Maintenance and repair of uninterruptible power supply (UPS) systems in port elizabeth for a three‑year period with bi‑annual servicing

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Required Supporting Documents Checklist: 1. Quotation, 2. Signed SBD (RFQ) Forms, 3. Recent CSD (not older than 3 months), 4. Tax pin certificate, 5. Valid B-BBEE, 6. CK1 registration document (CIPC), 7. ID copies of ALL listed owners as per CSD report, 8. Proof of address, 9. Medical certificate/Assessment.

• The service provider must have experience in the maintenance and repair of

SANTAK MD-A15KL and EATON UPS systems or equivalent.

• Provide the services of the Account Manager with access to competent technical

resources.

• Conduct Quarterly meetings with the Account Manager
• All reported faults with the units, must be attended to by the service provider and

repaired within the next business day after a fault is reported.

• SLA (Will be drafted and discussed after the appointment of the service provider).
• Any other work that does not form part of the scope must be quotes separate and

provide hourly rate for ad-hoc support.

• Any project or change requests that are not covered under Maintenance, health

check and repair mentioned above will be treated as special requests and quoted

separately.

1 company experience (50 points) 50

Company Profile, with project portfolio list = 50 Points

rendered. Bidders are advised to ensure that references provided are contactable and willing to

provide feedback.

2 team experience & qualification (50 points) 50

Qualification = 20 points

Bidder must submit a copy of a Trade Test Certificate (Electrician) as proof = 20 points

Bidder/s who do not submit proof = 0 points

Experience = 30 points

• 5 years or more experience = 30 points
• 2 years to less than 5 years’ experience = 15 points
• Less than 2 years’ experience = 0 points

This section provides the guidelines and requirements regarding the completion of the Pricing

Schedule for Port Elizabeth office.

Pricing table

RFQ: 1659 – UPS preventive maintenance & repairs (port elizabeth)

Supplier name

• Voltage parameter tests
• Charger and inverter tests
• Battery float tests
• Battery runtime tests
• Cleaning of UPS
• Blowing out all dust build up in UPS
• Execution and maintenance of the UPS Service Plan.
• Routine Checks are to be done every six (6) months
• Faulty Parts Replacement:

o Any faulty parts must be replaced.

• 24 Hour Call Out:

o A 24-hour call-out service must be part of the contract.

• Provide hired UPS equipment when necessary or requested subject to approval of a

quotation.

• Provide pricing Rates over three years for 15KVA.
• The list is not only limited to the areas mentioned above, but maintenance also

covers all components that cause each unit to function.

• Servicing and maintenance of the UPS Equipment shall be performed at the following

site:

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Annexure b – pricing table

Pricing schedule

(Estimated)

3.5** Travel distance 200

PER KM (Estimated)

3.6*** CONTINGENCY OF Bidder must show % 1 Bidder must provide

REPLACEMENT charge onto R10 000.00 + % charge onto

PARTS @ R10 000.00 for parts. R10 000.00 for parts.

R10 000.00

%

3.7 Sub-total including VAT for year 3

**These are costs outside of the scheduled service intervals

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*** These are costs pertaining to parts where necessary/ applicable

4. Summary of pricing table (total)

usage and must be kept at a minimum.

5.6. The contingency fees embedded in the pricing table are for SAMSA to consider as and

when required and its usage must be pre-approved by SAMSA.

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[email protected]

NB: In Addition to The Pricing Schedule, Please Include a Detailed Quotation

on Your Official Company Letterhead.

Supplier section: please consider the below section and checklist

Guidelines for documents required for verification of SAMSA B-BBEE preference goals: Equity ownership by persons who had no franchise in national elections - ID copies of all listed owners as per CSD report, CK1 registration document (CIPC), BBBEE certificate. Equity ownership by women - ID copies of all listed owners as per CSD report, BBBEE certificate. Equity ownership by disabled persons - Medical certificate/Assessment. Equity ownership by youth - ID copies of all listed owners as per CSD report. Locality - valid proof of residence reflecting one of listed owners' names and physical address (e.g., utility bill, bank/account statement, municipal councillor's letter).

legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE

The South African Maritime Safety Authority (SAMSA) would like to appoint a suitable

service provider to render maintenance and repair services of Uninterrupted Power Supply

(UPS) equipment for Port Elizabeth office for a period of three (3) years (Every six (6)

months)

Background

The South African Maritime Safety Authority (SAMSA) would like to appoint a suitable

service provider to render maintenance and repair services of Uninterrupted Power Supply

(UPS) equipment for Port Elizabeth office for a period of three (3) years (Every six (6) months.

in the bid being disqualified and not considered for further evaluation, in line with mandatory

compliance requirements.

• Local Geographical Location Confirmation:

o The bidder must confirm that they have adequate resources within close

proximity of the SAMSA office/s mentioned in the table below, to attend to

scheduled servicing and/or emergency callouts on this address:

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Samsa port elizabeth office: 1a humewood road, humerail, port elizabeth.

☐ NO ☐ OUTSORCEDElizabeth) to attend to scheduled

servicing and/or emergency

callouts.

5.1. Name of company/firm...............................................................................

5.2. Company registration number: .....................................................................

5.3. Company/ firm physical address (for claiming locality points):

........................................................................................................................

.................................................................................................

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5.4. Type of company/ firm

• Partnership/Joint Venture / Consortium
• One-person business/sole propriety
• Close corporation
• Public Company
• Personal Liability Company
• (Pty) Limited
• Non-Profit Company
• State Owned Company

[Tick applicable box]

5.5. Describe principal business activities

........................................................................................................................

........................................................................................................................

........................................................................................................................

.........................................................................................................................

5.6. Total number of years the company/ firm has been in business?

........................

5.7. List of shareholder/s information to be used to calculate the points claimed in paragraph

4.3.

NAME ID NUMBER HDI** Youth** % of

company /

(**Yes / No) firm

owned

No franchise Women Disabled (**Yes/

prior to No)

elections

5.8. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify

that the points claimed, based on the specific goals as advised in the bid, qualifies the

company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

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paragraphs 4.1 and 5.6, the contractor may be required to furnish documentary proof to

the satisfaction of SAMSA that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, SAMSA may, in addition to any other

remedy it may have –

(a) disqualify the person from the bidding process;

(b) recover costs, losses or damages it has incurred or suffered as a result

of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a

result of having to make less favourable arrangements due to such

cancellation;

(d) recommend that the bidder or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any organ

of state for a period not exceeding 10 years, after the audi alteram

partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of bidder(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

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Mandatory Criteria: (1) COIDA Requirements - Service Provider must submit a valid letter of Good Standing in terms of Compensation for Occupational Injuries and Diseases Act of 1993 (COIDA). Failure to submit results in disqualification. (2) Local Geographical Location Confirmation - Bidder must confirm adequate resources within close proximity of SAMSA office at 1A Humewood Road, Humerail, Port Elizabeth to attend scheduled servicing and/or emergency callouts, indicating whether service is in-house or outsourced. Failure to comply results in automatic disqualification.

Mandatory compliance requirements must be met. Local geographical location confirmation is mandatory. Bidders must confirm adequate resources within close proximity of SAMSA offices.