INVITATION TO TENDER - Debswana

Classification: Public

Debswana Corporate Centre

Plot 64288, Airport Road, Block 8 | P.O. Box 329 Gaborone Botswana T: +267 361 4200 | F: +267 3952941

www.debswana.com

INVITATION TO TENDER

Suitably qualified, experienced and fully registered Botswana based entities are hereby invited to tender

for the following services to Debswana Diamond Company (Pty) Ltd:

No. RFP No. Description Ownership

01. TBA Provision of Conveyor Maintenance Services at Jwaneng

Plants for Debswana

Botswana based

To participate in the RFP, prospective bidders are required to pay a non-refundable fee of P1,120.00

(inclusive of VAT) and send proof of payment by email to [email protected] indicating their interest

to participate in the RFP. Bidders will then be invited to participate through SAP Ariba platform (see

instructions below on how to register on SAP Ariba). The deadline for paying for the RFP and registering

interest to participate is 08 December 2020.

Note: Prospective bidders who have not paid for the RFP and registered interest to participate before the

deadline will not be invited to participate in the RFP.

Payment shall be made to;

Bank Name: Stanbic Bank:

Account Name: Debswana Shared Services

Account Number: 906 000 129 5085

Branch: Fairgrounds

1.0 BRIEF

Suitably qualified and experienced service providers are invited to submit proposal for provision of Conveyor Systems Maintenance services for various plants at Jwaneng mine for a contract period of 3

years.

Below are the lots (per plant) available for bidders to bid on:

i. Lot 01: Modular Treatment Plant

ii. Lot 02: Recrush Plant

iii. Lot 03: Jwaneng Modular Plant

iv. Lot 04: Red Area Plant

Note: Bidders are notified that the tender is divided into four (4) separate lots as above and bidders may

bid for either one or more of the lots. Each lot shall be evaluated and awarded separately as one contract.

Where a bidder is successful in more than one lot, the company may decide, in its entirety, to enter into

one consolidated contract (i.e. more than one lot per contract) with the successful bidder.

Summary of Scope of Services:

(a) Total Conveyor Belt Solution - i.e. installation and replacement activities for conveyor belts using

own resources (rigging, fitting, boiler making, belt splicers, tools, equipment, lifting appliances, belt

mailto:[email protected]



www.debswana.com

installation equipment, t-clamps, slings, shackles, scrapers and belt cleaning, pulleys,

counterweight systems, transfer chutes (conveyor to conveyor), impact stations, etc.)

(b) Supply all resources required in the execution of the contract. The full and detailed organogram of

Contractor Personnel onsite shall be as submitted by the Contractor and approved by Debswana.

(c) Supply all consumables and spares required in the maintenance of the conveyor systems at

agreed contract prices.

(d) Provide continuous operational support in accordance with Jwaneng Mine’s standby and call out

procedure, and continuous operations shift coverage requirements.

(e) Daily inspection of the conveyor belts, splices, rollers, scrapers and associated units (total conveyor

system) for condition and wear. Maintenance job tickets should be submitted to Maintenance

Foreman: Conveyors on a weekly basis.

(f) Install units and associated conveyor spares as required in order to continuously optimise

performance, reliability and availability.

(g) Carrying out the necessary replacement of belts and spares without compromising on conveyor

belting integrity, life and scraper cleaning effectiveness.

The detailed scope of services including the list of products to be supplied is available for download at

(http://www.debswana.com/Supply-Chain/Pages/Current-Public-Tenders.aspx). Prospective bidders are

urged to familiarise themselves with the extent of the scope before paying to participate in the RFP.

2.0 SITE VISIT:

Prospective bidders are required to attend a Compulsory site visit in order to familiarize themselves with

the site, the scope of works and the conditions under which the works are to be executed. The site visit

will be held on 10th & 11th of December 2020 (Thursday and Friday) from 08:00hrs in Jwaneng. Details of

the site visit (including security clearance requirements and COVID-19 compliance requirements) will be

shared with bidders who have registered to participate in the RFP prior to the dates of the site visits.

Prospective bidders are required to ensure completion of the required entry permit application process and COVID-19 compliance requirements, then arrange their own transport, meals and accommodation.

Prior Security Clearance is a pre-requisite to entering all the Mines and application for clearance should

be lodged at least 48hrs before the site visit date and details should be directed to

[email protected]

TENDERING ON ARIBA

Debswana has adopted SAP Ariba – an online bidding and supplier management solution for all its

tendering and supplier registration requirements. Bidders who wish to participate in this tender will need

to log onto SAP Ariba.

Tenderers will have to complete the following steps in the Debswana SAP Ariba platform:

Part 1: Registering as a vendor on SAP Ariba

To participate in any event on SAP Ariba, a supplier will need to be registered on SAP Ariba and have a

valid SAP Ariba Network Supplier account and profile by following the steps below:

1. Go to Debswana SAP Ariba self-registration page:

(https://s1-eu.ariba.com/Sourcing/Main/ad/selfRegistration/?realm=debswana)

2. Initiate Account Registration

3. Complete account registration

4. Once you have a SAP Ariba Network Supplier Account and access credentials, proceed as per

Part 2 below:

Part 2: Indicating Interest to Participate in the RFP (for Ariba Registered Suppliers)

1. Send proof of payment to [email protected]

2. Debswana will invite you to participate in the RFP and you will receive an email from SAP Ariba

with a link to the RFP

http://www.debswana.com/Supply-Chain/Pages/Current-Public-Tenders.aspx

mailto:to%[email protected]

mailto:to%[email protected]

https://s1-eu.ariba.com/Sourcing/Main/ad/selfRegistration/?realm=debswana




www.debswana.com

Submission

Bidders are required to submit their respective bids on or before the 08th of January 2021 at 16:00hrs

through the Debswana SAP Ariba platform as per the instructions to be provided in the RFP.

Offline proposals and proposals received via telephone, telex, email or facsimile will not be considered.

Debswana reserves the right to accept or reject any tender and does not bind itself to accept the lowest

or any portion of any tender.

