Servicing and maintenance of standby generators at saao sites (cape town & sutherland) – 36 months

Closing date and time: 15 September 2026 at 16:00. RFQ issued: 31 August 2026. No compulsory briefing or site visit mentioned in the document.

SCM enquiries: SCM contact, email [email protected], telephone 021 201 1634. Technical enquiries: Basil Hoffman, email [email protected], telephone 023 100 0167. Submission address: email to [email protected]. Delivery locations: Site 1 – SAAO, 1 Observatory Road, Observatory, Cape Town, 7925; Site 2 – SAAO, Old Fraserburg Road, Sutherland, Northern Cape, 6920.

Submission method: email quotations to [email protected] before the closing date and time. All returnable documents marked mandatory (M) must be completed, signed and submitted with the quotation. Mandatory returnable forms: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – firm prices), SBD 4 (Declaration of Interest, required for bids above R2 000), SBD 6.1 (Preference Points Claim). Additional mandatory documents: CIDB grading certificate (2 EB or 2 ME), company profile demonstrating relevant generator servicing experience, Health and Safety Company File, valid COIDA certificate, minimum three signed reference letters on client letterhead for similar standby generator work completed within the past three years, Red Seal trade certificates for Artisan Electrician, Diesel Mechanic and/or Millwright, proof of public liability insurance of at least R2 000 000. Optional: valid B-BBEE certificate or sworn affidavit (EME/QSE) – preference points not allocated if omitted. Quotation must remain valid for 60 days from closing date. Late submissions are disqualified regardless of reason.

Three-phase evaluation. Phase 1 – Administrative compliance: all mandatory returnable documents and schedules submitted and completed. Phase 2 – Specification evaluation and eligibility: technical capability, experience, qualifications and compliance with scope verified. Phase 3 – 80/20 preferential point system (PPPR 2022): 80 points for price (VAT inclusive), 20 points for specific goals (B-BBEE status level per SBD 6.1). B-BBEE certificate or sworn affidavit required to claim preference points. Minimum functionality/technical threshold not explicitly stated; bidders must meet all mandatory requirements to proceed to Phase 3.

Scope: inspection, preventive maintenance, testing, repair, and reporting for four standby diesel generators (two in Cape Town, two in Sutherland) over 36 months. Generators: Cape Town – Generator 1: 250–550 kVA, Cummins NTA-855-C engine, Leroy-Somer TA316054 alternator, SmartGen controller; Generator 2: 250–550 kVA, Baudouin 6M16G6D0/S engine, Leroy-Somer LSAP 45 L1 alternator, DSE 7320 MKII controller. Sutherland – Generator 1: 550 kVA, Scania DC16 43A engine, Leroy-Somer LSA47.2L9 alternator, DSE 8610 controller; Generator 2: 550 kVA, Scania DC16 43A 02P engine, Engga EG355L-500N alternator, DSE 8610 controller. Services include: comprehensive inspection of engines, alternators, control panels, batteries; software/firmware updates on DSE controllers; scheduled preventative maintenance per manufacturer intervals (oil, fuel, air filters, coolant, belts, hoses); load bank and operational testing; ATS testing; 24/7/365 emergency call-out; job cards with date, times, site, work done, parts used, km travelled, artisan details, generator hours, next service date, photos; all parts must be genuine OEM; waste disposal per environmental regulations; service reports after each visit; simulated power failure test after maintenance; response times: Cape Town – P1 within 6 hours (work complete 24 hrs), P2 within 10 hours (work complete 48 hrs), P3 within 24 hours (work complete 10 working days); Sutherland – P1 within 12 hours (work complete 24 hrs), P2 within 18 hours (work complete 48 hrs), P3 within 48 hours (work complete 10 working days). Penalties for missed appointments (5%), missed emergency response (10%), missing reports (2%), non-performance warnings and termination.

Routine maintenance on or before recommended operating hours/intervals. Reset all service indicators, alarms and fault notifications after maintenance. Provide scheduled preventative, predictive, corrective maintenance and breakdown response. Simulate power failure after work to verify generator and ATS operation. Conduct test run/dry run with load testing where required. Record running hours, battery voltage, phase/line voltage, frequency, volt-amperes during testing. Urgent repairs during periodic maintenance or as-and-when-required. Lawful waste disposal per environmental regulations. Planning before each visit: review maintenance records and fault history; schedule with SAAO; assign competent qualified technicians; ensure tools, calibrated equipment, spare parts, lubricants, consumables available.

Minimum three signed reference letters on client letterhead for similar standby generator servicing and maintenance completed within past three years, with scope, contract period and contactable references. Company profile highlighting core activities, experience and expertise in generator servicing and management. Qualifications: Artisan Electrician, Diesel Mechanic and/or Millwright – Red Seal trade tested; Red Seal certificates must be submitted. CIDB grading 2 EB or 2 ME required.

