Servicing and maintenance of standby generators at the south african astronomical observatory

Closing date and time: 20 November 2026 at 16:00

Date issued: 05 November 2026

Bid validity: 60 days from the closing date

No compulsory briefing or site visit is stated.

SCM enquiries:

• Email: [email protected]
• Telephone: 021 201 1634

Technical enquiries:

• Contact: Basil Hoffman
• Email: [email protected]
• Telephone: 023 100 0167

Submission email: [email protected]

Site addresses:

Cape Town:

Saao

1 Observatory Road

Observatory

Cape Town

7925

Sutherland:

Saao

Old Fraserburg Road

Sutherland

Northern Cape

6920

Submission method: email to [email protected]

Closing time: 16:00 on 20 November 2026

Returnable documents (all marked mandatory):

• SBD 1: signed invitation to bid.
• SBD 3.1: completed firm-price pricing schedule (labour rates for Year 1).
• SBD 4: declaration of interest.
• SBD 6.1: preference points claim for B-BBEE.
• B-BBEE certificate or sworn affidavit (optional; required to earn preference points).
• CIDB grading of 2 EB or 2 ME.
• Company profile showing specialisation in generator servicing, maintenance and repair.
• Proof of at least five years' experience in generator maintenance or repair.
• Valid COIDA certificate.
• Three written reference letters for similar standby generator servicing and maintenance, dated 2023 or later, on client letterhead and signed.
• Qualifications of representatives: Red Seal trade test for an Artisan Electrician and a Diesel Mechanic or Millwright.
• Current public liability insurance cover of at least R2,000,000.

Disqualification risks:

• Any mandatory returnable document missing or unsigned.
• Late submission.
• Non-firm pricing.
• Failure to meet the CIDB, COIDA, insurance or experience thresholds.

Evaluation phases:

1. Administrative compliance: all mandatory returnable documents must be submitted and complete.
2. Specification evaluation and eligibility: bidders must meet the technical and eligibility requirements.
3. Preference points: 80/20 system under PPPR22.

• Price: 80 points (VAT and all taxes included).
• Specific goals (B-BBEE status level): 20 points, claimed via SBD 6.1.

Minimum qualifying score: not stated.

B-BBEE preference points are awarded only if a valid B-BBEE certificate or sworn affidavit is submitted.

Scope: inspection, repair, installation, maintenance and servicing of four standby generators over 36 months.

Sites and generators:

• Cape Town (1 Observatory Road, Observatory, Cape Town, 7925): two generators.
• Generator 1: Cummins NTA-855-C engine (serial 10992879), Leroy Somer TA316054 alternator (serial 53957/9), Smartgen controller.
• Generator 2: Baudouin 6M16G6D0/S engine (serial 4924C001315), Leroy-Somer LSAP 45 L1 alternator (M/C GS3L1 23 J 44502), DSE 7320 MKII controller.
• Sutherland (Old Fraserburg Road, Sutherland, Northern Cape, 6920): two 550 kVA Scania generators.
• Generator 1: Scania DC16 43A engine (serial 1112883), Leroy Somer LSA47.2L9 alternator (M/C LES3L913J 175777, 2013), DSE 8610 controller.
• Generator 2: Scania DC16 43A 02P engine (serial 1045564), ENGGA EG355L-500N alternator (serial 061996), DSE 8610 controller.

Services required:

• Comprehensive inspection of generators, engines, alternators, control panels, batteries and associated equipment.
• Software and firmware updates for controllers and DSE gateway devices.
• Scheduled preventative maintenance per manufacturer instructions.
• Replacement of oil, fuel and air filters, water/fuel separators and engine oil.
• Coolant top-up or replacement.
• Battery, charging system, electrolyte, terminal and cable checks.
• Checks for vibration, noise, smoke and leaks; emergency stop function; fuel tank, seals, pumps and pipework.
• Recording of oil pressure, coolant temperature, engine speed and operating hours.
• Inspection of hoses, clamps, belts and cables.
• Testing of automatic transfer switches (ATS).
• Operational and load bank testing before and after servicing.
• Verification of output voltage, frequency and performance.
• Cleaning of generators, enclosures and surrounding areas.
• Detailed service reports and quotations for repairs beyond routine maintenance.
• Breakdown attendance as and when required.

Parts: genuine OEM parts only; no aftermarket, substitute or refurbished parts.

Availability: 24 hours a day, 7 days a week, 365 days a year, including weekends and public holidays.

Response times:

Cape Town:

• P1 emergency: response within 6 hours; work completed within 24 hours.
• P2 urgent: response within 10 hours; work completed within 48 hours.
• P3 normal: response within 24 hours; work completed within 10 working days.

Sutherland:

• P1 emergency: response within 12 hours; work completed within 24 hours.
• P2 urgent: response within 18 hours; work completed within 48 hours.
• P3 normal: response within 48 hours; work completed within 10 working days.

Job card requirements: date, start and end times, site, work type and parts used, kilometres travelled, technician details and signature, generator hours and next service date, photographs of components worked on.

