Uninterruptable Power Supply - UPS - Electoral Commission

Returnable Documents:

2.1 The Electoral Commission has its National Office in Centurion, Pretoria. It has however a provincial office located in a major town/city in each of the nine (9) provinces. 2.2 One provincial office is located at a major town in each province and is responsible for implementing national policies locally, managing logistical arrangements for elections and by-elections in that province, coordinating with local municipalities and provincial legislatures, conducting voter registration drives and public outreach and education and liaising with local political parties, independents and civil society groups. 2.3 The Electoral Commission has invested extensively in its ICT technologies, which provide a platform to effectively support and enable its business processes and to meet its goal of providing a free and fair election process in an open and transparent environment. The Electoral Commission’s ICT Department intends to continue running a highly efficient and stable ICT environment making full use of industry standards, best practices and disciplines based upon stable and reliable technologies. P a g e | 2 3 Technical Specifications The technical specification for the required products is as per the bid specifications provided below. It must be noted that the technical specifications below are the minimum requirements. The only variation that may be accepted will be in case where the service provider’s specification exceeds the minimum requirements. Any offers below the minimum specification requirement will be disqualified. 3.1 Each provincial office has computing infrastructure such as servers, backup device, switches, firewalls, router, desktops, laptops and printers. Most of the offices also have generators to cater for when the power is off. 3.2 The bid is for 9 x Uninterruptible Power Supplies (UPS), one for each provincial office to bridge the gap between a power cut and the activation of the generator or the return of electricity. When a power outage occurs, a generator doesn’t turn on instantly. It can take a generator up to a minute to start producing power. During the gap of time it takes for the generator to start working, the UPS system will instantly switch to battery backup power so none of the connected devices will feel the effect of the power outage. 3.3 The diagram below shows the desired configuration in our offices. Each office already has a generator with Automatic Mains Failure (AMF) detection panel. The UPS must be installed such that during normal operation, power flows through the uninterruptible power supply to the load, while also keeping the UPS batteries charged. P a g e | 3 3.4 The UPS shall have an online double-conversion topology to be compatible with the generator according to the international standard IEC 62040-3. It must be able to constantly filter dirty power and produce clean AC output power. 3.5 The installation should enable the incoming mains to be converted directly into Direct Current (DC) which will be used to charge the batteries and to drive the inverter, which in turn runs the load. Should the mains fail, the batteries should carry on driving the inverter and start to discharge as opposed to charging. There should be no break on the output on transfer to and from the mains. 3.6 The Electoral Commission is looking to procure for each provincial office a 35 KVA Online UPS that can operate from 380/400V 3-Phase input and give an output of 380/400V AC output. 3.7 The UPS must be supplied with a Lithium-Ion battery pack of at least 512V50 Ah. 3.8 During Battery Mode Operation the UPS shall have a battery life of at least 2-3 hours. As such the UPS shall have a battery back-up time of at least 2-3 hours operating at 25%. 3.9 The battery bank should be fully charged within 4 hours after been discharged. 3.10 The UPS shall have a graphic LCD touch screen operator panel, menu key, direct access keys and display a power flow chart. The operator panel shall indicate measured parameters such as UPS operating mode, battery status and alarm logs. 3.11 The UPS shall have the operating modes viz. normal, bypass and battery modes. 3.12 The UPS and the batteries must be housed in a cabinet supplied by the bidder. The UPS shall be placed and fitted in the Server room. 3.13 The battery pack must be supplied with a Battery Management Unit which monitors and manages the performance and health of the battery within an uninterruptible power supply (UPS). 3.14 The UPS must have a warranty of at least 5 years. Batteries must also have a warranty of at least 5 years at 80% depth of discharge. P a g e | 4 3.15 The solution must be supplied with an external network management card (100/1000 Mbps) to connect to the network. 