RFQ: audiometer & spirometer calibration, maintenance & upgrades – gauteng (12 months)

Closing date: 20 August 2026 at 10:00 CAT.

Compulsory RFQ briefing: not applicable (N/A).

Compulsory RFQ briefing: not applicable (N/A).

Contact person: Mpho Dube

Telephone: 011 085 7066

Email: [email protected] and [email protected]

Submission address: Ground Floor Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein.

Submission channel: hand delivery only to Ground Floor Shosholoza Meyl Junction, Cnr Leyds and Simmonds Street, Braamfontein, before the closing date and time. No email or fax submissions accepted; late bids are rejected.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses any state employment, relationships with the procuring institution, related enterprises, and PEP/PIP status; false declarations disqualify the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system for specific goals.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Authority to sign / company resolution: proof of signatory authority.
• Completed Pricing and Delivery Schedule (Section 4) and BOQ/Pricing Schedule (Section 10).
• Signed and completed RFQ document and all SBD forms.
• Letter of Good Standing (COIDA).
• Valid SARS PIN or CSD registration number.
• Joint Venture/Consortium/Subcontract agreement if applicable.

Disqualification risks:

• Any mandatory returnable document missing at closing date and time.
• Quotations received after the closing time or at the wrong venue.
• Attempts to canvass SCM officers or PRASA employees between closing and award.
• Incomplete bids or failure to comply with submission instructions.

Returnable documents: Mandatory returnable documents include completed Pricing and Delivery Schedule Form (Section 4) and BOQ/Pricing Schedule (Section 10). Other returnable documents include signed RFQ and SBD forms, COIDA letter, SARS PIN, all declarations, JV/consortium agreement, CSD number.

Evaluation stages:

• Stage 1A (Mandatory): submission of completed Pricing and Delivery Schedule (Section 4) and BOQ (Section 10); compliance with calibration standards (see technical specifications). Failure disqualifies automatically.
• Stage 1B (Other Mandatory): signed RFQ and SBD forms, COIDA letter, SARS PIN, all declarations, JV/consortium agreement, CSD number. PRASA may request missing items within 3 working days; failure then disqualifies.
• Stage 2 (Technical/Functionality): minimum threshold 80%. Scoring: organizational experience (30%), regulatory compliance letter (40%), technician competency (30%).
• Stage 3 (Price and Specific Goals): 80 points for price, 20 for specific goals, total 100.

Price formula (80/20 system): PS = 80(1 - (Pt - Pmin)/Pmin).

Specific goals (each 10 points):

• Black Youth owned: certified ID copies of owners/directors, or CIPC registration, or CSD report.
• EME or QSE 51% Black Owned: audited annual financials, B-BBEE certificate or affidavit, plus ID copies or CIPC/CSD.

PRASA may apply objective criteria to award to a non-highest scorer (e.g., negative track record, spreading awards). PRASA may split the award among multiple providers.

Scope: annual audio booth calibration, 3L syringe calibration, audio booth and spirometer consumables, as-and-when maintenance, audiometer and spirometer system upgrades as required, re-installation of spirometer and audiometer software, call-out and travel expenses at Wolmerton and Braamfontein Clinics, on an as-and-when basis for 12 months.

Calibration standards (mandatory compliance):

• Audio booth: ANSI S3.1 (maximum permissible ambient noise levels for audiometric test rooms), ANSI S3.6 / IEC 60645 (audiometer and transducer calibration), ISO 8253 (acoustics for audiometric testing), OSHA 29 CFR 1910.95 (occupational noise exposure).
• Spirometer: ATS/ERS 2019 Spirometry Standards, ISO 26782 (spirometric equipment performance), ISO 23747 (peak flow meter accuracy).

BOQ items (quantities as per schedule):

• Labour installation and calibration (4)
• Travel (4)
• Headphone cables (stereo plug) (10)
• Tremetrics headphone cables with stereo plug (10)
• MX41 cushions for TDH39/49 (per pair, 2 per headphone) (10)
• TDH39 transducers (8)
• Headbands for TDH39/49 (8)
• 3L spirometer calibration (2)
• Repair and call-out fee including remote support via TeamViewer (4)
• System upgrade for both spirometer and audiometer
• OPTEC 5000P vision machine lamp/globe (4, as and when)
• Keystone vision machine lamp/globe (4, as and when)
• Spirometer software installation (2)

Organisational experience (30% of technical score):

• Provide for each similar project: appointment letter on company letterhead, project description, purchase order, client name and contact (email and office number), project start/end dates, extensions, contract value inclusive of VAT, and a completion certificate or client letter.
• Scoring: 0 projects = 5 points (non-submission/incomplete), 1 = 10, 2 = 15, 3 = 20, 4 = 25, 5 or more = 30.

