Supply and delivery of lubricants and greases – RFQ tender in kwazulu-natal

Closing

• 12 November 2026 at 12:00.

No compulsory briefing or site visit is stated.

Bidding procedure enquiries

• Contact: Siphesihle Miya
• Telephone: 031 813 0089
• Email: [email protected]

Complaints

• Email: [email protected]

Submission address

65 Masabalala Yengwa Avenue

PRASA Regional Office, Foyer Area

Helpdesk

PRASA SCM

KwaZulu-Natal

Delivery address for goods

PRASA KZN SCM Warehouse Springfield

10 Kosi Place

Submission method

• Hand delivery only, in a sealed envelope, to the PRASA KZN Regional Office foyer helpdesk.
• Late bids are not accepted. Bids delivered to the wrong venue are rejected.
• Bids must be submitted on the official forms provided; retyped or reformatted documents are not accepted.
• Responses must not reference any other quotation or proposal; any additional conditions must be set out in an accompanying letter.
• Changes to a submission are not considered after the closing date and time.

Submission address

65 Masabalala Yengwa Avenue

PRASA Regional Office, Foyer Area

Helpdesk

PRASA SCM

KwaZulu-Natal

Returnable documents — Stage 1 (disqualifying if not submitted by closing)

• Signed closing register, or proof that the bid was submitted on time.
• Three reference letters on client letterhead for previous supply of lubricants and greases.
• Completed quotations for every item in the bill of quantities.

Returnable documents — Stage 3

• All RFQ documentation completed, including every declaration, SBD form and signature.
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses any director, member or shareholder employed by the state or connected to a PRASA employee; a false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims the specific-goals points and commits the bidder to the accuracy of the ownership and B-BBEE claims.
• Proof of authority to sign, such as a company resolution.
• Joint venture, consortium or trust agreement, or written confirmation of intent to conclude one if awarded (if applicable).
• Material Safety Data Sheet, plus a technical data sheet and 16-point MSDS for each item.
• Valid SARS tax compliance PIN.
• CSD supplier registration number.
• Certified copy of company directors.
• B-BBEE certificate or affidavit.
• CIPC registration documents.

Disqualification risks

• Any mandatory returnable document missing at closing.
• Any returnable form unsigned or incomplete.
• Attempting to canvass a PRASA SCM officer or employee between closing and award.
• Bids from persons in the service of the state, or from companies whose directors or close corporation members are in the service of the state.
• Failure to register on the CSD (foreign suppliers with no local entity are exempt).
• The most responsive bidder with incomplete returnable documents may be asked to resubmit within a PRASA-set timeframe; failure to do so results in automatic disqualification.

Complaints

• Complaints about the bid process must be lodged by email to [email protected], quoting the bid description, reference number, closing date, supplier name, supplier contact details and the detailed complaint.

Preference point system: 80/20 (Preferential Procurement Regulations, 2022).

Points allocation

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Price scoring formula

• Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin the lowest acceptable price.

Specific goals (20 points)

• B-BBEE contributor status of at least Level 2: 5 points. Evidence: B-BBEE certificate or affidavit; a consolidated scorecard is accepted for a joint venture.
• Black women owned: 10 points. Evidence: certified copies of the owners' ID documents.
• Black youth owned: 5 points. Evidence: certified copies of the owners' ID documents.
• Points are awarded pro rata: points allocated × percentage owned = points claimed.
• CIPC registration documents or the CSD registration report are used to verify the claims.
• Failure to submit the required proof with the bid means the specific-goals points are not claimed.

Evaluation stages

• Stage 1 — Disqualifying returnable documents: signed closing register (or proof of on-time submission), three reference letters for previous lubricants and greases supply on client letterhead, and completed quotations for all BOQ items. Non-compliance leads to immediate disqualification.
• Stage 2 — Price and specific goals: scored on the 80/20 basis; re-evaluated when each task order or purchase order is issued.
• Stage 3 — Returnable documents: completeness of all RFQ documentation, declarations, SBD forms and signatures, plus the supporting certificates listed in the submission requirements.
• Stage 4 — Returnable documents.
• Administrative responsiveness: completeness of the response and compliance with all returnable documents, certificates, warranties and formalities. Incomplete bids are disqualified.

