View
218
Download
4
Category
Preview:
Citation preview
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
1
LOW VOLTAGE MAINTENANCE TENDER
ITEM
CONTENTS
SECTION A
A1
General Conditions of Tender
A2 Maintenance Classification
A3
Scope of Work
A4 Contract Expenditure
A5 Occupational Health and Safety
A6 Operational Requirements
A7 Maintenance Standards
A8 Bid Requirements
A9 Rules of Bidding, Special Conditions, Bid Submission requirements and bid evaluation methodology
A10 Bid Selection and Evaluation Criteria
A11 Bid Evaluation Process
A12 Broad Based-Black Economic Empowerment Status Level Certificates
A13 Discounts
A14 Sub- contracting
A15 Service Provider Skill, Experience and Delivery program
A16 Due Diligence Evaluation
A17 Cancellation Clause
A18 Enquiries
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
2
SECTION B
B1 Scope of Services
B2 Low Voltage Preventative Maintenance (Servicing Frequency)
B3 Component and Installations Check List
B4 General Maintenance and Repair work
B5
SECTION C
C1 Works Information
C2 Occupational Health and Safety (OHS)
SECTION D
D1
PREVENTATIVE MAINTENANCE SCHEDULE D1
Monthly Maintenance Buildings Musanda
D2
PREVENTATIVE MAINTENANCE SCHEDULE D2
Monthly Maintenance Distribution boards Musanda
D3
MAINTENANCE SCHEDULE D3
Expenditure for Provision for Health and Safety Measures
D4
MAINTENANCE SCHEDULE D4
Rates for Call outs and Emergencies
D5
MAINTENANCE SCHEDULE D5
Fixed Rates for Labour
D6
MAINTENANCE SCHEDULE D6
Fixed Rates for additional items
D7
SUMMARY SCHEDULE D7
Pricing Schedule Totals
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
3
ITEM
CONTENTS
SECTION E
E1
LV Infrastructure Musanda
E2
LV Infrastructure Mahikeng
E3
LV Infrastructure Remote Sites
SECTION F
F1
SERVICE DELIVERY MODEL : Human resources
F2
SERVICE DELIVERY MODEL : Transport and Equipment
SECTION G
Annexure A1
LV General Maintenance Musanda
Annexure B1
LV Sub - and Mini Substation Maintenance Musanda
Annexure C
LV Maintenance Unit Costs
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
4
SECTION A : TERMS OF REFERENCE
1. General Conditions of Tender
1.1 Introduction
The State Security Agency seeks to appoint a service provider through a tender process to provide a complete Low Voltage (LV) maintenance, repair, and supply and installation service as outlined in the Terms of Reference for a period of 36 months.
1.2 Background
The magnitude of the work involved warrants the invitation of tenders for the
competitive participation of service providers and appointment thereof of the
successful bidder who will provide the required services.
1.3 Terms and conditions
1.3.1 Tender scope
Request to invite tenders for the appointment of a Service Provider for a complete Low Voltage Preventative, Corrective and new Installation Maintenance Service of / for its LV Infrastructure for a period of 36 months.
Included as an integral part of the maintenance services is the interfacing with
Existing and new Building Management Systems (BMS) and Programmable Logic Controller (PLC) equipment as may be required.
Automated fire suppression / detection equipment (service and maintain interlock units, as and when required)
Existing and new emergency power support installations, uninterruptable power supply (UPS) installations, low voltage connections at transformers, low voltage interfaces at high voltage switchgear control circuitry as well as electronic security related installations points of consumption
Existing and new energy consumption measuring and monitoring equipment
New solar power installations and similar renewable energy applications
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
5
1.3.2 Professional Requirements
To ensure standards of delivery all tenders must comply with the following criteria:-
Minimum CIDB rating : Grade 5EB, 5EP or combination (Mandatory requirement)
Proof of registration with professional body/bodies e.g. Electrical Contractors Board
Proof of applicable membership of related technical governing bodies
Proof of membership of applicable Institutes, compulsory or voluntary membership
If a prospective bidder is compliant to specific ISO standards, proof of such certification need to be provided, eg Management System standards (ISO 9001 , ISO 14001), Occupational Health and Safety Management standard (ISO 18001 / OHSAS 18001), etc. (This is however a non-mandatory requirement).
1.3.3 Turnaround Times
Emergencies maximum 1-2 hours response time, at local site, from notification time
Emergencies maximum 3-4 hours response time at remote sites, from notification time
Job cards (action within 24 hours)
Major repairs and new installations action within 7 days
1.3.4 Tender Prices
Prices must be provided for all specified items inclusive of VAT.
Bids where prices are not indicated will not be considered.
The service provider’s rates are to primarily maintain the SSA’s HQ sited located in
Pretoria and its Mahikeng facilities @ 360 km distance from the Pretoria site.
All rates must be inclusive of providing site management / supervision, tools, travel,
materials and labour.
Fixed monthly maintenance fees are applicable
1.3.5 Overview of Services Required
The tender is for a complete service for scheduled preventative maintenance, repairs, replacement and installation of Low Voltage Installations for the State Security Agency at their Head Quarter’s site and a repairs and installation service at
its respective Satellite Offices.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
6
The service is required to ensure that all Low Voltage Installations at all SSA sites perform at their optimum level to ensure business continuity.
The services required is to primarily focus on Low Voltage installations, but the service provider must also be able to address Medium Voltage maintenance if such a need occurs during the contract period.
The low voltage range, for the purpose of this tender, will be deemed to be up to one thousand (1 000) volt and will include alternating current (with operating frequency of 50 hertz) and low voltage direct current applications as well as all instrumentation required in such installations, irrespective of the voltage and frequency at which such instrumentation operates.
The service provider must however be competent and able to render an LV service in a safe manner in all areas where a higher voltage (e.g.11 kV supply) is present, typically inside substations and at mini-substations.
The service provider must be able to assist the SSA with the installation of new
Solar PV (Photovoltaic) plants and also maintain and repair any work on such PV
plants.
The service provider must also assist the SSA with all equipment and system
interfaces which require energizing from the LV grid, be it emergency power
installations, UPS installation, security installations, etc.
The Service Provider must have all applicable State licenses and must comply with all other pertinent laws, rules and/or regulations.
The electrical installations and requirements included under this contract are:
LV Cable reticulation (Normal power, Emergency power, UPS power)
LV Distribution boards and cabling
Small power and fixed appliances and reticulation
Solar plants and reticulation
Lighting installation, interior and exterior
Earthing and lightning protection installation
Emergency light fittings and battery packs and charging unit maintenance,
where required.
Electrical Certificate of Compliance (COC) to be issued for all electrical work
(alterations, upgrades, refurbishment, major repairs and new installations.
Signage (replacement, update, as and when required)
Routine Infrared scans and rectification of identified problems
Annual condition audit and reports
Pressure tests to identify LV cable faults, as and when required
Earthing tests
Surge and lightning protection installation on external equipment e.g. antenna
masts, large satellite dish antennas, etc.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
7
1.3.6 Initiation of Service (Preventative and Corrective Maintenance)
Complete an equipment survey using existing machinery records and a plant walkthrough
Determine immediate repairs required prior to the start of the Preventative Maintenance program
Design a program that meets the Original Equipment Manufacturers (OEM’s) recommendations for maintenance
Conduct a training programme outlining daily / routine inspections to be conducted by Client Staff members
Introduce a service report system with provision for logging at each LV distribution enclosure / cabinet / kiosk (sticker on enclosure / cabinet / kiosk, logbook in plant room / substation, to record all services, breakdowns, repairs for the duration of the contract including new installations)
Introduce a job card / reporting / feedback system for requests for services to effectively interface with the existing SSA helpdesk fault report system.
1.3.7 Security requirements
The service provider and employees of the service provider and any subcontractor
of the service provider must be SA citizens.
Appointment as a service provider is subject to a successful security clearance, effected by the SSA, but no additional cost to be charged to the SSA.
2. MAINTENANCE CLASSIFICATION (REFER SECTION B)
2.1.1 Preventative Maintenance
This refers to a planned maintenance programme of set service frequency, at
acceptable industrial standards, including planned interruptions of the electrical
reticulation services for the purpose of repairing or upgrading an electrical
installation at a fixed monthly rate.
The contract requirement as per the Preventative Maintenance plan:
Monthly inspection and maintenance actions with respect to illumination in all areas, inside buildings as well as external illumination, in particular illuminations installations related to security requirements e.g. perimeter fence, etc.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
8
Monthly inspection (and testing, where applicable) of all electrical reticulation installations (kiosks, distribution boards, transformer LV interfaces)
Annual earthing tests at all major points of distribution, including at sensitive / critical installations which may suffer (in particular lightning related) surge current and voltage spike damage due to poor earthing
Annual infrared scans of all distribution elements and at all points of consumption and any other areas which may be applicable
Maintenance based on Original Equipment Manufacturers’ (OEM’s) specifications and maintenance schedules
2.1.2 Corrective / Breakdown Maintenance
Refers to any unplanned interruption of a service rendered by any LV energized
system under this contract (a circuit, element, component, installation, network, etc)
The contract requirement for Breakdown / Corrective Maintenance includes: a. Repairs b. Refurbishment c. Upgrades Repair services will be as-and-when required and shall be available at all times. The Contractor shall therefor maintain a continuous telephone service where she / he can be reached twenty-four hours each day, seven days a week, Sundays and Holidays included. The costs of such repair services will be based on tender rates as additional costs for materials and as per quotation.
All Maintenance activities will be based on Original Equipment Manufacturers’ (OEM) specifications and maintenance schedule detail, covering the following, but not limited to.
2.1.3 Replacement and New Requirements Refers to the supply and installation of replacement and / or new LV equipment, components, services and reticulation requirements which falls outside the normal maintenance of the existing installations in accordance with approved tender rates and specifications
3. SCOPE OF WORK
3.1.1 To provide a fulltime capacity at the SSA HQ site to carryout both Preventative and Corrective Maintenance Services on a continuous basis at a fixed monthly service rate and an emergency repairs and installation capacity for its satellite / remote sites
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
9
Corrective works, repairs and troubleshooting will be as per approval by the client and materials thereof will be as per the tender rates.
Replacement and new installations will be on an ad-hoc basis as per service request and do not form part of the fixed monthly cost.
3.1.2 The Service Provider shall include, as part of the fixed monthly service rate for
Preventative Maintenance, sufficient time for rectification of minor problems as identified during routine Preventative Maintenance activities, such as rectification of hot spots / loose connections, faulty components, worn components, etc. and giving attention to the mechanical soundness of the respective installations are part of the Preventative Maintenance fixed cost. Whilst conducting routine Preventative Maintenance, requests for routine repairs which are not deemed to be minor, must be delivered timeously, and the cost of such will only allow for materials and no additional cost will be made for time and travel.
3.1.3 The primary Services will be required mainly in Gauteng and the Northwest
Province and for other satellite offices within a range of 360 km from the HQ site in Pretoria.
Remote sites further than 360 km from the HQ site, within the borders of the RSA, may require servicing on an ad hoc basis, as per tendered rates.
Where this distance of 360 km from the HQ site is exceeded, the preferred service provider should consider facilitating localised sub-contractors’ services, at tender price. The service provider must however oversee these sub-contracted activities and do quality control. All rates must be inclusive of providing site management/supervision, tools, travel, materials and labour, also including Occupational Health and Safety requirements.
3.1.4 Normal working hours are from 07:30 up to 17:00 daily.
All planned and scheduled works will take place during normal working hours.
Overtime hours are referred to as “after hours” (after normal working hours), public holidays and weekends during which call outs and emergency repairs may be required.
The Service Provider shall maintain a continuous telephone service where s/he can be reached at any time including on a Saturday, a Sunday and Public Holidays
3.1.5 Call out rates will apply as follows:-
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
10
Call out rates will not apply to requests for quotations as part of planned works
Normal call out rates will apply during normal working hours for emergencies and unplanned / scheduled works.
Emergency call out rates and labour costs will only apply (i) after 17:00 on week days and (ii) during weekends and on public holidays
Response to Emergency Calls: If the Service Provider does not meet this requirement, the Client will, at his discretion, be allowed to engage the services of others to make the necessary repairs. The cost of such work shall be deducted from the fees payable to the Service Provider.
4. CONTRACT EXPENDITURE
4.1.1 The contract amount for Preventative Scheduled Maintenance and Corrective Maintenance services will be based on a fixed monthly rate.
4.1.2 Materials for Corrective Maintenance and Repairs will be on an ad hoc quotation basis as per tender rates.
4.1.3 New equipment installation(s) will be as per service request on quotation basis as per tender rates.
4.1.4 The work will be performed only after the approval from an authorized SSA representative and shall be billed according to the prices submitted on the bid proposal form
4.1.5 The tables provided are for calculation purposes and comparative selection which will be based on costing of services and material. (Refer to Price Schedules)
4.1.6 In the case of PC Items or where an item has been negated, the Client will require a quotation and may request up to three suppliers for proof of the material cost, and a sum not exceeding 12% will be allowed as a add on. Where the Client can get such material cheaper the contractor will be obliged to obtain such.
4.1.7 Variable items such as labour will be re-assessed on completion of works and
the quotations amended accordingly
All works are subject to re-measurement on completion and amendments made according to the results
If the work entails changes to existing LV infrastructure (alterations, refurbishment, upgrade, new installations), a COC must be issued for the installation and handed over during monthly billing, irrespective of whether the COC was mentioned (or not mentioned) in the quote.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
11
The client reserves the right to withhold payment until a valid COC is received for such work done.
