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WESTERN CAPE GOVERNMENTDepartment of Health

Departement van GesondheidIsebe Lezempilo

NEC3 TERM SERVICE SHORT CONTRACT (TSSC)Version 2.01 – January 2016

TENDER No : FORMTEXT WCGH011-2019

PROJECT TITLE : FORMTEXT New Somerset Hospital - Routine Maintenance, Service and Repair of Mechanical Systems for 24 months

TENDER CLOSING : FORMTEXT 11:00 on 10 December 2019

ADMINISTRATION EMPLOYER’S AGENT

HEALTH

ENGINEERING AND TECHNICAL SUPPORT FORMTEXT Hein Grebe

PHYSICAL ADDRESS POSTAL ADDRESS PHYSICAL ADDRESS POSTAL ADDRESS

FORMTEXT Boiler FORMTEXT PO Box FORMTEXT Boiler FORMTEXT PO Box FORMTEXT Karl FORMTEXT Parow FORMTEXT Karl FORMTEXT Parow FORMTEXT CAPE FORMTEXT 7499 FORMTEXT Frans FORMTEXT 7499 FORMTEXT 7499 FORMTEXT FORMTEXT Bellville FORMTEXT Contact: Bilquees Rodriques Contact: FORMTEXT Hein GrebePhone: FORMTEXT 021 830 3763 Phone: FORMTEXT 021 830 3753Fax: FORMTEXT 021 918 1893 Fax: FORMTEXT 021 918 1893Email: FORMTEXT Email: FORMTEXT

SUBMIT YOUR COMPLETED & SIGNED TENDER DOCUMENT with all returnable documents as listed on page 11 & the Price Schedules IN THE TENDER BOX AT THE MAIN ENTRANCE OF THE BOILER HOUSE – Engineer’s Office, Karl Bremer Hospital Complex, BEFORE the tender closing date and time.Name of Tendering Entity: …………………………………………………..

CIDB number and rating: ….……………………………………………………………....

Name and number of SAQCC Cat B or higher Air Conditioning & Refrigeration Practitioner employed by tenderer that will service the listed mechanical systems and be on 24 hour standby:

…………………………………………………………………………………………………………………………….

24 Hour contact details: ……………………………………………………………………

of 120

New Somerset Hospital - Routine Maintenance, Service and Repair of Mechanical Systems Tender: WCGH011-2019

IMPORTANT NOTE: TENDERERS WHO DO NOT COMPLY WITH THE REQUIREMENTS AS SET OUT IN THE TENDER DOCUMENT AND ADVERTISEMENT WILL BE DISQUALIFIED

Please initial: Tenderer & Witness……………|……..……… Employer & Witness…………..|………… of 120


WESTERN CAPE GOVERNMENTDEPARTMENT OF HEALTH

New Somerset Hospital - Routine Maintenance, Service and Repair of Mechanical Systems

CONTENTS

The Tender

Part T1: Tendering procedures Page 4

T1.1 Tender notice and invitation to tender Page 5

T1.2 Tender Data Page 6

Part T2: Returnable documents Page 11

T2.1 List of returnable documents Page 12

T2.2 Returnable schedules Page 13

The Contract

Part C1: Contract Data & Schedules 9

Contract Data Page 40

The Contractor’s Offer Page 42

The Employer’s Acceptance Page 44

Price List Page 47

Service Information Page 59

Task Order Page 106

Part C2: Service Schedules Page 110

Appendix: Drawings, schematics & annexures Page 120

Please initial: Tenderer & Witness……………|……..……… Employer & Witness…………..|………… Page 3 of 120


WESTERN CAPE GOVERNMENT DEPARTMENT OF HEALTH


Part T1: Tendering procedures

T1.1 Tender notice and invitation to tender Page 5

T1.2 Tender Data Page 6





T1.1 Tender notice and invitation to tender The DEPARTMENT OF HEALTH, WESTERN CAPE GOVERNMENT, invites tenders for Tender No. WCGH011-2019 - New Somerset Hospital - Routine Maintenance, Service and Repair of Mechanical SystemsIt is estimated that tenderers should have a CIDB contractor grading designation of 2ME or higher.Preferences are allocated to tenderers for Broad-Based Black Economic Empowerment (B-BBEE) status level of contribution.

Queries relating to the technical specification of these documents may be addressed to:Name : Error: Reference source not found Phone : Error: Reference source not found Fax : Error: Reference source not foundE-mail : Error: Reference source not found

The closing time for receipt of tenders is Error: Reference source not found – SUBMIT IN THE TENDER BOX INSIDE THE ENGINEERING OFFICE, THE BOILER HOUSE BUILDING AT KARL BREMER HOSPITAL COMPLEX.

Telegraphic, telephonic, telex, facsimile, e-mail, copied and late tenders will not be accepted

A compulsory site/clarification meeting with representatives of the Employer will take place at:Double-click each entry field to modify the details, or delete paragraph in its entirety if no clarification meeting.

Location: Health Engineering Training CentreDate: 13 November 2019Starting Time: 14:00





T1.2 Tender DataThe Conditions of Tender are the Standard Conditions of Tender as contained in Annex F of the CIDB Standard for Uniformity in Construction Procurement as per Government Notice No. 12 published in Government Gazette No. 31823 of 30 January 2009 and as amended from time to time (see www.cidb.org.za).

The Standard Conditions of Tender make several references to the Tender Data for details that apply specifically to this tender. The Tender Data shall have precedence in the interpretation of any ambiguity or inconsistency between it and the standard Conditions of Tender. Each item of data given below is cross-referenced to the clause in the Standard Conditions of Tender to which it mainly applies.

The additional Conditions of Tender are:

Clause Number Tender Data

F.1 General

F.1.1 The Employer is THE DEPARTMENT OF HEALTH, WESTERN CAPE GOVERNMENT.

F.1.2 Tender Documents

The Tender Document (this document), issued by the Employer and comprising the following parts:

Part T1 Tendering ProceduresT1.1 Tender notice and invitation to tenderT1.2 Tender Data

Part T2 Returnable DocumentsT2.1 List of returnable documentsT2.2 Returnable schedules

Part C1 Contract Data & SchedulesContract Data

The Contractor’s OfferThe Employer’s AcceptancePrice ListService InformationTask Order

Part C2 Service schedules

Appendix: Drawings, schematics & annexures

This tender document contains the “Returnable Documents” which must be completed and signed, in terms of submitting a tender offer.

PLEASE NOTE: The complete tender document comprising pages 1 through 119 must be returned to the Employer when submitting a tender offer. Drawings, schematics or annexures need NOT be returned with the tender offer, unless the tenderer wishes to utilise any for clarification purposes when submitting an alternative tender offer, if applicable.

F.1.3 The Employer’s Agent is: Name: Error: Reference source not foundAddress: Error: Reference source not found

Error: Reference source not foundError: Reference source not foundError: Reference source not found

Phone: Error: Reference source not foundFax: Error: Reference source not foundEmail: Error: Reference source not found



F.2 Tenderer’s obligations

F.2.1 Only those tenderers who are registered with the CIDB and who satisfy the grading requirement of a CIDB grading of a 2ME or higher, as calculated in terms of the CIDB regulations, are eligible to have their tenders evaluated.

F.2.2 The arrangements for a compulsory site/clarification meeting are: A compulsory site/clarification meeting with representatives of the Employer will take place at:

Location: Health Engineering Training CentreDate: 13 November 2019Starting Time: 14:00

THE FOLLOWING CONDITIONS APPLY: (a) Failure to attend the meeting will automatically disqualify the tenderer.(b) Admission to the meeting closes when the meeting is officially started by the chairperson

representing the Employer. Late arrivals will not be allowed into the meeting after the official start thereof, but the chairperson may, at his sole discretion, delay the official start of the meeting if he deems such a delay appropriate.

(c) Tenderers must complete and sign the meeting attendance register. Failure to complete and sign the attendance register will disqualify the tenderer.

(d) Tenderers must complete and sign the clarification meeting certificate (returnable Schedule 7 on page 37 in this document, copies of which will be made available at the meeting to tenderers who are not in possession of a tender document). The clarification meeting certificate must be counter-signed by a designated representative of the Employer at the time of the meeting, who will be identified at the meeting. Failure to include a duly completed, signed and counter-signed clarification meeting certificate in the tender submission will disqualify the tender.

(e) Addenda may be issued to all whom collected tender documents. – not applicable (f) Tenderers must be represented by a person who is suitably qualified and experienced to

comprehend the implications of the work involved.

F.2.3. Written and verbal instructions given to tenderers at the clarification meeting and which are recorded in the Employer’s minutes of the meeting, form part of the Conditions of Tender. Failure to comply with such instructions will disqualify the tender.

F.2.4. The rates and prices offered by the tenderer must be physically written into the Price List of this tender document, completed in full and signed. Failure to do so will render the tender non-responsive. Printouts of electronic spreadsheets or any form of substitute for the returnable pages of the Price List are not accepted.

F.2.5 If a tenderer wishes to submit an alternative tender offer, the criteria permitted for such alternative offer is that it demonstrably satisfies the Employer’s standards and requirements, the details of which may be obtained from the Employer’s Agent.

The alternative tender offer will only be considered if the main offer as per this tender document is priced, successful and awarded.

Calculations, drawings and all other pertinent technical information and characteristics as well as modified or proposed pricing data must be submitted with the alternative tender offer to enable the Employer to evaluate the efficacy of the alternative and its principal elements, to take a view on the degree to which the alternative complies with the Employer’s standards and requirements and to evaluate the acceptability of the pricing proposals. Calculations must be set out in a clear and logical sequence and must clearly reflect all design assumptions. Pricing data must reflect all assumptions in the development of the pricing proposal.

Acceptance of an alternative tender offer will mean acceptance in principle of the offer. It will be an obligation of the contract for the tenderer, in the event that the alternative is accepted, to accept full responsibility and liability that the alternative offer complies in all respects with the Employer’s standards and requirements.

The modified pricing data must include an amount equal to 5% of the amount tendered for the alternative offer to cover the Employer’s costs of confirming the acceptability of the plan before it is implemented.

F.2.6. The tender shall be signed by a person duly authorized to do so. Tenders submitted by joint ventures of two or more firms shall be accompanied by the document of formation of the joint venture, authenticated by a notary public or other official deputed to witness sworn statements, in



which is defined precisely the conditions under which the joint venture will function, its period of duration, the persons authorised to represent and obligate it, the participation of the several firms forming the joint venture, and any other information necessary to permit a full appraisal of its functioning.

F.2.7. The Employer’s address for submitting the tender offer is; Boiler House, Engineering Workshops, Karl Bremer Hospital Complex, Parow

Identification details:Tender No: WCGH011-2019

Postal address: DEPARTMENT OF HEALTHError: Reference source not found Error: Reference source not found Error: Reference source not found

Tender offers couriered to the Employer must be delivered to the following address: Hein Grebe

Boiler House, Karl Bremer Hospital ComplexParowError: Reference source not found

F.2.8. A two-envelope procedure will not be followed.

F.2.9 The closing time for submission of the tender in the tender box is as stated in the Tender Notice and Invitation to Tender. Telephonic, telegraphic, telex, facsimile, copied or e-mailed tender offers will not be accepted.

F.2.10 The tender offer validity period is 12 weeks . Tenderers who submit a shorter validity period will automatically be disqualified.

F.2.11 The tenderer is required to submit at closing of tender a valid Tax Clearance Certificate issued by the South African Revenue Services. Failure to comply will render the tenderer’s offer invalid. Where a tenderer satisfies CIDB contractor grading designation requirements through joint venture formation, such tenderers must submit a valid tax clearance certificate in respect of each partner. Failure to comply will render the tenderer’s offer invalid.

F.3 The Employer’s undertakings

F.3.1. The time and location for drawing tender results from IPS Website:

Time: One day after the closing dateLocation: Error: Reference source not found

Error: Reference source not found FORMTEXT CAPE TOWN

F.3.2 Test for responsiveness: Tenders will be considered non-responsive if:- the tender is not in compliance with specifications;- the tenderer has not fully completed and signed where required, all the returnable

documents as listed in Part T2 of this tender document;- if the amounts and service time allowed in the “ Price Lists and Bill of Quantities” are

not realistic and does not add up to the quoted labour rates- if the tenderer cannot demonstrate that they can service the equipment listed as

described in the proposed maintenance schedules in the time period quoted- if the tenderer fail to price a certain item and fail to add it to the total price – Price List

items B, C, D, E and F must be fully completed and the added up totals must form part of the total price.

- the tenderer has failed to clarify or submit any supporting documentation within seven days of being requested to do so in writing.

- the tenderer fail to give supportive evidence that their company is CIDB registered level 2ME or higher

- the tenderer fail to give supportive evidence that they have in their employ a SAQCC registered qualified safe handling accredited refrigeration practitioner registered in the company’s name on the SAQCC web site – this person to supervise all work on site.

F.3.3. Arithmetical errors: When responsive tender offers are checked for arithmetic errors, corrections shall be made in the following manner:

- Where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern;



- If a bill of quantities (or schedule of rates) apply and there is an error in the line item total resulting from the product of the unit rate and the quantity, the line item total shall govern and the rate shall be corrected. Where there is an obviously gross misplacement of the decimal point in the unit rate, the line item total as quoted shall govern, and the unit rate shall be corrected;

- Where there is an error in the total of the prices either as a result of other corrections required by this checking process or in the tenderer’s addition of prices, the total of the prices shall govern and the tenderer will be asked to revise selected item prices (and their rates if a bill of quantities applies) to achieve the tendered total of the prices.

Subject to the conditions stated in Sub Clause 3.3.1 below, the rates and lump sums filled in by the tenderer in the schedule of quantities shall be final and binding and may not be adjusted should there be any mistakes in the extensions thereof. Should there be any discrepancies between the correctly extended and totalled schedule of quantities and the tender sum, the rates will be regarded as being correct, and the Employer shall have the right to make such adjustments to the tender sum as he may deem necessary in order to reconcile the total of the schedule of quantities with the tender sum. In such an event the tenderer/Contractor will be consulted but failing agreement between the parties, the decision of the Employer shall be final and binding. Such adjustment of the tender sum shall take place only after acceptance of the tender, but prior to the signing of the contract. In their own interest tenderers should make doubly sure of the correctness of their tendered rates, the extensions and the tender sum.

F.3.3.1 A tender may be rejected if the unit rates or lump sums for some of the items in the schedule of quantities are, in the opinion of the Employer, unreasonable or out of proportion, and the tenderer fails, within a period of seven days of having been notified in writing by the Employer to justify any specific rates or lump sums (i.e. to provide a financial breakdown of how such rates or sums were obtained) or to adjust the unit rates or lump sums for such items while retaining the tender sum unchanged.

F.3.4 The procedure for the evaluation of responsive tenders is Method 2 (Financial offer and preferences)

The financial offer (price) will be scored using the Formula NFO = W1(1-((P-Pm)/Pm) where:1. NFO is the number of tender evaluation points awarded for the financial offer2. W1 is the maximum possible number of tender evaluation points awarded for the financial offer

as stated in 2.1 and 2.2 following:2.2 80 where the financial value inclusive of VAT of one or more responsive tender offers

equals or is less than R1 million3. Pm is the comparative offer of the most favourable tender offer4. P is the comparative offer of tender offer under consideration

Preference will be scored as follows: Up to 100 minus W1 tender evaluation points will be awarded to tenderers who complete the preferencing schedule and who are found to be eligible for the preference claimed. The maximum attainable combined score for price and preference is therefore 100 points.

