TERMS OF REFERENCE FOR THE PREVENTATIVE MAINTENANCE AND REPAIRS OF OUT BACK POWER, VITRON AND POWER-SCALE UPS SYSTEM INCLUDING BATTERIES AND BATTERY BANK UNIT ON SCHEDULED INTERVALS AND AS AND WHEN REQUIRED BASIS FOR THE PERIOD OF THREE (3) YEARS. Terms of Reference Number: TAOI-UPS-02-2020 (Re-Advert) NAME OF THE COMPANY REGISTRATION NUMBER TAX CLEARANCE CERTIFICATE Please attach CONTACT PERSON TELEPHONE NUMBR FAX NUMBER EMAIL ADDRESS: BID ON BEHALF OF: TECHNICAL ENQUERIES CEO Maintenance Department Mandla Nkosi Mpho Portia Mashilo Email Address: [email protected]Email Address: [email protected]Tel Number 012 362 0219 Cell Phone Number: 076 878 1440
Transcript
TERMS OF REFERENCE FOR THE PREVENTATIVE MAINTENANCE AND REPAIRS OF OUT BACK POWER, VITRON AND POWER-SCALE UPS SYSTEM INCLUDING BATTERIES AND BATTERY BANK UNIT ON SCHEDULED INTERVALS AND AS AND WHEN REQUIRED BASIS FOR THE PERIOD OF THREE (3) YEARS. Terms of Reference Number: TAOI-UPS-02-2020 (Re-Advert)
1. The Bid Bid Notice and Invitation to Bid Tshwane Affected Operators Investment Invites Bids for the Preventative Maintenance and repairs of the Out-Back Power, Vitron and PowerScale UPS’s, Batteries and Battery Bank Units at Tshwane Affected Investments. Only Bidders that satisfy the eligibility criteria (as stated in this document) will be allowed to Bid. A compulsory clarification session with representatives of the Employer will take place at 10:00 a.m. on 18th June 2020 at the Tshwane Affected Boardroom, 2nd Floor, Falcon Building, Hillcrest Office Park. Closing Date The closing time for receipt of Bids is 12:00 noon (South African Time) on 26th June 2020. Bids must be placed inside the Bid box, which will be on the 2nd floor, TAOI Offices, Hillcrest Office Park. No telephonic, faxed or e-mailed Bids will be accepted. No late Bids will be accepted. Bidders to ensure that their names are reflected on the register at the Bid box. Bids may only be submitted on the Bid documentation that is issued. Bid documents can be downloaded from our website: www.taoi.co.za under the procurement section Requirements for sealing, addressing, delivery, opening and assessment of Bids are stated in the Bid Data. Enquiries and Contact Information All technical enquiries should be addressed to the e-mail address: [email protected]
2. The Bid Data The conditions of Bid are the Standard Conditions of Bid as contained in Annex F of the Construction Industry Development Board (CIDB) Standard for Uniformity in Construction Procurement. (Refer www.cidb.org.za) as set out in Board Notice 86 of 2010. The Standard Conditions of Bid make several references to the Bid Data for details that apply specifically to this Bid. The Bid Data shall have precedence in the interpretation of any ambiguity or inconsistency between it and the Standard Conditions of Bid. Each item of data given below is cross-referenced to the clause in the Standard Conditions of Bid to which it mainly applies. 3. Clause number Bid Data 3.1 The Employer is Tshwane Affected Operators Investment. 3.2 The Bid documents issued by the employer comprise: 3.2.1 Bid notice and invitation to Bid 3.2.2 Bid data 3.2.3 List of returnable documents 3.2.4 Returnable schedules 3.3 The employer’s Contact Person: Mandla Nkosi 3.4 Only those Bidders who satisfy the following Pre-Qualification and Mandatory Administrative Requirements are eligible to submit Bids: Bids that do not meet any one of the following criteria will be disqualified and will not be evaluated further:
(a) Tenderer having a B-BBEE status level 1 who is 51% or more owned by black people; and (b) Must be a EME or QSE; and (c) Subcontracting a minimum of 30% to
• an EME or QSE which is at least 51% owned by black people; or • an EME or QSE which is at least 51% owned by black people who are youth; or • an EME or QSE which is at least 51% owned by black people who are • women; or • an EME or QSE which is at least 51% owned by black people with • disabilities; or • an EME or QSE which is 51% owned by black people living in rural or • underdeveloped areas or townships; or • a cooperative which is at least 51% owned by black people;
NB: Bidders must submit the BBBEE certificate/ Affidavit (supported by Companies and Intellectual Property Commission document and certified ID copies of the shareholders) for both the main and the subcontracting entity 3.4.1 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates.
