Maintenance and repair services for UPS systems at SABC kwazulu-natal offices (2-Year contract)

Submission email: [email protected]. Queries email: [email protected] (contact: Nyandano Nemukula). All enquiries must be emailed at least three days before closing date. SCM Division address: Radio Park, Henley Road, Auckland Park 2092, Johannesburg, Private Bag X1, Auckland Park 2006.

Submission method: Email to [email protected]. Submit at least 30 minutes before closing time (10 July 2026 @ 12h00) to avoid transmission delays. Late submissions are disqualified. Email subject line must include RFQ number and bidder’s name. All submissions must be in PDF format, protected from modifications, deletions, or additions. Financial/pricing information must be in a separate attachment from technical/functional response. Wetransfer/Google Drive links must expire after 30 days. Mandatory: Ensure all required documents are included. SABC is not responsible for transmission failures, incomplete bids, file size issues, or bid identification errors.

Supplier name: _________________________________________________________ postal address: _________________________________________________________ telephone NO: _________________________________________________________ fax NO.: _________________________________________________________ e mail address: _________________________________________________________ contact person: _________________________________________________________ cell NO: _________________________________________________________ signature of bidder: _________________________________________________________

Evaluation consists of two phases: 1) Mandatory documents compliance (automatic disqualification if non-compliant). 2) Technical/functional evaluation (60 points max, 35-point threshold required to proceed). Technical criteria: Supplier track record (15 points max): 3+ years’ experience in UPS/air-conditioning maintenance; reference letters (≤5 years old, on client letterhead, signed, with contract duration). Points: >3 letters=15, 2-3=12, 1=10. Key personnel CV (10 points max): Technician must have authorized compressed gas license (DoL) + HVAC/trade test certificate. Experience: 3-5 years=10 points, 3 years=5 points, <3 years=0. Warranty of parts (10 points max): <12 months=10 points, ≥12 months=5 points. Response time (10 points max): <3hrs=10, 4hrs=8, >5hrs=5. Quality of workmanship (15 points max): OHS-approved=15, non-OHS but with QA=10. Price evaluation: 80/20 preference point system (80 points for price, 20 for B-BBEE specific goals). Price formula: Ps = 80(1 - (Pt-Pmin)/Pmin). B-BBEE specific goals (20 points): EME/SME 51% Black-owned=10, 51% Black-owned=5, 51% Black women-owned=3, Black Youth-owned=2. Non-compliance with goals does not disqualify but scores zero. Highest total points wins. Ties decided by drawing lots.

Scope: Maintenance and repairs of UPS systems for SABC KZN provincial offices (Durban) for 2 years. Services include: Annual major service (inspection, repairs, replacement of obsolete parts). Provision of labour, materials, tools, machinery, equipment, supplies, transportation, storage, utilities, and supervision. Preventative maintenance per manufacturer’s manual. Work by competent, qualified technicians. Emergency response during and after hours. Periodic UPS system tests. Supply and install parts (with prior quotation approval). Attend scheduled SLA meetings. Maintenance/repairs for existing and new UPS systems. Technical advice on UPS operation/maintenance. Equipment failure investigations and root cause analysis. Detailed breakdown/repair reports. Training for SABC technical staff. Ad-hoc procedures/drawings compilation. Equipment on site: UPS 1-6 (locations: PABX room, News, Radio Workshop, Main Control, TV Feed Room; specs vary). Detailed annual maintenance checklist provided (18 steps, e.g., alarm verification, battery voltage/current checks, capacitor/cooling fan inspections, operational tests). SABC may adjust equipment schedule; contract amount adjusted accordingly.

Annual maintenance and service report for UPS equipment must include: Building number, floor, area, unit description, and serial number. 18-step maintenance instructions (e.g., alarm verification, battery voltage/current measurements, UPS output checks, component inspections, cleaning, operational tests). Equipment register on site: UPS 1-6 (locations: PABX room, News, Radio Workshop, Main Control, TV Feed Room; battery specs vary). UPS 4 to be replaced with a new portable UPS. Preventative maintenance rates apply as per contract. SABC may remove equipment from the schedule due to operational changes.

Supplier track record: Minimum 3 years’ experience in air-conditioning/UPS maintenance. Reference letters: Must be on client’s business letterhead, include contract duration (start/end dates), and be signed by an authorized person. Letters must not be older than 5 years from bid closing date. Points: >3 letters=15, 2-3=12, 1=10. Key personnel: Submit a comprehensive CV for a technician with an authorized compressed gas license (DoL) and HVAC/similar trade test certificate. Experience scoring: 3-5 years=10 points, 3 years=5 points, <3 years=0 points.