Quality management system required: calibrated test equipment; competent and qualified personnel; adherence to manufacturer service specifications; 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; all maintenance records submitted and accepted by SAAO.

SBD 3.1 – firm prices only, VAT inclusive, valid 60 days from closing. Part A (Labour): hourly rates for Supervisor, Technician/Artisan, Assistant, General Worker; after-hours, Saturday, Sunday/public holiday rates; travel per km (AA rates); sub-totals per year with escalation for Year 2 and Year 3; total for three years. Part B (Safety, Travel, Accommodation): SHEQ file (once-off); service reports (per report); travel/transport (per km); Sutherland accommodation with meals (per person per night); sub-totals per year; mark-up percentage on materials; sub-total Years 1-3 Part B; grand total Part A + Part B (VAT inclusive). Separate pricing schedule per delivery point if pricing differs.

Pricing: firm prices only (no escalation linked to exchange rates); separate pricing schedule per delivery point if pricing differs. SBD 3.1 pricing schedule in two parts: Part A – Labour rates per hour for Supervisor, Technician/Artisan, Assistant, General Worker, plus after-hours, Saturday, Sunday/public holiday rates, and travel per km (AA rates); escalation for Year 2 and Year 3 to be included. Part B – SHEQ file (once-off), service reports (per report), travel/transport (per km), Sutherland accommodation with meals (per person per night); mark-up percentage on materials. Total price = Part A + Part B (VAT inclusive) for three years. Offer validity: 60 days from closing date. Public liability insurance minimum R2 000 000. No performance bond or guarantee mentioned. Payment against approved purchase order after submission of detailed quotation and job card.

Mandatory: CSD registration (MAAA number), valid SARS tax compliance status PIN, CIDB grading 2 EB or 2 ME, COIDA certificate, public liability insurance R2 000 000, Red Seal certificates for Artisan Electrician, Diesel Mechanic and/or Millwright, three signed reference letters on client letterhead for similar generator work within past three years, company profile demonstrating relevant experience, Health and Safety Company File. Returnable forms: SBD 1, SBD 3.1, SBD 4 (bids > R2 000), SBD 6.1 (bids > R2 000). Optional: B-BBEE certificate or sworn affidavit (EME/QSE) for preference points. Compliance with Occupational Health and Safety Act, Lock-Out/Tag-Out procedures, environmental waste disposal requirements. All parts must be OEM. 24/7/365 availability required.

Preference points system: 80/20 (PPPR 2022). 20 points for specific goals – B-BBEE status level. Valid B-BBEE certificate or sworn affidavit (EME/QSE) must be submitted to claim points; points not allocated if not submitted. Specific goals aligned with B-BBEE Codes of Good Practice and PPPFA for historically disadvantaged persons by race, gender, disability.

Safety requirements: job safety analysis/risk assessment before work; compliance with Occupational Health and Safety Act; appropriate PPE; Lock-Out/Tag-Out (LOTO) procedures for isolation; safe handling and disposal of oils, batteries, coolant, filters and contaminated materials. Health and Safety Company File mandatory. COIDA certificate mandatory. Emergency services 24/7/365.

Service provider responsible for lawful removal and off-site disposal of all waste materials generated: used oil, filters, consumables, worn or defective parts, in accordance with applicable environmental, health and safety requirements.

Contract duration: 36 months. Service Level Agreement governs performance. Penalties: missed scheduled maintenance – 5% of invoice per occurrence; failure to meet emergency response times – 10% per incident; failure to submit maintenance reports – 2% per occurrence; two non-performance incidents per calendar year – formal warning; three or more non-performance incidents per calendar year – contract termination and blacklisting. Contractor must meet or exceed call-out response times, restore equipment to safe operational condition promptly, keep SAAO representative informed, record all maintenance activities. Termination for persistent non-performance per contract conditions. Work only proceeds on official purchase order after approved quotation. Variations require prior written agreement. Contractor responsible for lawful disposal of waste (used oil, filters, consumables, defective parts) per environmental, health and safety regulations.

Mandatory returnable documents: SBD 1, SBD 3.1 (pricing), SBD 4 (>R2 000), SBD 6.1 (>R2 000), CIDB 2 EB/2 ME, company profile (generator experience), Health & Safety File, COIDA certificate, three reference letters (generator work, past 3 years, client letterhead, signed), Red Seal certificates (Electrician/Diesel Mechanic/Millwright), public liability insurance R2 000 000. Optional: B-BBEE certificate/affidavit for preference points. CSD registration and SARS tax PIN required. Compliance with OHS Act, LOTO, environmental waste disposal. 24/7/365 availability. OEM parts only.

Three phases: Phase 1 – administrative compliance (all mandatory returnables submitted); Phase 2 – specification evaluation and eligibility (technical capability, experience, qualifications); Phase 3 – 80/20 preferential points: 80 price (VAT inclusive), 20 specific goals (B-BBEE status level per SBD 6.1). B-BBEE certificate/affidavit required for points.