3.4.2 Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS. 3.4.3 A trust, consortium, or joint venture, will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE status level certificate. 3.4.4 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every 3.4.5 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice. 3.4.6 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended sub-contractor is an EME that has the capability and ability to execute the sub-contract. 3.4.7 A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract. Bids that do not meet any one of the following criteria (valid certification or proof of application must be provided if required) will be disqualified and will not be evaluated further: 1. Attendance of the compulsory briefing session 2. Bidders should have a CIDB contractor grading of 5EB/ 5EP or higher 3. Letter of good standing with the workers compensation commissioner 4. Signed Form of Offer
4. Functionality Evaluation
Bidders are to list the relevant three (3) years’ experience, in terms of undertaking Maintenance of UPS’s and associated Batteries or Battery Bank Units as outlined in the Schedule of the Bidder’s Experience. Bidders need to indicate that maintenance related activities have been undertaken and provide contactable references where such activities were performed. Bidders need to score a minimum score of 78 points out of the functionality points of 100 in order to progress to the next stage. Bidders are expected to score a minimum threshold for each criterion in order to achieve the total minimum qualifying score of 73 points as in the table below.
Description of quality criteria
WQ Sub criteria Max Score Minimum Threshold
Quality Score
Bidder’s resource proposal
40 Qualifications 40 28
Maintenance programme and methodology proposal
30 Proposed Maintenance Programme
30 30
References and experience in similar projects with a minimum of 3 years. (outback UPS system will be an added advantage)
30 At least two (2) references
30 20
4.1 Functionality evaluation breakdown 4.1.1 Qualifications – 40 Proof of Qualifications – Certified Certificates should be attached to the resource’s CV
• Attach the certified copies of the Qualifications (and/ or Proof of Qualifications) and valid training certificates
where applicable.
• If the qualification is not South African then attach certified SAQA certification or Accreditation.
• Bidders must submit the minimum qualifications or higher.
Site Manager/ Technician
Electrician Wireman’s
Electrician Safety officer Electrical Assistant x 2
Professional Engineer (ECSA PR Eng)
Wireman’s license
Trade Test Safety certificate
N3 Electrical Certificate
UPS OEM/ UPS training Certificate
Safety file
Professional indemnity
Site Manager
Electrician Wireman’s
Electrician Safety officer
Electrical Assistant x 2
Less than 3 years = 0
Less than 3 years = 0
Less than 3 years = 0
Less than 1 year = 0
Less than 1 year = 0
More than 3 years = 10
More than 3 years = 10
More than 3 years = 8
More than 1 year = 8
More than 1 year = 4
The obligation to demonstrate compliance with all the above will remain with the Bidder and TAOI’s decision in this regard will be final. Bidders that do not submit supporting documentation that enable TAOI to evaluate these criteria CVs and Qualification Certificates will score 0 points for that specific criterion. 4.1.2 Proposed Maintenance Programme – 30 The Bidder should provide a scope of programme indicating how the following will be dealt with;
1. Resource proposal shows how on-site deployment is performed to comply with shift roster, planned hours per week, etc. Demonstrate resource allocation during normal and after hours and in case of emergencies or additional work.
2. Resource proposal shows the organogram of on-site deployed personnel (includes short description of roles, reference to most critical skills, etc.)