F3.5. Tender offers will only be accepted if:1. the tenderer submit a valid Tax Clearance Certificate issued by the South African

Revenue Services by close of tender or submit written proof that arrangements has been made with SARS to meet outstanding obligations;

2. the tenderer is registered with the Construction Industry Development Board in an appropriate contractor grading designation by close of tender;

3. the tenderer submit the Completed and Priced Document when requested to do so within 3 days;

4. the tenderer or any of its directors is not listed on the Register of Tender Defaulters in terms of the Prevention and Combating of Corrupt Activities Act of 2004 as a person prohibited from doing business with the public sector;

5. the tenderer has not:5.1 abused the Employer’s Supply Chain Management System;5.2 failed to complete any previous contract satisfactorily within the last year; 5.3 submitted more than one offer

and6. has completed the Compulsory Enterprise Questionnaire, Declaration of Interests

(WCBD 4) and there are no conflicts of interest which may impact on the tenderer’s ability to perform the contract in the best interests of the Employer or potentially compromise the tender process.

7.



WESTERN CAPE SUPPLIER EVIDENCE BANK REGISTRATION

As of 1 October 2019 the Provincial Government of the Western Cape will ONLY contract with businesses duly registered on the Western Cape Supplier Evidence Bank.

All prospective Service Providers are invited to register as a supplier on the Western Cape Supplier Evidence Bank. Enquiries regarding the registration process may be referred to Provincial Treasury at the Western Cape Supplier Helpdesk on 021 833 5361/ [email protected].

All Service Providers who are currently registered on the Evidence Bank are also invited to update their status by contacting the Western Cape Supplier Helpdesk on 021 833 5361/ [email protected].

From 1 September 2015 prospective suppliers will be able to self-register on the CSD website www.csd.gov.za . Suppliers will only be required to register once when they do business with government; National Treasury for further clarity on the process at [email protected] or 012 406 9222. Should service providers require assistance with the registration process it may visit the Central Supplier Helpdesk at Golden Acre, 12th Floor, Cape Town. Alternatively, you may contact Leonora Ndlotyeni on (021) 483 6937/ [email protected].


mailto:[email protected]


https://eur03.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.csd.gov.za&data=02%7C01%[email protected]%7C9cae52113a1c43b376fc08d7592eb561%7Cae74bf7fcfc34760a1fe0731afaa5502%7C0%7C0%7C637075929448029561&sdata=sQZiRQ8RRuXNJcU3nqYNe5FnjuETvtOXXkwIFHRz2GM%3D&reserved=0






Part T2: Returnable Documents

T2.1 List of returnable documents Page 12

T2.2 Returnable schedules Page 13





T2.1 List of returnable documents IMPORTANT: The tenderer must complete all returnable schedules. Please see instructions for completion of schedules under heading T2.2 following.

1. Returnable schedules required for tender evaluation and contracting purposes

Schedule No Schedule Description & Location

Conditions of Tender Schedules:

1 Tendering entity and authority of signatory Page 142 Compulsory Enterprise Questionnaire Page 203 WCBD 6.1(a): Preference Certificate (80:20) Page 234 Addenda / Notices issued to tenderers Page 276 Schedule of work experience Page 287 Clarification meeting certificate Page 37

Conditions of Contract Schedules:

8 Contractor’s Offer Page 429 Price List Summary Page 49

10 Price List Page 5011 Amendments by Contractor Page 11112 Contractor’s Equipment schedule Page 11213 Contractor’s schedule of subcontractors Page 11416 Contractor’s proposed service plan Page 11817 Contractor’s health & safety plan Page 119

2. Returnable Documents to be submitted with tender not to be disqualified

Document

A valid Tax Clearance Certificate issued by the South African Revenue Service B-BBEE Status Level Verification Certificate Certificate of Registration on the CSD including successful bank verification. Certificate of registration as a Supplier on the Western Cape Supplier Evidence Bank (WCSED) Certificate of registration as a contractor with the Construction Industry Development Board (CIDB), the

minimum grading of which is specified in the Tender Data (if applicable). Copy of cardholder of Cat B SAQCC (South African Qualification and Certification Committee)

Authorised Registered Practitioner - qualified safe handling accredited refrigeration practitioner in their employ who will be on site when services and repairs will be done.

Copy of insurance cover Copy from Department of Labour – Letter of Good Standing – Compensation Commissioner Letter from Daikin that you have the latest software to do fault finding on their chillers and VRV systems

listed under the Equipment List and that a SAQCC cardholder of your company received up to date training to service and repair Daikin chillers and VRV Systems or you signed a contract with Daikin or one of their Approved Dealers that they will service and repair the chillers and VRV Systems as per contract requirements.

Letter that water treatment company has affiliation with SAIRAC and that products supplied is manufactured in an ISO 9001:2015 accredited factory





T2.2 Returnable schedules Important information for completing returnable schedules

1. The returnable schedules list T2.1 shows all the returnable schedules which need to be completed and returned for tender evaluation and contracting purposes. This list includes both document-standard and project-specific schedules. List T2.1 should be used as a checklist by the tenderer to verify that all returnable schedules have been duly completed, to avoid the tender being rejected as non-responsive due to an incomplete submission.

2. Each returnable schedule is numbered, starting at Schedule 1 and following a consecutively incremented whole number sequence through the tender document to the final schedule number assigned, as per the returnable schedules list.

3. Although all returnable schedules are numbered and follow in numeric sequence, they are not all grouped together in a single location in this tender document. Returnable schedules are grouped into 4 different types or classes:

i. Conditions of Tender Schedulesii. Conditions of Contract Schedulesiii. Pricing Schedulesiv. Scope of Work Schedules

The first group of schedules (Conditions of Tender Schedules) follow directly from here on forward in Part T2.2, with the remainder following in various sub-sections of Part C of this tender document. Schedules can be quickly located by their document page number given in the list of returnable schedules T2.1.

4. The tenderer must furnish all the information required for each returnable schedule with the indicated amount of detail to ensure compliancy of the tender with responsiveness criteria. Please note: If any returnable schedule or part thereof is not applicable to the tenderer, that schedule or part thereof must be clearly marked “Not Applicable” (N/A), and not simply left blank . Schedules left blank without any indication of response by the tenderer to the requested information in the schedule, will be taken as an omission of the requested information.

5. Some schedules may either require, or have as an option, additional pages of information to be appended by the tenderer when submitting the tender. In each case the exact number of additional pages must be indicated in the space provided on that schedule, or indicated as NIL if no additional pages are appended. All appended pages must be clearly marked with the schedule number to which they belong.

6. All returnable schedules require the signature of the tenderer’s authorised signatory where indicated and the date. Unsigned schedules, unless they are clearly marked “Not Applicable” by the tenderer, will render your tender invalid.





SCHEDULE 1 : Tendering entity and authority of signatory

The purpose of this Schedule is to obtain the necessary information about the tendering entity, and to establish authority of the signatory to sign the tender, and any and all other documents and/or correspondence in connection with and relating to the tender, as well as to sign any contract, and any and all documentation, resulting from the award of the tender to the tendering entity.

INSTRUCTIONS FOR COMPLETING SCHEDULE 1:

Tendering entities may be sole proprietors, partnerships, trusts, companies, close corporations or consortia / joint ventures. Schedule 1 must be completed as follows:

If the tendering entity is a sole proprietor, trust, partnership, company or close corporation, complete both this page and Section 1 of this Schedule, and clearly mark Section 2 (both 2.1 and 2.2) as “Not Applicable”.

If the tendering entity is a consortium or joint venture, then complete both this page and Section 2 (both 2.1 and 2.2) of this Schedule, and clearly mark Section 1 as “Not Applicable”.

The contact details below must be the officially designated contact addresses which will be used by the Employer for any and all communication in regard to this tender, and if the tender is awarded, also during the execution of the contract.

THE TENDERING ENTITY IS: (*Circle the applicable option)*A Sole Proprietor / Partnership / Trust / Company / Close Corporation / Consortium / Joint Venture.

NAME OF THE TENDERING ENTITY:

…………………………………………………………………………………………………………………..(Legally correct full name of the tendering entity)

CONTACT DETAILS:

Physical Address:……………………………………………………………………………

…………………………………………………………………………....

……………………………………………………………………………

……………… (Postal Code)

Telephone number: ……………………………………………….

Mobile number: ……………………………………………….

Fax number: ……………………………………………….

Email address: …………………………………………………………………………………..

Schedule 1 continues with Section 1 on the next page.



Section 1: Resolution of board of *Trustees/Directors/Members/Partners

Notes:1. *Delete which is not applicable.2. IMPORTANT: This resolution must be signed by ALL the trustees/directors/members/partners of the tendering

entity.3. Should the number of trustees/directors/members/partners exceed the space available below, additional names

and signatures must be supplied on a separate page.

RESOLUTION by the *Proprietor/Board of *Trustees/Directors/Members/Partners of:

…………………………………………………………………………………………………………………..(Legally correct full name and registration number, if applicable, of the tendering entity)

Taken at ……………………………………………...................... On …………………………(Place) (Date)

Name of Proprietor/Trustee/Director/Member/Partner Capacity Signature

1

2

3

4

5

6

(Append separate page if not enough space)

RESOLVED that:

The entity submits a tender to the DEPARTMENT OF HEALTH in respect of Tender No: WCGH011-2019 - New Somerset Hospital - Routine Maintenance, Service and Repair of Mechanical Systems

1. *Mr/Mrs/Ms: ………………………………………………………………………………………….

in *his/her capacity as: ………………………………………………………………………………………………(Position in the entity)

and who will sign as follows:

AUTHORISED SIGNATURE OF TENDERER

be, and is hereby, authorised to sign the tender, and any and all other documents and/or correspondence in connection with and relating to the tender, as well as to sign any contract, and any and all documentation, resulting from the award of the tender to the entity mentioned above.

Date:…………………………………………………………..

Number of additional pages appended by the tenderer to this Schedule: .........................(If nil, enter NIL).



Section 2.1: Resolution to enter into Consortium / Joint Venture

Notes:1. *Delete which is not applicable2. A separate copy of this Section 2.1 must be duly completed, signed and submitted for each consortium/joint

venture partner.3. IMPORTANT: This resolution must be signed by ALL the trustees/directors/members/partners of the entity

entering into the consortium/joint venture.4. Should the number of representatives exceed the space available below, additional names and signatures

must be supplied on a separate page.

RESOLUTION by the *Proprietor/Board of *Trustees/Directors/Members/Partners of:

……………………………………………………………………………………………………………..(Legally correct full name and registration number, if applicable, of the entity)

Taken at ……………………………………………............... On ………………………………………(Place) (Date)

Name of Proprietor/Trustee/Director/Member/Partner Capacity Signature

1

2

3

4

5

6


RESOLVED that:

1. The entity submits a tender, in consortium/joint venture with the following entities to the DEPARTMENT OF HEALTH in respect of Tender No WCGH011-2019 - New Somerset Hospital - Routine Maintenance, Service and Repair of Mechanical Systems

Full legally correct name of entity Registration No (if applicable)

1

2

3

4

5

6




2. *Mr/Mrs/Ms: ………………………………………………………………………………………….

in *his/her capacity as: ……………………………………………………………………………………………(Position in the entity)


AUTHORISED SIGNATURE

be, and is hereby authorised to sign a consortium/joint venture agreement with the parties listed under item 1 above, and any and all other documents and/or correspondence in connection with and relating to the consortium/joint venture, in respect of the tender described in item 1 above.

3. The entity accepts joint and several liability with the parties listed under item 1 above for the due fulfilment of the obligations of the consortium/joint venture deriving from, and in any way connected with, the contract to be entered into with the Department in respect of the tender under item 1 above.

4. The entity chooses as its domicilium citandi et executandi for all purposes arising from this consortium/joint venture agreement and the contract with the Department in respect of the tender under item 1 above, the physical address and contact details as furnished on the first page of this Schedule.

Date:…………………………………………………………..




Section 2.2: Resolution to tender as Consortium / Joint Venture

Notes: 1. IMPORTANT. This resolution must be signed by ALL the representatives of the tendering consortium/joint

venture.2. Should the number of representatives exceed the space available below, additional names and signatures

must be supplied on a separate page.3. Enter the entity details and representative details in the same and corresponding numerical sequence into the

respective tables below.

RESOLUTION of a meeting of the duly authorised representatives of the following legal entities who have entered into a consortium/joint venture to jointly tender for Tender No: WCGH011-2019 - New Somerset Hospital - Routine Maintenance, Service and Repair of Mechanical Systems

Full legally correct name of entity Registration No (if applicable)

1

2

3

4

5

6


Held at …………………………………………….................... On………………………………………(Place) (Date)

Name of authorised representative Capacity Signature

1

2

3

4

5

6


RESOLVED that:

A. The abovementioned entities submit a tender in consortium/ joint venture to the Department in respect of the tender mentioned above.



B. *Mr/Mrs/Ms: ………………………………………………………………………………………………….

in *his/her capacity as: ………………………………………………………………………………………………(Position in the tendering consortium/joint venture)



be, and is hereby, authorised to sign the tender, and any and all other documents and/or correspondence in connection with and relating to the tender, as well as to sign any contract, and any and all documentation, resulting from the award of the tender to the entities in the consortium/joint venture mentioned above.

C. The entities constituting the consortium/joint venture, notwithstanding its composition, shall conduct all business under the name and style of:

………………………………………………………………………………(Consortium/joint venture name)

D. The entities to the consortium/joint venture accept joint and several liability with the parties above for the due fulfillment of the obligations of the consortium/joint venture deriving from, and in any way connected with, the contract to be entered into with the Department in respect of the tender mentioned above.

E. Any of the entities to the consortium/joint venture intending to terminate the consortium/joint venture agreement, for whatever reason, shall give the Department 30 days written notice of such intention. Notwithstanding such decision to terminate, the entities shall remain jointly and severally liable to the Department for the due fulfillment of the obligations of the consortium/joint venture as mentioned under item D above.

F. No entity to the consortium/joint venture shall, without the prior written consent of the other entities to the consortium and of the Department, cede any of its rights or assign any of its obligations under the consortium/joint venture agreement in relation to the contract with the Department referred to herein.

G. The entities choose as domicilium citandi et executandi of the consortium/joint venture for all purposes arising from the consortium/joint venture agreement and the contract with the Department in respect of the tender mentioned above, the physical address and contact details as furnished on the first page of this Schedule.

Date:…………………………………………………………..






SCHEDULE 2 : Compulsory Enterprise Questionnaire

Note: In the case of a consortium/joint venture, separate enterprise questionnaires as per this schedule in respect of each consortium/joint venture partner must be completed and submitted.

Section 1: Name of enterprise:……………………………………………………………………………………

Address of enterprise:…………………………………………………………………………………

………………………………………………………………………………………………………………

………………………………………………………………………………………………………………

Section 2: VAT registration number, if any:……………………………………………………………………...

