5-Year maintenance contract for UPS systems at upington international airport

• Project: Maintenance of Uninterruptible Power Supply (UPS) systems at Upington International Airport.
• Duration: Five (5) years.

• Service Manager: Bonginkosi Khumalo.
• Address: Upington International Airport, Diederick street, Upington, 8801.
• Telephone: 054 337 7905.
• Employer (ACSA) Address: Upington International Airport, Diedericks street, Upington, 8801.
• Employer Telephone: 011 453 9354.
• Insurance/Claims Contacts: Nokulunga Masiza (Tel: +27 (0)11 723 1400, Mobile: +27 (0)79 512 0532, Email: [email protected]) and Buhle Mnguni (Tel: +27 (0)11 723 1400, Mobile: +27 (0)74 535 9075, Email: [email protected]).

Valid company registration in South Africa, good standing with Compensation Fund or licensed insurer (COID Act), ability to provide required insurance covers, qualified Artisan and Artisan's Assistant with UPS maintenance experience, compliance with OHS Act requirements, ability to work in airport environment (airside/landside), acceptance of ACSA's contract terms including limitation of liability clauses, ethics undertakings, and confidentiality requirements. No performance bond required per C1.4.

• Scope: Maintenance of all Uninterruptible Power Supply (UPS) systems and associated batteries at Upington International Airport for a 5-year period.
• Key activities include:

• Servicing: Routine inspection and preventive maintenance per OEM specifications and ACSA procedure D 060 006M.
• Repairs: Responding to breakdowns and callouts to restore equipment to safe working condition.
• Replacement: Changing faulty components and batteries (every 2 years) or obsolete parts with upgrades.
• System Performance Testing: Testing per OEM specifications and power loss simulations.
• Statutory Tests: Annual tests in line with OHS Act, SANS standards, and other regulations.

• Objective: Maintain serviceability sustainably at lowest operating cost while ensuring compliance with safety and aviation legislation.
• Key Personnel Required: Artisan and Artisan's Assistant (CVs to be submitted).
• Working Areas: As defined in Service Information (C3).

• Key Personnel Required: Artisan and Artisan's Assistant.
• Submission: CVs for key personnel must be appended to the Resource Proposal.
• Qualifications: Relevant qualifications and experience must be detailed.
• Risk Management: Contractor must identify risks including unavailability of spares, disruption to passenger flow, and injuries due to faulty UPS systems.

• Quality Objective: Maintain UPS serviceability per ACSA standards and OEM specifications.
• Key Quality Activities:

• Perform routine inspection and preventive maintenance as per OEM specs and ACSA procedure D 060 006M.
• Conduct system performance testing and power loss simulations.
• Execute annual statutory tests in line with OHS Act, SANS standards, and other regulations.
• Ensure all repairs restore equipment to safe working condition.
• Replace faulty components and batteries every 2 years or with upgrades.

• Pricing Structure: Detailed schedule for preventative and corrective maintenance over 5 years.
• Preventative Maintenance (Annual):

• Safety File (OHS Act compliance) – once-off.
• Airport access permits and parking – provisional sum R10,000.
• Contract management and administration – quarterly.
• Travel, labour, tools, equipment, consumables – priced per item.

• Corrective Maintenance:

• Labour rates (excl. VAT) for Artisan, Artisan's Assistant, OEM Specialist at normal, after-hours, and Sunday/public holiday rates.
• Call-out fees include first hour on site and travelling cost.
• Spares: Provisional sum of R200,000 per annum with mark-up tiers.

• Contract Value Estimation:

• Annual totals calculated with illustrative 6% CPI escalation over 5 years.
• Final amount includes 15% VAT.
• Note: Amounts are illustrative; actual billing based on Activity Schedule.

• Contract Type: Priced contract with price list (NEC3 Option A).
• Pricing Format: Prices are derived from a Price List with items priced as lump sums or quantities multiplied by rates.
• Payment Terms: Assessments on the 15th day of each month upon receipt of a valid tax invoice. Payment within 30 days.
• Currency: South African Rand (ZAR).
• Interest on Late Payment: Prime lending rate of Nedbank Bank, but no interest paid if late payment due to contractor's failure to provide correct VAT invoice.
• Price Adjustments: Annual CPI escalation (illustrative 6% used) over the 5-year term.
• No performance bond or parent company guarantee required.
• Key Pricing Components in Schedule:

• Preventative Maintenance: Includes safety file, permits, contract management, travel, labour, tools, equipment, consumables.
• Corrective Maintenance: Labour rates for Artisan, Artisan's Assistant, OEM Specialist at normal, after-hours, and Sunday/public holiday rates.
• Call-out Fees: Includes first hour on site and travelling cost.
• Spares: Provisional sum of R200,000 per annum with mark-up on third-party procured items.

• Contract Value: Estimated over 5 years including VAT; illustrative only, actual expenditure based on Activity Schedule.

• Insurance Requirements:

• Contractor must provide aviation liability insurance: minimum R100,000 for landside, R300,000 for airside (airside applies if project covers both).
• Proof of insurance must be submitted before work starts and annually.
• Contractor must also have Public Liability Insurance and comply with Compensation for Occupational Injuries and Diseases Act (COID).

• Health and Safety:

• Contractor must sign an Occupational Health and Safety Agreement (Section 37(2) of OHS Act) before commencement.
• Must perform a baseline risk assessment, appoint competent persons, enforce safety discipline, provide PPE, and report incidents.
• Compliance with OHS Act, Construction Regulations, and all relevant safety legislation is mandatory.

• Legal and Ethical:

• Contractor must comply with Prevention and Combating of Corrupt Activities Act and anti-bribery laws.
• Confidentiality of contract information is required.
• No cession, delegation, or assignment of rights/obligations without Employer's written consent.
• Joint ventures/consortia are jointly and severally liable.

• Contractual: NEC3 Term Service Contract (April 2013) applies with additional Z clauses.

• Mandatory Compliance: Contractor must comply with Occupational Health and Safety Act (OHS Act), Construction Regulations, and Compensation for Occupational Injuries and Diseases Act (COID).
• Requirements:

• Sign a Section 37(2) OHS Agreement before work commences.
• Perform a baseline risk assessment by a competent person.
• Appoint trained, competent personnel and enforce safety discipline.
• Provide and ensure use of personal protective equipment (PPE).
• Implement safe work procedures and obtain necessary permits.
• Report all incidents/accidents to Department of Labour and ACSA.
• Prohibit alcohol and intoxicating substances on site.
• ACSA may stop unsafe work without compensation event.
• Non-compliance may lead to immediate contract cancellation.

• Contract Basis: NEC3 Term Service Contract (April 2013) with Option A (Priced contract with price list), Option W1 (dispute resolution), and additional Z clauses.
• Key Terms:

• Starting Date: Upon contract signing by ACSA.
• Service Period: 5 years after signing.
• Law and Language: South African law, English language.
• Dispute Resolution: Adjudication (written submissions only) with adjudicator appointed by agreement or nominating body; arbitration as tribunal.
• Limitation of Liability: No liability for indirect/consequential loss; liability for direct loss limited to total of losses incurred/repairs to damages caused.
• Termination: Possible for defaults, including breach of ethics, safety violations, or availability below 80% for six consecutive months due to contractor fault.
• Confidentiality: Contractor must keep contract information confidential.
• Intellectual Property: IP rights remain with originator; Contractor grants ACSA a royalty-free licence for use related to the service.
• Ethics: Strict anti-corruption and bribery compliance required.
• Step-in Rights: ACSA may remedy contractor defaults after 4 weeks' notice.
• Insurance: Specific requirements as per insurance schedule (C1.5).