3. Contingency plan for on-site deployment of staff in the event of maintenance Action
All the above – 30
NB: The minimum resources required to be permanently on site for the contract are as follows: • 1 x Site Manager/ Technician
• 1 x Electrician
NB: The minimum resources required for the contract management and onsite on an adhoc basis are as follows: • 1 x Site Manager/ Technician
• 1 x Safety Officer
• 1 x Electrician Wireman 4.1.4 References – 30 The Bidder should provide proof of at least two (2) relevant company references (UPS and Battery Maintenance – Outback UPS System will be an added advantage). Bidders shall provide contactable references. No points shall be awarded for references that are unreachable, telephonically or via email and TAOI reserves the right to undertake site inspection. Reference letters or completion certificates (must be on the client’s letterhead) 4.1.4.1 Similarity (installation and/ or maintenance of UPSs and Battery Tripping Units) in size, quantities and duration of installed or maintained base – 15
Sub-Criteria Points
Experience (5 Points) Less than 3 Years 1
More than 3 Years 5
No of UPS’s (5 Points) Less than 150 Units 1
150 to 265 Units 3
More than 265 Units 5
Size of UPS Combined (kVA) (only from a minimum of 10kVA per units (5 points)
Less than 200KvA 3
More than 200KvA 5
Bidders must score a minimum of 7 points in the above sub-criteria. Bidders must complete the below table for references where they have performed work for evaluation purposes
Company Name
Contact person
Contact number and email
Contract Duration
UPS Size (kVA) (10kVA to 200kVA)
No of UPS
Contract Value
TOTAL
The obligation to demonstrate compliance with all of the above will remain with the Bidder and TAOI’s decision in this regard will be final. 5. Additional Information on Bid 5.1 The arrangements for a compulsory site meeting are as stated in the Bid Notice and Invitation to Bid. Bidders must sign the attendance list in the name of the Bidding entity. Addenda will be issued to and Bids will be received only from those Bidding entities appearing on the attendance list. 5.2 If a Bidder wishes to submit an alternative Bid offer, it must demonstrably satisfy the Employer’s standards and requirements as per the original Bid document. An alternative offer may only be submitted if an offer that fully satisfies the original Bid document requirements is also submitted as well as a schedule that compares the requirements of the Bid documents with the alternative requirements that are proposed. Calculations and all other pertinent technical information and characteristics as well as modified or proposed Pricing Data must be submitted with the alternative Bid offer to enable the Employer to evaluate the efficacy of the alternative and its principal elements, to take a view on the degree to which the alternative complies with the Employer’s standards and requirements and to evaluate the acceptability of the pricing proposals. Calculations must be set out in a clear and logical sequence and must clearly reflect all assumptions. Pricing Data must reflect all assumptions in the development of the pricing proposal.
5.3 Acceptance of an alternative Bid offer will imply acceptance in principle of the offer. It will be an obligation of the contract for the Bidder, in the event that the alternative is accepted, to accept full responsibility and liability that the alternative offer complies in all respects with the Employer’s standards and requirements. 5.4 The Employer’s address for delivery of Bid offers and identification details to be shown on each Bid offer package are: Location of Bid box: 177 Dyer Road, Hillcrest Office Park, Falcon Building, 2nd Floor, Physical address: 177 Dyer Road, Hillcrest Office Park, Falcon Building, 2nd Floor, Identification details: Reference number, title, Bidder’s name and contact details. 5.5 The Bid offer validity period is 60 working days. 5.6 Only responsive Bids that satisfy the eligibility criteria will be evaluated. 5.7 The additional conditions/ disclaimer of Bid are: • TAOI shall not be liable for any expense incurred by any Bidder in the preparation and submission of its Bid, nor in the event this Bid is cancelled. • TAOI reserves the right to amend the terms and conditions of this Bid at any time prior to finalisation of the contract between the parties. • TAOI reserves the right to award this Bid to any Bidder, regardless if this Bidder being the lowest scoring or not.
• TAOI reserves the right to award this Bid to any Bidder, regardless if this Bidder being the highest scoring or not i.e. award the tender to a bidder other than the highest scoring bidder where objective criteria allow;
• TAOI reserves the right to cancel this Bid at any time. A contract in respect of the Services will not necessarily result from the Bid responses received by TAOI and TAOI reserves the right to conduct a further procurement process with or without a request for Bid or to enter into negotiations with any one or more of the Bidders, should it decide to proceed to avoid the contract.
