Preventative, corrective, emergency and ad hoc maintenance services for TRANSNET assets (buildings, wet services, electrical and mechanical) in bellville and surrounding areas (300 km radius) – 36 months

Non-compulsory clarification session: the briefing date corresponds with the system-generated closing date and time; attendance is not compulsory but the certificate of attendance is a returnable document. Closing date and time: as per the TDPS system-generated date and time. Tender validity period: 12 weeks from the closing date; bidders may be asked to extend it.

Employer's Agent: Senior Buyer, name Seipati Sebakamotse, address Transnet Park, Bellville, Cape Town. Email: [email protected]. Submission is via the e-Tender Submission Portal (https://transnetetenders.azurewebsites.net). Fraud and corruption may be reported to Tip-offs Anonymous at 0800 003 056 or [email protected].

Submissions are electronic only, via the Transnet e-Tender Submission Portal at https://transnetetenders.azurewebsites.net. Uploads must be completed before the closing time; late tenders are rejected. Each upload is limited to 30mb and multiple uploads are permitted; upload well in advance to avoid technical issues. Telephonic, telegraphic, facsimile or e-mailed offers are not accepted. Returnable documents must be uploaded together and include: CIDB certificate (6GB or higher), trade test certificates for Plumbing, Electrician, and Refrigeration/Air-conditioning artisans, proof of registration as an electrical contractor with the Department of Labour (may be subcontracted), TAX Clearance Certificate with PIN, B-BBEE certificate or sworn affidavit, CSD registration proof, Letter of Good Standing from the Compensation Fund, and certificate of attendance of the non-compulsory clarification session. Additional returnables include: Authority to Submit Tender, Non-Disclosure Agreement, RFP Declaration Form, Breach of Law disclosure, Certificate of Acquaintance, Service Provider Integrity Pact, Supplier Code of Conduct, two years' audited financial statements, enterprise questionnaire, specific goals points claim, Form of Offer and Acceptance, Contract Data, pricing schedule, price list, service information, and site information. All returnable schedules must be completed and signed; failure to provide mandated documents disqualifies the bid.

Evaluation proceeds in stages: Stage One (eligibility) requires CIDB grading 6GB or higher, plus the mandatory artisan and electrical contractor certificates; failure disqualifies. Stage Two (functionality) is scored by at least three evaluators on Management and CVs of key persons (based on experience of Electrical, Plumbing, and Air-conditioning/Refrigeration artisans), Quality Plan, Company Previous Experience, Method Statement for General Building maintenance works, and Health and Safety Plan; the maximum score is 100 and the minimum qualifying threshold is 70 points. Stage Three (price and preference) applies the 80/20 preference points system under Preferential Procurement Regulations 6 and 7. Functionality is a pass/fail gate; bidders below 70 are disqualified and not evaluated further. The procedure is Functionality, then Price and Preference.

The scope covers preventative, corrective, emergency and ad hoc maintenance of Transnet assets (buildings, wet services, electrical and mechanical) in Bellville and surrounding areas, within a 300km radius measured from the Bellville TP Depot, on an 'as and when required' basis for 36 months. The contract is an NEC3 Term Service Contract. The tenderer must provide qualified artisans: a licensed electrician, a plumbing artisan, and an air-conditioning/refrigeration artisan, each with specified experience and trade test certificates. The works include general building and civil maintenance, with a method statement required covering health and safety, maintenance approach, quality control/assurance, applicable standards, compliance to maintenance schedules and key performance indicators. A Health and Safety Plan is required covering 15 key elements including policy, risk assessment, legal requirements, training, operational control and incident reporting.

The tender is subject to the 80/20 preference points system, applicable where the financial value of responsive tenders is equal to or below R50 million inclusive of all applicable taxes. Bidders must submit two years' audited financial statements as a returnable document. Transnet may request audited financial statements for due diligence and may conduct a risk analysis on the preferred tenderer, including assessing unduly high or low tendered rates. Price is evaluated after functionality. The employer is not committed to accept the lowest priced tender and may go to the open market if quoted rates are unreasonable. Pricing schedule and price list are returnable documents.

