Calibration and repair services for electrical testing tools at king phalo airport

Scope: Calibration and repair of electrical testing tools at King Phalo Airport.

Key Deliverables:

• Calibration and testing of measuring instruments to ensure accuracy.
• Adjustment, troubleshooting, and repair of faulty equipment.
• Routine inspections and preventive maintenance.
• Maintenance of calibration records, certificates, and reports.

Quality Assurance Requirements:

• Calibrate and test measuring instruments to ensure accuracy.
• Adjust, troubleshoot, and repair faulty equipment.
• Perform routine inspections and preventive maintenance.
• Maintain calibration records, certificates, and reports.

Mandatory Compliance:

• Valid ISO/IEC 17025 laboratory accreditation for calibration of multimeters, insulation testers, and surveying instruments.
• If calibration is subcontracted, provide accreditation details of the subcontracted laboratory.
• Reference letters/completion certificates must be on client letterhead and include project title, value, duration, and client signature.

Evaluation is based on a 100-point system:

• Company Experience (40 points):
• Demonstrate experience in repairs/calibration of electrical/industrial tools.
• Submit reference letters (on client letterhead) with project title, value, duration, and client signature.
• Scoring: 40 points (3+ projects), 30 points (2 projects), 0 points (<2 projects).

• Key Personnel (60 points):
• Contract Manager/Supervisor: National Diploma+ in Electrical/Mechanical/Mechatronics with 2-4 years’ experience (15-25 pts).
• Calibration Technician: National Diploma in Electrical-LC/Mechanical/Surveying/Geomatics/Geospatial Engineering + ISO/IEC 17025 training + 1-3 years’ experience (5-15 pts).
• Laboratory Accreditation: Valid ISO/IEC 17025 certificate (20 pts) or subcontractor’s accreditation.

• Minimum Threshold: 50 points required to proceed.

• Service Manager: Mr. Samkelo Luyenge for King Phalo Airport.
• Employer: Airports Company South Africa SOC Limited, King Phalo Airport, 66 Settlersway, Greenfields, East London, 5201.
• Adjudicators/Arbitrators panel contacts (for dispute resolution):
• Adv. Ghandi Badela: +27 11 282 3700, [email protected]
• Mr. Errol Tate Pr. Eng.: +27 11 262 4001, [email protected]
• Adv. Saleem Ebrahim: +27 11 535-1800, [email protected]
• Mr. Sebe Msutwana Pr. Eng.: +27 11 442 8555, [email protected]
• Mr. Sam Amod: [email protected]
• Adv. Sias Ryneke SC: 083 653 2281, [email protected]
• Mr. Emeka Ogbugo (Quantity Surveyor): +27 12 349 2027, [email protected]

• Submit the completed Form of Offer and Acceptance with the total tender amount inclusive of VAT.
• The tenderer must accept the Conditions of Tender by submitting the offer.
• The tenderer has 7 calendar days to reply to any communication.
• The Contractor must provide the Contractor's Plan within 14 calendar days from the Contract Date.
• Failure to provide required securities, bonds, guarantees, proof of insurance, or other documentation within two weeks of receiving the agreement may constitute repudiation.
• The tenderer must notify the Employer in writing within five working days if they cannot accept the agreement contents, otherwise it becomes binding.

• Submit completed Form of Offer and Acceptance with signatures, names, capacities, and witness details.
• Include Schedule of Deviations if any.

• Scope: Calibration and repairs of electrical testing tools at King Phalo Airport for a period of 12 months.
• Instruments include Digital Multi-meters, Clamp meters, Insulation Resistance Testers, and Theodolites.
• Calibration requirements:
• Must be traceable to recognized standards.
• Must be performed by an accredited calibration facility.
• Must include adjustment where required, verification before and after calibration, and affixing calibration labels/stickers.
• Repair services:
• Diagnose faulty instruments.
• Provide repair quotation before undertaking repairs.
• Replace defective components using OEM or approved equivalent parts.
• Conduct post-repair calibration and functional testing.
• Collection and delivery:
• Collect instruments from and deliver to King Phalo Airport.
• Maintain a chain of custody register.
• Ensure safe transportation and protection against damage.
• Contractor must provide all labour, supervision, tools, testing equipment, transportation, materials, consumables, documentation, and specialist resources.
• Staff requirements:
• Submit full names, proof of experience, permanent employment status, training, and medical fitness for all staff.
• Supervisor: Must be literate in English, competent in OHS regulations, have first aid skills, and understand environmental regulations (ISO 14000).
• Labourer: Must understand safety, speak/write/read English, have previous work experience, good behaviour, and no criminal record.