• TAOI reserves the right to award to more than one bidder
• TAOI reserves the right to nnegotiate with all or some of the shortlisted bidders
6. List of Returnable Documents
List of Returnable Documents Return the check list with the Bid document
Returnable Documents Submitted Comments
6.1 Returnable Schedules required for Bid evaluation purposes
Yes No
6.1.1 Form of Offer and Acceptance
6.1.2 Activity Schedule
Certificate of authority to sign Bid
Record of Addenda to Bid Documents
Proposed Amendments and Qualifications
Schedule of the Bidder’s Experience and References
Schedule of key personnel’s details (Attach Detailed CV’s and Qualifications)
Schedule of resources for the contract
Enterprise questionnaire
Returnable Documents Submitted Comments
6.2 Other documents required for Bid evaluation purposes
Yes No
Broad based black economic empowerment verification certificate
Proof of registration with the CIDB
Letter of good standing with the Workman’s Compensation Commissioner
6.3 Returnable Schedules that will be incorporated into the contract
6.3.1 Form of Offer and Acceptance
Record of Addenda to Bid Documents
Schedule of key personnel’s details
Schedule of resources for the Bid
Other documents that will be incorporated into the contract
6.3.2 Form of Offer and Acceptance
For tenderers who subcontract they must submit a comprehensive proposal that lays out a Program for the Targeted Enterprises’ development throughout the assignment. Stating at minimum in the proposal: • The name of the targeted enterprise. • The names of the shareholders of the targeted enterprise with their ID’s and the company’s registration documents reflecting the shareholder’s names. • The scope of work reserved for the targeted enterprise to perform • The percentage contract value reserved for the Targeted enterprise. • • The targeted enterprise’s valid sworn BBBEE affidavit or a certified BBBEE certificate must be provided.
• A subcontracting agreement signed by the main bidder and subcontractor
7. Certificate of Authority to Sign Bid Insert a certified copy of an extract from the minutes of a meeting of the Board of Directors or Members (or an official letter signed by the company’s managing director) authorising the person who signs the Bid to sign it on behalf of the Company, Corporation or Firm.
8. Proposed amendments and qualifications The Bidder shall record any deviations or qualifications he/ she may wish to make to the Bid documents in this Returnable Schedule. The Bidder’s attention is drawn to clause 5.2 of the Standard Conditions of
Bid referenced in the Bid Data regarding the employer’s handling of material deviations and qualifications.
Page Clause or item Proposal
Signed Date ___________________________ ____________________ Name _________________________________________________________________________________ Bidder _________________________________________________________________________________ 9. DECLARATION OF INTEREST 9.1. Any legal person, including persons employed by TAOI¹, or persons having a kinship with persons employed by TAOI, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes an advertised competitive bid, a limited bid, a proposal or written price quotation). In view of possible allegations of favoritism, should the resulting bid, or part thereof, be awarded to persons connected with or related to them, it is required that the bidder or his/ her authorised representative declare his/ her position in relation to the evaluating/ adjudicating authority where- - the legal person on whose behalf the bidding document is signed, has a relationship with persons/ a person who are/ is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid. 9.2. To give effect to the above, the following questionnaire must be completed and submitted 9.2.1 Full Name of bidder or his or her representative: ……………………………………………………………… Identity Number:………………………………………………………………………………………………... Position occupied in the Company (director, trustee, shareholder, member): …………………………………………………………………………………………………………… Registration number of company, enterprise, close corporation, partnership agreement or trust: ………………………………………………………………………..………….……………… Tax Reference Number: ……………………………………………………………………………… VAT Registration Number: ………………………………………………………………………… 9.2.1.2 The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, must be indicated in paragraph 3 below.
Shareholder means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise. 9.2.1.3 Are you or any person connected with the bidder YES / NO presently employed TAOI. If so, furnish the following particulars: Name of person / director / trustee / shareholder/ member: ……....……………………………… Position occupied in TAOI: ……………………………………… Any other particulars: ……………………………………………………………………………………………………………………… 9.2.1.4 Do you, or any person connected with the bidder, have YES / NO any relationship (family, friend, other) with a person employed by the company and who may be involved with the evaluation and or adjudication of this bid? If so, furnish. ……………………………………………………………………………………………………………………… 9.2.1.5 Do you or any of the directors / trustees / shareholders / members YES/NO of the company have any interest in any other related companies whether or not they are bidding for this contract? Full details of directors / trustees / members / shareholders.
