THE UNIVERSITY OF SOUTH AFRICA INVITES SUITABLY QUALIFIED SERVICE PROVIDERS TO PARTICIPATE IN A PUBLIC TENDER PROCESS FOR FRAMEWORK CONTRACT FOR ...
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THE UNIVERSITY OF SOUTH AFRICA INVITES
SUITABLY QUALIFIED SERVICE PROVIDERS TO
PARTICIPATE IN A PUBLIC TENDER PROCESS
FOR
FRAMEWORK CONTRACT FOR THE REPAIRS AND
MAINTENANCE
OF
ELECTRICAL SYSTEMS
AT
MIDDELBURG CAMPUS
TENDER SPECIFICATION DOCUMENT
Tender Ref. No: PT2021/17 Date of Issue: FEBRUARY 2021
2021 Tender Specification Middelburg Campus Electrical & Back-up Power Supply Maintenance Contract Page 1Table of contents
1. BACKGROUND ............................................................................................................................................ 3
2. PROPRIETARY AND CONFIDENTIAL INFORMATION ....................................................................... 3
3. DEALING WITH THE UNIVERSITY OF SOUTH AFRICA .................................................................... 4
4. PRE-QUALIFICATION (If applicable) ....................................................................................................... 4
8. MANDATORY REQUIREMENTS ............................................................................................................... 5
9. OTHER REQUIREMENTS ........................................................................................................................... 6
10. ENVIRONMENTAL IMPACT ..................................................................................................................... 6
11. PRICING ....................................................................................................................................................... 6
12. PAYMENT TERMS ..................................................................................................................................... 7
13. SUB-CONTRACTING ................................................................................................................................ 7
14. JOINT ARRANGEMENTS ......................................................................................................................... 7
15. EVALUATION CRITERIA’S ..................................................................... Error! Bookmark not defined.
20. OPTIONAL PRE-SCREENING OF MANDATORY SUPPORTING DOCUMENTATION ............... 12
21. TENDER SPECIFICATION ....................................................................................................................... 12
21.1 PROJECT SCOPE OF WORK ........................................................................................................... 12
22. ANNEXURE 2 (Scope of work) ................................................................... Error! Bookmark not defined.
2021 Tender Specification Middelburg Campus Electrical & Back-up Power Supply Maintenance Contract Page 21. BACKGROUND Unisa Middelburg falls under the North Eastern Region and the campus is situated at Middelburg city centre and is a rented facility which is occupied by Unisa as the only tenant in the building. Different designs of Electrical and back-up power supply systems have been installed at Middelburg. The systems range from transformers, switch boards, distribution boards, lights, plugs, switches, wiring, cabling, Generators and Uninterrupted Power Supply Systems (UPS). Vaal campus heavily rely on Electrical systems in order to operate effectively and effectively during normal operation; and in the event of a power supply interruption from Municipality or Eskom as the back- up power supply systems ensure that critical operations do not get interrupted and the Organisation can continue with the operations as normal. Electrical systems (i.e. lights, switches, plugs, DB's, cables, wiring etc) do not have any Service Level Agreements (SLA’s) currently across all UNISA campuses for Repairs and Maintenance Services. The repairs, maintenance and servicing services of these systems are currently being fulfilled through Purchase Orders (PO’s) approach creating uncertainty, long lead times and associated financial risks. UNISA campuses rely heavily on Electrical systems in order to operate effectively and efficiently. Sustainable and efficient electrical supply to UNISA campuses forms part of the OHS compliance in order to ensure that critical equipment (e.g. freezers, lights, security cameras) continues to operate without any interruption. This will further ensure that all UNISA buildings (owned and leased) have Certificate of Compliance (COC) and they remain compliant throughout. Back-up power systems in a form of Generators, Solar Systems & UPS Systems are also installed at Unisa facilities. These systems must be serviced on a pre-determined basis in line with maintenances best practices and Original Equipment Manufacturers’ (OEM) specification. Currently, there are no SLA’s in place to effectively service