Mandatory eligibility: CIDB registration in grading designation 6GB or higher for General Building works; JV members must each have CIDB registration with the lead partner not lower than one level below the required grading, and the combined grading must meet 6GB or higher. Submit a certified copy of the signed JV agreement. Mandatory returnables: CIDB certificate, trade test certificates for Plumbing and Electrician artisans, Refrigeration/Air-conditioning artisan certificate, and proof of registration as an electrical contractor with the Department of Labour (may be subcontracted). Essential returnables: valid TAX Clearance Certificate with TCS PIN, B-BBEE certificate from a SANAS-accredited verification agency (or a sworn affidavit for EMEs/QSEs with 51%+ black ownership), proof of CSD registration, Letter of Good Standing from the Compensation Fund (COID), and certificate of attendance of the non-compulsory clarification session. The RFP Declaration Form and Compulsory Enterprise Questionnaire must disclose any conflicts of interest; bidders must not appear on the Register of Tender Defaulters or Transnet's restricted list, and must disclose any serious breach of law in the past five years. A Non-Disclosure Agreement and Service Provider Integrity Pact are required. Tenders must be in English; alternative offers are not considered.

The scope covers preventative, corrective, emergency, and ad hoc maintenance for Transnet assets (buildings, wet services, electrical, mechanical) in Bellville and surrounding areas within a 300 km radius, on an as-and-when basis, for 36 months. Work is issued via Task Orders; the Employer is not obliged to issue any Task Order and liability is limited to each Task Order's price.

Closing time: 16h00. No briefing session is stated.

No specific contact names, emails, or phone numbers are provided in the extracted document.

Returnable documents:

• SBD 4 (Declaration of Interest): discloses any director or shareholder employed by the state or connected to the department.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA.
• SBD 6.2 (Declaration for Local Production and Content): declares local content.
• CIDB grading and professional registrations as required.

Employer's site entry and security rules apply: permits, site regulations, employee lists with identity numbers, and conduct requirements. Contracted staff must be English-speaking, physically fit, and presentable; serious breaches may lead to removal from the premises.

Evaluation includes SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 6.2 (Declaration for Local Production and Content), and CIDB grading. Training and evaluation costs under the contract are shared between the Service Manager and the Contractor.

Scope covers preventative, corrective, emergency, and ad hoc maintenance for Transnet assets (buildings, wet services, electrical, mechanical) in Bellville and surrounding areas within a 300 km radius, as and when required.

• Service includes planned/scheduled maintenance, emergency call-outs, and minor new works.
• Areas include domestic water, storm water, sewerage, hot water, plumbing, structures and roofs, building fabrics, ablutions, fencing, general repairs, painting, road kerbing, pumps, drain unblocking, HVAC, electrical systems (including distribution boards, substations, UPS, generators), and compliance with electrical standards.
• Specific electrical compliance requirements include labelling of plug circuits, limits on plugs per circuit, earth leakage tests, earthing, bonding (max 0.2 Ω), and extra low voltage lighting rules.
• Certificate of Compliance (CoC) checks are required; if defects are found, a defect report is compiled and a Task Order issued for repairs.
• A condition assessment and comprehensive report with quotations must be submitted within 6 months of contract start.
• Emergency call-out response times: 1 hour within 25 km, 2 hours within 50 km, 3 hours beyond 50 km from the contract central point.
• Normal breakdown response times: 2 hours within 25 km, 4 hours within 50 km, 6 hours beyond 50 km.
• Maximum downtime: minor failures - breakdown call time plus 1 hour; major failures - 5 days; water leaks - 1 day (after Task Order receipt).
• The Contractor must provide a 24-7 emergency call-out service and maintain adequate communication equipment.

The Contractor must submit a Contractors Plan / Maintenance Plan within 3 months of notification of acceptance. The plan must be approved by the Employer; no deviation from programmed dates is allowed. The first payment certificate is only passed after plan approval. The Contractor must work in accordance with the plan and ensure minimal disruption to installations. Procedures for medium and high voltage work: notify Service Manager 5 working days in advance, obtain permits, and use trained/certified personnel. The Contractor must provide detailed feedback reports daily or as required during emergencies, attend management meetings, and submit monthly written reports on services rendered.

