Supply and delivery of mineral insulating oil and related services for city of tshwane transformers and switchgears

• Technical Enquiries: Fanie Venter, Tel: 012 358 0329, Email: [email protected]
• Supply Chain Enquiries: Mulondi Nemaembeni, Tel: 012 358 6636, Email: [email protected]
• General Enquiries: City of Tshwane, C de Wet Centre, 175 Es’kia Mphahlele Drive, Pretoria West, 0001, Tel: 012 358 9999.

• Submit bids in a sealed envelope bearing the correct identification details.
• Place the bid in the tender box located at the Procurement Advice Centre, C De Wet Centre, 175 Es’kia Mphahlele Drive (previously DF Malan Drive), Pretoria West, 0183.
• Bids must be deposited by 10:00 on 28 June 2021.
• Bids received after the closing date and time will not be considered.
• Failure to comply with peremptory requirements will lead to disqualification.
• Do not submit copies of the original bid document.
• Complete the bid document using black ink only; pencil is not acceptable.
• Do not attempt to influence the evaluation or awarding of the contract.
• Bids will be rejected if the bidder has failed to perform satisfactorily on a previous contract with the municipality or other state organ within the last five years after written notice.
• No award may be given to a person in the service of the state, or a company where a director/manager/principal shareholder/stakeholder is in the service of the state, or an advisor/consultant contracted to the municipality causing a conflict of interest.
• Bid offers will be rejected if the bidder or any of their directors are listed on the Register of Bid Defaulters.
• Bid offers will be rejected if the bidder has abused the City of Tshwane's supply chain management system.
• Failure to complete and sign the certificate of independent determination or providing incorrect information will lead to disqualification.
• A certified copy of the resolution of the board of directors (for companies) or founding statement (for close corporations) authorizing the signatory must be submitted.
• For partnerships, all partners must furnish particulars and sign, authorizing one partner to sign the bid.
• For one-person businesses, the sole owner must sign.
• Joint ventures must complete the 'Certificate of Authority for Joint Ventures' and designate a lead partner.
• Returnable Documents to be submitted with the bid include:
• Declaration for procurement above R10 million (MBD 5)
• Preference points claimed form (MBD 6.1)
• Contract form: Purchase of goods or works (MBD 7.1)
• Contract form: Rendering of services (MBD 7.2)
• Declaration of past supply chain management practice (MBD 8)
• Certificate of independent bid determination (MBD 9)
• Company registration certificate
• Rates and taxes or lease agreement
• Clearance certificate or unique PIN
• BBBEE certificate
• CSD summary report
• Supporting documentation proving oil product compliance with SANS 555 (type test certificate)
• Details of test facility (laboratory) accreditation
• Technical specification of the on-site plant ‘regeneration and purification equipment’
• Material safety data sheets for all oil products offered
• ISO 14001 Environmental management system certificate
• ISO 9001 Quality management system certificate
• Returnable technical schedules A and B (completed in full with ink)
• Proof of relevant years’ experience in supply, delivery, and transport of chemicals, including letters of service rendered and contact details.
• Proof of personnel experience in the operation of onsite live transformer oil regeneration and purification mobile plant.
• Details of accredited Electrical Technician to be used.

• Bids will be evaluated in three stages: Administrative Compliance, Technical Evaluation, and Preference Point System.
• Failure to comply with any technical evaluation requirements will result in disqualification from further evaluation.
• The evaluation will use an 80/20 preference points system:
• 80 points for price.
• 20 points for B-BBEE status (certified copy of B-BBEE level rating certificate required).
• Administrative Evaluation: This stage assesses compliance with all administrative requirements.
• Technical Evaluation: This stage assesses the technical suitability of the bid. Failure to meet technical requirements will lead to disqualification.
• Preference Point System: This stage applies the 80/20 points system based on price and B-BBEE status.

