Bid Specification Template 1479... · Web viewVolvo Penta 7AD734GE, engine. Mecc Alte ECO38-2LN/4...

STATE INFORMATION TECHNOLOGY AGENCY (SOC) LTDRegistration number 1999/001899/07

BID DOCUMENT

RFB Ref. No: RFB1479/2016

Bid Description Appointment of a specialist electrical contractor to test and repair two UPS units, repair one electronic access control system, service one generator unit, and service one distribution board at the SITA Welkom Switching Centre.

Vendor Briefing Session NONE:

Closing Date for questions / queries

08 December 2016

Bid Closing Details Date:15 December 2016

Time:11H00

Venue: Pongola- Apollo

Public Opening of bids Date:15 December 2016

Time:12H00

Venue: Pongola-Apollo

Bid Validity Period 120 Days from the Closing Date

PROSPECTIVE BIDDERS MUST REGISTER ON THE CENTRAL SUPPLIER DATABASE PRIOR TO SUBMITTING BIDS.

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ContentsANNEX A: INTRODUCTION................................................................................................................................. 3

1. PURPOSE AND BACKGROUND......................................................................................................................... 3

1.1. PURPOSE........................................................................................................................................................31.2. BACKGROUND................................................................................................................................................3

2. SCOPE OF BID.................................................................................................................................................. 3

2.1. HIGH LEVEL SCOPE OF WORK.........................................................................................................................32.2. RELEVANT EQUIPMENT:........................................................................................................................................32.3. SITE INSPECTION DURING TENDER PROCESS:..............................................................................................................42.4. DELIVERY ADDRESS.........................................................................................................................................4

3. BID EVALUATION STAGES................................................................................................................................ 4

ANNEX A.1: ADMINISTRATIVE PRE-QUALIFICATION...............................................................................................5

4. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS..................................................................................5

4.1. ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION...................................................................................54.2. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS................................................................................5

ANNEX A.2: TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPT REQUIREMENTS.......................6

5. TECHNICAL MANDATORY................................................................................................................................ 6

5.1. INSTRUCTION AND EVALUATION CRITERIA....................................................................................................65.2. TECHNICAL MANDATORY REQUIREMENTS.....................................................................................................65.3. DECLARATION OF COMPLIANCE.....................................................................................................................8

6. TECHNICAL FUNCTIONALITY............................................................................................................................ 8

7. PROOF OF CONCEPT........................................................................................................................................ 8

ANNEX A.3: SPECIAL CONDITIONS OF CONTRACT (SCC).........................................................................................9

8. SPECIAL CONDITIONS OF CONTRACT............................................................................................................... 9

8.1. INSTRUCTION.................................................................................................................................................98.2. SPECIAL CONDITIONS OF CONTRACT..............................................................................................................98.3. DECLARATION OF ACCEPTANCE...................................................................................................................26

ANNEX A.4: COSTING AND PRICING..................................................................................................................... 27

9. COSTING AND PRICING.................................................................................................................................. 28

9.1. COSTING AND PRICING EVALUATION...........................................................................................................289.2. COSTING AND PRICING CONDITIONS............................................................................................................289.3. DECLARATION OF ACCEPTANCE...................................................................................................................299.4. BID PRICING SCHEDULE................................................................................................................................30

ANNEX A.5: ABBREVIATIONS............................................................................................................................... 34

ANNEX A.6: SITE PHOTOS.................................................................................................................................... 35

ANNEX A.7: BIDDER SUBSTANTIATING EVIDENCE................................................................................................45

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ANNEX A: INTRODUCTION

1. PURPOSE AND BACKGROUND

1.1. PURPOSE

The purpose of this RFB is to invite Suppliers (hereinafter referred to as “bidders”) to submit bids for the appointment of a specialist electrical contractor to test and repair two UPS units, repair one electronic access control system, service one generator unit, and service one distribution board at the SITA Welkom Switching Centre.

1.2. BACKGROUNDThe Welkom Switching Centre in Stateway currently has some electrical components that require servicing and repairs.

2. SCOPE OF BID

2.1. HIGH LEVEL SCOPE OF WORK

(a) The contractor must provide a major service (as specified in the Bid Contractual Terms/Conditions Requirements below) to the two UPS units and batteries on site.

(b) The contractor must replace the batteries of one of the UPS units.(c) The contractor must replace two power modules on one of the UPS units.(d) The contractor must deliver the old and replaced batteries to the SITA Centurion office.(e) The contractor must test and report on the condition of the batteries of the other UPS

unit.(f) The contractor must test the faulty UPS power modules, provide a root cause analysis

report, and provide a non-obligatory quotation for the repairs of these power modules.(g) The contractor must provide a major service (as specified in the Bid Contractual

Terms/Conditions Requirements) to the Generator unit on site. (h) The contractor must provide a normal service (as specified in the Bid Contractual

Terms/Conditions Requirements) to the Switching Centre distribution board on site.(i) The contractor must investigate and confirm that each equipment rack has dual power

circuits to the equipment rack and dual power outlet points.(j) The contractor must repair the existing Access Control system, to ensure full operation of

the unit.(k) The contractor must provide a non-obligatory quotation for the repairs of items identified

during the service as faulty or due for replacement.(l) The contractor must provide three service packs for the work done on site.(m)The contractor must provide a warrantee and call out period of three months for labour

related services and twelve months on the respective new components provided.(n) The contractor must adherence to Service Level conditions and be subjected to the

relevant penalties for any breaches.

2.2. Relevant Equipment:(a) The two existing UPS units on site are:

i. APC Symmetra, 160kVA frame size, PX2.ii. Each unit populated to 40kVA (four 10kVA Power modules).iii. Model number SYCF160KH.

(b) The existing Electricity Generator unit on site is:

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i. Volvo Penta 7AD734GE, engine.ii. Mecc Alte ECO38-2LN/4 A1069888, alternator.iii. Inteli Lite AMF 25, controller.

2.3. Site inspection during tender process:

(a) Interested bidders will be allowed to conduct in loco site inspections at the Welkom switching centre for a period of seven business days after publication of the bid, on the following conditions:

i. The bidder must make an appointment with [email protected] and [email protected] at least 24 hours in advance.

ii. Site inspections will only be allowed during weekdays, and between 10:00 and 13:00.

2.4. DELIVERY ADDRESS

(1) The goods or services must be supplied or provided at the following physical address:

No Site Name Physical Address1 Welkom Switching Centre Suite 102 Stateway Chambers Building, 329 Stateway

Street, Welkom, Free State.

3. BID EVALUATION STAGES(1) The bid evaluation process consists of several stages that are applicable according to the

nature of the bid as defined in the table below.

Stage Description Applicable for this bidStage 1 Administrative pre-qualification verification YESStage 2A Technical Mandatory requirement evaluation YESStage 2B Technical Functionality requirement evaluationStage 2C Technical Proof of Concept requirement evaluationStage 3 Special Conditions of Contract verification YESStage 4 Price / B-BBEE evaluation YES

(2) The bidder must qualify for each stage to be eligible to proceed to the next stage of the evaluation.