Installations must comply with SANS standards and Employer requirements. Specific electrical compliance: plug circuits labelled at source and outlet, max 8 plugs per new circuit, earth leakage tests, light circuits max 14 lights, correct lamp ratings, distribution board labelling and blank covers, earth leakage devices must disconnect both phase and neutral, earthing conductors must be crimp-ferruled/lugged/soldered, bonding conductor at least 2.5mm², earth continuity path not exceeding 0.2 Ω. Extra low voltage lighting: transformer output max 25 A, conductor size not less than 1.5mm², secondary circuit current sum not exceeding 90% of transformer rating. The Contractor must check and maintain Certificates of Compliance, reporting defects to the Service Manager. All checks and tests must be recorded in the site maintenance register.

Labour rates during normal working hours plus material content (excluding equipment) based on proven costs (supplier quotations with deductions for discounts, rebates, recoverable taxes) plus agreed percentage mark-ups. Materials not covered in the contract are charged at net cost plus a fee. The Employer may obtain its own quotations for materials and the Contractor must consider the lowest price. Transport and off-loading costs are included in the bill of activity schedules. Job cards must break down costs into labour (for after-hours work) and materials (for non-activity schedule work). Guarantees for workmanship and repairs must be stated on invoices.

Pricing is based on labour rates for normal working hours plus material content (excluding equipment) using proven costs with agreed percentage mark-ups.

• Materials not covered in the contract are charged at net cost plus a fee.
• The Employer may obtain its own quotations for materials; the Contractor must account for the lowest price and availability.
• First payment certificate is only passed after the Contractor's Plan / Maintenance Plan is lodged and approved.
• Contract is non-inclusive: plant and equipment (material) are excluded except as specified; spares and material costs are uncertain and excluded.
• No extra payment is made for standby service availability or attendance to breakdowns; these costs must be included in the price list/rates.
• Job cards/completion certificates must detail repairs, include Task Order numbers, and break down costs into labour (for after-hours work) and materials (for non-activity schedule work), signed by the Service Manager.
• The Contractor must cede supplier/factory guarantees and guarantee all workmanship for 12 months, stated on invoices (failure delays payment).

Comply with the Occupational Health and Safety Act, 1993, and all relevant regulations.

• Adhere to SANS 10142-1 & 2 (Electrical Wiring), SANS 10400 (National Building Regulations), local authority by-laws, fire department regulations, Basic Conditions of Employment Act, Hazardous Substances Act, National Water Act, and Construction Industry Development Board Act.
• Keep all applicable documentation and a safety file on site at all times.
• Personnel working on high voltage equipment must be trained and certified on medium and high voltage systems (ORHVS or equivalent).
• Obtain permits for high voltage work; notify the Service Manager 5 working days in advance.
• Professional indemnity cover is required through an insurer acceptable to the Employer, with limits set by the Employer.
• Access to sensitive security areas (computer centres, personnel records, cashiers, archives, top management offices) is restricted.
• Maintain a fault analysis/call-out history for at least 3 years.

Contractor must comply with the Occupational Health and Safety Act, 1993, and keep a safety file on site. All relevant documentation (OHS Act, SANS 10142-1 & 2, SANS 10400, local by-laws, fire regulations, BCEA, Hazardous Substances Act, National Water Act, CIDB Act) must be kept on site. Work on high voltage equipment requires training and certification (ORHVS or equivalent), and access is only permitted with Transnet's competent person. The Service Manager must be notified 5 working days in advance for high voltage work. Site entry and security control apply, including permits and employee lists. The Contractor must protect the Employer and employees from injury and damage, and is liable for any damage caused. Emergency repairs must be reported immediately. All incidents must have a flash/notice report within the same shift and a detailed report within 48 hours.

18. “person” includes, a natural person, a partnership, a business trust, a foundation, any company or

close corporation incorporated or registered in terms of any law, and other body of persons corporate

or unincorporated.

19. “preventative maintenance (PM)” means the maintenance carried out at pre-determined intervals

or corresponding to criteria and intended to reduce the probability of failure or the performance

degradation of an Installation or equipment.

20. “property” means any movable, immovable or intellectual property or any right to such property.

21. “repair” means put into good condition after damage or wear, any component that forms part of the

3.1. Service Information:

3.1.1. Task orders will be issued by the Service Manager on an “as and when” required basis. The

liability of the Employer is limited to the total of the Prices stated in the specific Task Order and

Contract C3.1

Part C3: Scope of Work Service Information

3.3.14. Inform the Employer of all improvements or revisions related to the Installation. These

notifications shall take the form of technical notices or sales releases under a covering letter from

the Contractor.