these systems thereby creating uncertainties on the reliability and availability of the systems. The availability of the back-up power supply is critical as it ensures that Unisa campuses continue to operate in cases where power supply failures are experienced from either municipalities or Eskom grid, so maintaining and servicing this equipment ensures that they remain reliable and available whenever required and the probability of unforeseen failure is minimised. The purpose of this submission is to request approval to appoint suitably qualified service providers through both Open and Closed tender processes to conclude SLA’s for Maintenance Service and Repairs of Electrical Systems and Back-up Power Supply Systems at all UNISA Campuses for a period of three (3) years.. 2. PROPRIETARY AND CONFIDENTIAL INFORMATION All material submitted in response to this tender shall become the property of Unisa. Any confidential information provided by a service provider in response to this Tender will be held in confidence and will only be used for the evaluation of this tender. 2021 Tender Specification Middelburg Campus Electrical & Back-up Power Supply Maintenance Contract Page 3
3. DEALING WITH THE UNIVERSITY OF SOUTH AFRICA Service providers must not contact any member of Unisa with respect to queries they may have with this tender. A compulsory information session will be held during which it is expected that any queries raised, will be answered. The service provider shall not disclose any such information or specification, whether explicit or implied, to any third party without the written consent from Unisa. 4. PRE-QUALIFICATION Service providers must be an Exempted Micro Enterprise (EME) or Qualifying Small Enterprise (QSE) with at least 51% ownership by any of the designated groups as defined by the B-BBEE codes of good practice in order to advance the designated groups. Unisa will use other means of validation to confirm the B-BBEE status. Service providers that fail to meet this criterion will be disqualified. 5. THE TENDER INFORMATION SESSION There will be no information session held, all questions must be submitted to tenders@unisa.ac.za ,deadline for questions submission is the 22nd February 2021 till 5th March 2021 and answers will be published on the tender website by 15th March 2021 The above-mentioned time frames must be strictly adhered to; questions submitted late will not be answered. 6. OPTIONAL PRE-SCREENING OF MANDATORY SUPPORTING DOCUMENTS There will be no screening session of mandatory supporting documents 7. TENDER SUBMISSION AND CLOSING DATE The (1) original and a soft copy(usb) of the tender must be submitted into the official tender box in a sealed envelope located in the Kgorong Building Entrance, Pretoria Muckleneuk Campus, Preller Street, Muckleneuk Ridge. Please quote the tender reference number PT2021/17 on the sealed envelope. Closing date: 26th March 2021 @ 12:00 The tender awarded will be conditional and subject to successful negotiations and the signing of a written contract, failing which Unisa reserves the right to withdraw the tender and award the same to the next tenderer without having to repeat the tender process. Unisa reserves the right to appoint, contract with and monitor the performance of any service provider it deems will offer the best service in line with its requirements, although it may not necessarily be the lowest Tenderer. Unisa also reserves the right, in its sole discretion, to re-advertise, not to retender or not to award the tender. Late submitted tenders will not be considered. The decision of the Unisa Management Committee on awarding a tender is final. 2021 Tender Specification Middelburg Campus Electrical & Back-up Power Supply Maintenance Contract Page 4
8. MANDATORY REQUIREMENTS
The following documentation must be submitted in order provided, failure to comply and submit any one
of the documents will disqualify the submission:
Annexure A1: Completed and signed Supplier List Application Form (F25) including the PSP form
and bank account details from the bank. (www.unisa.ac.za/tenders)
Annexure A2: Resolution to sign on behalf of the tendering unit (www.unisa.ac.za/tenders)
Annexure A3: Current and valid original SARS Clearance Certificate/ e-filing/ tax status pin
Annexure A4: Copy of company registration documents listing all active Directors / members
Of the company.
Annexure A5: Copies of all share certificates must be included (excluding close corporations).
Annexure A6 Pricing template. Annexure A6 must be completed.
Annexure A7: Minimum of three recent (not older than five (05) years) contactable reference letters from
customers to which the tenderer has provided or is providing goods/services that are substantially
similar to the goods/service required. The goods/services must be in line with CIDB associated
grading threshold requirements.
Joint Venture references will only be accepted if the company is tendering as a JV.
