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HVAC MAINTENANCE TENDER FOR THE STATE SECURITY AGENCY - 2015

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HEATING, VENTILATION AND AIR CONDITIONING (HVAC) MAINTENANCE TENDER FOR THE STATE

SECURITY AGENCY (SSA)

Item

Description

General Conditions of the HVAC Tender

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Terms of Reference of the HVAC Tender

2 Maintenance Classification

3 Scope of Works

4 Contract Expenditure

5 Occupational Health and Safety

6 Operational Requirements

7 Maintenance Standards

8 Bid Requirements

9 Rules of Bidding, Special Conditions, Bid Submission Requirements and Bid Evaluation Methodology

10 Bid Selection and Evaluation Criteria

11 Bid Evaluation Process

12 Broad Based-Black Economic Empowerment Status Level Certificates

13 Discounts

14 Sub- contracting

15 Service Provider Skill, Experience and Delivery program

16 Due Diligence Evaluation

17 Cancellation Clause

18 Enquiries


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ITEM

CONTENTS

SECTION A

Works Information

SECTION B

Occupational Health and Safety

SECTION C

Service and Maintenance Schedules

Schedule 1 Hideaways, Under Ceiling Splits & similar types

Schedule 2 Consoles (Silhouettes & similar types)

Schedule 3 Air Filters

Schedule 4 Air Handling Units

Schedule 5 Centrifugal Fans & other types

Schedule 6 Cooling Coils

Schedule 7 Fan Coil Units

Schedule 8 Axial Fans

Schedule 9 Air Cooled chillers

Schedule 10 Air Control Dampers

Schedule 11 Refrigerators / Chest Freezers

Schedule 12 Cold Rooms

Schedule 13 Circulating pumps

Schedule 14 Building Management System

Schedule 15 Air compressors

Schedule 16 General Items


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ITEM

CONTENTS

SECTION D

Costing Figures

D1

COSTING SCHEDULE

Expenditure for Provision for Health and Safety Measures

D2

COSTING SCHEDULE

Fixed Rates for Call outs and Emergencies

D3

COSTING SCHEDULE

Fixed Rates for Labour

D4

SCHEDULE

Fixed Rates for additional items

D5-D16

COSTING SCHEDULES, VARIOUS

Fixed Rates for Material and Services

D17

MAINTENANCE COSTING

Total Pricing Schedule Musanda only

D18

MAINTENANCE COSTING

Total Pricing Schedule Mahikeng only

D19

MAINTENANCE COSTING

Total Pricing Schedule Remote sites only

D20

MAINTENANCE COSTING

Total Pricing Schedule all SSA sites

D21

MAINTENANCE COSTING

Schedule preparation fee, once off, first year


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ITEM

CONTENTS

SECTION E

Supply and Installation of New HVAC Units

E1

Supply and Installation : Silhouette Console

E2

Supply and Installation: Mid & Hi Wall Splits (single phase)

E3

Supply and Installation: Mid & Hi Wall Splits (three phase)

E4

Supply and Installation: Ceiling Cassette Split

E5

Supply and Installation: Under Ceiling / Floor Split

E6

Supply and Installation: Floor Standing

E7

Supply and Installation: Package Units

SECTION F

HVAC Infrastructure

F1

Infrastructure : HVAC Systems and related Installations Musanda

F2

Infrastructure: HVAC Systems and related Installations Mahikeng

F3

Infrastructure: HVAC Systems and related Installations Remote Sites


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ITEM

CONTENTS

SECTION G

Service Delivery Model

G1

Human Resources

G2

Transport and Equipment

SECTION H

Annexures

Annexure H1

Equipment Inventory : HVAC Systems and Installations Musanda

Air conditioning Equipment

Refrigerators and freezers

Annexure H2

Equipment Inventory : HVAC Systems and Installations Mahikeng



Annexure H3

Equipment Inventory : HVAC Systems and Installations Remote Sites

Air-conditioning Equipment


Annexure H4

General Equipment Inventory

Air Compressor list (air compressors units, mobile & static installations)


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1. TERMS OF REFERENCE OF THE HVAC TENDER

1.1 Introduction

The State Security Agency seeks to appoint a service provider through a tender process to provide a complete HVAC maintenance, repair, and supply and installation service as outlined in the Terms of Reference, for a period of 36 months.

1.2 Background

The magnitude of the work involved warrants the invitation of tenders for the competitive participation of service providers and appointment thereof of the successful bidder who will provide the required services.

1.3 Terms and Conditions

1.3.1 Tender Scope

The required outcome of this tender is to appoint a Service Provider for a complete HVAC Preventative and Corrective Maintenance Service and for the Supply and Installation of New and Replacement units (but not limited to) for a period of 36 months.

For the purpose of this tender, HVAC is defined as all the installations

providing heating, ventilation and air conditioning, also including

refrigeration equipment of industrial and domestic type.

Included as an integral part of the HVAC system, at the SSA’s Head

Quarters (HQ) building, is a building management system (BMS).

The BMS has the added functionality as an interface for registering alarm

conditions of a variety of remotely monitored equipment on site, including

the sending of messages via a GSM interface to key personnel.

Given the specialist nature of this service a single preferred service provider will be appointed. Provision is made in the tender for the supply and installation of new air-conditioner units. The client however reserves the right to obtain replacement air-conditioner units and related HVAC systems in bulk, be it by separate tender or request for quotation, at the discretion of the client.


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1.3.2 Professional Requirements

To ensure standards of delivery all tenders must comply with the

following criteria:-

The bidder must be registered with the Contractors Industry Development Board (CIDB) in the Mechanical Engineering (ME) category

Minimum CIDB rating : Grade 4ME or combination of mechanical engineering (ME) and electrical (EB) grading to meet this requirement (Mandatory requirement)

Proof of registration with professional body / bodies e.g. Electrical Contractors Board

If a prospective bidder is compliant to specific ISO standards, proof of such certification needs to be provided, e.g. Management System standards (ISO 9001, ISO 14001), Occupational Health and Safety Management standard (ISO 18001 / OHSAS 18001), etc. (This is however a non-mandatory requirement). Further membership of any other technical governing bodies or applicable Institutes may be provided.

1.3.3 Turnaround times

Emergencies maximum 1-2 hours response time, at local site, from notification time

Emergencies maximum 3-4 hours response time at remote sites, from notification time

Job cards (action within 24 hours)

Major repairs and new installations action within 7 days

1.3.4 Pricing

The total cost of all works and material quoted for must be inclusive of VAT and fixed for the 1st year of the contract, with commencement following signing of the contract.

A fixed yearly inflation adjustment tariff will be based on CPI and be introduced annually during the three year contract period


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The rates for the supply of AC Units will allow for ROE variance; the base rate used for evaluation will be based on the closing date of the tender

The anticipated acquisition of units is planned at a minimum of 300 units per annum but not limited to

1.3.5 Overview of Services Required

The required outcome of this tender is to appoint a Service Provider for a complete HVAC Preventative and Corrective Maintenance Service and for the o Supply and Installation of New and Replacement units: The Preventative, Corrective, New Installations and related items

included under this contract are:

Consoles (Silhouette and similar types)

Split units various

Chillers (chilled water generating plants)

Air handling units

Fans, various types

Toilet air extraction systems

Kitchen air extraction systems (cooking canopies)

Diffusers

Fridges / freezers / ice machines / water coolers

BMS interface

Air compressors, all types

1.3.6 Initiation of Service (Preventative and Corrective Maintenance)

Complete an equipment survey using existing machinery records and a plant walkthrough

Determine immediate repairs required prior to the start of the Preventative Maintenance program

Design a program that meets the Original Equipment Manufacturers (OEM’s) recommendations for maintenance


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Conduct a training programme outlining daily / routine inspections to be conducted by Client Staff members

Introduce a service report system with provision for logging at each HVAC unit (sticker on unit, logbook in plant, to record all services, breakdowns, repairs for the duration of the contract including new installations)

Introduce an air-conditioning job card system to effectively interface with the existing SSA helpdesk fault report system.

1.3.6 Security requirements

The service provider and employees of the service provider and any

subcontractor of the service provider must be SA citizens.

Appointment as a service provider is subject to a successful security clearance

2. MAINTENANCE CLASSIFICATION

2.1.1 Preventative Maintenance

Refers to, a planned maintenance programme of set service frequency,

at acceptable industrial standards. Including planned interruptions of the

service for the purpose of servicing and repairing the HVAC installations

at a fixed monthly rate. (Refer to Section C for detail)

The contract requirements per the Preventative Maintenance plan:

a. Daily / weekly / monthly maintenance items

b. Quarterly maintenance items

c. Bi- annual maintenance items

d. Annual maintenance items

e. Specialized tests i.e. Water tests certified by an accredited

laboratory / approved authority, specifically for all chiller plants.

f. Maintain water softeners and water treatment plants / equipment

with routine replenishment of consumables (filters, chemicals, as

may be applicable in the HVAC environment)


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2.1.2 Corrective/Breakdown Maintenance

Refers to, any unplanned interruption of a service rendered by any

equipment under this contract.

The contract requirement for Breakdown/Corrective Maintenance includes: a. Repairs b. Refurbishment c. Upgrades Repair services will be on an as and when basis and shall be available on a twenty-four hour basis. The Contractor shall maintain a continuous telephone service where she/he can be reached twenty-four hours each day, seven days each week, Sundays and Holidays included. The costs of such will be based on tender rates as additional costs for materials as per quotation.

All Maintenance activities will be based on Original Equipment Manufacturers’ (OEM) specifications and maintenance schedule detail, covering the following, but not limited to.

2.1.3 Replacement and New Requirements

Refers to, the supply and installation of replacement and new AC units which falls outside the normal maintenance of the existing installations in accordance with approved tender rates and specifications.

The anticipated acquisition of units is planned at a minimum of 300 units per annum but not limited to

3. SCOPE OF WORK

3.1.1 To provide a fulltime capacity at the SSA HQ facility and for its satellite facilities with a emphasis of Mahikeng, to carryout both Preventative and Corrective Maintenance Services on a continuous basis at a fixed monthly service rate.

Corrective works, repairs and troubleshooting will be as per approval by the client and materials thereof will be as per the tender rates.

Replacement and New installations will be on an ad-hoc basis as per service request and do not form part of the fixed monthly cost.


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3.1.2 The Service Provider shall include, as part of the fixed monthly service

rate for Preventative Maintenance, sufficient time for rectification of minor problems as identified during routine Preventative Maintenance, such as gas topping up, rectification of hot spots / loose connections / mechanical soundness of installation are part of the Preventative Maintenance fixed cost. Whilst conducting routine Preventative Maintenance, requests for repairs which are not deemed to be minor, must be delivered timeously (through telephonic approval), the cost of such will only allow for materials no additional cost will be made for time and travel.

3.1.3 The Primary Services will be required mainly in Gauteng and the

Northwest Province and for other satellite offices within a range of 360 km from the HQ site in Pretoria.

Remote sites further than 360 km from the HQ site, within the borders of the RSA, may require servicing on an ad hoc basis, as per tendered rates.

Where this distance of 360 km from the HQ site is exceeded, the preferred service provider should consider facilitating localised sub-contractors’ services, at tender price. The service provider must however oversee these sub-contracted activities and do quality control.

All rates must be inclusive of providing site management/supervision, tools, travel, materials and labour, also including Occupational Health and Safety requirements.

Special note the decommissioning rate for the removal of AC units must

include the removal from site and the disposal of such in a compliant manner.

3.1.4 Normal working hours are from 07:30 up to 17:00 daily.

All planned and scheduled works will take place during normal working hours.

Overtime hours are referred to as after hours (after normal working hours), public holidays and weekends during which call outs and emergency call outs may occur.

The Service Provider shall maintain a continuous telephone service where s/he can be reached at any time including on a Saturday, a Sunday and Public Holidays


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3.1.5 Call out rates will apply as follows:-

Call out rates will not apply to requests for quotations as part of planned works

Normal call out rates will apply during normal working hours for emergencies and unplanned/scheduled works.

Emergency call out rates and labour costs will only apply after 17:00 on week days, and on weekends and public holidays

Emergency Calls: If the Service Provider does not meet this requirement, the Client will, at his discretion, be allowed to engage the services of others to make the necessary repairs. The cost of such work shall be deducted from the fees payable to the Service Provider.

4. CONTRACT EXPENDITURE

4.1.1 The contract amount for Preventative Scheduled Maintenance and Corrective Maintenance services will be based on a fixed monthly rate.

4.1.2 Materials for Corrective Maintenance and Repairs will be on an ad hoc quotation basis, as per tender rates.

4.1.3 New equipment installation(s) will be as per service request on quotation basis as per tender rates.

4.1.4 The work will be performed only after the approval from an authorized SSA representative and shall be billed according to the prices submitted on the bid proposal form

4.1.5 The tables provided are for calculation purposes and comparative selection which will be based on costing of services and material. (Refer to Price Schedules)

4.1.6 In the case of PC Items or where an item has been negated, the Client will require a quotation and may request up to three suppliers for proof of the material cost, and a sum not exceeding 12% will be allowed as a add on. Where the Client can get such material cheaper the contractor will be obliged to obtain such.

4.1.7 Variable items such as labour will be re-assessed on completion of

works and the quotations amended accordingly

All works are subject to re-measurement on completion and amendments made according to the results


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4.1.8 A fixed yearly inflation adjustment tariff will be based on CPI and annually implemented during the three year contract period.

4.1.9 Payment for services provided shall be made within 30 days of the

receipt date (as received by Client) of a detailed invoice and statement.

The invoice submission date may vary from month to month in agreement with the Client.

5. OCCUPATIONAL HEALTH AND SAFETY

An OHS file must be prepared and handed in as part of the bid documentation. Particular attention must be given to adherence to all OHS regulations, including proper storage of combustible / flammable / volatile material and corrosive material on site. The bidder must make provision for all expenditure related to health and safety measure A costing for the provision of Health and Safety measures, with reference to the Occupational Health and Safety Act 85 of 1993, must be completed in the cost schedule. Refer to the applicable annexure which contains the detail of the Occupational Health and Safety requirements

6. OPERATIONAL REQUIREMENTS

6.1 Areas Where Services Are To Be Rendered

6.1.1 The tender is for

(i) The SSA HQ main site, located at nr 1 Delmas Road, Pretoria, and

(ii) The Mahikeng Campus as well as

(iii) All satellite offices and remotely located SSA properties within a range of 360 km from the main site.

6.1.2 The maintenance and service delivery at the abovementioned areas (local and remote sites) will be based on the tender rates but is not exclusive to and may include any other SSA facility as additional works and as per the approved rates.

6.2 Requirements: Staff, Fleet, Equipment, Tools, Uniforms, PPE

The Clients minimum requirements are outlined as follows:- (Also refer to Section G)


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6.2.1 Staff requirements

The Service Provider shall make provision in their tender price for the required specialist capability to provide first-line maintenance on all equipment and systems under this contract. Given the security requirements for staffing the allocated staff should be of a dedicated nature.

6.2.2 Equipment, Materials and Consumables

All necessary human resource capacity, equipment and materials for the successful execution of the above to be provided for by the Service Provider (minimum requirements stipulated but not limited too and must be determined by delivery requirements) inter alia:

Adequate stock of consumables and lubricants

Adequate stock of spare parts

Tools and testing instruments

Lifting equipment/Scaffolding

6.2.3 Fleet requirements

Appropriate transport for all deployed teams

6.2.4 Plant, Equipment and Tools

Access to specialized equipment

Access to high pressure washer

Access to portable generator

Maintenance items for all disciplines mentioned

Tool box/es

Scaffolding

6.2.5 Uniforms and Personal Protective Equipment (PPE)

The contractor shall at all times ensure that all maintenance staff are clothed in suitable work uniforms complete with an identification bib (with the name of the company printed thereon) with the necessary personal protective clothing and equipment based on their risk assessments.

This shall include but not be limited to head gear, shoes, gloves, goggles dust masks and whatever safety items may be required for a specific task.

The Service Provider is responsible (and must make provision) for all expenditure with respect to safety measures according to the requirements of the Occupational Health and Safety Act.


