Design of fire protection systems for the obp site – request for proposals (OBP02/26/SHE01)

Enquiries:

• Email: [email protected]

Queries must be sent at least 4 working days before the closing date. OBP cannot guarantee responses to queries received after that date.

Submission address:

Onderstepoort Biological Products SOC Ltd

100 Old Soutpan Road

Onderstepoort

Pretoria

Submission method: hand delivery or courier only. No faxed or emailed bids will be considered.

Submission address: Onderstepoort Biological Products SOC Ltd, 100 Old Soutpan Road, Onderstepoort, Pretoria.

Attention: The Supply Chain Manager.

All bidders must sign the tender submission register kept at the OBP reception area upon submission.

Copies: one original and three copies of all tender documents.

Tender forms must not be retyped or redrafted; photocopies are allowed, but only documents with original signatures in black ink are accepted.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid) – required for foreign/international companies.
• SBD 4 (Declaration of Interest) – discloses whether any director or shareholder is employed by the state or connected to anyone at OBP.
• SBD 6.1 (Preference Points Claim) – claims B-BBEE points under the 80/20 system.
• SBD 8 (Declaration of Past Supply Chain Management Practices) – discloses past SCM practices.
• SBD 9 (Certificate of Independent Bid Determination) – certifies the price was set independently, with no collusion.

Disqualification risks:

• Any compulsory document missing or unsigned.
• Bids from South African companies sent by fax or email.
• Incomplete or incomprehensible service documentation.
• Bids received after the closing time.

Tendering structure: indicate type by marking 'X': Individual Bidder, Joint Venture, Consortium, Using sub-contractors, Other. For each structure, provide required details: name, registration number, VAT number (if applicable), contact person, telephone, fax, email, postal and physical address. For JV/Consortium, provide details for each member. For subcontractors, provide prime contractor details.

Evaluation stages:

Stage 1 – Compulsory documents check: all required documents must be submitted; missing documents result in automatic disqualification.

Stage 2 – Functionality evaluation: minimum qualifying score of 80 out of 100.

• Reference letters / Company track record: 30 points. Must be on client's official letterhead, include referee contact details, scope of work, project value, and completion dates within the last 10 years. Scoring: 0 points for none or invalid letters; 10 points for one valid letter; 20 points for two; 30 points for three or more.
• Key personnel experience: 40 points. CVs and certified copies of qualifications required. Project leader must have a degree in mechanical engineering (Professional Engineer/Technologist) with valid ECSA registration and at least 5 years' experience. At least one team member must have a national diploma or higher and a fire protection certificate with 5 years' combined experience. Scoring: 20 points for 5+ years' experience with a mechanical engineering degree for project leader; 20 points for 5+ years' combined experience for all resources; 0 points for less than 5 years' experience or no national diploma.
• Methodology & approach: 30 points. Must include risk plan, project plan (timelines, milestones), and method statement covering the entire scope. Scoring: 0 points unacceptable; 10 points minor reservations; 20 points acceptable; 30 points excellent.

Stage 3 – Price and B-BBEE: 80/20 PPPFA system. Price 80 points, specific goals 20 points.

Specific goals (20 points total):

• Level 1 B-BBEE contributor: 12 points
• Level 2 contributor: 8 points
• Level 3 to 8 contributor: 4 points
• Entities owned by black women (≥51%): 4 points
• Enterprise development targeted commodities (consumables, laboratory PPE, packaging, non-active chemical blending): 4 points

Evidence required: valid B-BBEE certificate or sworn affidavit; CIPC registration showing majority 51% South African ownership.

Bid validity: 120 days from closing date. All bids must be quoted in South African Rand.

Scope: Design of fire protection systems for the OBP site, including site assessment, design, engineering calculations, drawings, and authority approvals.