Any enquiries please contact L. Matebesi at [email protected]

This tender notice can also be viewed at: http://www.debswana.com/Supply-Chain/Pages/Current-

Public-Tenders.aspx




Classification: Confidential

Scope of Services – Conveyor Systems Maintenance Page 1 of 37

Scope of Services for: ©

Conveyor Systems Maintenance Services at Main Treatment

Plant and Recrush Plant at Jwaneng mine

December 2020



Contents: Page

1. Introduction 4

2. Scope of Contract 4

2.1 In Scope 4

2.2 Out of Scope 6

2.3 Assumptions 6

2.4 Constraints 7

3. Obligations of the Parties 7

3.1 Debswana Obligations 7

3.2 Contractor’s Obligations 8

3.3 Mutual Obligations 9

4. Relationship and Communication Management 10

4.1 Contract Operations Manager 10

4.2 Replacement of Contract Managers 10

4.3 Delegates 10

4.4 Monthly Mine Steering Committee meetings 10

4.5 Mine Steercom Agenda 10

4.6 Executive Steering Committee 11

4.7 Meeting Records 11

4.8 Books and records 11

5. Quality & Workmanship 11

5.1 Contractor's Warranty 11

5.2 Quality Assurance 12

5.3 Purpose of Quality Assurance 12

5.4 Changes to Quality Assurance System 12

6. Contract Availability Performance 13

6.1 Contract Availability 13

6.2 Calculation of Contractual Availability 13

6.3 Monthly Reconciliation 14

6.4 Unreconciled Periods 15

6.5 Performance Incentive / Rebate Mechanism 15

6.6 Schedules: 15

Schedule 1 – Steering Committees 16

Schedule 2 – Incentive Mechanism 17

Schedule 3 – Escalation Mechanism 19

Schedule 4 – Meeting Agenda Items 20

1. Executive Steering Committee 20

2. Mine Steering Committee 20

Schedule 5 – Major Components Replacements 21

Schedule 6 – Time Usage Model 22



7. LIST OF ANNEXURES 23

1. List of Conveyors 25

2. Responsibility Matrix 28

3. Contractor’s Site Organogram 34

4. Key Perfromance Indicators 35

5. Battery Limits 36



1. Introduction

Debswana Diamond Company – Jwaneng Mine has been running an out-sourced Total Conveyor

Solution contract since 2012. This has resulted in an overall improved conveyor system availability and reliability.

The purpose of this request is to get proposals from competent contractors to offer conveyor

maintenance services that will ensure continued improvement of availability and reliability of the conveyor system for the Modular Treatment Plant (MTP) and Recrush Plant (RP) at Jwaneng mine.

2. Scope of Contract

2.1 In Scope

(a) The initiative shall cover the Main Treatment Plant (MTP) and Re-crush Plant (RP)

(b) Total Conveyor Belt Solution - i.e. installation and replacement activities for conveyor belts

using own resources (rigging, fitting, boiler making, belt splicers, tools, equipment, lifting

appliances, belt installation equipment, t-clamps, slings, shackles, scrapers and belt cleaning,

pulleys, counterweight systems, transfer chutes (conveyor to conveyor), impact stations, etc.)

(c) The contractor shall provide continuous operational support in accordance with Jwaneng

Mine’s standby and call out procedure, and continuous operations shift coverage

requirements.

(d) Daily inspection of the conveyor belts, splices, rollers, scrapers and associated units (total

conveyor system) for condition and wear. Maintenance job tickets should be submitted to

Maintenance Foreman: Conveyors on a weekly basis.

(e) Standardisation of conveyor rollers and support frames as per Debswana specification DS

373001: Belt conveyor idlers & rollers, drawings and schedules as provided. For special

requirements, the appointed Maintenance Engineer: MARC and Services shall advise the

contractor regarding the types and sizes of rollers and other associated units to be used on

the conveyor system. This shall include rollers for weightometers.

(f) Install units and associated conveyor spares as required in order to continuously optimise

performance, reliability and availability.

(g) Carrying out the necessary replacement of belts and spares without compromising on

conveyor belting integrity, life and scraper cleaning effectiveness.

(h) Undertake maintenance activities including lubricating of bearings and drives consistent with

Debswana site/operational specific maintenance plans to meet the set plant availability.

Debswana to provide Jwaneng annual maintenance plan to the Contractor with the

understanding that the maintenance plan is for planning purposes only and may change



(i) Inspection and maintenance of skirting and skirting plates, Drive Trains, Scraper System,

Impact Pans & Idlers, transfer chutes, take-up systems mechanisms.

(j) Maintenance and replacement of all equipment safe guarding associated with conveyor

system. Equipment guards shall be maintained in line with Debswana Standard and Fatal

Risk Control Standard 5 – Equipment Safeguarding.

(k) The contractor shall be responsible for minor modifications or fabrication work. These shall be

accompanied by a scope change form/job sheet and shall be up to Debswana/OEM

standards and approved as per Management of Change Policy and Procedure.

(l) The contractor shall carry out scraper and plough maintenance services (scraper installation

and maintenance). For test purposes the appointed Maintenance Engineer can specify which

scrapers to purchase. The contractor shall be responsible for installation and both teams

shall be responsible for monitoring performance.

(m) The contractor shall carry out conveyor belt cold, hot and mechanical splicing services, re: belt

positioning on site for replacement, belt pull in and pull out activities, belt slack adjustment,

clamping for splicing, all rigging, boiler making, fitting, and related activities; to enable optimal

plant operations.

(n) The contractor shall supply conveyor hot splicing, cold splicing and mechanical splicing

equipment, rigging equipment, splicing glues, gum rubbers, cover rubbers, and all materials

that shall be required to carry out conveyor joint splicing.

(o) The contractor shall carry out conveyor belt condition monitoring services (wear and thickness

check, splice condition, etc.) using appropriate technology and in alignment with Debswana

systems

(p) The contractor shall carry out conveyor belt drives alignment services (laser & DTI methods)

on conveyor drive motors, gearboxes, fluid & mechanical couplings and associated guarding.

(q) The contractor shall install gearboxes, fluid drives, coupling and motors for the conveyor

system. Debswana shall connect and energise motors at time of installation.

(r) The contractor shall carry out conveyor belt walkway and structural housekeeping services i.e.

ensuring that walkways and structures are clean and clear of obstructions and material build-

up.

(s) Responsible for structural maintenance of walkways, handrails, kick plates and stair treads

(t) The contractor shall inspect the conveyor structures and report weekly to the Maintenance

Engineer.

(u) The contractor shall be required to operate, maintain and provide safe custody, of three no.

Debswana supplied hot splicing machines. The machines are capable of splicing belts from

1050 mm wide to 2100mm wide. Any excess capacity shall be hired by contractor with

approval from Debswana.



