Maintenance and repairs of UPS systems – 3-Year tender in mossel bay, western cape

The functionality evaluation points for this bid are allocated as follows:

• Any bidder that scores less than 75 points will be eliminated.
• Functionality will be evaluated separately from price and preference points.

NO component points

1 company experience (50 points) 50

Company Profile, with project portfolio list = 50 Points

Bidders are required to submit a comprehensive company profile, including a project portfolio

list with a minimum of three (3) completed or ongoing projects, as per the attached project

portfolio table (labelled: 1.1. Project Portfolio)

Bidders who fail to provide a comprehensive company profile and adequate project list as per

the above table will receive 0 points.

SAMSA may contact the references provided to confirm that the services were successfully

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

The technician must be a qualified artisan authorised to perform electrical work.

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

The technician must have relevant experience in installation, servicing, and maintenance of

UPS systems.

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

The bidder must submit the CV of the technician, which must show the relevant experience in

UPS systems

Failure to submit a CV of the technician or submission of a technician without the relevant

experience = 0

The CV provided must be that of the technician who will be performing the work required. Any

changes to this individual must be discussed with SAMSA for approval.

Total Points 100

SAMSA reserves the right to verify any information submitted. Failure to provide

accurate or verifiable information may result in disqualification.

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1.1. Project portfolio table

NATURE OF SERVICES RENDERED Project Period:

No. CLIENT NAME Start date - End

(RELATED TO UPS SERVICES) Date

Client company name:

Contact Person's Name:

1 Position:

Tel. no.

Email:

Client company name:

Contact Person's Name:

2 Position:

Tel. no.

Email:

Client company name:

Contact Person's Name:

3 Position:

Tel. no.

Email:

Client company name:

Contact Person's Name:

4 Position:

Tel. no.

Email:

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Annexure b – pricing table

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 Mossel Bay office for a period of three

(3) years (Every six (6) months.

SAMSA have adopted the usage of advanced technologies as a strategic enabler to deliver on

its strategic objectives. As such, the UPS forms part of the critical ICT hardware components

that form part of the total ICT environment.

.

Samsa requirements

The UPS equipment's services include but are not limited to the following

activities:

The service inspection/health check shall include:

• 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 1.95KVA or equivalent.
• 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 UPS equipment shall be performed at the following

site:

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Location MAKE MODEL Rating S/N ADDRESS

kVA

Mossel Bay Eaton 5PX2200RT1.95 G312L02GE4 Room 109, Plaza Aquada, 55 Marsh

Street, Mossel Bay

• Service Reports: Generate a report of work done and status of each UPS system for

IT Management.

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

Series EATON – 5PX2200RT 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.

Ad-hoc Scope of Work:

• Any other work that does not form part of the scheduled scope must be quoted 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.

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Mandatory criteria

Bidders must submit the following requirements failing which is going to automatically

disqualify the bidder.

• CIODA Requirements:

o 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 the required CIODA document will result in disqualification.

Failure to submit this document, or submission of an expired or invalid certificate, will result

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 indicate 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:

Samsa mossel bay office: room 109, plaza aquada, 55 marsh street, mossel

Bay.

The bidder must demonstrate that they have an operational presence within the Mossel Bay

by ticking the applicable boxes below:

Confirmation of recources within close proximity to samsa office

If yes, indicate whether the

Bidder Response

Requirement service is in-house or (Tick ✓) outsourced. (Tick ✓)

The bidder confirms that they have

adequate resources within close

proximity to the SAMSA office ☐ YES ☐ IN-HOUSE OR

(Room 109, Plaza Aquada, 55

☐ NO ☐ OUTSORCEDMarsh Street, Mossel Bay) to attend

to scheduled servicing and/or

emergency callouts.

Failure to comply with the above mandatory requirements, including the absence of

adequate resources within close proximity to the specified SAMSA office, or failure to

indicate whether the service is in-house or outsourced, will result in automatic

disqualification of the bid.

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

Series EATON – 5PX2200RT 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 Mossel Bay office.

Pricing table

RFQ: 1658 – UPS preventive maintenance & repairs (mossel bay)

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 1.95KVA or equivalent.
• 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 UPS equipment shall be performed at the following

site:

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Annexure b – pricing table

Pricing schedule

Parts @ r12 10.00 R12 100.00 R12 100.00

3.7 Sub-total including VAT for year 3

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**These are costs outside of the scheduled service intervals

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

4. Summary of pricing table (total)

5.1. Cost of parts/spares that are not part of the maintenance and support

contract or fall outside the scope of work must be pre-approved and will be

charged at market cost + maximum 25% markup.

5.2. Travel claims only payable for kilometres travelled from the supplier’s

registered business address.

5.3. Prices must remain valid for the duration of the contract.

5.4. All prices quoted must be inclusive of VAT.

5.5. Estimated costs of call-out fees and travel distance are outside of the service

intervals. Service intervals must cater for them. The usage and billing of them

will be as per 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

[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

Tax compliance compliance central supplier

Tax compliance

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing through the

Tcs pin is available but the bidder is registered on the central supplier

Csd number

Csd number must be provided

CSD report

Central supplier database (csd), a csd number must be provided

Act of 1993 (COIDA).

Failure to submit the required CIODA document will result in disqualification.

disqualification of the bid.

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the

Involved; each party must submit a separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier

Database (csd), a csd number must be provided.

VAT registration

Compliance compliance central supplier

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance

Points Allocation: 90 points

B-BBEE Details: [email protected]

Quotation procedure enquiries may be directed to technical enquiries may be directed to:

CONTACT PERSON Prince Kotu CONTACT PERSON Prince Kotu

Telephone number 012 366 2600 telephone number 012 366 2600

Facsimile number facsimile number

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration

Number

Supplier tax

Compliance compliance central supplier

STATUS SYSTEM PIN: DATABASE No:

B-bbee status tick applicable box b-bbee status level sworn [tick applicable box]

Level verification affidavit

CERTIFICATE Yes No

Yes No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN

Order to qualify for preference points for b-bbee]

Are you the

Accredited

Are you a foreign based

REPRESENTATIVE IN Yes No

Supplier for the goods

SOUTH AFRICA FOR Yes No

/Services /works offered?

The goods [if yes, answer the

/Services /works [if yes enclose proof] questionnaire below]

Offered?

Questionnaire to bidding foreign suppliers

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Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance

Status system pin code from the south african revenue service (SARS) and if not register as per 2.3

Below.

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Part b

Terms and conditions for quoting/bidding

1. Quote submission

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 Mossel Bay 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 Mossel Bay 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 indicate 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:

Samsa mossel bay office: room 109, plaza aquada, 55 marsh street, mossel

adequate resources within close

proximity to the SAMSA office ☐ YES ☐ IN-HOUSE OR

(Room 109, Plaza Aquada, 55

☐ NO ☐ OUTSORCEDMarsh Street, Mossel Bay) 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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