3.16 The solution must include all the necessary cables and accessories to make it work including circuit breakers required in the Distribution Boards (DBs) that will be compatible with the installation of the new UPS. 3.17 The UPS must be supplied with installation, testing and commissioning services by a qualified electrician. The bidder must include the costs as part of the bid. 3.18 The successful bidder shall be responsible for supplying, installing and connecting power from the new UPS to the Distribution Board (DB) for three phase power and balancing the electrical load on all phases. 3.19 The successful bidder shall provide. 3.20 There may be a need to do some electrical work not mentioned above in some of the offices to get the solution to work as required. The bidder is to indicate the labour costs for typical electrical work required for a job such as this. 3.21 The addresses of the Provincial offices are listed below: Province Physical Address Latitude Longitude 1. St Helena Drive, Triple Point, Beacon Bay, Eastern Cape East London -32.94859682 27.94475972 2. Free State 50 Monument Road, Uitsig, Bloemfontein -29.14218817 26.21216953 3. 158 Jan Smuts Avenue, Rosebank, Gauteng Johannesburg -26.14689000 28.0356600 4. KwaZulu-Natal 1 Langford drive, Westville, Durban -29.83501582 30.91322783 5. Mpumalanga 23 Roodt Street, Nelspruit -25.477774 30.976255 6. No.1 Nicosia Street, 1st Floor, Ismini Limpopo Office Park, Bendor, Polokwane -23.88876582 29.47471264 7. Erf 3794, Protea Office Park, Sekame North West Road, Mmabatho -25.83748648 25.61496382 8. Block 4, Monridge Park, Corner of Northern Cape Memorial & Kekewich Drive, Kimberley -28.75708714 24.76421564 9. The Bridge, 1st Floor, 304 Durban Road, Western Cape Bellville, Cape Town -33.88198819 18.63679711 P a g e | 5 3.22 The bidder must be able to supply the Electoral Commission with an Electrical Certificate of Compliance (CoC) confirming that the installation is safe and compliant with regulations. The CoC ensures the installation, including wiring, distribution boards, and appliances, is safe and doesn't pose a hazard. 3.23 The bidder must include an installation plan to cover all 9 provincial offices. 3.24 The Electoral Commission must be able to monitor all the UPS installed in the provinces from a central point at National Office. The monitoring should include the battery system. 3.25 The solution must be able to send alerts when power goes off and when battery levels get below a certain point. 4 Planning Assumptions The Electoral Commission has made the following assumptions: 4.1 The Electoral Commission will provide technical resources for all the work designated for the Electoral Commission including setup and configuration of own systems and databases. 4.2 The Electoral Commission will issue a formal purchase order to the successful bidder before any products/services can be delivered. 4.3 Delivery of the required product shall only be accepted by the Electoral Commission on the basis of presentation of the service provider’s own delivery note. Such notes shall not be substituted by another service provider’s delivery notes. 4.4 No payment shall be made until full and final delivery has taken place and the product has been confirmed and delivered in accordance with the specifications 5 General Auctions Conditions The following standard bid conditions must be adhered to and complied with, failing of which the bid will be disqualified: 5.1 All bids must be placed online on eProcurement website https://votaquotes.elections.org.za. Bidders must place their bids on the e-Procurement website and then provide all the required supporting documentation before the due dates as specified on the e-Procurement website. To participate in this auction, bidders must be registered and approved on e-Procurement. P a g e | 6 5.2 Bidders must submit their bids by not later than the stipulated closing date and time. 5.3 Bidders must demonstrate compliance with the technical specification by completing and submitting Appendix A – Technical Response Sheet. Failure to submit Appendix A shall invalidate a bid. 5.4 The bidder must provide at least two (2) contactable references of past services of a similar nature i.e. supply and installation of UPS. Reference details must include the following: customer name, contact person, contact details (telephone, email, physical address), Bidders are to use Appendix C as guideline. 5.5 The bidder must be authorized to sell and maintain the product supplied. 5.6 An OEM letter of proof of the reseller agreement/authorization must accompany the written documentation for this bid. 5.7 Should the reseller authorization be from a distributor, then a proof of authorization authorizing the distributor to resell and/or to authorize others by the OEM, must be submitted. 