Note: appointment letters /contract must accompany corresponding reference letters (on client’s
letterhead) not older than 5 years on similar maintenance & service work with minimum value of
R450 000.00. (Each letter should have a value of R450 000 and above) The reference template
(A7) must be completed, any reference not included on the template will
not be considered
Annexure A8: Financial Statements
a. One set (2 years’ comparative figures) of the most recent audited Annual Financial
Statements together with a signed Independent Auditor’s Report or a signed letter from the
Accounting Officer for Close Corporations must be submitted unless the reporting entity is
exempted in terms of the new South African Companies Act from obtaining an Independent
Auditor’s Report. The exempted entity must then submit a signed Independent Reviewer’s
report or signed compilation engagement (ISRS 4410) report from any recognised accounting
professional body. The annual financial statement submitted must be within six months of the
financial year-end to qualify for evaluation.
A complete set of Annual Financial Statements including the following:
• Statement of Comprehensive Income (Income Statement)
• Statement of Financial Position (Balance Sheet)
• Statement of Cashflows
• Statement of Changes in Equity
• Notes to the Financial Statements
2021 Tender Specification Middelburg Campus Electrical & Back-up Power Supply Maintenance Contract Page 5No summarized Financial Statements or Extracts of financial statements will be
accepted.
b. Where the financial statements of the holding company are submitted, a signed letter be
included from the holding company, on their letterhead signed by the CEO/CFO, that they
would be liable if the subsidiary defaulted. This must be attached to the financials being
submitted. Failure to submit such signed letter will disqualify the tender submission.
c. The financial statements should be submitted as a separate bound document.
Annexure A9: Contractors must have a 3 EB CIDB grading as depicted in table below for Electrical
Maintenance in order to qualify (proof to be submitted)
Annexure A10: The service provider must be registered as Electrical Contractor with the Department of Labor
(Installation Electrician) and a member of the Electrical Conformance Board of South Africa (ECB)
(proof to be submitted)
Annexure A11: (Wireman Certificate) (proof to be submitted)
Annexure A12: General terms and conditions to be completed and signed (www.unisa.ac.za)
9. OTHER REQUIREMENTS
Annexure B1: A valid B-BBEE certificate from SANAS accredited verification agency or an affidavit certifying
their total annual income and level of black ownership will be sufficient for EMEs and QSEs. Failure to submit the
above will result in a zero score for B-BBEE.
Note: All documents submitted in support of this tender must be the documents of the tendering unit and may not
pertain to different companies or units within a group. As an example, a tenderer cannot submit its own B-BBEE
certificate, but the SARS certificate of its holding company.
10. ENVIRONMENTAL IMPACT
Set out the detail of the environmental impact of the activities relating to the agreement/contract and the waste
generated as a result thereof. Attach a detailed implementation plan by the contractor and/or the person(s)
responsible for implementing the agreement/contract, indicating how the environmental impact and the waste
generated will be minimized, mitigated and managed.
11. PRICING
The tenderer must state whether the price quoted is fixed for the duration of the agreement or whether the price
is subject to escalation. In the absence of an indication in this regard the price will be considered as fixed for the
full period of the agreement.
❖ All pricing must be quoted in South African Rand (ZAR) including VAT.
❖ The pricing must remain valid for 120 days from the closing date of the tender.
❖ Pricing / costing template must be completed (Annexure A6)
2021 Tender Specification Middelburg Campus Electrical & Back-up Power Supply Maintenance Contract Page 6❖ Any pricing not included in the pricing template will not be considered.
Prices charged by the supplier for goods delivered and services performed under the contract shall not vary from
the prices quoted by the supplier in his tender, and any variance will render the contract null and void.
12. PAYMENT TERMS
The payment terms of the University are 30 days after receipt of goods and services and upon receipt of the
required documentation. No upfront payments will be considered.
13. SUB-CONTRACTING
13.1. The tenderer and/or the contract, or any portion thereof, or any share or interest therein, may not be
transferred, assigned or granted to any other company without the specific written permission and
conditions of the University.
The University may consider accepting sub-contracting if an agreement is entered into only with the
primary supplier, and the agreement, or any portion thereof, or any share or interest therein, may not be
transferred, assigned or granted to someone else subject to the following principles:
a) Sub-contracting is allowed, provided that the tenderer has declared upfront at the time of submitting
the tender documents that a portion of the contract will be sub-contracted; this is limited to 20% of
the work. Annexure C must be completed. However, the University reserves the right to allow or not
allow sub-contracting.
b) The primary supplier takes full responsibility and accountability for the portion of the work sub-
contracted.
c) The name of the sub-contractor must be declared upfront to ascertain whether the sub-contractor is
not blacklisted or has not defaulted.
