ESKOM fire protection system maintenance tender - north west province

Returnable Documents: Submit all required forms and documents as specified in the full tender document. Ensure all submissions are complete to avoid disqualification.

Evaluation likely includes:

• Valid company registration.
• Tax compliance.
• Relevant industry experience.
• Financial stability.
• Ability to meet ESKOM's vendor qualification standards.
• Police clearance for personnel (as specified in the bill of quantities).

Scope: Fire system maintenance for a period of 60 months.

Key deliverables and requirements:

• Site establishment and de-establishment.
• Annual medicals for personnel.
• Provision of PPE (Personal Protective Equipment).
• Police clearance certificates for personnel.
• Monthly provision of transport (Bakkie and 14-seater).
• Monthly provision of tools and equipment.

Labour requirements include:

• Supervisor.
• Safety officer.
• Artisans (Fitter and Turner, Fitter with rigging and lifting, Rigger, Welder, Boilermaker).
• Semi-skilled labour.
• Diesel Mechanic.
• Overtime allowance.

Pricing format: Bill of quantities with unit rates and total cost.

Items include fixed portion (site establishment, medicals, PPE, police clearance) and time-related costs (transport, tools, labour at hourly rates).

Specific compliance requirements are not detailed in the provided text. General requirements may apply, such as CSD registration, tax clearance, and B-BBEE status.

• B-BBEE Improvement Plan submission: within 30 days of signing contract.
• SDL&I Implementation Schedule submission: 28 days after contract award.
• Quarterly SDL&I reports: ongoing during contract.

Returnable documents:

• SBD 6.2 Declaration Form and Annex C (Local Content Declaration-Summary Schedule) are mandatory if applicable.
• B-BBEE Improvement Plan must be submitted within 30 days of signing the contract.
• SDL&I Implementation Schedule must be completed and returned within 28 days of contract award.
• Quarterly SDL&I compliance reports must be submitted to Eskom using the Data Collection Template.

Scoring:

• Points system: 90/10 (price/specific goals) or 80/20 (price/specific goals).
• Specific goals: Maximum 10/20 points awarded for B-BBEE status level (Level 1 = 10/20, Level 8 = 1/2, non-compliant = 0).
• Total score: Price points + specific goal points, rounded to two decimal places.
• Contract awarded to highest-scoring tenderer.

B-bbee:

• Levels 1–8 eligible; non-compliant contributors score 0 for specific goals but are not disqualified.
• EMEs (≤R10M revenue) and QSEs (≤R50M, ≥51% black-owned) may submit sworn affidavits.
• Non-compliant or Level 5–8 tenderers must commit to improving B-BBEE status (e.g., Level 4 by Year 1, then annual improvements).

Local Content:

• Designated sector: Not applicable (no local content threshold).
• Local procurement content target: 100%.

Skills Development:

• CIDB compulsory training: Not applicable.
• Tenderers must propose skills development plans for scarce/critical skills (e.g., trade tests for diesel mechanics, mechanical artisans).
• Targets exclude Eskom employees and registered learners; tenderers bear full cost.

Objective Criteria:

• Not mandatory but a condition for contract award. Failure to meet may lead to second-ranked tenderer being recommended.

• Scope: Maintenance of the fire protection system for Eskom.
• CIDB compulsory training: Not applicable.
• Failure to meet CIDB Construction Skills Development Goal (CSDG) mandatory percentage (if applicable) will render tender non-responsive.
• Local procurement content must be separated into local/imported components in the Price Schedule.
• Subcontracting: Proposals must include activities subcontracted to designated black-owned enterprises (e.g., cleaning, concrete structure, painting of pipework).
• Job creation: Tenderers must submit proposals for jobs created/retained in South Africa.
• Skills development: Proposals must align with Eskom’s core, scarce, and critical skills (e.g., diesel mechanics, mechanical artisans).