Section 3.1: CIDB registration number:

…………………………………………………………

Section 3.2: Western Cape Supplier Database Registration Number:

……………………………………………………………….

Section 4: Particulars of sole proprietors and partners in partnerships

Name* Identity number* Personal income tax number*

* Complete only if sole proprietor or partnership and append separate page if more than 6 partners

Section 5: Particulars of companies and close corporations

Company registration number……………………………………………………………………………………….

Close corporation number……………………………………………………………………………………………

Tax reference number…………………………………………………………………………………………………

Section 6: Record of service of the stateIndicate by marking the relevant boxes with a cross, if any sole proprietor, partner in a partnership or director, manager, principal shareholder or stakeholder in a company or close corporation is currently or has been within the last 12 months in the service of any of the following:



a member of any municipal council a member of any provincial legislature a member of the National Assembly or the

National Council of Province a member of the board of directors of any

municipal entity an official of any municipality or municipal entity

an employee of any provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act 1 of 1999)

a member of an accounting authority of any national or provincial public entity

an employee of Parliament or a provincial legislature

If any of the above boxes are marked, disclose the following:

Name of sole proprietor, partner, director, manager, principal shareholder or stakeholder

Name of institution, public office, board or organ of state and position held

Status of service(tick appropriate column)current Within last

12 months

Append separate page if not enough space

Section 7: Record of spouses, children and parents in the service of the stateIndicate by marking the relevant boxes with a cross, if any spouse, child or parent of a sole proprietor, partner in a partnership or director, manager, principal shareholder or stakeholder in a company or close corporation is currently or has been within the last 12 months been in the service of any of the following:

a member of any municipal council a member of any provincial legislature a member of the National Assembly or

the National Council of Province a member of the board of directors of

any municipal entity an official of any municipality or municipal

entity

an employee of any provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act 1 of 1999)

a member of an accounting authority of any national or provincial public entity

an employee of Parliament or a provincial legislature

Name of spouse, child or parent Name of institution, public office, board or organ of state and position held

Status of service(tick appropriate column)current Within last

12 months

Append separate page if not enough space



The undersigned, who warrants that he/she is duly authorised to do so on behalf of the enterprise: i) authorizes the Employer to obtain a tax clearance certificate from the South African Revenue Services that

my / our tax matters are in order; ii) confirms that the neither the name of the enterprise or the name of any partner, manager, director or other

person, who wholly or partly exercises, or may exercise, control over the enterprise appears on the Register of Tender Defaulters established in terms of the Prevention and Combating of Corrupt Activities Act of 2004;

iii) confirms that no partner, member, director or other person, who wholly or partly exercises, or may exercise, control over the enterprise appears, has within the last five years been convicted of fraud or corruption;

iv) confirms that I / we are not associated, linked or involved with any other tendering entities submitting tender offers and have no other relationship with any of the tenderers or those responsible for compiling the scope of work that could cause or be interpreted as a conflict of interest;

iv) confirms that the contents of this questionnaire are within my personal knowledge and are to the best of my belief both true and correct.


Signatory Name…………………………………………………………………………………….

Signatory Position/Capacity:………………………………………………………………………

Date:……………………………………………………….






SCHEDULE 3 : WCBD 6.1(a): PREFERENCE CERTIFICATE (80:20)

This preference form must form part of all tenders invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) status level of contribution

NB: BEFORE COMPLETING RELEVANT CLAIM FORMS, TENDERERS MUST STUDY THE GENERAL CONDITIONS AND DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF BROAD-BASED BLACK ECONOMIC EMPOWERMENT, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011

1 GENERAL CONDITIONS:

1.1 The 80/20 preference point system is applicable to this tender.

1.2 The value of this tender is estimated to not exceed R1million (all applicable taxes included).

1.3 Preference points for this tender shall be awarded for:

(a) Price = Maximum 80 points

(b) B-BBEEE Status Level of Contribution = Maximum 20 points

1.4 Failure on the part of a tenderer to fill in, sign this and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the tender, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.

1.5 If the contributor status level of a tenderer changes after the closing date of the tender, the tenderer must notify the DEPARTMENT OF HEALTH, and such tender will not be eligible for any change in preference points, based on the changed status.

2 GENERAL DEFINITIONS:

The defined words and expressions commencing with capital letters, shall have the meanings hereby assigned to them unless such meanings are inconsistent with the context of a particular tender document or contract:

2.1 “Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No. 5 of 2000)

2.2 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills levies;

2.3 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act;

2.4 “B-BBEE status level of contributor” means the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;

2.5 “tender” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of services, works or goods, through price quotations, advertised competitive tendering processes or proposals;

2.6 “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003);

2.7 “Comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilised have been taken into consideration.



2.8 “Consortium or Joint venture” means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

2.9 “Contract” means the agreement that results from the acceptance of a tender.

2.10 “EME” means any enterprise with an annual total revenue of R5 million or less.

2.11 “Firm Price” means the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty, levy, or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract;

2.12 “Functionality” means the measurement according to predetermined norms, as set out in the tender documents, of a service or commodity that is designed to be practical and useful, working or operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of a tenderer;

2.13 “Person” includes a juristic person;

2.14 “Rand Value” means the total estimated value of a contract in South African currency, calculated at the time of tender invitations, and includes all applicable taxes and excise duties;

2.15 “Sub-contract” means the primary contractor’s assigning, leasing, making out work to, or employing, another person to support such primary contractor in the execution of part of a project in terms of the contract;

2.16 “Total Revenue” bears the same meaning assigned to this expression in the Codes of Good Practice on Black Economic Empowerment, issue in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007;

2.17 “Trust” means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person; and

2.18 “Trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person.

3 ADJUDICATION USING A POINT SYSTEM:

3.1 Subject to Regulation 7 of the Act. the tenderer obtaining the highest number of points will be awarded the contract.

3.2 Preference ponts shall be calculated after prices have been brought to a comparative basis taking into account all factors of Value added tax (inclusive or exclusive offers);

3.3 Points scored will be rounded off to the nearest two (2) decimal places.

3.4 (a) In the event that two or more tenders have scored equal total points, the successful tender must be the one scoring the highest number of preference points for B-BBEE.

(b) However, when functionality is part of the evaluation process and two or more tenders have scored equal points including equal preference points for B-BBEE, the successful tender must be the one scoring the highest score for functionality.

(c) Should two or more tenders be equal in all respects, the award shall be decided by the drawing of lots.

4 POINTS AWARDED FOR PRICE (Ps):

4.1 A maximum of 80 is allocated for on the following basis:

Pt – PminPs = 80 1

Pmin

Where:Ps = Points scored for comparative price of tender under considerationPmin = Comparative price of lowest acceptable tenderPt = Comparative price of tender under consideration



4.2 In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points will be awarded to a tenderer for attaining the BBBEE status level of contributor in accordance with the table below:

B-BBEE Status Level of Contributor Number of Points

1 20

2 18

3 14

4 12

5 8

6 6

7 4

8 2

Non-compliant contributor 0

4.3 Tenderers who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an Accounting Officer as contemplated in the CCA or a Registered Auditor or a Verification Agency accredited by SANAS. Registered auditors do not need to meet the prerequisite for IRBA’s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates.

4.4 Tenderers other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS.

5 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE status level certificate.

6 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate tender.

7 A person must not be awarded points for B-BBEE status level if it is indicated in the tender documents that such a tenderer intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a tenderer qualifies for, unless the intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.

8 A person awarded a contract may not subcontract more than 25 % of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract.

9 SUB-CONTRACTING

9.1 Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable)

9.1.1 If yes, indicate:

(i) what percentage of the contract will be sub-contracted? ……………………%

(ii) the name of the sub-contractor? ………………………………………………..

(iii) the B-BBEE status level of the sub-contractor? …………………………..

(iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)

10 DECLARATION WITH REGARD TO B-BBEE STATUS LEVEL OF CONTRIBUTION

10.1 B-BBEE Status Level of Contributor .............. = .......................(maximum 20 points)



(Points claimed in respect of paragraph 10.1 must be in accordance with the table reflected in paragraph 4.2 and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA)

10.2 I/we, the undersigned, who is/are duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBEE status level of contribution indicated in paragraph 10.1 of the foregoing certificate, qualifies the company/firm for the preference(s) shown and I/we acknowledge that:

(i) The information furnished is true and correct;

(ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form.

(iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraph 10.1, the contractor may be required to furnish documentary proof to the

satisfaction of the Department that claims are correct;

(iv) The DEPARTMENT OF HEALTH will, upon detecting that –

(a) the B-BBEE status level of contribution has been claimed or obtained on a fraudulent basis; or

(b) any of the conditions of the contract have not been fulfilled, act against the tenderer or person awarded the contract.

(v) The DEPARTMENT OF HEALTH will, in addition to any other remedy it

may have against the person –

(a) disqualify the person from the tendering process;

(b) recover all costs, losses or damages it has incurred or suffered as a result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation;

(d) restrict the tenderer or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution.


Date:……………………………………………………………..





SCHEDULE 4 : Addenda / Notice(s) issued to tenderers

We confirm that the following communications / addenda / notice(s) to tenderers received from the Employer before the submission of this tender offer, amending the tender documents, have been taken into account in this tender offer (If no addenda/notices mark schedule NIL, if not enough space, attach additional pages):

ADDENDUM No DATE SUBJECT MATTER OF ADDENDUM / NOTICE

NONE ISSUED, CHANGES SHALL BE NOTED HERE

Documentary evidence of addenda / notices issued to tenderers indicating proof of receipt must accompany this Schedule.


Date:…………………………………………………………….

Number of additional pages appended by the tenderer to this Schedule: .........................(If nil, enter NIL)





SCHEDULE 6 : Schedule of work experience

The tenderer must provide in the spaces provided below a list of the last five completed contracts of a similar nature as this tender which were awarded to him, as well as those currently being undertaken. This information is subject to verification and tenderers must note that the adequacy of the contractor’s work experience will be material in the Employer’s risk assessment for awarding this contract.

COMPLETED CONTRACTS

EMPLOYER(NAME, TEL No and FAX No) NATURE OF WORK VALUE (R) DATE

COMPLETED




CURRENT CONTRACTS

EMPLOYER(NAME, TEL No and FAX No) NATURE OF WORK VALUE (R)

ANTICIPATED COMPLETION

DATE



Date:…………………………………………………………….





SCHEDULE 4 : WCBD 4 : DECLARATION OF INTERESTS, TENDERER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES AND INDEPENDENT TENDER DETERMINATION

1. To give effect to the requirements of the Western Cape Procurement (Business Interest of Employees) Act No 8 of 2010, Practice Note 4 of 2006 Declaration of Tenderers Past SCM Practices-(SDB8), Instruction note Enhancing Compliance Monitoring and Improving Transparency and Accountability in Supply Chain Management SBD 4 Declaration of Interest, Practice Note 2010 Prohibition of Restrictive practices SBD9, Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998 as amended together with its associated regulations,the Prevention and Combating of Corrupt Activities Act No 12 of 2004 and regulations pertaining to the tender defaulters register, Paragraph 16A9 of the National Treasury Regulations and/or any other applicable legislation.

2. All prospective tenderers intending to do business with the Institution must be registered on the central procurement database on this prescribed form.

3. Definitions“Tender” includes a price tender, advertised competitive tender, limited tender or proposal“Tender rigging (or collusive tendering)” occurs when businesses, that would otherwise be

expected to compete, secretly conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a tendering process. Tender rigging is, therefore, an agreement between competitors

‘‘business interest’’ means —(a) a right or entitlement to share in profits, revenue or assets of an entity;(b) a real or personal right in property;(c) a right to remuneration or any other private gain or benefit, and includes any interest

contemplated in paragraphs (a), (b) or (c) acquired through an intermediary and any potential interest in terms of any of those paragraphs;

“Consortium or Joint Venture” means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract;

‘‘employee’’ means a person employed by the Institution, whether permanently or temporarily, including —(a) an employee as contemplated in section 8 of the Public Service Act;(b) a person appointed in terms of section 12A of the Public Service Act;(c) a person transferred or seconded to the Institution or a provincial public entity in

terms of section 15 of the Public Service Act; and(d) an educator as defined in the Employment of Educators Act, 1998 (Act 76 of 1998),

and includes a member of the board or other controlling body of a provincial public entity;

‘‘entity’’ means any —(a) association of persons, whether or not incorporated or registered in terms of any law,

including a company, corporation, trust, partnership, close corporation, joint venture or consortium; or

(b) sole proprietorship;‘‘entity conducting business with the Institution’’ means an entity that contracts or

applies or tenders for the sale, lease or supply of goods or services to the Province“Family member” means a person’s —

(a) spouse; or(b) child, parent, brother or sister, whether such a relationship results from birth, marriage or adoption;

‘‘intermediary’’ means a person through whom an interest is acquired, and includes—(a) a person to whom is granted or from whom is received a general power of attorney;

and(b) a representative or agent;

“Institution” means — Western Cape Government

“Provincial Government Western Cape (PGWC)” means(a) the Institution of the Western Cape, and(b) a provincial public entity;



“RWOPS” means — Remunerative Work Outside the Public Service‘‘spouse’’ means a person’s —

(a) partner in marriage;(b) partner in a customary union according to indigenous law; or(c) partner in a relationship in which the parties live together in a manner resembling a

marital partnership or customary union;4. Any legal person, including persons employed by the Institution, or their family members,

may make an offer or offers in terms of this invitation to tender. In view of possible allegations of favouritism, should the resulting tender, or part thereof, be awarded to persons employed by the PG, or to their family member, it is required that the tenderer or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where the tenderer is employed by the Institution; and/or

5. The tender of any tenderer may be disregarded if that tenderer or any of its directors have abused the institution’s supply chain management system; committed fraud or any other improper conduct in relation to such system; or failed to perform on any previous contract.

6. Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement between, or concerted practice by firms, or a decision by an association of firms, if it is between parties in a horizontal relationship and if it involves collusive tendering (or tender rigging). Collusive tendering is a per se prohibition meaning that it cannot be justified under any grounds.

7. Communication between partners in a joint venture or consortium will not be construed as collusive tendering.

8. In addition and without prejudice to any other remedy provided to combat any restrictive practices related to tenders and contracts, tenders that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.

SECTION A: DETAILS OF THE ENTITY

A1. Name of the Entity

A2. Entity registration Number (where applicable)

A3. Entity Type

A4. Tax Reference NumberA5. Full details of directors, shareholder, member, partner, trustee, sole proprietor or any persons with a right or entitlement to share in profits, revenue or assets of an entity, of the entity should be disclosed in the Table A below.

TABLE ANAME & SURNAME DESIGNATION

(Where a director is a shareholder, both

should be confirmed.)

IDENTITY NUMBER

PERSONAL TAX REFERENCE NO.

PERCENTAGE

INTEREST IN THE ENTITY



(if not enough space, attach additional pages)

SECTION B: DECLARATION OF THE TENDERER’S INTERESTTo disclose relationships between the tendering entity and persons listed in Table A and any employees of the Institution; and to restrict business interest of Institution employees’ according to section 2 (1) of the Western Cape Procurement (Business Interest of Employees) Act of 2010, tendering entity must give the following details. A Institution employee taking remunerative work outside public enterprise should first obtain necessary approval (RWOP), failure to submit proof of such authority, where applicable, may result in the disqualification of the tender.