(v) Development of a components replacement strategy to minimise wastage. The strategy to

align with Jwaneng Mine change out plan and schedule and define critical components and

life cycle costing. The contractor should submit a component change out sheet (Including Job

Ticket) to Maintenance Planner: Long Term Planning as soon as replacement has occurred.

(w) The contractor shall operate a Vendor Managed Inventory system for all conveyor spares

inventory including bearings and accessories, fluid couplings, rigid couplings, chute liners,

skirts, scrapers, ploughs, rollers, skirting, frames, belt alignment rollers and frames, impact

rubber rollers, impact stations/beds, scrapers, associated fasteners and other consumables.

The contractor and Debswana shall monthly do a joint inspection on the inventory held by

Debswana to review the Debswana inventory list. (e.g. conveyor belts , gearboxes, etc.)

(x) The contractor shall supply a 50 ton crane and operator for loading and offloading spares and

equipment. The crane shall be available for Debswana use whenever it is not in use by

contractor.

(y) The contractor shall familiarise itself with Debswana waste handling and disposal procedures

and shall be responsible for all waste it generates in the course of providing the service,

including used conveyor belts (in line with the Responsibility Matrix: Annexure 2). The

contractor shall submit a waste management plan for approval by Debswana.

(z) All Spillage cleaning under and around conveyor belts shall be the contractor’s responsibility

as per MQWMA regulations 339,344

(aa) The contractor shall provide transport for his employees as per Debswana Site Rules and

Regulations

2.2 Out of Scope

(a) All electrical and instrumentation maintenance including motors. The contractor will only

install motors.

(b) Pulley lagging application shall be the responsibility of Debswana though inspection will be by

the Contractor.

(c) Debswana shall provide office space and network points for the telephone (internal use only –

external telephone requirements shall be at the contractor’s cost and responsibility to

organise accordingly) and internet connectivity for the site manager in the “Blue Area”.

(d) Debswana shall provide a workshop and suitable storage area for all materials and

equipment for the contractor within the blue area.

2.3 Assumptions

(a) Lubricants, conveyor belts, motors, gearboxes and pulleys shall remain free issue by

Debswana. (Oxygen, acetylene and steel plates)



(b) Debswana shall provide forecast usage values based on historical data of the commodities

mentioned in (a) above for the last three years and total installation and design data. (for

lifecycle planning)

(c) The contractor shall be able to establish site utilising resources with relevant skills and

competencies.

2.4 Constraints

(a) The services shall be carried out in a continuous mining operation environment; the

contractor is to understand and appreciate the associated limitations and take these into

cognisance when planning and executing the requirements of the contracts.

(b) Contractors to note that the mine follows a maintenance schedule dictated by the current

strategic business plan and this is subject to review and change from time to time.

(c) Owing to the current COVID-19 pandemic, the contract is required to observe and comply will

all relevant legislation and policies relating to the pandemic.

3. Obligations of the Parties

3.1 Debswana Obligations

Debswana shall during the Term of this Agreement:

(a) Provide appropriate Storage and Engineering Workshop facilities in the Blue Area.

(b) Use the Conveyor Belt System in conformity with the specifications as per standards adopted

by Debswana. ??

(c) Report all Conveyor Belt System breakdowns (business disruption) to the Contractor without

delay and shall operate the Conveyor Belt System only after the Contractor has booked the

Conveyor Belt System on again. The Conveyor Belt System will be considered down for repair

from the moment when the Contractor has been notified of the Conveyor Belt System

becoming broken down or unfit for use.

(d) Provide the Contractor with all information concerning the Conveyor Belt System and make all

relevant documentation available as required.

(e) Avail Conveyor Belt System for service at the scheduled intervals as per maintenance

schedule and where it is impossible for Debswana to have a service carried out on the

scheduled date, Debswana shall inform the Contractor accordingly and reschedule the

service.

(f) Reporting:

Within 10 days of the end of each production month, Debswana shall provide to the Contractor:

(i) details of any Conveyor Belt System failures that have occurred in that month; and

(ii) access to monitoring system data (condition monitoring).

(g) Asset Management Data:



Debswana shall put the necessary structures in place to enable the contractor to use SAP PM

module to drive and record all maintenance activities on conveyor systems. The SAP

structures include but are not limited to:

i. SAP access for the contractor planner(s), store controller(s) and data capturer(s)

ii. Loading of the contractor resources to enable Contractor to use SAP to allocate and

schedule work

iii. Create a store for Contractor Vendor Managed Inventory ***

iv. Be responsible for all meta-data updates regarding the contracted conveyor system

v. Assist Contractor to set-up inventory data so that consignment store can operate

correctly

vi. Provide training to Contractor on Debswana Work Management Process

vii. Debswana engineering (specifically Electrical and A&I) shall use SAP alongside

Contractor to manage and record all maintenance activities

(h) Ensure the completion process for major component changes in line with Schedule 5 of this

Agreement.

(i) Debswana to provide belt pulling equipment (e.g. dozers)

(j) Provide 3 hot splicing machines capable of splicing belts with width ranging from 1050mm to

2100mm. (to check? – Makhila to confirm)

(k) Debswana shall pay for stock drawn at agreed contract prices.

3.2 Contractor’s Obligations

The Contractor warrants that it shall:

(a) Maintain and Service the Conveyor Belt Systems per the agreed OEM specifications and

Debswana standards;

(b) Execute with due diligence the scope of work specified in clause 2.0 of the scope

(c) Comply at all times with all SHE Requirements, Government regulations, By-Laws and all other

legal requirements within the Republic of Botswana;

(d) Supply all resources required in the execution of the contract. The full and detailed

organogram of Contractor Personnel onsite shall be as submitted by the Contractor and

approved by Debswana.

(e) Consumables and other materials used on the Conveyor Belt System must meet the OEM

specifications or the specifications mutually agreed in writing between Debswana and the

Contractor.

(f) Asset Management Data:

Contractor shall capture and manage all maintenance and inventory data in SAP:

i. Use SAP to record and manage all inventory, including the consignment stock view



ii. Use SAP to record and manage all maintenance activities, both predictive and

maintenance activities

iii. Adhere to Debswana Work Management Process

iv. Provide all required data to Debswana to enable the updating of SAP meta-data in

regard to conveyor systems in the event of modifications, extensions, etc.