Market-related price

• If the highest-scoring bid is not market related, PRASA may negotiate with the highest, then second-highest, then third-highest scorer; if no agreement is reached with the third, the RFQ is cancelled.
• PRASA reserves the right to award to the highest-scoring bidder unless objective criteria justify another award.
• PRASA may award to multiple suppliers or form a panel.

Validity

• Bids must remain valid for 60 working days from the closing date; PRASA may request an extension on the same terms.

Scope

• Appointment of a panel of service providers for the supply and delivery of various lubricants and greases on an as-and-when-required basis for the PRASA KZN Region over 36 months.
• Items are ordered by purchase order; the contractor supplies each order within 20 working days or earlier.
• The contractor arranges and pays for transport of all items to PRASA KZN SCM Warehouse Springfield, 10 Kosi Place; transport costs must be included in the item prices.
• The contractor must provide documentation proving that supplied items conform to the specification.
• Order of precedence: the project specification, then the schedule of quantities.

Items and key requirements

1. Engine lubricating oil, SAE 40, 210 L drums, for electric locomotive exhausters and large piston compressors. API CE/CD-II and SG or SF; a letter confirming approval against Daimler Benz sheet 227.0 is required. Viscosity @40°C 143 cSt; @100°C 14.2 cSt; viscosity index 95; flash point 227°C; pour point −12°C; total base number 8 mgKOH/g. Containers marked with product name, manufacturer and batch number.
2. Exposed gear and wire rope lubricant, type 2X (Crater), semi-solid black, 15 kg metal drums. Viscosity @100°C 400 mm²/s typical; drop point 110°C; flash point (COC) above 280°C; vapour pressure below 0.01 kPa; mineral-based oil above 50%; bituminous compound additives above 45%; pour point 35°C; insoluble in water. Used on open gears, wire ropes, enclosed gears and traction motor gear cases.
3. Graphite grease, calcium base, No. 3, 15 kg drums, for pantographs and bogie centres. Smooth grey/black, free of grit, rosin, clay, wax, mica, sulphur and asbestos. Worked penetration 220–250 (0.1 mm); dropping point minimum 88°C; oil content minimum 60% m/m; water content maximum 2% m/m; graphite content minimum 20% m/m; oil viscosity @40°C 70–120 mm²/s; flash point minimum 175°C; graphitic carbon minimum 98% m/m; nil residue on a 150 μm sieve; maximum 20% m/m on a 45 μm sieve. Must retain its properties for at least 12 months in original containers under normal storage.
4. Ball and roller bearing grease, grade R3, lithium base, 50 kg drums, specification CSS 181/64/0235 latest. NLGI 3; worked penetration @25°C 245; dropping point 194°C; base oil viscosity @40°C 120 cSt; 4-ball weld load 2800 N; 4-ball wear scar 0.5 mm; Timken OK load 35 lb; oil separation 5%; operating range −12°C to +130°C. Meets SABS 1851 and CONCAWE DPD guidelines.
5. Moisture-repellent lubricating oil, synthetic 32 plus exhauster oil, non-hazardous, 20 L. ISO grade 32; viscosity @40°C 39.34 cSt; @100°C 7.89 cSt; viscosity index 177; density 0.974 g/ml at 20°C; pour point −51°C; flash point above 218°C. Polyalkylene glycol/ester formulation with rust and oxidation inhibitors; must not leave carbon residue or varnish on oxidation.
6. Penetrating oil, solvent type, grade 7A, supplied in 500 ml aerosol cans; frees seized and corroded components.
7. Biodegradable rail curve grease — Kajo Biodegradable Wheel Flange Rail Curve Grease 2014 or similar; lithium-based with bio-synthetic base oil, NLGI 1, for track lubrication, 25 kg drums.
8. Biodegradable water-based degreaser — Kajo or similar; odourless, no skin irritation; 25 L.
9. Applicator for applying bio sliding chair grease 601 and bio degreaser.
10. Two-stroke oil, non-marine rating, for various machines including Stihl; 200 ml containers.
11. Biodegradable sliding chair grease — Kajo Biodegradable Sliding Grease 601 or similar, for railway turnouts and tie plates; environmentally friendly; 20 L containers.
12. Synthetic gear lubricant, polyalkylene glycol type, ISO 6743/0 (1981) category C, for impact wrenches; 500 ml.
13. Engine oil for petrol motors, SAE 20W/50; 5 L plastic containers.
14. Cutting fluid — Syntol SB general purpose with EP additives, blue in colour.
15. Grease, type GNX EP42; 500 g containers.
16. Transformer and switchgear oil — new virgin mineral insulating oil for power transformers and switchgear; dielectric strength 35 kV; complies with the latest IEC standards for physical, chemical and dielectric properties; 210 L drums.

