Rental of generators and temporary power supply equipment for sanpc refinery (36-Month contract)

To avoid disqualification, submit the following returnable documents:

• Valid COIDA letter of good standing.
• Inventory list of generators and temporary power supply equipment, including serial/fleet numbers and year of manufacture.
• Supporting documentation: proof of ownership or lease agreements for all listed equipment.

Evaluation occurs in two phases:

Phase 1 (Mandatory Requirements):

• Bidders must comply with all mandatory requirements to proceed. Failure results in disqualification.
• Required documents: Valid COIDA letter of good standing and inventory list of generators/equipment with proof of ownership or lease agreements.

Phase 2 (Technical Evaluation):

• Minimum threshold: 70%. Bidders scoring below this are disqualified.
• Criteria and weightings:

• Company Experience (25%): Submit 5+ reference letters from commercial/heavy industry clients in the past 10 years. Scoring: 5 letters = 5 points, 4 = 4, 3 = 3, 2 = 2, 1 = 1, 0 = 0.

• Company Response Times (15%): Submit a document specifying turnaround times for critical breakdowns.

• Service Provider Team Lead (20%): CV of the team lead with 8+ years’ experience in diesel generator/electrical equipment hiring for commercial/industrial clients. Scoring: 10+ years = 5, 9-10 = 4, 8-9 = 3, 7-8 = 2, <7 = 0.

• Service Provider Team Experience (20%): Organogram and CVs for the team, with an average of 8+ years’ experience. Scoring: 8+ years = 5, 7-8 = 4, 6-7 = 3, 5-6 = 2, <5 = 0.

• Quality Management System (QMS) (20%): Submit QMS documentation (check sheets, reports, Quality Control Plans). Scoring: 3 items = 5, 2 = 3, 1 = 1, 0 = 0.

Scope: Provide rental of diesel generators and temporary power supply equipment for 36 months at SANPC Refinery, including delivery, maintenance (excluding daily checks), and removal after rental.

Equipment Requirements:

• Diesel generators: 5kVA to 1200kVA, compliant with SANS 8528 and SANS 60034.
• LV trailing/flexible cables: 35mm² to 300mm², various lengths.
• Diesel-driven lighting plants, diesel bowsers (1000 litres), portable electrical equipment (extension reels, inspection transformers, earth leakage units), flood/site lights, and mobile distribution boards.
• All electrical equipment must comply with SANS 10142 and OHS Act. Certificates of compliance/inspection reports required.

Service Level Agreement:

• 24/7 standby and call-out system with 1-hour response time for breakdowns.
• Delivery times: Up to 100kVA – 3 hours; 150kVA–250kVA – 24 hours; 300kVA–500kVA – 3 days; >500kVA – 1 week.

Workflow:

• Job card system for call-offs, progress reporting, and variations.
• Contractor must prepare work packs: drawings, MTOs, RAMS, Quality Plan, Method Statement, HSE Action Plan.
• Priority classifications: E (Emergency, immediate), A (Schedule Breaker, 24hrs), B (Routine, 14 days), C (Routine, 30 days).

Experience and Qualifications Requirements:

• Service Provider Team Lead: Minimum 8 years’ experience in diesel generator and electrical equipment hiring for commercial/industrial clients. CV must clearly indicate experience, roles, and responsibilities.
• Service Provider Team: Average of 8+ years’ experience in diesel generator and electrical equipment hiring for commercial/industrial clients. Provide an organogram and CVs for each team member, clearly indicating roles and responsibilities.
• All workers must undergo training through a SETA-approved facility.
• Contractor must provide a full organogram with functions and names of resources.
• SANPC Refinery reserves the right to assess and approve contractor supervisors and core resources.

Quality Management System (QMS) Requirements:

• Bidder must have a QMS in place, including specimen check sheets, reports, and Quality Control Plans showing hold points for diesel generator and electrical equipment hire services.
• Submit at least one completed documentation pack of a previous generator repair/service job.
• Scoring: 3 items submitted = 5 points, 2 items = 3 points, 1 item = 1 point, 0 items = 0 points.

Pricing Schedule Requirements:

• Complete Table A: Daily and monthly unit rates for all equipment (generators, cables, lighting plants, bowsers, electrical equipment, etc.).
• Complete Table B: Estimated annual hire requirements and total prices for each equipment type, including estimated hire duration and monthly unit quantities.
• Submit a 3-year pricing summary with yearly breakdowns for:

• Equipment hire costs (as per Table B).