3.3.15. Approval given by the Employer shall not relieve the Contractor from responsibility for due

performance of this Contract and adherence to Technical Information provided by the Employer.

3.3.16. Protect the Employer and Employer’s employees against all losses, expenses, demands, errors

or omissions, including faulty design and / or detailing of the Contractor, its subContractors,

agents or employees in the provision of any documentation under the terms of the Contract. To

this end, it shall be the Contractor’s responsibility to arrange professional indemnity cover through

an insurance company acceptable to the Employer, the limits of such cover to be determined by

the Employer in relation to the Service.

3.3.17. Carry out the various service activities as detailed in the maintenance plan. The schedules clearly

state the frequencies at which these services are to be performed i.e., on a weekly, monthly,

quarterly, six monthly etc. basis. The maintenance plan shall not limit in any way the Contractor’s

responsibility to undertake whatever tasks are required during this Contract period to ensure

achievement of the maintenance objectives on receival of request from Employer.

3.3.18. Ensure that the Installation at all times comply with provisions of all Laws, Provincial Ordinances,

3.5.9. Should repairs not be possible within the downtime as indicated in this clause, Emergency call

out services and downtime of equipment above, it will be the responsibility of the Contractor to

obtain extension of time. The request must describe the breakdown, the cause of it, and state

clearly all the reasons for the extension and the actual extension required in regard to the repair.

3.5.10. No extra payment will be made for the standby service availability and attendance to breakdowns

or other emergencies whether or not during or after normal working hours and the costs thereof

shall be included in the Price list/ Rate.

3.5.11. All breakdowns shall be analysed by the Contractor and relevant action shall be taken. The fault

analysis (call-out rate) shall be compiled by the Contractor and shall be recorded. This history

shall be kept for at least three (3) years

3.5.12. Failure of the Contractor to meet the response-time or downtimes under normal circumstances

may indicate the Contractor’s inability to provide the required Service and may invoke termination

of this Contract.

Contract C3.1

Part C3: Scope of Work Service Information

Contractor as indicated in Low Service Damages, Table 1 below.

4.1.2. The Employer’s right to impose penalties does not in any way detract the Employer’s right to claim

damages instead of penalties in the event of a breach by the Contractor of any or all of the terms

and conditions of this Agreement.

Table 1: Low Service Damage

(Contractor’s delays in responding to the 0.5% of the Task Order value

emergency call-out as set out in clause 3.5 - 10% of the Task Order value per hour Emergency Call Out Service and Downtime

of Equipment.)

2% of the Task Order value per

Rework due to poor workmanship 10% of the Task Order value day

1% of the Task Order value per No response of NCR within 3 days 10% of the Task Order value day

• The Low Service Damage is applicable per Task Order.

• Value of Low Service Damage is the minimum penalty per Task Order to be imposed on a Contractor in an

event of such breach. The maximum penalty to be imposed per Task Order per breach is limited to 10% of the

this Contract in a clean, tidy and sanitary condition and shall at the termination of this Contract for

whatsoever reason, reinstate any such facility to the same condition in which it was when handed

to the Contractor, fair wear and tear excepted. The Contractor will be liable for all electricity cost.

Contract C3.1

Part C3: Scope of Work Service Information

4.2.16. If the Employer requires any information regarding any of the employees of the Contractor who are

involved in the rendering of the Service in terms of this Contract, the Contractor will furnish such

available information immediately.

4.3.Deliverables

4.3.1. The service Contractors shall submit the following reports, attached to all invoices:

4.3.1.1. Report on services delivered/performed;

4.3.1.2. Service delivered performance;

4.3.1.3. Chemicals used;

4.3.1.4. Completed checklist where applicable;

4.3.1.5. Ad hoc services requested where applicable;

4.3.1.6. Any and all staff and labour issues that can affect service delivery to Transnet;

4.3.1.7. Incident report summary as compiled. All incidents shall be reported as soon as they occur and

a flash/notice report generated within the same shift. A detailed investigative report with

corrective and preventative detail shall be submitted within 48 hours from the occurrence of the

incident.