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mailto:[email protected]

mailto:[email protected]

ANNEX A.1: ADMINISTRATIVE PRE-QUALIFICATION

4. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS

4.1. ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION

(1) The bidder must comply with ALL of the bid pre-qualification requirements in order for the bid to be accepted for evaluation.

(2) If the Bidder failed to comply with any of the administrative pre-qualification requirements, or if SITA is unable to verify whether the pre-qualification requirements are met, then SITA reserves the right to –

(a) Reject the bid and not evaluate it, or

(b) Accept the bid for evaluation, on condition that the Bidder must submit within 7 (seven) days any supplementary information to achieve full compliance, provided that the supplementary information is administrative and not substantive in nature.

4.2. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS

(1) Submission of bid response: The bidder has submitted a bid response documentation pack –

(a) that was delivered at the correct physical or postal address and within the stipulated date and time as specified in the “Invitation to Bid” cover page, and;

(b) in the correct format as one original document, two copies and one CD.

(2) Attendance at compulsory briefing session: If a compulsory briefing session was called, then the bidder has signed the briefing session attendance register using the same information (bidder company name, bidder representative person name and contact details) as submitted in the bidders response document.

(3) Registered Supplier. The bidder is, in terms of National Treasury Instruction Note 3 of 2016/17, registered as a Supplier on National Treasury Central Supplier Database (CSD).

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ANNEX A.2: TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPT REQUIREMENTS

5. TECHNICAL MANDATORY

5.1. INSTRUCTION AND EVALUATION CRITERIA

(1) The bidder must comply with ALL the requirements by providing substantiating evidence in the form of documentation or information, failing which it will be regarded as “NOT COMPLY”.

(2) The bidder must provide a unique reference number (e.g. binder/folio, chapter, section, page) to locate substantiating evidence in the bid response. During evaluation, SITA reserves the right to treat substantiation evidence that cannot be located in the bid response as “NOT COMPLY”.

(3) The bidder must complete the declaration of compliance as per section 5.3 below by marking with an “X” either “COMPLY”, or “NOT COMPLY” with ALL of the technical mandatory requirements, failing which it will be regarded as “NOT COMPLY”.

(4) The bidder must comply with ALL the TECHNICAL MANDATORY REQUIREMENTS in order for the bid to proceed to the next stage of the evaluation.

5.2. TECHNICAL MANDATORY REQUIREMENTS

TECHNICAL MANDATORY REQUIREMENTS Substantiating evidence of compliance(used to evaluate bid)

Evidence reference(to be completed by bidder)

(1) REGISTRATION AS AN ELECTRICAL CONTRACTORThe Bidder must be registered as an electrical contractor with the

Department of Labour and be certified to work on three phase power.

SITA reserves the right to validate the certificate of registration prior to the award of the bid.

Attach to the bid’s technical response a copy of the valid certificate of registration as an electrical contractor certified to work on three phase power, as issued by the Department of Labour.

<provide unique reference to locate substantiating evidence in the bid response – see Annex A.7>

Department of Labour electrical contractor registration number, as indicated on the registration certificate:

………………………………………..The registration certificate is valid for three phase power Yes No

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installations.

Period of registration as electrical contractor, as indicated on the registration certificate:

From:

To:

Confirm that the registration certificate is attached to the technical response. Certificate

attached.

Certificate not

attached.

(2) CIDB RATING

The Bidder must have a valid Construction Industry Development Board (CIDB) certificate with a minimum rating of 3EB.

Attach to the bid’s technical response a valid CIDB rating certificate with a minimum rating of 3EB.

<provide unique reference to locate substantiating evidence in the bid response – see Annex A.7>

CIDB rating as indicated on the certificate: ………………………………………..(3) PREVIOUS EXPERIENCE AND CAPABILITIESThe Bidder must during the past twenty four months have executed (or currently executing) specialised electrical contracts in South Africa within a Data Centre Environment or within a High Availability Environment (example: Hospital, Airport, Bank, etc.) of which the scope of works include servicing of a UPS unit of a minimum capacity of 50 kVA within these environments.

(Bidders not providing the full information on the Evidence reference column will be marked as non-compliant).

Provide details of at least one contract executed (or being executed) within the past twenty four months covering ALL required information listed below. As part of the substantiation populate the table below.

Type of High Availability Environment (example: Data Centre, Hospital, Airport, Bank, etc.)

………………………………………..High Availability Environment street address

………………………………………..Scope of the contract:

………………………………………..Rating (kVA) of the UPS unit serviced.

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………………………………………..Reference contact details.(Name, Telephone number, email address).

………………………………………..

5.3. DECLARATION OF COMPLIANCEComply Not Comply

The bidder declares by indicating with an “X” in either the “COMPLY” or “NOT COMPLY” column that –

(a) The bid complies with each and every TECHNICAL MANDATORY REQUIREMENT as specified in SECTION 5.2 above; AND

(b) Each and every requirement specification is substantiated by evidence as proof of compliance.

6. TECHNICAL FUNCTIONALITYNot Applicable.

7. PROOF OF CONCEPTNot Applicable.

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ANNEX A.3: SPECIAL CONDITIONS OF CONTRACT (SCC)

8. SPECIAL CONDITIONS OF CONTRACT

8.1. INSTRUCTION

(1) The successful supplier will be bound by Government Procurement: General Conditions of Contract (GCC) as well as this Special Conditions of Contract (SCC), which will form part of the signed contract with the successful Supplier. However, SITA reserves the right to include or waive the condition in the signed contract.

(2) SITA reserves the right to –

(a) Negotiate the conditions, or

(b) Automatically disqualify a bidder for not accepting these conditions.

(3) In the event that the bidder qualifies the proposal with own conditions, and does not specifically withdraw such own conditions when called upon to do so, SITA will invoke the rights reserved in accordance with subsection 8.1(2) above.

(4) The bidder must complete the declaration of acceptance as per section 8.3 below by marking with an “X” either “ACCEPT ALL” or “DO NOT ACCEPT ALL”, failing which the declaration will be regarded as “DO NOT ACCEPT ALL” and the bid will be disqualified.

8.2. SPECIAL CONDITIONS OF CONTRACT

(1) CONTRACTING CONDITIONS

(a) Formal Contract. The Supplier must enter into a formal written Contract (Agreement) with SITA.

(b) Right of Award. SITA reserves the right to award the contract for required goods or services to multiple Suppliers.

(c) Right to Audit. SITA reserves the right, before entering into a contract, to conduct or commission an external service provider to conduct a financial audit or probity to ascertain whether a qualifying bidder has the financial wherewithal or technical capability to provide the goods and services as required by this tender.

(2) DELIVERY ADDRESS. The services must be provided at the following physical address

(a) Welkom Switching Centre: Suite 102 Stateway Chambers Building, 329 Stateway Street, Welkom, Free State.

(3) SCOPE OF WORK REQUIREMENT

(a) General:

(i) The Contractor shall provide by itself the full scope of work, inclusive of all overheads required to perform an end-to-end service, including but not limited to: Appropriate transportation, including vehicles, Communication, HR, finance and procurement support, office facilities, all relevant and required tools, including office IT infrastructure, suitable warehousing and logistics to support

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first line maintenance. The cost for this is deemed included in the quoted labour rates.