B1.NO YES

Are any persons listed in Table A employees of the Institution?(If yes, complete Table B and attached “RWOP”)

B2.NO YES

Are any employees of the entity also employees of the Institution?(If yes complete Table B and attached “RWOP”)

B3.NO YES

Are any family members of the persons listed in Table A employees of the Institution?(If yes complete Table B)

TABLE BDetails of persons connected with the tenderer who are employees of the Institution as defined should be disclosed in Table B below.

FULL NAME OF INSTITUTION EMPLOYEE

IDENTITY NUMBER

PROVINCIAL DEPARTMENT/ ENTITY OF EMPLOYMENT

DESIGNATION / RELATIONSHIP TO TENDERER**

INSTITUTION EMPLOYEE NO./PERSAL NO.(Indicate if not known)

PERCENTAGE INTEREST.




SECTION C: PERFORMANCE MANAGEMENT AND TENDERER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICESTo enable the prospective tenderer to provide evidence of past and current performance with the Institution.

C1.Did the entity conduct business with the Institution in the last twelve months?(If yes complete Table C)

C2.TABLE C

Complete the below table.The tenderer must provide in the spaces provided below a list of the last five completed contracts of a similar nature as this tender which were awarded to him, as well as those currently being undertaken. This information is subject to verification and tenderers must note that the adequacy of the contractor’s work experience will be material in the Employer’s risk assessment for awarding this contract.

COMPLETED CONTRACTSEMPLOYER

(NAME, TEL No and FAX No)

NATURE OF WORK VALUE (R) DATE COMPLETED


NO YES


CURRENT CONTRACTSEMPLOYER

(NAME, TEL No and FAX No)

NATURE OF WORK VALUE (R) ANTICIPATED COMPLETION

DATE


C3. Is the entity or its principals listed on the National Database as companies or persons prohibited from doing business with the public sector?

C4.

Is the entity or its principals listed on the National Treasury Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No. 12 of 2004)?(To access this Register enter the National Treasury’s website, www.treasury.gov.za, click on the icon “Register for Tender Defaulters” or submit your written request for a hard copy of the Register to facsimile number (012) 3265445.)

C5.If yes to C3 or C4, were you informed in writing about the listing on the database of restricted suppliers or Register for Tender Defaulters by National Treasury?


NO YES

NO YES

NO YES


C6.Was the entity or persons listed in Table A convicted for fraud or corruption during the past five years in a court of law (including a court outside the Republic of South Africa)?

SECTION D: DULY AUTHORISED REPRESENTATIVE TO DEPOSE TO AFFIDAVITThe form should be signed by a duly authorised representative of the entity before a commissioner of oaths.

I, ..…………………………………………………........................................................... hereby swear/affirm;

i. that the information disclosed above is true and accurate;ii. that I understand the content of the document;iii. the entity undertakes to independently arrive at any offer at any time to the

Institution without any consultation, communication, agreement or arrangement with any competitor. In addition, that there will be no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to the Institution.

iv. that the entity or its representative are aware of and undertakes not to disclose the terms of any tender, formal or informal, directly or indirectly, to any competitor, prior to the awarding of the contract.

DULY AUTHORISED REPRESENTATIVE’SSIGNATURE

I certify that before administering the oath/affirmation I asked the deponent the following questions and wrote down his/her answers in his/her presence:

1.1 Do you know and understand the contents of the declaration?

ANSWER: ……………………

1.2 Do you have any objection to taking the prescribed oath?

ANSWER: ……………………..

1.3 Do you consider the prescribed oath to be binding on your conscience?

ANSWER: …………………….


NO YES


1.4 Do you want to make an affirmation?

ANSWER: …………………….

2. I certify that the deponent has acknowledged that he/she knows and understands the contents of this declaration, which was sworn to/affirmed before me and the deponent’s signature/thumbprint/mark was place thereon in my presence.

…………………………………………………………………………………………………………………………SIGNATURE FULL NAMES

Commissioner of Oaths

Designation (rank) ………………………….ex officio: Republic of South Africa

Date: ………………………………Place ………………………………

Business Address: ………………………………………………………………………………………………….





SCHEDULE 7 : Clarification meeting certificate

Note: This site/clarification meeting certificate must be taken along to the meeting, completed and signed by a duly authorised and knowledgeable representative of the tenderer, able to comprehend and interpret site conditions and information conveyed, thereby enabling the tenderer to put forward an informed tender, with full understanding of the factors likely to influence the work and cost thereof. This certificate MUST be countersigned by a representative of the Employer at the time of the meeting, failure of which will render the tender non-compliant and invalid. The attendance register at the site/clarification meeting must also be signed by the tenderer’s representative.

This is to certify that I, …………………………………………………………………………………………………(Name)

representing: …………………………………………………………………………………………………(Tenderer)

attended the site clarification meeting on: 13 November 2019…………………………………(Date)

held at: Health Engineering Training Centre, Karl Bremer Hospital……………………………………(Place)

I am sufficiently knowledgeable and experienced to be able to understand all aspects of the tender and work to be undertaken as described in this tender document. I have made myself familiar, as far as is practically possible, with all local conditions, risks, contingencies and other circumstances likely to influence the execution of the work and the cost thereof. I further certify that I am satisfied with the description of the work and explanations given at the clarification meeting and that I understand fully the work to be done, as specified and implied, in the execution of this contract.

SIGNED ON BEHALF OF TENDERER

SIGNED ON BEHALF OF Employer

Name of Employer’s Representative: Hein Grebe……………………………………………………………..

Date: 13 November 2019……………………………………………………………………




NEC3 TERM SERVICE SHORT CONTRACT (TSSC)


The Contract

Part C1: Contract Data & Schedules Page 39


The Contractor’s Offer Page 42


Price List Page 47

Service Information Page 59

Task Order Page 106

Part C2: Service Schedules Page 110

Appendix: Drawings, schematics & annexures Page 120

NOTE:The complete contract documentation comprises the following:

This document, from and including this page (page 38) forward, up to and including the last (page 120) in this document page count;

All items included by reference in the Contract Data of this document; All additional pages appended by the tenderer to returnable schedules which are

accepted by the Employer.

Name of Tenderer: ………………………………………………………………………………………….…..





Part C1: Contract Data & Schedules


Schedule 8: The Contractor’s Offer Page 42


Price ListPricing assumptions & instructions Page 47

Schedule 9: Price List Summary Page 49

Schedule 10: Price List Page 50

Service Information Preamble to Service Information Page 59

1. Drawings, schematics & annexures Page 60

2. Specifications, standards & workmanship Page 61

3. Constraints on Providing the Service Page 103

4. Requirements for the plan Page 104

5. Services & other things provided by the Employer Page 105

Task Order Page 106





Contract Data

The Employer is (Clause 10.1) HEALTH ENGINEERING - DEPARTMENT OF HEALTH WESTERN CAPE GOVERNMENT Address:Error: Reference source not found

PAROW Error: Reference source not found

The Employer’s Agent is (Clause 14.5): Name : Error: Reference source not found Phone : Error: Reference source not found Fax : Error: Reference source not foundE-mail : Error: Reference source not found

The authority of the Employer’s Agent is to act on behalf of the Employer in all matters regarding this contract (Clause 14.5).

The service is WCGH011-2019 - New Somerset Hospital - Routine Maintenance, Service and Repair of Mechanical Systems for 24 months

(Clause 11.2(6)).

The starting date is the date of the letter of notification of appointment of the Contractor by the Employer Clause 30.1).

The service period is 24 months. (Clause 30.1).

The period for reply is 2 days (Clause 13.2).

The assessment day is the first Friday of each 3rd month (Clause 50.1).

The Adjudicator is the person selected by the Parties in terms of Item 1 of the additional conditions of contract, from the Panel of NEC Adjudicators set up by the Joint Civils Division of the Institution of Civil Engineers (ICE)(UK) and the South African Institution for Civil Engineering (SAICE) (see www.jointcivils.co.za) (Clause 93.1).

The interest rate on late payment is the interest rate in terms of legislation applicable to the State, which is NIL % per complete week of delay (Clause 51.2).

The Contractor is liable to the Employer for loss of or damage to the Employer’s property in excess of an unlimited amount for any one event (Clause 80.1).

The minimum amount of cover for the first insurance stated in the Insurance Table is R2 000 000 (two million rand) (Clause 82.1).

The minimum amount of cover for the third insurance stated in the Insurance Table is R2 000 000 (two million rand) (Clause 82.1).

The minimum amount of cover for the fourth insurance stated in the Insurance Table is R10 000 000 (ten million rand) (Clause 82.1).

The Adjudicator nominating body is The Chairman of the Joint Civils Division of the Institution of Civil Engineers (ICE)(UK) and the South African Institution for Civil Engineering (SAICE) (see www.jointcivils.co.za) (Clause 93.2(2)).

The tribunal is arbitration (Clause 93.4).

The arbitration procedure is as set out in the Rules of the Arbitration Foundation of Southern Africa (Clause 93.4).

The conditions of contract are the NEC3 Term Service Short Contract (September 2008, available from the South African Institution of Civil Engineering 011-805-5947 or Engineering Contract Strategies 011-803-3008, tenderers to obtain copies at their own cost) and the following additional conditions:



Z1. Selection and appointment of the Adjudicator The Adjudicator is selected and appointed as follows: A Party may at any time notify the other Party of the names of two persons chosen from the panel of NEC Adjudicators set up by the Joint Civils Division of the Institution of Civil Engineers (ICE)(UK) and the South African Institution for Civil Engineering (SAICE) (see www.jointcivils.co.za) whose availability to act as the Adjudicator, has been confirmed by the notifying Party. The other party selects one of the two persons chosen to be the Adjudicator within four days of receiving the notice, failing which the person chosen by the notifying Party will be the Adjudicator. The Parties appoint the Adjudicator under the NEC3 Adjudicator’s Contract, June 2005.

Z2. Acts or omissions by mandatories. In terms of Section 37(2) of the Occupational health and Safety Act of 1993 (Act 85 of 1993), the Contractor hereby agrees that the Employer is relieved of any and all of its liabilities in terms of Section 37(1) of this Act in respect of any acts or omissions of the Contractor and his employees to the extent permitted by this Act, and that this contract comprises the written agreement between the Employer and the Contractor contemplated in section 37(2).

Z3. Maintenance of mandatory registrations. The Contractor ensures that his registrations with the Construction Industry Development Board (CIDB) and as a supplier on the Western Cape Supplier Database (WCSD) are maintained until the Completion of the whole of the works.

Z4. Compliance with good labour practice. The Contractor is registered with, and provides a Certificate of Compliance issued by, the Building Industry Bargaining Council (BIBC) in terms of clause 6A of the Collective Agreement as published in the Government Gazette No 25769 dated 28 November 2003. The Contractor complies with all BIBC requirements in terms of registration and remuneration of employees in the Working Areas, and remains in good standing with the BIBC during the execution of the contract.

Z5. Participation in the Expanded Public Works Programme (EPWP). The Contractor participates in the Western Cape Government Expanded Public Works Programme (EPWP) to give feedback during execution of the works in terms of a monthly return of the “Poverty Alleviation and Job Creation” form providing details of the number of employees in the Working Areas for the preceding month, which includes the details for subcontractors’ employees. A pro forma of this form will be issued to the Contractor after award of this contract.

Z6. The Contractor provides this additional insurance to the insurances listed in the Insurance Table: A Coupon Policy for Special Risks Insurance issued by the South African Special Risks Insurance Association (SASRIA).





Contract Data

The Contractor’s Offer

SCHEDULE 8 : The Contractor’s Offer The Contractor is:

Name: ………………………………………………………………………………………………………………………….

Address: ……………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………………..

Telephone: ………………………………………………… Fax: …………………………………………………………..

Email Address: ………………………………………………………………………………………………………………..

The Employer, identified in the Acceptance signature block, has solicited offers to enter into a contract for the procurement of: WCGH011-2019 - Routine Maintenance, Service and Repair of Mechanical SystemsThe tenderer, identified in the offer signature block, has examined the documents listed in the Tender Data and addenda thereto as listed in the returnable schedules, and by submitting this offer has accepted the Conditions of Tender.

By the representative of the tenderer, deemed to be duly authorised, signing this Offer, the tenderer offers to perform all of the obligations and liabilities of the Contractor under the contract including compliance with all its terms and conditions according to their true intent and meaning for an amount to be determined in accordance with the conditions of contract identified in the Contract Data.

The percentage for overheads and profit added to the Defined Cost for people is……………………………%(max 15% allowed)(Clause 11.2(2)).

The percentage for overheads and profit added to other Defined Cost is …………………………% (max 15% allowed) (Clause 11.2(2)).

The offered total of the Prices for the service in Part A - Part F of the Price List added together INCLUSIVE OF VALUE ADDED TAX IS:

………………………………………………………………………………………………………………………………….

……………………………………………………………………………………………………………Rand (in words);

R…………………………………………………………… (in figures).

This offer may be accepted by the Employer by signing the Employer’s Acceptance and returning one copy of this document to the tenderer before the end of the period of validity stated in the Tender Data, whereupon the tenderer becomes the party named as the Contractor in the conditions of contract identified in the Contract Data.



For the tenderer:


Name of signatory: ……………………………………………………………..……………………………………...

Capacity: ………………………………………………………………………………………………………………..

Name and signature of witness: ……………………………………………………………………………………...

…………………………………………………………………………………………………………………………….

Date: ………………………………………………………………….



Contract Data

The Employer’s Acceptance


By signing this Acceptance, the Employer identified below accepts the tenderer’s offer. In consideration thereof, the Employer shall pay the Contractor the amount due in accordance with the conditions of contract identified in the Contract Data. Acceptance of the tenderer’s offer shall form an Agreement between the Employer and the tenderer upon the terms and conditions contained in this Agreement and in the contract that is the subject of this Agreement.

The terms of the contract are contained in Part C1: Contract Data, (which includes this agreement) and drawings, schedules and documents or parts thereof, which may be incorporated by reference into Part C1 above.

Deviations from and amendments to the documents listed in the Tender Data and any addenda thereto as listed in the tender schedules as well as any changes to the terms of the offer agreed by the tenderer and the Employer during this process of offer and acceptance, are contained in the schedule of deviations attached to and forming part of this Agreement. No amendments to or deviations from said documents are valid unless contained in this schedule.

The tenderer shall within two weeks after receiving a completed copy of this agreement, including the schedule of deviations (if any), contact the Employer’s agent (whose details are given in the Tender Data) to arrange the delivery of any proof of insurance and any other documentation to be provided in terms of the conditions of contract identified in the Contract Data. Failure to fulfil any of these obligations in accordance with those terms shall constitute a repudiation of this Agreement.

Notwithstanding anything contained herein, this Agreement comes into effect on the date when the tenderer receives one fully completed original copy of this document, including the schedule of deviations (if any). Unless the tenderer (now Contractor) within five working days of the date of such receipt notifies the Employer in writing of any reason why he cannot accept the contents of this Agreement, this Agreement shall constitute a binding contract between the Parties.

For the Employer: WESTERN CAPE GOVERNMENT DEPARTMENT OF HEALTHHEALTH ENGINEERING – KARL BREMER HOSPITAL SITEPAROW7499

SIGNATURE OF Employer

Name: …………………………………………………………………………………………………………………...