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6.3 Constraints on how the Service Provider Provides the Works

6.3.1 The Service Provider shall provide the Client periodically (as per request from the Client) with a written record, in schedule form, reflecting the number and description of tradesman and labour employed by him any other sub-contractors which may have been utilised and vehicles, plant and tools on site.

The Service Provider will strictly control his own and sub-contractors’ labour force

The Service Provider is to strictly control all works activities, vehicles and transport associated with operations on site

The Service Provider will provide storage and security of any plant, equipment or materials unless otherwise specified by the Client

The Service Provider must immediately notify the Client of scope and site variations in writing

The Service Provider and sub-contractors of the Service Provider will be given access to the relevant SSA properties and premises, subject to full compliance with the applicable policies and directives (security vetting requirements, screening and periodic re-screening)

All sub - contractors of the Service Provider must be approved by the Client and are subjected to any vetting process as may be required

Service Provider access is restricted to the area under his control unless alternatively arranged

Service Provider and all sub - contractors of the Service Provider may be required to work in conjunction with other SSA contractors on site, viz., Building, Air-conditioning, Electrical, Civil works, Special Events, etc.

Service Provider to provide Compliance Certificates on the completion of the works where required

Service Provider will be subjected to a thorough vetting process to establish security clearance

Access to the site is as per the formal Access and Control Procedure and Service Provider and employees of the Service Provider must familiarise themselves with these

The Service Provider shall maintain an adequate stock of spare parts to avoid downtime due to non-availability of spares. The stock levels and replenishment will be determined after the Contract Initiation Phase in consultation with the Client.

All excess material provided for the works will remain the property of the Client unless specified otherwise

The Service Provider is required to cart away rubble and surplus material (unless otherwise specified by the Client) which must also be disposed of in compliance with Municipal by Laws

The Service Provider must clear and de-establish total site on completion of proposed works

The Service Provider will be liable for any breakages or damage caused in the execution of works by them

The tender prices shall be all inclusive and transport costs shall be specifically for call-outs or after hours activities / requests


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6.4 Requirements for the Respective Works Programmes

6.4.1 Should the Client request a programme (or sub-programme) showing the key activities for any request for works, it should illustrate the following:

The start and completion dates for each of the activities

The order and timing of operations which the Service Provider plans to provide the works

6.4.2 Strict adherence to the programme will be monitored and updated to achieve the completion date and submitted to the Client

6.4.3 The Service Provider has the responsibility to take all measurements for quotation purposes which are to be verified by the Client; no variations will be allowed after final quotation.

6.5 Access to Site

The respective sites can only be entered through a dedicated security gate. All vehicles and personnel shall be searched when entering and leaving the site.

The Service Provider shall supply the SSA with the names and copies of the identification documents of all site staff who will be issued with access cards, at no cost to the Service Provider, for the 1st card issued per person.

All staff working on the contract shall obtain, at the SSA’s cost, all security clearances required.

All the material and tools of the Service Provider shall be declared at the security gate when entering the site.

Laptop computers, cellular phones and cameras will only be allowed on site with prior approval and must be a motivated requirement for maintenance or specific maintenance projects.

The SSA reserves the right to request the removal of any employee of the Service Provider and the replacement cost will be for Service Provider.

6.6 Site Rules

Unless otherwise stated all equipment and apparatus shall remain the property of the Client

The Service Provider shall completely carry out all works per request as specified by the Client, in a careful, skilful, practical and safe manner under the constant supervision of a competent foreman.

Should the Client not be satisfied with the performance of the Supervision on site, the Client holds the rights to stop the works.


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6.7 Risks

Where any damage is caused due to the negligence of the Service Provider, the Service Provider shall make good such damage at his own expense to the satisfaction of the Client with minimum disruption of essential services

Where the Client is forced to carry out any repairs due to the Service Provider activities these costs will be deducted from payment(s) due to the Service Provider

6.8 Emergencies

In the event of an emergency, the Service Provider must render a support service with minimum delay and be able to control and manage an emergency and prevent further damage while the emergency is attended to.

Downtime due to the Service Provider delays will not be accepted and may result in termination of services.

6.9 Site Establishment

No accommodation for personnel will be allowed on site.

Limited storage facilities will made available

Ablution facilities (or access to ablution facilities) will be provided

Service Provider to provide communication and independent network access / connections as per their personnel’s requirements.

6.10 Transport to site

The bidder must note that the location of the Main site in Pretoria is not

adjacent to a route supported by public transport. Transport of employees and or subcontractors to site must be arranged by the contractor.

7. MAINTENANCE STANDARDS

7.1 Materials and Workmanship

All materials and equipment supplied and installed under this contract shall be new, undamaged and of the best quality available and shall comply to manufacture specification with part numbers and descriptions.


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The workmanship shall be of high quality to the satisfaction of the Client. All inferior work, on indication by the Client, shall immediately be removed and rectified by and at the expense of the Service Provider.

All equipment and materials shall be rated for both the normal and extreme climatic and site conditions.

Warranties and guarantee of works are applicable for all services rendered

7.2 Interchange Ability of Materials

Faulty equipment shall be replaced with equipment of same make and model.

Where a replacement product is to be used, the Service Provider must prove that the original equipment / part

Is obsolete,

Has been superseded, or

The alternative product is more cost-effective

The alternative product is more energy efficient

7.3 Tests

The Service Provider shall be responsible for the testing and commissioning of all equipment installed by him under this contract.

The tests shall as far as possible be carried out on site, and as may be applicable, in the factory.

The Client shall be notified in writing prior to the commencement of the tests to allow for the necessary arrangements.

The Service Provider shall do periodic servicing, checking and testing of

equipment on a pre-determined basis, in order to keep the performance

of the equipment as near as possible to the required operational

specification. A proposed programme for planned maintenance shall be

submitted to the Client for approval.

The Service Provider shall be responsible for complete electrical

installation maintenance. The Contractor shall liaise, co-ordinate and

work in close relationship with the Client Representative and the various

Client Departments as might be involved.

All products used under this contract shall be covered by a product

warranty/guarantee as per the Suppliers Certificates on products.

Workmanship provided by the Service Provider shall be done by qualified

and competent workman and shall carry a guarantee.


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Bidders shall include as part of their tender submission a method

statement of their intended maintenance services that they intend to

render under this contract i.e. full particulars of how maintenance/support

is intended to be provided to the Client.

Tenderers shall include as part of their tender submission complete

itemised schedules of the intended services that they intend to render

under this contract i.e. full particulars of services, intervals, etc. to be

provided to the Client.

7.4 Laws, Regulations and Specifications The Service Provider shall ensure that the installation and workmanship specifically complies in full and at all times with the respective requirements of:

The Occupational Health and Safety Act (October No 85 of 1993)

Code of Practice for the Wiring of Premises – SABS 0142

Construction Regulations 2014

Relevant regulations and specifications of Eskom, and the City

Council

Relevant SABS, IEC and DIN standards where applicable

Manufacturer’s specifications and installation instructions.

The general technical specification of the Client

7.5 Standard Specifications, Regulations and Codes

The latest edition, including all amendments up to date of tender of the

following specifications, publication and codes of practice shall be read in

conjunction with this specification and shall be deemed to form part

thereof.

The onus is on the Service Provider to obtain the latest revisions of all applicable standards

7.6 Supervision

All the work to be carried out is to be of a high standard and shall be carried out under the supervision of skilled and competent representatives of the Service Provider, who in turn shall be able and authorised to receive and carry out instructions.


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All electrical artisans employed on the contract shall be in possession of a Wireman’s Certificate of Registration or be qualified artisans as defined under the Act. Apprentices may be used but they shall work under the direct supervision of a qualified person as described above.

7.7 Maintenance and Operation Manuals

The Service Provider shall collect and keep complete, comprehensive and up-to-date records of technical specification, operating manuals and manuals of all installed equipment. This must be handed over to the Client on termination of contract or end of contract period

7.8 Maintenance of Stock

The Service Provider shall supply and manage emergency and back-up stock for all equipment maintained under this contract.

Back-up stock will be stored at the Service Provider or his supplier’s works and under control of the Service Provider and/or his suppliers. The Client reserves the right to inspect stock levels of the back-up stock at any time during normal working hours.

It is required that sufficient spare parts be held on the main site of the Client and to ensure that the equipment, supplied in terms of the contract, is kept in an acceptable working order for the duration of the contract.

The Service Provider shall submit together with the tender priced list the detail of equipment and quantities of recommended emergency stock items.

In addition the Service Provider shall submit a list of back-up stock kept by him or his suppliers in South Africa.

Note that not all equipment supplied under this contract need to be in emergency stock.

However, all equipment supplied under this contract shall be kept in back-up stock.

The client intends standardizing on the following brands, wherever possible or practical :

Dunham Bush

York

Samsung


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7.9 Equipment Catalogues

The Service Provider shall include in his tender price for the collation of two sets of catalogues, technical data sheet, operation and maintenance catalogues of all equipment supplied under this contract.

The price shall include for updating of the catalogues on an on-going basis.

7.10 Design and Shop Drawings

The Service Provider will be issued with a set of “as-built” and shop drawings of systems/equipment / installations under this contract. The Service Provider will, within a period agreed to with the Client, conduct a physical and electrical audit of these systems /equipment to verify the accuracy of the drawings. All deviation shall be marked (by hand) on the drawing and these shall become the new record drawings.

The Service Provider shall submit the updated drawings and to the Client, who may with the assistance of the Service Provider, call for quotations from third parties to reproduce same in electronic formats.

The Service Provider shall on an on-going basis update design and shop drawings by recording any changes to the install

7.11 Warranties and Guarantees

The Service Provider shall identify all equipment under warranties and guarantees and familiarise himself with the conditions and scope of the warranties/guarantees and ensure that:

Conditions of warranties/guarantees are complied with in full

Keep copies of warranties and guarantees

Repair all applicable equipment in terms of the warranties and guarantees

Inform the Client of the expiry date and where applicable advise the Client of benefits of extending warranties/guarantees

7.12 Management Reports The Service Provider shall include in his tender price for the compilation

of detailed management reports as part of the contract, as might be called for by the Client from time to time.


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7.13 Hand Over (at end of Contract) The Service Provider shall include in his tender price for the handover of the works at the end of the contract to the Client.

The hand over shall be fully comprehensive but not be limited to the following items:

Complete set of maintenance and operation manuals

Updated set of as-built drawings 8. BID REQUIREMENTS

8.1 The prospective bidders’ proposals must include the following

information:

All applicable completed SBD forms, annexures and schedules

Company profile

Knowledge and skills of people who will be involved in service delivery - CVs

Experience and track record

Proposed works programme

Proposed labour force and equipment to render services

Completed costing schedules

Health and Safety plan

8.2 Service Delivery Requirements

(i) Each individual on the team must be trained and capable to do the work as and when required. The site supervisor will be responsible to ensure project deliverables are met, and to keep service delivery at the required minimum standards at all times.

(ii) The award of the contract will be based on value for money being the best outcome for the SSA as a whole, considering price, economic, environmental and social benefits, in addition to the requirements of the SSA.

(iii) The Prospective Bidder intending to submit a proposal must have

the organizational and technical capacity, experience and professionalism to provide the service requirements outlined in the Terms of Reference. Proposers must be able to show proof of past and/or present experience in similar projects, demonstrate financial soundness and resources available to carry out the service requirements, and have the integrity and proven reliability to ensure good faith performance.


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8.3 Time Frame and Formal Contract

Service Delivery must have commenced or will commence within three

weeks of the client signing an agreement or providing an order.

8.4 Occupational Health and Safety (OHS)

An OHS plan must be prepared and handed in as part of the bid documentation. Particular attention must be given to adherence to all OHS regulations. Refer to the applicable annexure which contains detail of Occupational Health and Safety requirements. The Service Provider will be responsible for all expenditure with respect to safety measures according to the requirements of the Occupational Health and Safety Act

9. RULES OF BIDDING, SPECIAL CONDITIONS, BID SUBMISSION

REQUIREMENTS AND BID EVALUATION METHODOLOGY

9.1 Rules of bidding and specific conditions

(i) The SSA reserves the right to amend, suspend, or terminate this tender at any time during the process. In addition, the SSA reserves the right to reject any (or all) submission(s) and re-issue this tender at a future date at the SSA’s sole discretion.

(ii) Proof of South African Citizenship (This tender is not open to non-South African citizens).

(iii) All South African firms submitting bids as part of a consortium or joint venture must submit original, valid tax clearance certificates dated within 1 year of the closing date of the tender. Failure to submit a valid Tax Clearance Certificate will result in disqualification.

(iv) SSA reserves the right to terminate this appointment or temporarily defer the work, or any part thereof, at any stage of completion should SSA decide not to proceed with the project. SSA also reserves the right to appoint any other person to undertake any part of the task. Should the contract between SSA and the service provider be terminated by either party due to reasons not attributable to the service provider, the service provider will be remunerated for the appropriate portion of work completed up to a maximum amount of not more than the total fee bid by the service provider for the appropriate phase of the project during which the appointment was terminated.

(v) The individuals proposed for professional work on the project shall remain on the project unless SSA grants permission to change the


24

proposal. Such permission will only be granted in exceptional circumstances.

(vi) No material or information derived from the bid submission or the provision of the services under the contract may be used for any purposes other than those of SSA, except where authorised in writing to do so.

(vii) Copyright of all documents and electronic aids, software programs prepared or developed in terms of this appointment shall vest in SSA.

(viii) The costs of preparing proposals and of negotiating the contract will not be reimbursed.

(ix) SSA reserves the right to negotiate prices with the preferred bidder/s.

(x) The service provider and its affiliates are disqualified from providing goods, works and services to any private party to this Agreement, or to any eventual project that may result, directly or indirectly from these services.

(xi) Firms may ask for clarification on these Terms of Reference or any of its Technical Sections / Schedules / Annexures up to close of business 48 hours before the deadline for the submission of bids. Any request for clarification must be submitted by email to the SSA Representative. Copies of questions and answers will be emailed back.

(xii) The words service provider/contractor/partner/supplier/consultant has the same meaning in this bid and refers to the preferred and subsequently successful bidder.

(xiii) The successful bidder/s may not change (buy-out HDI’s) BEE (PPPFA) status during the contract period. The State Security Agency reserves the right to terminate the contract should the successful bidder/contractor no longer meet the original BEE bid proposal or fails to deliver.

(xiv) SSA is not bound to accept any of the proposals submitted. The SSA further reserves the right to call for presentations, interviews, to conduct a site visit or request additional information from the short-listed bidders before final selection. The purpose will be to evaluate the service delivery and commitments made by the prospective service provider/s in the bid document.

(xv) The Tender will be awarded at the discretion of the Principles of the State Security Agency subject to the signing of a contract, Service Level Agreement and obtaining of a positive security clearance.


25

(xvi) It will be expected of the contractor/s to maintain strong ethical standards during bidding and contract period.

(xvii) The Contractor may not market/promote its products or company name or logo in SSA material. The contractor’s company profile/details or logos shall be discreet and permissible within the following text parameters (not more than font Arial size 9) unless used as contact details approved by SSA.

(xviii) Security clearances: The bidder’s (principal or joint venture contractor) directors and employees and sub-contractors nominated to work on the project/site are required at all times during the contract period to be in possession of valid security clearances to the level determined by SSA commensurate with the nature of the project activities they are involved in. All security clearance will be conducted by the SSA

The vendors shall supply and maintain a list of personnel involved on the account or contractor indicating their clearance status. Negative or failure of security clearance or vetting by the bidder’s directors, employees subcontractors or partners at any stage during the contracting or contract period and lack of or inability to obtain acceptable replacements by the contractor may lead to the cancellation of the contract.

(xix) Formal contract: This Request For Bid, all the appended documentation and the proposal in response thereto read together, forms the basis for a formal contract to be negotiated and finalised between SSA and the enterprise(s) to whom SSA awards the bid in whole or in part. A mere offer and acceptance shall not constitute a formal contract of any nature for any purpose between SSA and any bidder.