4.1.8 A fixed yearly inflation adjustment tariff will be based on CPI and annually implemented during the three year contract period, respectively at the end of the 1st and 2nd year of the contract.
4.1.9 Payment for services provided shall be made within 30 days of the receipt date
(as received by Client) of a detailed invoice and statement.
The invoice submission date may vary from month to month in agreement with the Client.
5. OCCUPATIONAL HEALTH AND SAFETY (REFER SECTION C)
An OHS file must be prepared and handed in as part of the bid documentation. Particular attention must be given to adherence to all OHS regulations, including proper storage of combustible / flammable / volatile material and corrosive material on site.
The bidder must make provision for all expenditure related to health and safety measure A costing for the provision of Health and Safety measures, with reference to the Occupational Health and Safety Act 85 of 1993, must be completed in the cost schedule. Refer to the applicable annexure which contains the detail of the Occupational Health and Safety requirements
6. OPERATIONAL REQUIREMENTS 6.1 Areas where services are to be rendered
6.1.1 The tender is for
(i) The SSA Head Quarters main site, located at nr 1 Delmas Road, Pretoria, and
(ii) The Mahikeng Campus as well as
(iii) All SSA satellite offices and remotely located SSA properties within a range of 360 km from the main site.
6.1.2 The maintenance and service delivery at the abovementioned areas (local and remote sites) will be based on the tender schedules and rates but is not exclusive to and may include any other SSA facility as additional works and as per the approved rates.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
12
6.2 Requirements: Staff, Fleet, Equipment, Tools, Uniforms, PPE
6.2.1 Staff requirements
The Service Provider shall make provision in their tender price for the required specialist capability to provide first-line maintenance on all equipment and systems under this contract. Given the security requirements for staffing the allocated staff should be of a dedicated nature. (The Clients minimum requirements are outlined as follows: - Refer: Section F1)
6.2.2 Equipment, Materials and Consumables
All necessary human resource capacity, equipment and materials for the successful execution of the above to be provided for by the Service Provider (minimum requirements stipulated but not limited too and must be determined by delivery requirements) inter alia:
Adequate stock of consumables and lubricants
Adequate stock of spare parts
Tools and testing instruments
Lifting equipment / Scaffolding
6.2.3 Fleet requirements
Appropriate transport for all teams + equipment, spares, tools
6.2.4 Plant, Equipment and Tools
Access to specialized equipment (earth resistance testing / measurement, etc.)
Access to high pressure washer
Access to portable generator
Maintenance items for all disciplines mentioned
Tool box/es
Scaffolding
The Service Provider shall maintain an adequate stock of spare parts to avoid downtime due to non-availability of spares. The stock levels and replenishment will be determined after the Contract Initiation Phase in consultation with the Client
6.2.5 Uniforms and Personal Protective Equipment (PPE)
The contractor shall at all times ensure that all maintenance staff are clothed in suitable work uniforms complete with identification (bib with the name of the company printed thereon or clearly visible embossed name on protective clothing) with the necessary personal protective clothing and equipment based on their risk assessments.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
13
This shall include but not be limited to head gear, shoes, gloves, goggles, dust masks and whatever safety items may be required for a specific task.
The Service Provider is responsible (and must make provision) for all expenditure with respect to safety measures according to the requirements of the Occupational Health and Safety Act.
6.3 Constraints on how the Service Provider Provides the Works
6.3.1 The Service Provider shall provide the Client periodically (as per request from the
Client) with a written record, in schedule form, reflecting the number and description of tradesman and labour employed by him any other sub-contractors which may have been utilised and vehicles, plant and tools on site.
The Service Provider will strictly control his own and his sub-contractors’ labour force
The Service Provider is to strictly control all works activities, vehicles and transport associated with operations on site
The Service Provider will provide storage and security of any plant, equipment or materials unless otherwise specified by the Client
The Service Provider must immediately notify the Client of scope and site variations in writing
The Service Provider and sub-contractors of the Service Provider will be given access to the relevant SSA properties and premises, subject to full compliance with the applicable policies and directives (security vetting requirements, screening and periodic re-screening)
All sub - contractors of the Service Provider must be approved by the Client and are subject to vetting / screening as may be applicable
Service Provider access is restricted to the area under his control unless alternatively arranged
Service Provider and all sub - contractors of the Service Provider may be required to work in conjunction with other SSA contractors on site, viz. Building, Air-conditioning, Emergency power, UPS, Civil works, Special Events, Security Systems, etc.
Service Provider to provide Electrical Certificates of Compliance on the completion of the works where required / applicable
Service Provider will be subjected to a thorough vetting process to establish security clearance
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
14
Access to the site is as per the formal Access and Control Procedure of the SSA and the Service Provider and employees of the Service Provider must familiarise themselves with these
All excess material provided for the works will remain the property of the Client unless specified otherwise
The tender prices shall be all inclusive and transport costs shall be specifically for call-outs or after hours activities / requests
The Service Provider will be liable for any breakages or damage caused in the execution of works by them
6.4 Requirements for the Respective Works Programmes
6.4.1 Should the Client request a programme (or sub-programme) showing the key activities for any request for works, it should illustrate the following:
The start and completion dates for each of the activities
The order and timing of operations which the Service Provider plans to provide when executing the works
6.4.2 Strict adherence to the programme will be monitored and updated to achieve the completion date, and submitted to the Client
6.4.3 The Service Provider has the responsibility to take all measurements for quotation purposes which are to be verified by the Client; no variations will be allowed after final quotation.
6.5 Access to Site
The respective sites can only be entered through dedicated security gates. All vehicles and personnel shall be subject to being searched when entering and leaving the site.
The Service Provider shall supply the SSA with the names and copies of the identification documents of all site staff who will be issued with access cards, at no cost to the Service Provider, for the 1st card issued per person.
All staff of the Service Provider working on the contract shall obtain, at the SSA’s cost, security clearance as prescribed.
All the material and tools of the Service Provider shall be declared at the respective security gates when entering the site.
Laptop computers, cellular phones and cameras will only be allowed on site with prior approval and must be a motivated requirement for maintenance or specific maintenance projects.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
15
The SSA reserves the right to request the removal of any employee of the Service Provider and the replacement cost will be for Service Provider.
6.6 Site Rules
Unless otherwise stated all equipment and apparatus shall remain the property of the Client
The Service Provider shall completely carry out all works per request as specified by the Client, in a careful, skilful, practical and safe manner under the constant supervision of a competent foreman.
Should the Client not be satisfied with the performance of the supervision on site, the Client holds the rights to stop the works.
The Service Provider is required to cart away rubble and surplus material (unless otherwise specified by the Client) which must also be disposed of in compliance with Municipal by Laws or any other applicable regulation
Clear and de-establish total site on completion of proposed works 6.7 Risks
Where any damage is caused due to the negligence of the Service Provider, the Service Provider shall make good such damage at his own expense to the satisfaction of the Client with minimum disruption of essential services
Where the Client is forced to carry out any repairs due to the Service Provider activities these costs will be deducted from payment(s) due to the Service Provider
6.8 Emergencies
In the event of an emergency, the Service Provider must render a support service with minimum delay and be able to control and manage an emergency and prevent further damage while the emergency is attended to.
Downtime due to Service Provider delays will not be accepted and may result in termination of services.
6.9 Site Establishment
No accommodation for personnel will be allowed on site.
Limited storage facilities will be made available
Ablution facilities (or access to ablution facilities) will be provided
Service Provider must provide communication and independent network access / connections as per their personnel’s requirements.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
16
6.10 Transport to main site
The bidder must note that the location of the main site in Pretoria is not adjacent to
a route supported by public transport.
Transport of employees and or subcontractors to the main site must be arranged by the Service Provider.
7. MAINTENANCE STANDARDS
7.1 Materials and Workmanship
All materials and equipment / spares supplied and installed under this contract shall be new, undamaged and of the best quality available and shall comply to manufacture specification with part numbers and descriptions.
The workmanship shall be of high quality to the satisfaction of the Client. All inferior work, on indication by the Client, shall immediately be removed and rectified by and at the expense of the Service Provider.
All equipment and materials shall be rated for both the normal as well as extreme climatic and site conditions.
Warranties and guarantee of works are applicable for all services rendered
7.2 Interchange ability of materials
Faulty equipment shall be replaced with equipment of same make and model.
Where a replacement product is to be used, the Service Provider must prove that the original equipment / part
Is obsolete,
Has been superseded, or
The alternative product is more cost-effective
The alternative product is more energy efficient
The alternative product is of the same quality (or better) than original item
7.3 Rectification of faults
The maximum response time for the routine rectification of faults shall be 6 hours.
A maximum of 12 hours is allowed to effect repairs.
This shall be deemed to mean any necessary assistance from Service Provider to locate and rectify faults that occur is reported via the Fault Reporting System to be implemented by the Client or his representative
7.4 Tests
The Service Provider shall be responsible for the testing and commissioning of all equipment installed by him under this contract.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
17
The tests shall as far as possible be carried out on site and as may be applicable, in the factory.
The Client shall be notified in writing prior to the commencement of the tests to allow for the necessary arrangements.
The Service Provider shall do periodic servicing, checking and testing of equipment
on a pre-determined basis, in order to keep the performance of the equipment as
near as possible to the required operational specification. A proposed programme
for planned maintenance shall be submitted to the Client for approval.
The Service Provider shall be responsible for complete electrical installation
maintenance. The Contractor shall liaise, co-ordinate and work in close relationship
with the Client Representative and the Client Departments as might be involved.
All products used under this contract shall be covered by a product warranty /
guarantee as per the Suppliers’ Certificates on products. Workmanship provided by
the Service Provider shall be done by qualified and competent workman and shall
carry a guarantee.
Bidders shall include as part of their tender submission a method statement
of their intended maintenance services that they intend to render under this
contract i.e. full particulars of how maintenance / support is intended to be
provided to the Client.
Tenderers shall include as part of their tender submission complete itemised
schedules of the intended services that they intend to render under this contract i.e.
full particulars of services, intervals, etc. to be provided to the Client.
7.5 Laws, Regulations and Specifications
7.5.1 The Service Provider shall ensure that the installation and workmanship specifically complies in full and at all times with the respective requirements of:
The Occupational Health and Safety Act (October No 85 of 1993)
Code of Practice for the Wiring of Premises – SABS 0142
Construction Regulations 2014
Relevant regulations and specifications of Eskom, and the City Council
The general technical specification of the Department of Public Works, and
specifically Department of Public Works Specifications PW 774 and PW 343.
Other relevant SABS, IEC and DIN standards where applicable
Manufacturer’s specifications and installation instructions.
The general technical specification of the Client
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
18
7.5.2 Standard Specifications, Regulations and Codes
The latest edition, including all amendments up to date of tender of the following
specifications, publication and codes of practice shall be read in conjunction with
this specification and shall be deemed to form part thereof.
7.5.3 SABS Specifications
General
Distribution
and meter
boards
LV cables and
conductors
Lighting
system
Earthing and
lightning
protection
system
Small power installation
Power outlets Conduits, power skirting,
cable trays and ducting
SABS 0142 SABS 152 SABS 0150 SABS 0114 SABS 03 SABS 152 SABS 763
SABS 0160 SABS 156 SABS 0198 SABS 163 SABS 0199 SABS 163 SABS 764
SABS 0400 SABS 171 SABS 1411 SABS 1012 SABS 164 SABS 950
SABS 1222 SABS 172 SABS 1507 SABS 1084 SABS 1084 SABS 1065
SABS 173 SABS 1250 SABS 1239 SABS 1085
SABS 763 SABS 1279 SABS 1197
SABS 1092 SABS 1777
SABS 1180
7.6 Supervision
All the work to be carried out is to be of a high standard and shall be carried out under the supervision of skilled and competent representatives of the Service Provider, who in turn shall be able and authorised to receive and carry out instructions.
All electrical artisans employed on the contract shall be in possession of a Wireman’s Certificate of Registration or be qualified artisans as defined under the Act. Apprentices may be used but they shall work under the direct supervision of a qualified person as described above.
7.7 Maintenance and operation manuals
The Service Provider shall collect and keep complete, comprehensive and up-to-date records of technical specification, operating manuals and manuals of all installed equipment. This must be handed over to the Client on termination of contract or end of contract period
7.8 Maintenance of Stock
The Service Provider shall supply and manage emergency and back-up stock for all equipment maintained under this contract.
Back-up stock will be stored at the Service Provider or his supplier’s works and under control of the Service Provider and / or his suppliers. The Client reserves the right to inspect stock levels of the back-up stock at any time during normal working hours.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
19
It is required that sufficient spare parts be held on the main site of the Client and to ensure that the equipment, supplied in terms of the contract, is kept in an acceptable working order for the duration of the contract.
The Service Provider shall submit together with the tender priced list the detail of equipment and quantities of recommended emergency stock items.
In addition the Service Provider shall submit a list of back-up stock kept by him or his suppliers in South Africa.
Note that not all equipment supplied under this contract need to be in emergency stock.
However, all equipment supplied under this contract shall be kept in back-up stock.
7.9 Equipment Catalogues
The Service Provider shall include in his tender price for the collation of two sets of catalogues, technical data sheet, operation and maintenance catalogues of all equipment supplied under this contract.
The price shall include for updating of the catalogues on an on-going basis.
