Supply, installation and commissioning of a new UPS for newcastle local municipality

• Financial enquiries: Ms. S. Nyandeni – Tel: 034 328 7608 – Email: [email protected]
• Technical enquiries: Mr. M. Nkosi – Tel: 034 328 7608 – Email: [email protected]
• Bidding procedure enquiries: Mr. S. Vilakazi – Tel: 034 328 7818 – Email: [email protected]; Ms. D. Marias – Email: [email protected]
• Employer’s agent (Governance Unit & Budget and Treasury Office): Tel: 034 328 7600 – Address: 37 Murchison Street, Newcastle, 2940.

• Submit one sealed envelope (original and required copies) to the Newcastle Municipality Civic Centre, 37 Murchison Street, Newcastle, 2940. Envelope must clearly show the description of the service and Tender No. A001‑2023/24.
• Closing date/time: 12:00 hrs on 05 February 2025 (note earlier draft shows 30 Jan 2026 – use the explicit closing time in clause F.2.15.1).
• All official forms must be used; no re‑formatting or soft‑copy edits.
• Required returnable documents: completed tender forms, CIDB grading (3 EB or higher) proof, valid Tax Compliance Pin or TCS certificate, CSD number, company registration certificate, certified ID copies of directors, joint‑venture agreement (if applicable), workmen’s compensation certificate, proof of municipal rates/taxes paid (no arrears >3 months), Wireman’s licence, CIDB grading print‑out, and any other certificates listed in the returnable schedules.
• Submit a signed Form of Offer and Acceptance (MBD7) and sign all pages in permanent black ink.
• Electronic, fax or email submissions are NOT accepted.
• Late submissions will be rejected; proof of posting is not accepted as proof of delivery.
• Disqualification risks: missing any required returnable, non‑compliance with tax or CIDB requirements, failure to provide required licences/certificates, submission after deadline, or use of erasable ink.

• Evaluation follows a five‑stage process: 1) Administrative compliance, 2) Mandatory technical requirements, 3) Eligibility criteria, 4) Price & preference scoring, 5) Objective criteria.
• Minimum functionality score: 70 % to progress beyond Stage 3.
• Scoring split: 80 % price, 20 % preferential (HDI) points – total 100 points.
• Preference points awarded for Black ownership, disability, youth, women, and locality (total HDI points 20).
• Price points calculated as Ps = 80(1‑Pt‑Pmin/Pmin).
• Financial offer scored separately; price must be within market range – Council may negotiate.
• Functionality assessment includes: enterprise size & turnover, staffing profile, key personnel qualifications, previous UPS/related project experience (minimum 5 projects for full points), CIDB grading, Wireman’s licence, and capacity to execute.
• Objective criteria (post‑price) may lead to rejection for risks such as fruitless expenditure, irregular expenditure, poor project management, abnormally low bid, or material irregularity.

Scope: Supply, delivery, off‑loading, installation and commissioning of a new Uninterruptible Power Supply (UPS) to replace the existing system.

Deliverables: removal of existing UPS, supply and installation of new UPS, testing, training of user staff, provision of operation & maintenance manuals.

Standards: Must comply with CIDB Standard for Uniformity in Construction Procurement (Annex C), relevant SANS, and municipal technical specifications.

Capacity requirements: CIDB grading 3 EB or higher, valid Wireman’s licence, proven experience on at least five similar UPS projects, qualified key personnel (NQF Level 6 Electrical Engineering – minimum 6 years experience for team leader; NQF Level 3 – minimum 5 years for artisans).

Service levels: Project to be completed within the timeframe stated in the contract; performance guarantees as per municipal requirements.

• Pricing must be submitted on the official pricing schedule (Part C2) in Rand, exclusive of VAT; VAT shown separately.
• Prices must be fixed for the contract duration; no adjustments except as allowed in the contract.
• Tender validity: 120 days from closing date.
• No tender fees mentioned; cost of tender documents limited to actual printing costs.
• Municipal may request financial securities, bonds or guarantees before contract formation.
• Payment terms to be as per municipal contract conditions (not detailed in extract).

• Register on the Central Supplier Database (CSD) and provide CSD number.
• Submit valid Tax Compliance Pin or Tax Clearance Certificate (TCS) for each bidder/sub‑contractor.
• Provide proof of municipal rates/taxes paid (no arrears >3 months).
• CIDB grading 3 EB or higher and valid Wireman’s licence.
• No persons listed on the Register of Tender Defaulters.
• B‑B‑BEE: Minimum Level 6 (as noted), with HDI points awarded for Black ownership, disability, youth, women and locality.
• Company registration with CIPC, workmen’s compensation certificate, and certified ID copies of directors.
• All required professional registrations and licences must be submitted.