13.2. The University encourages sub-contracting aimed at empowering exempted micro enterprises (EMEs)
and qualifying small enterprises (QSEs), as defined in the B-BBEE Codes. In the event that sub-
contracting is to any other than EMEs and/or QSEs which is 51% or more black owned, the sub-contracted
supplier must have a B-BBEE status level equal to or higher than the appointed supplier.
14. JOINT ARRANGEMENTS
The University of South Africa will accept joint arrangement proposals on condition that the following is adhered
to:
a) In case of a joint venture
• All mandatory requirements and non-mandatory documents must be in the name of the joint venture
entity (separate entity established for this purpose)
b) In case of a joint agreement
2021 Tender Specification Middelburg Campus Electrical & Back-up Power Supply Maintenance Contract Page 7• joint operation partners must each submit their own mandatory requirements
• the joint operation agreement must be signed by all participating parties.
15. EVALUATION CRITERIA’S
Pre-qualification:
Only tenderers that meet all the mandatory requirements will proceed to stage 1 of the adjudication.
Evaluation of tenders:
Tenderers will be evaluated on the basis of technical, financial offer, and preference. The evaluation of tenders
will commence with the evaluation of quality/functionality/technical, and only those who achieve the minimum
qualifying score for functionality of 75 points will be further evaluated for financial offer and preference in terms of
the preference points system. The successful tender will be determined using a weighted score between the
points earned on each of the elements of the process described above. The tender evaluation weighted scoring
will be as follows:
DESCRIPTION POINTS
1. Company Experience 40
2. Contractor’s Resources – Personnel and Plant 30
3. Approach Paper – Method Statement 15
4. Quality Control Procedures 15
TOTAL 100
Functional evaluation:
Form A1.1 Evaluation Schedule: Company Experience (40)
COMPANY EXPERIENCE (40) SUB CRITERIA WEIGHTING
FACTOR:
Demonstrated experience of tendering entity 1.1) Three reference letters for similar work (on
with respect to relevant projects. Bidder must client’s letterhead) not older than 5 years on
provide reference letters on client’s letterhead similar projects as per CIDB’s Largest
not older than 5 years, confirming an award contract awarded above associated grading
letter and completion certificate per project: threshold = 40 points
Note: appointment letters /contract must 1.2) Two reference letters for similar work (on
accompany corresponding reference letters (on client’s letterhead) not older than 5 years 40
client’s letterhead) not older than 5 years on on similar projects as per CIDB’s Largest
similar maintenance & service work with contract awarded above associated
minimum value of R450 000.00. The following grading threshold = 25 points
must be vividly captured:
1.3) One reference letter for similar work (on
a. Employer, contact person and telephone client’s letterhead) not older than 5 years
b. Description of work (service) on similar projects as per CIDB’s Largest
c. Value of work (i.e. the service provided) contract awarded above associated
inclusive of VAT) grading threshold = 10 points
d. Date completed
2021 Tender Specification Middelburg Campus Electrical & Back-up Power Supply Maintenance Contract Page 8Failure to submit appointment letter/contract 1.4) No reference letter for similar work = 0
with corresponding reference letters on client/s points
letter head the service provider will forfeit points
The description should be put in tabular form with the following headings:
Employer, contact Description of work Value of work Date
person and telephone (service) (i.e. the service provided) completed
number, where available inclusive of VAT (Rand)
Form A1.2 Evaluation Schedule: Contractor Resources (30)
NOTE: please attach CV’s for all key staff and certified qualifications. Failure to submit CV`s, copy of certified
qualification service provider will forfeit points
KEY STAFF QUALIFICATION AND KEY STAFF EXPERIENCE (30)
Qualifications (15); Experience (15)
QUALIFICATION
1. Skilled and competent