• Penalties:
• 2.5% of invoice amount for failure to meet SDL&I obligations.
• 1.5% of contract value for failure to meet SDL&I obligations.
• Retention: Eskom retains 1.5% of every invoice (excluding VAT) as security for SDL&I obligations.
• Release conditions: SDL&I progress reports submitted, obligations fulfilled, and approved compliance report from SDL&I Department.
• Payment terms: Retained amounts released only upon meeting all SDL&I conditions.

• B-BBEE Documentation:
• Valid B-BBEE certificate (SANAS-accredited) or sworn affidavit/CIPS affidavit.
• Proof of ownership/shareholding (CIPC documentation) with breakdown.
• Certified ID copies of shareholders.
• Proof of Disability (if applicable).
• Consolidated B-BBEE certificate for trusts, consortia, or joint ventures.
• B-BBEE Improvement Plan:
• Level 1: Maintain status.
• Levels 2–3: Improve or maintain status.
• Level 4: Achieve Level 3 by end of Year 1, then improve annually.
• Levels 5–8/non-compliant: Achieve Level 4 by end of Year 1, then improve at least one level annually.
• Local Content:
• SBD 6.2 Declaration Form and Annex C mandatory if applicable.
• Designated sector: Not applicable.
• Tax Compliance:
• ≤ R10M revenue: EME, sworn affidavit acceptable.
• ≤ R50M revenue: QSE, comply with QSE scorecard unless ≥51% black-owned (sworn affidavit acceptable).

• R50M revenue: Valid B-BBEE certificate required.

• Empowering Supplier Status: Must be indicated for QSEs.
• Sworn Affidavit Validity: Must include deponent details, enterprise name, black ownership percentages, revenue, financial year-end, B-BBEE level, empowering supplier status, and be signed/stamped by Commissioner of Oath (not an employee of the enterprise).

• Complete and sign Form A (Template Identifier 240-43921804 Rev 3, Document Identifier 240-68099512 Rev 9) to acknowledge acceptance of Eskom Supplier Quality Requirements (specification 240-105658000) and ISO 9001 Standard. \n• Indicate applicable clauses with an 'X' and non-applicable clauses with a '-'. \n• Select only one category (Category 2 is pre-marked as applicable in the document). \n• Submission deadline, address, and method are not specified in the document.

• Compliance with ISO 9001 standards. \n• Capability to meet Category 2 requirements (clause 3.5.-105658000). \n• Willingness to undergo site assessment. \n• Acceptance of Eskom’s Supplier Quality Requirements (240-105658000 Specification). \n• Technical expertise in maintenance of fire protection systems. \n• Ability to adhere to Eskom’s quality audit and nonconformity management processes. \n• Capacity to provide Eskom with rights of access and information as required.

• Scope: Maintenance of Eskom’s fire protection system. \n• Must comply with Eskom Supplier Quality Requirements (specification 240-105658000) and ISO 9001 Standard. \n• Category 2 quality requirements (clause 3.5.-105658000) apply. \n• Post-contract: Eskom will monitor contract execution, performance, and conduct quality audits. \n• Eskom reserves rights to access, information, and preservation of records. \n• Nonconformities and nonconforming outputs will be managed by Eskom. \n• Specific deliverables, service levels, or capacity thresholds are not detailed in the document.

• Mandatory: Acknowledge and accept Eskom Supplier Quality Requirements (specification 240-105658000) and ISO 9001 Standard. \n• No explicit mention of CSD, tax clearance, B-BBEE, CIDB, CIPC registrations, or local content requirements in the document.

Contract period: 60 months (5 years). Starting date: To be announced (TBA). Submit first plan for acceptance within 10 calendar days after contract date. Task Order programme submission: Within 2 days of receiving notification. Assessment interval for payments: 25th of each month. Payment due within 30 days of assessment.