(g) The contractor is responsible for all spillage around the conveyors

(h) The contractor shall be responsible for removal of vegetation (trees, grass, etc.) around the

conveyor systems

3.3 Mutual Obligations

(a) The Parties acknowledge that achieving of the foregoing is dependent on a mutual sharing of

responsibility relating to all issues, which impact on the Supply, Installation, Inspection,

Maintenance and Disposal Services.

(b) The parties undertake to exhibit utmost good faith to the other and co-operate and

compromise where necessary to give effect to the import and intent of this contract



4. Relationship and Communication Management

4.1 Contract Operations Manager

Each Party shall advise by written notice to the other Party, the name and contact details of a suitably

qualified and competent individual appointed to perform the role of Contract Operations Manager under this Agreement, who is:

(a) a full time equivalent employee of the Party; and

(b) appointed to perform the following duties:

(i) manage this Agreement on behalf of the Party;

(ii) manage the ongoing communication and relationship between the Parties and act as the central point of contact for the other Party;

(iii) facilitate resolution of Disputes or escalate Disputes in accordance with the dispute resolution process

(iv) attend meetings of the Monthly Steering Committee Meetings

4.2 Replacement of Contract Managers

A Party may replace their Contract Operations Manager appointed under clause 4.1 with another suitably qualified and competent person, by giving written notice to the other Party.

4.3 Delegation

A Contract Operations Manager may delegate to another person (Delegate) any of its powers, duties, discretions and authorities provided that:

(a) the Contract Operations Manager provides prior notice to the other Party's Contract

Operations Manager of the name of the Delegate and details of the powers, duties,

discretions and authorities delegated to the Delegate;

(b) the appointment of a Delegate does not prevent the appointing Contract Operations Manager

from exercising any powers, discretions or authorities or undertaking any duties;

(c) a Delegate shall not further delegate any powers, duties, discretions and authorities

delegated by the Contract Operations Manager; and

(d) the Contract Operations Manager may terminate a Delegate's appointment at any time and

must give the other Party's Contract Operations Manager notice of the termination.

4.4 Monthly Mine Steering Committee meetings

As soon as practicable after the end of each month during the Term of the contract, the Debswana

Contract Operations Manager shall convene a meeting of the Mine Steering Committee (Mine

Steercom) that may also be attended by such other operational level staff representing Debswana

and the Contractor as are necessary to ensure that all issues relating to this Agreement are thoroughly understood and discussed.

4.5 Mine Steercom Agenda

At each Mine Steercom Meeting:

(a) the participants must discuss overall Conveyor Belt System performance, including Contract

Availability, MTBF, Headfeed delays and compliance to Work Management KPIs

(b) Safety Performance including incidents occurring at the Site and their implications for this

Agreement;



(c) specific technical issues arising in connection with the Conveyor Belt System or conditions at

the Site;

(d) Contract financial status, including payments and debtors; and

(e) issues to be raised and forwarded to the quarterly Steering Committee Meeting including

escalations, disputes, compliments, assurance, etc.

(f) Any other issues pertinent to the contract

4.6 Executive Steering Committee

The Parties must procure that a meeting of the Executive Steering Committee is held at least once

every 3 months during the Term (Steering Committee Meeting), to discuss issues under this Agreement including:

(a) Safety Performance, including incidents occurring at the Site and their implications for this

Agreement;

(b) trends in performance against agreed KPIs (Annexure 5);

(c) a review of the operation of this Agreement;

(d) Address issues escalated by the monthly steering committee

(e) suggested amendments to the terms of this Agreement; and

(f) without limiting the foregoing, the items listed in Schedule 4.

4.7 Meeting Records

At or as soon as practicable after each Mine Steercom Meeting and Executive Steering Committee Meeting, the Contract Operations Managers must sign-off and each keep a copy of:

(a) minutes of the relevant meeting; and

(b) Parties to alternate in chairing the monthly steercoms and keeping minutes of the meetings

(c) Debswana shall chair the quarterly steercoms and alternate with the contractor COM for

keeping minutes of the steercom meetings

(d) a detailed report of performance against contract KPIs

4.8 Books and records

For the purposes of ensuring full and open discussions at Mine Steercom Meetings, the Contractor must:

(a) maintain full and accurate books, records and accounts (including electronic records,

correspondence, instructions, plans, drawings, receipts and invoices) (Verification Accounts)

of:

(i) Fixed Cost Amounts claimed by or paid to the Contractor in relation to Installation,

Inspection, Maintenance and Disposal Services provided by the Contractor; and

(b) on receipt of a reasonable request from Debswana Contract Operations Manager, permit

Debswana to audit the Contractor's Verification Accounts at any time:

(i) during the Term; or



(ii) the period of two years after the Expiry Date or the date of termination of this

Agreement (whichever is earlier).

5. Quality of Workmanship

5.1 Contractor's warranty

The Contractor warrants that:

(a) it will at all times be suitably qualified and experienced to perform the Maintenance Services

during the Term;

(b) all labour, supervisory and other personnel supplied for the performance of the Maintenance

Services will be employees or contractors of the Contractor or a Subcontractor, including

during periods when those personnel may be under the direction and supervision of

Debswana; and

(c) the Contractor, and all Contractor's Personnel, will perform the Maintenance Services in

accordance with:

(i) the Agreement;

(ii) best practice standards of diligence, skill, care and efficiency to be expected of a

competent contractor performing services of a similar nature to the Maintenance

Services; and

(iii) all the requirements of Government Consents, Relevant Law affecting or applicable to

the performance of the Maintenance Services and Applicable Codes and Standards.

(d) Debswana has the right to request proof and or test contractor employees for required skills

and competencies and request the contractor to substitute or replace employees deemed to

have inadequate skills and competencies.

5.2 Quality assurance

The Contractor must:

(a) implement a quality assurance system covering all phases of the Maintenance Services that

shall be signed-off by Debswana Contract Operations Manager;

(b) ensure that all Subcontractors have and implement quality assurance programs and systems

of a standard equivalent to the Contractor's quality assurance system; and

(c) allow Debswana access to the Contractor's quality assurance system and those of its

Subcontractors for the purposes of quality monitoring and auditing.

5.3 Purpose of Quality Assurance

The Contractor's Quality Assurance System must be used only as an aid to achieving compliance with

the Agreement and documenting that compliance, and does not relieve the Contractor of its obligation to comply with the Agreement.