Full Name Identity Number Personal Income Tax Reference Number
TAOI Employee Number
9.3 DECLARATION I, THE UNDERSIGNED (NAME)……………………………………………………………………… CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. I ACCEPT THAT THE TAOI MAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE ……………………………….. ………………………………….. Signature Date …………………………… ……………………………… Position Name of the bidder
10: EMPLOYER’S SERVICE INFORMATION
10.1 Employer’s objective
The objective is to maintain the service ability of Uninterruptable Power Supply units, batteries and battery bank units (BBU) at Tshwane Affected Operators Investments in a sustainable manner at the lowest operating and maintenance costs while ensuring compliance to general safety (OHS Act No. 85 of 1993). EMPLOYER is therefore seeking services from contractors who have at least a minimum of 3 Years’ experience in the maintenance of Uninterruptable Power Supply units, batteries and battery bank units. The scope also includes unplanned preventative maintenance of uninterruptable power supply units, batteries and battery bank units. 10.2 Employer’s requirements for the service The Contractor shall maintain service and test uninterruptible power supply units, batteries and battery bank units and accessories at A Re Yeng Stations and any other facilities and attend to all callouts, repairs and unplanned preventative maintenance pertaining to operational failures of the uninterruptible power supply units, batteries and battery bank units. The maintenance contract shall be divided into two parts as follows: 10.2.1 Planned Preventative maintenance: Fixed rates shall apply for all monthly and quarterly planned maintenance as per values agreed on the maintenance contract. 10.2.2 Unplanned Preventative Maintenance The contractor shall attend to all callouts and/ or unplanned preventative maintenance and the response times shall be as stipulated on the service level agreement (SLA). Where the contractor is called out for faults or requested to provide a service, the contractor shall only be paid for the labour, material and services that have been consumed during the callout or request of service and mark-up rates shall also apply for all third party items and spares. 10.3 Scope of works Background Stations have several types of UPS installed for power backup to its Bus Station infrastructure. These UPS devices need to be serviced on a regular basis in order to be functional. From time to time there will also be a need to repair faulty UPS. The UPS’s are a very important part of the operation.
Purpose For the Preventative Maintenance and Repair of Out Back Power, Vitron and Power Scale UPS’s by a certified UPS’s Technician. The UPS devices that are currently running at stations includes the following models:
Inverter/ Charger Model
Out Back Power (FXR) A Series (60Hz) and E Series (50Hz)
Vitron Energy (Quattro) 48Volts/8000VA/110Amps
Power Scale 33 IEC 400V
The above models are an indication of the UPS’s that are currently in use, but maintenance and repairs of these UPS devices are not limited to the models mentioned above. It will be limited to Its brand.
Preventative Maintenance and repair will include the following, but not limited to: • MAT3 System controller service and replacement
• HUB 10-3 Communication service and replacement
• Battery Balancer replacement if need be
• Any circuit board of the UPS
• Any components like capacitors, transformers, and coils of the UPS • Batteries of the UPS • Displays of the UPS
•Any communication modules that is installed on the UPS to communicate to a PC or monitoring device
It will be expected of the technician to be on site within 4 hours in the event of a repair/ breakdown, even if it is just for assessment of the situation. Additional scope of work may include, but not limited to: • Replacement of worn-out parts.
• Battery load testing.
• Monthly and quarterly planned preventative maintenance as per OEM specifications and procedures.
• Measuring UPS and battery output.
• Equipment repairs.
• Supply and installation of UPS spares and batteries.
• General inspection and cleaning.
• Blowing dust on bus bars and checking for hot/ loose connections.
• Cleaning of battery terminals and UPS.