(ii) Where a certain portion of the work is sub contracted to a third party due to the specialised nature of that work, the Contractor shall supervise the work continuously to ensure acceptable quality and to ensure that no risk exist to SITA and ensure no service interruptions to SITA or its clients. The Contractor shall remain fully responsible for the sub-contractor’s actions or omission of actions. SITA’s penalties or claims for damages caused by the sub-contractor shall be applied to the Contractor in full. The contractor shall not sub-contract work that falls within his our specialization and capability. The contractor shall obtain SITA’s permission for any sub-contracting of work he deems not part of his specialization or capability.

(iii) The bidder shall indicate in his RFQ response which plant / work components he intends to outsource to specialist third party contractors.

(iv) The UPS numbers used in this document (i.e. UPS #1 and UPS #2) may not necessarily correspond with the UPS labels on site. The local SITA representative in Welkom will indicate which UPS unit on site corresponds to which UPS number used in this document.

(b) Major Service to Two UPS units

(i) The successful contractor must be able to access the UPS control system for service diagnostics and possible repairs. The successful contractor must therefore have a support agreement with the UPS OEM’s before the UPS service and repairs are done, to ensure the efficient and successful repairs and service to the UPS units.

(ii) The contractor must perform the following functions as part of the service on the UPS units:

1) Visual inspection of the entire UPS solution on site. Search for any exceptional environmental or other conditions that could damage or affect the performance of the UPS.

2) Run full diagnosis test on the UPS system and record findings.3) Complete a functional checkout and test of the UPS diagnostic systems.4) Perform system and component functional tests on all UPS equipment to

insure proper functioning within specified parameters.5) Certify the condition of all the UPS capacitors.6) Inspect all cabling and cable terminations internal to the UPS.7) Inspect all cabling and cable terminations of the power supply to the UPS.8) Inspect all cabling and cable terminations of the load connected to the UPS.9) Clean and tighten all power connections at the input and output terminals,

at all circuit breakers, and at the terminal posts and fuses on the rectifier and inverter legs. Check all power cabling for abrasions and burn spots. Visually check components for signs of overheating, swelling, leaking, etc. Visually check printed circuit board alignments.

10) Check condition of controller batteries.

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11) Check the condition of all fans. Replace any fan on the UPS system that may be faulty.

12) Ensure that the latest firmware relevant to the UPS unit is loaded on the system.

13) Confirm correct parallel operation.14) Confirm optimal parallel performance.15) Ensure all voltages and current readings on the rectifier, battery, inverter

and output are correct, and record.16) Measure the Voltage to and from the UPS and indicate imbalances.17) Check indicators lamps, meters and controls and ensure correct operation.18) Check the operation of the static bypass by transferring to and from the

static bypass.19) Clear any dust built up on the UPS, internal and external. Ensure that all

system components are clean.20) Confirm the full and correct functioning of the UPS alarm card.21) Check and record the ambient temperature of the UPS equipment.22) Record the battery charging voltage and ensure correct rating for the

relevant type of battery connected to the UPS.23) Indicate the setting of the battery charging circuit and the immediate

current that will flow once the UPS input power supply is restored. The intention of this test is to ensure that the upstream circuit breakers are set to the correct values to prevent tripping of these circuit breakers once the UPS comes online.

24) Record the current load on the UPS and indicate the UPS configuration load capability.

25) Record the current load on the UPS and identify any imbalances that are out of OEM recommendation.

26) Each of the UPS battery cells’ terminal connections must be checked for proper connection. This requirement is relevant to both UPS units.

27) Each of the UPS battery modules’ fuses must be checked for proper connection and whether still intact. Any blown fuses must be replaced immediately. This requirement is relevant to both UPS units.

28) Connect a dummy load to the UPS units and test the performance of the new batteries installed on UPS #1 and test the performance of the existing batteries of UPS #2. The dummy load must have a rating of minimum 10kW 3phase. The contractor shall provide a detailed report of the UPS battery performance, and a recommendation. The battery voltages during the test shall be noted in the report and be indicated for every five minutes. The test duration shall be until 80% depth of discharge is reached.

29) Where the contractor’s standard UPS service sheet does not provide for the recording of all the requirements specified above, the remainder of the details shall be recorded on the contractor’s company letterhead.


(c) Battery replacement on UPS #1

(i) The contractor must replace all the battery cells for UPS #1 and recommission the battery bank.

(ii) UPS #1 has a total of 32 battery modules and therefore a total of 256 battery cells.

(iii) The contractor must use original OEM certified battery cells for this replacement. The part number of the battery module is SYM PX 9Ah BATT. MOD or equivalent OEM Certified cells. Note that only the cells need replacement.

(iv) The contractor must mark the date of battery replacement on each of the new battery cells.

(v) The contractor must receive a SITA asset removal form from the local SITA representative. Upon receipt the contractor shall remove all the batteries from UPS #1 and from site and deliver to the SITA Centurion offices for scrapping.

(d) UPS repairs on UPS #1

(i) UPS #1 is currently faulty and off-line. The exact cause or reason is unknown at this stage.

(ii) The contractor must inspect the entire UPS frame and confirm that the fault is not on the UPS frame.

(iii) The contractor must then test each of UPS #1’s power modules, one by one, to confirm if the fault could be on one of the UPS modules.

(iv) The contractor must provide one UPS power modules for UPS #1. The OEM part number of the system is SYCF160KH PX2 (or equivalent OEM Certified)

(v) Once the contractor confirmed that the UPS frame is fault free, he may connect and commission the one new UPS power module for UPS #1.

(vi) The contractor must then reconnect and commission the remaining working UPS power modules for UPS #1.

(vii) The contractor shall receive a SITA asset removal form from the local SITA representative. Upon receipt the contractor shall remove the faulty UPS power modules from site and take to his factory for inspection and fault finding.

(e) Repair or Replacement Quotations

(i) During the UPS servicing and UPS battery testing, the contractor may identify items that is faulty and needs repairs or replacement. The contractor must then provide SITA with a non-obligatory quotation and recommendation for the repairs or replacement of these components. This is not applicable to the UPS and Battery items already specified for replacement within this specification.

(ii) Should any of the UPS power modules be found to be faulty, the contractor must test these power modules, identify the root cause for the fault or failure, provide SITA with a non-obligatory quotation and recommended for the repairs or


replacement, and return the faulty UPS power modules to the SITA Centurion Facilities office.

(f) Access Control System repairs

(i) The contractor must repair the existing electronic access control system to ensure a fully functional access system.

(ii) The contractor must investigate the functionality of the existing access control system, determine what components need to be repaired, and then provide SITA with a quotation for the required repair works.

(iii) The cost for the labour to investigate, to identify the required repairs, and to provide the quotation is deemed part of the quoted cost in the costing model of this document.

(iv) The cost for the travel to and from site for the investigation, identification of required repairs, provision of a quotation, and to do the actual repairs is deemed part of the quoted cost in the costing model of this document.

(v) The provisional amounts allocated for minor repairs in the costing model of this document will be used for the required repairs labour and component replacement of the Access Control system (once determined after the investigation), at SITA’s discretion.

(g) Major Generator Service Requirements

(i) The successful contractor must be in possession of a valid and active version of the generator controller software, to allow him to access the generator controller.