5.4 Changes to Quality Assurance System

Changes to the Contractor's Quality Assurance System that:



(a) may have implications for personal health and safety at the Site or may be incompatible to

provisions of clause 5; or

(b) affect the manner in which the Maintenance Services are to be performed under the

Agreement,

must not be implemented unless Debswana has been given 14 days prior notice of the proposed

change. Debswana reserves the right to reject any proposed change to the Contractor's Quality Assurance System.

The Contractor is not entitled to a variation, an extension of time or any compensation as a result of Debswana rejection of a proposed change to the Contractor's Quality Assurance System.

With respect to those changes to the Contractor's Quality Assurance System that do not fall within

paragraphs (a) or (b) above, the Contractor must give notice of those changes within 28 days of the implementation of the change.

6. Contract Availability Performance

6.1 Contract Availability

The Contractor warrants that it shall endeavour to achieve Conveyor Belt System availability for each

Conveyor Belt System that is equal to or greater than the percentages specified in Appendix 2

(Conveyor Belt System Performance).

6.2 Calculation of Contractual Availability

(a) Calculated monthly for each Conveyor Belt System and then averaged across the site conveyor

belt systems to determine the result; measured as a percentage.

(b) The Time Usage model as set out in schedule 7 in conjunction with Engineering KPI definition

doc. Rev.11 shall be used as a basis for calculating contractual availability

(c) Controllable time (T100) will be the basis on which contractual availability is calculated. This

information will be supplied by Debswana.

(d) All lost production and uncontrollable time as defined as N000 in Schedule 7 (Time Usage

Model) may be used for opportunity Supply, Installation, Inspection, Maintenance and Disposal

activities by the Contractor. Debswana must give prior consent that should not be

unreasonably withheld. All downtime in this instance shall not be included in the calculation to

determine contractual availability.

(e) Scheduled maintenance and repair (D200) and unscheduled maintenance and repair (D100)

activity downtime that falls within the Contractor’s scope of services, subject to exclusions will



be used to calculate the contractual availability by Conveyor Belt System in a given month

using the following formula:

CTA %= (T100 – ((D200-D200a)+(D100-D100a)))/T100 x 100, where;

(A) T100 = Controllable Time

(B) D100 = Unscheduled maintenance and repairs

(C) D200 = Scheduled maintenance and repairs

(D) D100a = Unscheduled maintenance and repairs (exclusions as set out in

clause 6.2 (g) and Schedule 5A)

(E) D200a = Scheduled maintenance and repairs (exclusions as set out in

clause 6.2 (g)

(f) The parties should jointly sign off conveyor system downtime hours on a daily basis to maintain

the integrity of the calculation process.

(g) Activities outside the Contractor scope of work shall be allocated to the N000, D300 D100a

and D200a categories as referred to in the clauses above and shall not be used to calculate

any targets for which the Contractor may be responsible. These exclusions are listed below

indicating the relevant category are;

(i) Any aspect or item defined as Debswana responsibility in terms of this agreement.

(ii) Accident or Operational Damage by Debswana or third party. (D300)

(iii) Vandalism and theft.(N000)

(iv) The installation, maintenance and repair activities of any items excluded in the

scope (D100a/D200a)

(v) Wet material that blocks the chutes or operational pressure when the belts are

overloaded

6.3 Monthly Reconciliation

Within 5 Business Days of the end of each month, the Contractor must submit to Debswana Contract

Availability reconciliation (Monthly Availability Report) for Debswana review and approval:

(a) actual monthly availability and target for the Conveyor Belt System; and

(b) three (3) months rolling average; and



(c) Pareto analysis of major causes for downtime.

6.4 Unreconciled Periods

If, despite the Parties' reasonable endeavours to reach agreement on its content, Debswana has not

approved the Monthly Availability Report by the date that is 14 days after the date of Debswana

receipt of that report then this matter must be referred to the Mine Steering Committee and the

Executive Steering Committee (if necessary) for resolution.

6.5 Performance Incentive / Rebate Mechanism

The Parties to this Agreement are committed to the attainment of optimal Conveyor Belt System

performance. Debswana and the Contractor agree to put in place the Incentive Mechanism in

schedule 2 to achieve and/or exceed set Contract Availability targets.



Schedule 1– Steering Committees

Review Objectives People Involved Frequency

Executive Steering

Committee

Periodic Relationship

Review

Set the tone for co-

operation: (ownership,

commitment, support and

active championing)

Trouble shooting: ensure the

means and mechanisms are

in place to get things done

Break Silos: Represents

stakeholders that do not

directly sit on the steering

committee

Decision making: making

final, and sometimes

difficult, decisions

Debswana

Managing Director (optional)

Technical Services Director

Chief Finance Officer

Chief Operating Officer

Group Asset Manager

Operations General Managers

Group Supply Chain Manager

Contractor

Managing Director

Manager - Operation and

Maintenance

Services Manager

As and when

required

Mine Steering

Committee

Monthly/Ad hoc

Reviews

Full list to be determined

- Review and approve KPI’s

- Resolve specific operational

issues and agree actions to

be taken (as required).

- Consider and monitor Risk

and any issues, claims or

disputes between the Parties

- Ensure that project meets

stakeholder goals and

objectives (scope; time; cost;

quality)

- Execution of roles and

responsibilities

- Project documentation and

reporting

- Provide project updates to

Steercom

Debswana:

General Manager (optional)

Senior Manager - Engineering

Senior Manager – Ore

Processing

Group Asset Manager

(optional)

Contracts Manager (CMO)

Asset Management Engineer

MARC Engineer

Strategic Sourcing Manager

Materials Manager

CONTRACTOR

Manager – Operation and

Maintenance

Services Manager

Site Manager

Initially monthly

thereafter as

and when

required



Schedule 2 – Incentive Mechanism

1. Debswana proposes to implement the Incentive / Rebate Mechanism below to assist in driving the

desired high performance culture during the term of this Agreement. The principles for implanting this

process are as set out below, but subject to revision and agreement by both parties;

(a) The purpose of the incentive/rebate process is to motivate joint behaviors between the Contractor

and Debswana staff with the objective of improving Conveyor System uptime and minimize Head

Feed Delays.

(b) The incentive/rebate is calculated as a percentage of monthly fixed costs invoiced. It shall be

based on positive and negative deviations from the target in scope Head Feed Delays set out in

Schedule 2.