Technician competency (30% of technical score):

• Provide a letter confirming competency of technicians for both audio and spirometry; submission = 30%, no submission = 0%.

Quality standards: calibration must comply with the listed standards for audio booths (ANSI S3.1, ANSI S3.6/IEC 60645, ISO 8253, OSHA 29 CFR 1910.95) and spirometers (ATS/ERS 2019, ISO 26782, ISO 23747). A regulatory compliance letter confirming adherence is required (40% of technical score).

Pricing schedule requirements:

• Prices in ZAR inclusive of all taxes, firm, with cost breakdown and escalation basis.
• Must use the provided format; deviation may be non-responsive.
• BOQ items include: labour installation and calibration (4), travel (4), headphone cables (10), Tremetrics cables (10), MX41 cushions (10), TDH39 transducers (8), headbands (8), 3L spirometer calibration (2), repair/call-out fee (4), system upgrades, vision machine lamps (4 each), and software installation (2).
• Discounts considered only at final evaluation on unconditional basis.

Pricing format:

• Prices must be quoted in South African Rand, inclusive of all applicable taxes.
• Prices are firm; basis must be indicated.
• Cost breakdown and price escalation basis/formula must be provided.
• Pricing must be submitted strictly on the provided schedule; deviation may render the bid non-responsive.
• Discounts are considered only at final evaluation, on an unconditional basis.
• If the highest scoring bidder's price is not market-related, PRASA may negotiate with the next ranked bidders or cancel the RFQ.

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

Validity period: 90 working days from closing date; bidders may be asked to extend on the same terms.

Mandatory compliance:

• CSD registration: bidders must be registered on the Central Supplier Database; business may not be awarded to unregistered bidders (foreign suppliers with no local entity exempt).
• Tax compliance: valid SARS PIN or TCS certificate; each party in a consortium/JV/subcontract must submit their own.
• COIDA: Letter of Good Standing required.
• State employment: bids from persons in the service of the state, or companies with such directors/members, are not considered.
• B-BBEE: preference points claimed via SBD 6.1; supporting evidence (B-BBEE certificate or affidavit) required.
• Local content: not specified.
• Professional registrations: not specified beyond calibration standards.

No specific health and safety requirements are stated beyond general compliance with applicable laws and regulations. COIDA Letter of Good Standing is required as a mandatory returnable document.

Contract terms (PRASA General Conditions of Purchase):

• Payment within 30 days of correct tax invoice.
• Delivery: supplier must deliver by the date in the order; late delivery may incur penalties.
• Title and risk pass to PRASA upon acceptance.
• Rejection: PRASA may reject non-conforming items; supplier must replace or rework at own cost.
• Warranty: items must be free from defects for one year from acceptance (unless otherwise stated).
• Indemnity: supplier indemnifies PRASA against claims from negligence, IP infringement, or breach of statutory duty.
• Assignment/subcontracting: requires PRASA's prior approval; the successful bidder remains liable.
• Governing law: South African law, non-exclusive jurisdiction of SA courts.
• PRASA may cancel the contract if awarded on incorrect information.

Special conditions: bids must be hand-delivered to the specified address before closing; no late, email, or fax submissions. Bidders must not canvass SCM officers or PRASA employees. Complaints to [email protected]. PRASA may modify the RFQ, reject non-conforming quotations, and cancel the contract if information is incorrect.

Mandatory requirements: completed Pricing and Delivery Schedule (Section 4) and BOQ (Section 10); compliance with calibration standards for audio booth (ANSI S3.1, ANSI S3.6/IEC 60645, ISO 8253, OSHA 29 CFR 1910.95) and spirometer (ATS/ERS 2019, ISO 26782, ISO 23747).

Other mandatory requirements: signed RFQ and SBD forms, COIDA letter of good standing, valid SARS PIN, all declarations, JV/consortium/subcontract agreement if applicable, and CSD registration number.

Evaluation methodology: Stage 1 Compliance (1A mandatory, 1B other mandatory), Stage 2 Technical/Functional with 80% threshold, Stage 3 Price (80) and Specific Goals (20). Technical criteria: organizational experience (30%), regulatory compliance letter (40%), technician competency (30%).

Price formula: PS = 80(1 - (Pt - Pmin)/Pmin). Specific goals: Black Youth owned (10) and EME/QSE 51% Black Owned (10).