(xx) Personal Liabilities: SSA shall incur no personal liability in respect of any matter arising out of the contract.

(xxi) Interpretation of contract: Any dispute arising from any matter in connection with this contract shall be submitted for mediation between the parties, failing which a decision/ruling by any competent court of law is the Republic whose decision shall be final. The contractor/s shall not delay the execution of any work pending such decision.Should the contract between SSA and the service provider be terminated by either party due to reasons not attributable to the service provider, the service provider will be remunerated for the appropriate portion of services rendered or completed in full to SSA.

(xxii) Should the SSA, after reasonable period of notice in writing, depending upon circumstances, call upon the contractor/s to comply with any of the conditions and failure to do so ‘SSA’ shall, without prejudice to any of SSA’s rights be entitled to cancel the contract


26

and to claim from the contractor any damages or losses which it might have suffered including any additional expenses incurred by it having either to invite fresh bids or accept any less favourable bid.

9.2 Bid Submission Requirements

Prospective bidders are required to submit their proposal in which the bidder will in general give reasons why he should be able to execute the contract to the satisfaction of SSA.

(i) The SSA reserves the right to return late bid submissions unopened.

(ii) Government Procurement General Conditions of contract (GCC) as issued by National Treasury will be applicable on all instances. The general conditions are available on the National Treasury website (www.treasury.gov.za)

9.3 Technical Proposal

This is mandatory and must contain the following:

9.3.1 Covering letter signed by the Service Provider, inter alia:

Accepting the Rules of Bidding, Evaluation of Bids, and Bid Evaluation Criteria set out in the Terms of Reference;

A general overview of your organization.

Attach a Tax Clearance Certificate from South African Revenue Services in respect of the Service Provider and all South African firms to be sub-contracted to it for this assignment, or all South African firms participating in a joint venture for purposes of this bid.

Providing full contact details of the Service Provider

The name, e-mail address and Telephone number of the Accounts Executive or Project Coordinator who will be in direct contact with SSA regarding the accounts (& modus operandi / procedures), with an indication of his experience in SAP processes (if applicable) and the extent of his language competencies.

It is extremely important to include the following statement in the letter:

“We hereby certify that all statements made with regard to this proposal are made by [enter name of applicant here] are accurate and factual, and that we are aware that SSA reserves the right to verify any information provided in this regard and that untrue statements may result in the proposal being declared non-compliant”.

http://www.treasury.gov.za/


27

9.3.2 Information on and motivation for the Service Provider, attaching his/her curriculum vitae, and setting out his / her personal, and his / her firm’s:

Suitability for this assignment;

Detail of the growth and development history of your team, and comment on the (local) team you would assign to this project

Relevant skills and experience. For relevant experience cited, outline the role that the bidder played, the role of the firm, contract duration, contract outcomes, and contract value

Availability to perform the work. This must be substantiated by listing the bidder’s other commitments for the forthcoming year, substantiate this in view of ability / capacity to carry out SSA’s request for services.

Information on your firm’s ability and experience in special developments of the required nature.

Overview of the operating structure (and geographical locations) of the firm.

Detailed outline of the modus operandi and the handling, operation and servicing of the project / contract must be furnished.

Extent of the infrastructure, equipment and capacity / resources to handle the entire contract.

Actual “accounts” handled by this contractor with specific reference to accounts management. (clients’ lists).

Standards – Include information regarding your firm’s utilization of widely known Industry Standards and guidelines, as they apply to your firm, and your firm’s proposal for service delivery.

9.3.3 Project Comprehension And Project Management Plan, Setting Out:

A service delivery schedule outline that runs through the site establishment process, beginning of service delivery and routine service delivery for the duration of the contract.

Description of how your team would propose working with the SSA to achieve the required service standards. Elaborate on the roles that you would anticipate the SSA and your team play in communications and decision making as may be applicable.


28

The Service Provider understands of the Terms of Reference, and any proposals for amendments to the Terms of Reference that would enhance desired outcomes, the proposal must address all the requirements of these Terms of reference.

The proposal should be concise and contain information that would be necessary for presentation

How the Service Provider proposes to manage the set of deliverables outlined in the Terms of Reference

A brief statement of understanding of the project, expected deliverables, and relevant experience of the applicant

The proposal must address all the requirements of these Terms of reference. The proposal must be concise and contain information that would be necessary for presentation

A proposed outline Work Plan with time-table for delivery. A comprehensive implementation strategy and plan for the fulfilment of the task, indicating very clearly steps to be followed to achieve that objective

A brief point form of description of work program activities that the applicant would be proposing for service delivery and how (effort to be put in place) this timeline will be achieved.

An explanation of expertise and/or resources that would be used in executing the project

How the Service Provider’s team members will be supervised

How reporting to the Project Officer will take place

Any innovative ideas for how the whole assignment can best achieve its objectives.

10. BID SELECTION AND EVALUATION CRITERIA

10.1 SSA reserves the right to disqualify any bidder which does any one or

more of the following, and such disqualification may take place without

prior notice to the offending bidder.

10.2 Whilst SSA wishes to achieve affordability, creativity, innovation and

adherence to the terms of reference will weigh heavily in the selection of

the finalists. It is intended that the successful service provider will have

made substantial input into the proposed concept/s of service delivery

Is an established recognized provider of professional services


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Is able to offer in-house support capacity

Demonstrate experience / capability of working with multiple stakeholders and various environments;

10.3 Bidders will be penalized for

Not submitting a valid and original Tax Clearance Certificate on the

closing date and time of the bid. If a Consortium or Joint Venture.

Original and valid Tax Clearance Certificate must be submitted for each

member.

Submitting incomplete information and documentation according to the

requirements of this Bid documentation;

Submitting information that is fraudulent, factually untrue or inaccurate,

for example memberships that do not exist, BEE credentials, experience,

etc.

Receiving information not available to other bidders through fraudulent

means; and/or

Not complying with mandatory requirements as stipulated in this bid, i.e.

submission of bids

Failing to attend a compulsory briefing session

Being blacklisted as per the National Treasury database

10.4 A Bid Evaluation Committee will be established by SSA comprising

representatives of SSA. The committee will evaluate all bids received

on or before the closing time and date, according to the criteria

indicated herein. The evaluation Committee will make a

recommendation to the Bid Adjudication Committee and/or Director

General for appointment of the preferred bidder.

10.5 The Bid Evaluation Committee reserves the right to call bidders to

complete any outstanding elements of their bids, make presentations of

their bids, and/or present Best and Final Offers, if required.

10.6 Evaluation will be based on a point system. The following are the

maximum number of points that can be awarded for each category, and

the threshold score for each category:


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Item

Category

Maximum

Points

Threshold

Score

1

Technical / Functional Proposal

100

70

2

Price

90

-

2.1

Fixed Preventative Maintenance

50% of 90

2.2

Unit Rates for ad hoc Works

20% of 90

2.3

Supply and Installation of new AC

units

30% of 90

3 BBBEE 10

10.7 The Technical Proposals received will be evaluated the

Functional/Technical threshold Score will be 100 points and only those

bids that subsequently achieve the technical threshold score of 70

points or more will be short listed.

10.8 The proposals will be evaluated on the 90 / 10 preference points

system as per PPPFA regulations.

10.9 Evaluation will be the 100 points for price and BBBEE and 100 points

for functionality.

10.10 The prospective bidder who achieve the highest total points and pass

the SSA’s security clearance will be recommended by the Bid

Evaluation Committee as the preferred service provider

10.11 The decision of the SSA will be final.


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11. BID EVALUATION PROCESS

11.1 Stage 1: Pre-evaluation

Any prospective bidder, which fails to submit any element of the Bid Submission Requirements set herein, may, at the discretion of the Evaluation Committee, be rejected as unsuitable for evaluation and will therefore not be further considered.

11.2 Mandatory requirements

13.2.1 All applicable SBD forms completed

13.2.2 Valid original tax clearance certificate submitted

13.2.3 All costing done and tables completed

13.2.4 All technical specifications and detail provided

13.2.5 Health and safety plan provided

13.2.6 Company detail and personnel detail and available resources furnished

13.2.7 Proof of registration / membership with applicable governing bodies

13.2.8 All bid requirements provided as indicated in applicable section

13.2.9 All other bid requirements set out in this tender document.

11.3 Stage 2: Technical Evaluation

11.3.1 The following score sheet and criteria shall apply for scoring by the evaluation committee members in scoring compliant/qualifying bids meeting the minimum technical / functional requirements.


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No.

Technical Criteria

Scoring (for each sub element)

Maximum points

1. Proof of established company with know how regarding Air conditioner systems and maintenance including qualifications of personnel

Excellent = 10

Acceptable = 7

Partially compliant=3

Un-acceptable =0

20

Management Qualifications, CV’s

Skills and personnel available for Air conditioner

systems and maintenance and minor mechanical

and engineering works

Qualifications of personnel must be applicable to the

relevant field of expertize required to render the

services set of in the terms of reference.

Minimum requirements to obtain score at “acceptable level” will be relevant qualification for field of expertise, as acceptable in the industry

Provide documentation to illustrate skills and qualifications and experience of relevant personnel

10

Support personnel capacity

Capacity in terms of personnel and equipment available for general maintenance as well as emergency call-outs. The prospective bidder must indicate what resources are and will be available to render the services as described in the tender and how additional resources will be acquired when needed

Minimum requirements to obtain score at “acceptable level” will be indication and illustration of availability of sufficient support personnel in respective disciplines to perform the work required, measured against the norms of the maintenance industry

Provide documentation to illustrate capacity and experience of support personnel as well as company infrastructure / status to render services of nature as required

10


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No.

Technical Criteria

Scoring (for

each sub

element)

Maximum

points

2. Previous experience on the nature of the task at hand and level of experience

Excellent = 20

Acceptable = 15


Un-acceptable =0

20

Track record& relevant experience

Number of years active in maintenance experience

gained in this field, to whom services were

provided , and record of services rendered,

indicating types, variety, quantity, complete with

references. The prospective bidder must indicate

what the magnitude of services were, where it was

rendered and what challenges were effectively

dealt with, in particular when time constraints were

to be adhered to.

Minimum requirements to obtain score at “acceptable level” will be confirmation of at least five (5) years of applicable experience in maintenance related projects.

Provide documentation to confirm track record and

detail of services delivered / rendered to date, with

detail regarding scope of work. Illustrate how

problematic situations were effectively dealt as

encountered during projects and service delivery

and in particular challenges resolved regarding

extreme time frames.

20


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No.

Technical Criteria

Scoring (for

each sub

element)

Maximum

points

3. Level of skills regarding specialist designs done with respect to HVAC, Refrigeration and BMS operations and deployment

Excellent = 20

Acceptable = 15

Partially

compliant=7

Un-acceptable =0

20

Special skills & Specialist maintenance projects completed

Knowledge and understanding of specific

requirements in maintaining and managing Air

conditioner systems and maintenance with the

aim of “green conscious environment”

The prospective bidder must also clearly illustrate

strategy followed when dealing with special needs

of a SSA and the implementation environmentally

friendly solutions to obtain optimum solutions

during service delivery

Minimum requirements to obtain score at “acceptable level” will be indication and illustration of availability of sufficient support personnel with specialized skills and illustration of specialist maintenance performed, measured against the level of specialist maintenance in the industry

Provide documentation to illustrate how special needs of clients were dealt with previously, also indicate experience in the field of energy efficiency, and how the SSA’s anticipated needs will / can be dealt with in view of constant demand to reduce or optimize electrical energy consumption.

20


35

No.

Technical Criteria

Scoring (for

each sub

element)

Maximum

points

4. Clear understanding of the Air conditioner systems

and maintenance task at hand as well as compliance

with the terms of reference and SSA requirements

(Quality of project comprehension in the tender proposal)

Excellent = 10

Acceptable = 7


Un-acceptable =0

20

Proposed personnel deployment / personnel allocation to meet client needs and provision of standard equipment for routine maintenance

The prospective bidder must indicate what resources will be deployed (or reserved) to meet the expectations of the client and will be available to render the services as described in the tender

Minimum requirements to obtain score at “acceptable level” will be indication and illustration of proper project plan to illustrate what support personnel (in the respective disciplines) will be available to perform the work required, measured against the norms of the maintenance industry, and what equipment will be available in this regard

Provide documentation / a project plan to illustrate proposed deployment of personnel to address needs of client, also indicate what equipment will be provided to perform the maintenance as required by client, based on the scope of work.

Provide detail of subcontractors / companies who will be available or utilized to assist with ad hoc tasks of a specialist nature, if not done with in-house resources

10


36

No.

Technical Criteria

Scoring (for

each sub

element)

Maximum

points

Overall control and administrative support system provided by service provider to address client needs and ensure that services are rendered within reasonable turnaround time

The prospective bidder must indicate what resources will be available to respond the needs of the client whenever a routine or emergency request is received. This must also illustrate the administrative capacity of the service provider to provide quotes and invoices within reasonable time or at short notice in the event of emergencies or special request.

Minimum requirements to obtain score at “acceptable level” will be indication and illustration of availability of sufficient support personnel to respond to emergencies and how emergencies will be dealt with to ensure minimum disruption of operations, with indication of what resources will be immediately available to provide the required support.

Provide documentation to illustrate how routine requests and emergency calls will be addressed to ensure that maintenance and functionality of the client’s electrical infrastructure is kept operational and functions optimally.

Also illustrate / describe support systems’ availability after hours and availability of spares / access to spares for emergency repairs at short notice.

Excellent = 10

Acceptable = 7


Un-acceptable =0

10


37

No.

Technical Criteria

Scoring (for

each sub

element)

Maximum

points

5. Financial backing and capacity to handle Air conditioner systems and maintenance projects and specialist projects of varying magnitude

Excellent = 10

Acceptable = 7


Un-acceptable =0

10

Magnitude of previous maintenance contracts

The prospective bidder must indicate the magnitude of previous contracts and projects during past years and how these contracts and projects were financed, also explaining how the financial aspects of the abovementioned tender will be managed.

Minimum requirements to obtain score at “acceptable level” will be indication and illustration of availability of sufficient funds to maintain “healthy” cash flow, illustrating scope of work to obtain CIDB rating as requested, confirming that financial resources are available for all types of business activities.

Provide documentation to illustrate financial capability to manage a maintenance tender of the described magnitude, also provide information regarding previous tenders / projects of a similar nature and the expenditure thereof.

10


38

No.

Technical Criteria

Scoring (for

each sub

element)

Maximum

points

6. Level of skills regarding maintaining a safe and healthy work environment whilst addressing the needs of the client.

Excellent = 10

Acceptable = 7


Un-acceptable =0

10

Health and Safety file compilation

Knowledge and understanding of OHS act, with the H&S file illustrating how the service provider will implement safety and preventative measures to control risks anticipated maintenance activities and projects.

The H&S file will be therefor be evaluated to determine the service providers’ understanding of risks in the work place and how to control such risks.

The H&S file must clearly illustrate how risks encountered during execution of the variety of client’s requests will be minimized and totally eliminated, where possible.

The H&S file must illustrate the prospective bidder’s understanding of the risks that are present (and which may be anticipated) in the maintenance environment and how risks encountered during execution of the variety of client’s requests will be minimized and totally eliminated, where possible

Minimum requirements to obtain score at “acceptable level” will be indication and illustration of ability to meet all requirements set out in the checklist in the OHS section, measured against the norms of the industry regarding acceptable H&S plans.

Provide documentation in the format of a ‘basic’ Health and Safety file based on the tender contents and the abovementioned requirements.

10


39

No.

Technical Criteria

Scoring

(for each sub

element)

Maximum

points

7

TOTAL TECHNICAL POINTS

100

8

Technical Threshold Score (minimum requirement)

70

9

Technical Maximum Score achievable

100

11.4 Stage three - Evaluation in terms of the 90/10 Preference Point Systems

Only bids that achieved the minimum qualifying score/percentage for functionality will be evaluated further in accordance with the 90/10 preferential point systems prescribed in the Preferential Procurement Regulations 5 and 6 of the Preferential Procurement Policy Framework Act 5 of 2000.