• Labelling of UPS circuits
• Moving noncritical load from UPS Supply and balancing UPS load
• Rewiring of the UPS circuits to correct installation in accordance to SANS Standard 10142-1
Note: The above description of the work is not necessarily complete and shall not limit the service, works and maintenance activities under this contract, but should cover unforeseen repairs/ breakdowns i.e. Unplanned Preventative Maintenance: This includes faults, break down and corrective maintenance identified during planned maintenance 10.4 Location of Stations
Station/ Site Name Physical Address
1. Central Station Erf 3584 Pretoria, Intersection Nana Sita and Paul Kruger Street
2. Nana Sita Erf 3582 Intersection Nana Sita and Sisulu Street
3. Ruth Mompati Stand 1452 Sunnyside, Jorissen Street
4. Mahatma Ghandi Stand 1454 Sunnyside, Kotze Street
5. General “GL” Pitso Stand 1456 Sunnyside, Kotze street
7. General “M” Siyothula Corner Arcadia and Grosvenor Street, Hatfield
8. Molefe Makinta Erf 3588 Pretoria, Intersection Paul Kruger and Pretorius Street
9. Rivonia Trial Erf 3589 Pretoria, Corner Paul Kruger and Johannes Ramokhoase Street
10. Anton Lembete Stand 311 Pretoria, 4 Paul Kruger Street
11. Enoch Sontonga Stand 1879 Capital Park, 5 Paul Kruger Street
12. Moses Morudu Stand 287 Mayville, Mansfield Street
13. Hector Pieterson Pick up point
Eskia Mphahlele, DF Malan Dr Mansfield (M1)
14. Interim Call Centre (ICC) Corner FW Nkomo and Eskia Mphahlele
10.5 Abbreviations The following abbreviations are used in this Service Information:
Abbreviation Meaning given to the abbreviation
BBU Battery Bank Unit
CTB Central Terminal Building
DB Distribution Board
EMPLOYER Tshwane Affected Operators Investments
TAOI Tshwane Affected Operators Investments
OEM Original Equipment Manufacturer
SANS South African National Standard
TSC Terminal Service Contract
UPS Uninterruptable Power Supply
RELATED STANDARDS
SANS 10142-1 The wiring premises Part 1: Low Voltage
SANS1474:1988 Un-interruptible Power Supplies
SANS 1574 Electrical Cables – Flexible Cords and Flexible Cables.
BS 6007 Rubber insulated cables for electric power and lighting.
SANS 156 Moulded Case Circuit Breaker
10.6 Service Scope and Management Strategy 10.6.1 Period of service contract 10.6.1.1 The anticipated service contract is 60 months. 10.6.1.2 Contract performance management will be implemented as per agreed Service Level Agreement 10.6.1.3 However, the Employer shall reserve the right to review the maximum period of the contract depending on prevailing circumstances and Employer business strategy. 10.7 The Contractor’s plan for the service and Service Performance 10.7.1 Service Delivery Plan 10.7.1.1 The contractor shall develop a service management plan to monitor the delivery Service, Systems material, components, and products to ensure that the delivery process is generating the quality level expected by Employer. The plan may involve submittal of initial samples or demonstration of services by the contractor. 10.7.1.2 The Employer will carry out the checking of the key performance measurements presented by the contractor with its own means and the checking of the scope of service under practical conditions of use. 10.7.1.3 The plan should include necessary actions to detect and contain any risk register. Plan should also include corrective actions to be taken in case of risk register. 10.7.1.4 The plan should be submitted and approved by the Employer service manager. 10.7.2 Continuous Improvement 10.7.2.1 Once delivery of service has started, the Employer will monitor the contractor’s performance to establish a trend of Continuous Improvement. 10.7.2.2 Quality of service or product and On-Time Delivery shall be the minimum metrics to be tracked for contractor performance. 10.7.2.3 Resolution of risk registers in the service to the Employer will be addressed in a manner that will best support the Employer ‘s standard requirements. 10.7.2.4 Expenses associated with contractor risk registers will be the responsibility of the contractor. 10.7.3 Performance Indicators 10.7.3.1 Employer will monitor contractor’s performance and report it on a regular basis. 10.7.2.2 Contractor’s Performance Indicators shall be as follows:
a. Service Quality: 99% defect Service delivery or Installed components b. On-time delivery: 100% of complete service delivery and on time, based on agreed standards. 10.7.3.3 Contractors are expected to work with Employer to improve performance and/ or process capability where needed. 10.7.3.4 Contractor’s qualification status will be adjusted based on on-going performance. 10.7.3.5 In cases of repeated poor performance or failure to improve, the contract shall be terminated. 10.7.4 Containment of Non-conforming Supply of service 10.7.4.1 In the event a non-conforming material, component, system, or service is detected, Employer will determine the best method of securing conformity to meet Employer’s requirements such as: a. Return the entire lot of non-conforming material, component or systems to contractor b. Contractor to sort/ rework/ repair the non-compliance on the risk register at Employer site. c. Employer to identify an external resource (certified by Employer Service manager) to perform, sort/ rework/ repair at the cost of the contractor. d. Employer personnel to perform, sort/ rework/ repair. 10.7.4.2 All services, works, material and accessories shall conform to all relevant SABS and SANS standards, OHS Act regulations and any other legislation that might be relevant to this Contract or the execution thereof. 10.7.4.3 All services and works will be carried out to the standards as required by: a. The Original Equipment Manufacturer (OEM) for each piece of equipment.
