Term tender: quality assurance inspection of electrical cables, hv/mv switchgear, transformers and reactors, plus design review (7 items)

SCM enquiries

• Email: [email protected]
• Telephone: 021 400 2116

Data protection (POPIA)

• Email: [email protected]

Appeals

• Email: [email protected]
• Fax: 021 400 5963 or 021 400 5830
• Hand delivery: 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town, 8001
• Post: Private Bag X918, Cape Town, 8000

Access to information

• Email: [email protected]
• Fax: 086 202 9982

Supplier database registration

• Supplier Management Unit, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town
• Telephone: 021 400 9242/3/4/5

Tender document collection

• Tender Distribution Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town

Submission address

• Tender Box 237, Tender & Quotation Box Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town, 8001

Submission method

• Hard-copy tender only; electronic submissions are not accepted.
• Place the completed tender document, including the signed Form of Offer and Acceptance (C1.1), and all supporting documents in a sealed envelope.
• Mark the envelope with the tenderer's name and address, the tender number and title, the tender box number and the closing date.
• Deposit the envelope in Tender Box 237 at the Tender & Quotation Box Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town, before the closing time.
• If the offer is too large for the box or the box is full, enquire at the Tender Distribution Office counter for alternative instructions; the tenderer remains responsible for ensuring the offer is lodged.
• Late, telegraphic, telephonic, telex and facsimile tenders will not be accepted.
• Tenders must be submitted on the issued hard-copy documentation; printed Activity Schedules in the same format as those issued electronically may be used.
• Alternative offers must be submitted separately, in a separate sealed envelope and on a separate Form of Offer, clearly marked "Alternative Tender".

Returnable documents

• Compulsory Enterprise Questionnaire.
• Certificate of Authority for Partnerships/Joint Ventures/Consortiums, plus a copy of the joint venture or consortium agreement.
• Declaration of Interest – State Employees.
• Declaration – Conflict of Interest and Declaration of Bidder's Past Supply Chain Management Practices.
• Certificate of Independent Bid Determination.
• Authorisation for the Deduction of Outstanding Amounts Owed to the City of Cape Town.
• Key Personnel schedule (Schedule 12), with CVs, experience records and professional registration numbers.
• Professional Indemnity Insurance schedule, with proof of cover or broker confirmation.
• Schedules 12 and 19 for functionality scoring.
• Deviations and Qualifications schedule, if any.
• Form of Offer and Acceptance (C1.1), signed.
• Table 1: Tender Preference Claim Form.

Disqualification risks

• Any returnable form omitted, incomplete or unsigned.
• Failure to submit a clear and unambiguous offer identifying the bidder and the offer.
• Submission after the closing time.
• Electronic submission.
• Failure to meet the minimum quality score for the item tendered.

Evaluation stages

1. Responsiveness check against the eligibility and returnable-document requirements.
2. Quality (functionality) scoring for each item tendered.
3. Preference points evaluation for tenders that meet the minimum quality score.

Quality scoring

• Maximum quality score: 15 points per item.
• Specific expertise of key personnel (number of QA inspections or design reviews undertaken): maximum 10 points.
• Specific experience of key personnel (years of post-qualification experience): maximum 5 points.
• Minimum qualifying score: 9 out of 15 for each of Items 1 to 6 (quality assurance services) and for Item 7 (design review services).
• Tenders scoring below 9 out of 15 are non-responsive.
• Only verifiable factory inspections count for functionality scoring for Items 1, 2, 3, 5 and 6.
• Experience records must state start and end dates, project titles, duties and the number of inspections per project.

Items

• Item 1: Quality Assurance Inspector – Electrical Cables.
• Item 2: Quality Assurance Inspector – High Voltage Switchgear.
• Item 3: Quality Assurance Inspector – Medium Voltage Switchgear.
• Item 4: Quality Assurance Inspector – Ancillary Equipment.
• Item 5: Quality Assurance Inspector – Distribution Transformers.
• Item 6: Quality Assurance Inspector – Power Transformers & Reactors.
• Item 7: Design Review Consultant – Power Transformers & Reactors.
• The City intends to appoint one tenderer per item plus an alternative tenderer per item, and reserves the right to appoint fewer or none.

Preference points

• Preference points are awarded in accordance with the Preferential Procurement Regulations and the City's SCM Policy, including HDI and/or RDP specific goals.
• Tenderers must submit documentary proof for any specific goals claimed.

Scope

• Professional quality assurance inspection services for electrical cables, high-voltage and medium-voltage switchgear, ancillary equipment, distribution transformers, power transformers and reactors.
• Design review of power transformers and reactors.