Service Manager: Andrew Malatswane. Address: 1 Impala Road, Pullenshope, 1096. Phone: (+2713) 296 3760. Email: [email protected]. Employer: Eskom Holdings SOC Limited, Registered office: Megawatt Park, Maxwell Drive, Sandton, Johannesburg. Phone: 011 800 5843 / 011 800 8000. Adjudicator information: Leighton Itholeng, Tel: +27 (0)11 800 4031, Fax: +27 (0)86 668 0419, Email: [email protected].

Submit the following returnable documents: Signed C1.1 Form of Offer and Acceptance (by a duly authorised representative). The Employer accepts the Offer by signing the Acceptance part and returning one copy to the tenderer. Record all deviations or amendments in the Schedule of Deviations. Submit alternative tenders on separate copies of the Form of Offer and Acceptance if applicable. Within two weeks of receiving the signed agreement, provide securities, bonds, guarantees, proof of insurance, and other required documentation to the Employer’s agent (details in Contract Data).

Mandatory: Valid CIDB registration (number required in submission). Compliance with B-BBEE requirements (notify Eskom of any status changes within 7 days). Proof of insurance coverage (deductibles, liability, property damage per Eskom’s policies). No history of corruption or illegal practices (grounds for disqualification/termination). Ability to provide guarantees/bonds (e.g., performance, advance payment). Preferred: Experience in fire protection system maintenance (especially in power stations). Familiarity with NEC3 TSC3 contracts and Option A pricing structures. Capacity to handle 5-year service period (labor, equipment, materials). Prior work with Eskom or similar utilities.

Scope: Maintenance of the fire protection system at Hendrina Power Station for 5 years. Key tasks: Inspect water reticulation mains monthly (sectional valves, underground key-operated valves, ring-main sectional isolation valves, strainers, non-return valves, pipework for corrosion/damage). Test water reticulation mains yearly (operate valves, verify position indicators, non-return valve functionality). Inspect and maintain fire water tanks weekly (water levels, mechanical gauges, tank condition, plant labelling) and yearly (replace inlet valve washers, lubricate float mechanisms, repaint as required). Inspect and test fire pump sets and fuel supplies weekly (pump areas, valves, pressure gauges, auto-start arrangements, fuel tanks, batteries, control panels), monthly (general inspections), and yearly (performance tests, engine fail-to-start simulations). Perform preventative maintenance on fire pump sets (battery replacement per OEM, diesel engine maintenance per manufacturer). Inspect sprinkler and deluge systems weekly (main isolation valves, water motor alarm gongs, pressure gauges, pressure switches). Definitions: Active fire protection (systems actuated in fire events), passive fire protection (preferred, no mechanical/electrical parts), sprinkler system, water deluge system, fire door (SANS 1253), fire-rated penetration seal. Standards: SANS 1253 (fire doors), NFPA 13 (sprinkler systems).

Pricing: Option A (Priced contract with price list) under NEC3 TSC3. Prepare a price list (Section C2.2) with lump sums or rates for service items. Prices must include all costs to Provide the Service as described at tender time, including correction of Defects not caused by Employer’s risk. No adjustment to lump sum prices if actual work quantity differs; changes only via compensation events (Clause 60.1). Payment: Assessment interval is the 25th of each month. Currency: South African Rand. Payment due within 30 days. Interest rate: Zero percent above Standard Bank’s prime rate. Provide a tax invoice within one week of receiving a payment certificate, showing the amount due. Include VAT (15%) and Employer’s VAT number (4740101508) on each invoice. Delayed tax invoice submission extends payment deadline. Bonds/Guarantees: Proforma guarantees required (C1.3). Provide securities, bonds, guarantees, and proof of insurance within two weeks of receiving the signed agreement. Insurance: Cover deductibles for Employer’s policies (details at http://www.eskom.co.za/live/content.php?Item_ID=9248). Minimum cover for loss/damage to Employer’s property and Plant/Materials: As per Employer’s policy. Minimum cover for Contractor’s property and liability: As deemed necessary. Minimum indemnity for employee injury/death: R500,000 per event. Marine Insurance: Obtain if required.