Annual maintenance checklist for UPS equipment includes 18 steps: Verify and record alarms. Measure and record battery float charge voltage, charge voltage, and charge current. Measure and record UPS output voltage/current (all three phases). Check panel instruments and top up if needed. Isolate UPS from mains/batteries, switch on bypass, and perform checks (e.g., electrolytic capacitors for leaks, magnetic components for overheating, cables for damage, printed circuit boards for cleaning/replacement). Check UPS air intakes, exhausts, cooling fans, and filters. Clean enclosure interior. Check electrolyte batteries and metering equipment. Check and clean battery terminals. Reconnect UPS, transfer load to inverter, and perform operational tests (e.g., loss of input). Quality assurance: OHS-approved workmanship scores higher (15 points vs. 10 for non-OHS with QA).

Pricing must be detailed in Annexure F. Include: Preventative maintenance (Year 1 and Year 2). Unscheduled rates: Electrician (weekday/weekend/public holiday hourly rates), technical assistant (weekday/weekend/public holiday hourly rates), call-out rates (weekday/weekend/public holiday, per call). Provisional sum for spare parts (2-year contract). Year 2 costs: Year 1 + 6.5% CPI escalation. Subtotal for Year 1 and Year 2. VAT: 15%. Total: 2-year amount + VAT.

Pricing: Detailed cost breakdown required (refer to Annexure F). Include preventative maintenance rates, unscheduled rates (electrician/technical assistant hourly rates for weekdays, weekends/public holidays; call-out rates), and provisional sum for spare parts (2-year contract). Year 2 costs: Year 1 + 6.5% CPI escalation. VAT: 15%. Total: 2-year amount + VAT. Payment terms: 60 days after service delivery and invoice submission.

Mandatory documents (non-submission = automatic disqualification): CIDB contractor grading designation 3EB (valid at closing and award). Proof of company/director residential address within 150km of SABC Durban office (certified utility bills, council letters, or lease agreements). Required documents: CSD registration proof. Valid TV License Statement for company, all active directors, and shareholders. Valid Tax Clearance Certificate or SARS PIN. Valid B-BBEE Certificate (SANAS-accredited agency). Certified company registration document (name, number, date, active directors/members). Certified shareholders’ certificates. Certified ID copies of directors/members. Additional compliance: No contract awarded if tax matters or TV license are not in order. No contract awarded if not CSD-registered. Bidders must not be blacklisted, have fraud/misrepresentation history, or fail financial stability assessment. Cooling-off periods: Former SABC employees (12 months post-termination; 5 years if dismissed). Board members (12 months post-service; indefinitely if criminally convicted). No business with SABC Board member-owned entities.

B-BBEE specific goals (20 points under 80/20 system): EME/SME 51% Black-owned=10 points. 51% Black-owned=5 points. 51% Black women-owned=3 points. Black Youth-owned=2 points. Non-compliance does not disqualify but scores zero. Acceptable evidence: Valid B-BBEE Certificate/Affidavit (JV: consolidated scorecard), CIPC documents, certified ID documents of owners/shareholders, annual financial/management accounts (for EME/QSE).

Work must be performed by competent and qualified technicians. Emergency response required during and after hours. Periodic UPS system tests must be conducted. Equipment failure investigations and root cause analysis required when needed. Detailed breakdown/repair reports must be submitted. Training for SABC technical staff on UPS maintenance/operation is mandatory. Procedures and drawings must be compiled ad-hoc as required.

Contract duration: 2 years. SABC reserves the right to: not accept the lowest or any tender; not award to bidders with poor track records, blacklisting, fraud, or misrepresentation; not award to bidders failing financial stability assessments; adjust equipment schedule and contract amount; withdraw the RFQ at any stage; negotiate with preferred bidders; or cancel the RFQ. No contract is valid until formally signed. Bidders bear all bidding costs. Cooling-off periods: Former SABC employees (12 months post-termination; 5 years if dismissed). Board members (12 months post-service; indefinitely if criminally convicted). No business with SABC Board member-owned entities. Bid validity: 90 days from closing date.

SABC reserves the right to remove electrical equipment from the schedule due to operational changes; contract amount will be adjusted accordingly. No canvassing of SABC officers/employees between closing date and award date (disqualification risk). All enquiries must be emailed at least three days before closing date. No contract awarded to: blacklisted bidders, those with fraud/misrepresentation history, or those failing financial stability assessments. Former SABC employees/Board members subject to cooling-off periods.

Mandatory: CIDB contractor grading designation 3EB (valid at closing and award). Company operational office must be within 150km of SABC Durban office (proof: certified utility bills, council letters, or lease agreements). Required documents: CSD registration, valid TV License Statement (company, directors, shareholders), Tax Clearance Certificate or SARS PIN, valid B-BBEE Certificate (SANAS-accredited), company registration document, shareholders’ certificates, directors’/members’ ID copies.