Servicing and maintenance of three standby generators at saao (cape town and sutherland) for 36 months

Closing date: Thursday, 03 September 2026 at 16:00 pm. No other dates are specified.

SCM enquiries: [email protected], tel 021 201 1634. Technical enquiries: Basil Hoffman, [email protected], tel 023 100 0167.

Quotations must be submitted by email to [email protected] before the closing time. The following returnable documents are mandatory and must be completed and signed: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – firm prices), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim). Also required: valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs), CIDB grading of 2EB or 2ME, company profile, Health and Safety file, COIDA certificate, three reference letters, red seal certificates for key personnel, and proof of public liability insurance of at least R2,000,000. Failure to submit any mandatory document will result in disqualification.

Evaluation is in three phases: Phase 1 – administrative compliance (all mandatory documents must be submitted); Phase 2 – specification evaluation and eligibility; Phase 3 – 80/20 preferential point system: 80 points for price (VAT and all taxes included) and 20 points for specific goals (B-BBEE status level). Bidders must be registered on the Central Supplier Database (CSD). Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers will be disqualified.

Scope: servicing and maintenance of three standby generators – one at SAAO Observatory, Cape Town (Cummins NTA 855, 300–550 kVA) and two at SAAO Sutherland, Northern Cape (Scania DC16, 550 kVA each). Services include inspection, preventive maintenance, repairs, testing, and emergency call-outs on a 24/7/365 basis. All parts must be genuine OEM; no aftermarket or refurbished parts. Work requires prior quotation approval and an official purchase order. The contractor must provide job cards with specified details. Response times: Cape Town – P1 within 6 hours, P2 within 10 hours, P3 within 24 hours; Sutherland – P1 within 12 hours, P2 within 18 hours, P3 within 48 hours. Work completion times: P1 within 24 hours, P2 within 48 hours, P3 within 10 working days. The contractor must simulate power failures to verify operation, conduct load bank testing, and provide detailed service reports.

Routine maintenance must be carried out on each generator on or before the recommended operating hours or service intervals. After maintenance, all service indicators, alarms, and fault notifications must be reset. The contractor must provide general upkeep including scheduled preventive, predictive, corrective maintenance, and breakdown response. After work, simulate a power failure to verify generators and ATS operation. Conduct test runs and load testing where required, recording running hours, battery voltage, phase voltage, line voltage, frequency, and volt-amperes. Planning: review previous maintenance records, schedule in consultation with SAAO, assign competent technicians, and ensure tools, calibrated test equipment, spare parts, and consumables are available.

Mandatory: three written reference letters for similar servicing and maintenance of standby generators completed within the past three years, on client letterhead and signed, with contactable details. Key personnel must hold red seal trade-tested qualifications as Artisan Electrician, Diesel Mechanic, or Millwright, with certificates submitted. A company profile highlighting core activities, experience, and expertise in generator servicing is required.

The service provider must operate an effective quality management system including calibrated test equipment, competent and qualified employees, adherence to manufacturer service requirements, quality inspections after work completion, and continuous improvement initiatives. Acceptance criteria: generators start automatically and manually without errors, no leaks/alarms/vibrations, ATS transfers properly under simulated mains failure, rated voltage and frequency within manufacturer tolerances, equipment left safe and clean, and all maintenance records submitted and accepted.

Pricing must be firm and valid for 60 days. The pricing schedule (SBD 3.1) includes Part A: labour rates for supervisor, technician/artisan, assistant, general worker, and travelling rates, with escalation for years 2 and 3. Part B: SHEQ file (once off), service reports per service, travel/transportation per km, Sutherland accommodation per night (meals included), and mark-up percentage on materials. Total price for Part A + Part B inclusive of VAT.

Pricing must be firm (no price variations) and valid for 60 days from closing date. Prices must be inclusive of VAT. Pricing schedule (SBD 3.1) includes Part A (labour rates for supervisor, technician/artisan, assistant, general worker, and travelling rates) with escalation for years 2 and 3, and Part B (SHEQ file, service reports, travel/transportation, Sutherland accommodation, and mark-up on materials). Payment terms: within 30 days of receipt of invoice and delivery; no pre-payment. Public liability insurance of at least R2,000,000 is required.

Mandatory: CSD registration (no award without it). Tax compliance status PIN from SARS (unless exempt as per the questionnaire). B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim preference points. CIDB grading of 2EB or 2ME. COIDA certificate. Health and Safety file. Red seal trade-tested Artisan Electrician, Diesel Mechanic, or Millwright certificates. Three reference letters for similar work in the past three years. Company profile demonstrating generator servicing experience. SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim) must be signed and completed.

Safety requirements: perform a job safety analysis/risk assessment before work, comply with the Occupational Health and Safety Act, wear appropriate PPE, use Lock-Out/Tag-Out (LOTO) procedures when isolating equipment, and ensure safe handling and disposal of oils, batteries, coolant, filters, and contaminated materials. The service provider must also have a Health and Safety file and a valid COIDA certificate.

The service provider is responsible for the lawful removal and off-site disposal of all waste materials generated from the works, including used oil, filters, consumables, and worn or defective parts, in accordance with applicable environmental, health and safety requirements.

Performance penalties: 5% deduction from invoice for missed scheduled maintenance appointments; 10% deduction per incident for failure to meet emergency response times; 2% deduction per occurrence for failure to submit maintenance reports; two non-performance incidents per calendar year result in a formal warning; three or more incidents lead to termination of contract and blacklisting. Persistent non-performance may lead to termination in accordance with contract conditions.

Evaluation follows the 80/20 preferential point system: 80 points for price, 20 points for specific goals (B-BBEE status level). Bidders must be registered on the CSD. Bidders on the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified. A valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) is required to claim preference points.