(c) The process shall Sum up Head Feed Delays recorded and signed off daily between the

Contractor Site Manager and Debswana Maintenance Engineer – MARC and Services to

determine the total for the month. The totals for the months making up the quarter will be added

up and averaged out for purposes of determining the incentive / rebate bracket.

(d) Any incentive or rebate will be set off against monthly fixed costs invoiced in first month of the

following quarter.

2. For the purposes of determining the level of the incentive / rebate, the following parameters shall apply:

Table S2.1:

Performance against Head

Feed Delays target

Incentive / Loss Recovery

<10 hours Monthly XX% incentive bonus to the Total Invoiced Amount for the Quarter

10 ≤ Hours Monthly <13 XX% incentive bonus to the Total Invoiced Amount for the Quarter

13 ≤ hours monthly < 17 No incentive: Payment as per the Total Invoiced Amount for the Quarter

17 ≤ Hours Monthly < 20 XX% Reduction to the Total amount invoiced for the Quarter

≥20 Hours monthly XX% Reduction to the Total Invoiced Amount for the Quarter

Where

(a) The Head Feed Delays target is based on an overall head feed availability and is calculated at a target of 94% and 95% stretch. The reasoning is that the plant needs to achieve 1450 t/hr when

producing on Head feed.

Therefore (0.06 *24*30) - 32 =11.2 Hrs. and (0.05 *24*30) - 32 =4 hrs



Where target = 94% of the overall conveyor availability, therefore allowable downtime is 6%; stretch

is 95% of the overall conveyor availability and allowable downtime is 5%; 24 hours in a day and 32

hours of stoppages per month.

(b) The delay hours recorded monthly shall be rounded to the nearest hour for purposes of placement

in the appropriate bracket as per the table S2.1 above.

(c) The award on the incentive will be conditional on other four core contracted KPIs (Contract

availability, Proactive Ratio, Compliance to Process and Safety) as per Appendix 5 being met.

(d) This schedule shall be reviewed every 6 months.

3. The contractor shall provide evidence of proper disposal of used conveyor belting as a gate release

for incentive payment.



Schedule 3 – Escalation Mechanism

1. General principles:

a) Fixed costs rates as detailed in Section D of the Contract Agreement shall be reviewed once a

year, and shall be adjusted based on an agreed Contract Price Escalation mechanism. The

contractor shall submit a proposed Contract Price Escalation Mechanism for approval by

Debswana.

b) The Contractor may submit written application to Debswana for annual price increases not less

than 60 days prior to the requested effective date of increase, accompanied by the revised

prices and all documentary evidence in support of such application.



Schedule 4– Meeting Agenda Items

1. Executive Steering Committee

a. Safety

b. Assess overall performance of Debswana and the Contractor

c. Decide on any changes or adjustments to the contract, processes or systems

d. Any issues, claims or disputes between the Parties referred by the Mine Steering Committee

e. Any Other Business

2. Mine Steering Committee

a. Safety

b. Actual SLA Performance for the month

c. Cumulative actual SLA Performance from the Commencement Date

d. Actual Component Costs for the month (as per approved invoices)

e. Service accuracy for the month

f. Changes to Supply, Installation, Inspection, Maintenance and Disposal strategies where better

practice than the Contractor minimum standards can be implemented

g. Status of Account (i.e. payment issues)

h. Any issues, claims or disputes arising between the Parties, for the purpose of resolving such items

or determining that they should be referred to the Steering Committee



Schedule 5– Major Components Replacements

A key deliverable in this Agreement is to establish a robust process to manage major component

replacements, including:

1. Replacement decision process. The following principles and processes will be implemented during the

term of this Agreement:

a) The Contractor’s Inspection, Service and Maintenance strategy for the relevant Conveyor Belt

Systems will form the basis from which Component replacement and Supply, Installation,

Inspection, Maintenance and Disposal tasks will be set.

b) Condition monitoring processes will be jointly managed to migrate major component

replacements from time based to condition based replacements. The impact on component

management, inventories and procurement processes will be a key consideration.

c) Condition monitoring processes will include;

i. Belt Thickness testing

ii. DPI test

iii. Oil analysis

iv. Belt drive trains vibration analysis

v. Thermal scanning of rotation belt members (idlers, pulleys and gearboxes)

vi. Management, corrective action and follow up (feedback loop).

vii. Analysis of work order history in the relevant ERP and technical databases (Top 10 Incident

analysis)

d) The steps in 1(c) above shall jointly serve as leading indicators of an Imminent Failure.

e) A Decision Point shall be prompted by either an imminent system failure indicator, or the

approach of a planned intervention point:

i. Upon a Decision Point being prompted, the parties will gather such information and expert

judgement as is readily available, and formally review such information, data and judgement.

ii. Decisions may either be to do nothing, replace or monitor closely for further investigation.

iii. Consensus shall be the preferred decision mechanism. If consensus cannot be reached, a

designated Debswana representative shall make the final decision and validate it by

signature.



iv. Notwithstanding the provisions of 1 (e) iii above, when the occurrence falls within the

Contractor’s standard warranty period, the corrective decision taken will be at the sole

discretion of the Contractor in accordance with standard warranty practices.

v. During the term of the Agreement, the process will be reviewed on a monthly basis to

establish and map the standard for potential improvements.



Schedule 6 – Time Usage Model

Reference: Anglo American Equipment Performance Metrics AA RD 211 (Version 2)