CIDB Registration: Provide CIDB registration number in the Form of Offer and Acceptance. B-BBEE: Notify Employer within 7 days of any B-BBEE status change. Submit updated verification certificate and supporting documentation within 30 days. Employer may re-negotiate or terminate if B-BBEE status decreases. Failure to notify may result in termination. Joint Ventures/Consortia: All members are jointly and severally liable. Notify Service Manager of key person with authority to bind the Contractor within two weeks of Contract Date. Composition changes require Employer’s written consent. Ethics: Corrupt practices (offers, payments, benefits) constitute grounds for termination or legal action. Health & Safety: Comply with Construction Regulations 2003 (Occupational Health & Safety Act). May be appointed as Principal Contractor. Environmental Compliance: Adhere to all applicable environmental laws and regulations. Tax Compliance: Comply with Value Added Tax Act; include Employer’s VAT number on invoices. Confidentiality: Do not disclose contract information without Employer’s consent. Prior written consent required for images of Affected Property. Subcontractors must also comply with confidentiality clauses.

Department: Supply Chain Management. No specific contact details (email, phone, or address) provided in the document.

Required returnable documents for submission:

• Signed completion certificate(s) of previous work of similar scope (Criteria 1.1). Must include: company name, project description, contract period, and contact person. PO numbers without the PO document will not be accepted.
• Certified copies (certified within 3 to 6 months of the closing date) of qualifications and CVs for key personnel:

• Site Manager: National Certified copy of Technical Diploma (NQF 6) + CV with traceable references.

• Artisan Fitter: Certified copy of N3 technical qualification + Trade test + CV with traceable references.

• Diesel Mechanic: Certified copy of N3 technical qualification + Trade test + CV with traceable references.

• Detailed method statement covering: maintenance of diesel engines, replacement and overhauling of centrifugal pumps. Must include frequency, resources required, estimated time, and resource planning.
• Drafted Quality Control Plan (QCP) indicating all hold points and steps taken to ensure quality control during maintenance activities.

Technical evaluation uses a weighted score-card approach with the following criteria and thresholds:

• Company Experience (35%): Proof of completed work in fire system maintenance. Scoring:

• ≥5 projects = 5 points (35%),

• 2-4 projects = 4 points (28%),

• 0-2 projects = 2 points (14%),

• 0 projects = 0 points.

• Key Individuals Responsible for Contract Work (30%):

• Site Manager: ≥5 years experience = 5 points (10%), 3-5 years = 4 points (8%), 0-3 years = 2 points (4%).

• Artisan Fitter: ≥3 years experience = 5 points (10%), 2 years = 4 points (8%), 1 year = 2 points (4%).

• Diesel Mechanic: ≥3 years experience = 5 points (10%), 2 years = 4 points (8%), 1 year = 2 points (4%).

• Method Statement (25%):

• Not submitted or unrelated = 0 points,

• Basic/vague = 2 points,

• Clear with minimal errors = 4 points,

• Detailed and comprehensive = 5 points.

• Quality Control Plan (10%):

• Includes all steps and hold points = 5 points,

• Generic = 3 points,

• Not submitted or invalid = 0 points.

Minimum technical threshold: 70% weighted score required. Tenderers scoring 60-69% may qualify under exceptions.

Unacceptable risks: Contractor unable to take accountability or has no prior fire protection system maintenance experience. Submissions must address the entire scope of work.

Scope: Maintenance of the fire protection system at Hendrina Power Station for a period of 5 years, as and when required.

Key deliverables:

• Maintenance of diesel engines.
• Replacement and overhauling of centrifugal pumps.

Standards/References:

• ISO 9001 (Quality Management Systems).
• Eskom Procurement and Supply Chain Management Policy (32-1033).
• Eskom Procurement and Supply Chain Management Procedure (32-1034).

Note: Detailed scope is referenced in a separate scope document.