b. Prevailing applicable governing laws and/ or regulations.
c. Prevailing industry norms and best practice.
d. Employer requirements as delegated by the Service Manager from time to time.
e. Any other requirements which might have been omitted by this document. 10.7.4.4 Where OEM standards differ from those required by the Service manager, the more stringent requirements shall apply. The Contractor will be fully responsible for obtaining (and keeping up to date with) said requirements 10.8 Service Levels Details 10.8.1 Unless otherwise specified herein, the contractor shall provide all supplies, personnel, equipment, tools, materials, supervision, and other items or services necessary for the maintenance and repair of UPS systems, batteries and battery tripping units. 10.8.2 Tools and equipment used shall be in good working order, with current and valid calibration certificates where applicable and the correct tools for the job. The personnel supplied must be able to use the tools and be able to interpret any results obtained. Where work requires communication devices, the contractor shall provide the necessary devices to allow this to happen. 10.8.3 Maintenance and repair services shall include but not be limited to the following: UPS’s, batteries and battery bank units. 10.8.4 All services and materials shall be of a type and quality that conform to applicable SANS specifications and standards.
10.8.5 All services, materials, and equipment to be used in the performance of work described herein are subject to the approval of Employer. 10.8.6 The contractor shall perform service call work, recurring work, and planned maintenance. 10.8.7 The contractor shall receive all service call requests directly from Services Manager and other Employer representatives. Calls shall be classified by the contractor as emergency, urgent, or routine. 10.8.8 The contractor shall respond accordingly for emergency and urgent calls. 10.8.9 A log shall be maintained of all service calls received; a description of the problem or requested work, date and time received site/substation/equipment name and number, ands caller’s name/telephone number shall be recorded for each call. 10.8.10 The contractor shall plan and schedule work to assure material, labour, and equipment are available to complete work requirements according to established time limits and quality standards. Verbal scheduling and status reports shall be provided when requested by Employer Service manager. 10.8.11 Emergency service calls will be classified as emergency at the discretion of Employer 10.8.12 Generally, emergency calls consist of correcting failures that constitute an immediate danger to personnel; threaten to damage property or threaten to disrupt operations. 10.8.13 Urgent service calls will be classified as urgent at the discretion of the Employer. 10.8.14 Generally, urgent calls consist of providing services or correcting failures which do not immediately threaten personnel, property, or activity missions, but will soon inconvenience and/ or affect the health or wellbeing of personnel and/ or lead to property damage. 10.8.15 Routine service calls will be classified as routine when the work does not qualify as an emergency or urgent call. 10.8.16 The contractor shall have procedures for receiving and responding to emergency services within the specified response time seven days a week, including weekends and holidays and provide on-call response within 30 minutes for weekends, holidays, and after normal duty hours for emergency service calls. 10.8.17 Emergency service work shall be continuous 24 hours a day, 7 days a week until completed, unless approved by Employer. 10.8.18 The contractor must be on the job site and working within 30 minutes after receipt of an emergency service call. The contractor shall work without interruption and shall correct, remedy, or take other action as required to contain the emergency service call before departing from the job site. 10.8.19 The Contractor shall have procedures for receiving and responding to urgent service calls within one hour after receipt of an urgent service call received during regular working hours, and within 1.5 hours for urgent calls received after regular working hours, on weekends, or holidays. 10.8.20 All routine service calls shall be completed within 2 working days after receipt. Routine calls shall be normally accomplished during regular working hours, Monday to Friday.