5.8 The bidder must include a Curriculum Vitae of the Wireman licensed officer, with at least 5 years’ experience, National diploma/certificate in electrical engineering. The CV must be supplied with certified copies of qualifications and wireman license) 5.9 Preference will be given to solutions that are based on a standard existing product in the market and not products specifically designed and/or cloned for this bid. Bidders must submit a product data sheet for the proposed solution. The Electoral Commission may also require market penetration indicators and references. 5.10 Bidders must adhere to the delivery schedule in Section 10. 5.11 The bidder must comply with all applicable statutory and regulatory requirements applicable in the telecommunications services industry. 5.12 By bidding on this auction, the bidder warrants and agrees to all the terms and conditions of this bid specification. 6 Quality Control The following quality control conditions must be adhered to and complied with, failing of which the bid will be disqualified. P a g e | 7 a) The successful bidder will have the primary responsibility of ensuring that the proposed product complies with the required specifications in terms of functionality and technical specification including quantity and quality. b) The proposed product must be complete, fully functional and ready for deployment without dependencies on additional equipment, software or components that may be required to make it work. c) It must be noted that the Electoral Commission seeks to gain the best product technically, functionally and financially. d) Upon a successful bid being accepted, the Electoral Commission reserves the right to request an inspection of the preferred service provider’s facilities. e) The successful service provider has the primary responsibility to ensure that quantity and quality are in accordance with the bid specifications. In addition, the Electoral Commission may also call on bidders to make further submissions and/or presentations in order for the Electoral Commission to ensure full compliance with all its requirements and as part of the bid evaluation process prior to the conclusion of the adjudication of the auction. 7 Supplier Performance 7.1 Contracting of any service provider to render goods and/or services to the Electoral Commission are subject to the fulfilment of the Electoral Commission’s due diligence audit requirements. 7.2 An essential component of the Electoral Commission’s due diligence audit requirements may involve site visits to potential suppliers/contractors as well as inspection of various key documents underpinning the establishment of the companies involved in bids of the Electoral Commission. This also includes confirmation of capability and capacity requirements to execute the services specified in such bids. Upon notification of the Electoral Commission’s intention to award a contract, the successful bidder may be required to enter into a service level agreement (SLA/contract) with the Electoral Commission. 7.3 The purpose of the SLA (if applicable other than what the Electoral Commission’s standard purchase orders provide for) is to fix performance criteria within the key requirements of this auction, namely quantity, quality and delivery. P a g e | 8 7.4 The SLA may contain elements such as supplier progress milestones, delivery schedules, quality checkpoints and invoicing procedures. 7.5 The Electoral Commission reserves the right to reject any services delivered not conforming to the bid specification. 7.6 Where previously-agreed delivery schedules are not met by a supplier, the Electoral Commission shall have the right to appoint an alternative supplier to make good the shortfall in supply. Any additional costs incurred by the Electoral Commission in obtaining such corrective services or products from another source will be for the account of the defaulting supplier. 8 Pricing Requirements When pricing bid proposals, bidders are advised to take into account that the following issues are factored into the price. The Electoral Commission will not entertain additional charges on these items. 8.1 Bid price must be submitted online on the eProcurement (Votaquotes) portal. This bid price will be used for adjudication. 8.2 Bidder must complete and submit Appendix B - Pricing Schedule 8.3 When pricing bid proposals, service providers are advised to take into account that the following issues are factored into the price: 8.3.1 Hardware and software costs; 8.3.2 Delivery costs to the Electoral Commission’s offices as listed in 3.21 above 8.3.3 Installation, testing and commissioning costs at the offices listed in 3.21 above. 8.3.4 UPS and Battery Warranty costs 8.4 Bid prices must be VAT inclusive and must be firm for a period of 180 days. 8.5 The bidder should also indicate in Appendix B1 the hourly rates of electrician for other electrical work that may be dependencies to this project being successful. P a g e | 9 9 Award of Contract 9.1 The bid adjudication process may include short-listing, presentation and demonstration of the solution and services by the short-listed finalists. 