Mandatory compliance evidence:

• Proof of prior experience in maintenance of fire protection systems (signed completion certificates).
• Certified copies of qualifications for key personnel (Site Manager, Artisan Fitter, Diesel Mechanic) must be certified within 3 to 6 months of the closing date.
• Submissions must fully address the scope of work; non-compliance or incomplete submissions are unacceptable.

• Minimum threshold: 80% or above on the Environmental Evaluation Checklist is required for the bid to be considered.
• Scoring is based on a point system where each item in the checklist carries a maximum of 1 point.
• Failure to meet the 80% threshold may result in disqualification.
• No other evaluation criteria (e.g., B-BBEE, CIDB) are explicitly mentioned in this document, but they may apply as per the full tender package.

• Scope: Environmental management for contractor/supplier activities at Hendrina Power Station.
• Required contractor details: Name, Site/Project Name, Scope of Work, Site Supervisor (Projects), Site Supervisor (Contractor), Site Manager (Contractor), and Date of Assessment.
• Environmental Management System (EMS) requirements: Must align with ISO 14001:2015, including: Environmental Policy, Objectives and Targets, Roles and Responsibilities, Communication, Internal Audits, Emergency Preparedness (environmental), Monitoring/Measurement of Compliance, Non-Conformance/Corrective/Preventative Action, and Management Review.
• Deliverables: Detailed, signed Contractor’s Environmental Management Plan (EMP) specific to site activities; Method Statements for contract-specific activities; Copies of procedures and work instructions; Copies of approved NEC/PR/Order contract.
• Emergency Preparedness: Plans for oil/chemical spills, disasters, including protocols and contingencies.
• Hazardous Substances: Register of all hazardous substances per scope of work; Safety Data Sheets (SDS) for all hazardous substances.
• Waste Management: Register of waste to be generated; Waste Management Plan (method statement).
• Personnel: Proof of training and skills for significant environmental activities (e.g., oil spill response, herbicide application).
• Post-award: Contractor will receive Eskom-specific environmental procedures (e.g., Waste Management Procedure, Oil-Spill Cleanup Procedure, Environmental Incident Management Procedure).

• EMS File: Must be compliant with ISO 14001:2015.
• ISO 14001 EMS Certificate: Required if the company is certified.
• Environmental Management Plan (EMP): Detailed, signed, and site-specific.
• Environmental Authorisations: Certified copies of all relevant permits and licences (e.g., waste transporter, waste site licence).
• Site Environmental Representative: Detailed, signed Appointment Letter required.
• Method Statements: Required for specific activities as per the contract.
• Procedures and Work Instructions: Copies must be submitted.
• Contract Documentation: Copy of approved NEC/PR/Order contract required.
• Emergency Preparedness Plan: Mandatory for incidents like oil/chemical spills, including protocols and contingencies.
• Hazardous Substances Register: Must cover all substances per scope of work.
• Safety Data Sheets (SDS): Required for all hazardous substances in scope.
• Waste Register and Plan: Register of waste to be generated and a Waste Management Plan (method statement) required.
• Personnel Training: Proof of training and skills for significant environmental activities (e.g., oil spills, herbicide application).

Evaluation will focus on the following criteria:

• Legal: Must be a registered legal entity in South Africa. Compliance with South African labor laws, B-BBEE requirements (if applicable), and tax obligations.
• Technical: Proven experience in fire protection system maintenance (minimum 3–5 years for key roles). Certifications: NFPA 25 registration required within 3 months of contract start. Personnel must have relevant qualifications (e.g., NQF 6 for Site Manager, N6/trade certificates for supervisors/artisans). Ability to supply, install, and commission fire protection systems (if required).
• Financial: Financial stability to sustain a 5-year contract with 24/7 service requirements. Capacity to procure tools, equipment, and consumables (e.g., vacuum trucks, chemicals for cleaning).
• Operational: Ability to mobilize resources (personnel, tools, equipment) to Hendrina Power Station. Willingness to comply with Eskom’s security, safety, and quality protocols. Provision of accommodation for personnel (Eskom does not provide housing).

