Rental of generators and temporary power supply equipment for sanpc refinery (36-Month contract)

Scope: Appointment of a service provider to provide rental of diesel generators and temporary power supply equipment at SANPC Refinery for 36 months.

Key Details:

• Provision of specified power capacity diesel generators and temporary power supply equipment for hire.
• Delivery to SANPC Refinery, maintenance during rental period (excluding daily checks), and removal after rental.
• Equipment includes diesel-driven generators, trailing/flexible cables, diesel-driven lighting plants, diesel bowsers, electrical equipment, power tools, inspection transformers, distribution boards, and lights.

Evaluation occurs in two phases:

Phase 1 (Mandatory Requirements):

• Bidders must submit a valid COIDA letter of good standing and an inventory list of generators/equipment with proof of ownership or lease agreements.
• Failure to comply with any mandatory requirement results in disqualification.

Phase 2 (Technical Evaluation):

• Minimum technical threshold: 70%. Bidders scoring below this are disqualified.
• Criteria and weightings:
• Company Experience (25%): Submit 5+ reference letters from commercial/heavy industry clients in the past 10 years. Scoring: 5 letters = 5 points, 4 = 4, 3 = 3, 2 = 2, 1 = 1, 0 = 0.
• Company Response Times (15%): Submit a document specifying turnaround times for critical breakdowns.
• Service Provider Team Lead (20%): CV of the team lead with 8+ years’ experience in diesel generator/electrical equipment hiring. Scoring: 10+ years = 5, 9-10 = 4, 8-9 = 3, 7-8 = 2, <7 = 0.
• Service Provider Team Experience (20%): Organogram and CVs for the team, with an average of 8+ years’ experience. Scoring: 8+ years = 5, 7-8 = 4, 6-7 = 3, 5-6 = 2, <5 = 0.
• Quality Management System (QMS) (20%): Submit QMS documentation (check sheets, reports, Quality Control Plans). Scoring: 3 items = 5, 2 = 3, 1 = 1, 0 = 0.

Quality Management System (QMS) Requirements:

• Bidder must have a QMS in place, including specimen check sheets, reports, and Quality Control Plans showing hold points for diesel generator and electrical equipment hire services.
• Submit at least one completed documentation pack of a previous generator repair/service job.
• Scoring: 3 items submitted = 5 points, 2 items = 3 points, 1 item = 1 point, 0 items = 0 points.

Health and Safety Requirements:

• Contractor and personnel must comply with OHS Act and OHS Regulations.
• Contractor must comply with SANPC/CEF rules and regulations.
• Contractor safety officer must conduct regular audits to identify and intervene in unsafe situations and near-miss acts. Findings must be reported and recorded in the SANPC/CEF incident management system.
• All incidents must be reported to relevant clearance issuers and maintenance supervisors.
• Mandatory HSSE requirements for call-outs, including breathalyser tests.
• Contractor must prepare a Health, Safety, and Environment (HSE) Action Plan as part of the work pack.
• Priority classifications for work:
• E (Emergency): Immediate commencement, shift work required.
• A (Schedule Breaker): Commence within 24 hours of receiving scoping form.
• B (Routine): Commence within 14 days.
• C (Routine): Commence within 30 days.

Experience and Qualifications Requirements:

• Service Provider Team Lead: Minimum 8 years’ experience in diesel generator and electrical equipment hiring for commercial/industrial clients. CV must clearly indicate experience, roles, and responsibilities.
• Service Provider Team: Average of 8+ years’ experience in diesel generator and electrical equipment hiring for commercial/industrial clients. Provide an organogram and CVs for each team member, clearly indicating roles and responsibilities.
• All workers must undergo training through a SETA-approved facility.
• Contractor must provide a full organogram with functions and names of resources.
• SANPC Refinery reserves the right to assess and approve contractor supervisors and core resources.

Pricing Schedule Requirements:

• Complete Table A: Daily and monthly unit rates for all equipment (generators, cables, lighting plants, bowsers, electrical equipment, etc.).
• Complete Table B: Estimated annual hire requirements and total prices for each equipment type, including estimated hire duration and monthly unit quantities.
• Submit a 3-year pricing summary with yearly breakdowns for:
• Equipment hire costs (as per Table B).
• Call-out fees (estimated at 100 hours/year).
• Any other costs (specify).
• Total cost must be VAT-inclusive (VAT at 15%).
• Pricing must include delivery, collection, breakdown, and maintenance support costs.

Bid response documents may be emailed to the provided email address.

General scope: Appointment of a service provider for the rental of generators and temporary power supply equipment at the SANPC Refinery for 36 months. KYC requirements include executive management details, stock exchange listing status, credit rating information, and banking details.

Bidders must disclose: Years of company experience, licenses (name and authority/regulator, industry registration number), owned intellectual property (IP), patents, or relevant technology, and processes for identifying and reporting personal data breaches to authorities. Evidence of penalties for data breaches by regulators must also be provided.

Evaluation methodology: Phase 1: Mandatory requirements (pass/fail). Phase 2: Technical evaluation requirements. Phase 3: Evaluation on Price and specific goals. Bidders must complete SBD 6.1 (Preference points claim form) as part of the evaluation process.

CEF (SOC) Ltd reserves the right to: Modify the RFT’s services and request re-tendering, Reject non-conforming proposals, Disqualify late submissions, Not accept the lowest-priced proposal, Reject all proposals, Withdraw the RFT, Award a contract at any time after closing, Award partial scope or split awards, Add/remove scope during the contract. Bidders must comply with all applicable laws and regulations. Non-compliance with RFT terms (e.g., tax or B-BBEE validity) may result in contract termination. CEF (SOC) Ltd may conduct due diligence on bidders' legal status, empowerment, technical ability, creditworthiness, and security clearance. Bidders must cooperate within two days of notification. Post-tender negotiations may be conducted with shortlisted bidders. No reimbursement for preparatory costs. The successful bidder must maintain document validity (e.g., tax compliance) for the contract duration.

Preference points system: 90/10 (for tenders above R50,000,000) or 80/20 (for tenders up to R50,000,000). Total points: 100 (Price + Specific Goals).

• Tenderers must explicitly claim points for specific goals in the SBD 6.1 form; otherwise, it is assumed no points are claimed.
• The organ of state may require substantiation of claims at any stage.

Tenderers must certify the following in the SBD 6.1 form:

• The information furnished is true and correct.
• Preference points claimed are in accordance with the General Conditions.
• Documentary proof may be required to substantiate claims if the contract is awarded.
• Penalties for fraudulent claims or non-fulfillment of contract conditions may include:
• Disqualification from the tendering process.
• Recovery of costs, losses, or damages incurred by the organ of state.
• Contract cancellation and damages claimed for less favorable arrangements.
• Restriction from doing business with any organ of state for up to 10 years (after due process).
• Criminal prosecution.
• The form must include: company/firm name, registration number, type of company/firm, and authorized signature.