5-Year service and calibration contract for laboratory and online instruments at matimba power station

Service Manager: Maphuti Garrine. Address: Matimba Power Station, Nelson Mandela Drive, Lephalale, Limpopo. Phone: +27 14 763 8039. Email: [email protected]. Employer: Eskom Holdings SOC Ltd. Registered office: Megawatt Park, Maxwell Drive, Sandton, Johannesburg. Phone: 014 763 8574. For insurance-related queries, contact Eskom Group Insurance or visit http://www.eskom.co.za/Tenders/InsurancePoliciesProcedures/Pages/EIMS_Policies_From_1_April_2014_To_31_March_2015.aspx.

Submit the following returnable documents: Signed Form of Offer and Acceptance, Schedule of Deviations (if applicable), CIDB registration certificate, tax clearance certificate, B-BBEE certificate, proof of insurance, and any other documentation specified in the Contract Data. Submit within the tender validity period. All documents must be signed by an authorised representative. Failure to submit required documents may result in disqualification.

Evaluation is based on legal, technical, financial, and B-BBEE compliance. Legal: Must be a registered South African entity (CIDB registration required), comply with South African laws (Companies Act, VAT Act), and have no history of illegal or corrupt practices. Technical: Proven experience in servicing and calibrating laboratory/online instruments (OEM preference), ability to provide spares and consumables, compliance with Eskom’s HSE standards (Construction Regulations 2014), and capacity to handle Task Orders with 6-hour response times (or as agreed). Financial: Proof of insurance (e.g., R500,000 cover for Employer’s property), financial stability for a 5-year contract, and ability to issue tax-compliant invoices (VAT registration required). B-BBEE: Valid B-BBEE verification certificate, notification of any changes in B-BBEE status within 7 days, and submission of updated certificate within 30 days. Non-compliance or downgrade may lead to contract renegotiation or termination.

Scope: Service and calibration of laboratory and online instruments at Matimba Power Station for 5 years. Instruments include: Agilent Technologies 720 ICP-OES, Agilent Carry 60 UV-Vis, Seivers 900 and M9 portable TOC analysers, SpectrAA Varian 50 AAS, Anton Paar Multiwave GO Plus, Merk Mili-Q IQ7000, Orion 2111LL, Waltron Silica, HANNA 5I5522-02 pH/SC, Palin Test photometer 7500, micro 800 DO, pH/conductivity micro 800 multi, chlorometer, and Scientific water bath. Services include annual calibration, repairs, replacement of faulty components, and provision of service reports. Work must be performed by OEM or authorised service technicians. Task orders will be issued as required for service and repairs. Contractor must provide a programme in Primavera format for task orders, with a minimum level of detail as agreed with the Site Service Manager.

Key personnel: Contractor must provide details of key personnel, including names, jobs, responsibilities, qualifications, and experience. CVs must be submitted for all key personnel. Risk register: Contractor must address risks such as inexperienced service engineers, long turnaround times, shortage of non-stock spares, long spares lead times, and permit-to-work delays. Contractor’s plan: Must include a first plan for acceptance, showing how services will be delivered, managed, and aligned with the price list. Subcontracting: Contractor must notify Eskom of preferred subcontractors and ensure subcontract documentation is assessed. Limitations on subcontracting may apply.

Quality assurance requirements: Contractor must ensure good laboratory practices and quality assurance for all instruments. Service reports must be drafted after each service and reviewed in feedback meetings before invoicing. Defects must be corrected within 2 weeks or as agreed. Contractor is responsible for repairing or replacing faulty instrument components. Service must comply with manufacturer (OEM) standards and specifications. Calibration must be within acceptable ranges; failure results in 10% deduction from task order value. Contractor must provide a programme for task orders in Primavera format, agreed with the Site Service Manager.

Pricing structure: Option A (Priced contract with price list). Price list includes items such as service and calibration of instruments, supply of spares (e.g., camera boards, pumps, cartridges), transport, PPE, and accommodation. Pricing is re-measurable: lump sums or quantities multiplied by rates. Contractor must link price list items to operations in their plan. Price adjustment: Fixed for the first year; escalation applies annually based on SEIFSA indices (70% labour, 10% transport, 15% non-adjustable, 5% P&G). Payment: Assessment per task order completion. Invoices must be submitted within one week of receiving a payment certificate. VAT (15%) must be included, with Eskom’s VAT number (4740101508) on all invoices.