ANNEXURES



ANNEXURES

Annexure 1: LIST OF CONVEYOR BELT SYSTEMS

MTP, Re-crush and DMS feeder belts

No. Conveyor No. Description Discharge chutes

MTP PLANT MTP PLANT

1 MAX-20-18 ROM CONV MAX-20-18- DC

2 MAX-28-18 STOCPILE CONV MAX-28-18-DC

3 MBX-07-18 TUNNEL CONV NORTH MBX-07-18-DC

4 MBX-08-18 TUNNEL CONV SOUTH MBX-08-18-DC

5 MBX-09-18 SCRUBBER FEED CONV MBX-09-18-DC

6 MBX-10-18 CASCADE CONV 1 MBX-10-18-DC



9 MCX-01-18 SCRUBBER OVER SIZE CONV MCX-01-18-DC

10 MCX-03-18 SILO FEED CONV EAST MCX-03-18-DC

11 MDX-02-18 SILO OUT FEED CONV MDX-02-18-DC

12 MDX-02-85 SEC CRUSHER FEED CONV MDX-02-85-DC

13 MCA-2-28 CRUSHER FEEDER CONV MCA-2-28-DC

14 MCB-2-28 CRUSHER FEEDER CONV MCB-2-28-DC

15 MCC-2-28 CRUSHER FEEDER CONV MCC-2-28-DC

16 MCD-2-28 CRUSHER FEEDER CONV MCD-2-28-DC

17 MCX-02-18 CRUSHING OVERSIZE CONV MCX-02-18-DC

18 MCX-05-18 CRUSHING UNDERSIZE CONV MCX-05-18-DC

19 MCX-07-18 SILO FEED CONV WEST MCX-07-18-DC

20 MCX-04-18 SCRUBBER UNDERSIZE CONV MCX-04-18-DC

21 MCX-06-18 CRUSHING UNDERSIZE CONV MCX-06-18-DC

22 MEX-01-18 STOCKPILE WITHDRAWAL CONV MEX-01-18-DC

23 MEX-02--85A DMS FEED PREP FEED CONV MEX-02--85A-DC

24 MFX-01-18 DMS FEED CONV MFX-01-18-DC

25 MFX-02-18 DMS FEED CONV MFX-02-18-DC

26 MFX-03-73 DMS REVERSABLE CONV S MFX-03-73-DC

27 MFX-04-73 DMS REVERSABLE CONV N MFX-04-73-DC

28 MGA-2-28 DMS WAY FEEDER CONV

29 MGB-2-28 DMS WAY FEEDER CONV

30 MGC-2-28 DMS WAY FEEDER CONV




31 MGD-2-28 DMS WAY FEEDER CONV

32 MGE-2-28 DMS WAY FEEDER CONV

33 MGF-2-28 DMS WAY FEEDER CONV

34 MGG-2-28 DMS WAY FEEDER CONV

35 MGH-2-28 DMS WAY FEEDER CONV

36 MGX-02-18 DMS TAILINGS CONV MGX-02-18-DC

37 MGX-03-18 DMS RECRUSH CONV MGX-03-18-DC

38 MGX-04-18 TRANSFER CONV MGX-04-18-DC

39 MJX-01-18 RECRUSH FEED CONV MJX-01-18-DC

40 MJX-02-18 RECRUSH FEED CONV MJX-02-18-DC

41 RCZ-01-18 RECRUSH EMGCY CONV RCZ-01-18-DC

42 RCZ-02-18 DECOMISSIONED RCZ-02-18

43 MKX-01-73 TRANSFER CONV MKX-01-73-DC

44 MKX-01-18 DEGRIT CONV MKX-01-18-DC

45 MKX-02-18 TAILINGS CONV MKX-02-18-DC

46 MKX-03-18 TAILINGS CONV MKX-03-18-DC

47 MKZ-01-18 EMERGENCY OFF LOAD CONV MKZ-01-18-DC

48 MGX-01-18 PINK AREA CONV MGX-01-18-DC

RECRUSH PLANT RECRUSH PLANT

49 RKX-01-18 TAILINGS CONV RKX-01-18-DC

50 RKX-01A-18 TAILINGS CONV RKX-01A-18-DC

51 RKX-02-18 TAILINGS CONV RKX-02-18-DC

52 RCX-01-18 RECRUSH FEED CONV RCX-01-18-DC

53 RCX-01A-18 RECRUSH FEED CONV RCX-01A-18-DC

54 RCX-02-18 RECRUSH FEED CONV RCX-02-18-DC

55 RCX-03-18 RECRUSH SILO FEED CONV RCX-03-18-DC

56 RCA-01-28 SILO CONV FEEDER RCA-01-28-DC

57 RCB-01-28 SILO CONV FEEDER RCB-01-28-DC

58 RCC-01-28 SILO CONV FEEDER RCC-01-28-DC

59 RCD-01-28 SILO CONV FEEDER RCD-01-28-DC

60 RCE-01-28 SILO CONV FEEDER RCE-01-28-DC

61 RCA-01-18 PLANT FEED CONV RCA-01-18-DC

62 RCB-01-18 PLANT FEED CONV RCB-01-18-DC

63 RCC-01-18 PLANT FEED CONV RCC-01-18-DC

64 RCD-01-18 PLANT FEED CONV RCD-01-18-DC

65 RCE-01-18 PLANT FEED CONV RCE-01-18-DC

66 RCA--02-18 MILL FEED CONV RCA--02-18-DC

67 RCB-02-18 MILL FEED CONV RCB-02-18-DC




68 RCC-02-18 MILL FEED CONV RCC-02-18-DC

69 RCD-02-18 MILL FEED CONV RCD-02-18-DC

70 RFX-01-18 460T BIN FEED CONV RFX-01-18-DC

71 RFX-01-28 460T BIN CONV FEEDER RFX-01-28-DC

72 RFX-02-18 TRANSFER CONV RFX-02-18-DC

73 RFX-03-18 CASCADE FEED CONV RFX-03-18-DC

74 RFX-04-18 CASCADE CONV RFX-04-18-DC





79 RGA-01-28 DMS FEEDER CONV RGA-01-28-DC

80 RGB-01-28 DMS FEEDER CONV RGB-01-28-DC

81 RGC-01-28 DMS FEEDER CONV RGC-01-28-DC

82 RGD-01-28 DMS FEEDER CONV RGD-01-28-DC

83 RGE-01-28 DMS FEEDER CONV RGE-01-28-DC

84 RJX-01-18 TAILINGS CONV RJX-01-18-DC


86 RGX-01-18 RC PINK AREA CONV RGX-01-18-DC

87 RJT-06-18 TAILINGS CONV RJT-06-18-DC


89 RJT-08-18 TAILINGS CONV RJT-08-18-DC

90 RJX-01-56 EXTENDABLE CONV RJX-01-56-DC

91 RJX-01A-56 EXTENDABLE LINK CONV RJX-01A-56-DC

92 RJX-01B-56 SPREADER CONV RJX-01B-56-DC

93 RJX-04-56 EXTENDABLE CONV RJX-04-56-DC

94 RJX-04A-56 EXTENDABLE LINK CONV RJX-04A-56-DC

95 RJX-04B-56 SPREADER CONV RJX-04B-56-DC

96 RHF-MC-1802 EXTENDABLE CONV RHF-MC-1802-DC

97 RHF-MC-7402A EXTENDABLE SPREADER RHF-MC-7402A-DC

98 RHF-HS-1801J SHIFTABLE FACE CONV RHF-HS-1801J-DC

99 RHF-HS-7401J-A FACE SPREADER RHF-HS-7401J-A-DC

RELOAD PLANT RELOAD PLANT

100 RCX-47-02 RELOAD CONV RCX-47-02

101 RCX-71-01 RELOAD FEEDER CONV RCX-71-01



Annexure 2: Responsibility Matrix

Category Description Contractor responsibility

Debswana responsibility

Influence on Contract availability?