Capacity: ………………………………………………………………………………………………………………..


…………………………………………………………………………………………………………………………….

Date: …………………………………………………………….



Contract Data


Schedule of Deviations


1 Subject: ……………………………………………………………………………………………………………

Details: ……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

2 Subject: ……………………………………………………………………………………………………………

Details: ……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

3 Subject: ……………………………………………………………………………………………………………

Details: ……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

4 Subject: ……………………………………………………………………………………………………………

Details: ……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

5 Subject: ……………………………………………………………………………………………………………

Details: ……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

6 Subject: ……………………………………………………………………………………………………………

Details: ……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

……………………………………………………………………………………………………………

By the duly authorized representatives signing this Agreement, the Employer and the tenderer agree to and accept the foregoing schedule of deviations as the only deviations from and amendments to the documents listed in the Tender Data and addenda thereto as listed in the tender schedules, as well as any confirmation, clarification or changes to the terms of the offer agreed by the tenderer and the Employer during this process of offer and acceptance.



It is expressly agreed that no other matter whether in writing, oral communication or implied during the period between the issue of the tender documents and the receipt by the tenderer of a completed signed copy of this Agreement shall have any meaning or effect in the contract between the Parties arising from this Agreement.

For the Tenderer:


Name: …………………………………………………………………………………………………………………...

Capacity: ………………………………………………………………………………………………………………..

Name and address of organisation: ………………………………………………………………………………….

…………………………………………………………………………………………………………………………….


…………………………………………………………………………………………………………………………….

Date: ………………………………………………………………….

For the Employer: WESTERN CAPE GOVERNMENT DEPARTMENT OF HEALTHHEALTH ENGINEERING – KARL BREMER HOSPITAL SITEPAROW7499

SIGNATURE OF Employer

Name: …………………………………………………………………………………………………………………...

Capacity: ………………………………………………………………………………………………………………..


…………………………………………………………………………………………………………………………….

Date: ………………………………………………………………….

Number of additional pages appended by the tenderer to this schedule: .........................(If nil, enter NIL).





Contract Data

Price List

Pricing assumptions & instructions

1. GENERAL1.1 It will be assumed that prices included in the Price List are based on Acts, Ordinances,

Regulations, By-laws, International Standards and National Standards that were published 28 days before the closing date for tenders. (Refer to www.stanza.org.za or www.iso.org for information on standards).

1.2 The Contractor is paid for completed work i.e. work without Defects. The Price List comprises items using quantities and rates or stated as lump sums. Value related items are not used. Time related items are items measured using rates where the rate is a unit of time.

1.3 The Price List needs to be read in conjunction with any drawings, schematics and annexures (if any) identified in the Service Information.

1.4 The units of measurement described in the Price List are metric units abbreviated as follows:

Abbreviation Unit% percenth hourha hectarekg kilogramkl kilolitrekm kilometrekm-pass kilometre-passkPa kilopascalkW kilowattl litrem metremm millimetrem2 square metrem2-pass square metre passm3 cubic metrem3-km cubic metre-kilometreMN meganewtonMN.m meganewton-metreMPa megapascalNo. numberProv sum provisional sumPC-sum prime cost sumR/only Rate onlysum Lump sumt ton (1000kg)W/day Work day

1.5 For the purpose of the Price List, the following words have the meanings hereby assigned to them:



Unit: The unit of measurement for each item of work as defined in the relevant Standards or Specifications stated in the Works Information of this document.

Quantity: The number of units of work for each item.Rate: The agreed payment per unit of measurement.Price: The product of the quantity and the agreed rate for an item, or an agreed

amount for an item, the extent of which is described in the Price List but the quantity of work of which is not measured in any units.

1.6 Descriptions in the Price List are abbreviated and comply generally with those in the Standards or Specifications stated in the Service Information of this document.

1.7 Instructions to do work or how it is to be done are not included in the Price List but in the Service Information. The Price List is only a pricing document.

1.8 As the Contractor has an obligation to correct Defects (Clause 42.1) and there is no compensation event for this unless the Defect was due to an Employer’s risk, the lump sum Prices and rates must also include for the correction of Defects.

1.9 If the Contractor has decided not to identify or to price a particular item of work, it will be assumed that the Contractor will do it free of charge or has included the cost to the Contractor of doing the work within the other Prices or rates in order to fulfil the obligation to complete the service for the tendered total of the Prices.

1.10 There is no adjustment to the lump sum item price if the amount, or quantity, of work within that item later turns out to be different to that which the Contractor estimated at time of tender. The only basis for a change to the Prices is as a result of a compensation event. The Prices tendered by the Contractor in the Price List shall be treated as being fully inclusive of all work, risks, liabilities, obligations, overheads, profit and everything necessary as incurred or required by the Contractor in Providing the Service in accordance with the Service Information, as it was at the time of tender, as well as correct any Defects not caused by an Employer’s risk.

1.11 The Contractor does not have to allow in his Prices for matters that may arise as a result of a compensation event.

1.12 Those parts of the service to be provided using labour-intensive methods (if applicable) have been marked as such in the Price List and Service Information. The service, or parts of the service so designated are to be provided using labour-intensive methods only, and pricing for such items must make provision for this accordingly. The use of equipment to provide such service, other than equipment specifically provided for in the Service Information, is not allowed and in contravention of the contract. The items designated as labour-intensive are not necessarily an exhaustive list of all the items which must be done labour-intensively, and this instruction does not override any of the requirements in the general labour intensive specification in the Service Information.

1.13 All Prices in the Price List exclude VAT, while the total of Prices reflected in the Price List Summary and the Contractor’s Offer include VAT.

2. COMPENSATION EVENTS2.1 Work associated with any budgetary allowances, provisional sums and prime costs are dealt

with as compensation events.

3. THE TOTAL FINANCIAL OFFER FOR THIS TENDER3.1 The financial offer of this tender is the total price reflected in the Pricing Summary of the Price

List and, subsequently, in the Contractor’s Offer.





Contract Data

Price List

SCHEDULE 9 : Pric e List Summary

TOTAL PRICE OFFER FOR THIS CONTRACT

The total price offer, EXCLUSIVE of VAT for all work specified in the Price List, is as follows:

Price carried from Price List Part A: R……………………………………………………………

Price carried from Price List Part B: R……………………………………………………………

Price carried from Price List Part C: R……………………………………………………………

Price carried from Price List Part D: R …………….…………………………………………….

Price carried from Price List Part E: R……………………………………………………………

Price carried from Price List Part F: R……………………………………………………………

Sub Total: R……………………………………………………………

Add VAT at 15% R……………………………………………………………

TOTAL PRICE OFFER : R……………………………………………………………

This total price offer is to be carried over to the Contractor’s Offer on page 42 of this document.


Date:…………………………………………………………….





Contract Data

Price List

SCHEDULE 10 : Price List

The Price List for this contract is in six main parts:

Part A: Fixed scheduled routine maintenance work in the Service Information which does not require the Employer to issue a Task Order (referred to in the Service Information and Price List as term service items) for New Somerset Hospital.

Part B: Additional servicing of components as instructed by the Employer by Task Order (referred to in the Service Information and Price List as Task Order items).

Part C: Filters & Refrigerants on a Task by Task basis and instructed by the Employer by Task Order (referred to in the Service Information and Price List as Task Order items).

Part D: Spares & Refrigerants to be purchased on a Task by Task basis and instructed by the Employer by Task Order (referred to in the Service Information and Price List as Task Order items).

Part E: Labour, not relating to fixed scheduled maintenance, to be carried out within a stated period of time on a Task by Task basis and instructed by the Employer by Task Order (referred to in the Service Information and Price List as Task Order items).

Part F: Traveling for additional work or callouts to be carried out within a stated period of time on a Task by Task basis and instructed by the Employer by Task Order (referred to in the Service Information and Price List as Task Order items).

The service may comprise work under Part A only or Part B only etc. or a mix of any one of these parts.

All items are to be priced EXCLUSIVE of VAT.


Date:…………………………………………………………….



Contract Data

Price ListSchedule 10 (continued)

PART AFixed Scheduled Routine Maintenance

New Somerset Hospital

Item Nr

Description Units Qty Rate Cost (Excluding VAT)

1Site Establishment

Each 1 R

2Traveling associated with routine maintenance and inspections Quarter 8 R

3Tools & Maintenance Equipment

Quarter 8 R

4Site Security

Quarter 8 R

5

Compliance with OHS Act, Construction Regulations and Standards listed in this document. This will include a Safety Plan for the site at handover, Work Program, etc.

Item 1 R

6

Equipment inventory – to be done within the first 3 months and thereafter updated electronically in Word format Item 1 R

7

Log book to be kept on site and quarterly reports with signed off job cards and supplier invoices to be attached to quarterly invoices. Item 8 R

8

Allowance for consumables, i.e. small items like tape, screws, wire etc. or items of which you cannot produce invoices. Contractors are not allowed to exceed the amount priced per quarter

Quarter 8 R

9

Cost for scheduled service, routine maintenance, inspections and checks as per included maintenance schedules and requested work according to the tender specification and maintenance task sheets for all listed equipment in the Equipment Schedules

Major Service 2 R

10

Scheduled service, inspections and fault finding of Daikin VRV systems by Daikin approved dealer and approved Daikin VRV practitioner

Major Service 2 R

11 Scheduled service, inspections and fault finding of Daikin Chillers by Daikin approved dealer and approved Daikin Chiller practitioner. To Include cleaning & descaling of tubes/ cleaning of fins, flushing of all listed chillers when major service is

Major Service

2 R



done

12

Cost for scheduled service, routine maintenance, inspections and checks as per included maintenance schedules and requested work according to the tender specification and maintenance task sheets for all listed equipment in the Equipment Schedules

Minor Service 6 R

13

Scheduled service, inspections and fault finding of Daikin VRV systems by Daikin approved dealer and approved Daikin VRV practitioner

Minor Service 6 R

14

Scheduled service, inspections and fault finding of Daikin Chillers by Daikin approved dealer and approved Daikin Chiller practitioner

Minor Service 6 R

15

Estimated monthly Water Treatment for Chillers. Contractors can claim from this amount for actual expenses for services provided by water treatment company. Invoices must be attached to quarterly claims.

Item 24 R2 000.00 R48 000 00

16

Other not mentioned:

List each item and price separately

R

Total Part A, Fixed Cost Routine Maintenance For Contract Period – New Somerset Hospital R


Price List Part A – Term Service ItemsNote: If you do not price any of the items listed above it will be assumed that you have included it in the scheduled service cost

and that it cannot be claimed for separately

Contract DataPlease initial: Tenderer & Witness……………|……..……… Employer & Witness…………..|………… of 120



PART B - Additional Servicing of Components

Item Nr Description Unit Service Rate

1 Major service/check of mid wall split air-conditioner Each R

2 Minor service/check of mid wall split air-conditioner Each R

3 Major service/check of chilled water AHU Each R

4 Minor service/check of chilled water AHU Each R

5 Major service/check of loose standing fridge/ freezer Each R

6 Major service/check of cold room/ freezer room unit Each R

7 Minor service/check of cold room/ freezer room unit Each R

8 Major service/check of evaporative cooler Each R

9 Minor service/check of evaporative cooler Each R

10 Major service/check of chilled water fan coil unit Each R

11 Major service/check of an axial fan Each R

12 Major service/check of a window, wall or ceiling fan Each R

13 Major service/check of an water cooled chiller Each R

14 Minor service/check of an water cooled chiller Each R

15 Vibration analysis by vibration analysis specialist of cooling tower motor and fan, includes detailed report of findings Each R

16 Vibration analysis by vibration analysis specialist of water cooled chiller compressor, includes detailed report of findings Each R

17Vibration analysis by vibration analysis specialist of pump sets (includes pump, motor and coupling) detailed report of findings

Each R

Total Part B – Service of items 1 to 17 R

All service items shall include, as part of the rated price, small repairs requiring less than 30min repair labour, but excluding spares and travelling costs

No additional charge may be levied for such repairs.HOWEVER RATES ARE REQUIRED TO BE COMPLETED


Price List Part B - Task Order ItemPlease note that you will be disqualified if you put a zero to or fail to price any of the items listed under Part B



Contract Data


PART C – Filters & Refrigerants

Item Nr Description Qty Cost (Excluding VAT)

1 HEPA Filter – 610 X 610 x 292 10 off R

2 HEPA Filter – 610 X 610 x 70 10 off R

3 600 X 600 X 300 Secondary Micro Pore Filter 10 off R

4 600 X 300 X 300 Secondary Micro Pore Filter 10 off R

5 600 X 600 X 300 Secondary Bag Filter 10 off R

6 600 X 300 X 300 Secondary Bag Filter 10 off R

7 600 X 600 X 50 Primary Filter 150 off R





12 Recover Cylinder – 8kg 10 X 8kg R

13 Recover Cylinder – 45kg 10 X 45kg R

14 R507 Refrigerant – 11.3kg 10 X 11.3kg R



17 Sub Total R

18 Add Mark-up (max allowed 15%) Mark-up rate used will be used for 24 month contract period

R

19 Grand Total for Part C R

Quoted prices to be valid for three (3) months after closing of tender. Attach quote when you hand in your tender document. Quotes with unrealistic prices will be disqualified. Filters must be supplied by Filtamatix, Vivid Air, Fibratron or Peter McCleod Air Filtration Products.

Name of Filter Company:………………………………………….. Mark-up %........................


Price List Part C - Task Order ItemsPlease note that you will be disqualified if you put a zero to or fail to price any of the items listed under Part C



Contract Data


PART D – Spares & Refrigerants

Item Nr Description Qty Cost (Excluding VAT)

1 Nitrogen – 2.2kg 10 X 2.2kg R

2 Nitrogen – 4.4kg 10 X 4.4kg R

3 Nitrogen – 11kg 10 X 11kg R

4 Carrier outside unit complete – Highwall inverter Gold model UQV 060M – 24 000Btu 1 off R

5 Carrier indoor unit complete – Highwall inverter Gold model UQV 060M – 24 000Btu 1 off R

6 Daikin outdoor unit complete – Wall mounted inverter model RXS71F8 – 24 226Btu 1 off R

7 Daikin indoor unit complete – Wall mounted inverter model FTXS71G – 24 226Btu 1 off R

8 SAMSUNG outdoor unit complete – Wall mounted Maldives inverter model AR24JSFPAW – 24 000Btu 1 off R

9 SAMSUNG indoor unit complete – Wall mounted Maldives inverter model AR24JSFPAW – 24 000Btu 1 off R

10 Sub Total R

11 Add Mark-up (max allowed 15%). Mark-up rate used will be used for 24 month contract period R

12 Grand Total for Part D R

Quoted prices to be valid for three (3) months after closing of tender. Attach written quotes when you hand in your tender document. Quotes with unrealistic prices will be disqualified. Quotes must be based on original spare parts supplied by authorised dealers and importers only.

Names of Spare Part Companies:…………………………………………………………………….……………………………………………………………………………………………………………….Mark-up %........................