Pricing: Option A (Priced contract with price list). Prices are fixed and firm for the first year; escalation applies annually thereafter based on SEIFSA indices (70% labour, 10% transport, 15% non-adjustable, 5% P&G). Currency: South African Rand (ZAR). Payment terms: 15 days after receipt of correct invoice. Interest rate: Publicly quoted prime rate (Standard Bank of South Africa) for ZAR amounts; LIBOR for other currencies. Contractor must provide a tax invoice within one week of receiving a payment certificate. VAT number 4740101508 must be included on all invoices. Penalties: Late response or non-compliance with service schedules incurs R1000 per day (max 10% of task order value). Delay damages for analyser spares: 1-4% deduction based on lead time delays (2-8+ weeks). Calibration outside acceptable range: 10% deduction from task order amount.

CIDB registration is mandatory. B-BBEE: Contractor must notify Eskom within 7 days of any change in B-BBEE status and submit an updated verification certificate within 30 days. Failure to notify may result in termination. Joint ventures/consortia must notify Eskom of key personnel within 2 weeks of contract date and obtain written consent for composition changes. Ethics: Any corrupt practices (bribes, inducements) will result in termination and potential legal action. Insurance: Contractor must provide cover for deductibles (minimum R500,000) under Eskom’s Annual Construction All Risk and Asset All Risk policies. Additional insurance for loss/damage to property, bodily injury, and employee injuries (minimum R500,000). Comply with Compensation for Occupational Injuries and Diseases Act. Confidentiality: Contractor may not disclose contract-related information without Eskom’s consent. Images of Eskom property require prior written approval.

Health and safety requirements: Contractor must comply with the Construction Regulations 2014 (OHS Act) and all applicable health and safety laws. Contractor may be appointed as the Principal Contractor for the Affected Property (Matimba Power Station). Contractor must: Include sufficient budget for health and safety compliance in the Prices. Ensure all subcontractors, employees, and others under their control comply with health and safety rules. Provide PPE, medicals (annually), and maintain a safety file (once-off). Control noise, dust, water, and waste as per site regulations. Cooperate with Eskom’s SHE representatives and attend risk register meetings as required. Taking of images (photos, videos) of Eskom property requires prior written consent from the Service Manager.

Environmental requirements: Contractor must comply with all applicable environmental laws, regulations, and procedures outlined in the contract. This includes: Managing environmental controls for fauna and flora. Controlling noise, dust, water, and waste as per Section 5.9. Ensuring subcontractors and employees adhere to environmental guidelines. Cooperating with Eskom’s environmental management systems. No specific environmental impact assessments are mentioned, but general compliance is mandatory.

Contract type: NEC3 Term Service Contract (TSC3) with main Option A (Priced contract with price list) and secondary Options X1 (Price adjustment for inflation), X2 (Changes in the law), X17 (Low service damages), X19 (Task Order), and Z (Additional conditions). Contract period: 5 years. Starting date: TBC. Service period: 5 years. Defect date: 52 weeks after task order completion. Defect correction period: 2 weeks or as agreed. Warranty: 12 months after completion of each task order. Termination: As per NEC3 TSC clauses, including termination for business rescue, B-BBEE status changes, or corrupt practices. Dispute resolution: Adjudication via ICE-SA Panel of Adjudicators; arbitration via Association of Arbitrators (Southern Africa). Contractor must deliver securities, bonds, guarantees, and proof of insurance within 2 weeks of contract award. Cession/assignment: Requires Eskom’s written consent. Joint ventures: Jointly and severally liable; composition changes require Eskom’s approval. Employer’s liability for indirect/consequential loss: R0.00.

Quality assurance requirements: Contractor must adhere to Section 3.3 of the Service Information, which outlines quality standards for service and calibration. This includes: Compliance with OEM specifications. Correctness of calibration and service reports. Timely execution of services. Defect correction within agreed periods. Penalties for non-compliance (e.g., R1000/day for late responses, deductions for calibration outside acceptable ranges). Evaluation will also consider health, safety, and environmental compliance as per Sections 3.1 and 3.2.