LOW VOLTAGE MAINTENANCE TENDER - … LV Maint... · LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY ... (ISO 18001 / OHSAS 18001), ... The contract requirement as per

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


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


Rates for Call outs and Emergencies

D5


Fixed Rates for Labour

D6


Fixed Rates for additional items

D7

SUMMARY SCHEDULE D7

Pricing Schedule Totals


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


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


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.


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.


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.


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


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:-


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.


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.


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.


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


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.


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.


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.


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


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.


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


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.


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.


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.


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.


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

http://www.treasury.gov.za/


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.


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


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;


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.


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.


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


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


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


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


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.


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


Un-acceptable =0


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


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


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.


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


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


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


Un-acceptable =0

10


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


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.


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


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.


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


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.


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.


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 [email protected]

mailto:[email protected]


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.


4 Clean outside of DB's & surrounding floor area


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


9 Check general condition of bus-bars and connections


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


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.


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)


deterioration

6 Check load currents , voltages and record readings at Incomer supply breaker

Report severe load imbalance

problems and rectify



8 Check condition of all surge arrestors


9 Check general condition of busbars and LV connections


10 Check presence and condition of essential signage and circuit breaker identification labels and rating


condition

11 Ensure that all Normal power, Emergency power and UPS power distribution points are checked per kiosk, as may be present



rectification

12 Check presence of legends / identification labels


incomplete


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.


areas

3 Inspect & vacuum inside of all DB's in substations as deemed necessary.


4 Clean outside of DB's panels & floor area


5 Oil hinges &lock mechanisms padlocks as required


deterioration

6 Check load currents , voltages and record readings at respective DB’s


and rectify

7 Check load currents , voltages and record readings at respective DB’s


and rectify



9 Check all surge arrestors


10 Check general condition of bus-bars and cable connections


11 Check presence and condition of essential signage and circuit breaker identification


condition

12 Ensure that all Normal power, Emergency power and UPS power distribution points are checked per substation / building



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


incomplete


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



rectification

2

Check all primary and secondary CB's on all DB's for any indication of equipment failure



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



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



rectification

6 Check condition of Normal power, Emergency power and UPS power distribution points and ensure all are in a reliable condition



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)



rectification


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


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


noise


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 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


noise, legend, labelling,

mechanical operation of

enclosures, waterproof seals,

lock mechanisms and locks



technical personnel



Paint with suitable enamel paint if

rusted


48

6

Distribution Boards


noise, legend, labelling,

mechanical operation of

enclosures, waterproof seals



technical personnel



7

Safety systems :

Earth leakage units and

lightning protection

Test and check operation and

compliance to standards as well

as condition



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


technical personnel

Adjust as may be necessary

9

Safety systems :

Interlock systems

Check condition and operation

and test, if required


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



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


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


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


required


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.


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.


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.


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


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


Client Specifications According to the Construction Regulations of 2014 :

Checklist for minimum requirements for Health and Safety plan relating to tender documents

3


Client Specifications according to the Construction Regulations of 2014

4


Baseline Risk Assessment


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.


56


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.


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


58


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.


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)


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.


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.


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.


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.


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.


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.


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.


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.


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


69


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


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


Regulations

Yes


70


examples


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


Yes

7 Demolition work Building alterations Construction Regulations


8 Vehicle usage Mobile plant usage

Construction vehicles

Road Traffic Act


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


11 Work space demarcation

Internal and external

maintenance related

activities



Yes

12 Water environments

Kopkrap (Vaaldam)

Guesthouse(s)

Rhulani Reservoirs

Construction Regulations Yes


71


examples


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


Yes

15 Fire hazards Veld fires

Building Fire places

Hot work

Thatching



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



Injuries and Diseases Act

Yes

17 Biological hazards Exposure to sewage Hazardous Biological Agents Regulations

Yes


72


73

Item Activity Description & examples


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



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


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


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


8 Test of all earth leakage units



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.


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


7 Service and test earthing, bonding, and lightning protection measures

8 Test of all earth leakage units



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


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


78

ITEM D4


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.


79

ITEM D5


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


80

ITEM D6


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


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


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



2 Mini-substations : LV distribution 6

3 Low voltage : Distribution boards 125

4 Kitchen + Restaurant 1

5 Gymnasium 1

6 Recreation facilities 1 Limited


8 Average Energy demand 750 kVA Estimated


E3

Infrastructure Remote Sites



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


8 Average Energy demand 150 kVA Estimated total



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


3 Ad hoc work (Includes Mahikeng and Remote Sites)

2 teams 2 Technician and 2 assistant, deployed


(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


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

Documents

LOW VOLTAGE MAINTENANCE TENDER - … LV Maint... · LOW VOLTAGE MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY ... (ISO 18001 / OHSAS 18001), ... The contract requirement as per