(ii) The successful contractor must perform the following functions as part of his major service on the generator unit:1) Test the generator’s performance against that of the manufacturer’s

specified performance. Adjust and repair where required using manufacture’s certified parts. (Full details shall be noted in the service pack of what the initial setting was, and what the adjusted setting is).

2) The fuel filters must be replaced. The replacement date must be indicated on the filter casing (where casings are part of the filter element).

3) Drain the water sediment (Water Trap) from the fuel filter.4) Replace all air filters. The replacement date must be indicated on the filter

casing.5) Change the Oil and Oil Filters. The replacement date must be indicated on

the filter casing.6) Drain and flush the coolant system and renew the coolant mixture (water

and anti-freeze) and refill to required operational level. The contractor must confirm the position of the water supply beforehand.

7) Replace the water caps on the radiators / heat exchangers.8) Check Alternator connections and tighten if necessary.


9) Check and set tappet clearances.10) Check and set the startup fuel mixture.11) Check automatic belt tensioner (where applicable) and ensure proper

operation.12) Pressure test the cooling system.13) Test / simulate alarms on protection devices and confirm that the

generator(s) stops during these alarm conditions (overheating, low oil pressure, low coolant level, emergency stop).

14) Check Diesel Level and record. 15) Check General Condition.16) Check Drive Belts (where applicable).17) Check for leaks and repair (water, oil, and others).18) Replace all water rubber hoses with new.19) Check battery levels, battery terminals, and battery condition. 20) Replace the two batteries.21) Check operation of Heaters, Battery Trickle Charger and Control Panel.

Repair / replace if required.22) Visually inspect the entire Exhaust System and repair where required. 23) Pressure clean the radiator fins / cooling tower fins.24) Manual operated fuel pumps must be tested for correct operation.25) Electrical motorized fuel pumps must be tested for correct operation.26) Confirm the correct operation and accuracy of the cooling circuit

temperature meters (where applicable).27) Clean the entire generator system.28) Clean below the generator system.29) Search for abnormalities, correct abnormalities, make required adjustments

so that the plant conform to EOM specifications and operational requirements.

30) Replace the fuel tank’s diesel level indication pipe.

(iii) Once the generator service is completed, the contractor must:

1) After ensuring that all UPS batteries are in a good working condition, and that the UPSs have no active Alarms, conduct an Off-load test run on the generator.

2) Should the Off-load generator test proof to be successful, conduct a Grid Failure and run the generator plant for 30minutes. The contractor shall refuel the generator with 500 litres of 500 ppm Sulphur Grade diesel.

3) Check the fuel level, battery voltage, oil pressure and engine temperature. If any of these are outside of the acceptable parameters, terminate the test and repair.

4) Check turbochargers for excessive noise. Check for cooling phase being activated when shutting down. The generator cool down cycle shall be set to minimum 7minutes (if it is not currently at this setting). The contractor shall ensure full integration of all components and systems that may be impacted by the changing of this cool down period.

5) Ensure there are no leaks (fuel, water and oil) or other visible damage.


6) Ensure that the plant is in Auto Mode before leaving site.7) The contractor must perform checks, search for abnormalities, correct

abnormalities, make required adjustments so that the plant conform to OEM specifications and operational requirements, and cleaning to ensure that the entire standby generator system shall perform and operate optimally, efficient, and safely.

8) Should additional items been specified in this technical service requirements that does not appear on the contractor’s standard service sheet, it shall be noted on a separate dated letterhead with the associated test results.

9) During the Generator servicing, the contractor may identify items that is faulty and needs repairs or replacement. The contractor must then provide SITA with a non-obligatory quotation and recommendation for the repairs or replacement of these components. This is not applicable to generator items already specified for replacement within this specification.

(h) Servicing of the Electrical Distribution Board

(i) The contractor must service the entire electrical distribution board during an approved SITA Change Control Period. This service will comprise the following:1) Ensure all earthing cables are securely connected inside the distribution

board.2) Report any obvious missing earths within the distribution board or within

two meters from the distribution board.3) Confirm functionality of surge protection devices and proper connection of

these devices to the earth busbar. Ensure that no earth conductor from the surge protection devices runs parallel to any phase or neutral conductors within the distribution board (to prevent re-induction of clammed surges back to the circuit wiring).

4) Remove the cover on the distribution board to ensure that no cabling has become damaged and that there’s no exposed copper at terminal connections.

5) Report any burnt or discolored wiring inside the distribution board.6) Clear any dust built up on the equipment.7) Clean all components inside distribution boards with electrical cleaning

agent (use electrical contact cleaner aerosol; use insulated brushes to remove thick dust).

8) Measure respective voltages and record values (especially between Neutral and Earth).

9) Calibrate all power meters (Amp meters, Volt meters, etc).10) Test earth leakage units for functionality within statutory ranges. 11) Ensure that all timers are operating correctly where installed and reset

time if necessary.12) Ensure all distribution boards are fitted with front panel circuit breaker

opening blanks.13) Ensure distribution board covers are closing properly and fastening

properly. Replace missing nuts and/or missing/broken closing mechanisms.


14) In the presence of the SITA representative, the contractor will switch off UPS section #1 and request the SITA representative to confirm that all Network devices are still functional. Should any devices be found to be not functional (which had been functional before the isolation of power), the contractor will assist the SITA representative to ensure that these devices are connected to both A and B Feed power sources. If it is found that both power supplies of a particular device are connected to one feed, the contractor will under the supervision of the SITA representative reconnect the Network device to both power feeds. Once all the Network Equipment has been inspected for operation, the contractor will restore the UPS power to section #1. The contractor will wait 30 minutes for the Network and devices to stabilize. The contractor will switch off UPS section #1 and request the SITA representative to confirm that all Network devices are still functional. Should any devices be found to be not functional (which had been functional before the isolation of power), the contractor will assist the SITA representative to ensure that these devices are connected to both A and B Feed power sources. If it is found that both power supplies of a particular device are connected to one feed, the contractor will under the supervision of the SITA representative reconnect the Network device to both power feeds.

15) During the Distribution Board servicing, the contractor may identify items that is faulty and needs repairs or replacement. The contractor must then provide SITA with a non-obligatory quotation and recommendation for the repairs or replacement of these components. This is not applicable to the distribution board items already specified for replacement within this specification.

(i) Service Pack Requirement

(i) The contractor must provide three service packs for the work done on site. The service pack must conform to the following:1) The service pack hard copy information must be contained within a file, of

which each page shall be in a plastic pocket, to ensure longevity of the documentation.

2) Upon SITA approval of the service pack contents, the First file must be left on site. The Second file must be provided to the SITA Welkom representative for safe keeping at the Welkom offices. The Third file must be delivered to the SITA Centurion Engineering Support Services office for archiving.

3) The files must be clearly marked with a printed front page indicating the Site name and the relevant scope (Welkom Switching Centre. UPS Service and Repairs).

4) An electronic copy must be made of the entire service pack and be stored on an USB storage device. One USB storage device must be provided and be delivered to the SITA Centurion Engineering Support Services office for archiving.


5) The Certificate of UPS units services, and job card, and detailed service sheet must be filed in the service pack.

6) The warrantee certificates for the new battery cells and the new UPS power modules must be filed in the service pack.

