Review and updating of the electrical maintenance plan for the sol plaatje municipality electricity network

Closing date: 20 October 2026 at 10H00. Bids will be opened in public at the SCM Offices, Stores Complex, Abattoir Road, Kimberley, immediately after closing. Compulsory clarification meeting: Not applicable (N/A). Briefing session: Not applicable (N/A).

Compulsory clarification meeting: Not applicable (N/A).

Bidding procedure enquiries: Betty Nkoe, Finance: Supply Chain Unit, Tel 053 830 6172/6180, [email protected]. Technical information: G. Mathidibe, Department SEDP, Tel 053 830 6317, [email protected]. Submission address: SCM Unit, Municipal Stores Complex, Abattoir Road, Ashburnham, Kimberley, 8301.

Bids must be submitted in a sealed envelope marked "ENVELOPE 1 ORIGINAL" and a duplicate in a separate sealed envelope marked "ENVELOPE 2 DUPLICATE". If both are in one envelope, it must be clearly stated. The duplicate must be a true reflection of the original, and supporting documents must be certified. All pages must be signed and witnessed by two witnesses where required. Bids must be hand-written on the official tender document; no re-typing, correction tape or fluid. Proof of payment must be included if documents were purchased. Bids must be deposited in the bid box at the SCM Unit, Municipal Stores Complex, Abattoir Road, Ashburnham, Kimberley, addressed to the Municipal Manager, by the closing date and time. Late submissions will not be accepted. No bids by fax or e-mail. Returnable forms: MBD1 (Invitation to Bid), MBD2, MBD3.1 (Pricing Schedule), MBD3.2 (Method of Pricing), MBD3.3 (if applicable), MBD4 (Declaration of Interest), MBD6, MBD6.1 (Preference Points Claim), MBD6.2 (if applicable), MBD8 (Declaration of Past SCM Practices), MBD9 (Certificate of Independent Bid Determination), Listing Criteria, and General Conditions of Contract. The bidder checklist must be completed and signed. Failure to provide any required particulars may render the bid invalid.

Bidder checklist includes: completed and signed MBD1, tax compliance requirements, completed pricing schedule (MBD 3.1), method of pricing (MBD 3.2), professional indemnity insurance where applicable, functionality evaluation schedule (MBD 3.3) if applicable, declaration of interest (MBD 4), CSD report, B-BBEE certificate or sworn affidavit (MBD 6.1), municipal account or lease agreement, medical certificate if applicable, local content declaration (MBD 6.2) if required, declaration of past SCM practices (MBD 8), certificate of independent bid determination (MBD 9), one original and one copy of bid documents, special conditions, listing criteria, initialed pages, compliance with preconditions, attendance of briefing session if required, and annual financial statements if project > R10 million.

Bids will be evaluated using the 80/20 preference point system: 80 points for price and 20 points for specific goals. Specific goals (locality): Offices within the jurisdiction of Sol Plaatje Municipality (20 points), within Francis Baard District (5 points), within Northern Cape Province (3 points), within Republic of South Africa (1 point). The municipality reserves the right not to award to the highest scoring bidder if objective criteria justify, including proven poor performance, failure to deliver, unresolved disputes, or performance concerns. The municipality may conduct market analysis and verification of prices. A functionality evaluation schedule (MBD 3.3) is applicable for a two-stage bidding process.

The service provider must review, assess, and update the existing Electrical Maintenance Plan for the Sol Plaatje Municipality electricity network. The network comprises ten 66/11kV primary substations in a dual ring configuration, over 500 secondary substations (11kV/400V), over 500 pole-mounted transformers, and MV/LV underground and overhead cable networks. Scope includes: review of existing maintenance plan; asset verification and condition assessment of substations, transformers, and cable networks; development of a risk-based and condition-based maintenance strategy; measures to improve network reliability (SAIDI/SAIFI) and power quality (NRS 048 compliance); integration with asset management systems (GIS, SCADA); development of SOPs, checklists, and inspection templates; and skills and capacity assessment. Deliverables: Inception Report, Asset Verification and Condition Assessment Report, Maintenance Gap Analysis Report, Updated Electrical Maintenance Plan, Maintenance Schedules (short, medium, long-term), SOPs, and Final Close-Out Report with implementation roadmap. Project duration is 12 months from appointment. Monthly progress reports and regular stakeholder meetings are required, with a final presentation to municipal management.