Price List Part D - Task Order ItemsPlease note that you will be disqualified if you put a zero or fail to price any of the items listed under Part D

Contract DataPlease initial: Tenderer & Witness……………|……..……… Employer & Witness…………..|………… of 120



PART E – Additional Labour for call outs and repairs, not relating to routine maintenance

Item Nr Description Units Qty Cost (Excluding VAT)

1Normal Working Hours

SAQCC qualified practitioner /h 90 R

2After Hours Overtime


3Saturday Overtime


4Sunday or Public Holiday Overtime



General Assistant / Labourer /h 90 R

6After Hours Overtime


7Saturday Overtime


8Sunday or Public Holiday Overtime



Qualified Electrical Artisan /h 45 R

Total Part E, Additional Labour RatesFor Contract Period

R


Price List Part E – Task Order ItemsPlease note that you will be disqualified if you put a zero to or fail to price any of the items listed under Part E.

Overtime and Saturday rates must be 1.5 times your normal labour rate. Sunday and Public holidays rates must be double your normal rate not to be disqualified



Contract Data

Price List

Schedule 10 (continued)

PART F – Travel applicable to emergency call–outs, Rate to include travelling time and first hour on site

Item Nr

Description Rate per call-out

Km from office to site and

back

Qty Cost (Excluding VAT)

1

Call-out Rate per trip in Rand from Contractor’s workshop to New Somerset Hospital and back not relating to routine maintenance tasks. Travel rate to include labour time used for traveling as well as for the first hour on site by SAQCC Authorised Registered Practitioner

Total estimated travel shall be calculated on 24 call-outs for the 24 month contract period.

24

2Travel Rate per km. Rate to include travelling time of SAQCC practitioner. This rate will be used for facilities in a 150km radius from New Somerset Hospital

R/km 300km 300km

Total Part F, Additional Travel RatesFor Contract Period

R


Price List Part F - Task Order ItemsPlease note that you will be disqualified if you put a zero to or fail to price any of the items listed under Part F



NOTES:

1. This contract is for normal labour cost only. The labour rates entered into the Price Schedules should be in accordance with that of the Industrial Council. These rates shall include the following: Actual wage rate Leave pay Leave bonus Paid public holidays ECA levy Bargaining council levy Health fund Pension/provident fund Sick pay fund EDTF levy Hospital plan Workman’s compensation UIF RSC levy Overheads (i.e. training, rent, municipal rates, lights & water, telephone, shop tools & testing equipment,

advertising, audit fees, provision for bad debts, bank charges, office staff salaries & expenses, depreciation, office admin sundries, motor vehicles, insurance, cleaning materials, tea, lost time nonproductive time etc.)

2. The number of call outs is an estimate, pricing for travel cost associated with call outs in the Price Schedules shall be accurate (Rate and kilometers traveled to site and back). The actual cost shall be claimed in accordance with the relevant clauses.

3. The spares, equipment and consumables cost included in the Price Schedules is an estimate. The actual cost shall be claimed in accordance with relevant clauses.

4. The overtime rates included in the Price Schedule should be normal over time rate, thus normal rate x 1.5 or 2. Over time during contract execution shall be claimed in accordance with the rules and regulations of the Industrial Council, Labour laws and relevant clauses of this document.

For the tenderer:


Name of signatory: ……………………………………………………………..……………………………………...

Capacity: ………………………………………………………………………………………………………………..


…………………………………………………………………………………………………………………………….

Date: ………………………………………………………………….





Contract Data

Service Information

Preamble to Service Information

NEC3 defined terms and terms identified in the Contract DataThe service is to be provided in accordance with the Service Information forming part of the NEC3 conditions of contract as described in the Contract Data of this document. The Service Information is meant to convey all relevant information required for Providing the Service clearly and unambiguously by following the formatting requirements of the conditions of contract, with due reference to defined terms and terms identified in the Contract Data.

Clause 11.1 of the conditions of contract stipulates that terms identified in the Contract Data are in italics, and defined terms have capital initials.

While every effort is made to ensure that the Service Information conforms in full to these formatting requirements, there will always be a possibility that some defined terms and terms identified in the Contract Data may not be formatted in the prescribed manner in the Service Information. This possibility increases when the Service Information is voluminous and comprises different sections compiled by different contributors and disciplines.

THEREFORE, PLEASE NOTE:For the purposes of clarity and to remove any ambiguity in regard to defined terms and terms identified in the Contract Data, the following shall apply:

All terms identified in the Contract Data which appear in the Service Information and which are not in italics, shall be read as if they are in italics, and

all defined terms which appear in the Service Information and which do not have capital initials, shall be read as if they have capital initials.





Contract Data

Service Information

1. Drawings, schematics & annexures

The works are to be executed in accordance with the following design drawings, schematic representations and annexures which form part of this contract. The list below indicates which items are included in the Appendix to this document, and which are issued separately due to size or other considerations. It is the responsibility of tenderers to ensure they have obtained and considered all the listed items for preparing their tender, which is the assumption when tenders are evaluated.

Identification Size Description Included inAppendix

NO DRAWINGS ARE ISSUED DURING THE TENDER STAGE.





Contract Data

Service Information

GENERAL DESCRIPTION OF THE WORKS

1 SCOPE OF WORK

The contract covers the repairs necessary to restore the mechanical and electrical related installations (only electrical systems feeding the mechanical equipment as listed in the schedules) in the buildings, at the site as specified in the Equipment Schedule, to their original state and for maintenance thereafter.

During the first service, that will be a major service, of all the listed equipment, all broken equipment must be repaired and defective or parts in poor condition must be replaced before invoicing Health Department

Breakdown repairs and call-outs between 3 monthly service periods will be for the contractor’s account, unless the contractor can proof that the breakdown was not due to poor workmanship or neglect to service the equipment properly, for instance theft of refrigeration pipework or malicious damage of equipment. All gas leaks must be repaired during the first service which will be a major service. Contractors will be penalised for regularly topping up of gas without tracing the leak and repairing it.

The contract period shall be 24 months. The systems are already installed and in operation.

It will also be required of the successful contractor to attend to and to repair air conditioning equipment within a 150km radius from George Hospital during emergency call outs whenever requested to do so.

A proposed Maintenance program shall be drawn up and discussed with Employer’s Agent. At present this is a proposed Maintenance Program and will be discussed with the successful Contactor in relation to the maintenance staff and number of maintenance teams available to complete the Maintenance Schedule.

The mechanical and electrical systems included in this contract comprise of at least the following equipment:

Air Conditioning and Ventilation Equipment which include;

Air Conditioning control and distribution boardsPackaged Water Chillers (Air Cooled) Packaged Chillers (Heat Pumps) - (Air - To - Water) (NOTE : Faults on Chillers under guarantee are to be reported to the Employer’s Agent for call out respective of the supplier )Chilled water tanks Hot water tanksGeneral Pipe work (Chilled & Condenser Water)Compressors Pumps (As ApplicableMotors (As Applicable)Cooling Towers Chilled Water Air Handling UnitsChilled Water Fan Coil Units (Ceiling Mounted / Wall Mounted)Packaged Air Conditioning Units (Air Cooled)Packaged Air Conditioning Units (Split Air Cooled)Air Handling Plant (Ventilation Only)Split Type Conditioning Units Including Console Splits and High Wall Splits, Under Ceiling Splits and Cassette Type Units, including Heat Pump ApplicationsFans (Centrifugal Type)Fans (Axial Type)Small wall and window fans, toilet fansExtract CanopiesSpeed Controllers / Frequency Converters



Controls (Electronic) - (to be sub contracted to a Specialist Contractor – supplier or a registered agent of the supplier) – The successful contractor will be responsible for the service and repair of all air conditioning controls.

Electrical & control distribution boards in air conditioning plant rooms.

Schedules are listed for work to be carried out monthly. Quarterly work must be done in conjunction with the monthly schedules, and annual work (major service) must be carried out in conjunction with the monthly and quarterly schedules. Annual work must be scheduled during the off peak periods and must be planned and agreed upon in writing with the management of the hospital. All work to be done & or supervised by a qualified electrical technician.

2. RECORDS

The contractor will forward copies of all records to the Department and will in addition keep records of all tests and inspections of the installations for a minimum period of 5 years

In addition, the contractor will make an inventory list of all the equipment to be serviced and maintained by completing Equipment Inventory Data Sheets – as per attached samples, within the first 3 months of the contract period. These sheets will be updated on a regular basis, especially when equipment is replaced, upgraded or modified. The contractor will forward a copy to the Department before the first site meeting.

NOTE: Daikin, Carrier, Trane, York or any other brand Chiller to be serviced by the chiller supplier/manufacturer or an approved dealer of the manufacturer only and is excluded from the contract

Note: Tekniheat heat pumps to be serviced by Tekniheat and is excluded from this contract. Design Conditions and temperatures to be maintained where air conditioning equipment is installed

Altitude –10mSummer design conditions – 35 deg C db, 23 deg C wbWinter – 5 deg C db

Theatres – 21 to 25 deg C – within 1 deg C – depending on type of theatre and applicationLabour Rooms/ Labour theatres - 22 deg C – within 2 deg C – depending on applicationCasualty - 23 deg C within 2 deg CGeneral and Specific Wards - 23 deg C within 2 deg CIsolation Wards -23 deg C within 2 deg CPharmacy – 21 deg C within 2 deg CLaboratory - 22 deg C within 2 deg CX – Ray – 23 deg C within 2 deg CCSSD – 23 deg C within 2 deg CConsulting Rooms – 23 deg C within 2 deg CPhysiotherapy and Gymnasium – 23 deg C within 2 deg CKitchen - 23 deg C within 2 deg CFreezer Rooms - minus 20 deg C maximum Cold Rooms – 2 deg C maximumMortuary Rooms – between zero and 4 deg C maximumLecture Rooms, Library and Auditorium – 23 deg C within 2 degGeneral Administration – 23 deg C within 2 deg C

3 DESCRIPTION OF THE WORK

3.1 General

All maintenance and repairs shall be executed by competent SAQCC registered personnel in the most time saving and effective manner possible. The contractor’s staff will not be allowed on site in the absence of a SAQCC registered practitioner. The Contractor shall be required to keep critical spares in stock, at his own cost, in order to keep down-time to an absolute minimum. Faulty items in critical areas* (see list below) must be repaired immediately and returned to the Contractor’s stock holding. All tools and equipment required to perform repairs and maintenance shall be supplied by the Contractor, and shall remain his property when the contract lapses.

* List of critical areasTheatres



ICUHigh CareEmergency DepartmentPharmacyCSSDMortuaryCold and Freezer Rooms

No work will be undertaken on the equipment that serves the critical areas above without prior written approval from the head of the facility.

3.2 Definitions of Functions

3.2.1 Restoration of the Systems

This entails a detailed investigation by the Contractor of all items and systems under the contract, identification of defective and inferior components or systems, and the restoration thereof to comply with the PGWC Standard Specification and Additional Specification for the installation as applicable at the time of the original installation, as well as later additions to the installation(s) and additional installations. All restoration work shall be executed to the satisfaction of the Regional Representative.

The costs associated with the restoration of equipment will be additional to the contract. The contractor shall be remunerated for the specific work on a material cost plus the % mark up as indicated in the price schedule.

3.2.2 Routine Maintenance

This entails the tendering of services for diagnosing the deterioration of equipment and the subsequent action to restore the equipment to its correct functional level in the workshop or in the field. This also entails testing of ancillary equipment like fire dampers, control valves, flow switches etc.Routine and unplanned maintenance of each component is essential in order to ensure continuous usage according to its design capacity and to ensure its expected life expectancy and reliability.

Routine maintenance schedule. Will be done in accordance to the Maintenance Schedules contained in this document, but will not be limited to the scheduled items. It is expected from the contractor to expand on these activities and provide a comprehensive routine maintenance schedules, so that potential trouble situations can be investigated and corrected as soon as possible.The routine maintenance tasks consist of the completion of the checklists and compilation of the maintenance actions required.

Maintenance inspection and repair records. These documents should be completed in detail by the contractor’s assigned individual. Maintenance personnel shall report their findings and corrective action on assignment sheets or job cards. Permanent records are a useful guide to each mechanical & electrical system's general condition and reliability. It is important to know the frequency and type of repair and how often there is a need for a complete overhaul.

3.2.3 Planned Routine Maintenance

Planned maintenance check lists is generated for condition monitoring, services and routine maintenance for buildings and equipment. The planned maintenance tasks consist of the completion of the checklists and compilation of the maintenance actions required.

3.2.4 Corrective Maintenance

This entails regular observation of the equipment with the intention of identifying minor breakdowns of the equipment and subsequent action to restore it to its correct functional and operational state.

3.2.5 Breakdown Maintenance

This entails the urgent repair and/or replacement of defective equipment and subsequent action to restore it to its correct functional and operational state. This will also include equipment at facilities within a 150km radius of the facility mentioned in this document under emergency repair delegations. Labour and mark-up rates (max 15% mark up on spare parts) as quoted in this document under Contract Data - Price List will apply.

3.2.6 Repair and Replacement of Parts

This entails the replacement of defective parts and the repair or replacement of such defective parts.

3.2.7 Additions/extensions to the systems



On request by the Employer’s Agent, the Contractor shall supply the Employer’s Agent with detailed estimates of costs for additions or extensions as indicated by the Employer’s Agent. Should the Employer’s Agent require such additions or extensions to the existing systems to be done by the Contractor; the Contractor will be paid the price per supplier’s invoice plus a percentage mark-up as indicated in the “SUMMARY”. The mark-up shall include all expenses incurred by the Contractor and no additional payments will be made, for example, for transport or labour costs. The Employer’s Agent reserves the right to pay the Contractor only an amount equal to market related prices plus mark-up should supplier’s prices be excessive.

4 MAINTENANCE EQUIPMENT RECORDS AND INVENTORY CONTROL SYSTEMS

This entails the composition of a complete inventory of equipment and the updating and maintenance thereof

5 TOOLS & MATERIALS:

1. Generally all tools and equipment must be provided to complete the maintenance procedure, these to include:

All hand tools for operating and maintaining air conditioning and refrigeration equipment.All test equipment and gauges for operating and maintaining air conditioning and refrigeration equipment, correct refrigerants, pressure gauges including 410A gauges and scale.Protective coating, brushes, solvent, etc.Appropriate lubricantsCleaning tools and materialsRespiratorSafety gogglesWorking gloves Pressure washer

2. Equipment to be supplied by the successful contractor over and above the normal maintenance equipment necessary for the successful execution of this contract:

One WAP Turbo SL 200 multi-purpose vacuum cleaner. The vacuum cleaner shall be used for mopping up water and general cleaning.

Important note relating to tools & electrical cables being plugged into the hospital/ health facility electrical network system. Before any electrical tool is being used in the hospital it will be tested by the workshop and then tagged to be used inside the Health facility if not found faulty. The reason for this is to prevent unnecessary tripping of equipment inside the health facility.