• Call-out fees (estimated at 100 hours/year).

• Any other costs (specify).

• Total cost must be VAT-inclusive (VAT at 15%).
• Pricing must include delivery, collection, breakdown, and maintenance support costs.

Pricing Structure:

• Unit rates contract with Call Off Orders specifying equipment size, quantity, technical specifications, and hire duration.
• Complete pricing schedules in Table A (daily/monthly hire rates for all equipment) and Table B (estimated annual hire requirements and total prices).
• Include delivery, collection, breakdown, and maintenance support costs.
• Submit a 3-year pricing summary with yearly breakdowns for equipment hire, call-out fees (estimated 100 hours/year), and other costs.
• VAT at 15% applies. Total offer price must be VAT-inclusive.

Mandatory Compliance:

• Valid COIDA letter of good standing.
• Proof of ownership or lease agreements for generators and equipment.
• Minimum B-BBEE Level 1.
• Equipment must comply with OHS Act and SANS standards (SANS 10142, SANS 8528, SANS 60034).
• Certificates of compliance/inspection reports required for electrical equipment.
• Quality Management System (QMS) with check sheets, reports, and Quality Control Plans.
• All workers must undergo training through a SETA-approved facility.
• Contractor must provide an organogram with functions and names of resources.
• SANPC Refinery reserves the right to assess and approve contractor supervisors and core resources.

Health and Safety Requirements:

• Contractor and personnel must comply with OHS Act and OHS Regulations.
• Contractor must comply with SANPC/CEF rules and regulations.
• Contractor safety officer must conduct regular audits to identify and intervene in unsafe situations and near-miss acts. Findings must be reported and recorded in the SANPC/CEF incident management system.
• All incidents must be reported to relevant clearance issuers and maintenance supervisors.
• Mandatory HSSE requirements for call-outs, including breathalyser tests.
• Contractor must prepare a Health, Safety, and Environment (HSE) Action Plan as part of the work pack.

Health and Safety Requirements:

• Contractor and personnel must comply with OHS Act and OHS Regulations.
• Contractor must comply with SANPC/CEF rules and regulations.
• Contractor safety officer must conduct regular audits to identify and intervene in unsafe situations and near-miss acts. Findings must be reported and recorded in the SANPC/CEF incident management system.
• All incidents must be reported to relevant clearance issuers and maintenance supervisors.
• Mandatory HSSE requirements for call-outs, including breathalyser tests.
• Contractor must prepare a Health, Safety, and Environment (HSE) Action Plan as part of the work pack.
• Priority classifications for work:

• E (Emergency): Immediate commencement, shift work required.

• A (Schedule Breaker): Commence within 24 hours of receiving scoping form.

• B (Routine): Commence within 14 days.

• C (Routine): Commence within 30 days.

Evaluation occurs in two phases:

Phase 1 (Mandatory Requirements):

• Bidders must submit a valid COIDA letter of good standing and an inventory list of generators/equipment with proof of ownership or lease agreements.
• Failure to comply with any mandatory requirement results in disqualification.

Phase 2 (Technical Evaluation):

• Minimum technical threshold: 70%. Bidders scoring below this are disqualified.
• Criteria and weightings:

• Company Experience (25%): Submit 5+ reference letters from commercial/heavy industry clients in the past 10 years. Scoring: 5 letters = 5 points, 4 = 4, 3 = 3, 2 = 2, 1 = 1, 0 = 0.

• Company Response Times (15%): Submit a document specifying turnaround times for critical breakdowns.

• Service Provider Team Lead (20%): CV of the team lead with 8+ years’ experience in diesel generator/electrical equipment hiring. Scoring: 10+ years = 5, 9-10 = 4, 8-9 = 3, 7-8 = 2, <7 = 0.

• Service Provider Team Experience (20%): Organogram and CVs for the team, with an average of 8+ years’ experience. Scoring: 8+ years = 5, 7-8 = 4, 6-7 = 3, 5-6 = 2, <5 = 0.

• Quality Management System (QMS) (20%): Submit QMS documentation (check sheets, reports, Quality Control Plans). Scoring: 3 items = 5, 2 = 3, 1 = 1, 0 = 0.