Site assessment & information gathering:

• Conduct site inspections of the facility/facilities
• Review existing fire protection infrastructure
• Review applicable legislative and regulatory requirements

Fire protection system design (may include):

• Fire sprinkler systems
• Fire hydrant and hose reel systems
• Fire detection and alarm systems
• Fire pumps, tanks, and fire water supply systems
• Passive fire protection measures

Design compliance standards:

• City of Tshwane By-laws and Fire Department Requirements
• NFPA 13 (Sprinkler Systems), NFPA 20 (Fire Pump Systems), NFPA 25 (Inspection, Testing, Maintenance of Water-Based Systems), NFPA 72 (Fire Alarm and Signalling)
• Occupational Health and Safety Act and regulations
• SANS 246 (Fire Protection in Buildings), SANS 322 (Emergency Lighting), SANS 369 (Access Control), SANS 306 (Fire Extinguishing Installations), SANS 10139 (Fire Detection and Alarm Systems), SANS 10252 (Water Supply and Drainage), SANS 10400 (National Building Regulations)

Engineering calculations & drawings:

• Pump and water storage sizing calculations
• Detailed fire protection layout drawings
• Emergency evacuation plot plans
• Equipment specifications and schedules
• Bill of Quantities

Authority submission & approval:

• Submit designs to Local Fire Department and Municipality/Building Control Officer
• Attend meetings, respond to comments, revise designs as required
• Obtain formal written approval/acceptance

Deliverables:

• Fire protection design report
• Signed and stamped design drawings (approved by local authority)
• Engineering calculations
• Bill of Quantities

Project stages (as per pricing schedule):

• Stage 1: Inception (site inspection, occupancy classification, fire risk identification, hazardous material storage, fire water demand philosophy, rational fire design need, statutory requirements, applicable codes)
• Stage 2: Concept & Viability (hazard classification, sprinkler density, tank sizing, pump capacity, hydrant layout, detection zoning, special suppression, smoke control, fire department engagement)
• Stage 3: Design Development (fire water supply, tank sizing, pump sizing, ring main routing, sprinkler hydraulic calculations, hydrants & hose reels, fire detection device layout, cause & effect matrix, passive protection compartmentation, fire resistance ratings, fire stopping)
• Stage 4: Documentation & Procurement (construction drawings, specifications, BOQ, equipment schedules, pump room GA drawings, testing & commissioning specs, employer's requirements)
• Stage 5: Construction Monitoring (site inspections, review shop drawings, witness pressure/pump/flow tests, fire detection and alarm functionality test, review as-built drawings, snag list and close-out)
• Stage 6: Close Out (review as-built documentation, verify O&M manuals, assist with Fire Department approval and occupancy certification, final compliance letter, handover documentation)

Pricing must be fixed amounts in South African Rand.

Pricing schedule structure:

• Table 1: Emergency Evacuation Plans for all areas
• Table 2: Design Fire Protection Systems and Fire Clearance, with stage weights: Stage 1 (5%), Stage 2 (15%), Stage 3 (20%), Stage 4 (20%), Stage 5 (35%), Stage 6 (5%)
• Table 3: Development of Architectural as-built site establishment and scanning

Total bid value = Table 1 + Table 2 + Table 3, plus 15% VAT.

Payment terms: 30 days after receipt of statement(s).

Presentation of proposal: recommended bidder must present at OBP premises at own expense.

Mandatory eligibility and compliance:

• CSD registration and tax compliance (South African companies)
• Foreign/international companies: complete SBD 1 and submit proof of no office or representation in South Africa
• Valid ECSA registration (Professional Engineer/Technologist)
• Valid Public Liability Insurance of up to R10 million, not older than 12 months
• COID letter of good standing
• Attendance at compulsory site briefing
• B-BBEE: valid certificate or sworn affidavit (EME/QSE) to claim preference points
• CIPC registration for enterprise development targeted commodities (51% South African ownership)

Disqualification grounds:

• Blacklisted bidders
• Not registered on CSD (unless international)
• Incomplete or fraudulent information
• Lack of relevant qualification
• Previous failure to perform on OBP contracts
• Bids from South African companies sent by fax or email