or QSE 51% Black Owned (10 points) – audited annual financial statements or B-BBEE certificate/affidavit.
• Supporting evidence for claimed specific goals must be submitted with the bid; failure to submit means points not claimed.

No CIDB grading, CIPC registration, or local content requirements are stated.

Contract terms per PRASA General Conditions of Purchase:

• 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 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, or defective design, materials or workmanship.
• Assignment and subcontracting: The successful bidder may only enter into subcontracting arrangement with PRASA's prior approval. The successful bidder remains liable for contractual performance.
• Governing law: The contract is governed by South African law; parties submit to the non-exclusive jurisdiction of South African courts.
• Payment: PRASA pays within 30 days of receipt of a correct tax invoice.
• Late delivery may be subject to penalty if imposed in the order.
• PRASA may reject items that do not comply; supplier corrects non-conformances for services.
• Title and risk pass to PRASA when items are accepted.
• PRASA's Legal Counsel reviews proposed contractual terms submitted by bidders.
• Validity period: 90 working days from closing date; may be extended on request.

See evaluation criteria above. The evaluation uses a three-stage process: compliance (mandatory documents), technical/functionality (minimum 60% threshold), and price/specific goals (80/20 split). Technical scoring is based on the number of completed similar projects, with a maximum of 100 points. Specific goals award 10 points for Black Women owned and 10 points for EME/QSE 51% Black Owned. PRASA may apply objective criteria to justify award to a non-highest scoring bidder, may split the award, and may appoint another bidder if the preferred bidder fails to sign the contract within 14 days or fails to provide security.