• The tender is for the supply, delivery, and off-loading of un-inhibited or inhibited un-used mineral insulating oil for transformers, switchgears, and related oil services for the City of Tshwane (CoT) over a 3-year period, as and when required.
• The scope includes:
• Supply of new transformer oil (un-inhibited and inhibited) in bulk (900-30,000 Lt), 210-litre drums, and 20-litre drums.
• Supply of regenerated transformer oil in exchange for old oil on a 1:1 basis (bulk and 210-litre drums).
• Supply of regenerated transformer insulation oil when no old oil is available (bulk and 210-litre drums).
• On-site regeneration and purification of insulating oil.
• Oil analysis tests (e.g., Tan Delta, Oxidation Stability, Acidity, Moisture, Dielectric Strength, Furanic Content, PCB Content, Dissolved gas analysis, Colour, Sediment and sludge, Interfacial tension, Particle contamination, Carbon composition, Aromatic, Viscosity, Corrosive sulphur, Aniline point, Silicon/Silicone, Resistivity, Inhibitor content, Flash point, Density, Gassing tendency, Passivator content, Pour point, Polycyclic aromatic hydrocarbons, Appearance).
• On-site oil sampling at transformers.
• Reclaimed PCB from transformer oil.
• Supply of transformer dehydrating breather for various oil capacities.
• Supply of Silica Gel and cable joint/termination compound oil.
• Oil supplied must comply with SANS 555:2007, NRS 079-1:2004, IEC 60296:2000, and other relevant standards.
• Regenerated oil must be PCB-free (less than 0 ppm).
• Regeneration and purification plants must meet specific requirements including thermal vacuum treatment, filtration to 0.5 micron, automatic operation with data logging, and compliance with safety standards for operating personnel.
• Additional requirements for oil include:
• Water content max: 10mg/kg.
• PCB content max: 0 ppm.
• Silicon contamination: <3 ppm.
• Acidity: < 0.3 mg KOH/g.
• Procedures for working in “live” substation switchyards must be followed, including obtaining work permits and adhering to operational requirements.
• Delivery periods:
• Inhibited or un-used oil: 3 working days.
• Normal bulk oil: 10 working days after sampling.
• Regeneration/Purification on site: 10 working days.
• Dehydrating breather and Silica gel: 10 working days.
• Emergency oil sample: 6 hours.
• Non-emergency oil sample: 5 working days.
• Test results:
• Emergency oil tests: within 12 hours of obtaining the sample.
• Routine oil tests: within three weeks of obtaining the sample.
• Test certificates must be submitted with the project for both new and regenerated/purified oil.
• Storage, marking, and packaging must comply with SANS 555 standards.
• A quality management system compliant with ISO 9001 is required.
• An environmental management system compliant with ISO 14001 is required.

Pricing Schedule: Must be completed in black ink. Bidders must refer to the Tender Specifications for correction of errors. The Price Schedule forms part of the Contract. Units of measurement are metric. Abbreviations used include mm, m, km, m2, ha, m3, mm.pass, m.pass, h, kg, t, no., sum, MN, MN.m.

• Registration on the Central Supplier Database (CSD) with a CSD number is mandatory.
• Bidders must comply with the requirements of SANS 555:2007, NRS 079-1:2004, IEC 60296:2000, and other relevant standards.
• Proof of compliance with SANS 555 for offered oil products must be submitted (type test certificate).
• Details of the test facility (laboratory) accreditation must be submitted.
• Technical specifications of the on-site plant for regeneration and purification must be submitted.
• Material safety data sheets for all offered oil products must be submitted.
• ISO 14001 Environmental Management System certificate must be submitted.
• ISO 9001 Quality Management System certificate must be submitted.
• B-BBEE status level rating certificate (certified copy) is required for preference points.
• Personnel operating on-site regeneration and purification plants must have passed an electrical safety course and possess a valid safety certificate.
• Bidders must have relevant years of experience in supply and delivery of this type of oil, associated equipment, and transport chemicals, providing proof of experience and contact details.
• Bidders must have experience in the operation of onsite live transformer oil regeneration and purification mobile plant.
• An accredited Electrical Technician must be assigned.
• Bids will be rejected if the bidder or their directors are listed on the Register of Bid Defaulters.
• Bids will be rejected if the bidder has abused the City of Tshwane's supply chain management system.
• Bids will be rejected if any pages have been removed from the bid document or if a copy of the original document is submitted.
• Bids completed in pencil will be rejected.
• Bids submitted after the closing date and time will be rejected.
• Bids will be rejected if the bidder has failed to perform satisfactorily on a previous contract with the municipality or other state organ within the last five years after written notice.
• No award will be made to persons in the service of the state, or entities where such persons hold directorships/significant stakes, or to consultants with a conflict of interest.
• Bids must be completed and signed correctly, including the certificate of independent determination.