The following formula will be used to calculate the points for price in respect of tenders with a Rand value above R1 000 000 (all applicable taxes included)

Ps = 90

Where

Ps = Points scored for comparative price of tender or offer

under consideration

Pt = Comparative price of tender or offer under

consideration; and

Pmin = Comparative price of lowest acceptable tender or off

min

min1

P

PPt


40

12. BROAD-BASED BLACK ECONOMIC EMPOWERMENT STATUS LEVEL CERTIFICATES.

(a) It is the Government's intention to promote the following points with this bid, and the points to be allocated are indicated against each Level of Contributor. A maximum of 10 points may be awarded to a bidder for attaining their B-BBEE status level of contribution in accordance with the table indicated in paragraph below.

B-BBEE STATUS LEVEL OF CONTRIBUTOR

NUMBER OF POINTS

1 10

2 9

3 8

4 5

5 4

6 3

7 2

8 1

Non-Compliant Contributor 0

(b) The points scored by a tenderer in respect of the level B-BBEE contribution contemplated must be added to the points scored for price as calculated

(c) The contract will be awarded to the tenderer who scored the highest total number of points. Points scored will be rounded off to the nearest 2 decimals, in case there is only one bidder scored the highest points.

(d) Only a bidder who has completed and signed the declaration part of the preference claim form will be considered for preference points.

(e) Bidders are required to submit original and valid B-BBEE Status Level Verification Certificates or certified copies together with their bids, to substantiate their B-BBEE rating claims.

(f) Bidders who do not submit B-BBEE Status Level Verification Certificates or are non-compliant contributors to B-BBEE do not qualify for preference points for B-BBEE but will not be disqualified from the bidding process. They will score out of 90 point system only and zero out of 10 for B-BBEE.

(g) All trusts, consortiums or joint ventures must submit a consolidated B-BBEE Status Level Verification Certificates together with their bids.


41

13. DISCOUNTS

Unconditional discounts will be taken into account for evaluation process; and

Conditional discounts will not be taken into account for evaluation purposes but will be implemented when payments are made

14. SUB-CONTRACTING

(a) A prospective bidder will not be awarded the points claimed for B-BBEE status level of contribution if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the contract value to any other enterprise that does not qualify for at least the same number of points that the bidder qualifies for, unless the intended sub-contractor is an EME that has capability and ability to execute the sub-contract.

(b) A contractor is not allowed to sub-contract more than 25% of the contract value to another enterprise that does not have equal or higher B-BBEE status level, unless the intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.

Other details relating to the bid submission requirements are standardised by the National Treasury and will be fully outlined and included with some of the contents of this submission in the terms of reference (TOR) which will be part of the tender specification.

15. SERVICE PROVIDER SKILL, EXPERIENCE, DELIVERY PROGRAM

15.1 Each individual on the team must be personally available to do the work

as and when required. The Service Provider will be held accountable, in

terms of the Contract, for ensuring project deliverables, and the

professional conduct and integrity of the team.

15.2 The award of the contract will be based on value for money that being

the best outcome for the SSA as a whole considering price, economic,

environmental and social benefits, in addition to the requirement for the

SSA.

15.3 The Bidder intending to submit a proposal should have the

organizational and technical capacity, experience and professionalism

to provide the service requirements outlined in the Terms of Reference.

Proposers should be able to show proof of past and/or present

experience in similar service delivery projects, demonstrate financial


42

soundness and resources available to carry out the service

requirements, and have the integrity and proven reliability to ensure

good faith performance.

16. DUE DELIGENCE EVALUATION

It must be noted that only those bidders who are regarded as responsive will be subjected to “due diligence “investigations which may include but not limited to the following:

Were previous projects completed within specified contract period?

Did the contractor have cash flow problems?

How was their quality of work?

Did they have competent staff on site?

Does the prospective bidder have the necessary competencies and resources to carry out construction work safely?

17. CANCELLATION CLAUSE

(a) In the event that, in the application of 90/10 preference points system, all tenders received are equal to or below R1 000 000.00 (inclusive of VAT), the tender will be cancelled. (b) If one or more of the acceptable tenders received are above the prescribed threshold of R1 000 000.00 (inclusive of VAT), all tenders received must be evaluated on the 90/10 preference point system.

18. ENQUIRIES

All questions with respect to Technical and SCM aspects must be forwarded

per e-mail to the centralized point of coordination:

Khonangayo Masuku

Tel 012 427 4980

Fax 086 591 4372

Cell 082 961 1134

e-mail [email protected]

mailto:[email protected]


43

SECTION A

WORKS INFORMATION

TITLE OF PUBLICATION

Occupational Health and Safety Requirements of the SSA and all Normative references

SSA`s Policy and Procedures for the Co-Ordination and Implementation of Occupational Health and Safety Act (Act 85 of 1993) and Compensation for Occupational Injuries and Diseases Act of 1993

SABS 1200 AA – General (Small Works)

Access Control Procedures to SSA Premises

PPPFA Act number 5 of 2000

PFMA Act

Security Officers Act (Act 92 of 1987), and the Security Officers Amendment Act (Act 104 of 1997)

Employment Equity Act (Act 55 0f 1998)

Intelligence Services Act (Act 38 of 1994)

National Strategic Intelligence Act (Act 39 of 1994)

National Small Business Act (Act 102 of 1996)

Intelligence Services Control Act (Act 40 of 1994)

Protection of Information Act (Act 84 of 1984)

Auditor-General Act (Act 12 of 1995)

Income Tax Act (Act 58 of 1962)

Promotion of Equality and Prevention of Unfair Discrimination Act (Act 4 of 2000)

Labour Relation Act (Act 66 of 1995)

Skills Development Act (Act 97 of 1998)

Occupational Health and Safety Act (Act 85 of 1993)

Requirements of the Companies Act

General Procurement Guidelines (issued by the Minister of Finance)

National Treasury: Circular No. 6 of 2002: Preference Points Claim Form for Equity Ownership by Historically Disadvantaged Individuals (HDIs)

Government Procurement: General Conditions of Tender, Contract and Order

Security Service Trade Orders

White Paper on Transforming Public Service Delivery: Batho Pele-“People First”: 1997 September

Government Notice R1237, 1988 July 1

Government Gazette No 16085, 1998 November 23

SSA Procedure for the Identification of Risk Prior to the Commencement of Work

Construction Regulations 2014

National Building Regulations, SANS 10400

National Road Traffic Act 93 of 1996, and all amendments

General Safety Regulations 2003

Environmental Regulations for Workplaces 1987

Basic conditions of Employment Act No 75 of 1997


44

This part of the tender document comprise of four sections:

Item Description

1 Occupational Health and Safety Section 1 General Occupational Health and Safety Requirements

2 Occupational Health and Safety Section 2 Client Specifications According to the Construction Regulations of 2014 : Checklist for minimum requirements for Health and Safety plan relating to tender documents

3 Occupational Health and Safety Section 3 Client Specifications according to the Construction Regulations of 2014

4

Occupational Health and Safety Section 4 Baseline Risk Assessment

OCCUPATIONAL HEALTH AND SAFETY SECTION 1 OF 4

GENERAL OCCUPATIONAL HEALTH AND SAFETY REQUIREMENTS

The bidder shall comply fully with all the requirements of the Occupational Health and Safety

Act, 85 of 1993 (OHS Act) inclusive of all amendments as well as the National Building

Regulations and local by-laws.

The basic Health and Safety requirements applicable to the bidder ( and sub-contractors of

the bidder) are, but not limited to the following - see also minimum content checklist attached.

Do note that the successful bidder will be required to provide a comprehensive Health and

Safety file on awarding of the tender, such H&S file must be evaluated and approved by the

client prior to the contractor gaining access to the site.

Provide a Health and Safety (H&S) plan in line with the requirements of the applicable

regulations for the work to be done. This file must be handed in with the tender

documentation – see the attached minimum content checklist attached.

The H&S plan shall include risk assessments conducted by an appointed risk assessor for

the work to be done and the safety precautions to be put in place from the contractor’s

side, e.g. safe work procedures, proper storage, handling of fuel, etc.

The H&S plan must be to the satisfaction of the OHS Coordinator/representative of the

SSA.

A Construction Manager and construction supervisor must be appointed in writing and shall

be in charge of all work on site and health and safety measures implemented.

The contractor (inclusive of all sub-contractors) shall be registered with the Compensation

Commissioner and shall provide a valid Letter of Good Standing with the Compensation

Fund.

SECTION B

OCCUPATIONAL HEALTH AND SAFETY (OHS)


45

Item Description Confirmation

/Checklist

1 Proof of registration and valid Letter of Good Standing from Compensation Commissioner

2 Company Health and Safety Policy

3 Company Environmental Policy

4 Company HIV/Aids Policy

5 Certificates of Competencies

6 Qualification of key personnel on site, e.g. Construction Manager, Supervisor, risk assessor, etc.

7 Proof of company’s previous experience and references

8 Risk assessments based on client baseline risk assessment

9 Plan indicating how training will be conducted, e.g. induction training, toolbox talks, first aid training, etc.

10 Plan indicating how medical fitness certificates will be handled on site

11 Plan indicating fall protection on site

12 Plan indicating how scaffolding will be handled on site

13 Plan indicating how lifting equipment/cranes will be handled on site

14 Plan indicating how vessels under pressure will be handled on site.

15 Plan indicating how excavations will be handled on site.

16 Plan indicating how hazardous chemicals will be handled on site.

17 Plan indicating how temporary works will be handled on site.

18 Plan indicating how roof work will be handled on site

19 Plan indicating how appointments of contractors will be handled on site

20 Plan indicating how construction vehicles and plant will be handled on site

21 Plan indicating how emergency situations will be handled on site

22 Provide appointments of the following according to Construction Regulations. Construction Manager

- Construction Supervisor - Risk Assessor - Fall Protection planner

23 Indicate in tender that provision has been made for the cost of health and

safety measures to be implemented on site



46

CLIENT SPECIFICATIONS ACCORDING TO CONSTRUCTION REGULATIONS OF 2014.

GENERAL

The Principal Contractor agrees to the conditions as discussed and shall conduct his/her

business in such a way as to ensure that all the conditions of the Occupational Health and

Safety Act, 85 of 1993, and the Construction Regulations will be adhered to as far as

reasonable practicable.

For interpretations of wording used in this specification, the definitions as contained in the

Occupational Health and Safety Act and regulations and the National Building Regulations

shall be used.

The Principal Contractor and all Contractors shall be registered with the Compensation

Commissioner and shall provide proof to the Client in the form of a valid Letter of Good

Standing from the Compensation Commissioner – this shall be kept up to date for the

duration of the contract period.

The Principal Contractor shall ensure that written agreements are entered between himself

and all mandatories/contractors as indicated in Construction Regulations 7 and Section 37 of

the OHS Act, and proof shall be provided in the health and safety file, to be kept on site.

The client reserves the right for security personnel of the client to search persons or vehicles

entering or leaving the premises.

After completion of the construction work, the contractors shall clean the site and restore it to

orderliness, all work sites shall be kept reasonable tidy during the work operations.

Approval from the Local Authority (Building Control Officer) shall be made available before the

new construction work is to be done, and the client will be provided with the proof of such

approvals. On completion of a building construction project an Occupancy Certificate shall be

provided to the client as indicated in the National Building Regulations.

The Principal Contractor shall appoint a competent person as the Construction Manager

within the conditions of the Construction Regulations and the client shall be provided with a

copy of such appointment. The Construction Manager shall appoint a Construction

Supervisor in writing and further to that the contractor shall appoint a construction safety

officer in writing, having considered the size of the project, the degree of dangers to be

encountered or the risks on site, as indicated in Construction Regulation 8.

The Principal Contractor shall ensure that all the appointments and designations of competent

persons as required by the Construction Regulations be available in a health and safety file on

site and be maintained by the contractor, for perusal by the client.



47

The Principal Contractor shall ensure that a Health and Safety file is opened and be available

with all relevant appointment, registers and logbooks as required by the OHS Act and

Construction Regulations. This shall be kept and maintained on site by the relevant appointed

competent persons.

The Principal Contractor shall provide and demonstrate to the client a documented health

and safety plan based on the client’s baseline risk assessment and health and safety

specification which shall be kept on site.

The client shall conduct periodic health and safety audits to determine if the health and safety

specifications and health and safety plan are adhered to at least once a month during the

construction period. Written feedback reports will be forwarded to the Principal Contractor

within 7 days after the audit

All construction work shall be done in such a way as to ensure that the end result and the

processes involved complies with the stipulations of the National Building Regulations (SANS

10400) and the Occupational Health and Safety Act.

All employees of the Principal Contractor/ Contractor shall be identifiable with proper clothing

with a company logo and or hard hats, depending on the risks involved at the time.

The Principal Contractor/Contractors shall on completion of the construction work, provide to

the client a consolidated health and safety file with all the reports and documentation,

including a record of all drawings, designs, materials used and other similar information

concerning the completed structure as stipulated in Construction Regulation 7.

The continued non-adherence to legislation and stipulations of the documented health and

safety plans may result in the contractors being asked to vacate the work areas until

compliance can be reached.

Site Establishment and Services

The contractor shall do everything in his power to limit waste to protect the environment.

Site establishment shall be done according to the stipulations of the Building Regulations and

the Construction Regulations, with a well demarcated and fenced site where possible, with a

gate(s) and all required facilities on the inside of the area. This shall be kept in such a way as

to ensure the safety of the client and the public.

The site specific permit for construction work issued by the Dept. of Labour shall be

conspicuously displayed at the entrance to the site, when applicable.

Builder’s shed or similar buildings shall be erected and all facilities shall comply with the

stipulations of Construction Regulations 30 and Facilities Regulations.

Dust control shall be done to minimize dust to neighbours and the client at all times.

All work shall be done and completed according to the National Building Regulations and

accepted engineering practices shall be followed during all construction work.


48

The Principal Contractor shall ensure compliance with the Occupational Health and Safety

Act, 85 of 1993 and incorporated Standards, as well as the SANS 10400 – National Building

Regulations. These will be the measures and minimum standards to be used and

implemented in the contract.

LEGISLATION DERIVED SPECIFICATIONS

The Occupational Health and Safety Act, 85 of 1993 (OHS Act)

There shall be Health and Safety Representatives elected and appointed in writing according

to the conditions and stipulations of Sections 17, 18 of the OHS Act, and these members shall

attend a meeting at least once a month of which minutes shall be kept on the site according to

Sections 19 and 21.

The Duties of the employer as indicated in Section 8 of the OHS Act shall be adhered to under

all circumstances.

The Principal Contractor shall record and report all incidents as covered in Section 26 of the

Act, and incident investigations shall take place with the involvement of the appointed Health

and Safety Representatives. The SHE Coordinator of the client shall be informed forthwith of

any incidents on site.

Proper agreements as indicated in Section 37 of the Act and the Construction Regulations

shall be entered between the client//Principal Contractor and Contractors, before work

commences on the site and shall be available on site for perusal by the client

General Administrative

There shall be a copy of the Occupational Health and Safety Act, 85 of 1993 and Regulations

available on the work site as stipulated in the General Administrative Regulations.

Asbestos

Under no circumstances shall asbestos products be used in the building processes, and if it

should be, this should be done only after written approval from the client. Furthermore the

contractor shall where he/she identifies any previous use of asbestos, ensure that the

conditions of the Asbestos Regulations are compiled with. The client shall be informed in

writing of the location(s) of the asbestos containing material.

In the even where the contractor are required to work on existing asbestos on site the

conditions of the Asbestos Regulations will be adhered too and where asbestos containing

material are to be removed and disposed, the contractor shall provide a copy of their work

plan as approved by the department of Labour to the client prior to the work to start.

Electrical Installations

Contractors involved in electrical work shall provide proof to the client prior to the beginning of

work that the electrical contractor and electricians are registered with the relevant authorities

and shall furthermore issue Certificates of Compliance for all electrical work done on site as

stipulated in the Electrical Installations Regulations and SANS 10142, 10086, 10089 or 10108

as the case may be.


49

If during their work they identify a possible electrical fault, this should be brought to the

attention of the client immediately.