7.10 Design and Shop Drawings
The Service Provider will be issued with a set of “as-built” and shop drawings of systems/equipment / installations under this contract. The Service Provider will, within a period agreed to with the Client, conduct a physical and electrical audit of these systems /equipment to verify the accuracy of the drawings. All deviation shall be marked (by hand) on the drawing and these shall become the new record drawings.
The Service Provider shall submit the updated drawings and to the Client, who may with the assistance of the Service Provider, call for quotations from third parties to reproduce same in electronic formats.
The Service Provider shall on an on-going basis update design and shop drawings by recording any changes to the installation during the currency of the Contract.
7.11 Warranties and Guarantees The Service Provider shall identify all equipment under warranties and guarantees
and familiarise himself with the conditions and scope of the warranties / guarantees and ensure that:
Conditions of warranties / guarantees are complied with in full
Keep copies of warranties and guarantees
Maintain all applicable equipment in terms of the warranties and guarantees
Inform the Client of the expiry date and where applicable advise the Client of benefits of extending warranties / guarantees
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
20
7.12 Management Reports The Service Provider shall include in his tender price for the compilation of detailed
management reports as part of the contract, as might be called for by the Client from time to time.
7.13 Hand Over (at end of Contract) The Service Provider shall include in his tender price for the handover of the works at the end of the contract to the Client.
The hand over shall be fully comprehensive but not be limited to the following items:
Complete set of maintenance and operation manuals
Updated set of as built drawings 8. BID REQUIREMENTS
8.1 The prospective bidders’ proposals must include the following information:
All applicable completed SBD forms and Annexures
Company profile
Knowledge and skills of people who will be involved in service delivery - CVs
Experience and track record
Proposed works programme
Proposed labour force and equipment to render services
Completed costing schedules
Health and Safety plan
8.2 Service Delivery Requirements
(i) Each individual on the team must be trained and capable to do the work as
and when required. The site supervisor will be responsible to ensure project
deliverables are provided, and to keep service delivery at the required minimum
standards at all times.
(ii) The award of the contract will be based on value for money being the best
outcome for the SSA as a whole, considering price, economic, environmental
and social benefits, in addition to the requirements of the SSA.
(iii) The Bidder intending to submit a proposal must have the organizational and
technical capacity, experience and professionalism to provide the service
requirements outlined in the Terms of Reference. Proposers must be able to
show proof of past and/or present experience in similar projects, demonstrate
financial soundness and resources available to carry out the service
requirements, and have the integrity and proven reliability to ensure good
faith performance.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
21
8.3 Time Frame and Formal Contract
(i) The appointed site supervisor will be responsible for all activities for the
duration of the contract.
(ii) Service Delivery must have commenced or will commence within three
weeks of the client signing an agreement or providing an order.
8.4 Occupational Health and Safety (OHS)
An OHS plan must be prepared and handed in as part of the bid documentation. Particular attention must be given to adherence to all OHS regulations. The Service Provider will be responsible for all expenditure with respect to safety measures according to the requirements of the Occupational Health and Safety Act Refer to the applicable annexure which contains detail of Occupational Health and Safety requirements.
9. Rules of Bidding, Special Conditions, Bid Submission Requirements and Bid Evaluation Methodology
9.1 Rules of bidding and specific conditions
(i) The SSA reserves the right to amend, suspend, or terminate this tender at any
time during the process. In addition, the SSA reserves the right to reject any
(or all) submission(s) and re-issue this tender at a future date at the SSA’s sole
discretion.
(ii) Proof of South African Citizenship (This tender is not open to non-South
African citizens).
(iii) All South African firms submitting bids as part of a consortium or joint venture must submit original, valid tax clearance certificates dated within 1 year of the closing date of this tender. Failure to submit a valid Tax Clearance Certificate will result in disqualification.
(iv) SSA reserves the right to terminate this appointment or temporarily defer the
work, or any part thereof, at any stage of completion should SSA decide not to
proceed with the maintenance agreement or related projects. SSA also
reserves the right to appoint any other person to undertake any part of the
task. Should the contract between SSA and the service provider be terminated
by either party due to reasons not attributable to the service provider, the
service provider will be remunerated for the appropriate portion of work
completed up to a maximum amount of not more than the total fee bid by the
service provider for the maintenance services, as rendered up to the point
when the appointment was terminated.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
22
(v) No material or information derived from the bid submission or the provision of
the services under the contract may be used for any purposes other than those
of SSA, except where authorised in writing to do so.
(vi) Copyright of all documents and electronic aids, software programs prepared or
developed or acquired in terms of this appointment shall vest in SSA.
(vii) The costs of preparing proposals and of negotiating the contract will not be
reimbursed.
(viii) SSA reserves the right to negotiate price with the preferred bidder.
(ix) The service provider and its affiliates are disqualified from providing goods,
works and services to any private party to this Agreement, or to any eventual
project that may result, directly or indirectly from these services.
(x) Firms may ask for clarification on these Terms of Reference or any of its
Annexures up to close of business 48 hours before the deadline for the
submission of bids. Any request for clarification must be submitted by
electronic mail to the SSA representative. Copies of questions and answers
will be e-mailed back.
(xi) The words service provider/contractor/partner/supplier/consultant has the
same meaning in this bid and refers to the preferred and subsequently
successful bidder.
(xii) The successful bidder/s may not change (buy-out HDI’s) BEE (PPPFA) status
during the contract period. The State Security Agency reserves the right to
terminate the contract should the successful bidder/contractor no longer meet
the original BEE bid proposal or fails to deliver.
(xiii) SSA is not bound to accept any of the proposals submitted. The SSA further
reserves the right to call for presentations, interviews, to conduct a site visit or
request additional information from the short-listed bidders before final
selection. The purpose will be to evaluate the service delivery and
commitments made by the prospective service provider/s in the bid document.
(xiv) The project will be awarded at the discretion of the Principles of the State
Security Agency subject to the signing of a contract, Service Level Agreement
and obtaining of a positive security clearance.
(xv) It will be expected of the contractor/s to maintain strong ethical standards
during bidding and contract period.
(xvi) The Contractor may not market/promote its products or company name or logo
in SSA material. The contractor’s company profile/details or logos shall be
discreet and permissible within the following text parameters (not more than
font Arial size 9) unless used as contact details approved by SSA.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
23
(xvii) Security clearances: The bidder’s (principal or joint venture contractor)
directors and employees and sub-contractors nominated to work on the
project/site are required at all times during the contract period to be in
possession of valid security clearances to the level determined by SSA
commensurate with the nature of the project activities they are involved in. All
security clearance will be conducted by the SSA
The vendors shall supply and maintain a list of personnel involved on the
account or contractor indicating their clearance status. Negative or failure of
security clearance or vetting by the bidder’s directors, employees
subcontractors or partners at any stage during the contracting or contract
period and lack of or inability to obtain acceptable replacements by the
contractor may lead to the cancellation of the contract.
(xviii) Formal contract: This Request For Bid, all the appended documentation
and the proposal in response thereto read together, forms the basis for a
formal contract to be negotiated and finalised between SSA and the
enterprise(s) to whom SSA awards the bid in whole or in part. A mere offer and
acceptance shall not constitute a formal contract of any nature for any purpose
between SSA and any bidder.
(xix) Personal Liabilities: SSA shall incur no personal liability in respect of any
matter arising out of the contract.
(xx) Interpretation of contract: Any dispute arising from any matter in connection
with this contract shall be submitted for mediation between the parties, failing
which a decision/ruling by any competent court of law is the Republic whose
decision shall be final. The service provider shall not delay the execution of
any work pending such decision. Should the contract between SSA and the
service provider be terminated by either party due to reasons not attributable
to the service provider, the service provider will be remunerated for the
appropriate portion of services rendered or completed in full to SSA.
(xxi) Should the SSA, after reasonable period of notice in writing, depending upon circumstances, call upon the service provider to comply with any of the conditions and failure to do so ‘SSA’ shall, without prejudice to any of SSA’s rights be entitled to cancel the contract and to claim from the contractor any damages or losses which it might have suffered including any additional expenses incurred by it having either to invite fresh bids or accept any less favourable bid.
9.2 Bid Submission Requirements
Prospective bidders are required to submit their proposal in which the bidder will in
general give reasons why he should be able to execute the contract to the
satisfaction of SSA.
(i) The SSA reserves the right to return late bid submissions unopened.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
24
(ii) Government Procurement General Conditions of contract (GCC) as issued
by National Treasury will be applicable on all instances. The general
conditions are available on the National Treasury website
(www.treasury.gov.za).
Refer paragraph 13.2 regarding mandatory requirements
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
25
9.3 Technical Proposal This is mandatory and must contain the following:
9.3.1 Covering letter signed by the Service Provider, inter alia:
Accepting the Rules of Bidding, Evaluation of Bids, and Bid Evaluation Criteria
set out in the Terms of Reference;
A general overview of your organization.
Attach a Tax Clearance Certificate from South African Revenue Services in
respect of the Service Provider and all South African firms to be sub-contracted
to it for this assignment (or all South African firms participating in a joint venture
for purposes of this bid).
Providing full contact details of the Service Provider
The name, e-mail address and Telephone number of the Accounts Executive or
Company Representative who will be in direct contact with SSA regarding the
accounts (& modus operandi / procedures), with an indication of his experience
in SAP processes (if applicable) and the extent of his language competencies.
It is extremely important to include the following statement in the letter:
“We hereby certify that all statements made with regard to this proposal are made
by [enter name of applicant here] are accurate and factual, and that we are aware
that SSA reserves the right to verify any information provided in this regard and that
untrue statements may result in the proposal being declared non-compliant”.
9.3.2 Information on and motivation for the Service Provider, attaching his/her
curriculum vitae, and setting out his / her personal, and his / her firm’s:
Suitability for this assignment;
Detail of the growth and development history of your team, and comment on the
(local) team you would assign to this project
Relevant skills and experience. For relevant experience cited, outline the role
that the bidder played, the role of the firm, contract duration, contract outcomes,
and contract value
Availability to perform the work. This must be substantiated by listing the
bidder’s other commitments for the forthcoming year, substantiate this in view of
ability / capacity to carry out SSA’s request for services.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
26
Information on your firm’s ability and experience in maintenance of the required
nature.
Overview of the operating structure (and geographical locations) of the firm.
Detailed outline of the modus operandi and the handling, operation and
servicing of the project / contract must be furnished.
Extent of the infrastructure, equipment and capacity / resources to handle the
entire contract.
Actual “accounts” handled by this contractor with specific reference to accounts
management. (SSAs’ lists).
Standards – Include information regarding your firm’s utilization of widely known
Industry Standards and guidelines, as they apply to your firm, and your firm’s
proposal for service delivery.
9.3.3 Project comprehension and project management plan, setting out:
A service delivery schedule outline that runs through the site establishment
process, beginning of service delivery and routine service delivery for the
duration of the contract.
Description of how your team would propose working with the SSA to achieve
the required service standards. Elaborate on the roles that you would anticipate
the SSA and your team play in communications and decision making as may be
applicable.
The Service Provider understands of the Terms of Reference, and any
proposals for amendments to the Terms of Reference that would enhance
desired outcomes, the proposal must address all the requirements of these
Terms of reference.
The proposal should be concise and contain information that would be
necessary for presentation
How the Service Provider proposes to manage the set of deliverables outlined
in the Terms of Reference
A brief statement of understanding of the project, expected deliverables, and
relevant experience of the applicant
The proposal must address all the requirements of these Terms of reference.
The proposal must be concise and contain information that would be necessary
for presentation
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
27
A proposed outline Work Plan with time-table for delivery. A comprehensive
implementation strategy and plan for the fulfilment of the task, indicating very
clearly steps to be followed to achieve that objective
A brief point form of description of work program activities that the applicant
would be proposing for service delivery and how (effort to be put in place) this
timeline will be achieved.
An explanation of expertise and/or resources that would be used in executing
the project
How the Service Provider’s team members will be supervised
How reporting to the Project Officer will take place
9.2 PRICING
The total cost of all works and material quoted for must be inclusive of VAT and fixed for the 1st year of the contract, with commencement following signing of the contract.
A fixed yearly inflation adjustment tariff will be based on CPI and be introduced annually during the three year contract period
10. BID SELECTION AND EVALUATION CRITERIA
10.1 SSA reserves the right to disqualify any bidder which does any one or more
of the following, and such disqualification may take place without prior notice
to the offending bidder.
10.2 Whilst SSA wishes to achieve affordability, creativity, innovation and
adherence to the terms of reference will weigh heavily in the selection of the
finalists. It is intended that the successful service provider will have made
substantial input into the proposed concept/s of service delivery
Is an established recognized provider of professional services
Is able to offer in-house support capacity
Demonstrate experience / capability of working with multiple stakeholders and various environments;
10.3 Bidders will be disqualified for
Not submitting a valid and original Tax Clearance Certificate on the closing
date and time of the bid. If a Consortium or Joint Venture. Original and valid
Tax Clearance Certificate must be submitted for each member.
Submitting incomplete information and documentation according to the
requirements of this Bid documentation;
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
28
Submitting information that is fraudulent, factually untrue or inaccurate, for
example memberships that do not exist, BEE credentials, experience, etc.
Receiving information not available to other bidders through fraudulent
means; and/or
Not complying with mandatory requirements as stipulated in this bid, i.e.
submission of bids
Failing to attend a compulsory briefing session
Being blacklisted as per the National Treasury database
10.4 A Bid Evaluation Committee will be established by SSA comprising
representatives of SSA. The committee will evaluate all bids received on
or before the closing time and date, according to the criteria indicated
herein. The evaluation Committee will make a recommendation to the Bid
Adjudication Committee and/or Director General for appointment of the
preferred bidder.