9.2 The order will be awarded to a bidder whose solution successfully conforms to specifications and is able to deliver and support the product, and in terms of the provisions of the Preferential Procurement Policy Framework Act, 2022. 9.3 The successful bidder may also be required to enter into a service level agreement (SLA/contract) with the Electoral Commission in order to formalize and confirm the exact solutions to be delivered. 9.4 The Electoral Commission will enter into a formal contract or issue a formal purchase order before any services or equipment can be delivered. 10 Delivery and Implementation Timeframe 10.1 The successful bidder will be required to deliver install and commission within 3 months of receiving an official purchase order from the Electoral Commission. 11 Briefing Session 11.1 A non-mandatory briefing session will be held at a date and location to be advised on e- Procurement. 11.2 Bidders may, however, direct enquiries concerning the bid to Yash Sookan at telephone number 012 622 5700 or email SookanY@elections.org.za or on the e-Procurement website. 12 Submissions of Bid Documentation 12.1 All submissions must be received on or before the closing date and time for submissions, as stipulated on the e-Procurement website https://votaquotes.elections.org.za. Submissions received after the final date and time will lead to bids being disqualified and not considered. Written submissions must be delivered to the Electoral Commission’s Procurement & Asset Management Department. Delivery can be through any of the following means: • Upload to the auction website; P a g e | 10 • Place in the Electoral Commission tender box situated in the foyer of the Electoral Commission national office in Centurion at the following address before the closing date and time of this auction; Election House Riverside Office Park, 1303 Heuwel Avenue, Centurion, 0157 Note: Clearly mark your submission: For the attention of Procurement and Asset Management – AUCTION 0010556464 12.2 Failure to submit all of the required documentation before the closing date and time shall invalidate the bid. It remains the responsibility of the bidder to confirm receipt of the required documentation with the Electoral Commission Procurement and Asset Management Department. 12.3 Summary of Submission Requirements 12.3.1 Bidder must complete and submit Appendix A (Technical Response Sheet) to demonstrate compliance as per 5.3. 12.3.2 Bidders must provide a detailed pricing breakdown as per 8.2 and 8.5 12.3.3 Bidders must provide a letter of proof of authorization to sell the product as per 5.5, 5.6 and 5.7 12.3.4 Bidders must provide at least Two contactable references as per 5.4 13 Closing Date The closing date and time of this auction is as specified on the eProcurement (Votaquotes) website. The closing date and time is determined by the clock on the IEC’s servers and is not negotiable. Bidders must also take note supporting documentation must be delivered before closing date and time for supporting documentation. P a g e | 11 14 APPENDIX A: TECHNICAL BID RESPONSE SHEET Appendix A – Technical Bid Response Sheet Completion of this technical response sheet by the bidder is compulsory. Bidder must respond to each and every item in the response sheet. Failure to complete and submit this technical bid response sheet as part of the bid submission shall lead to disqualification. Specification Reference Indicate whichever Bidder’s response/technical is applicable specification for proposed YES NO solution. Bidder must indicate how they meet the requirement 1. The bidder shall supply 9 x Uninterruptible Power Supplies (UPS), one 3.2 for each provincial office to bridge the gap between a power cut and the activation of the generator or the return of electricity. 2. The UPS shall have an online double-conversion topology to be 3.4 compatible with the generator according to the international standard IEC 62040-3. It must be able to constantly filter dirty power and produce clean AC output power 3. The UPS are 35 KVA Online UPS that can operate from 380/400V 3- 3.6 Phase input and give an output of 380/400V AC output 4. The UPS are supplied with a Lithium-Ion batteries battery pack of at 3.7 least 512V50 Ah. 5. The UPS shall be placed and fitted in the Server room on the floor. 3.12 The UPS and the batteries must be housed in cabinet(s) supplied by the bidder. 6. During Battery Mode Operation the UPS shall have a battery life of at 3.8 least 2-3 hours. As such the UPS shall have a battery back-up time of at least 2-3 hours operating at 25% Appendix A – Technical Bid Response Sheet Completion of this technical response sheet by the bidder is compulsory. Bidder must respond to each and every item in the response sheet. Failure to complete and submit this technical bid response sheet as part of the bid submission shall lead to disqualification. Specification Reference Indicate whichever Bidder’s response/technical is applicable specification for proposed YES NO solution. Bidder must indicate how they meet the requirement 7. The battery bank should be fully charged within 4 hours after been 3.9 discharged. 