Scope: Inspection, testing, and maintenance of the fire protection system at Hendrina Power Station for a 5-year period.

Systems covered:

• Deluge systems
• Sprinkler systems
• Pumping systems (fire water mains, fire water tanks, diesel engines, fire pumps)
• Passive fire protection (structures, cables, coatings, fire doors, bund walls)

Key deliverables:

• Preventative maintenance (PM) and corrective maintenance (CM)
• Emergency work and outage work
• Attending to all defects raised by Eskom personnel
• Supply, install, and commission fire protection systems (as required)
• 24/7 service, 7 days per week

Standards and compliance:

• Work must comply with NFPA 25, ISO 9001, Occupational Health and Safety Act, National Building Regulations, and Eskom standards (EST 32-124, 240-54937654, 240-54937450)
• Contractor must register with NFPA 25 within 3 months of contract start
• Detailed inspection, testing, and maintenance schedules are outlined in Table 1 and Table 2 of the document

Personnel requirements:

• Site Manager: Technical National Diploma (NQF 6) with minimum 5 years’ experience
• Supervisor: N6 qualifications with trade certificate and minimum 4 years’ post-trade experience
• Mechanical artisans: N3 mechanical engineering with trade certificate and minimum 3 years’ post-trade experience
• Diesel Mechanic: N3 technical qualification with trade certificate and minimum 3 years’ experience
• Welders: 3 years’ experience post certification

Additional requirements:

• Contractor must develop and submit Quality Control Plans (QCPs) for Eskom’s approval
• All personnel must attend basic deluge system training and be competent in fire system maintenance
• Contractor must document all findings from inspections, testing, and maintenance via checklists and logbooks
• Contractor must provide a resource allocation program aligned with inspection frequencies in Table 1 and Table 2
• Contractor may utilize existing station scaffolding contracts where required

Mandatory compliance requirements:

• Occupational Health and Safety Act
• COIDA Act
• Eskom Life Saving Rules and OHS Specifications
• Eskom SHEQ inductions and Safety File Evaluation
• Environmental regulations
• Construction Regulation safety requirements (including Safety and Fall Protection Plan)

Security requirements:

• Contractor must apply for access permits (Contractor’s permit) at the Security gate on the contract start date
• Personnel must possess access permits at all times
• Contractor must supply a list of all personnel (name, ID, signatures from Employer’s Safety Coordinator and Auxiliary Plant Maintenance Manager, copy of ID book) to Protection Services at least 72 hours prior to site entry
• Access permits must be returned upon completion or termination of service
• Contractor must compile detailed lists of all tools and equipment (including serial numbers) to be taken on site
• Additional tools or equipment brought to or removed from site must be reported to Protection Services
• Visitors must be pre-approved via application forms submitted one day before the visit
• Only Contractor’s vehicles with displayed Contract Vehicle Permit disks are allowed on site
• Contractor is restricted to designated work areas

Health, Safety, and Environmental (HSE) requirements:

• Contractor must comply with all Eskom safety requirements, including lifesaving rules
• All personnel must attend a Health and Safety Induction course prior to starting work (valid for one year)
• Contractor must provide all required PPE for personnel
• Risk Assessments, Pre-Job Briefs, Post-Job Briefs, and Job Observations must be conducted for all jobs
• Contractor must ensure cleaning of work areas and proper disposal of waste materials
• Safety Risk Management may inspect the Contractor’s workplace to ensure compliance
• Auxiliary Plant Maintenance Manager may instruct the Contractor to stop work if safety standards are not met

Quality requirements:

• Contractor must comply with Eskom’s Quality Requirements
• Eskom may inspect work progress or completed work at any time
• Contractor must rectify any faults identified by Eskom
• Contractor must compile commissioning reports for each pump
• Contractor must use Eskom’s quality documentation management system