10.5 The Bid Evaluation Committee reserves the right to call bidders to complete
any outstanding elements of their bids, make presentations of their bids,
and/or present Best and Final Offers, if required.
10.6 Evaluation will be based on a point system. The following are the maximum
number of points that can be awarded for each category, and the threshold
score for each category:
Item Category Maximum points Threshold
score
1 Technical / Functional Proposal 100 70
2 Price 90 -
2.1 Fixed Preventative Maintenance 40% of 90
2.2 Unit Rates for ad hoc Works 60% of 90
3 BBBEE 10 -
10.7 The Technical Proposals received will be evaluated the Functional/Technical
threshold Score will be 100 points and only those bids that subsequently
achieve the technical threshold score of 70 points or more will be short
listed.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
29
10.8 The proposals will be evaluated on the 90 / 10 preference points system as
per PPPFA regulations.
10.9 Evaluation will be the 100 points for price and BBBEE and 100 points for
functionality.
10.10 The prospective bidder who achieve the highest total points and pass the
SSA’s security clearance will be recommended by the Bid Evaluation
Committee as the preferred service provider
10.11 The decision of the SSA will be final.
11. BID EVALUATION PROCESS
11.1 Stage 1: Pre-evaluation
Any prospective bidder, which fails to submit any element of the Bid Submission Requirements set herein, may, at the discretion of the Evaluation Committee, be rejected as unsuitable for evaluation and will therefore not be further considered.
11.2 Mandatory requirements
11.2.1 All applicable SBD forms, Annexures and Schedules completed
11.2.2 Valid original tax clearance certificate submitted
11.2.3 All costing done and tables completed
11.2.4 All technical specifications and detail provided
11.2.5 Health and safety plan provided
11.2.6 Company detail and personnel detail and available resources furnished
11.2.7 Proof of registration / membership with applicable governing bodies
11.2.8 All bid requirements provided as indicated in applicable section
11.2.9 All other bid requirements set out in this tender document.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
30
11.3 Stage 2 : Technical Evaluation
11.3.1 The following score sheet and criteria shall apply for scoring by the evaluation committee members in scoring compliant/qualifying bids meeting the minimum technical / functional requirements.
No.
Technical Criteria
Scoring (for each
sub element)
Maximum
points
1
Proof of established company with know how regarding
Low Voltage maintenance including qualifications of
personnel
Excellent = 10
Acceptable = 7
Partially compliant=3
Un-acceptable =0
10
20
Management qualifications, CV’s
Skills and personnel available to manage the Low
Voltage maintenance and minor mechanical and
engineering works
Qualifications of personnel must be applicable to the
relevant field of expertize required to render the services
set of in the terms of reference.
Minimum requirements to obtain score at “acceptable
level” will be relevant qualification for field of expertise,
as acceptable in the industry
Provide documentation to illustrate skills and
qualifications and experience of relevant personnel
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
31
Support personnel capacity
Capacity in terms of personnel and equipment available
for general maintenance as well as emergency call-outs.
The prospective bidder must indicate what resources are
and will be available to render the services as described
in the tender and how additional resources will be
acquired when needed
Minimum requirements to obtain score at “acceptable
level” will be indication and illustration of availability of
sufficient support personnel in respective disciplines to
perform the work required, measured against the norms
of the maintenance industry
Provide documentation to illustrate capacity and
experience of support personnel as well as company
infrastructure / status to render services of nature as
required
Excellent = 10
Acceptable = 7
Partially compliant=3
Un-acceptable =0
10
No.
Technical Criteria
Scoring (for each
sub element)
Maximum
points
2
Previous experience on the nature of the task at hand
and level of experience
20
20
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
32
Track record & Relevant experience
Number of years active in maintenance, experience
gained in this field, to whom services were provided and
record of services rendered, indicating types, variety,
quantity, complete with references. The prospective
bidder must indicate what the magnitude of services
were, where it was rendered and what challenges were
effectively dealt with, in particular when time constraints
were to be adhered to.
Minimum requirements to obtain score at “acceptable
level” will be confirmation of at least five (5) years of
applicable experience in maintenance related projects.
Provide documentation to confirm track record and
detail of services delivered / rendered to date, with
detail regarding scope of work. Illustrate how
problematic situations were effectively dealt as
encountered during projects and service delivery
and in particular challenges resolved regarding
extreme time frames.
Excellent = 20
Acceptable = 15
Partially compliant=7
Un-acceptable =0
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
33
No.
Technical Criteria
Scoring (for each
sub element)
Maximum
points
3
Level of skills regarding specialist designs done with
respect to Low Voltage arrays and redundancy
installation
Excellent = 20
Acceptable = 15
Partially compliant=7
Un-acceptable =0
20
20
Special skills & Specialist maintenance
projects completed
Knowledge and understanding of specific requirements in
maintaining and managing Low Voltage maintenance
with the aim of “green conscious environment”
The prospective bidder must also clearly illustrate
strategy followed when dealing with special needs of a
SSA and the implementation environmentally friendly
solutions to obtain optimum solutions during service
delivery
Minimum requirements to obtain score at “acceptable
level” will be indication and illustration of availability of
sufficient support personnel with specialized skills and
illustration of specialist maintenance performed,
measured against the level of specialist maintenance in
the industry
Provide documentation to illustrate how special
needs of clients were dealt with previously, also
indicate experience in the field of energy efficiency,
and how the SSA’s anticipated needs will / can be
dealt with in view of constant demand to reduce or
optimize electrical energy consumption.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
34
No.
Technical Criteria
Scoring (for each
sub element)
Maximum
points
4
Clear understanding of the Low Voltage maintenance
task at hand as well as compliance with the terms of
reference and SSA requirements
(Quality of project comprehension in the proposals)
Excellent = 10
Acceptable = 7
Partially compliant=3
Un-acceptable =0
10
20
Proposed personnel deployment / personnel
allocation to meet SSA needs and provision of standard equipment for routine maintenance
The prospective bidder must indicate what resources will be deployed (or reserved) to meet the expectations of the SSA and will be available to render the services as described in the tender
Minimum requirements to obtain score at “acceptable level” will be indication and illustration of proper project plan to illustrate what support personnel (in the respective disciplines) will be available to perform the work required, measured against the norms of the maintenance industry, and what equipment will be available in this regard
Provide documentation / a project plan to illustrate proposed deployment of personnel to address needs of client, also indicate what equipment will be provided to perform the maintenance as required by client, based on the scope of work.
Provide detail of subcontractors / companies who will be available or utilized to assist with ad hoc tasks of a specialist nature, if not done with in-house resources
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
35
No.
Technical Criteria
Scoring (for each
sub element)
Maximum
points
Overall control and administrative support
system provided by service provider to address SSA needs and ensure that services are rendered within reasonable turnaround time
The prospective bidder must indicate what resources will be available to respond the needs of the SSA whenever a routine or emergency request is received. This must also illustrate the administrative capacity of the service provider to provide quotes and invoices within reasonable time or at short notice in the event of emergencies or special request.
Minimum requirements to obtain score at “acceptable level” will be indication and illustration of availability of sufficient support personnel to respond to emergencies and how emergencies will be dealt with to ensure minimum disruption of operations, with indication of what resources will be immediately available to provide the required support.
Provide documentation to illustrate how routine requests and emergency calls will be addressed to ensure that maintenance and functionality of the client’s electrical infrastructure is kept operational and functions optimally.
Also illustrate / describe support systems’ availability after hours and availability of spares / access to spares for emergency repairs at short notice.
Excellent = 10
Acceptable = 7
Partially compliant=3
Un-acceptable =0
10
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
36
No.
Technical Criteria
Scoring (for each
sub element)
Maximum
points
5
Financial backing and capacity and expertise to handle Low Voltage maintenance projects and specialist projects of varying magnitude and the expenditure that accompanies such activities
Excellent = 10
Acceptable = 7
Partially compliant=3
Un-acceptable =0
10
10
Magnitude of previous maintenance contracts
The prospective bidder must indicate the magnitude of previous contracts and projects during past years and how these contracts and projects were financed, also explaining how the financial aspects of the abovementioned tender will be managed.
Minimum requirements to obtain score at “acceptable level” will be indication and illustration of availability of sufficient funds to maintain “healthy” cash flow, illustrating scope of work to obtain CIDB rating as requested, confirming that financial resources are available for all types of business activities.
Provide documentation to illustrate financial capability to manage a maintenance tender of the described magnitude, also provide information regarding previous tenders / projects of a similar nature and the expenditure thereof.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
37
No.
Technical Criteria
Scoring (for each
sub element)
Maximum
points
6
Level of skills regarding maintaining a safe and healthy work environment whilst addressing the needs of the SSA.
Excellent = 10
Acceptable = 7
Partially compliant=3
Un-acceptable =0
10
10
Health and Safety file compilation
Knowledge and understanding of OHS act, with the H&S file illustrating how the service provider will implement safety and preventative measures to control risks anticipated maintenance activities and projects.
The H&S file will be therefor be evaluated to determine the service providers’ understanding of risks in the work place and how to control such risks.
The H&S file must clearly illustrate how risks encountered during execution of the variety of SSA’s requests will be minimized and totally eliminated, where possible.
The H&S file must illustrate the prospective bidder’s understanding of the risks that are present (and which may be anticipated) in the maintenance environment and how risks encountered during execution of the variety of SSA’s requests will be minimized and totally eliminated, where possible
Minimum requirements to obtain score at “acceptable level” will be indication and illustration of ability to meet all requirements set out in the checklist in the OHS section, measured against the norms of the industry regarding acceptable H&S plans.
Provide documentation in the format of a ‘basic’ Health and Safety file based on the tender contents and the abovementioned requirements.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
38
No.
Technical Criteria
Scoring (for each
sub element)
Maximum
points
7
TOTAL TECHNICAL POINTS
100
8
Technical Threshold Score (minimum requirement)
70
9
Technical Maximum Score achievable
100
11.4 Stage three - Evaluation in terms of the 90/10 Preference Point Systems Only bids that achieved the minimum qualifying score/percentage for functionality will
be evaluated further in accordance with the 90/10 preferential point systems
prescribed in the Preferential Procurement Regulations 5 and 6 of the Preferential
Procurement Policy Framework Act 5 of 2000.
The following formula will be used to calculate the points for price in respect of tenders
with a Rand value above R1 000 000 (all applicable taxes included)
Ps = 90
Where
Ps = Points scored for comparative price of tender or offer under
consideration
Pt = Comparative price of tender or offer under consideration; and
Pmin = Comparative price of lowest acceptable tender or off
min
min1
P
PPt
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
39
12. BROAD-BASED BLACK ECONOMIC EMPOWERMENT STATUS LEVEL
CERTIFICATES.
It is the Government's intention to promote the following points with this bid, and the
points to be allocated are indicated against each Level of Contributor. A maximum of
10 points may be awarded to a bidder for attaining their B-BBEE status level of
contribution in accordance with the table indicated in paragraph below.
B-BBEE STATUS LEVEL OF
CONTRIBUTOR NUMBER OF POINTS
1 10
2 9
3 8
4 5
5 4
6 3
7 2
8 1
Non-Compliant Contributor 0
(b) The points scored by a tenderer in respect of the level B-BBEE contribution
contemplated must be added to the points scored for price as calculated
(c) The contract will be awarded to the tenderer who scored the highest total
number of points. Points scored will be rounded off to the nearest 2 decimals, in
case there is only one bidder scored the highest points.
(d) Only a bidder who has completed and signed the declaration part of the
preference claim form will be considered for preference points.
(e) Bidders are required to submit original and valid B-BBEE Status Level
Verification Certificates or certified copies together with their bids, to
substantiate their B-BBEE rating claims.
(f) Bidders who do not submit B-BBEE Status Level Verification Certificates or are
non-compliant contributors to B-BBEE do not qualify for preference points for B-
BBEE but will not be disqualified from the bidding process. They will score out
of 90 point system only and zero out of 10 for B-BBEE.
(g) All trusts, consortiums or joint ventures must submit a consolidated B-BBEE
Status Level Verification Certificates together with their bids.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
40
13. DISCOUNTS
Unconditional discounts will be taken into account for evaluation process; and
Conditional discounts will not be taken into account for evaluation purposes but will
be implemented when payments are made
14. SUB-CONTRACTING
(a) A bidder will not be awarded the points claimed for B-BBEE status level of
contribution if it is indicated in the bid documents that such a bidder intends
sub-contracting more than 25% of the contract value to any other enterprise that
does not qualify for at least the same number of points that the bidder qualifies
for, unless the intended sub-contractor is an EME that has capability and ability
to execute the sub-contract.
(b) A contractor is not allowed to sub-contract more than 25% of the contract value
to another enterprise that does not have equal or higher B-BBEE status level,
unless the intended sub-contractor is an EME that has the capability and
ability to execute the sub-contract.
Other details relating to the bid submission requirements are standardised by
the National Treasury and will be fully outlined and included with some of the
contents of this submission in the terms of reference (TOR) which will be part of
the tender specification.
15. SERVICE PROVIDER SKILL, EXPERIENCE, DELIVERY PROGRAM
16.1 Each individual on the team must be personally available to do the work as and
when required. The Service Provider will be held accountable, in terms of the
Contract, for ensuring project deliverables, and the professional conduct and
integrity of the team.
16.2 The award of the contract will be based on value for money that being the best
outcome for the SSA as a whole considering price, economic, environmental and
social benefits, in addition to the requirement for the SSA.