10.8.21 Recurring work includes planned maintenance and start-up/ shutdown of systems. The contractor shall maintain sufficient parts, materials, and equipment on hand to perform all recurring work as specified. Planned maintenance consists primarily of inspection, lubrication, calibration, adjustment, and minor part and component replacement (e.g., filter, belts, fans, batteries, and electronic components) as required to minimize malfunction, breakdown, and deterioration of equipment; and the identification of and/ or performance of any repairs required to ensure the equipment is operating per manufacturer’s standards. The contractor shall complete all identified repairs and provide all necessary services, parts, and materials as part of the planned maintenance. 10.8.22 The following penalties shall apply when response and closure times are not met:
Event Penalty amount
Not meeting required response times
R2 000 per event
10.8.23 Where a response time could not be achieved as a result of a physical impracticality (such as stations security arrangements, communication systems weaknesses, etc.) this event will not be taken into account in calculating the contractor’s performance and a penalty will not apply. 10.8.24 Parties agree that penalties will not be the only/ final remedy for poor/ non-performance. Should an event occur for which a penalty is described, the employer shall not be limited to claim the only amount stated as the penalty. Under no circumstances will a penalty (even if claimed by Employer) limit Employer’s or other party’s legal position to claim for damages against the contractor as described elsewhere in the contract. 10.8.25 Employer shall notify the contractor in writing if there is intention to claim penalty within 60 days of an event or Employer shall lose its right to claim penalty. Should Employer not claim the penalty of an event it shall not be interpreted the level performance is acceptable or Employer shall not be entitled to claim for similar future events 10.8.26 Consumer Price Index
• Period One (01) – Bid Price(s) must be fixed for the first 12 months after the base month with the base month being one month prior to closing of bid
• Period Two (02) – Bid Price(s) is/ are subject to escalation of CPI for the following 12 months with the base month being the 12th month of period (01)
• Period Three (03) – Bid Price(s) is/ are subject to escalation of CPI for the following 12 months with the base month being the 12th month of period (02) Base Month – May 2020
11. PRICING
Component Name
Preventative Maintenance Description
Quantity Price Excl. VAT
1. Inverter/ Charger • Full System Assessment and Test
each
• Full system maintenance
➢ Test phase to
phase input voltage
➢ Conduct fault-finding
➢ Check all the wiring
➢ Clear stacking error if any
➢ Check all electrical connection for tightness
➢ Check power capacitors for swelling or leakage
➢ Check internal cooling fan if not operating properly
➢ Clean the air filter inside the DC cover. Replace as needed
➢ Check for wear and tear
each
➢ Check for corrosion
➢ Check for damage caused by Fire, Flood, Act of God.
➢ Measure temperature on all circuit breakers.
➢ Record all high temperature areas.
1.1 Inverter/ Charger Replacement
• Outback Product Replacement
each
• Vitron Product Replacement
each
1.2 Inverter/Charger Repair
➢ Conduct tests on the mother board. Replace as needed.
➢ Check power capacitors for swelling or leakage. Replace as needed.
➢ Check internal cooling fan if not operating properly.
each
2. Battery Bank ➢ Battery Run down test.
➢ Test Load on Batteries.
➢ Measure the battery capacity.
each
➢ Clean battery Lugs.
➢ Clean as needed.
➢ Check Corrosion on all battery terminals and cables.
➢ Check all the wiring harness.
➢ Check for damage caused by Fire, Flood, Act of God.
➢ Check batteries for undercharging and overcharging.
➢ Verify that all required safety devices are present and operational.
➢ Check the overall cleanness of the room.
3. Battery Fuse Bank
➢ Check for corrosion.
➢ Replace Fuse as needed.
each
4. Battery Balancer ➢ Check for damage caused by Fire, Flood, Act of God.
each
5. Hub 10.3 (Communication)
➢ Check for damage caused by Fire, Flood, Act of God.
each
6. Mate 3 (System Display)
➢ Check for damage caused by Fire, Flood, Act of God.
each
7. System Programming
➢ Programming of the system
each
8. System Commissioning
➢ Commissioning the system
each
9. Contingencies
Sub-Total Cost
VAT
Total Cost NOTE: All prices should include delivery costs. 12. PAYMENTS
The awarded bidder(s) is/ are to enter into a service level agreement with TAOI after award of contract. Invoices will be paid according to the pricing schedule. Prices are to be fixed for the first 12 months and thereafter escalations implemented every 12Escalations A valid tax invoice must be submitted for payment after services have been rendered.