Quality control

• PRASA KZN carries out checks to confirm that items conform to the required specifications.
• Non-conforming delivered items are returned to the supplier at the supplier's transport cost; the contractor has 10 working days to correct the non-conformance and return the item.
• PRASA may evaluate products at any time during the contract; the supplier is liable for costs arising from specification deviations that cause damage or downtime.

Conformance checks

• PRASA KZN carries out checks to confirm that supplied items meet the required specifications.
• The contractor must provide documentation proving that items conform to the specification.
• A technical data sheet and a 16-point Material Safety Data Sheet are required for each item offered.

Non-conformance

• Non-conforming delivered items are returned to the supplier at the supplier's transport cost.
• The contractor has 10 working days to correct the non-conformance and return the item to PRASA.
• PRASA may evaluate products at any time during the contract period; the supplier is liable for costs arising from specification deviations that cause damage or downtime, and both parties meet to discuss the investigation outcome and costs.

Warranty

• Items must remain free from defects for one year from acceptance, unless another period is stated in the order.

Pricing format

• The prescribed pricing schedule must be completed and submitted; a different format may render the bid non-responsive.
• Prices in South African Rand, inclusive of all applicable taxes.
• Firm price offer, with the basis clearly indicated.
• The bill of quantities must be completed in line with the schedule.
• A cost breakdown must be indicated.
• The price escalation basis and formula must be indicated.
• Bidders are not compelled to complete a total firm offer, as this is an as-and-when contract; prices are evaluated line by line.
• Unconditional discounts are considered only at the final evaluation stage.
• Delivery period must be stated by the bidder as the earliest possible number of working days from date of order.

Pricing

• Prices quoted in South African Rand, inclusive of all applicable taxes.
• Firm price offer, with the basis clearly indicated.
• The bill of quantities must be completed in line with the schedule.
• A cost breakdown must be indicated.
• The price escalation basis and formula must be indicated.
• Pricing must follow the prescribed pricing schedule exactly; a different format may render the bid non-responsive.
• Bidders are not required to complete a total firm offer, as this is an as-and-when contract; prices are evaluated line by line.
• Unconditional discounts are considered only at the final evaluation stage.

Contract value and duration

• Contract period: 36 months, commencing on notification by PRASA KZN.
• Limiting contract value: R5,000,000.00.
• The contract ends when either the 36-month period or the R5,000,000.00 value is reached, whichever comes first.

Payment

• Payment within 30 days of receipt of a correct tax invoice.
• Invoices must quote the contract number and the relevant purchase order number and be sent to the Regional Engineer Perway, PRASA KZN.
• Invoices must be accompanied by a delivery note listing the quantities and signed by the consignee.
• Payment is made in accordance with the schedule of quantities.
• Prices must include transportation costs.

Penalties

• Late delivery: 1% per day on the total purchase order value, capped at 10% of the purchase order value.

No bid security or performance guarantee is stated.

Registration and tax

• Mandatory registration on National Treasury's Central Supplier Database (CSD); business may not be awarded to a supplier not registered. Only foreign suppliers with no local registered entity are exempt. CSD: https://secure.csd.gov.za/.
• A valid SARS tax compliance PIN must be submitted, or a printed TCS certificate.
• Consortia, joint ventures and subcontractors must each submit a separate TCS certificate, PIN or CSD number.
• Bids from persons in the service of the state, or from companies whose directors or close corporation members are in the service of the state, will not be considered.

B-bbee

• B-BBEE certificate or affidavit required to claim preference points.
• B-BBEE contributor status of at least Level 2 earns 5 of the 20 specific-goals points; a consolidated scorecard is accepted for a joint venture.
• Black women ownership earns 10 points and black youth ownership 5 points, each evidenced by certified copies of the owners' ID documents.
• Points are awarded pro rata to the percentage owned.
• CIPC registration documents or the CSD registration report are used to verify the claims.

Company and authority documents

• CIPC registration documents.
• Certified copy of company directors.
• Proof of authority to sign, such as a company resolution.
• Joint venture, consortium or trust agreement, or written confirmation of intent to conclude one if awarded.