16.3 The Bidder intending to submit a proposal should have the organizational and
technical capacity, experience and professionalism to provide the service
requirements outlined in the Terms of Reference. Proposers should be able to
show proof of past and/or present experience in similar service delivery projects,
demonstrate financial soundness and resources available to carry out the service
requirements, and have the integrity and proven reliability to ensure good faith
performance.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
41
16. DUE DELIGENCE EVALUATION
It must be noted that only those bidders who are regarded as responsive will be subjected to “due diligence “investigations which may include but not limited to the following:
Were previous projects completed within specified contract period?
Did the contractor have cash flow problems?
How was their quality of work?
Did they have competent staff on site?
Does the prospective bidder have the necessary competencies and resources to carry out construction work safely?
17. CANCELLATION CLAUSE
(a) In the event that, in the application of 90/10 preference points system, all tenders received are equal to or below R1 000 000.00 (inclusive of VAT), the tender will be cancelled. (b) If one or more of the acceptable tenders received are above the
prescribed threshold of R1 000 000.00 (inclusive of VAT), all tenders received must be evaluated on the 90/10 preference point system.
18. ENQUIRIES
All questions with respect to Technical and SCM aspects must be forwarded
per e-mail to the centralized point of coordination:
Khonangayo Masuku
Tel 012 427 4980
Fax 086 591 4372
Cell 082 961 1134
e-mail KhonangayoM@ssa.gov.za
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
42
SECTION B: MAINTENANCE REQUIREMENTS
B1
SCOPE OF SERVICES
B1.1
Provide the following service for the Low Voltage Electrical Reticulation of the
SSA :
B1.1.1 Routine Servicing of Distribution Boards (DB’s)
Item Description Comments
1 Clean out of cupboards/rooms / cabinets where electrical DB's are installed.
Report problem areas
2
Check for traces and signs of rodents and check that rodent poison is in place.
Record and report problem
areas
3 Inspect & vacuum inside of all DB's when necessary.
Report problem areas
4 Clean outside of DB's & surrounding floor area
Report problem areas
5
Oil hinges & padlocks as required
Record and report extreme
deterioration
6 Check load currents , voltages and record readings at DB’s
Report load imbalance problems
and rectify
7 Check all timers and day night switches for proper operation and correct settings
Report and rectify problems
8 Check all surge arrestors
Report and rectify problems
9 Check general condition of bus-bars and connections
Report and rectify problems
10 Check presence and condition of essential signage and circuit breaker identification labels and rating
Replace if not in acceptable
condition
11 Ensure that all Normal power, Emergency power and UPS power distribution points are checked per building
Rectify problems and arrange
for downtime for major
rectification
12
Check presence of legends / identification labels
Report and rectify if missing /
incomplete
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
43
B1.1.2 Routine Servicing of Kiosks
Item Description Comments
1 Check kiosk’s electrical supply and load distribution sections
Tighten all screws / bolts on
power connections
2 Check for traces of rodents / termites and check that poison is in place.
Record and report problem
areas
3 Inspect & vacuum inside of Kiosk as deemed necessary.
Use blower if required
4 Clean outside of Kiosk
Check for rust
5 Oil hinges &lock mechanism (and padlocks if required)
Record and report extreme
deterioration
6 Check load currents , voltages and record readings at Incomer supply breaker
Report severe load imbalance
problems and rectify
7 Check all timers and day night switches for proper operation and correct settings
Report and rectify problems
8 Check condition of all surge arrestors
Report and rectify problems
9 Check general condition of busbars and LV connections
Report and rectify problems
10 Check presence and condition of essential signage and circuit breaker identification labels and rating
Replace if not in acceptable
condition
11 Ensure that all Normal power, Emergency power and UPS power distribution points are checked per kiosk, as may be present
Rectify problems and arrange
for downtime for major
rectification
12 Check presence of legends / identification labels
Report and rectify if missing /
incomplete
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
44
B1.1.3
Routine Servicing of Substation LV section
Item
Description
Comments
1 Clean out substation rooms where low voltage electrical DB's are installed.
Mop floors, adhere to basic
safety, oversee activities
2 Check for traces of rodents and check that rodent poison is in place.
Record and report problem
areas
3 Inspect & vacuum inside of all DB's in substations as deemed necessary.
Report problem areas
4 Clean outside of DB's panels & floor area
Report problem areas
5 Oil hinges &lock mechanisms padlocks as required
Record and report extreme
deterioration
6 Check load currents , voltages and record readings at respective DB’s
Report load imbalance problems
and rectify
7 Check load currents , voltages and record readings at respective DB’s
Report load imbalance problems
and rectify
8 Check all timers and day night switches for proper operation and correct settings
Report and rectify problems
9 Check all surge arrestors
Report and rectify problems
10 Check general condition of bus-bars and cable connections
Report and rectify problems
11 Check presence and condition of essential signage and circuit breaker identification
Replace if not in acceptable
condition
12 Ensure that all Normal power, Emergency power and UPS power distribution points are checked per substation / building
Rectify problems and arrange
for downtime for major
rectification
13 Confirm presence of first aid box
Report to client if no first aid box
in substation
14 Record fire extinguishers present and expiry date of most recent test
Report to client if validity of test
has expired
15 Check presence of legends / identification labels
Report and rectify if missing /
incomplete
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
45
B1.1.4
Annual Servicing of Low Voltage Installations
Item
Description
Comments
1
Incomer CB's to be maintained according to manufacturer’s specifications
Rectify problems and arrange
for downtime for major
rectification
2
Check all primary and secondary CB's on all DB's for any indication of equipment failure
Rectify problems and arrange
for downtime for major
rectification
3 Check overload current settings on adjustable primary and secondary CB's and align adjustment to ensure protection of downstream equipment
Adjust as required
4
Do infrared scan of all DB’s and distribution kiosks and major points of consumption
Rectify problems and arrange
for downtime for major
rectification
5 Do infrared scan of all points of consumption , in particular in critical areas and areas of above average consumption, typically kitchens and equipment rooms
Rectify problems and arrange
for downtime for major
rectification
6 Check condition of Normal power, Emergency power and UPS power distribution points and ensure all are in a reliable condition
Rectify problems and arrange
for downtime for major
rectification
7 Confirm that all installations are compliant to most recently published SANS codes and wiring regulations
Advise client regarding
deviations
8 Evaluate condition of installation in total
Advise client regarding
proposed upgrades
9 Check condition of all installations in all work areas and storage areas (power channels, cable routes, cable trays, switches, isolators)
Rectify problems and arrange
for downtime for major
rectification
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
46
B2.
Low Voltage Preventative Maintenance (Servicing Frequency, Musanda Site)
Item
Activity
Description
Daily
Monthly
Quarterly
Semester
Annually
Remarks
1
Requests for
service from client
Yes
Yes
Yes
Yes
Yes
Same day
response when
problem is reported
2
Routine inspections
of substations
Yes
Record all results
3
Routine inspections
of mini substations
Yes
Record all results
4
Routine inspections
of DB’s
Yes
Yes
Record all results
5
Routine inspections
of Kiosks
Yes
Yes
Record all results
6
Condition audit of
infrastructure
Yes
Age analysis
7
Load analysis
Yes
kVA, PF and kW
8
Infrared scan
Yes
Hot spots etc.
9
Logbook report
Yes
Yes
Yes
Yes
During each visit
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
47
B3
Component and Installations Check List
ITEM
DESCRIPTION
ACTIVITY
ACTION
1
Main circuit breakers at
primary distribution points
Check condition, IR pattern,
noise
Check legend and labelling
Clean equipment and components
Attend to minor problems and report
major problems to relevant technical
personnel
2
Main circuit breakers at
secondary distribution
points
Check condition, IR pattern,
noise
Check legend and labelling
Clean equipment and components
Attend to minor problems and report
major problems to relevant technical
personnel
3
Controllers and timers and
automated switches and
contactors
Check condition, operation,
noise
Check labelling
Attend to minor problems
Report major problems to relevant
technical personnel
Replace component if it does not
comply with minimum requirements
4
Substations and Mini
Substations
LV Distribution section
Operate main circuit breaker
manually
Do basic check of condition of
bus bars, bracing & feeder
connections
Check operation of trip
mechanisms
Check legend and labelling
Check lock mechanisms and
locks on panels and doors
Arrange for downtime as may be
required
Ensure switches operate normally
Do Infra red Heat scan
5
Kiosks
Check condition, IR pattern,
noise, legend, labelling,
mechanical operation of
enclosures, waterproof seals,
lock mechanisms and locks
Attend to minor problems
Report major problems to relevant
technical personnel
Replace component if it does not
comply with minimum requirements
Paint with suitable enamel paint if
rusted
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
48
6
Distribution Boards
Check condition, IR pattern,
noise, legend, labelling,
mechanical operation of
enclosures, waterproof seals
Attend to minor problems
Report major problems to relevant
technical personnel
Replace component if it does not
comply with minimum requirements
7
Safety systems :
Earth leakage units and
lightning protection
Test and check operation and
compliance to standards as well
as condition
Attend to minor problems
Report major problems to relevant
technical personnel
Adjust as may be necessary
Replace lightning protection if failure
is detected and per manufacturers’
specifications
8
Safety systems :
Trip current on main
breakers
Measure load and check
settings and test, if required
Report major problems to relevant
technical personnel
Adjust as may be necessary
9
Safety systems :
Interlock systems
Check condition and operation
and test, if required
Report major problems to relevant
technical personnel
Rectify as deemed necessary
10
General enclosure
condition
Inspect cabinets for early
warning symptoms of rust
Inspect and record extent of
worn and deteriorated parts of
the total installation
Clean with compressed air or
suitable cleaning agent
Attend to minor problems
Report major problems to relevant
technical personnel
11
Environmental and
varmint problems
Do a general inspection of all
electrical connections and
harnesses and condition of
plant room, substation, etc
Ensure preventative measures are
in place to address problems
Report damaged caused by
varmints to relevant technical
personnel
12
Heater Elements
Check thermostats for proper
operation on main installations.
Check thermostat setting and adjust
according to requirements of clients
Report problems or potential
problems
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
49
13
General terminal /
connection condition
Treat terminals against
corrosion
Arrange downtime as may be
required
Replace lugs if severely corroded
Record all detail in logbook
14
Voltage and current
meters and energy
consumption devices
Check operation
Ensure readings are within limits of
supply and equipment rating
Record detail in logbook
Replace faulty units
15
Switchgear and
contactors
Operate units manually or
simulate automatic controls
Do basic check of condition of
bus bars, bracing & feeder
connections
Ensure switching action is reliable.
Scan with IR scanner to identify
determine possible hot spots .
Replace noisy units
16
Reporting
Complete inspection reports
Compile condition reports
Indicate expected remaining life
span
Return Inspection Form to Facilities
Office 8
17 As-built information and
Operating and
Maintenance Manuals
Obtain all available and
required information for the
compilation, reproduction,
update and revision where
required of “As Built
Documentation” and Operating
and Maintenance
Hand over information to the Client
18 New installations
Issue COC’s for all new installations and major alterations of installations, be it of a temporary or permanent nature
Hand over original documentation to
the Client during billing
19 Infra-red scanning
All tests done by accredited person / sub-contractor and report generated
Hand over report to the Client
Report to indicate rectification
required
20 Pressure test on cables
All tests done by accredited person / sub-contractor and report generated
Hand over results to the Client
Report to indicate rectification
required
21 Lightning protection
installations
All earthing tests to be done by accredited person / sub-contractor and report generated
Hand over results to the Client
Report to indicate rectification
required
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
50
B4
Description of Scope of General Maintenance and Repair Work
ITEM
DESCRIPTION
ACTIVITIES
1
Distribution boards and cabling
(a) Service distribution boards: inspect and clean the distribution boards, treat the enclosure for moisture ingress and corrosion.
(b) Check for rigidity and fastening of equipment trays, panels, doors and handling devices.
(c) Check locking mechanism and padlock operation. (d) Replace damaged or missing faceplates, doors,
mounting frames, handles, thumb catches, etc. (e) Check operation of distribution board equipment
and meters, replace if faulty or damaged with an approved type.
(f) Remove all obsolete equipment and meters. (g) Check and fasten wiring and cable terminations. (h) Re-arrange wiring and equipment to give a neat
installation. (i) Trace outgoing circuits. (j) Fit labelling and blank face plate covers. (k) Replace the distribution boards if required and
replacement is approved by Engineer / Client. (l) Check earth bar and earth continuity, record. (m) Label all wiring and cabling with Grafoplast Trasp
PVC markers or similar UV resistant type.
2
Lighting system : Indoor luminaires
(i) Operational and complete luminaires - Remove lamps and wash luminaire body with
detergent. Clean polycarbonate diffusors with detergent. Clean polished pure aluminium diffusors / reflectors
- Check condition of luminaire seal, entrance gland, lamp holder and internal wiring.
- Ensure that earth stud and earth connection is sound.
- Replace missing screws, catches, bolts and plugs.
- Check condition of suspension cords of pendant luminaires.
- Re-lamp.
(ii) Damaged or incomplete luminaires - Remove luminaire. - Replace luminaire and reconnect. - Fit new lamps. (iii) Fluorescent luminaires 2400mm long - Remove luminaire. - Replace luminaire with 1500mm double
fluorescent luminaire. - Fit new lamps.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
51
3
Lighting system : Light switches
Note: All light switches shall have steel face plates with
permanent glued Traffolyte labels or similar UV
resistant type laminates.