• Provide all labour, supervision, tools, equipment, transportation, materials, consumables, documentation, and specialist resources.
• Collect and deliver instruments, maintain chain of custody register, ensure safe transportation.

• Submit CVs for key personnel with names, jobs, responsibilities, qualifications, and experience.
• Staff must be permanently employed, trained, medically fit, and experienced.
• Supervisor: literate in English, competent in OHS, first aid, environmental regulations.
• Labourer: understand safety, speak/write/read English, good behaviour, no criminal record.

• Calibration must be traceable to recognized standards and performed by an accredited facility.
• Include adjustment, verification, and affixing calibration labels.
• Repair services: diagnose, provide quotation, use OEM parts, conduct post-repair calibration.
• Maintain chain of custody register for instruments.

• Use Activity Schedule for pricing with lump sums per activity.
• Include all costs; prices are VAT exclusive.
• Provisional items payable only upon written instruction.
• Variations priced at schedule rates or agreed separately.
• Contingency: 10% of subtotal.
• VAT: 15% of subtotal excluding VAT.
• Total tender amount includes VAT.

• Pricing must follow the Activity Schedule (Part C2). Provide lump sum prices for each activity.
• Prices are VAT exclusive. Include all risks, liabilities, profit, expenses, allowances, and consumables.
• Payment is made only when an activity is complete.
• Supply and installation costs are included unless separately specified.
• Day work rates are provisional and payable only upon written order.
• Variations are priced at Activity Schedule rates or agreed as non-scheduled items.
• Provisional sums and contingency amounts are deducted if not spent.
• Currency: South African Rand (ZAR).
• Payment terms: 30 days upon receipt of a valid invoice.
• Assessment interval: 15th day of each month.
• Contract value adjusts annually according to CPI (Consumer Price Index); use 6% for comparison.
• No separate payment for travelling time; include in rates.
• Labour rates include personnel insurance, holidays, and bonuses; charged for on-site time only.

• Annual submission of a compliant B-BBEE Certificate and Tax Clearance Certificate is required. Failure is a material breach and may lead to contract cancellation.
• Insurance requirements:
• Aviation liability insurance: minimum indemnity limit R300,000.
• Assets All Risk insurance: limit R25,000 per claim, covering theft and assets in-transit.
• Submit proof of insurance before work starts and annually.
• Occupational Health and Safety (OHS) compliance:
• Contractor is an employer with duties under the OHS Act and Construction Regulations.
• Must conclude a Section 37(2) OHS Agreement before work commences.
• Must provide proof of Compensation for Occupational Injuries and Diseases Act (COID) coverage.
• Must conduct a baseline risk assessment, appoint competent persons, enforce safety discipline, provide PPE, and report incidents.
• Other compliance:
• Adhere to anti-corruption laws including the Prevention and Combating of Corrupt Activities Act.
• Maintain confidentiality of contract information.
• Do not cede, delegate, or assign rights without written consent.
• Joint ventures are jointly and severally liable.
• Comply with intellectual property and dispute resolution clauses.

• Annual submission of compliant B-BBEE Certificate required.

• Contractor must comply with Occupational Health and Safety Act and Construction Regulations.
• Conclude Section 37(2) OHS Agreement before work starts.
• Provide proof of COID coverage and public liability insurance.
• Conduct baseline risk assessment, appoint competent persons, enforce safety, provide PPE, and report incidents.
• No alcohol or intoxicants on premises.
• Submit safety documentation 7 days before work commences.

• Contract conditions: NEC3 Term Service Contract core clauses with main Option A (Priced contract with price list), dispute resolution Option W1, and secondary Options X1, X17, X18, X19, and additional Z clauses.
• Law and language: South African law, English language.
• Starting date: Upon signing by both parties.
• Service period: 3 years from starting date.
• Limitation of liability: No liability for indirect/consequential loss; liability for property damage limited to total cost incurred/damages suffered.
• Dispute resolution: Adjudication followed by arbitration in Johannesburg under Association of Arbitrators rules.
• Additional clauses include ethics, confidentiality, intellectual property, step-in rights, and termination provisions.
• Price adjustment for inflation based on CPI at contract anniversary.
• Contractor must not cede/delegate/assign rights without consent; joint ventures are jointly and severally liable.

• Period for reply: 7 calendar days.
• Contractor's Plan submission: within 14 calendar days from Contract Date.

10.1 The Service Manager is: Mr. Samkelo Luyenge for King Phalo Airport.