Product compliance

• Material Safety Data Sheet, plus a technical data sheet and a 16-point MSDS for each item offered.
• Items must conform to the stated specifications; PRASA KZN carries out conformance checks.
• Non-conforming items are returned at the supplier's cost and must be corrected within 10 working days.

Other

• The successful bidder must comply with all applicable national and local laws and regulations.
• Subcontracting requires PRASA's prior approval; the successful bidder remains liable for performance.
• Bidders must not canvass any PRASA SCM officer or employee between closing and award; doing so may disqualify the bid.

Duration and value

• 36 months from notification by PRASA KZN.
• Limiting value R5,000,000.00; the contract ends when the period or the value is reached, whichever comes first.

Warranty

• Supplied items must meet PRASA's requirements and be fit for purpose, and remain free from defects for one year from acceptance, unless another period is stated in the order.

Indemnity

• The supplier indemnifies PRASA against claims, costs and expenses arising from the supplier's negligence, infringement of rights, breach of statutory duty, or defective design, materials or workmanship, and against third-party rights infringement claims, except where PRASA supplied the item.

Subcontracting

• Subcontracting requires PRASA's prior approval; the contract is concluded with the successful bidder, who remains liable for performance.

Governing law

• South African law, with non-exclusive jurisdiction of the South African courts.

Termination

• PRASA KZN may cancel the contract at any time during the period if the contractor does not perform according to the agreement.
• PRASA may cancel a contract awarded on information later proved incorrect.

Penalties

• Late delivery: 1% per day on the total purchase order value, capped at 10% of that value.
• PRASA may evaluate products at any time; the supplier bears the costs of specification deviations causing damage or downtime, with a joint meeting to discuss the investigation outcome and costs.

Funding contingency

• The award is subject to PRASA securing the necessary funding allocation and confirming sufficient budget.
• PRASA may cancel the RFQ at any stage before award if sufficient budget is not allocated.
• PRASA is not liable for claims, loss or damages arising from a failure to source funding or a non-award for that reason, and bidders waive the right to institute proceedings on those grounds.

Other

• PRASA is not obliged to award the bid and is not obligated to award to a single supplier.
• PRASA may modify the goods or services and request re-bids, and may reject non-conforming or late quotations.
• If the preferred bidder fails to sign or commence within a reasonable period, PRASA may award to the next highest-ranked bidder at the quoted price.
• Proposed contractual terms submitted by a bidder are subject to review and acceptance or rejection by PRASA's legal counsel before award.

Stage 1 — Disqualifying returnable documents (immediate disqualification if not met)

• Signed closing register, or proof of on-time submission.
• Three reference letters on client letterhead for previous supply of lubricants and greases.
• Completed quotations for all items in the bill of quantities.

Stage 2 — Price and specific goals (80/20)

• Price: 80 points, scored as Ps = 80 × (1 − (Pt − Pmin) / Pmin).
• Specific goals: 20 points — B-BBEE Level 2 or better (5), black women owned (10), black youth owned (5).
• Points for ownership goals are awarded pro rata to the percentage owned.
• Claims are verified against CIPC registration documents or the CSD registration report.
• No proof submitted with the bid means no specific-goals points are claimed.
• Price and specific goals are re-evaluated when each task order or purchase order is issued.

Stage 3 — Returnable documents

• All RFQ documentation completed, including every declaration, SBD form and signature.
• Joint venture, consortium or trust agreement, or written confirmation of intent (if applicable).
• Material Safety Data Sheet.
• Valid SARS PIN.
• CSD supplier registration number.
• Certified copy of company directors.
• B-BBEE certificate or affidavit.
• CIPC registration documents.
• The most responsive bidder with incomplete returnable documents may be asked to resubmit within a PRASA-set timeframe; failure results in automatic disqualification.

Stage 4 — Returnable documents.

Administrative responsiveness

• Completeness of the response and compliance with all returnable documents, certificates, warranties and formalities; incomplete bids are disqualified.

Market-related price

• If the highest-scoring price is not market related, PRASA may negotiate with the highest, then second-highest, then third-highest scorer; if no agreement is reached with the third, the RFQ is cancelled.
• PRASA may award to the highest scorer unless objective criteria justify another award, and may award to multiple suppliers or form a panel.