The Certificates of Compliance shall comply with the standards as are stipulated in the

Electrical Installation Regulations and the relevant SABS Codes of Practice.

The electrical installations shall comply with the SANS Codes 10142, 10086, 10089 and

10108, depending on the type of installation and circumstances.

Apart from the above the contractor shall comply with the stipulations of Construction

Regulation 24, wrt Electrical Installations and Machinery on Construction sites, as well.

Environmental Regulations for Workplaces

The contractor shall adhere to the requirements of the Environmental Regulations and in

particular where employees are supposed to work in cold conditions less than 6 degrees

Celsius, in which case the contractor shall provide cold weather protection.

Where employees are to work below 0 degrees Celsius, PPE as indicated in the mentioned

regulations shall apply, and all those working in such conditions shall be declared fit to work in

these areas by a medical practitioner.

In areas colder than 6 degrees Celsius and employees are to work machinery with a vibrating

cycle of lower than 100Hz, proper gloves shall be provided.

In hot working conditions where the WBGT are 30 or above the employer shall comply with the

stipulations of the Environmental Regulation 2.

The work areas shall be lighted as far as possible to the stipulations of the Environmental

Regulations and the Schedule thereto attached.

Written conformation shall be provided to the client by the contractor that all the different areas

where work were done wrt lights; that the lighting values do comply and that luminance tests

have been done – report.

This report should also indicate where emergency lighting has been installed and that it has

been tested and is complying with the regulations and local authority requirements.

All work areas shall at all times be well ventilated to comply with the Building Regulations,

Environmental Regulations and the stipulations of the Hazardous Chemical Substances

Regulations.

Housekeeping should be proper so that everything has a place and everything is in its place,

further the open areas on the building site shall be properly fenced, guarded or otherwise

protected to prevent people from falling. This should be according to the stipulations of

Environmental Regulations and Construction Regulation 25, 27 and 28.

Provision should be made during all phases to cater for the prevention of possible fires and

means of egress as indicated in Environmental Regulations, Construction Regulation 29 and

National Building Regulations. Also to note that no open fires is allowed on site.


50

Facilities

Facilities and construction welfare facilities in use shall comply with the stipulations of the

Facilities Regulations and Construction Regulation 30 and in particular to the following:

o Running water, hot and cold shall be provided

o One shower/15 employees shall be provided on the work site

o Proper toilet facilities with seats to the ratio of 1:30 employees for each sex and toilet

paper

o All facilities shall be cleaned on a regular basis and shall be hygienic.

o Clean drinking water shall be provided to all employees on site.

o Proper change rooms shall be provided for each sex

o Eating areas shall be provided which are properly sheltered

o If living accommodation is provided, then this should be good and hygienic condition.

o The draining of all wastewater shall be taken care of in a responsible manner.

Note: Provision of above to be negotiated with the client.

Hazardous Chemical Substances

It is recommended that the use of Hazardous Chemical Substances be limited to the minimum

and if used that the stipulations of the Hazardous Chemical Substances Regulations be

followed. The same would apply to the use of lead during the construction processes.

MSDS’s shall be made available to all employees and shall be filed in the H&S file on site for

all HCS in use.

Driven Machinery

All driven machinery shall be protected, guarded or otherwise protected to prevent injuries and

to comply with Driven Machinery Regulation (DMR) 2.

The Contractor shall ensure that the following are being complied with when in use:

Saws shall comply with DMR 3.

Wood planing Machines shall comply with DMR 5.

Wood moulding and mortising machines shall comply with DMR 6.

Sanding Machines shall comply with DMR 7.

Grinding Machines shall comply with DMR 8.

Shears, guillotines and presses shall comply with DMR 9.

Slitting machines shall comply with DMR 10.

Mixing and agitating machines shall comply with DMR 11.

Rolls and Calendars shall comply with DMR12.

Washing and centrifugal extractors shall comply with DMR13.

Air compressors shall comply with DMR14.

Refrigeration and Air conditioning installations shall comply with DMR 15 and SANS

10147.

Goods hoists shall comply with DMR 16.

All lifting machines and cranes shall comply with the stipulations of DMR 18 and

specific the following:


51

o The maximum weight shall be clearly indicated on all machines

o Load test shall be carried out at least at the beginning of the contract and at

least once a year and/or according to the manufacturers standards and the

results shall be on site available.

o Inspections shall be done on lifting equipment as indicated in the DMR18 at

least once every 6 months and the results shall be available in site

o Lifting tackle shall be clearly identified and be inspected by a competent

person at least once every three months and records of the inspections shall

be available on site.

o Nobody shall be moved by means of lifting equipment unless proof is provided

of an approval given by the department of Labour.

o The operators of all lifting equipment shall be trained and valid proof of their

training as done by an approved training institution shall be available on site.

When tower cranes are erected the conditions of Construction Regulation 22 shall be used as

a minimum standard with respect to wind forces on structure, ground bearing capacities,

bases firm and level, safe distance erected from excavations, sufficient clear space for

erection, operation and dismantling. The operator of the cranes shall be physical and

physiologically fit for their work and a medical certificate of fitness shall be available on site.

Electrical Machinery

The contractor shall ensure that in general all protective gear and equipment as needed be

provided where work is to be done on or close to live or possible live electrical machinery

according to EMR 3.

The contractor shall ensure that whenever work is to be carried out on electrical machinery

that it has been disconnected from all sources of electrical energy, according to EMR 4.

Notices shall comply with EMR 5 where needed in the generating plants, transformers

switching or linking apparatus area.

All switch and transformer premises shall comply with the stipulations of EMR6. Where

electrical control gear are involved it shall comply with EMR 7.

All electrical switchboards shall comply with the stipulations of the EMR 8 and SANS 10142.

Where work is to be done at an area classified as a hazardous location according to EMR 9

and SANS 10108 the conditions of EMR 9 and the relevant SANS Codes of Practice shall be

followed and the inspection authority shall issue the required certificates.

All electrical tools and portable electrical lights shall comply with EMR 10 and 11 respectively.

Electrical fences shall comply with the conditions of EMR 12 and 13 and the electrical

contractor shall provide proof of the tested values to the client as indicated in SANS 60335

and related regulation.

Earthing shall be in compliance as indicated in EMR18.


52

The electrical engineer/contractor shall ensure that the stipulations of EMR 19, 20 and 21 are

being complied with respect to overhead power lines etc.

General Safety

The contractor shall provide all the required Personal Protective Equipment (PPE) to all

his/her employees where needed for different areas free of charge, however safety shoes and

hardhats will be seen as the minimum for a normal construction site as indicated in General

Safety Regulation (GSR) 2.

Generally the contractor shall conduct a risk assessment to evaluate the risks and reduce the

risks to the lowest level before resulting to PPE as indicated in the Construction Regulation 9

and GSR 2.

The issued PPE should however further be suitable for the risk.

Proper instruction, training in the use, maintenance and limitations of the PPE must be given

to all the employees issued with such.

No person under, or who appears to be under the influence of intoxicating liquor or drugs shall

be allowed at the workplace as indicated in GSR 2(A).

Admittance of persons to the worksites should be limited to the minimum and be restricted as

far as possible.

Furthermore visitors shall be given the required PPE to enter the site and induction as

stipulated according to Construction Regulations 7, shall be given before the visitors are

allowed to go on the site.

The Contractor shall ensure that a qualified first aid person is available to all employees and

visitors in case of an Injury on Duty (IOD). The trained first aid person(s) shall be equipped

with a fully stocked first aid box. Proof of the training shall be available in the H&S file. A

proper emergency response procedure must be drafted and implemented on site – all

employees should be informed of such procedures.

Where in some cases flammable liquids are to be used the flammable liquids shall be stored in

proper storage facilities and be limited to the absolute minimum as indicated in GSR 4 and

Construction Regulations 25.

Where work must be done in a confined space, the contractor shall ensure that the stipulations

of the GSR 5 are strictly being adhered to.

The contractor must ensure that all the stipulations of Construction Regulation 19 are being

adhered to with respect all material hoists.


adhered to with respect the use of explosive actuated fastening tools.


adhered to with respect all construction vehicles and mobile plant, and ensure that all


53

construction vehicles and mobile plant are roadworthy as far as possible in order to comply

with the stipulations of the Construction Regulations 23.


adhered to with respect all construction work done over or in close proximity to water

environments.

SHE Coordinator

DJ Giliomee

012 – 4275136

082 4674850


54

BASELINE RISK ASSESSMENT

Item

Activity

Description & Examples

Legislation

Applicable

1 Working at Heights

Use of scaffolding Use of ladders Rope access

Construction Regulation

Yes

2 Confined space entry

Activity in any confined space

General Safety Regulation Yes

3 Electrical works

Lock-out procedures Specialised personal protection Electric fences

Electrical Machinery General Safety Regulations Electrical Installation Regulations

Yes

4 Use of Hazardous Chemical Substances (HCS)

Use of fuels and spillages Use of HCS and spillage Use of flammable substances Use of LP Gas and similar equipment Use of poisonous substances

Hazardous Chemical Substances Regulations General Safety Regulations

Yes

5 Use of tools Electrical tools Hand tools

General Safety Regulations Electrical Machinery Regulations

Yes

6 Lifting equipment

Use of forklifts Use of any lifting equipment, e.g. slings chains, etc. Use of cranes Use of cherry pickers and or similar equipment Use of material hoist

Driven Machinery Regulations Construction Regulations

Yes

7 Demolition work

Building alterations Construction Regulations General Safety Regulations

8 Vehicle usage

Mobile plant usage Construction vehicles

Road Traffic Act Construction Regulations

Yes

9 Excavations Proper Shoring and protection Damage to HV, LV, water and Sewage lines

Construction Regulations

10 Explosive actuated fastening devices

Maintenance / construction Construction Regulations

11 Work space demarcation

Internal and external maintenance related activities

General Safety Regulations Construction Regulations

Yes

12 Water Environments

Guesthouse(s) Reservoirs

Construction Regulations Yes



55

Item

Activity

Description & examples

Legislation

Applicable

13 Waste management /recycling

HCS Spills Fuel spills Battery recycling Oil spills and recycling Lights (removal of globes and tubes) Construction related waste Garden waste

Hazardous Chemical Substances Regulations All Environmental related legislation

Yes

14 Housekeeping and stacking

Work and storage areas Construction Regulations General Safety Regulations

Yes

15 Fire hazards Veld fires Building Fire places Hot work Thatching


Yes

16 Administrative

risks

Applicable appointments in place

First aid provided

Registration with Compensation Fund (letter of Good Standing)

Applicable notifications to authorities

General Administrative Regulations

General Safety Regulations

Construction Regulations

Injuries and Diseases Act

Yes

17 Biological

hazards

Exposure to sewage Hazardous Biological Agents Regulations

Yes

18 Asbestos related hazards

Maintenance Exposure

Asbestos Regulation Yes

19 Lead exposure

Exposure during use / handling of lead

Lead Regulation Yes

20 Exposure to excessive noise (Noise zones)

Control measures in noise zones

Noise Induced Hearing Loss Regulation

Yes

21 Driven Machinery hazards

All driven machinery applicable to trade

Driven Machinery Regulation

Yes

22 Pressure equipment hazards

All pressure equipment related to trade

Pressure Equipment Regulations

Yes

23 Reptiles/wild animals and insects

Snakes Wild animals(e.g. ostriches) Ticks, spiders, bees and wasps

Contingency plan Yes

24 Shooting range (live ammunition)

Possibility of live ammunition on shooting range

General Safety Regulation


56

Important Note: Any additional risk identified at any time during the contract period will be

added and additionally assessed at the time

Item

Activity

Description & examples

Legislation

Applicable

25 Handling of construction material and equipment

Transport, storage, maintenance


Yes

26 Natural risks High wind conditions Lightning and thunder storms Heavy rain and hail

Contingency plan Yes

27 Specialized Works

Dedicated risk assessments to be conducted to jobs identified on site

Yes


57

SECTION C

SERVICE AND MAINTENANCE SCHEDULES

Schedule 1 Hideaways, Under Ceiling Splits & similar types

Schedule 2 Consoles (Silhouettes & similar types)



Schedule 5 Centrifugal Fans & other types

Schedule 6 Cooling Coils


Schedule 8 Axial Fans

Schedule 9 Air Cooled chillers

Schedule 10 Air Control Dampers



Schedule 13 Circulating pumps



Schedule 16 General Items


58

Schedule 1 Hideaway , Under Ceiling Splits and others

Item

Description

Maintenance Frequency

A Hideaway and Under Ceiling indoor unit Monthly Quarterly 6 monthly

Annually

1 Remove filter, wash and clean x

2 Check and tighten all electrical connections x

3 Remove return air grille and filter elements, wash and clean

x

4 Clean coil with water and cleaning agent x

5 Clean condensate drain pan and confirm condensate pipe is open to drain

x

6 Check heat cool functions x

7 Check fan speeds, noise and check for undue vibrations

x

8 Clean all supply air diffusers x

9 Inspect & vacuum inside of unit. x

10 Complete log sheet x

B Condensing outdoor unit Monthly Quarterly 6 monthly

Annually

1 Check and tighten all electrical connections x


3 Clean compressor unit, fan and motor x

C DX units Monthly Quarterly 6 monthly

Annually

1 Remove air filters, clean and re-install correctly and ensure

that filter frame and media is fitted property with no by-

pass or obstruction.

x

2 Check and correct condensate drain if necessary. x

3 Check condition and operation of thermostat and control. x

4 Check electrical wiring and component condition and operation.

x

5 Check for correct condenser air path and ensure that unit is free from any re-circulation.

x

6 Check condenser fan for operation vibration and noise,

correct if necessary.

x


59

C DX units (continued) Monthly Quarterly 6 monthly

Annually

7 Check evaporator fan for operation, vibration and noise

and correct if required.

x

8 Check compressor for operation, vibration and noise and

correct if required.

x

9 Check cooling cycle. x

10 Check heating cycle x

11 Check for gas leaks, repair and top-up with refrigerant if required.

x

12 Check for pipe insulation damage, repair and vapour seal if

required.

x

13 Check safeties. x

14 Check unit and unit casing, clean and position and bracketing.

x

15 Check thermostat sensing bulb for position and bracketing x

16 Clean condenser coil. x

17 Clean evaporator coil. x

18 Clean unit sump. x

19 Clean unit casing and components. x

20 Check air grilles and diffusers for condition, correct position and adjustment.

x


60

D Floor standing units - inside Monthly Quarterly 6 monthly

Annually

1 Check condition of all filter media packs x

2 Check operation of filters blockage pressure switch x

3 Check condition of evaporator coil and report x

4 Check operation and condition of fan and housing clean and lubricate where applicable

x

5 Check drip pan and drains, clean and make sure not blockages can occur

x

6 Check for refrigerant leaks x

7 Check general operation of unit x

8 Check operation of thermostats and control x

9 Check heating and cooling cycles record air temperatures and humidity levels

x

10 Check for correct humidifier operation and flush bottle utilising manual drain function where available

x

11 Generally clean equipment x 12 Ensure that indoor unit is securely fastened to mounting

brackets and not a danger to personnel and public alike x

13 Clean and replace broken and worn filter media packs x 14 Check for worn bearings, advise replacement cost x 15 Wash and clean evaporator coil x 16 All ferrous metal components to be examined, corrosion

removed and repainted to prevent further corrosion x

17 Observe operation x 18 Check all electrical connections and controls, make sure ail

connections are tight x

19 Check through sequence of humidifier boiler x 20 Check humidifier drain water flows away Freely -actuate

manual dram if necessary x

21 Check and clean feed solenoid x 22 Clean drain pipe adjacent to humidifier unit x 23 Check and tighten all terminals in panel and on electrodes x 24 Check condition of humidifier bottle and advise

replacement cost if necessary x

25 Submit service report x


61

E Floor standing units – outside section Monthly Quarterly 6 monthly

Annually

1 Outside Unit X 2 Check condition of condenser coil, and comb damaged

fins where necessary X

3 Check operation and condition of fans clean and lubricate where applicable

X

4 Check and record running amps in both cooling and heating cycles with the indoor unit set at low medium and high

X

5 Check gas charge, recording gas pressures

X

6 Generally clean equipment X 7 Ensure that outdoor unit is securely fastened to

mounting brackets X

8 All ferrous metal components to be examined, any corrosion removed and repainted to prevent further corrosion

X

9 All exposed surfaces and coils to be thoroughly rinsed with clean, fresh water to remove dirt and salts

X

10 Submit a report X

11 Strip unit and pressure wash condenser X

12 Ail ferrous metal components to be examined, corrosion removed and repainted to prevent further corrosion

X

13 Check for worn fan motor bearings, advise replacement cost

X

14 Check and examine refrigerant pipe insulation for deterioration weathering, advise cost to replace with new

X

15 Check compressor mounting springs X

16 Check all electrical connections and controls, make sure all connections are tight

X

17 Starters, contactors and relays to be checked ensure moving bridges slide freely and that ail contact points are clean. Investigate for and rectify cause of excessive burning of contacts