Items and key personnel

• Item 1: Lead Quality Assurance Inspector – Electrical Cables. Qualified Electrical Technologist/Engineer with verifiable experience in QA inspection of low-voltage, medium-voltage and high-voltage underground cable. Minimum 1 person.
• Item 2: Lead Quality Assurance Inspector – High Voltage Switchgear. Qualified Electrical Technologist/Engineer with verifiable experience in QA inspection of high-voltage switchgear. Minimum 1 person.
• Item 3: Lead Quality Assurance Inspector – Medium Voltage Switchgear. Qualified Electrical Technologist/Engineer with verifiable experience in QA inspection of medium-voltage switchgear. Minimum 1 person.
• Item 4: Lead Quality Assurance Inspector – Ancillary Equipment. Two roles: Protection Commissioning Engineer (protection and control plant) and SCADA Commissioning Engineer (SCADA and RTU). Both must be qualified Electrical Technologists/Engineers with verifiable QA inspection experience. The same person may fill both roles.
• Item 5: Lead Quality Assurance Inspector – Distribution Transformers. Qualified Electrical Technologist/Engineer with verifiable QA inspection experience on distribution transformers from 200 kVA up to 10 MVA. Minimum 1 person.
• Item 6: Lead Quality Assurance Inspector – Power Transformers & Reactors. Qualified Electrical Technologist/Engineer with verifiable QA inspection experience on power transformers of 10 MVA and larger. Minimum 1 person.
• Item 7: Lead Design Review Consultant – Power Transformers & Reactors. Registered Professional Electrical Engineer with at least 5 years' verifiable experience in design review of power transformers of 10 MVA and larger. Minimum 1 person.

Qualifications

• Technologist: NQF Level 7.
• Engineer: NQF Level 7 or 8.
• Foreign qualifications must be evaluated by SAQA.

Project management

• The tenderer must assign a Project Manager and an Assistant QA Inspector. The Project Manager may be one of the Lead QA Inspectors if suitably experienced.

Key personnel conditions

• Key personnel must be in the tenderer's permanent employment at the close of tender, or a signed undertaking from a specialist consultant/firm must be provided confirming the personnel will undertake the work under a sub-consultant agreement.
• The same person may perform multiple roles if they have the necessary skills and evidence is provided in the Key Personnel schedule.
• CVs and experience records for all key personnel, including sub-consultants, must be submitted.
• Evidence of previous design review projects must be submitted for the Lead Design Review Consultant.

Tender fee

• R200.00 non-refundable, payable in cash or by EFT on collection of the tender documents.

Professional indemnity insurance

• Minimum cover: R5 000 000 per claim during the period of insurance.
• Proof of insurance or broker confirmation of eligibility must be submitted with the tender.
• In a joint venture, the cover may be shared between partners in proportion to their contribution.

Appeals

• Administration fee: R300.00, payable at Municipal Offices or the Civic Centre, or by EFT to the City's NEDBANK account using reference 198158966.
• Surcharge for vexatious, frivolous or manifestly inappropriate appeals: ½ (administrative cost of the appeal) + 0.25% of the appellant's tender price.
• Proof of payment must accompany the appeal.

Registration

• City of Cape Town Supplier Database registration is required; tenderers must register when requested in writing.
• National Treasury Central Supplier Database (CSD) registration is required; tenderers must register when requested in writing.
• For joint ventures, both requirements apply to each party individually.

Tax

• Tax matters with SARS must be in order, unless the tenderer is a foreign supplier not required to register for tax compliance with SARS.

Eligibility

• The tenderer, including its directors or members, must not be restricted for abuse of the Supply Chain Management Policy.
• The tenderer must not have been found guilty of contravening the Competition Act.
• The tenderer must not be an advisor or consultant contracted with the Employer whose prior or current obligations create a conflict of interest or unfair advantage.
• The tenderer must not be involved with the bid specification committee.
• The tenderer must not have been found guilty on any other basis listed in the SCM Policy.

B-bbee

• Preference points are claimed in terms of the Preferential Procurement Regulations and the City's SCM Policy.
• Documentary proof (certificate, sworn affidavit or other prescribed evidence) must be submitted for any specific goals claimed.
• B-BBEE minimum level: 7.

Key personnel

• The required key personnel must be in permanent employment at the close of tender, or a signed undertaking from a specialist consultant/firm must be provided.
• CVs, experience records and professional registration numbers must be submitted.

Professional indemnity insurance

• Minimum cover of R5 000 000 per claim; proof of cover or broker confirmation must be submitted.

Returnable forms

• Compulsory Enterprise Questionnaire.
• Certificate of Authority for Partnerships/Joint Ventures/Consortiums and joint venture agreement.
• Declaration of Interest – State Employees.
• Declaration – Conflict of Interest and Declaration of Bidder's Past Supply Chain Management Practices.
• Certificate of Independent Bid Determination.
• Authorisation for the Deduction of Outstanding Amounts Owed to the City of Cape Town.
• Key Personnel schedule (Schedule 12).
• Professional Indemnity Insurance schedule.
• Schedules 12 and 19 for functionality scoring.
• Deviations and Qualifications schedule, if applicable.
• Form of Offer and Acceptance (C1.1).
• Table 1: Tender Preference Claim Form.