6 SECURITY

The contractor shall supply his own security arrangements to safeguard his own property as well as any unfixed materials on-site. The contractor shall be subject to security screening at entry and exit of the premises and/or building as well as at any time while the contractor is on-site. The contractor shall report to the workshop or site representative before any work is laid to hand.The contractor and his employees shall at all times have identification in the form of:

a) Clothing which permanently features the name of the contracting companyb) Identification tag with name and photo-identificationc) SAQCC badge which shall be visible at all times (SAQCC registered personnel)

Failure to comply with these requirements may lead to the contractor being denied access to the site and any costs incurred shall be for the contractor’s own account

7 TESTING AND ADDITIONAL EQUIPMENT The Contractor will ensure that he is in possession of all testing equipment necessary for the successful execution of this contract. Should any tests be required related to any service, it will be done by means of instrumentation recognised and approved by the manufacturer. No other results will be accepted.

8 TRAINING OF PERSONNEL

This entails the quarterly training of the User Department’s operating personnel to acquaint them with the operation of the systems. This also includes a set of operating and maintenance instructions, which shall be mounted in the control or plant rooms in the building and which shall be in a location and of a quality approved by the Employer’s Agent or his Regional Representative.

9 AS BUILT DRAWINGS AND MAINTENANCE MANUALS

Tenderers will be informed of the availability of existing O & M manuals and drawings at the tender site meeting.



10 AVAILABILITY OF THE SYSTEM

The availability of the overall system will be calculated as the percentage of time over a period of 30 days within which the overall system is fully operational. A minimum system availability of 99% is required.

11 MANAGEMENT SYSTEMS AND PROCEDURES

In addition to the control measures contained in this document the contractor shall provide the necessary information to update and keep the existing Pragma system current for effective control of maintenance at the institutions. Any changes proposed by the Employer’s Agent shall be implemented by the Contractor without any additional costs to the Department.

The approved management system and procedures shall be implemented at the site and shall be strictly adhered to during the course of the contract. Should any changes be required to the management system and procedures during the course of Contract, such changes will be discussed and agreed between the Employer’s Agent and the Contractor. The implementation of such changes shall be at no extra cost to the Department.

12 COMMUNICATIONS

The Contractor’s management and maintenance personnel shall be available on a 24-hour basis. The Contractor shall provide an approved system of communication to this effect as well as a cell number and e-mail address that is manned 24hours per day 7 days per week. Contractors must make themselves available for air conditioning related emergency repairs at other Health institutions within a radius of 150 km from this facility when requested to do so.

13 MAINTENANCE FREQUENCY

Routine maintenance of all listed equipment shall be carried out at the frequencies as set out in the maintenance schedules.

The Contractor shall within 30 days of the commencement of the Contract, draw up, for approval by the Employer’s Agent, a draft master maintenance schedule based on his routine maintenance intervals for the various items of equipment. The master schedule shall be calendar based, that is, normally fixed days.

The master schedule shall also indicate specific training sessions to be provided to the Department’s and/or User Department’s personnel.

The master schedule shall be revised and refined in the light of experience gained and a copy of each revised master schedule shall be supplied to the Facility for approval.

The Contractor shall at all times have adequate resources available to perform all functions required of him. Resources shall include labour, specialist expertise, tools, test equipment, consumable material, spare parts, operation and maintenance manuals, drawings, and other documentation to achieve the contract performance guarantee.

14 DEPARTMENT’S OBLIGATIONS

The Department or User Department will be solely responsible for operating the systems and performing minor maintenance work like regular cleaning of the filters. When a fault occurs, the system operators will execute prescribed reset procedures, provided in the control room by the Contractor.

In the event that the equipment becomes operational again, the operator will not call out the Contractor, but will log the fault and reset operations in the control logbook. If the equipment remains faulty, the operator will notify the Contractor immediately and will log the incident, and the call-out of the Contractor, in the logbook.

15 CONTRACTORS RESPONSIBILITIES

The Contractor shall be responsible, and Tenderers shall allow for in their Quotation, for the complete maintenance service, i.e. routine, preventive and corrective maintenance, breakdown and repair maintenance, repair, replacement and stocking of critical spare parts.

The Contractor shall carry out inspections and checking of the equipment detailed in the Schedules. Each inspection and test shall be recorded and listed in a log book to be kept on site and the quarterly report, giving the date of the inspection and the nature of the test, complete with the names of persons carrying out such tests, and inspection test results. Testing of repaired faulty equipment shall also be reflected in this list.



The Contractor shall provide the operator personnel with written reset procedures, approved by the Employer’s Agent, mounted in the control room. The Contractor shall ensure that the operator personnel are conversant with the systems and reset procedures.

Telephone numbers of contact persons shall be provided by the Contractor to the operator personnel. While the Contractor is on site, he shall also provide refresher training to the operator personnel.

The Contractor shall at any time during the contract period, maintain, and repair or replace, faulty equipment upon receipt of an instruction from the Employer’s Agent, within the Repair Time as defined in the tender document at no additional cost to the Department.

The Contractor shall restore or repair the equipment to the original operational condition, recalibrate and re-commission the equipment on completion of each maintenance service carried out.

The Contractor shall rectify any fault condition of which he becomes aware, even if it has not been reported by the user.

Such rectification’s shall also be logged and listed in the Quarterly Report.

The information of the system and equipment in this Specification is given, and intended only, to provide a guide and overview of the Contractor’s responsibilities. The information given shall not be regarded as complete or exact.

16 MAINTENANCE MANUALS, TECHNICAL BROCHURES/DRAWINGS

If available, the Regional Representative shall make available at the site a set of maintenance manuals, technical brochures and manuals of selected equipment and as built drawings for the contractor to scrutinize.

One set of technical handbooks, if available, for all equipment in use will be made available to the Contractor at the commencement of the maintenance contract.

17 COMPUTER SOFTWARE

On any system where computers are used, the Contractor shall, as part of the Contract; supply to the Department licensed and documented copies of all additional or modified software used. Removable disks needed to reload the system to fully operational level in the event of a complete breakdown of the system, or for installation on a new or alternative computer system, must be supplied. The software shall include the operating system, application software, utility software and specific programs written for the system. Where programs are compiled the source files must be handed to the Department.

Installation and start-up procedures shall be clearly set out and documented. Whenever changes are made to the software, the Contractor shall supply the Department with a new set of back-ups of the software that underwent the changes. Software may only be changed with the written permission from the Employer’s Agent, and the reasons for proposed changes shall be fully motivated in writing. Before any changes are made, the original software shall be copied by the Contractor to removable media, which shall be handed over to the Department.

Should passwords be used on any system, the highest level of passwords shall be handed to the Department in a sealed envelope, and should any changes to the passwords be made, the new passwords shall be handed to the Department in a sealed envelope by the Contractor.

The Contractor shall also supply the Department with anti-virus protection software, which shall be loaded onto the system by the Contractor, and shall be updated by the Contractor, as new versions become available in the market. The protection software shall be memory resident and shall warn the user the moment a virus is detected.

The Contractor shall allow in his tender for any reformatting of the hard disk drives which may become necessary, reloading of back-up software and testing of the system once the back-up software has been loaded.

The documentation and back-up software must be handed over to the Regional Representative upon completion of the restoration phase of the Contract.

18 MAINTENANCE CONTROL SYSTEMS

18.1 Quarterly Reports

The Contractor shall submit written quarterly reports to the Employer’s Agent on the status of the systems and progress achieved. The schedules and service sheets comprising the quarterly report requirements. The Contractor shall prepare his own schedules and service sheets for acceptance by the Employer’s Agent and shall make his own arrangements for printing and duplicating of quarterly reports and service sheets.



The reports shall also be countersigned by the specifically appointed Health Representative in charge of the site, building or room in which the equipment is situated, and he shall endorse the sheets to the effect that the plant is, in his opinion, operating satisfactorily. His name in print, his signature, the date and his telephone number must appear on the sheet.

This report shall show the following:

Availability will be calculated on a daily basis for continuous 30-day periods with the running average for those periods.Any alarms indicated during the period, as well as reasons for alarms, with corrective actions taken and dates.Quarterly test results, showing, with dates:Equipment tested with resultsWater quality tests of all the chilled water and condenser water & other systems with resultsFaulty equipmentRepairs undertakenCall-out log.Short description of call-outs with corrective action taken and dates.

The quarterly report shall be both narrative and statistical. The statistical content shall deal typically with the incidence and nature of breakdown maintenance carried out during the preceding quarter, equipment downtime and the frequency of spare replacement. The narrative content shall highlight corrective maintenance executed and shall draw attention to on-going deficiencies being attended to by the Contractor and/or any matters requiring attention by the user or Department.

The contractor will forward copies of all records to the Employer’s Agent and will in addition keep records of tests and inspections of the equipment & installations for 5 years.

18.2 Site Maintenance Log

The Contractor shall provide a maintenance/repair/training log book, which shall be kept in the Foreman’s office for record purposes. This logbook will remain the property of the Department and may not be removed from the foreman’s office under any circumstances. To ensure easy control by all parties involved, the logbook shall have triplicate sheets. The master sheet shall be supplied to the Regional Representative with the Quarterly Reports. The first copy is for use by the Contractor and the second copy shall stay in the logbook. The Contractor and/or the User Department shall be required to record the following in a chronological order:

Fault incidencesFault notification to ContractorAny re-notificationReplacement spares usedContractor’s attendance for routine and break down maintenanceAny visit to the Site by the Contractor, with reasons for the visit.

The Contractor shall provide adequate supplies of these logs and shall submit the format to the Employer’s Agent for approval within 14 days of the award of the Contract.

Faults will be reported to one specific address only, which has the necessary telephone and facsimile facilities. Faults will be reported to the Contractor by telephone or facsimile. In the event of a complaint by telephone, the Contractor shall supply the reporter with a complaint number, which must be entered into the logbook by the reporter of the complaint. The Contractor shall inform his staff to instruct the User Department to enter the details of the complaint in the logbook.

18.3 Repair and Response Time

It shall be expected of the Contractor to relate his actions in respect of call-outs, repairs and general maintenance to specific prescribed response and repair times.

Depending on the urgency of the call-out, the response times may vary and the table below indicates maximum time-spans.

Call out Type Response Time Repair Time

EmergencyUrgentNormal

1 hour2 hours24 hours

Refer to definitionbelow

Response Time shall mean the time lapsed from the time the call-out is logged by the system operator or person making the call, until the Contractor report on site in writing. A record will be kept in the control logbook.



Repair Time shall mean the maximum time taken by the Contractor to repair the fault, in order to limit the downtime of the system to a minimum. Repair time will be measured from the time the Contractor’s response on site is logged, until such time as the fault is rectified and signed off in the control logbook.

Downtime, with respect to call-outs, shall mean the total time for which the system is not 100% operational, i.e. Response time plus Repair time.

With regard to Routine periodic services, the Contractor shall notify the Employer's Agent and the User Department at least 7 days in advance.

18.4 Inspection and Testing

The Employer’s Agent and/or its duly appointed representative, or any person he may appoint for the purpose, may inspect and test the various portions of the work at all times and shall have full power to reject all or any portion of the work that he may consider to be defective or inferior in quality of material, workmanship or design with respect to the original installation.

Any portion of the work so rejected shall be replaced immediately by the Contractor, unless, in the opinion of the Employer’s Agent, the work rejected can be so treated and repaired as to render it fit for incorporation in the contract works. In this event the Contractor shall, at his own risk and expense, be at liberty to repair the work to the satisfaction of the Employer’s Agent.

The Contractor shall carry out such tests as are necessary, in the opinion of the Employer’s Agent, to prove that the contract requirements are being complied with. The cost of all tests and/or analyses shall be borne by the Contractor. If the contractor fails to repair the work to the satisfaction of the Employer’s Agent, the Employer’s Agent will appoint a contractor of his choice to repair the work for the expense of the Contractor.

18.5 Site Meeting

A meeting between the Employer’s Agent and/or its duly appointed representative, and the Contractor shall be held quarterly or more frequently if so required by the Department, at a time, date and venue determined by the Employer’s Agent, to discuss all aspects of the maintenance of works as documented in the Quarterly Report. No additional compensation will be paid for this. The site meetings will be under the chairmanship of the Regional Representative and/or his duly appointed representative.

19. RESTORATION OF THE SYSTEM AND/ OR EMERGENCY REPAIRS

After award of the Contract, the Contractor shall restore all faulty equipment to the satisfaction of the Regional Representative. The restoration shall be done at a cost plus mark-up basis as per the price Schedule.

This mark-up shall include labour, accommodation, overhead expenses, travelling, profit and all other items necessary in restoring the system to full functioning in accordance with, if available, the manufacturer’s specification, the Department’s Standard Specifications and Drawings, and/or the Additional Specification, all of which as applicable during the original installation. The purpose of this restoration is to ensure that the system will function as was intended at the time of the original installation.

Where the appointed contractor can prove to the satisfaction of the Employer’s Agent that spares are not available to restore the system to its original state, or that upgrading of the system will be more economical, the appointed contractor can replace the system or components with a new system or components, provided that this new system is approved in writing by the Employer’s Agent and complies with the Department’s applicable Standard Specifications. With reference to the paragraph above, Tenderers shall clearly indicate in their Quotation the method of restoration they have allowed for, as well as motivation thereof.

Tenderers shall, with due cognizance of the functional condition of the existing system(s) indicate the maximum period required to restore the system(s) in compliance with the requirements hereof. Should the Employer’s Agent consider this period to be excessive, it shall reserve the right to, in consultation with the successful Tenderer, shorten the period to that which it would consider being feasible, practical and reasonable.

During this phase the Contractor shall ensure that all possible equipment remains functional. This shall be achieved, for example, by removing and replacing equipment on one floor or zone, ensuring that it functions properly before moving on to the next floor or zone. The User Department shall be informed on a daily basis of those portions of the system, which will not be functional, so as to enable the User to make appropriate arrangements to compensate for non-functional portions of the system. No escalation will apply to this phase of the Contract. No progress claims shall be made during this phase.



Payment of the restoration will be a once-off payment of the total amount to restore. Payment will be made only after total completion of the restoration and a 21 day “hands-off” trial period. Should any malfunction of, or problems with, the system(s) occur during the 21 day “hands-off” period, the cycle will be extended by a further 21 days after the rectification of the malfunction and/or the problem.

During the “hands-off” period the Contractor shall be expected to continue normal maintenance, as prescribed and required, to keep the system functional to the availability as specified in the tender document . Any replacement/repair of equipment during the “hands-off” period shall be subject to approval of, and prior arrangement with, the Regional Representative, whose decision to whether the said replacement/repair is considered as normal maintenance or as a result of faults in the restoration, shall be final.

The Contractor should note that payment will also be made only after the following have been delivered to the Regional Representative, or completed by the Contractor:

Updated technical brochures/ handbooksUpdated drawingsSoftware documentationBack-up softwarePasswordsTraining of operating staffLog books on site and in use

20. ADDITIONAL CONDITIONS OF TENDER

20.1 DocumentsThe following documents shall be read in conjunction with this Quotation and shall form an integral part thereof. Additional Conditions contained in this document shall take preference.

a. NEC Term Service Short Contract – Sept 2008b. Occupational Safety Act: (Act 85 of 1993) as amendedc. The following PGWC Standard specificationsPGWC - General Conditions for the supply and installation of mechanical equipment and services – June 2002PGWC – Standard Specification for Air Conditioning Installations – June 2002PGWC – Standard Specification for Hot and Cold water services no 6Ad. List of standard drawings applicable to the Standard Specification as per list Addendum A in PGWC – Standard Specification for Air Conditioning Installations – June 2002e. PGWC – General Technical Specification for Electrical Installations

The Tenderer shall study these documents and acquaint himself with the contents thereof as no claims in this regard will be entertained.

