Supply and delivery of oil, electrical cleaner and crater (once-off) – PRASA eastern cape, east london

Closing date: 28 October 2026 at 12:00 PM

Enquiries:

• Contact: Siyasanga Jodwana
• Email: [email protected]
• Telephone: 043 700 2087

Complaints: [email protected]

Submission address:

No.8 Station Street

Station Building

East London

5200

Submission method: sealed envelope deposited in the bid box at No.8 Station Street, Station Building, East London, 5200. Bids must reach PRASA before the closing time; late bids are not considered. Bids must be on official forms, not re-typed. Responses must not include documents or references to other quotations; any additional conditions must be in an accompanying letter. Bidders must fill and sign the submission register at SCM offices on submission. Returnable documents:

• Price Schedule and Pricing and Delivery form (Section 4) completed in full, pricing strictly per the schedule.
• SBD 1 (Invitation to Bid) with bidder details and signed as cover page.
• SBD 4 (Declaration of Interest) disclosing any state employment or relationships.
• SBD 6.1 (Preference Points Claim) for specific goals.
• SBD 9 (Certificate of Independent Bid Determination) certifying no collusion.
• Company registration documents, copies of directors' ID documents, valid tax clearance certificate and SARS PIN, CSD registration number, proof of bank account (cancelled cheque or bank letter).
• All declarations and Standard Bidding Documents duly completed and signed.

Disqualification risks:

• Any mandatory returnable document omitted or incomplete.
• Pricing not strictly per the schedule.
• Attempts to canvass SCM officers or PRASA employees between closing and award.
• Changes to quotations after closing.
• Bids from persons in the service of the state or companies with such directors/members.

Evaluation stages:

Stage 1A – Mandatory Requirements: Price Schedule and Pricing/Delivery form completed in full; submission register signed. Failure disqualifies.

Stage 1B – Other Mandatory Requirements: Company registration, directors' ID copies, valid tax clearance and SARS PIN, CSD number, proof of bank account, all RFQ documentation completed and signed. If not submitted, must be provided within 7 days of request or award is recalled.

Stage 1C – Documents for scoring (non-mandatory, zero score if not submitted): Audited annual financials/B-BBEE certificate/affidavit; CIPC documents/B-BBEE certificate/affidavit.

Stage 2 – Price and Specific Goals: Price 80 points, Specific Goals 20 points, total 100. 80/20 preference point system. Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals: EME 51% Black Owned – 10 points (evidence: audited annual financials/B-BBEE certificate/affidavit); 51% Black Owned – 10 points (evidence: CIPC documents/B-BBEE certificate/affidavit). Administrative responsiveness: incomplete bids disqualified.

Supply and delivery of the following items on a once-off basis to PRASA in East London, Eastern Cape:

• Lubricating Oil SAE 40, 210L, quantity 10
• Journal Bearing Oil Grade 57, 210L, quantity 5
• Crater, 15kg bucket, quantity 30
• Electrical Cleaner, 25L, quantity 5

Delivery period: suppliers to offer earliest possible delivery, to be completed within working days from date of order.

Pricing schedule items: 1. Lubricating Oil SAE 40 210L, EA, Qty 10; 2. Journal Bearing Oil Grade 57 210L, EA, Qty 5; 3. Crater 15KG Bucket, EA, Qty 30; 4. Electrical Cleaner 25L, EA, Qty 5. Total, VAT 15%, Grand Total. Prices in ZAR inclusive of taxes, firm. Cost breakdown and escalation basis required. Pricing strictly per schedule; deviation may be non-responsive. Discounts only considered in final evaluation.

Pricing:

• Prices quoted in South African Rand, inclusive of all applicable taxes.
• Fixed price basis; firm offer.
• Cost breakdown and price escalation basis/formula must be indicated.
• Pricing strictly per the schedule; deviation may render bid non-responsive.
• Discounted prices considered only in final evaluation on unconditional basis.
• If highest scoring bidder's price is not market-related, PRASA may negotiate with highest, then second, then third; if no agreement, RFQ cancelled.

Payment: PRASA pays within 30 days of receipt of correct tax invoice.

No bid security or guarantee specified.

CSD registration: mandatory; business not awarded to unregistered bidders (except foreign suppliers with no local entity).

Tax compliance: valid SARS Tax Compliance PIN or CSD number required; TCS certificate may be submitted. Must be valid on closing date.

B-BBEE: specific goals claim requires audited annual financials/B-BBEE certificate/affidavit and CIPC documents. No minimum B-BBEE level stated.

State employment: bidders or directors/members in service of the state are disqualified.

Register for Tender Defaulters or List of Restricted Suppliers: automatic disqualification.

Foreign suppliers: must complete questionnaire; if no local presence, not required to register for TCS PIN.

PRASA General Conditions of Purchase apply. No oral variation of conditions. Price may include adjustment per formula in order. Payment within 30 days of correct tax invoice. Supplier must deliver by stated date; late delivery may incur penalties. Supplier must mark consignments, send advice notes, and provide priced invoices. No payment for containers/packing unless stated. Title and risk pass to PRASA on acceptance. PRASA may reject non-conforming items and return at supplier's risk and expense. Warranty: items fit for purpose and free from defects for one year from acceptance. Supplier indemnifies PRASA against claims from negligence, infringement, or breach of statutory duty. Subcontracting requires PRASA's prior approval; successful respondent remains liable. Contract governed by South African law, non-exclusive jurisdiction of South African courts.

Responses must not include documents from other quotations; additional conditions in accompanying letter. Proposals in sealed envelope. Canvassing SCM officers or PRASA employees between closing and award leads to disqualification. Complaints to [email protected] with bid description, reference, closing date, supplier name, contact details, and detailed complaint. Successful respondent must comply with all laws. Changes to quotations not considered after closing. Prices in ZAR fixed, inclusive of taxes. Quotation deemed an offer. PRASA may modify RFQ, reject non-conforming or late bids, cancel contract if information incorrect, award to highest scoring unless objective criteria justify otherwise, and award to next ranked if preferred bidder fails to sign. Proposed contractual terms subject to PRASA Legal review. CSD registration mandatory. Personal data processed only for evaluation. Validity period 60 working days from closing. Awards published on e-tender portal.

Evaluation stages: Stage 1A mandatory (price schedule, submission register) – failure disqualifies. Stage 1B other mandatory (company registration, directors' ID, tax clearance, CSD, bank proof, all RFQ docs) – must be available within 7 days of request or award recalled. Stage 1C scoring documents (audited financials/B-BBEE, CIPC) – zero score if not submitted. Stage 2: Price 80, Specific Goals 20, total 100. 80/20 system. Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals as above.