The bidder must outline methodology including data collection and validation techniques, condition assessment approach, risk-based maintenance modelling, stakeholder engagement process, and use of analytical tools and software.

Bidder must submit at least three written references from clients for projects successfully completed within the past five years, including client name and contact details. Bidder must have at least 10 years' experience in electrical distribution network maintenance planning after professional registration with ECSA (Pr. Engineer/Pr. Technologist), and must attach proof of qualification, registration, and CV. Bidder must prove expertise in MV and LV systems, substations, and asset management by submitting a maintenance certificate of work done.

The work must comply with applicable standards including NRS 048 (Quality of Supply), NRS 047 (Electricity Distribution Reliability), Occupational Health and Safety Act (OHS Act), SANS standards applicable to electrical distribution, NERSA regulatory requirements, and IEC standards for electrical equipment.

Pricing schedule: Item 1 - Reviewing, Item 2 - Updating Electrical Maintenance Plan. Prices must be exclusive of VAT and inclusive of 15% VAT. Total price must include all costs required to complete the scope of work. Prices are firm for the duration of the contract. If prices are not firm, they must be fixed for at least 12 months from commencement.

Pricing schedule (MBD 3.1) has two items: Reviewing and Updating Electrical Maintenance Plan. Prices must be quoted exclusive of VAT and inclusive of 15% VAT. Total price must include all costs required to complete the scope of work. Prices are firm for the duration of the contract. If prices are not firm, they must be fixed for at least 12 months from commencement. MBD 3.2 (Method of Pricing and Price Adjustments) must be completed, selecting firm or non-firm pricing. For bids above R10 million, audited annual financial statements for the past three years (or since establishment), particulars of contracts with organs of state in the past five years, and a statement on foreign sourcing are required. Municipal accounts not older than 3 months or 90 days, or a valid lease agreement, must be submitted.

Bidders must be registered on the Central Supplier Database (CSD) and submit a current CSD report (not the summary). A valid tax compliance status (TCS) PIN or certificate from SARS is required. No bids from persons in the service of the state. Bidders must submit a valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to qualify for specific goals points. A current municipal account or lease agreement must be submitted. The Listing Criteria must be completed and signed. For bids above R10 million, audited financial statements and particulars of state contracts are required. Local content (MBD 6.2) is not applicable (N/A). CIDB grading is not applicable (N/A).

The work must comply with the Occupational Health and Safety Act (OHS Act). No other specific health and safety requirements are stated.

The successful bidder must complete and sign a written contract form (MBD7). The contract is subject to the General Conditions of Contract (GCC) and any special conditions. The municipality reserves the right to sub-divide the contract, accept any portion of a bid, or determine a multiple award. Tender validity period is 120 days. The municipality may reject bids that do not comply with preconditions, including failure to furnish full names, ID/company registration number, tax reference number, VAT number, or valid tax clearance.

Special conditions: The bidder must submit at least three written references from clients for projects completed within the past five years, with client contact details. At least 10 years' experience in electrical distribution network maintenance planning after professional registration with ECSA, with proof of qualification, registration, and CV. Expertise in MV and LV systems, substations, and asset management must be proven with a maintenance certificate of work done. Compliance with these conditions is required for consideration.

Mandatory requirements: Bidders must be registered on the Central Supplier Database (CSD). Listing criteria must be completed. No bids from persons in the service of the state. Bidders must submit tax compliance status pin, current CSD report, municipal account or lease agreement, and comply with all preconditions. For bids above R10 million, audited financial statements for the past three years, particulars of contracts with organs of state, and a statement on foreign sourcing are required.

Bids will be evaluated using the 80/20 point system: 80 points for price and 20 points for specific goals. Specific goals include: Offices within the jurisdiction of SPM (20 points), within Francis Baard District (5 points), within Northern Cape Province (3 points), within Republic of South Africa (1 point). The municipality reserves the right not to award to the highest scoring bidder if objective criteria justify, including poor past performance, failure to deliver, unresolved disputes, or performance concerns. The municipality may conduct market analysis and verification of prices.