7) The Certificate of Generator unit’s service and job card must be filed in the service pack.

8) The Certificate of Distribution Board service and job card must be filed in the service pack.

9) The Certificate of Access Control system repairs and job card must be filed in the service pack.

10) Certificate of the warrantee period (start and end dates), and contact details of the call centre or technician on standby. An escalation cell phone number of the company Executive shall also be indicated.

(4) CERTIFICATION, EXPERTISE AND QUALIFICATION

(a) The Supplier represents that,

(i) it has the necessary expertise, skill, qualifications and ability to undertake the work required in terms of the Statement of Work or Service Definition and;

(ii) it is committed to provide the Products or Services; and

(iii) perform all obligations detailed herein without any interruption to the Customer.

(b) The Supplier must provide the service in a good and workmanlike manner and in accordance with the practices and high professional standards used in well-managed operations performing services similar to the Services;

(c) The Supplier must perform the Services in the most cost-effective manner consistent with the level of quality and performance as defined in Statement of Work or Service Definition;

(d) Electrical Work. The Supplier must ensure that Electrical Work is performed as prescribed by the Occupation Health and Safety Act (Act 85 of 1993 as amended), Electrical Regulations 2009, including,

(i) The Supplier is registered at the Department of Labour as an Electrical Contractor;

(ii) The standard of work conforms to SABS SANS 10142-1: The code of practice for wiring of premises; and

(e) Any Electrical installation or alteration is certified after completion of work by means of a Certificate of Compliance.

(5) PERSONNEL SECURITY CLEARANCE

(a) The contractor is to note, as per SITA’s access policy, that itself, its staff that will work on this project, and its company will be subject to a security screening and security clearance audit. The contractor of its employees failing the security clearance audit cannot work on this project and contract. Where the impact is such that the required


services cannot be rendered to SITA as required in this document, the contract will not be awarded or be terminated (as the case may be).

(b) The contractor is to note, as per SITA’s access policy, that it and its employees that will work on this project will not be able to enter any of the listed sites without a valid South African Identification Document. Where the impact is such that the required services cannot be rendered to SITA as required in this document, the contract will be terminated.

(c) The contractor must note that these sites are high security environments. Time to be granted access into the site can thus take up to one hour. The associated cost for standing time to access the relevant sites is deemed included in the quoted cost.

(6) CONFIDENTIALITY AND NON-DISCLOSURE CONDITIONS

(a) The Supplier, including its management and staff, must before commencement of the Contract, sign a non-disclosure agreement regarding Confidential Information.

(b) Confidential Information means any information or data, irrespective of the form or medium in which it may be stored, which is not in the public domain and which becomes available or accessible to a Party as a consequence of this Contract, including information or data which is prohibited from disclosure by virtue of:

(i) the Promotion of Access to Information Act, 2000 (Act no. 2 of 2000);

(ii) being clearly marked "Confidential" and which is provided by one Party to another Party in terms of this Contract;

(iii) being information or data, which one Party provides to another Party or to which a Party has access because of Services provided in terms of this Contract and in which a Party would have a reasonable expectation of confidentiality;

(iv) being information provided by one Party to another Party in the course of contractual or other negotiations, which could reasonably be expected to prejudice the right of the non-disclosing Party;

(v) being information, the disclosure of which could reasonably be expected to endanger a life or physical security of a person;

(vi) being technical, scientific, commercial, financial and market-related information, know-how and trade secrets of a Party;

(vii) being financial, commercial, scientific or technical information, other than trade secrets, of a Party, the disclosure of which would be likely to cause harm to the commercial or financial interests of a non-disclosing Party; and

(viii) being information supplied by a Party in confidence, the disclosure of which could reasonably be expected either to put the Party at a disadvantage in contractual or other negotiations or to prejudice the Party in commercial competition; or

(ix) information the disclosure of which would be likely to prejudice or impair the safety and security of a building, structure or system, including, but not limited


to, a computer or communication system; a means of transport; or any other property; or a person; methods, systems, plans or procedures for the protection of an individual in accordance with a witness protection scheme; the safety of the public or any part of the public; or the security of property; information the disclosure of which could reasonably be expected to cause prejudice to the defence of the Republic; security of the Republic; or international relations of the Republic; or plans, designs, drawings, functional and technical requirements and specifications of a Party, but must not include information which has been made automatically available, in terms of the Promotion of Access to Information Act, 2000; and information which a Party has a statutory or common law duty to disclose or in respect of which there is no reasonable expectation of privacy or confidentiality;

(c) Notwithstanding the provisions of this Contract, no Party is entitled to disclose Confidential Information, except where required to do so in terms of a law, without the prior written consent of any other Party having an interest in the disclosure;

(d) Where a Party discloses Confidential Information which materially damages or could materially damage another Party, the disclosing Party must submit all facts related to the disclosure in writing to the other Party, who must submit information related to such actual or potential material damage to be resolved as a dispute;

(e) Parties may not, except to the extent that a Party is legally required to make a public statement, make any public statement or issue a press release which could affect another Party, without first submitting a written copy of the proposed public statement or press release to the other Party and obtaining the other Party's prior written approval for such public statement or press release, which consent must not unreasonably be withheld.

(7) INTELLECTUAL PROPERTY RIGHTS

(a) SITA retains all Intellectual Property Rights in and to SITA's Intellectual Property. As of the Effective Date, the Supplier is granted a non-exclusive license, for the continued duration of this Contract, to perform any lawful act including the right to use, copy, maintain, modify, enhance and create derivative works of SITA's Intellectual Property for the sole purpose of providing the Products or Services to SITA pursuant to this Contract; provided that the Supplier must not be permitted to use SITA's Intellectual Property for the benefit of any entities other than SITA without the written consent of SITA, which consent may be withheld in SITA's sole and absolute discretion. Except as otherwise requested or approved by SITA, which approval is in SITA's sole and absolute discretion, the Supplier must cease all use of SITA's Intellectual Property, at of the earliest of:

(i) termination or expiration date of this Contract;

(ii) the date of completion of the Services; and

(iii) the date of rendering of the last of the Deliverables.


(b) If so required by SITA, the Supplier must certify in writing to SITA that it has either returned all SITA Intellectual Property to SITA or destroyed or deleted all other SITA Intellectual Property in its possession or under its control.

(c) SITA, at all times, owns all Intellectual Property Rights in and to all Bespoke Intellectual Property.

(d) Save for the license granted in terms of this Contract, the Supplier retains all Intellectual Property Rights in and to the Supplier’s pre-existing Intellectual Property that is used or supplied in connection with the Products or Services.

(8) SUB CONTRACTING

(a) Where work is sub contracted to a specialist third party contractor, the Contractor must supervise the work continuously to ensure acceptable quality and to ensure that no risk exist to SITA and ensure no service interruptions to SITA or its clients. The Support Contractor remain fully responsible for the sub contractor’s actions or omission of actions. Penalties or claims for damages caused by the sub contractor shall be applied to the Support Contractor in full. The contractor must obtain SITA’s permission for any sub-contracting of work.

(9) PRICING SCHEDULE QUANTITIES

(a) The quantities in the Pricing Schedules are not to be used for ordering of materials. The successful contractor must verify the quantities required on site first, before placing the order for the materials.