8. The UPS shall have a graphic LCD touch screen operator panel, menu 3.10 key, direct access keys and display a power flow chart. The operator panel shall indicate measured parameters such as UPS operating mode, battery status and alarm logs. 9. The UPS shall have the operating modes viz. normal, bypass and 3.11 battery modes. 10. The battery pack must be supplied with a Battery Management Unit 3.13 which monitors and manages the performance and health of the battery within an uninterruptible power supply (UPS). 11. The UPS must have a warranty of at least 5 years. Batteries must also 3.14 have a warranty of at least 5 years at 80% depth of discharge. 12. The solution must be supplied with an external network management 3.15 card (100/1000 Mbps). 13. The UPS must be supplied with installation, testing and commissioning 3.16 services by a qualified electrician. 14. The successful bidder shall be responsible for supplying, installing and 3.18 P a g e | 13 Appendix A – Technical Bid Response Sheet Completion of this technical response sheet by the bidder is compulsory. Bidder must respond to each and every item in the response sheet. Failure to complete and submit this technical bid response sheet as part of the bid submission shall lead to disqualification. Specification Reference Indicate whichever Bidder’s response/technical is applicable specification for proposed YES NO solution. Bidder must indicate how they meet the requirement connecting power from the new UPS to the DB for three phase power and balancing the electrical load on all phases. 15. The solution must include all the necessary cables and accessories to 3.16 make it work including circuit breakers required in the Distribution Boards (DBs) that will be compatible with the installation of the new UPS 16. The successful bidder shall provide Electrical Certificate of 3.22

The Electoral Commission must be able to monitor all the 3.24 P a g e | 24 Stage 3 – Technical Evaluation – Technical Disqualifying Factors. Failure to comply with any of the requirements below will result in the bid being disqualified. Specification Reference Indicate whichever Comments is applicable YES NO UPS installed in the provinces from a central point at National Office. The monitoring should include the battery system. The solution must be able to send alerts when power goes off 3.25 and when battery levels get below a certain point. Outcome Assessment Comments: Bid qualifies for further consideration: (YES/NO): P a g e | 25 17.4 Stage 4: Technical Scoring Annexure E – Bid Evaluation Criteria Stage 4 – Technical Scoring To qualify to the next phase of adjudication a bidder must score a minimum of 75% (20.25/27) Product Available Points Allocation Actual Score Comments Descripti Score on 1 a) Customer name = 1 points Contact Person = 1 point Relevant 20 c) Email = 1 point Reference d) Telephone = 0.5 point Description of Services provided = 1 point. Number of UPS provided = 1 point Model of UPS = 2 points Size of the UPS = 2 point Was it provided in the last 36 months = 0.5 points Total for references = maximum 10 points per reference (minimum 2 references required). Relevant 5 The electrician whose CV is attached has: Experience a) 5 years’ experience (3 points) 6-10 years’ experience (4 points) More than 10 years’ experience (5 points) Data Sheets 2 The bidder has included brochures for the UPS and Battery system (2 points) (Brochure) P a g e | 26 Annexure E – Bid Evaluation Criteria Stage 4 – Technical Scoring To qualify to the next phase of adjudication a bidder must score a minimum of 75% (20.25/27) Product Available Points Allocation Actual Score Comments Descripti Score on TOTAL: 27 Assessment Comments: Overall Stage 4 Outcomes: Bid qualifies for further consideration (YES/NO): P a g e | 27 17.5 Stage 5: Adjudication of Bids Only bids that comply with the requirements and conditions of the bid and that meet the minimum criteria in the bid evaluation process as stipulated above will be considered for bid adjudication purposes. Acceptable bids must be market related. This bid is deemed not to exceed R50 million including VAT. Therefore, the 80/20 preference point system (PPPFA scoring) in terms of the Preferential Procurement Policy Framework Act, 2005 (PPPFA) and the Preferential Procurement Regulations, 2022 shall apply in the adjudication process of this auction where all acceptable bids received are equal to or below R50 million including VAT. Preference points will be allocated as follows: B-BBEE Status Level of Contributor Number of Points 1 20 2 18 3 14 4 12 5 8 6 6 7 4 8 2 Non-compliant contributor 0 Bid Evaluation Committee Name Signature Date _____________________________________________________________ B-BBEE Minimum Level: 0