X

18 Check and record overload settings X

19 Observe operation X

20 Submit a service report X


62

F VRV units Monthly Quarterly 6

monthly Annually

1 Clean filter (s) and condensers

x

2 Check cooling and heating function.

x

3 Inspect & vacuum inside of unit (s)

x

4 Check general condition (rust, etc.)

x

5 Complete log sheet

x

G AIR COOLED PACKAGED UNITS Monthly Quarterly 6 monthly

Annually

1 Isolate and remove ail inspection panels, clean inside of units and rectify any damaged insulation

x

2 Air filters - Check pressure drop and record Washable type to be removed, cleaned, dried and replaced Disposable media type to be fitted with new media if necessary

x

3 Air filter frames to be checked for air by-pass and rectified if necessary

x

4 Heat exchange coils to be cleaned and combed x

5 V-belts to be checked for correct tension and alignment and replaced if necessary

x

6 Drive pulleys on fans and motors to be tightened, if necessary

x

7 Bearings to be lubricated if necessary x

8 Fresh air and return air damper settings and operation to be checked and adjusted if necessary

x

9 Condensate drip pans to be cleaned, check water flow and remove any blockages from drain piping

x

10 Flexible connections to be checked and air leaks rectified x

11 Compressor oil level to be checked and topped up if necessary

x

12 Sight glasses to be checked for correct liquid charge and moisture in system Refrigerant to be added to system if necessary, after locating and rectifying leak

x

13 Compressor unloading mechanism to be checked, if applicable

x

14 Compressor crankcase heater operation to be checked x

15 Refrigeration system suction, discharge and oil pressures to be checked and recorded while compressors are operating

x

16 High and low pressure cut out oil pressure switch operation and set points to be checked, recorded and reset if necessary(refer to - manufacturer's manual for correct settings)

x

17 Check condition and operation of condenser fans, clean and lubricate where necessary

x


63

18 Check compressor mounting springs x

19 Safety devices, controls to be checked & operation of controls to be tested

x

20 Inspection panels to be replaced and all fastening devices secured

x

21 Operate and check operation of plant. Take and record wet and dry bulb temperatures in each conditioned zone and outside with a reliable sling spectrometer

x

22 Oil samples to be taken and acid tested Results to be submitted to client

x

23 Semi-hermetic compressor oil viscosity and cleanliness to be tested and recorded and changed when necessary

x

24 Liquid dryers and strainers to be checked and changed if necessary

x

25 Heat exchange coils to be cleaned with a high pressure detergent solution or steam

x

26 Control and safety devices to be recalibrated x

27 All ferrous metal components to be examined, corrosion removed and repainted to prevent further corrosion

x

28 Operation of entire plant to be checked and Recorded

x

29 Complete log sheet

x


64


Item

Description


A Air Filters Monthly Quarterly 6

monthly Annually

1 Check that reading on manometer does not exceed maximum operational differential pressure

X

2 Check that filter media is securely fitted in frames X

3 Check that filter media is not perforated / has unnecessary holes in them

X

4 Visual check of condition of filter media following washing and drying

X

5 Replace filter panels with new panels X

6 Check that filter panel is firmly positioned and no air can bypass filter section

X

7 Filter section/ frame : check for rust spots and rectify X

Schedule 2

Consoles

Item

Description


A Console units (silhouette type and similar consoles)

Monthly Quarterly 6 monthly

Annually

1 Remove filter, wash and clean x


3 Check heat / cool and on / off functions x

4 Check fan speeds, noise and check for undue vibrations

x


Item

Description



65

C Unit casing Monthly Quarterly 6

monthly

Annually

1 Clean unit casing and plenums x

2 Clean condensate drip pan and condensate drain piping x

3 Check access panels and unit casing for tightness (air

leaks/infiltration) and seat if necessary

x

4 Check all metal work for rust spots clean these sections,

de-rust, treat and paint if required

x

5 Check access panels and unit casing for tightness and

seal if necessary

x

6 Check unit insulation for deterioration repair and seal if

required

x

A Up-blow Fan Coil Unit Casings Monthly Quarterly 6 monthly

Annually

1 Check fan speeds, noise and check for undue vibrations x

2 Check external fan bolts for tightness x

3 Check that all access doors are air tight x

4 Check that all thermometer and thermal gauges are

working

x

5 Check and touch up paintwork x

6 Check duct connections at flexibles for leaks x

7 Check that all components are secure fastened x

8 Check fan belt condition, tension, if fan is belt driven x

9 Check condition of bag filters and report to client x

10 Additional OEM maintenance requirements x

B Humidifier Monthly Quarterly 6

monthly

Annually

1 Confirm operation of humidifier X

2 Clean trap bottle x

3 Confirm water softener supply operation X


66

D Evaporator Fan Monthly Quarterly 6

monthly

Annually

1 Check fan drive shaft bearings, couplings, pulleys,

impeller, all moving parts etc. for alignment, lubrication

and wear and tear, and adjust or rectify if required

x

2 Check fan casing, impeller and all other components

for deterioration and dirt deposits clean, treat and

correct if necessary

x

3 Check fan and motor for abnormal noise and vibration

and rectify if required

x

4 Check fan motor for abnormal temperature and

bearing condition and rectify if required

x

5 Check fan and motor mountings and bracketing for

condition and rigidity

x

6 Check fan motor electrical connections and wiring for

loose and hot connections, damaged insulation and

short circuiting and correct if required

x

E Cooling Coil Monthly Quarterly 6

monthly

Annually

1 Clean out coil casing, fins and tubes x

2 Check for refrigerant leaks x

3 Check for air by-pass or airflow obstruction and rectify

if necessary

x

4 Check coil, coil frame work etc. for deterioration, rust

spots, de-rust, treat, paint and rectify if required

x

5 Check condition of coil fins and comb if required x


67

F Electrical and Control Monthly Quarterly 6

monthly

Annually

1 Clean out the electrical and control panels x

2 Check all wire and terminal connections for loose or

hot connections and tighten

x

3 Check and make sure that all wiring and components

are safe and neat

x

4 Replace indicating light globes where necessary

x

5 Check circuit breakers and fuses and investigate

reasons for any blown fuses and faulty circuit breakers

and rectify faults

x

6 Check contactors starters and relays for operation and

that moving bridges slide freely and that all contact

points are clean investigate and rectify cause of

excessive burning of contacts

x

7 Check settings and functioning of timers and time

delay switches and adjust if necessary

x

8 Check all terminal overload settings and adjust

correctly if necessary.

x

9 Ensure that the wiring tie up with the drawings. x

10 Make sure that the covers for the panels are in place. x

11 Check safeties x


68

A Centrifugal fans Monthly Quarterly 6 monthly

Annually

1 Check tension of belt drives and adjust X 2 Carry out visual inspection of fans for blockages

and loose components X

3 Check for undue vibration and rectify X 4 Check alignment of drive pulleys X 5 Check bearing mountings and condition X 6 Check set collars for any unusual wear and

bearing problems X

7 Check fan wheel / impeller X 8 Replace fan belts X 9 Check for rust spots and rectify X

10 Check fan shaft for straightness X 11 Check fan wheels / impellers / drive pulleys to

ensure they are securely fastened to shafts X

12 Remove fan and drive motor bearings : clean and repack with grease

X

13 Check operation of speed controller X

14 Clean filter replace if required X

15 Check operation. X

16 Inspect & vacuum inside of unit. X

17 Check general condition (rust, etc) X

18 Complete log sheet X

B Small fans Monthly Quarterly 6 monthly

Annually

1 Check conditions of fan box and operation of louvers. X

2 Check solenoid and linkages and repair if necessary. X

3 Check fan motor, electrical connections, switchgear and wiring for condition, operation and for safety.

X

4 Check for abnormal noise and vibration and attend to problem.

X

Schedule 5 Centrifugal fans and others

Item

Description



69

C Medium and large fans Monthly Quarterly 6 monthly

Annually

1 Check fan drive, shaft, bearings, couplings, pulleys, impeller/blades, all moving parts, etc. for alignment, lubrication and wear and tear and adjust or rectify if required.

x

2 Check fan impeller/blades, casing, mounting, etc. for deterioration and dirt deposits, clean, rust proof, treat and repair if necessary.

x

3 Check fan and motor for abnormal noise and vibration and rectify if necessary.

x

4 Check fan and motor for abnormal temperature and bearing condition and rectify if necessary.

x

5 Check fan and motor mountings and bracketing for condition and rigidity.

x

6 Check motor electrical connections and wiring for loose and hot connections, damaged insulation and short-circuiting and repair if required.

x

7 Check circuit breakers, starter, overloads and all other electrical and control components for condition and operation.

x

8 Check for short-circuiting of air or airflow obstruction and attend if necessary.

x

Schedule 6

Cooling coils

Item

Description


A Cooling coils Monthly Quarterly 6

monthly

Annually

1 Check condition of finned surfaces X

2 Check for pipe connection leaks X

3 Check condensate drain pan X

4 Ensure condensate drain piping is clear X

5 Clean all coils with water and cleaning agent X

6 Comb out bend fans X

7 Check coil surfaces for corrosion and rectify X


70


Item

Description


A Air Transfer Unit Monthly Quarterly 6 monthly

Annually

1 Blow off accumulated dust from impellers x 2 Confirm that internal plug connections are tight x

B Fan Coil Unit Heater Monthly Quarterly 6 monthly

Annually

1 Blow off accumulated dust from impellers x

Schedule 8. Axial Fans

Item

Description


Axial Fans

Monthly Quarterly 6

monthly

Annually

1 Clean the air filter to control the air flow x

2 Inspect the indoor and outdoor unit coils and clean the fins x

3 Inspect the drain pan for sludge and ensure that the drain

condensates flow freely

x

4 Inspect the indoor and outdoor unit coils to ensure that the

air intake and outlets are not clogged with dirt

x

5 Adjust the thermostat setting if additional cooling / heating

is required

x

6 Check correct operation of the (semi) hermetic and their

safeties

x

7 Check liquid line sight glass and if bubbles appear, check

all refrigerant lines for leaks

x

8 Inspect fan bearing for abnormal noise and rough running x

9 Check the remote control for proper functioning x

10 Check that the control wiring is properly / correctly mounted

and all electrical connections are secure / tight

x


71

B Air Cooled Chiller Monthly Quarterly 6 monthly

Annually

1 Check compressor oil level and top up if necessary. x 2 Inspect and leaks detect entire refrigeration c

ircuits for leaks. x

3 Check operation of expansion valves. x 4 Check compressor suction and discharge gas

pressures and record. x

5 Check changeover compressor operating sequence. x

6 Check and record compressor operating full load amperages

x

7 Check and inspect operation of compressor crankcase heater.

x

8 Examine for unusual knocks, noises and vibrations. x

9 Check sight glass for moisture and refrigerant levels. x

10 Generally clean equipment and plant room areas. x

11 Check electrical power supply, safeties and current protection

x

12 Drive motor bearings to be lubricated where applicable.

x

Schedule 9

Air Cooled Chiller

Item Description


A Air Cooled Chiller Monthly Quarterly 6 monthly

Annually

1 Check operating temperature, pressure, water flow,

pressure drops, current x

2 Check compressor oil level and sight glass for correct

refrigerant charge / moisture x

3 Safeties check operation, set point, crank case heater X

4 Check for oil leaks x

5 Check refrigerant lines for signs of wear and improper

support x

6 Examine compressor for unusual noise, vibration,

overheating X

7 Record hours of running time x

8 Unloads to be checked for proper operation x

9 Check for refrigerant pipe connection leaks x

10 Inspect contactors and clean / replace as required x

11 Clean entire plant x

12 Check condition of finned surfaces x

13 Check crank case heat operation x


72

C Air Cooled Chiller – Winter service Monthly Quarterly 6 monthly

Annually

1 Attend to all Winter service items

x

2 Confirm that all chiller installations are compliant with OEM specs

x

3 Check condition of all installations (power channels, cable routes, cable trays, switches, isolators)

x

4 Evaluate condition of installation in total and provide written feedback

x

Schedule 10

Air Control Dampers

Item Description Maintenance Frequency

B Air Cooled Chiller

Monthly Quarterly 6 monthly

Annually

13 Water analysis and corrosion control tests to be done and a report to be submitted.

x

14 Drive motor brushes and slip rings to be checked if applicable.

x

15 Flexible drive coupling alignment to be checked if applicable.

x

16 Unloading mechanism to be checked for correct operation.

x

17 All safety devices to be checked and operation of controls to be tested.

x

18 High and low pressure cut -out and oil pressure switch operation and set points to be checked, recorded and re-set if necessary(refer to manufacturer's manual for correct settings),

x

19 Check compressor mountings. x

20 Check insulation and vapour seal for deterioration on evaporator and refrigerant piping and repair if necessary.

x

21 Check compressor oil, submit oil sample to laboratory for analysis and submit report plus recommendation to client’s representative.

x

22 Liquid dryers and strainers to be cleaned or changes as necessary.

x

23 Oil viscosity and cleanliness to be tested and recorded and changed when necessary

x

A Air Control Dampers Monthly Quarterly 6 monthly

Annually

1 Check operation of damper x 2 Check mechanical fasteners x 3 Check electrical connections x 4 Check duct connection X 5 Check heater operation X 6 Clean unit surface X


73

D HEATERS Monthly Quarterly 6 monthly Annually

1 Check space temperatures X 2 Check safeties X 3 Check all electrical connections and controls,

make sure ail connections are tight. X

4 Electric heater connections to be checked for correct amperage and faulty elements to be replaced

X

B Motorized dampers Monthly Quarterly 6 monthly

Annually

1 Damper settings and operation to be checked and adjusted if necessary

x

2 PRD's (only) operation to be checked against command value and static pressure sensor set point

x

3 Motorized damper linkages and motors to be checked and operation observed, lubricate and reset if necessary

x

4 Damper motors to be fastened to shaft. X 5 Check all electrical connections and controls, make

sure all connections are tight X

C ELECTRICAL AND CONTROL Monthly Quarterly 6

monthly Annually

1 Clean out the electrical and control panels. X

2 Check all wire and terminal connections for loose or hot connections and tighten.

X

3 Check and make sure that all wiring and components are safe and neat.

X

4 Replace indicating light globes where necessary. X

5 Check circuit breakers and fuses and investigate reasons for any blown fuses and faulty circuit breakers and rectify faults.