4.3.2. The weekly and monthly reports shall have a summary of key issues affecting the plant, major

breakdowns etc. The Employer reserves the right to alter the format and information required on this

report.

4.4.Documentation Control

4.4.1. The Employer will provide the Contractor at the appropriate times with the Technical Information

necessary to enable the Contractor to complete the Services in accordance with the Accepted Plan

and schedules. All Technical Information shall be and remains the property of the Employer and on

demand and on termination of the Contract shall be returned to the Employer.

4.4.2. During the progress of the Services/Task and prior to their completion, the Contractor will submit to

the Employer any Documentation as requiring submission to the Employer prior to completion of the

the terms of the Contract. To this end, it shall be the Contractor’s responsibility to arrange

professional indemnity cover through an insurance company acceptable to the Employer, the limits

of such cover to be determined by the Employer in relation to the Service.

4.4.11. The Contractor shall inform the Employer in writing prior to carrying out of any modification to the

existing Installation by the Contractor, even if this modification may benefit the Installation or if the

cost of this modification is for the Contractor's account.

4.4.12. The Contractor shall inform the Employer of all improvements or revisions related to the Installation.

the Accepted Plan and schedules. All Technical Information shall be and remains the property

of the Employer and on demand and on termination of the Contract shall be returned to the

are handed over to or have been officially accepted by the Employer.

5.1.16. The Contractor shall cede to the Employer any suppliers or factory guarantees of repaired or

replaced components and ensure that such guarantees are not jeopardized in any way. All

workmanship and repairs shall be guaranteed for twelve (12) months and so stated on all invoices

(failure to do so will delay payment).

5.1.17. All plant, parts, machinery etc., removed from Site / Affected Property for repair purposes shall be

signed for by the Contractor if it is removed from the Site. The appropriate receipt form (model

number, serial number, part etc.) shall be in duplicate form and available for inspection at any time

at either the Service Manager or called for from the Contractor.

5.1.18. The Contractor shall be responsible for the provisioning of all material, products, consumables

(disposable materials, grease, oils, hacksaw blades, insulation tape required, cleaning materials

etc.), replacement of nuts, bolts, washers, self-tapping screws etc. plus Equipment (including but

not be limited to ladders, scaffolding or specialised tools) that might be needed in order to render an

efficient Service at his own cost and included in the Price List / Rates.

5.1.19. The Employer reserves the right to take samples of any consumables and or material supplied by

the Contractor for analysis if deemed necessary

5.2.Correction of defects

5.2.1. If the Employer decide that any work done by the Contractor or any sub-contractor is defective or

not in accordance with the Contract or does not fulfil the requirements of the Contract and as soon

as reasonably practicable give to the Contractor notice in writing of such decision giving particulars

of the alleged defect, the Contractor shall with all speed make good the defects so specified.

5.2.2. The cost of making good such defects shall form part of the Contract Bill of schedule, including

where a defect is due to negligence or failure of the Contractor, his servants, agents or sub-

contractors, to exercise good faith or the standard or care which would normally be exercised by

duly qualified persons engaged in the business of the Contractor.

5.2.3. Should the Contractor fail to fulfil any of its obligations in terms of this Contract or should such

satisfaction of the Employer and should the Contractor fail to remedy such breach within the

timeframe from the date of written notice from the Employer calling upon to do so, the Employer

shall have the right without prejudice in terms of this Contract or at law, without further notice to the

5.2.3.1. Appoint another person other than the Contractor to complete the Service in question and to

recover from the Contractor all cost to complete the work in question plus an administration

costs of twenty-five (25) percent (%) of the price the other Contractor charged the Employer to

complete the Service, or

5.2.3.2. Cancel this Contract and recover from the Contractor any damages that it may suffer as a result

of such cancellation and / or breach.

Employer's site entry and security control, permits, and site regulations apply. The Contractor must provide employee lists, identity numbers, and ensure conduct. Hours of work are normal working hours (07h30-16h00 Monday to Friday, excluding public holidays). Standby requirements and incident reporting are specified. Contracted staff must be able to communicate in English, be physically fit, and presentable. Serious breaches of conduct (e.g., absence without notification) may result in removal of staff from premises.

Training and evaluation costs are shared between the Service Manager or Employer representative and the Contractor, as part of quality assurance.