(10) HUMAN RESOURCES

(a) The Contractor must ensure the skill sets of its staff. Personnel must be well trained with adequate knowledge and experience, be in possession of the relevant trade certificate, and equipped with all necessary tools and testing facilities to ensure correct and professional operation on all equipment and works to comply with this Scope of Work.

(b) The Contractor must be responsible for its staff and they must be equipped with adequate individual safety equipment and personal protective equipment when executing the task.

(c) Only Original Equipment Manufacturer certified UPS technicians are allowed to commission, service, maintain, and repair the UPS units provided under this contract. The certification must be relevant to the make and model of UPS units provided under this contract.

(d) Only Original Equipment Manufacturer certified Battery technicians are allowed to service, maintain, and repair the Battery units provided under this contract. The certification must be relevant to the make and model of Battery units provided under this contract.


(11) FIRE SUPPRESSION AND FIRE DETECTION SYSTEMS

(a) The contractor must take care during his operations not to activate and discharge the automatic fire suppression system. SITA will place the automatic fire suppression system into Manual mode during the contractor’s work on site, should he request SITA to do so. Should the contractor or his sub-contractor(s) manage to activate and discharge the automatic fire suppression system, the refill of the suppression gas / agent shall be for the contractor’s account.

(b) The contractor must take care during his operations not to activate the fire detection system and cause an alarm on the fire panel. Should the contractor or his sub-contractor(s) manage to activate the fire detection system and in the process cause an alarm on the fire panel, the callout cost for the fire detection contractor to reset the panel and the air conditioning contractor to restart the air conditioning units shall be for the contractor’s account.

(12) SITA CHANGE CONTROL

(a) The contractor must not undertake any work (during construction or maintenance) inside a distribution board or switch off any power (during construction or maintenance) on a distribution board, or work on the UPS unit, or work on the generator unit, without an approved SITA change request and window.

(b) The dates for the Change Control requests will depend on SITA suitability. A number of factors influence the Change Control request dates, and could be amongst other reasons other high impact SITA Change request work having a higher priority, SITA client approval, anticipated Grid power interruptions, and freeze periods.

(c) Low impact Change windows would typically be assigned during Sundays from 07:00.

(d) High risk or High impact Change windows would typically be assigned during Sundays from 00:01 to 06:00.

(e) It is anticipated that the scoped work can be done and completed over two Sunday’s. (If the contractor will require additional Change Control days to complete the specified works, he’ll arrange this with SITA upon contract award. The cost for additional Change Control days is deemed inclusive of the quoted price).

(13) LOSSES

(a) The contractor shall be held responsible for any losses caused to SITA due to the contractor’s or his sub contractor’s actions or absence of actions. Damages shall be recovered from outstanding money’s owed to the contractor. Where outstanding moneys are not sufficient to cover the full loss experienced by SITA, the contractor shall be invoiced for the outstanding moneys.

(b) Losses to SITA shall be determined and be assigned to the maintenance contractor where the balance of probability is more than 50% that the failure or incident was caused by the maintenance contractor’s actions or absence of action.


(c) Examples of losses caused to SITA that shall be recovered from the Contract, could include:

(i) Fire suppression system triggered by the actions of the contractor and subsequent a fruitless discharge of gas is resulted.

(ii) Work is being performed by the contractor inside the SITA Data Centre environment and intentionally or unintentionally Network cabling are damaged which causes Network Traffic loss.

(iii) Damage to SITA’s property during the execution of work.

(d) The contractor must have the required insurance cover in place within two weeks from contract commencement and of sufficient value to cover these types of incidences. SITA shall not interact with the maintenance contractor’s underwriter and shall deduct moneys directly as indicated above.

(14) SERVICE LEVEL REQUIREMENTS AND PENALTIES

(a) All Service Level time lines indicated below are relevant any time of day, any time of year, during the construction and three months warranty period.

(b) The following SLA time windows are applicable to this contract:

(i) SITA will notify the contractor telephonically that a problem is experienced with the UPS units, or new Battery banks, or Generator unit, or Main Distribution Board, or Access Control system, that was or currently in the process of being replaced or serviced under this contract, and that the contractor needs to attend to site immediately. The contractor must provide the number of his call centre, or representative that needs to be contacted for this purpose. The contractor must have a qualified UPS technician on site within 10 hours from the first telephonic call/call attempt (unless SITA agrees to an alternative response time with the contractor during the call) and repairs must start within 10 hours from the first telephonic call/call attempt (unless SITA agrees to an alternative response time with the contractor during the call). Should the call out relate to the newly replaced battery units or newly replaced UPS power modules, the contractor shall have the faulty components replaced within 72 hours from SITA’s first telephone call. The 10 hours requirement will be heavily dependent on the severity of the incident. If the incident is less severe, SITA will settle for slightly longer response times. SITA will be the judge of the incident severity. Repairs must be completed upon a mutually agreed period of time.

Should the Contractor’s response time to site exceed the specified 10 hours (or alternative duration as agreed to by SITA) a penalty to the value of 1% of the total contract value will be applied to the contractor, per incident.

Should the Contractor’s component replacement time exceed the specified 72 hours (or alternative duration as agreed to by SITA) a penalty to the value of 1% of the total contract value will be applied to the contractor, per incident.

(ii) The service pack must be provided to SITA within one week of the project completion date (unless SITA agrees to alternative timelines). A 3% penalty will


be applied for breaching this service level requirement. The total contract value will be used as base for the penalty percentage.

(iii) SITA and the contractor must agree on a project plan for the completion of the specified scope of work.

Should the Contractor be late on the completion of the scope of work as per the agreed project plan a penalty of R5000 (Excl VAT) will be applied, per day after the committed completion date.

(iv) The Change Control windows will be planned by both parties (SITA and the contractor) and practical timeslots (which must not exceed the specified maximum number of timeslots or the specified maximum duration of each timeslot) and dates be agreed to. The scope of work to be executed and completed for each of the Change Control windows will be agreed to by both SITA and the contractor. A penalty to the value of 0.5% of the total contract value will be applied per incident to the contractor should the contractor not implement the scoped work during the planned and approved Change window dates and timeslots, or should the contractor not be able to fully commission the electrical installation at the end of the planned and approved Change window dates and timeslots, or should the connected UPS load be (intentionally or unintentionally) disconnected from the UPS unit during the UPS service activities.

(c) Should the Welkom Switching centre experience a site failure upon a Grid power failure, and the root cause of the problem can be ascribed to the failure of the serviced UPS units or new Battery bank, or serviced main electrical distribution board, a penalty to the value of 3% of the total contract value will be applied to the contractor, per incident. This penalty is applicable for the duration of the project and during the three and twelve month warranty periods (respective for service and new parts).

(d) The bidder must indicate in his RFQ response which plant / work components he intends to outsource to specialist third party contractors.

(e) Penalties shall be applied at SITA’s discretion, following the breach of a Service Level Agreement. The contractor shall have the opportunity to provide a report, within seven calendar days following the incident or SITA’s notice of penalty, indicating why the contractor deem the penalty not to be applied. SITA shall take this into consideration, but SITA’s decision shall be final and shall deduct penalty values from the monthly invoices for the relevant site(s).