Acceptance criteria:

• Generators start automatically and manually without errors.
• No leaks, alarms or vibrations.
• ATS transfers correctly under simulated mains failure.
• Voltage and frequency within manufacturer tolerances.
• Equipment left safe, clean and fully operational.
• Maintenance records submitted and accepted by SAAO.

Routine maintenance must be carried out on or before the recommended operating hours or service intervals.

After maintenance, all service indicators, alarms and fault notifications must be reset.

The contractor must provide scheduled preventative maintenance, predictive maintenance, corrective maintenance and breakdown response.

After work, the contractor must simulate a power failure to verify generators and automatic changeover switches are fully operational.

Where practicable, the contractor must conduct test runs and load testing, recording running hours, battery voltage, phase voltage, line voltage, frequency and volt-amperes.

Repairs must be undertaken urgently, either during periodic maintenance or as and when required.

Before each maintenance visit, the contractor must review maintenance records and fault history, schedule with SAAO, assign qualified technicians, and ensure tools, calibrated test equipment, spare parts, lubricants and consumables are available.

The bidder must:

• Submit a company profile demonstrating specialisation in generator servicing, maintenance and repair.
• Have at least five years' experience in generator maintenance or repair.
• Provide three written reference letters for similar standby generator servicing and maintenance, dated 2023 or later, on client letterhead and signed.
• Submit Red Seal trade test qualifications for an Artisan Electrician and a Diesel Mechanic or Millwright.

The service provider must operate a quality management system that includes:

• Calibrated test equipment.
• Competent and qualified employees.
• Adherence to manufacturer service requirements.
• Quality inspections after work completion.
• Continuous improvement processes.

Acceptance criteria:

• Generators start automatically and manually without errors.
• No leaks, alarms or vibrations.
• ATS transfers correctly under simulated mains failure.
• Voltage and frequency within manufacturer tolerances.
• Equipment left safe, clean and fully operational.
• Maintenance records submitted and accepted by SAAO.

Pricing schedule: SBD 3.1, firm prices only.

Part A (labour) for Year 1, excluding VAT, must be priced per hour for:

• Supervisor
• Technician/Artisan
• Assistant
• General worker

Rates required for normal time, after-hours, Saturdays, and Sundays/public holidays.

Bidders may submit a separate quotation on company letterhead for additional items not included in the scope.

Offer valid for 60 days from the closing date.

Pricing: firm prices only; non-firm or exchange-rate-variable prices will not be considered.

Pricing schedule: SBD 3.1, Part A labour rates for Year 1 (supervisor, technician/artisan, assistant, general worker) with normal, after-hours, Saturday and Sunday/public holiday rates.

Bid validity: 60 days from the closing date.

Public liability insurance: minimum cover of R2,000,000.

Performance penalties:

• First missed scheduled appointment: 5% deduction from the invoice.
• Second missed appointment: 10% deduction from the invoice.
• Third missed appointment: contract termination.

Payment terms: not stated.

CSD registration: required (Central Supplier Database number).

Tax compliance: valid tax compliance status PIN or MAAA status.

B-BBEE: valid certificate or sworn affidavit (EME/QSE) to claim preference points.

CIDB: grading of 2 EB or 2 ME.

COIDA: valid certificate.

Public liability insurance: minimum R2,000,000.

Experience: at least five years in generator maintenance or repair.

References: three written references for similar work from 2023 to date.

Personnel: Red Seal trade-tested Artisan Electrician and Diesel Mechanic or Millwright.

Company profile: must demonstrate specialisation in generator servicing, maintenance and repair.

Returnable forms:

• SBD 1: signed invitation to bid.
• SBD 3.1: firm-price pricing schedule.
• SBD 4: declaration of interest.
• SBD 6.1: preference points claim.

The service provider must:

• Perform a job safety analysis and risk assessment before starting work.
• Comply with the Occupational Health and Safety Act.
• Wear appropriate personal protective equipment (PPE).
• Use approved Lock-Out/Tag-Out (LOTO) procedures for equipment isolation.
• Handle and dispose of oils, batteries, coolant, filters and contaminated materials safely.
• Submit and maintain an up-to-date SHEQ file for the duration of the contract.
• Provide task-specific risk assessments and method statements before work commences.
• Provide emergency procedures, safe work procedures and any required permits.
• Provide PPE, protective clothing and fall-arrest equipment where required.

The service provider is responsible for the lawful removal and off-site disposal of all waste generated from the works, including used oil, filters, consumables and worn or defective parts, in accordance with environmental, health and safety requirements.

Contract period: 36 months.

Performance penalties:

• First missed scheduled appointment: 5% deduction from the invoice.
• Second missed appointment: 10% deduction from the invoice.
• Third missed appointment: contract termination.

Persistent non-performance may lead to termination.

Pricing: firm prices only; non-firm or exchange-rate-variable prices will not be accepted.

Evaluation is in three phases:

1. Administrative compliance: all mandatory returnable documents must be submitted.
2. Specification evaluation and eligibility.
3. Preference points under the 80/20 system (PPPR22): 80 points for price (VAT and taxes included) and 20 points for specific goals based on B-BBEE status level, claimed via SBD 6.1.

B-BBEE preference points require a valid B-BBEE certificate or sworn affidavit.