- Remove switch cover. - Check continuity of earth connection. - Check operation of switch and replace if suspect. - Replace switch cover, fit new CSK stainless steel
screws if required.
4
Lighting system : Photocells
- Wash translucent body with detergent. - Cover photocell and verify operation. - Check bypass manual switching circuit. - Enclose all exposed wiring in 16 mm ø sprague.
5
Lighting system : Floodlight and
bulkhead luminaires
- Remove lens and lamp. Wash lens thoroughly. - Wash luminaire body with detergent. - Clean polished pure aluminium reflectors - Check condition of internal wiring, capacitor, ballasts
and starters. - Check condition of neoprene seal and replace if worn
or damaged. - Check condition of lamp holder. - Seal conduit and wiring entry with silicone to eliminate
water ingress. - Fit new lamp. - Check condition of earth stud and luminaire earth
connection. - Replace all missing screws, lens catches, bolts. - Close cover securely, check stirrup bolts.
6
Power outlets and fixed appliances
Note: All power outlets shall have steel face plates with
permanent glued Traffolite labels or similar UV
resistant type.
(a) Inspect all power outlets and verify earthing. (b) Check contact points and tighten screws. (c) Replace missing screws and covers for outlet and
draw boxes. (d) Replace missing, faulty or damaged socket outlets and
plugs. (e) Check conditions and operation of local isolators and
control switches for fixed equipment and replace if faulty, damaged or missing.
(f) Check earthing of fixed appliances and test for earth continuity.
(g) Inspect cable and wire ways. (h) Check for rigidity and fastening of the cable ducts,
ladders, ducting, power skirting and surface conduits , fasten or replace if loose or damaged, check earthing and test for earth continuity.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
52
7
Earthing, bonding and lightning
protection
(a) Check earthing and bonding of outlet points,
equipment, cable and wire ways, fixed appliances, water and gas pipes, etc.
(b) Check installation and termination of protective conductors and earth electrodes
(c) Test for earth continuity. (d) Provide 6 mm² copper earth wire jumper between
roof cladding and all gutter downpipes. Fasten with lugs and galvanized zinc bolts. Typically ten downpipes per housing unit. Earth at least two gutter downpipes by means of 16 mm² green insulated earth wire connected to 1,2 m earth electrode by means of cad-welding. Typically two downpipes per 25 m long housing unit.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
53
SECTION C
C1 WORKS INFORMATION
TITLE OF PUBLICATION
Occupational Health and Safety Requirements of the SSA and all Normative references
SSA`s Policy and Procedures for the Co-Ordination and Implementation of Occupational Health and Safety Act (Act 85 of 1993) and Compensation for Occupational Injuries and Diseases Act of 1993
SABS 1200 AA – General (Small Works)
Access Control Procedures to SSA Premises
PPPFA Act number 5 of 2000
PFMA Act
Security Officers Act (Act 92 of 1987), and the Security Officers Amendment Act (Act 104 of 1997)
Employment Equity Act (Act 55 0f 1998)
Intelligence Services Act (Act 38 of 1994)
National Strategic Intelligence Act (Act 39 of 1994)
National Small Business Act (Act 102 of 1996)
Intelligence Services Control Act (Act 40 of 1994)
Protection of Information Act (Act 84 of 1984)
Auditor-General Act (Act 12 of 1995)
Income Tax Act (Act 58 of 1962)
Promotion of Equality and Prevention of Unfair Discrimination Act (Act 4 of 2000)
Labour Relation Act (Act 66 of 1995)
Skills Development Act (Act 97 of 1998)
Occupational Health and Safety Act (Act 85 of 1993)
Requirements of the Companies Act
General Procurement Guidelines (issued by the Minister of Finance)
National Treasury: Circular No. 6 of 2002: Preference Points Claim Form for Equity Ownership by Historically Disadvantaged Individuals (HDIs)
Government Procurement: General Conditions of Tender, Contract and Order
Security Service Trade Orders
White Paper on Transforming Public Service Delivery: Batho Pele-“People First”: 1997 September
Government Notice R1237, 1988 July 1
Government Gazette No 16085, 1998 November 23
SSA Procedure for the Identification of Risk Prior to the Commencement of Work
Construction Regulations 2014
National Building Regulations, SANS 10400
National Road Traffic Act 93 of 1996, and all amendments
General Safety Regulations 2003
Environmental Regulations for Workplaces 1987
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
54
C2 OCCUPATIONAL HEALTH AND SAFETY (OHS)
This part of the tender document comprise of four sections:
Item
Description
1
Occupational Health and Safety Section 1
General Occupational Health and Safety Requirements
2
Occupational Health and Safety Section 2
Client Specifications According to the Construction Regulations of 2014 :
Checklist for minimum requirements for Health and Safety plan relating to tender documents
3
Occupational Health and Safety Section 3
Client Specifications according to the Construction Regulations of 2014
4
Occupational Health and Safety Section 4
Baseline Risk Assessment
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
55
OCCUPATIONAL HEALTH AND SAFETY SECTION 1 OF 4
GENERAL OCCUPATIONAL HEALTH AND SAFETY REQUIREMENTS
The bidder shall comply fully with all the requirements of the Occupational Health and Safety Act,
85 of 1993 (OHS Act) inclusive of all amendments as well as the National Building Regulations and
local by-laws.
The basic Health and Safety requirements applicable to the bidder (and sub-contractors of the
bidder) are, but not limited to the following - see also minimum content checklist attached.
Do note that the successful bidder will be required to provide a comprehensive Health and Safety
file on awarding of the tender, such H&S file must be evaluated and approved by the client prior to
the contractor gaining access to the site.
Provide a Health and Safety (H&S) plan in line with the requirements of the applicable
regulations for the work to be done. This file must be handed in with the tender
documentation – see the attached minimum content checklist attached.
The H&S plan shall include risk assessments conducted by an appointed risk assessor for
the work to be done and the safety precautions to be put in place from the contractor’s side,
e.g. safe work procedures, proper storage, handling of fuel, etc.
The H&S plan must be to the satisfaction of the OHS Coordinator/representative of the
SSA.
A Construction Manager and construction supervisor must be appointed in writing and shall
be in charge of all work on site and health and safety measures implemented.
The contractor (inclusive of all sub-contractors) shall be registered with the Compensation
Commissioner and shall provide a valid Letter of Good Standing with the Compensation
Fund.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
56
OCCUPATIONAL HEALTH AND SAFETY SECTION 2 OF 4
CLIENT SPECIFICATIONS ACCORDING TO THE CONSTRUCTION REGULATIONS OF 2014
CHECKLIST FOR MINIMUM REQUIREMENTS FOR HEALTH AND SAFETY PLAN RELATED
TO TENDER DOCUMENTS
Item
Description
Confirmation
1 Proof of registration and valid Letter of Good Standing from
Compensation Commissioner
2 Company Health and Safety Policy
3 Company Environmental Policy
4 Company HIV/Aids Policy
5 Certificates of Competencies
6 Qualification of key personnel on site, e.g. Construction Manager,
Supervisor, risk assessor, etc.
7 Proof of company’s previous experience and references
8 Risk assessments based on client baseline risk assessment
9 Plan indicating how training will be conducted, e.g. induction training,
toolbox talks, first aid training, etc.
10 Plan indicating how medical fitness certificates will be handled on site
11 Plan indicating fall protection on site
12 Plan indicating how scaffolding will be handled on site
13 Plan indicating how lifting equipment/cranes will be handled on site
14 Plan indicating how vessels under pressure will be handled on site.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
57
Item
Description
Confirmation
15 Plan indicating how excavations will be handled on site.
16 Plan indicating how hazardous chemicals will be handled on site.
17 Plan indicating how temporary works will be handled on site.
18 Plan indicating how roof work will be handled on site
19 Plan indicating how appointments of contractors will be handled on site
20 Plan indicating how construction vehicles and plant will be handled on
site
21 Plan indicating how emergency situations will be handled on site
22 Provide appointments of the following according to Construction
Regulations.
- Construction Manager - Construction Supervisor - Risk Assessor - Fall Protection planner
23 Indicate in tender that provision has been made for the cost of health
and safety measures to be implemented on site
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
58
OCCUPATIONAL HEALTH AND SAFETY SECTION 3 OF 4
CLIENT SPECIFICATIONS ACCORDING TO THE
CONSTRUCTION REGULATIONS OF 2014.
GENERAL
The Principal Contractor agrees to the conditions as discussed and shall conduct his/her business
in such a way as to ensure that all the conditions of the Occupational Health and Safety Act, 85 of
1993, and the Construction Regulations will be adhered to as far as reasonable practicable.
For interpretations of wording used in this specification, the definitions as contained in the
Occupational Health and Safety Act and regulations and the National Building Regulations shall be
used.
The Principal Contractor and all Contractors shall be registered with the Compensation
Commissioner and shall provide proof to the Client in the form of a valid Letter of Good
Standing from the Compensation Commissioner – this shall be kept up to date for the duration of
the contract period.
The Principal Contractor shall ensure that written agreements are entered between himself and all
mandatories/contractors as indicated in Construction Regulations 7 and Section 37 of the OHS
Act, and proof shall be provided in the health and safety file, to be kept on site.
The client reserves the right for security personnel of the client to search persons or vehicles
entering or leaving the premises.
After completion of the construction work, the contractors shall clean the site and restore it to
orderliness, all work sites shall be kept reasonable tidy during the work operations.
Approval from the Local Authority (Building Control Officer) shall be made available before the new
construction work is to be done, and the client will be provided with the proof of such approvals. On
completion of a building construction project an Occupancy Certificate shall be provided to the
client as indicated in the National Building Regulations.
The Principal Contractor shall appoint a competent person as the Construction Manager within
the conditions of the Construction Regulations and the client shall be provided with a copy of such
appointment. The Construction Manager shall appoint a Construction Supervisor in writing and
further to that the contractor shall appoint a construction safety officer in writing, having considered
the size of the project, the degree of dangers to be encountered or the risks on site, as indicated in
Construction Regulation 8.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
59
The Principal Contractor shall ensure that all the appointments and designations of competent
persons as required by the Construction Regulations be available in a health and safety file on site
and be maintained by the contractor, for perusal by the client.
The Principal Contractor shall ensure that a Health and Safety file is opened and be available with
all relevant appointment, registers and logbooks as required by the OHS Act and Construction
Regulations. This shall be kept and maintained on site by the relevant appointed competent
persons.
The Principal Contractor shall provide and demonstrate to the client a documented health and
safety plan based on the client’s baseline risk assessment and health and safety specification
which shall be kept on site.
The client shall conduct periodic health and safety audits to determine if the health and safety
specifications and health and safety plan are adhered to at least once a month during the
construction period. Written feedback reports will be forwarded to the Principal Contractor within 7
days after the audit
All construction work shall be done in such a way as to ensure that the end result and the
processes involved complies with the stipulations of the National Building Regulations (SANS
10400) and the Occupational Health and Safety Act.
All employees of the Principal Contractor/ Contractor shall be identifiable with proper clothing with
a company logo and or hard hats, depending on the risks involved at the time.
The Principal Contractor/Contractors shall on completion of the construction work, provide to the
client a consolidated health and safety file with all the reports and documentation, including a
record of all drawings, designs, materials used and other similar information concerning the
completed structure as stipulated in Construction Regulation 7.
The continued non-adherence to legislation and stipulations of the documented health and safety
plans may result in the contractors being asked to vacate the work areas until compliance can be
reached.
Site establishment and services
The contractor shall do everything in his power to limit wastes to protect the environment.
Site establishment shall be done according to the stipulations of the Building Regulations and the
Construction Regulations, with a well demarcated and fenced site where possible, with a gate(s)
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
60
and all required facilities on the inside of the area. This shall be kept in such a way as to ensure
the safety of the client and the public.
The site specific permit for construction work issued by the Dept. of Labour shall be conspicuously
displayed at the entrance to the site, when applicable.
Builder’s shed or similar buildings shall be erected and all facilities shall comply with the
stipulations of Construction Regulations 30 and Facilities Regulations.
Dust control shall be done to minimize dust to neighbours and the client at all times.
All work shall be done and completed according to the National Building Regulations and accepted
engineering practices shall be followed during all construction work.
The Principal Contractor shall ensure compliance with the Occupational Health and Safety Act, 85
of 1993 and incorporated Standards, as well as the SANS 10400 – National Building Regulations.
These will be the measures and minimum standards to be used and implemented in the contract.
LEGISLATION DERIVED SPECIFICATIONS
The Occupational Health and Safety Act, 85 of 1993 (OHS Act)
There shall be Health and Safety Representatives elected and appointed in writing according to the
conditions and stipulations of Sections 17, 18 of the OHS Act, and these members shall attend a
meeting at least once a month of which minutes shall be kept on the site according to Sections 19
and 21.
The Duties of the employer as indicated in Section 8 of the OHS Act shall be adhered to under all
circumstances.
The Principal Contractor shall record and report all incidents as covered in Section 26 of the Act,
and incident investigations shall take place with the involvement of the appointed Health and
Safety Representatives. The SHE Coordinator of the client shall be informed forthwith of any
incidents on site.
Proper agreements as indicated in Section 37 of the Act and the Construction Regulations shall be
entered between the client//Principal Contractor and Contractors, before work commences on the
site and shall be available on site for perusal by the client
General Administrative
There shall be a copy of the Occupational Health and Safety Act, 85 of 1993 and Regulations
available on the work site as stipulated in the General Administrative Regulations.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
61
Asbestos
Under no circumstances shall asbestos products be used in the building processes, and if it should
be, this should be done only after written approval from the client. Furthermore the contractor shall
where he/she identifies any previous use of asbestos, ensure that the conditions of the Asbestos
Regulations are compiled with. The client shall be informed in writing of the location(s) of the
asbestos containing material.