person (Installation Management and Engineering expertise (Wireman’s License) with experience on
Electrician) Electrical, Generator, UPS & Solar Systems Maintenance Services in the last 10
years: on similar projects (10 points)
EXPERIENCE
▪ Installation Electrician with 10 years’ experience or above = 10 points
▪ Installation Electrician with experience 5 – 9 years = 08 points
▪ Less than 5 years / Non-submission of the above = 04 points
QUALIFICATION
2. Semi-skilled Electrical (Artisan) Assistant (Electrical or Mechanical) with experience on
personnel (Electrical) Electrical, Generator, UPS & Solar Systems Maintenance Services in the last
10 years: on similar projects (05 points)
EXPERIENCE
▪ Work experience of 10 years or above = 05 points
▪ Work experience of between 5 to 9 years = 03 points
▪ Less than 5 years / Non-submission of the above = 02 points
Form A1.3 Evaluation Schedule: Approach and Methodology (15 points)
Provide a methodology and approach for the proposed required solution- This should include a project plan. The
proposal should include
• In NOT more than 5 pages, Outline the work execution plan including your approach, project execution
plan, project governance plan = 10 Points;
2021 Tender Specification Middelburg Campus Electrical & Back-up Power Supply Maintenance Contract Page 9• Safety management certification (ISO 18001 certification) or Policies, control practices and procedures
which ensure compliance with Employer safety policies and legislation = 5 Points
Form A1.4 Evaluation Schedule: Quality Control Procedures (15 points)
The quality control practices and procedures which ensure compliance with stated requirements of the Employer
will be evaluated (SOP, Document management process, competency certificates, training documents, etc.).
Service providers should very briefly outline (Between 1 and 2 pages) his or her procedures in relation to the
project and attach this to this schedule, reference will be necessary to any other returnable schedules submitted
with this tender.
The scoring of the service provider’s quality control procedures will be as follows:
• ISO 9001 certificate for the organization = 15 points
OR
• Standard operating procedures (SOP) for quality control = 5 points
• Documents Management Process = 5 points
• Training & Competency certificates for training formally provided for the last 12 months = 5 points
• Non-submission of all of the above = 0 points
Service providers to qualify for the next stage of evaluation (Stage 2: Price& B-BBEE) must obtain a
minimum of 75 points.
Stage 2: Price and B-BBEE evaluations
ITEMS POINTS
1. Price 75
Pt − P min
Ps = 751 −
P min
Where:
Ps = Points scored for price of tender under consideration
Pt = Rand value of tender under consideration
Pmin = Rand value of lowest acceptable tender.
2. B-BBEE 25
B-BBEE score to be taken from valid B-BBEE certificate provided
1.1) BEE-10 points
1.2) Black ownership-15 points
2021 Tender Specification Middelburg Campus Electrical & Back-up Power Supply Maintenance Contract Page 101) Breakdown of scores
2.1) Black ownership (15 points)
Ownership Designated Groups Points Allocation (15)
Black Ownership 8
Female Black Ownership 3
Youth Owned 2
People Living with Disabilities 2
Black Ownership Points range
25.1% to 50% 4
51% to 70% 6
71% to 99% 7
100% 8
Female Black Ownership Points range
30% to 50% 2
51% to 100% 3
Youth Owned Points range
25.1% to 50% 1
51% to 100% 2
People Living with Disabilities Points range
25.1% to 50% 1
51% to 100% 2
BBBEE scoring
Levels Points
1 10
2 9
3 8
4 5
5 4
6 3
7 2
2021 Tender Specification Middelburg Campus Electrical & Back-up Power Supply Maintenance Contract Page 1116. OPTIONAL PRE-SCREENING OF MANDATORY SUPPORTING DOCUMENTATION
• N/A
17. TENDER SPECIFICATION
17.1 PROJECT SCOPE OF WORK
Execution of Maintenance services on the following Electrical and Back-up Power Supply Systems at
Middelburg Campus
• Lights, Plugs and Switches
• Electrical Wiring and Cabling
• Power skirting
• Electric motors
• Low Tension (LT) and High Tension (HT) Lines
• Transformers
• Distribution Boards (DB’s)
• Switch Boards
• Battery Units
• Generators
• Uninterrupted Power Supply (UPS)
ANNEXURES AND OTHER DOCUMENTS
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