(15) GUARANTEE AND WARRANTIES. The Supplier warrants that:

(a) All equipment provided and services rendered under this contract are unconditionally warranted as indicated below and in the rest of the conditions of contract, from the date of full completion of the works:(i) New UPS units, new Battery banks, and associated new equipment and new

installations: a period of 12 months.(ii) All services: a period of 3 months.


(b) as at Commencement Date, it has the rights, title and interest in and to the Product or Services to deliver such Product or Services in terms of the Contract and that such rights are free from any encumbrances whatsoever;

(c) the Product is in good working order, free from Defects in material and workmanship, and substantially conforms to the Specifications, for the duration of the Warranty period;

(d) the Products is maintained during its Warranty Period at no expense to SITA;

(e) the Product possesses all material functions and features required for SITA’s Operational Requirements;

(f) the Product remains connected or Service is continued during the term of the Contract;

(g) all third-party warranties that the Supplier receives in connection with the Products including the corresponding software and the benefits of all such warranties are ceded to SITA without reducing or limiting the Supplier’s obligations under the Contract;

(h) no actions, suits, or proceedings, pending or threatened against it or any of its third party suppliers or sub-contractors that have a material adverse effect on the Supplier’s ability to fulfil its obligations under the Contract exist;

(i) SITA is notified immediately if it becomes aware of any action, suit, or proceeding, pending or threatened to have a material adverse effect on the Supplier’s ability to fulfil the obligations under the Contract;

(j) any Product sold to SITA after the Commencement Date of the Contract remains free from any lien, pledge, encumbrance or security interest;

(k) SITA’s use of the Product and Manuals supplied in connection with the Contract does not infringe any Intellectual Property Rights of any third party;

(l) the information disclosed to SITA does not contain any trade secrets of any third party, unless disclosure is permitted by such third party;

(m) it is financially capable of fulfilling all requirements of the Contract and that the Supplier is a validly organized entity that has the authority to enter into the Contract;

(n) it is not prohibited by any loan, contract, financing arrangement, trade covenant, or similar restriction from entering into the Contract;

(o) the prices, charges and fees to SITA as contained in the Contract are at least as favourable as those offered by the Supplier to any of its other customers that are of the same or similar standing and situation as SITA; and

(p) any misrepresentation by the Supplier amounts to a breach of Contract.

(16) AS BUILT RECORDS

(a) SITA has no As Built records available of the existing plant that forms part of this contract.


(17) FINANCIALS

(a) Should SITA not be satisfied with the quality of the work performed by the contractor, SITA has the right to reject the work. The Contractor must then redo the work to SITA’s satisfaction at his own cost. No invoices for work under this contract must be submitted to SITA without a QA acceptance, and Certificate of Compliance (where applicable) for the work done. No invoices shall be processed by SITA without a QA acceptance.

(18) PERFORMANCE MANAGEMENT MEETINGS

(a) The contractor must meet with SITA at least once per month during the contract period, during which the progress of the contract and issues under this contract must be discussed.

(b) The reports under discussion must be released to SITA at least four business days in advance.

(19) OCCUPATIONAL HEALTH AND SAFETY

(a) The contractor must provide within one month of contract commencement all his technical staff used on the SITA contract’s Occupational Health and Safety Training Certificates.

(b) The contractor must provide within one week of contract commencement the details of his occupational health and safety representative for this contract.

(c) The contractor must submit a Health and Safety plan to SITA covering the full scope of work under this document for approval within three weeks after signature of the contract. Any changes and or improvements as requested by SITA must be resubmitted within two weeks.

(d) A document and agreement as described under Section 37.2 of the Occupational Health and Safety Act must be signed with SITA within two weeks after signature of the contract.

(e) The safety of SITA personnel and visitors to SITA premises must be placed first, at all times and great care must be taken not to damage any infrastructure or equipment.

(20) RATE OF EXCHANGE CONDITIONS

(a) SITA reserves the right to use the prevailing exchange rate as at the time of the procurement of the goods. The parties agree that, at the time of the order, the Service Provider will procure an agreed forward exchange contract for the foreign content of the applicable order. Suppliers are expected to take forward cover to cover the foreign exchange risk upon receipt of the order by SITA.

(b) The Parties agree that the Standard Bank e-Market trader spot rate of the day will be applicable at the time of issuing the order.


(c) Price exchanges due to the fluctuation in the foreign exchange rates will only be applicable to items that are imported from a foreign country. The specific items need to be stipulated/itemized by the supplier.

(d) There will be no margins charged relating to the change in price due to the change in foreign exchange.

(e) Inflationary adjustments will not be applicable to items linked to foreign exchange movements.

(f) Items linked to foreign exchange movements will be linked to the country to which the foreign exchange currency applies.

(21) PROJECT PLAN

(a) The contractor must submit a project plan to SITA within two weeks of the date of the Purchase Order for this scope of work. The contractor must familiarize itself with the operational conditions of the various sites first (in terms of when, what work may be done) and with the practical execution of the scope of work, before the project plan is submitted to SITA.

8.3. DECLARATION OF ACCEPTANCEACCEPT ALL DO NOT ACCEPT

ALL(1) The bidder declares to ACCEPT ALL the Special Condition of

Contract as specified in section 8.2 above by indicating with an “X” in the “ACCEPT ALL” column, OR

(2) The bidder declares to NOT ACCEPT ALL the Special Conditions of Contract as specified in section 8.2 above by -

(a) Indicating with an “X” in the “DO NOT ACCEPT ALL” column, and;

(b) Provide reason and proposal for each of the conditions that is not accepted.

Comments by bidder:Provide reason and proposal for each of the conditions not accepted as per the format:Condition Reference:Reason:Proposal:


ANNEX A.4: COSTING AND PRICING

QUALIFICATION NOTICE

To safeguard the integrity of the bidding process, the technical and financial proposals should be submitted in separate sealed envelopes, as per “National

Treasury: Supply Chain Management a guide for Accounting Officers / Authorities, 2004”, section 5.9.4; therefore

All bid Pricing Schedules, as indicated in section 9 COSTING AND PRICING, must be

submitted in a SEPARATE SEALED ENVELOPE, failing which the bid WILL BE DISQUALIFIED.


9. COSTING AND PRICING

9.1. COSTING AND PRICING EVALUATION

(1) ALL PRICING SCHEDULES MUST BE SUBMITTED IN A SEPARATE SEALED ENVELOPE, failing which the BID will be DISQUALIFIED.

(2) In terms of Preferential Procurement Policy Framework Act (PPPFA), the following preference point system is applicable to all Bids:

(a) the 80/20 system (80% Price, 20% B-BBEE) for requirements with a Rand value of up to R1 000 000 (all applicable taxes included); or

(b) the 90/10 system (90% Price and 10% B-BBEE) for requirements with a Rand value above R1 000 000 (all applicable taxes included).

(3) This bid will be evaluated using the PPPFA preferential points scoring system of 90/10.

(4) The bidder must complete the declaration of acceptance as per section below by marking with an “X” either “ACCEPT ALL”, or “DO NOT ACCEPT ALL”, failing which the declaration will be regarded as “DO NOT ACCEPT ALL” and the bid will be disqualified.