X

6 Check contactors, starters and relays for operation and

that moving bridges slide freely and that all contact points

are clean. Investigate and rectify cause of excessive

burning of contacts

X


74


Item

Description


A Refrigerators / Chest Freezers Monthly Quarterly 6 monthly

Annually

1 Record operating Temperature, pressure, current x 2 Check operation of controls x 3 Check door seals x 4 Check for oil leaks x 5 Check refrigerant lines for signs of wear and

improper support x

6 Examine compressor for unusual noises, vibration, overheating

x

7 Check and lubricate latches and hinges x 8 Clean condenser coils x


Item

Description


A Cold Rooms Monthly Quarterly 6 monthly

Annually

1 Record operating Temperature, pressure, current x 2 Check compressor oil level and sight glass for correct

refrigerant charge / moisture x

3 Check safeties operation, set points, crank case heater x 4 Obtain compressor oil sample and test for acidity x 5 Check for oil leaks x 6 Check refrigerant lines for signs of wear and improper

support x

7 Examine compressor for unusual noises, vibration, overheating

x

8 Inspect contactors and clean / replace as required x 9 Generally clean entire plant x 10 Check operation of crankcase heaters x 11 Check evaporator coils x 12 Check operation of evaporator fans x 13 Check operation of condenser fans x 14 Check operation of automatic defrost x 15 Check and lubricate all latches and hinges x 16 Check operation of evaporator fans x 17 Check door gaskets x 18 Clean drains x


75

B PUMPS , CHILLERS Monthly Quarterly 6 monthly

Annually

1 Check oil levels and adjust where necessary x

2 Check and visually inspect pump coupling for wear x

3 Check and audibly inspect pump and drive motor

bearings for wear and lubricate as necessary x

4 Clean down pump and motor and check water flow and remove any blockages from drip tray and drain piping.

x

5 Change over pump operation sequence. x

6 Check and record pump motor operating full load

amperages. Record all settings. x

Schedule 13 Circulating Pumps

Item Description Maintenance Frequency

A Circulating pumps Monthly Quarterly 6 monthly

Annually

1 Check oil level in bearing housing x 2 Check shaft seal for excessive leakage x 3 Check for undue noise and excessive vibration x 4 Check shaft alignment x 5 Check flexible coupling alignment and rubber condition x 6 Check bearings, securing bolts and touch-up rust spots x 7 Clean sumps, repaint, check drains water flow x


76

B PUMPS , CHILLERS Monthly Quarterly 6 monthly

Annually

7 Check overload settings for correct set points and

operation. x

8 Check and record pressure gauge readings x

9 Ensure all coupling guards are in place and firmly

secured into position. x

10 Generally clean equipment and plant room area x

11 Fully open and close valves to prevent scale formation on valve seats.

x

12 Gland packing to be checked for excessive leakage

and adjust or replace as necessary. x

13 Check holding down bolts to be tightened and corrosion removed and

x

14 Flexible drive coupling alignment and rubbers to be checked and rectified if necessary.

x

15 Check pump and drive motor hold down bolts and adjust as necessary.

x

16 All ferrous metal components to be examined, corrosion, algae and lime scale to be removed and repainted to prevent further corrosion.

x


Item

Description


A Building Management System Monthly Quarterly 6 monthly

Annually

1 Check operating temperatures, pressures, water flows and pressure drops, air flows and pressure drops, speed controllers, pressure switches and control sequences

x

2 Check operation, set points on all controls and safeties recalibrate where necessary

x

3 Examine, clean and test all Landis & Gyr control devices

x

4 Examine and test all radio alarm links and control devices

x

5 Examine and test all Wi-Fi alarm links and control devices

x

6 Examine and test GSM alarm relay system, and data available for messaging

x

7 Check airtime and replenish when required 8 Examine and test UPS support on remote an local

interface units x

9 Upgrade software as per requirements x 10 Report and record problems in a Record book

x


77


Item

Description


A Air compressors Monthly Quarterly 6 monthly

Annually

1 Drain water traps x 2 Check pulleys and bearings x 3 Check fan belt and replace if worn x 4 Ensure electrical wiring and connections are secure x 5 Examine compressor for unusual noises, vibration,

overheating x

6 Check safety devices x 7 Check operation of controls x 8 Check for oil leaks x 9 Inspect certification date, perform three yearly

compression test x

Schedule 16 General items

Item

Description


A COOLING TOWERS Monthly Quarterly 6 monthly

Annually

1 Cooling Tower sump to be isolated, drained, cleaned and refilled

x

2 Spray nozzles to be cleaned and set correctly x

3 Suction strainers to be cleaned x

4 Ball valve to be checked for correct operation and water level

x

5 Vee belts to be checked for correct tension and alignment and replaced if necessary

x

6 Check and record fan motor operating full load amps

x

7 Check overload settings for correct operation x

8 Check and record both inlet and outlet temperatures for tower efficiency

x

9 Check and audibly inspect fan and drive motor bearings for wear and lubricate where necessary

x

10 Check and clean air intake screens and secure all intake louvers

x


78

B ELECTRICAL SWITCH & CONTROL PANELS Monthly Quarterly 6 monthly

Annually

1 Panels to be cleaned internally. x

2 Terminals to be checked and tightened. x

3 Indicating light globes to be replaced where necessary. x

4 Circuit breakers and fuses to be checked and investigate reasons for any blown fuses or circuit breakers in OFF position rectify faults and replace blown fuses and faulty circuit breakers.

x

5 Starters, contactors and relays to be checked to ensure moving bridges slide freely and that all contact points are clean, investigate and rectify cause of excessive burning of contacts.

x

6 Time set settings to be checked and correctly adjusted if necessary.

x

7 Thermal overload settings to be checked and reset if necessary.

x

8 Star Delta timers to be checked and delay timers to be correctly set.

x

9 Automatic sequences to be checked and reset if necessary.

x

10 Electrical heater connections to be checked for correct amperage and faulty elements to be recorded.

x

A COOLING TOWERS Monthly Quarterly 6 monthly

Annually

11 Generally clean equipment and cooling tower area x

12 Casing to be examined for water leaks and evidence of corrosion which is to be rectified with bitumen based alkaline paint

x

13 Check and inspect fan and drive motor hold down bolts x

14 Water valves on open condenser water circuits to be fully opened and closed, to prevent lime scale formation from inhibiting the valve

x

15 Valve stems to be lubricated x

16 Check coupling for alignment x

17 Check condition of eliminator plates x

18 Check bi-pass valves and controls for correct operation and control

x

19 Check air flow scroll damper control for correct operation

x

20 Wash down and remove algae and lime scale formations

x

21 Strainer material to be replaced, if necessary x

22 All ferrous metal components to be examined, corrosion removed and repainted to prevent further corrosion, internally and externally with bitumen based alkaline paint

x

23 Clean fans and scrolls x


79

B ELECTRICAL SWITCH & CONTROL PANELS Monthly Quarterly 6 monthly

Annually

11 Internal wiring to be tidied up and labelling to be checked.

x

12 Safety controls to be checked and operation of controls to be tested.

x

13 Control thermostats operation to be checked and calibrated if necessary

x

14 Motorized damper, linkages and motors to be checked and operation observed and reset if necessary.

x

C Water treatment Monthly Quarterly 6 monthly

Annually

1 Check and measure galvanic corrosion coupons x

2 Conduct a BMW iron analysis test x

3 Water analysis to monitor product and control

parameters in system x

4 Record results of water analysis of each parameter on chart located on site (chart provided by water treatment sub-contractor).

x


80

Note: Refer To Section G for Quantities and Extent of Works.

SECTION D MAINTENANCE SCHEDULES : COSTING FIGURES

ITEM D1

MAINTENANCE COST SCHEDULE

FIXED COST FOR PROVISION OF HEALTH AND SAFETY MEASURES AT ALL SSA SITES

ITEM

DESCRIPTION

UNIT

COST

(INCLUDING VAT)

D1.1

Provision for Health and Safety measures, with reference to the

Occupational Health and Safety Act 85 of 1993

Annual cost

D1.2 Three year contract period Contract period of 3 years X 3

TOTAL COST FOR PROVISION OF HEALTH AND SAFETY MEASURES, ALL INCLUSIVE

COST FOR ALL SSA WORK AREAS OVER THREE YEAR PERIOD (TRANSFER THIS AMOUNT TO ITEM D20)

Important: If provision of Health and Safety measures’ expenditure is included in the monthly pricing and rates, indicate the cost as Nil in this table


81

ITEM D2


Rates for Call Outs and Emergency Works

Description

Unit

Cost Including VAT

Callouts: Note: Callouts are for unquoted emergency works either during normal or after hours. These rates are not relevant for quotations and planned works.

D2.1 Normal Hours p/h

D2.2 After Hours and Saturdays p/h

D2.3 Sundays and Public Holidays p/h

D2.4 Transport p/km As per AA Rate.

Material

D2.5 Mark up on PC Items Not exceeding 12% (Less than 12% Indicate)

D2.6 Annual Escalation % % is determined by CPI rate per annum. Client be will advised annually


82

Item D3: Note that rates must be inclusive of labour and travel. No additional hours or km will be provided for Mahikeng, this is an all-inclusive cost.

ITEM D3


Fixed Rates for Labour - Normal time

Item

Description

Unit

Cost Including VAT

D3.1 Labour, Accredited person

hourly

D3.2 Labour, Artisan

hourly

D3.3 Labour Artisan assistant

hourly

D3.4 Labourer, unskilled

hourly

SUB - TOTAL


83

ITEM D3

MAINTENANCE COST SCHEDULE (continued)

Fixed Rates for Labour - Overtime

Item

Description

Unit

Cost Including VAT

D3.5 Labour, Accredited person

hourly

D3.6 Labour, Artisan

hourly

D3.7 Labour, Artisan assistant

hourly

D3.8 Labourer, unskilled

hourly

SUB - TOTAL

Item D3 : Important Note : Professional services, as and when required, will be subject to the rates published in the applicable Government Gazette


84

ITEM D4


Fixed Rates for additional items

Item

Description

Unit (Rc)

Cost Including VAT

D4.1

Subsistence amount to be allowed per person per day for food when maintenance work is done off site, within the provincial borders of Gauteng

Per person, per day

D4.2

Subsistence amount to be allowed per person per day for accommodation and food when maintenance work are done outside the provincial borders of Gauteng

Per person, per day

D4.3

Subsistence allowance per person per day, on site, after hours

Per person, per day

SUB - TOTAL


85

ITEM D5


Fixed Rates for Services and Material

Item Description Unit Decommission (R – Incl. VAT)

Material (R- Incl. VAT)

Commissioning (R- Incl. VAT)

Total (R- Incl. VAT)

D5.1 Copper tube pipe all sizes

M N/A PC Item N/A

D5.2 PVC drain pipe

M N/A

15mm-25mm

30mm-50mm

D5.3 PVC drain pipe mounting bracket

Unit N/A

15mm-25mm

30mm-50mm

D5.4 Pipe insulation, all sizes, supply and including fitment

M N/A

SUB – TOTAL


86

ITEM D6 MAINTENANCE COST SCHEDULE


Item Description Unit Decommission (R – Incl. VAT)




D6.1 Compressor replacement, single phase installation

Unit

9 000 Btu

12 000 Btu

15 000 Btu

18 000 Btu

24 000 Btu

30 000 Btu

36 000 Btu


87

D6.2 Compressor replacement, three

phase installation

Unit Decommission (R – Incl. VAT)




30 000 Btu

36 000 Btu

48 000 Btu

60 000 Btu

75 000 Btu

D6.3 Heater banks, replacement (supply and install)

Unit PC Cost

D6.4 Condenser fan replacement, (supply and install)

Unit

10 watt

15 watt

25 watt

0.75Kw

1.1Kw

2.2Kw

Uniflair


88

Decommission (R – Incl. VAT)




LG ARUS 1008T1

Unit

LG ARUS 1208TI

RXYQ14MYIB

RXYQ8M

ZIEL ABE GGFB06-6EK 41V4P

D6.5

Electronic controller supply and replace, for console unit & other

Unit PC Cost

D6.6

Thermostat replacement, supply and install (refrigerator type, mechanical unit)

Unit N/A PC cost

D6.7

Thermostat replacement, supply and install (refrigerator, electronic unit)

Unit N/A PC cost

SUB – TOTAL


89

ITEM D7



Item Description Unit Decommission

(R – Incl. VAT) Material (R- Incl. VAT)



D7.1. Gas 410 A, R22, R134, top up of system

Kg N/A PC cost N/A PC cost

D7.2. Nitrogen gas, for system pressure test

Kg N/A PC cost N/A PC cost

D7.3. Insulation, standard pipe size, supply material and install

M N/A PC cost

D7.4. Drip tape, for pipe insulation sealing

Per roll N/A PC cost

D7.5 Externally mounted temperature gauge, mechanical, supply and install new, for walk in fridge / freezer rooms

each

N/A

D7.6 Externally mounted temperature gauge, glass type, replacement, supply and install on chilled pipe lines

each

N/A

SUB – TOTAL


90

ITEM D8







D8.1. Filter membrane strip for console filter, replace old, install new

each N/A PC cost

D8.2. Filter cassette for floor standing air conditioner unit in equipment room

each N/A PC cost

D8.3. Fan belt for drum fan, supply and install

each N/A PC cost

D8.4. Small condensate water drain pump, for ceiling mounted units and similar installations

each N/A PC cost

D8.5 Water softener unit, supply new and install

each PC cost

D8.6 Salt for water softener kg N/A

D8.7 Chemical additive replenishment to rectify chiller water quality to conform to specifications

per chiller circuit

N/A PC cost

SUB – TOTAL


91

ITEM D9







D9.1 Filter membrane strip for console filter

each PC cost

D9.2 Filter cassette for floor standing air conditioner unit in equipment room

each PC cost

D9.3 Fan belt for drum type fan, supply and install

each PC cost

D9.4 Fan belt for fan in air handling unit, webbed type, supply and install

each PC cost

D9.5 Humidifier in air handling unit, remove old and supply and install new

each PC cost

D9.6 Replace bag filters per AHU set PC cost

SUB – TOTAL


92







D10.1 Air-curtain, remove old, install new and connect

each

900 mm

1200 mm

1500 mm

D10.2 Toilet extraction fan, window mounted. remove old, install new and connect

each

D10.3 Large type, single phase extraction fan, mounted on metal sheet in window frame, remove old and install new

each PC Cost

SUB – TOTAL


93

ITEM D11


Tender Rates for Services and Material





D11.1. Universal remote for air conditioners, all types, supply only

each N/A N/A

D11.2. Battery for remote control, 1.5V Alkaline, Duracell or equivalent, AAA size

each N/A N/A

D11.3. Battery for remote control, 1.5V Alkaline, Duracell or equivalent, AA size

each N/A N/A

D11.4. Battery for remote control, 9V Alkaline, Duracell or equivalent, small type, PM3

each N/A N/A

SUB – TOTAL


94

ITEM D12 MAINTENANCE COST SCHEDULE D12






D12.1 Power supply cable 2.5mm sq m N/A

D12.2 Armaflex (for flexible cable route + protection)

m N/A

D12.3 Condenser bracket, supply and install

each N/A

D12.4 Isolator, single phase, complete with splash proof housing (S15 York box 2 x 4), supply and install

each N/A

D12.5 Isolator, single phase, complete with splash proof housing (S15 York box 4 x 4) supply and install

each N/A

D12.6 Galvanised trunking 75mmx75mm

m N/A

D12.7 Evaporator bracket support complete with all mounting bolts

each N/A

SUB – TOTAL


95


Fixed Rates for Services and Material : BMS





D13.1. WiFi transmitter unit, complete with antenna, remove old, install new and connect

each PC Cost

D13.2. WiFi receiver unit, complete with antenna, remove old, install new and connect

each PC Cost

D13.3. WiFi repeater unit, complete with antennas, remove old, install new and connect

each PC Cost

D13.4. GSM transmitter interface only each PC Cost

D13.5 GSM transmitter interface, complete with 8 channel alarm interface

each PC Cost

D13.6. Supply and load SMS bundle of

1 000 sms’s, as airtime for GSM transmitter interface

each N/A PC Cost

D13.7. UPS unit for WiFi installations and critical monitoring areas, replace old with new

each PC Cost


96

Decommission (R – Incl. VAT)




D13.8. UPS unit for WiFi installations and critical monitoring areas, replace batteries

each PC Cost

D13.9. BMS software upgrade each N/A PC Cost

SUB – TOTAL


Fixed Rates for Services and Material : Water quality tests

Item Description Unit Total (R- Incl. VAT)

D14.1

Water test, per sample, for testing of chiller water quality

One sample only

D14.2

Water test, per sample, for testing of drinking water quality, per SANS code

One sample only (ad hoc)