In the even where the contractor are required to work on existing asbestos on site the conditions of
the Asbestos Regulations will be adhered too and where asbestos containing material are to be
removed and disposed, the contractor shall provide a copy of their work plan as approved by the
department of Labour to the client prior to the work to start.
Electrical Installations
Contractors involved in electrical work shall provide proof to the client prior to the beginning of work
that the electrical contractor and electricians are registered with the relevant authorities and shall
furthermore issue Certificates of Compliance for all electrical work done on site as stipulated in the
Electrical Installations Regulations and SANS 10142, 10086, 10089 or 10108 as the case may be.
If during their work they identify a possible electrical fault, this should be brought to the attention of
the client immediately.
The Certificates of Compliance shall comply with the standards as are stipulated in the Electrical
Installation Regulations and the relevant SABS Codes of Practice.
The electrical installations shall comply with the SANS Codes 10142, 10086, 10089 and 10108,
depending on the type of installation and circumstances.
Apart from the above the contractor shall comply with the stipulations of Construction Regulation
24, wrt Electrical Installations and Machinery on Construction sites, as well.
Environmental Regulations for Workplaces
The contractor shall adhere to the requirements of the Environmental Regulations and in particular where
employees are supposed to work in cold conditions less than 6 degrees Celsius, in which case the contractor
shall provide cold weather protection.
Where employees are to work below 0 degrees Celsius, PPE as indicated in the mentioned
regulations shall apply, and all those working in such conditions shall be declared fit to work in
these areas by a medical practitioner.
In areas colder than 6 degrees Celsius and employees are to work machinery with a vibrating cycle
of lower than 100Hz, proper gloves shall be provided.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
62
In hot working conditions where the WBGT are 30 or above the employer shall comply with the
stipulations of the Environmental Regulation 2.
The work areas shall be lighted as far as possible to the stipulations of the Environmental
Regulations and the Schedule thereto attached.
Written conformation shall be provided to the client by the contractor that all the different areas
where work were done wrt lights; that the lighting values do comply and that illuminance tests have
been done – report.
This report should also indicate where emergency lighting has been installed and that it has been
tested and is complying with the regulations and local authority requirements.
All work areas shall at all times be well ventilated to comply with the Building Regulations,
Environmental Regulations and the stipulations of the Hazardous Chemical Substances
Regulations.
Housekeeping should be proper so that everything has a place and everything is in its place,
further the open areas on the building site shall be properly fenced, guarded or otherwise protected
to prevent people from falling. This should be according to the stipulations of Environmental
Regulations and Construction Regulation 25, 27 and 28.
Provision should be made during all phases to cater for the prevention of possible fires and means
of egress as indicated in Environmental Regulations, Construction Regulation 29 and National
Building Regulations. Also to note that no open fires is allowed on site.
Facilities
Facilities and construction welfare facilities in use shall comply with the stipulations of the Facilities
Regulations and Construction Regulation 30 and in particular to the following:
o Running water, hot and cold shall be provided
o One shower/15 employees shall be provided on the work site
o Proper toilet facilities with seats to the ratio of 1:30 employees for each sex and toilet
paper
o All facilities shall be cleaned on a regular basis and shall be hygienic.
o Clean drinking water shall be provided to all employees on site.
o Proper change rooms shall be provided for each sex
o Eating areas shall be provided which are properly sheltered
o If living accommodation is provided, then this should be good and hygienic condition.
o The draining of all wastewater shall be taken care of in a responsible manner.
Note: Provision of above to be negotiated with the client.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
63
Hazardous Chemical Substances
It is recommended that the use of Hazardous Chemical Substances be limited to the minimum and
if used that the stipulations of the Hazardous Chemical Substances Regulations be followed. The
same would apply to the use of lead during the construction processes.
MSDS’s shall be made available to all employees and shall be filed in the H&S file on site for all
HCS in use.
Driven Machinery
All driven machinery shall be protected, guarded or otherwise protected to prevent injuries and to
comply with Driven Machinery Regulation (DMR) 2.
The Contractor shall ensure that the following are being complied with when in use:
Saws shall comply with DMR 3.
Wood planing Machines shall comply with DMR 5.
Wood moulding and mortising machines shall comply with DMR 6.
Sanding Machines shall comply with DMR 7.
Grinding Machines shall comply with DMR 8.
Shears, guillotines and presses shall comply with DMR 9.
Slitting machines shall comply with DMR 10.
Mixing and agitating machines shall comply with DMR 11.
Rolls and Calendars shall comply with DMR12.
Washing and centrifugal extractors shall comply with DMR13.
Air compressors shall comply with DMR14.
Refrigeration and Air conditioning installations shall comply with DMR 15 and SANS 10147.
Goods hoists shall comply with DMR 16.
All lifting machines and cranes shall comply with the stipulations of DMR 18 and specific
the following:
o The maximum weight shall be clearly indicated on all machines
o Load test shall be carried out at least at the beginning of the contract and at least
once a year and/or according to the manufacturers standards and the results shall
be on site available.
o Inspections shall be done on lifting equipment as indicated in the DMR18 at least
once every 6 months and the results shall be available in site
o Lifting tackle shall be clearly identified and be inspected by a competent person at
least once every three months and records of the inspections shall be available on
site.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
64
o Nobody shall be moved by means of lifting equipment unless proof is provided of an
approval given by the department of Labour.
o The operators of all lifting equipment shall be trained and valid proof of their training
as done by an approved training institution shall be available on site.
When tower cranes are erected the conditions of Construction Regulation 22 shall be used as a
minimum standard wrt wind forces on structure, ground bearing capacities, bases firm and level,
safe distance erected from excavations, sufficient clear space for erection, operation and
dismantling. The operator of the cranes shall be physical and physiologically fit for their work and
a medical certificate of fitness shall be available on site.
Electrical Machinery
The contractor shall ensure that in general all protective gear and equipment as needed be
provided where work is to be done on or close to live or possible live electrical machinery
according to EMR 3.
The contractor shall ensure that whenever work is to be carried out on electrical machinery that it
has been disconnected from all sources of electrical energy, according to EMR 4.
Notices shall comply with EMR 5 where needed in the generating plants, transformers switching or
linking apparatus area.
All switch and transformer premises shall comply with the stipulations of EMR6. Where electrical
control gear are involved it shall comply with EMR 7.
All electrical switchboards shall comply with the stipulations of the EMR 8 and SANS 10142.
Where work is to be done at an area classified as a hazardous location according to EMR 9 and
SANS 10108 the conditions of EMR 9 and the relevant SANS Codes of Practice shall be followed
and the inspection authority shall issue the required certificates.
All electrical tools and portable electrical lights shall comply with EMR 10 and 11 respectively.
Electrical fences shall comply with the conditions of EMR 12 and 13 and the electrical contractor
shall provide proof of the tested values to the client as indicated in SANS 60335 and related
regulation.
Earthing shall be in compliance as indicated in EMR18.
The electrical engineer/contractor shall ensure that the stipulations of EMR 19, 20 and 21 are
being complied with wrt overhead power lines etc.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
65
General Safety
The contractor shall provide al the required Personal Protective Equipment (PPE) to all his/her
employees where needed for different areas free of charge, however safety shoes and hardhats
will be seen as the minimum for a normal construction site as indicated in General Safety
Regulation (GSR) 2.
Generally the contractor shall conduct a risk assessment to evaluate the risks and reduce the risks
to the lowest level before resulting to PPE as indicated in the Construction Regulation 9 and GSR
2.
The issued PPE should however further be suitable for the risk.
Proper instruction, training in the use, maintenance and limitations of the PPE must be given to all
the employees issued with such.
No person under, or who appears to be under the influence of intoxicating liquor or drugs shall be
allowed at the workplace as indicated in GSR 2(A).
Admittance of persons to the worksites should be limited to the minimum and be restricted as far
as possible.
Furthermore visitors shall be given the required PPE to enter the site and induction as stipulated
according to Construction Regulations 7, shall be given before the visitors are allowed to go on the
site.
The Contractor shall ensure that a qualified first aid person is available to all employees and
visitors in case of an Injury on Duty (IOD). The trained first aid person(s) shall be equipped with a
fully stocked first aid box. Proof of the training shall be available in the H&S file. A proper
emergency response procedure must be drafted and implemented on site – all employees should
be informed of such procedures.
Where in some cases flammable liquids are to be used the flammable liquids shall be stored in
proper storage facilities and be limited to the absolute minimum as indicated in GSR 4 and
Construction Regulations 25.
Where work must be done in a confined space, the contractor shall ensure hat the stipulations of
the GSR 5 are strictly being adhered to.
Where work is done in elevated positions it should be done as safe as possible as if the work is
being done form a ladder or scaffold according to GSR 6.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
66
Where there is a risk of engulfment, the conditions of GSR 7 shall be regarded as the minimum
standard.
All material and equipment as the case may be shall be stacked safely as indicated in the GSR 8
and Construction Regulations 28
Where welding and flame cutting are being conducted, the contractors shall comply with GSR 9
and Construction Regulations 29; however where the work is conducted near or inside a computer
or gas-controlled area, the client must give written permission for such work.
Ladders shall comply with GSR13.
Biological Agents
In the case where employees are exposed to biological agents (sewage works) the contractor shall
ensure that his employees are protected and monitored according to the stipulations of the
Regulations for Hazardous Biological Agents.
Pressure Equipment
In the case of the usage of pressure equipment or the installation thereof the contractor shall
ensure that all the equipment/installation complies with the stipulation of the Pressure Equipment
Regulations (PER).
The fire extinguishing equipment shall comply with PER 19 and SANS 101475.
All relevant inspections and test of all pressure equipment shall be available on site in the H&S file
Noise and Hearing Conservation Regulations
Where employees are being exposed to noise at or above the noise-rating limit of 85 dB (A) over
an 8-hour period, the conditions of the Noise-Induced Hearing loss Regulations shall apply. The
contractor shall provide proof that the employees are working below the noise-rating limit.
Construction Regulations
The contractor shall in general comply with all the conditions of the Construction Regulations, but specifically
the following.
The contractor shall before carrying out any construction work, notify the provincial director in writing of the
construction work as indicated in Construction Regulation 4, at least 7 days before work is to be carried out
and a copy of such notification shall be provided to the client.
The Principal contractor(s) and contractors shall provide and demonstrate to the client suitable and
sufficiently documented health and safety plan(s), based on the specifications received from the
client as indicated in the Construction Regulations.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
67
The Principal Contractor shall keep a health and safety file on the site and shall hand over a
consolidated health and safety file to the client at the end of the construction work; this shall
include all drawings, designs, materials used and any other information concerning the completed
structures(s).
The contractor shall before commencement and during construction work, cause a risk
assessment to be performed by a competent person, where the risk assessment shall form part of
the health and safety plan and shall include at least:
o Identification of risks and hazards to which persons may be exposed
o Analysis and evaluations of risk and hazards identified
o Documented plan of safe work procedures to mitigate, reduce and control the identified
risks
o Monitoring plan
o Review plan
This risk assessment shall be discussed by the health and safety committee and all employees are
informed, trained and instructed by a competent person regarding the hazards before work
commences and thereafter.
The contractor shall ensure that all visitors to a construction site undergoes health and safety
induction training pertaining to the hazards prevalent on the site and shall be provided with the
required PPE.
The contractor is not allowed to allow entry into a worksite any employee who has not undergone health and safety induction training, with proof thereof in the H&S file.
The Contractor must ensure that all his/her employees have a valid medical certificate of fitness regarding the specific work to be done and shall be in the form of Annexure 3 to the Construction regulations. Proof of such shall be kept in the health and safety file on site.
The contractor shall ensure that Fall Protection and Roof work are conducted as stipulated in Construction Regulation 10.
All contractors shall ensure that where and when work are done wrt structures that the conditions of the Construction Regulations are adhered to, including the stipulations as indicated for the designer of a structure and the completion certificates to render the structure safe for commissioning.
The contractor must ensure that the stipulations of Construction Regulation 12 are being adhered to wrt temporary works.
The contractor must ensure that all the stipulations of Construction Regulation 13 are being adhered to wrt all excavation work.
The contractor must ensure that all the stipulations of Construction Regulation 14 are being adhered to wrt all demolition work.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
68
The contractor must ensure that all the stipulations of Construction Regulation 16 and SANS Code of Practice 10085 – “The design, erection, use and inspection of access scaffolding” are being adhered to wrt scaffolding.
The contractor must ensure that all the stipulations of Construction Regulation 17 are being adhered to wrt all suspended platforms.
The contractor must ensure that all the stipulations of Construction Regulation 18 are being adhered to wrt any rope access works.
The contractor must ensure that all the stipulations of Construction Regulation 19 are being adhered to wrt all material hoists.
The contractor must ensure that all the stipulations of Construction Regulation 21 are being adhered to wrt the use of explosive actuated fastening tools.
The contractor must ensure that all the stipulations of Construction Regulation 23 are being adhered to wrt all construction vehicles and mobile plant, and ensure that all construction vehicles and mobile plant are roadworthy as far as possible in order to comply with the stipulations of the Construction Regulations 23.
The contractor must ensure that all the stipulations of Construction Regulation 26 are being adhered to wrt all construction work done over or in close proximity to water environments.