(5) Bidder will be bound by the following general costing and pricing conditions and SITA reserves the right to negotiate the conditions or automatically disqualify the bidder for not accepting these conditions. These conditions will form part of the Contract between SITA and the bidder. However, SITA reserves the right to include or waive the condition in the Contract.

(6) The quantities in the Pricing Schedules are not to be used for ordering of materials. The successful contractor must verify the quantities required on site first, before placing the order for the materials.

9.2. COSTING AND PRICING CONDITIONS

(1) The bidder must submit the Pricing Schedule(s) as prescribed in section 9.4 as well as the relevant enclosed Standard Bidding Document SBD 3.1, 3.2 or 3.3.

(2) SOUTH AFRICAN PRICING. The total price must be VAT inclusive and be quoted in South African Rand (ZAR).

(3) TOTAL PRICE

(a) All quoted prices are the total price for the entire scope of required services and deliverables to be provided by the bidder.

(b) The cost of delivery, labour, S&T, overtime, etc. must be included in this bid.

(c) All additional costs must be clearly specified.

(4) BID EXCHANGE RATE CONDITIONS. The bidders must use the exchange rate provided below to enable SITA to compare the prices provided by using the same exchange rate:

Foreign currency South African Rand (ZAR) exchange rate 1 US Dollar1 Euro1 Pound


9.3. DECLARATION OF ACCEPTANCEACCEPT ALL DO NOT ACCEPT

ALL(1) The bidder declares to ACCEPT ALL the Costing and Pricing

conditions as specified in section 9.2 above by indicating with an “X” in the “ACCEPT ALL” column, or

(2) The bidder declares to NOT ACCEPT ALL the Costing and Pricing Conditions as specified in section 9.2 above by -

(a) Indicating with an “X” in the “DO NOT ACCEPT ALL” column, and;

(b) Provide reason and proposal for each of the condition not accepted.

Comments by bidder:Provide the condition reference, the reasons for not accepting the condition.


9.4. BID PRICING SCHEDULE

Note:a) Bidder must complete the pricing as per table below (or as per the attached spread sheet if applicable).

b) Line Prices are all VAT EXCLUDING, and TOTAL PRICE is VAT INCLUSIVE

(1) FIXED SCOPE ITEMS

Item No

Description Unit Quantity Unit Rate(ZAR)

(VAT excl.)

Total Cost(ZAR)

(VAT excl.)1. Major service to two UPS units (as specified in Bid Contractual Terms/Conditions

Requirements).Sum 1

2. Battery replacement on UPS #1 (as specified in Bid Contractual Terms/Conditions Requirement). Sum 1

3. UPS Repairs on UPS #1 (as specified in Bid Contractual Terms/Conditions Requirements). Sum 1

4. Repair or Replacement Quotations for the UPS systems (as specified in Bid Contractual Terms/Conditions Requirements).

Sum 1

5. Investigation and quotation for the repairs to the existing Access Control system, (as specified in Bid Contractual Terms/Conditions Requirements).

Sum 1

6. Major service of the one Generator unit (as specified in Bid Contractual Terms/Conditions Requirements).

Sum 1

7. Service of the one Electrical Distribution Board (as specified in Bid Contractual Terms/Conditions Requirements).

Sum 1


8. Service Pack Documentation (as specified in Bid Contractual Terms/Conditions Requirements). Sum 1

9. Service Level Agreement and Warranty (as specified in Bid Contractual Terms/Conditions Requirements).This item will be paid upon completion of the 3 months Service Level Agreement and Warranty period.

Sum 1

10. Any cost the bidder wants to include to cover items or requirements as specified in this technical requirement, but not allowed for in the above costing items.(Details to be provided in the RFB submission).

Sum 1

11. SUBTOTAL – FIXED SCOPE ITEMS (VAT Excl.)


(2) REPAIR WORKS

Item No

Description Unit Estimated

Quantity

Unit Rate(ZAR)

(VAT excl.)

Total Cost(ZAR)

(VAT excl.)12. Repair works

12.1 Labour – technical team (technician and assistant) during normal hours (08:00 to 17:00). This rate will be applicable from time of arrival to site, up to time of leaving the site.

Unit rate per hour 60 hours

12.2 Labour – technical team (technician and assistant) during afterhours (Weekdays 17:00 to 08:00 and Saturdays 00:00 to 23:59). This rate will be applicable from time of arrival to site, up to time of leaving the site.


12.3 Labour – technical team (technician and assistant) during afterhours (Sundays 00:00 to 23:59). This rate will be applicable from time of arrival to site, up to time of leaving the site.


12.4 Call out fee.This rate will be applicable from time of SITA call out, up to time of arrival on the site, and time of leaving the site up to arrival back at the contractor’s office.

Each 15 Incidents

12.5 Markup on material to be purchased. Unit rate - % on top of lowest material

quote

200 000 %

13. SUBTOTAL – REPAIR WORKS (VAT Excl.)

(3) SUMMARY OF PRICING SCHEDULES

No Product/Service description Total Cost(ZAR)

14. Cost as brought forward from Pricing Schedule 1: FIXED SCOPE ITEMS

15. Cost as brought forward from Pricing Schedule 2: REPAIR WORKS


16. SUBTOTAL (VAT Excl.)

17. VAT (14%)

18. SUBTOTAL (VAT Incl.)

19. BID TOTAL (VAT Incl.)


ANNEX A.5: ABBREVIATIONS

A - AmpCOC - Certificate of ComplianceICT - Information and Communication TechnologykA - kilo-ampkV - kilo-voltkVA - kilo-volt-ampkW - kilo-wattm - meterm² - square meterm³ - cubic metermA - milli-ampmccb - moulded case circuit breakerPILCDSTA - Paper insulated lead covered double steel tape armouredPILCDSWA - Paper insulated lead covered double steel wire armouredPILCSTA - Paper insulated lead covered steel tape armouredPILCSWA - Paper insulated lead covered steel wire armouredPPPFA - Preferential Procurement Policy Framework ActPVC - Polyvinyl chloridesq.mm. - square millimeterSWA - Steel wire armouredV - voltW - wattXLPE - Three dimensional 'cross linked' polyethylene


ANNEX A.6: SITE PHOTOS

Figure 1 – UPS #2 on site – APC Symmetra


Figure 2 - UPS System details


Figure 3 - UPS Power System Supply


Figure 4 - UPS Battery details


Figure 5 – UPS #2 Battery Bank


Figure 6 – Electrical Distribution Board


Figure 7 – Existing Access Control (Keypad on Safe and Protected sides)


Figure 8 - Existing Generator unit


Figure 9 - Existing Generator Batteries


Figure 10 - Generator Controller


ANNEX A.7: BIDDER SUBSTANTIATING EVIDENCE

This section is reserved for the bidder to provide information related to the substantiating evidence or comments in the format as required by the bid specification (e.g. text, graphical representation, diagrams, statistical reports, lists, reference letters, copies of product of solution documentation, certificates, licences, memberships, etc.).

Note: The evidence provided in this section will be used by the bid evaluation committee to evaluate the bid. Therefore, each piece of substantiating evidence must be cross referenced to requirements specification section.


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