A) Conveyor Belt System General Housekeeping in the allocated workshops, storage areas and working areas

X

Daily Inspection of conveyor belting, pulley lagging, rollers and associated equipment

X

All scheduled PM Services X

Jwaneng Mine Maintenance Plans X

All Breakdown Repairs X

All scheduled On Site installation and Maintenance X

All unscheduled or Opportunity installation and Maintenance X

Installation of conveyor belt X

Installation and replacement of conveyor rollers & associated components

X

Splicing of conveyor belts X

Minor Modifications X

Inspection of pulley lagging X

Application of pulley lagging X

Formulation of maintenance, replacement and disposal strategy for conveyor systems

X X

Conveyor Belt System Health and Diagnostic X

Scraper installation & maintenance X

All Electrical and Instrumentation X

Transfer Chutes X






Transfer point where material is deposited onto a conveyor from a stockpile, bin, silo, screen, Crusher, scrubbers

X -

B) Technical Review meetings (Mine EXCO and Steercom) X

Structural Inspections X

Structural maintenance X

Condition Monitoring X

Alignment X

Technical Reports X

C) Systems Conveyor Belt System availability X

Work Order X

Purchase Orders X

Acceptable Quality Standard X

KPIs X X

Conveyor Belt System History Files for the past three years (once-off)

X

System interface (where applicable) X X

D) Optimization Continual System Optimization X

Research and Development X X

E) Parts Stock management and annual forecasting of conveyor rollers and associated equipment

X

Supply of conveyor systems, spares and consumables X






Freight of Parts X

Storage space X

Duties & VAT X

Control Monitoring System X

F) Tooling Hand Tools X

Specialized Service Tooling X

Jacks X

Support Stands X

Lighting Tower / Plants X

Welding Equipment X

Mobile Compressor X

Generators X

Air Tools X

Power Tools X

Hoses (Air and Water) X

Vulcanizing Press X

Drill Press X

Battery Cart and Charger X

Torque Multiplier X

Benches and Vices X

Consumables Supply X






G) Materials Handling 50 ton Mobile Crane X

Slings Lifting Chains etc. X -

Fork Lift X

Work Platform X

H) Site Vehicles Service Vehicles X

LDVs X

People carrier/bus service X

I) Fuel Fuel in the blue area X

Fuel in the green area X

J) Safety SHE Management X X

Protective Clothing & PPE X

Safety Equipment X

First Aid Kit / Medical Facilities X

On-Site Emergency Response X X

Mine Induction for Employees X

Accidents Report X X






K) Environmental Waste Oil Handling & Disposal into Bins X

Provision of Bins for waste and off-site disposal X

Rolling up and disposal of conveyors to the mine scrap yard for used conveyors

X

Spillage cleaning caused by production related causes e.g belt overload

X

Management and disposal of General Waste X

Spillage cleaning caused by conveyor related causes e.g. belt overload.

X

L) Facilities: Supply and Maintain

Site Establishment X

Site Office X

Furniture

X

Toilets

X

Water

X

Kitchen- Tea & Coffee Making Facilities

X

Cleaning consumables X

Security

X

Adequate Lighting

X

Workshops

X

Office facility

X

Electricity and Power Points

X

Water Supply and Delivery System

X

Workshop Compressor and outlets X

Amenities: Lunch Room

X






Personnel Washing Facility

X

Components and Parts Washing Facilities

X

Overhead Crane

X

Storage space

X

Racking

X

Bins X

M) Communications Phone Lines

X

Telephones

X

Fax

X

Mobile Telephones X

Two-way Radio - Office X

Two -way radios-for Site Vehicles X

Photocopier X

Computer/ PC / Hard- copy printing services X

Adherence to call-out procedure X

Provision of accurate call-out information X

M) Commercial Monthly invoicing X

Invoice sign-off/Approval X

Timely Payment Processing X



Annexure 3: Contractor’s Site Organogram

a. Contract Structure:

Contractor to Propose; below are indicative resources for the contract:

Supervisors

Fitters

Boilermakers

Assistants

General Maintenance Assistants



b. MTP Structure:


Supervisors

Fitters

Boilermakers

Assistants


c. Recrush Plant Structure:


Supervisors

Fitters

Boilermakers

Assistants




Annexure 4: Key Performance Indicators

Definition of Key Performance Indicators (KPIs)

Introduction

For purposes of ensuring performance measurement and overall improvement in contractor management, the following

are indicative service levels which shall apply in this contract (subject to being reviewed and signed off by the parties). It

is noted that parties are at liberty to review the service levels or introduce new Key Performance Indicators (KPIs) within

this document as and when it is deemed necessary for meeting business objectives or for the efficacy of this contract

during the term of the contract.

These service levels shall form part of the monitoring framework to be administered through the Debswana Contractor

Management Office (CMO). Both parties acknowledge that other obligations contained in other parts of this Contract

Document are equally binding on them.

Downtime:

The downtime KPI is based on an improvement of the previous targets to an overall conveyor availability of at least 90%

target and 94% stretch. The original targets reasoning is that the plant needs to achieve 1450 t/hr when producing on

Head feed.

Where target = 88% therefore allowable downtime is 0.07 and stretch is 93% and allowable downtime is 0.05, 24

hours in a day and 32 hours of stoppages per month.

Downtime is measured daily and will be reported monthly in the KPI’s.

Proactive Ratio (please re-word)

A ratio of 60%:40% will initially be adopted with the ultimate goal of achieving the international benchmark of 80:20

where 80% of the maintenance activities should be scheduled and proactive in nature; and only 20% should be

unplanned as the contract matures.



Annexure 5: Battery Limits

Contractor boarder line responsibility

Transfer point where material is deposited onto a conveyor from a stockpile, bin, silo, screen, Crusher, scrubbers are the

responsibility of Debswana.

INVITATION TO TENDER - Debswana

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