SHE Coordinator
DJ Giliomee
012 – 4275136
082 4674850
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
69
OCCUPATIONAL HEALTH AND SAFETY SECTION 4 OF 4
BASELINE RISK ASSESSMENT
Item Activity Description &
Examples
Legislation Applicable
1 Working at Heights Use of scaffolding
Use of ladders
Rope access
Construction Regulation
Yes
2 Confined space
entry
Activity in any confined
space
General Safety Regulation Yes
3 Electrical works Lock-out procedures
Specialised personal
protection
Electric fences
Electrical Machinery
General Safety Regulations
Electrical Installation
Regulations
Yes
4 Use of Hazardous
Chemical
Substances (HCS)
Use of fuels and
spillages
Use of HCS and spillage
Use of flammable substances
Use of LP Gas and similar equipment
Use of poisonous substances
Hazardous Chemical
Substances Regulations
General Safety
Regulations
Yes
5 Use of tools Electrical tools
Hand tools
General Safety
Regulations
Electrical Machinery
Regulations
Yes
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
70
Item Activity Description &
examples
Legislation Applicable
6 Lifting equipment Use of forklifts
Use of any lifting
equipment, e.g. slings
chains, etc.
Use of cranes
Use of cherry pickers
and or similar equipment
Use of material hoist
Driven Machinery
Regulations
Construction Regulations
Yes
7 Demolition work Building alterations Construction Regulations
General Safety Regulations
8 Vehicle usage Mobile plant usage
Construction vehicles
Road Traffic Act
Construction Regulations
Yes
9 Excavations Proper Shoring and
protection
Damage to HV, LV,
water and Sewage lines
Construction Regulations Yes
10 Explosive actuated fastening devices
Maintenance /
construction
Construction Regulations
11 Work space demarcation
Internal and external
maintenance related
activities
General Safety Regulations
Construction Regulations
Yes
12 Water environments
Kopkrap (Vaaldam)
Guesthouse(s)
Rhulani Reservoirs
Construction Regulations Yes
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
71
Item Activity Description &
examples
Legislation Applicable
13 Waste
management /
recycling
HCS Spills
Fuel spills
Battery recycling
Oil spills and recycling
Lights (removal of globes
and tubes)
Construction related
waste
Garden waste
Hazardous Chemical
Substances Regulations
All Environmental related
legislation
Yes
14 Housekeeping and
stacking
Work and storage areas Construction Regulations
General Safety Regulations
Yes
15 Fire hazards Veld fires
Building Fire places
Hot work
Thatching
General Safety Regulations
Construction Regulations
Yes
16 Administrative risks Applicable appointments in place
First aid provided
Registration with Compensation Fund (letter of Good Standing)
Applicable notifications to authorities
General Administrative Regulations
General Safety Regulations
Construction Regulations
Injuries and Diseases Act
Yes
17 Biological hazards Exposure to sewage Hazardous Biological Agents Regulations
Yes
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
72
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
73
Item Activity Description & examples
Legislation Applicable
18 Asbestos related
hazards
Maintenance
Exposure
Asbestos Regulation Yes
19 Lead exposure Exposure during use /
handling of lead
Lead Regulation Yes
20 Exposure to
excessive noise
(Noise zones)
Control measures in
noise zones
Noise Induced Hearing Loss
Regulation
Yes
21 Driven Machinery
hazards
All driven machinery applicable to trade
Driven Machinery
Regulation
Yes
22 Pressure
equipment hazards
All pressure equipment related to trade
Pressure Equipment
Regulations
Yes
23 Reptiles / wild
animals and
insects
Snakes
Wild animals(e.g. ostriches)
Ticks, spiders, bees and wasps
Contingency plan Yes
24 Shooting range
(live ammunition)
Possibility of live ammunition on shooting range
General Safety Regulation Yes
25 Handling of construction material and equipment
Transport, storage, maintenance
General Safety Regulations
Construction Regulations
Yes
26 Natural risks High wind conditions
Lightning and thunder storms
Heavy rain and hail
Contingency plan Yes
27 Specialised Works Dedicated risk assessments to be conducted to jobs identified on site
Yes
Important note: Any additional risk identified at any time during the contract period will be added
and additionally assessed at the time
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
74
SECTION D
PRICING OF MAINTENANCE SCHEDULES
ITEM D1
PREVENTATIVE MAINTENANCE SCHEDULE : MONTHLY
Inspect and service illumination systems, etc. in all Buildings at the SSA Headquarters
site at Musanda
Nr
Description
1 Check wiring and cable terminations for loose connections and fasten all loose connections
2 Service all light fittings
3 Check lamp operation on lighting installation
4 Service all light switches
5 Service all switched socket outlets
6 Service all isolators
7 Check the correct connection of switched socket outlets, light switches, isolators, lamp holders, etc.
8 Check operation of protective and monitoring devices.
9 Verify operation of switching elements and meters.
10 Measure phase voltages and currents in distribution boards and record values in Record book
11 Inspect and repair any visible damage to the installation
12 Inspect setting of protective and monitoring devices
13 Ensure presence of diagrams, instructions and similar information
14 Ensure upkeep of the labelling of the distribution board, equipment, cabling and wiring
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
75
ITEM D2
PREVENTATIVE MAINTENANCE SCHEDULE : MONTHLY
Inspect and service distribution boards in all buildings at the SSA Headquarters site at
Musanda.
Nr
Description
1 Check DB's for any visible damage to installation
2 Check operation of protective and monitoring devices
3 Check operation of switching elements and meters
4 Measure phase voltages and currents in DB's and record values in record book
5 Check operation of earth leakage units
6 Check operation of surge arrestors
7 Check wiring and cable terminations for loose connections and fasten all loose connections
8 Test of all earth leakage units
9 Check operation of surge arrestors
10 Check wiring and cable terminations for loose connections and fasten all loose connections
11 Check operation of appropriate devices for isolation and switching
12 Check the correct connection of switched socket outlets, light switches, isolators, lamp holders, etc.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
76
ITEM D2
PREVENTATIVE MAINTENANCE SCHEDULE : ANNUALLY
Inspect and service LV section in Substations and Mini-substations
at the relevant SSA properties (Musanda)
Nr Description
1 Check Main DB's in substations for any visible damage to installation
2 Check operation of protective and monitoring devices
3 Check operation of switching elements and meters
4 Measure phase voltages and currents in DB's and record values in record book
5 Check condition and operation of surge arrestors
6 Check wiring and cable terminations for loose connections and fasten all loose connections
7 Service and test earthing, bonding, and lightning protection measures
8 Test of all earth leakage units
9 Check operation of surge arrestors
10 Check wiring and cable terminations for loose connections and fasten all loose connections
11 Check operation of appropriate devices for isolation and switching
12 Full audit of lightning protection conductors, bonding, earthing, including resistance measurements
13 Perform comprehensive infrared scan
14 Carry out all tests listed and record values in the Record Book
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
77
ITEM D3
MAINTENANCE SCHEDULE
FIXED COST FOR PROVISION OF HEALTH AND SAFETY MEASURES
ITEM
DESCRIPTION
UNIT
COST
(INCLUDING VAT)
1
Provision for Health and Safety measures, with reference to the Occupational Health and Safety Act 85 of 1993
Yearly cost
2
Three year period
Contract period
of 3 years
X 3
TOTAL COST FOR PROVISION OF HEALTH AND SAFETY MEASURES OVER THREE YEAR PERIOD
Important note:
If provision of Health and Safety measures’ expenditure is included in the monthly pricing and rates, indicate the cost as Nil in this table
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
78
ITEM D4
MAINTENANCE SCHEDULE
Rates for Call Outs and Emergency Works
Description
Unit
Cost Including VAT
Callouts Note: Callouts are for unquoted emergency works either during normal or after hours. These rates are not relevant for quotations and planned works.
D4.1 Normal Hours p/h
D4.2 After Hours and Saturdays p/h
D4.3 Sundays and Public Holidays p/h
D4.4 Transport p/km As per AA Rate.
Material
D4.5 Mark up on PC Items Not exceeding
12%
(Less than 12% Indicate)
D4.6 Annual Escalation % % is determined by CPI rate per annum. Client will advise annually
Note that rates must be inclusive of labour and travel no additional hours or km will be provided for
Mahikeng this is an all-inclusive cost.
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
79
ITEM D5
MAINTENANCE SCHEDULE
Fixed Rates for Labour - Normal time
Item
Description
Unit
Cost Including VAT
D5.1 Labour, Accredited person
hourly
D5.2 Labour, Artisan
hourly
D5.3 Labour,Artisan assistant
hourly
D5.4 Labourer, unskilled
hourly
SUB - TOTAL
Fixed Rates for Labour - Overtime
Item
Description
Unit
Cost Including VAT
D5.5 Labour, Accredited person
hourly
D5.6 Labour, Artisan
hourly
D5.7 Labour, Artisan assistant
hourly
D5.8 Labourer, unskilled
hourly
SUB - TOTAL
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
80
ITEM D6
MAINTENANCE SCHEDULE
Fixed Rates For Additional Items
Item
Description
Unit (R)
Cost Including VAT
D6.1
Subsistence amount to be allowed per person per day for food when maintenance work is done off site, within the provincial borders of Gauteng
Per person, per day
D6.2
Subsistence amount to be allowed per person per day for accommodation and food when maintenance work are done outside the provincial borders of Gauteng
Per person, per day
D6.3
Subsistence allowance per person per day, on site, after hours
Per person, per day
SUB - TOTAL
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
81
ITEM D7
SUMMARY PREVENTATIVE MAINTENANCE COST
All costs added for all LV INSTALLATIONS for all inspections, services and tests,
totals obtained from spread sheet costing amounts per applicable Annexure in
Section F
Nr
SERVICES TO BE RENDERED
at MUSANDA
Sub Total for 3 year period
D7.1
Monthly Inspections
D7.2
Annual Inspections and Service
D7.3
Subtotal MUSANDA
ITEM D 8 (CONTINUED)
SUMMARY PREVENTATIVE MAINTENANCE COST
Sub total
SERVICES RENDERED AT SITE
Sub Total for 3 year period
D7.4
MUSANDA
D7.5
Fixed cost for Provision for
Health and Safety measures
TOTAL TENDER PRICE,
INCLUSIVE OF VAT
FOR 3 YEAR
CONTRACT PERIOD
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
82
SECTION E : INFRASTRUCTURE
E1
Infrastructure Musanda
Item Description Quantity Remarks
1 Substations : Dedicated LV section 10
2 Mini-substations : LV distribution 10
3 Low voltage : Distribution boards 350
4 Kitchen + Restaurant 1
5 Gymnasium 1
6 Recreation facilities 1 Various
7 Total Site size 600 hectares Estimated
8 Average Energy demand 3 MVA
9 Emergency Generator support Various Diesel powered
E2
Infrastructure Mahikeng
Item Description Quantity Remarks
1 Substations : Dedicated LV section 1
2 Mini-substations : LV distribution 6
3 Low voltage : Distribution boards 125
4 Kitchen + Restaurant 1
5 Gymnasium 1
6 Recreation facilities 1 Limited
7 Total Site size 500 hectares Estimated
8 Average Energy demand 750 kVA Estimated
9 Emergency Generator support Various Diesel powered
E3
Infrastructure Remote Sites
Item Description Quantity Remarks
1 Substations : Dedicated LV section 0
2 Mini-substations : LV distribution 4 City Council supply
3 Low voltage : Distribution boards 20 Estimated
5 Gymnasium Various Household type
6 Recreation facilities 0
7 Total Site size 6 hectares Estimated
8 Average Energy demand 150 kVA Estimated total
9 Emergency Generator support Various Diesel powered
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
83
SECTION F : SERVICE DELIVERY MODEL
Service delivery model, Musanda, Mahikeng, Remote sites To assist the prospective bidders with the compilation of a service delivery model, and the
costing of services, the following detail is provided based on experience with Low Voltage
Maintenance contract(s) of the SSA, also referring to Annexure F which contains the
Infrastructure overview, and the Annexures with respective inventory figures.
These are prosed figures only.
The Service Provider may utilize any service delivery model that is effective to address the
LV maintenance needs of the SSA.
F1
Human Resources
Item
Description
Quantity
Remarks
1 Monthly/yearly maintenance work on the LV main rooms, Kiosks, DB’s accordingly to section C1-C3 and E2-E3 in the tender document
1 team 1 Technician and 1 assistant, deployed
on site with transport
2 Monthly maintenance work on the Lights, Switches, Plugs accordingly to section C4 and E1 in the tender document
1 team 1 Technician and 1 assistant, deployed
on site with transport
3 Ad hoc work (Includes Mahikeng and Remote Sites)
2 teams 2 Technician and 2 assistant, deployed
on site with transport
(Support other teams when ad hoc work
is completed)
4 HQ renovation project,
removing and replacing of
light fittings and installing
motion sensors
1 team 1 Technician and 1 assistant, transport
optional / shared transport
5 Site supervisor who must be
able to do quotations
one On or off site, available to oversee
activities
6 Total 5 teams +
supervisor
11 personnel members
LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015
84
F1
Transport And Equipment, Tools
Item
Description
Quantity
Remarks
1 LDV’s
3 Minimum
2 Equipment, tools Per team As required for LV environment and
per OHS regulations
SECTION G : ANNEXURES
ANNEXURE A1
LV General Maintenance Musanda
ANNEXURE B1
LV Sub - and Mini substation Maintenance Musanda
ANNEXURE C
LV Maintenance Unit Costs
Recommended