SUB – TOTAL


97


Fixed Rates for Services and Material : Air Compressors


D15.1 Pressure test the tank of a portable or fixed type compressor unit, small to medium size, as per SANS code

Per compressor , static or mobile, Musanda site

SUB – TOTAL


Fixed Rates for Services and Material : Air conditioner full service, ad hoc request


D16.1 Service a console unit or split unit, not listed in annexure, not part of the overall contract, on a once off basis (Parts and material separately invoiced)

One unit only, labour cost only

SUB – TOTAL


98

ITEM D17

SUMMARY PREVENTATIVE MAINTENANCE COST MUSANDA ONLY, TOTAL FOR THREE YEAR PERIOD

All costs added for all HVAC INSTALLATIONS for all inspections, services and tests (Excluding OHS expenditure)

Nr

SERVICES RENDERED AS PER SCHEDULES

Unit Annual maintenance cost

(Rc, Vat included)

3 year Tender period

Three year total Maintenance cost (Rc, Vat included)

D17.1

All consoles, split units , as per inventory list Various X3

D17.2

All chillers, air handling units, centralized cooling systems, humidifiers, as per inventory list

Various X3

D17.3

All fans, ventilation systems, as per inventory list Various X3

D17.4

All refrigerators, freezers, walk-in cold rooms, water coolers, ice machines, cooling systems, as per inventory list

Various X3

D17.5

All other HVAC items, including water quality monitoring and assurance on chillers and compressor oil checks, based on inventory list

Various X3

D17.6

BMS system and controls, including related peripheral alarm devices

All Inclusive

X3

SUBTOTAL TENDER PRICE, INCLUSIVE OF VAT,

FOR THREE YEAR CONTRACT PERIOD, MUSANDA


99

ITEM D18

SUMMARY PREVENTATIVE MAINTENANCE COST MAHIKENG ONLY, TOTAL FOR THREE YEAR PERIOD


Nr



(Rc, Vat included)



D18.1


D18.2

All centralized cooling systems, humidifiers, as per inventory list

Various X3

D18.3


D18.4


Various X3

D18.5

All other HVAC items, as per inventory list Various X3

D18.6

BMS alarm system, one GSM monitoring point only one X3


FOR THREE YEAR CONTRACT PERIOD,

MAHIKENG


100

ITEM D19

SUMMARY PREVENTATIVE MAINTENANCE COST REMOTE SITES ONLY, TOTAL FOR THREE YEAR PERIOD


Nr



(Rc, Vat included)



D19.1


D19.2

All centralized cooling systems, humidifiers, as per inventory list

Various X3

D19.3


D19.4


Various X3

D19.5

All other HVAC items, as per inventory list Various X3

D19.6

BMS alarm system, one GSM monitoring point only one X3


FOR THREE YEAR CONTRACT PERIOD, ALL

REMOTE SITES


101

ITEM D20

SUMMARY PREVENTATIVE MAINTENANCE COST

All costs added for all HVAC INSTALLATIONS for all inspections, services and tests, totals obtained from D17, D18 and D19,

adding OHS expenditure from D1 to obtain final tender cost for three year period

Nr

SERVICES RENDERED

MUSANDA (D17) (Rc, Vat included)

MAHIKENG (D18) (Rc, Vat included)

REMOTE SITES (D19)

(Rc, Vat included)

TOTAL

(Rc, Vat included)

D20.1

Subtotals for three

year period

D20.2

Fixed cost for Provision for Health and Safety measures during three year contract period of rendering maintenance services at all sites of the State Security Agency (Section D1)

D20.3

TOTAL TENDER PRICE, INCLUSIVE OF VAT,

FOR THREE YEAR CONTRACT PERIOD


102

ITEM D21

PREVENTATIVE MAINTENANCE COST , ONCE OFF PREPARATION FEE IN FIRST YEAR

Nr

SITE NAME

TOTAL

(Rc, Vat included)

D21.1

MUSANDA

D21.2

MAHIKENG

D21.3

REMOTE SITES


103

SECTION E : SUPPLY AND INSTALLATION HVAC UNITS

ITEM E1

SUPPLY AND INSTALLATION : SILHOUETTE CONSOLE

Given the special SSA requirements of the silhouette console units the specifications have used Maclaren as a proto type but is not limited to such. Additional suppliers/brands within specification parameters are sought for evaluation and will be equally considered.

Grill Size

Existing limitations for Grill Size are as follows:-

Dimension of protrusion into wall cavity is limited to a maximum depth of 65mm (no consideration will be given to exceeding this requirement).

The permissible w x h = 800mm x 400mm

General Requirements (Included into Unit Rate)

Single Phase Supply Voltage

Include an Occupancy Sensor

Heat Inverter Pump R 410 (to have capacity within BTU range as specified)

Integrated Control Panel

Unit not to reset with power outages

Units to be self-evaporating

Mounting Brackets etc.

Connect to power point

Ref nr BTU Cooling

DECOMMISION RATE VAT INCL

COMMISSION RATE VAT INCL

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

BRAND

Brand Name Brand Name Brand Name Brand Name Brand Name

Maclaren

Unico Olympia Splendid

E1.1 9,000 to 10,000

E1.2 10,000 to 12,000


104

Ref nr BTU Cooling



Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Brand Brand Name Brand Name Brand Name Brand Name Brand Name

E1.3

12,000 to 15,000

E1.4

15,000 to 18,000


105

ITEM E2

SUPPLY AND INSTALLATION : MID AND HI WALL SPLITS SINGLE PHASE

The most frequently used brands by the SSA are Samsung, Dunham Bush and York however, additional suppliers/brands within specification parameters are sought for evaluation and will be equally considered. All Brands submitted must have attached Specification Data Sheets


Single Phase Supply Voltage for all units as indicated , below 40 000 BTU



Integrated Wall Mounted Control Panel

Unit not to reset with power outage

Midwall split unit, connect, back-to-back installation

Ref nr

BTU

Cooling

DECOMMISION RATE VAT

INCL


Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

BRAND


Dunham Bush Samsung

York

E2.1 9,000 to 10,000

E2.2 10,000 to 12,000

E2.3 12,000 to 15,000

E2.4 15,000 to 18,000

E2.5 24,000 to 30,000

E2.6 30,000 to 36,000

E2.7 36,000 to 40 000


106

FOR ADDITIONAL BRAND SUBMISSIONS - MID AND HI WALL SPLITS SINGLE PHASE

Ref nr BTU Cooling


INCL


Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

BRAND


E2.8 9,000 to

10,000

E2.9 10,000 to

12,000

E2.10 12,000 to

15,000

E2.11 15,000 to

18,000

E2.12 24,000 to

30,000

E2.13 30,000 to

36,000

E2.14 36,000 to

40 000


107

ITEM E3

SUPPLY AND INSTALLATION : MID AND HI WALL SPLIT UNITS THREE PHASE

The most frequently used brands by the SSA are Samsung, Dunham Bush, McQuay and York however, additional suppliers/brands within specification parameters are sought for evaluation and will be equally considered. All Brands submitted must have attached Specification Data

Sheets


Single Phase Supply Voltage for units below 36 000 BTU, Three phase supply voltage above(and including) 36000 BTU




Unit not to reset after any power outage

Ref nr BTU Cooling



Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

BRAND


Dunham Bush

Samsung York Mcquay

E3.1 30,000 to

36,000

E3.2 36,000 to

40 000


108

FOR ADDITIONAL BRAND SUBMISSIONS - MID AND HI WALL SPLIT UNITS THREE PHASE

Ref nr BTU Cooling



Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

BRAND


E3.3

30,000 to 36,000

E3.4

36,000 to 40 000


109

ITEM E4 SUPPLY AND INSTALLATION : CEILING CASSETTE SPLIT


Single Phase Supply Voltage for units below 36 000 BTU, Three phase supply voltage above(and including) 36000 BTU





Ref nr

BTU Cooling


INCL


Unit Rate Vat Incl

Unit Rate Vat Incl

Unit Rate Vat Incl

Unit Rate Vat Incl

Unit Rate Vat Incl

BRAND


Dunham Bush

Samsung York Mcquay

E4.1 12,000 to 15,000

E4.2 18,000 to 21,000

E4.3 24,000 to 30,000

E4.4 36,000 to 40,000

E4.5 48,000 to 56,000

E4.6 58,000 to 64,000


110

Ref nr

BTU Cooling


INCL


Unit Rate Vat Incl

Unit Rate Vat Incl

Unit Rate Vat Incl

Unit Rate Vat Incl

Unit Rate Vat Incl

BRAND


E4.7 12,000 to 15,000

E4.8 18,000 to 21,000

E4.9 24,000 to 30,000

E4.10 36,000 to 40,000

E4.11 48,000 to 56,000

E4.12 58,000 to 64,000


111

FOR ADDITIONAL BRAND SUBMISSIONS - CEILING CASSETTE SPLIT

ITEM E5 SUPPLY AND INSTALLATION : UNDER CEILING / FLOOR SPLIT


Single Phase Supply Voltage for units below 36 000 BTU, Three phase supply voltage above(and including) 30 000 BTU for these units





Ref nr

BTU Cooling


INCL


Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

BRAND


Dunham Bush

Samsung York Mcquay

E5.1 12,000 to 15,000

E5.2 18,000 to 21,000

E5.3 24,000 to 30,000

E5.4 30,000 to 36,000

E5.5 36,000 to 40,000


112

BTU Cooling


INCL


Unit Rate Vat Incl

Unit Rate Vat Incl

Unit Rate Vat Incl

Unit Rate Vat Incl

Unit Rate Vat Incl

BRAND


Dunham Bush

Samsung York Mcquay

E5.7

60,000 to 68,000


113

FOR ADDITIONAL BRAND SUBMISSIONS - UNDER CEILING / FLOOR SPLIT

Ref nr

BTU

Cooling


INCL


Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

BRAND


E5.8 12,000 to 15,000

E5.9 18,000 to 21,000

E5.10 24,000 to 30,000

E5.11 30,000 to 36,000

E5.12 36,000 to 40,000

E5.13 48,000 to 56,000

E5.14 60,000 to 68,000


114

ITEM E6 SUPPLY AND INSTALLATION : FLOOR STANDING


Three phase supply voltage


In the case off a Load Shedding the unit needs to start automatically when the power returns

Ref nr

BTU

Cooling



Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

BRAND


Dunham Bush

Samsung York Mcquay

E6.1 55,000 to 60,000

E6.2 75,000 to 80,000

FOR ADDITIONAL BRAND SUBMISSIONS - FLOOR STANDING

Ref nr

BTU

Cooling



Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

BRAND


E6.3 55,000 to 60,000

E6.4 75,000 to 80,000


115

ITEM E7 SUPPLY AND INSTALLATION : PACKAGE UNITS

1. The unit needs to be R410 Heat pump inverter, (to have capacity within BTU range as specified)

2. In the case off a Load Shedding the unit needs to start automatically when the power returns

3. All 3 Phase Supply

Ref nr

BTU Cooling



Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

BRAND


Dunham Bush

Samsung York Mcquay

E7.1 75,000 to 80,000

E7.2 90,000 to 96,000

E7.3 120,000 to 130,000

E7.4 180,000 to 200,000

E7.5 240,000 to 260,000

E7.6 340,000 to 360,000


116

FOR ADDITIONAL BRAND SUBMISSIONS - SUPPLY AND INSTALLATION: PACKAGE UNITS

Ref nr

BTU

Cooling


INCL


Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

Unit Rate Vat Incl.

BRAND


E7.7 75,000 to 80,000

E7.8 90,000 to 96,000

E7.9 120,000 to 130,000

E7.10 180,000 to 200,000

E7.11 240,000 to 260,000

E7.12 340,000 to 360,000


117

SECTION F

INFRASTRUCTURE

F1

HVAC and related Infrastructure at Musanda ** The replacement requirements are planned however subject to available funding and are not considered contractually binding

Item

Description Quantity Remarks Age > 10 years Age < 10 years Replacement Requirements

over 36 months **

1 Chiller Plants + AHU’s 9 9 0

2 Crack Package, Hideaway’s and Floor Standing

90 67 23 0

3 VRV’s 56 0 56 0

4 VRV Ducted, Hideaway, splits and Cassettes 355 0 355 0

5 Silhouette Consoles 1137 1105 32 1170

6 Consoles 280 263 17 263

7 Split units (all types) 584 293 291 293

8 Fan Coil Units 148 130 18 RTF

9 Extraction fans 121 100 20 RTF

10 Compressors (air) 19 18 1 RTF

11 Water treatment plants (water softener) 2 2 RTF

12 Equipment rooms (major) 14 14

13 Refrigerators and freezers 165 100 RTF

14 Walk-in cold rooms 4 4 RTF

15 Kitchens for catering 3 3

16 BMS system 1 1 RTF

13 BMS remote monitoring points 20 17 RTF

RTF = Run to failure


118

SECTION F

INFRASTRUCTURE (continued)

F2

HVAC and related Infrastructure at Mahikeng ** The replacement requirements are planned however subject to available funding and are not considered contractually binding

Item

Description Quantity Remarks Age > 10 years Age < 10 years Replacement

Requirements over 36 months **

1 Chiller plants + AHU’s 0


22 11 11 11

3 VRV’s 4 8 RTF

4 VRV Ducted, Hideaway, splits and Cassettes 22 22 RTF

5 Consoles 7 7 7


5 Extraction fans Various all RTF

6 Compressors (air) 2 2 RTF








RTF = Run to failure


119

SECTION F

INFRASTRUCTURE (continued)

F3

HVAC and Related Infrastructure at Remote Sites ** The replacement requirements are planned however subject to available funding and are not considered contractually binding

Item

Description Quantity Remarks Age > 10 years Age < 10 years Replacement

Requirements over 36 months **

1 Chiller plants + AHU’s 0 0

2 VRV’s 0 0


20 18 2 3

4 Silhouette Consoles Window shakers 0 5

5 Consoles 0 72 64 72


5 Extraction fans Various 1 RTF

6 Compressors (air) 1 1 RTF









120

SECTION G

SERVICE DELIVERY MODEL

1. Service delivery model, Musanda, Mahikeng, Remote sites

To assist the prospective bidders with the compilation of a service delivery model, and the costing of services, the following detail is provided based on

experience with HVAC Maintenance contract(s) for the SSA HQ site, also referring to Annexure F which contains the Infrastructure overview, and the

Annexures with respective inventory figures. These are prosed figures only, service provider may utilize any service model that is effective to address needs

of client:

Item Description Quantity Remarks

G1 Human Resources

1 Project Manager 1 On or off site, available to oversee activities

2 Supervisor 1 Minimum, may be one of technicians

3.1 Maintenance Team, Musanda 2 teams 2 Technician and 2 assistant, deployed on site with transport

3.2 Breakdown Team, Musanda 1 Team 1 Technician and 1 assistant, deployed on site with transport

4 Maintenance team, Mahikeng 1 team 1Technician and 1assistant, deployed on site with transport

5 Maintenance team, Remote sites 1 team Technician and assistant deployed on site with transport

6 New installations As per requests Depends on amount of additional work, propose at least one team reserved / on standby for main site

7 Chiller system specialist 1 Access to specialist, in house or outsourced

8 VRV system specialist 1 Access to specialist, in house or outsourced

9 Mechanical Engineer 1 Access to specialist, in house or outsourced


121

Item

Description

Quantity

Remarks

G2

Transport and Equipment

1 Light delivery vehicle or similar 1 per team Site size and location require suitable transport per team per site

2 Specialized HVAC maintenance equipment Multiple sets As required

3 Tools Multiple sets As required


122

SECTION H

ANNEXURES

ITEM

CONTENTS

Annexure H1

Equipment Inventory : HVAC Systems and Installations Musanda



Annexure H2

Equipment Inventory : HVAC Systems and Installations Mahikeng



Annexure H3

Equipment Inventory : HVAC Systems and Installations Remote Sites



Annexure H4

General Equipment Inventory

Air Compressor list (air compressors units, mobile & static)

HVAC MAINTENANCE TENDER FOR THE STATE … HVAC... · HVAC MAINTENANCE TENDER FOR THE STATE SECURITY...

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