20.2 Provisional scope of work and quantities

The scope of work, description and quantities given in the Tender Document shall be regarded as provisional and solely as a guide to Tenderers.

The Employer’s Agent reserves the right to increase or decrease, during the duration of the contract, the scope of work, description and/or quantities as given by the Tenderer, without alteration to any tariff. Such increase or decrease will be made by notice in writing to the Contractor.

20.3 Contract period

A contract ensuing from this Tender shall remain valid for a period of Twenty four (24) months, commencing from the date of the Letter of Acceptance of the Tender. Notice of extension of the contract will be given 3 months prior to the end of the period(s), and both parties shall consent, in writing, to extensions. If no written extension is given, the contract will terminate.

20.4 Services applicable to this tender

This Tender shall involve the restoration (if so instructed) and the COMPLETE maintenance service of existing installations, systems and equipment in accordance with the requirements of this Tender document.

The responsibility shall rest on the Tenderer to acquaint him fully with the exact extent and detail of the installations, systems and equipment at the site(s) before preparing his Tender. A compulsory site meeting will be arranged for this purpose.

Where maintenance, servicing & repairs are required to specialised items of equipment, the Contractor shall arrange for such work to be carried out by specialists after obtaining written approval from the



Employer’s Agent/ Regional Representative, and the cost of carrying out such work shall be deemed to have been allowed for in the Tender.

The Contractor shall supply all consumables and cleaning materials necessary for the proper execution and performance of the maintenance and servicing.

20.5 Insurance cover – covered under Contract Data

20.6 Rates

The rates as given by the Tenderer in the Price Schedules, shall apply at all times, inclusive of emergency repairs at surrounding facilities within a 150km radius from the contracted facility. The Regional Representative reserves the right to add to, or omit from, the list. Additions shall be evaluated, either as mutually agreed, or from costs per suppliers invoice plus mark-up in the case of “Variable Cost” items.

20.7 Management

The Contractor undertakes to:Arrange in collaboration with the contact person of the User Department regarding access to the premises, in order to execute the required service.Ensure that all his/her staff adheres to the arrangements in this document and that no UNAUTHORISED INTERUPTION OF MECHANICAL SERVICES will occur due to interventions by the contractor’s staff without prior written approval from the facility manager. Take adequate precautions to prevent damage to buildings, and fittings and furnishing, inside the premises and elsewhere on the site.Accept liability for, and to indemnify the State against, any claims whatsoever arising from his conduct and/or the conduct of his employees.Safeguard all his employees in accordance with the Regulations of the Unemployment Insurance Act 1966, (Act No 30 of 1966) and any amendments thereof.Comply with all By-laws and requirements of the Local Authority.Implement an approved management system and procedures in accordance with this document

20.8 Execution of services

In the event of failure of the Contractor to maintain and/or repair any installation, or having committed any breach in terms of the conditions hereof, such failure or breach shall be dealt with as follows;

In the event of failure of the Contractor to maintain and/or repair any installation to the satisfaction of the Regional Representative or Employer’s Agent, the latter reserves the right to make any arrangements necessary or expedient in regard to said maintenance and/or repairs to any installation appearing in the Equipment Schedules attached hereto, and the Contractor shall be liable to Western Cape Health Department for payment of any additional expenditure thereby incurred, as well as for payment of damages which the Western Cape Health Department may have suffered as a result of the Contractor’s default or negligence.

In the event of it becoming evident that there is any deterioration or defects, in part or as a whole of the system or systems to be maintained under this contract, especially towards the end of the maintenance contract period, such a deterioration or defect shall be rectified and made good by the Contractor. Failure to do so, either the incoming Contractor or others will do such rectifications and the cost thereof shall then be for the account of the outgoing Contractor.

In the event of the Contractor having committed any breach whatsoever of the terms and conditions hereof, the Regional Representative shall, on behalf of the State, be entitled to give the Contractor seven (7) days written notice, requiring the Contractor to remedy such breach, and if the Contractor shall thereafter continue to be in breach, the Employer’s Agent shall thereupon have the right forthwith to declare this agreement cancelled without any further notice thereof to the Contractor.

20.9 Qualified trained staff

The Contractor shall at all times use competent and trained staff, DIRECTLY employed and supervised by him, and shall take all reasonable care to maintain the installations and keep it in proper operating condition. All mechanical, electrical and other specialised work shall be executed by, or under the direct supervision of, a registered and qualified SAQCC Air Conditioning & Refrigeration Practitioner. The SAQCC Air Conditioning & Refrigeration Practitioner must display his card at all times while on site. No work will be done or allowed on site in the absence of the registered and qualified SAQCC Air Conditioning & Refrigeration Practitioner.

NOTE:



The Employer’s Agent reserves the right to call for proof of artisans’ qualifications. If so required, the Contractor shall submit the necessary qualification certificates and/or papers.

The number of staff to be employed by the successful Tenderer must be adequate to fulfill the maintenance program as detailed in the equipment list to be maintained. This program must be strictly adhered to. The maintenance team must be established to complete the program in time and be supplied with their own tools and transport for the purpose of their maintenance duties. All tools to be used/ provided to the service teams shall be of the good quality.

In addition to the above, a service crew must be on standby for routine maintenance as well as emergency call outs and repairs as detected by the maintenance teams detailed above.

The actual number of maintenance / service personnel as well as the actual number of service teams will be discussed and confirmed with the successful Tenderer to complete the Maintenance Schedule in line with the proposed Maintenance Program.

The successful contractor is required to provide a full maintenance and service crew that will comprise of the following staff members:

Category A - Air Conditioning & Refrigeration Apprentice or Learner:

This category is limited to service, repair & install equipment with a capacity of up to 18kW cooling or heating.This category is specifically for those mechanics who are in training towards a trade test. After passing a trade test the mechanic may be upgraded to category 3. An apprentice registered as a Category A here is permitted to sign a Certificate of Conformity for equipment up to 18kW cooling capacity

Minimum Unit Standards to be covered are the Core Unit Standards in NQF level 2, 3 and 4, including US-116700 and/or US-116704; US-116334, US-116223 & US-116355

Category B - Air Conditioning & Refrigeration Practitioner:

This category of artisan mechanics must have completed an apprenticeship and trade test and are registered as artisans. They are allowed to work on a wide variety of refrigeration and air conditioning installations and systems using Group A1 & Group A3 Refrigerants. Knowledge of safety, the handling of refrigerants, testing and inspection skills and commissioning

Standards to be covered are US-116223; US-116334; US-116355, US-116700 & US-116468

A qualified SAQCC Air Conditioning & Refrigeration Practitioner shall be available, three hundred & sixty five (365) days of the year and twenty-four hours (24) a day. This shall also include after hours if required as stated above. When he goes on his annual leave an approved substitute/relieve SAQCC Air Conditioning & Refrigeration Practitioner shall takes his place.

The SAQCC Air Conditioning & Refrigeration Practitioner shall be equipped with a cellular smart phone that shall remain on at all times.

Qualified Electrical Artisan

The Artisan shall have;Passed a recognised trade test as an electrician.Gained at least five years post post-qualification experience in the installation and maintenanceof electrical & control installations, pertaining to industrial & commercial buildings.Have extensive knowledge on various reticulation distribution boards, switch gear and safety devices.He shall be a full time employee with the company, and in a senior position within the company.

A qualified electrical artisan shall be available, three hundred & sixty five (365) days of the year and twenty-four hours (24) a day. This shall also include after hours if required as stated above. When he goes on his annual leave an approved substitute/relieve qualified electrical artisan shall takes his place.

The electrical artisan shall be equipped with a cellular phone that shall remain on at all times.



General Assistants:

They shall have background knowledge in the air conditioning engineering field for at least twenty-four (24) months, prior to being employed for this contract.

The minimum educational qualification for these positions is not applicable. The duties of the general assistants are as set out in this specification. The general assistant workers shall be divided into teams, with one or two workers per team.

Overtime may be necessary to be carried out from time to time at any given time. Such overtime shall be carried out after the official working hours as stated, or over a weekend which will include public holidays.

The duties of the above mentioned labour forces are summarised (but not limited to) that indicated in the table below. NOTE THAT THE CONTRACTOR IS FULLY RESPONSIBLE FOR COMPLIANCE WITH THE OHSA AND its REGULATIONS IN THE EXECUTION OF ANY DUTIES RELATED TO THIS CONTRACT.

Duties Responsibility

1. Fault finding which will include all minor repairs to refrigeration plants, air-conditioning systems both central as well as package type systems plus heating systems.

Fault finding/repairs to associate electrical control panels on various refrigeration plants, air-conditioning units and any other engineering equipment.

Adjustments to all air-conditioning control systems, replacement of any control equipment, repairs to various types of fans, supply/extract etc.

Repairs/replacement of various types of circulating pumps.

Any other mechanical repair that may become necessary and for which the practitioner is to be sufficiently conversant with, e.g. diesel fired boiler, pipe welding, roller shutter doors etc.

Compiling of the monthly claim forms, writing up of all logbooks etc.

All measurements & testing

Compilation of the equipment data forms for all equipment on the equipment inventory data forms. See section 7, Annexure C for a sample

Category B – SAQCC Air

Conditioning & Refrigeration Practitioner

2. Fault finding which will include all repairs, replace components in boards.

Fault finding/repairs to associate electrical control panels and any other engineering equipment.

Measuring and testing for verifying compliance.

Qualified Electrical Artisan

3 Checking on and the rectifying of incorrect temperatures, adjustment of all thermostats, attending to all minor refrigeration and air-conditioning complaints. (Plant/unit not running, water leaks, noisy plant/unit etc.)

Checking on the correct operation of all smaller types of package Air-conditioning units.

Cleaning of all condensers, removal of electric motors and the replacement of faulty bearings etc.

Adjustment/replacement of V-belts plus the de-rusting and painting of all engineering equipment forming part of this contract.

Category A – SAQCC Air

Conditioning & Refrigeration Apprentice/

Learner



General supervision of all staff including the supervision of the staff plus

staff dress and discipline.

Progress reports time sheets, job cards etc.

Visual inspection of the chillers, air compressors and the boiler.

Routine maintenance to all equipment pertaining to this contract when ever necessary.

Writing up of all reports on equipment etc

4 Cleaning of all parts, filters, plant rooms, courtyard, painting of plant rooms, and painting of equipment.

Checking on water leaks, vacuuming up water leaks and general work not falling into the category of specialised work etc.

Replacement of V-belts, removal of plant once disconnected and all general unqualified duties.

General assistants

20.10. Material and workmanship of equal quality. All new equipment and workmanship shall be guaranteed for a period of 12 months

All replacement parts and spares shall comply fully with all the specifications of the original parts.

Substitute electronic components will be acceptable, PROVIDED that they are equal to, and of the same quality as, or superior to, the original components and are approved, in writing, by the Employer’s Agent.

Any other parts, spares and materials that are used, shall conform to SANS Specifications and shall, where possible, carry the SANS mark of approval.

Substitute parts, as well as the serial numbers of the original and new components, shall be entered on the service sheets and in the maintenance/repair log book referred to in the tender document.

The Contractor shall obtain, and cede to the Department, any supplier’s or factory guarantees of repaired or replaced components, and shall ensure that such guarantees are not jeopardized in any way. The guarantee cards for repaired or replaced components shall also be attached to the service sheets and maintenance/repair log book.

20.11 Uncertainty about scope

Should the Contractor be uncertain about the scope of any work to be executed under this contract, the Employer’s Agent shall be immediately requested to clarify any instruction or scope which is not clear.

20.12 Call-out response time and applicable penalties

It is expected of the contractor to relate his actions in respect of call-outs, repairs and general maintenance to specific prescribed response and repair times. Depending on the urgency of the call-out, the response times may vary and the table below indicates maximum time-spans.

Callout Type Response Time Penalty per HourEmergency Callout 1 Hours R300.00Urgent Callout 2 Hours R100.00Normal Callout 24 Hours R50.00

Each callout shall be regarded as a separate task order. Approval for the callout shall be obtained by the contractor from the site representative.

20.13 Task order procedure



Restoration of the existing systems, maintenance thereof and repairs thereto, as and when required, in accordance with the Tender document shall be the sole responsibility of the Contractor in order to achieve and guarantee the performance of the system.

A. All repair work amounting to less than R1 000.00 (incl VAT) can be executed immediately without permission. Proof of cost to contractor and invoicing to follow.

B. For any repairs with a cost in excess of R1 000.00 but less than R10 000.00 (incl VAT), a formal quotation of cost of repair should be submitted to the site representative for approval and issuing of an official task order, before commencing with the work.

C. For repairs in excess of R10 000.00 (incl VAT) a formal quotation of cost of repair should be forwarded to the Employer’s Agent for approval and issuing of an official task order, before commencing with the work.

Please Note:The Employer’s Agent reserves the right to call for quotations from multiple suppliers where applicable.All claims shall be accompanied by proof of cost to contractor e.g. Invoices for material and specialised services

20.14 Hours of work

Official working hours for this contract is 07:30 until 16:00 and this shall be strictly adhered to unless specifically requested to perform work outside of these hours.In addition to normal working hours, the contractor shall be available to conduct work outside of these hours to suit the department’s functions and operational requirements. Such work done outside normal working hours shall be at the Contractor'’ own risk and costs.All work, where possible, shall be done during normal working hours unless prior arrangements are made to work outside of normal working hours.

The contractor may be requested by the facility manager from time to time to perform some services, testing and repairs outside normal working hours, not to interfere with hospital operations. Such overtime shall be carried out after the official working hours as is stated, or over a weekend, which will include public holidays. In these instances the additional costs will be for the cost of the Department of Health.

20.15 Emergency repairs and services

Emergency services after normal working hours shall be executed on the request of an official of the User Department. This shall be logged on the service sheets in the site maintenance logbook and the quarterly report. The Contractor shall ensure that the official of the User Department signs the sheets, log book and quarterly report in respect of emergency call-outs. The Contractor shall provide 24 hours stand-by services for emergency call-outs and emergency repairs. Emergency repairs and call outs will also be applicable to other Health Facilities within a 150km radius from the Health Institution being serviced.

20.16 Contract price adjustments

The contract price(s) shall remain fixed for 24 calendar months, except for in the case of statutory increases, e.g. changes in taxes. The contract price(s) shall be subject to negotiated increase, if absolutely unavoidable, should the contract be extended for one or more further periods, each period not exceeding 3 months. The negotiated increase shall not exceed the increase as calculated in accordance with the SEIFSA indices of Actual Labour Costs.

20.17 Maintenance service control system

The Contractor shall, in accordance with the tender document,a) Prepare, supply and maintain, for record purposes, a site maintenance/repair log book in the master control station/room at each of the sites included in the contract;b) Prepare and submit written quarterly reports comprising schedules and service sheets.c) Marking of Equipment Serviced - All parts serviced at a quarterly maintenance is to be marked visually to establish that it has been checked. Therefore all parts serviced during a quarterly maintenance shall be marked with a sticker using the following standard colour scheme:

Quarter 1 : White – Major ServiceQuarter 2 : Blue – Minor Service 1Quarter 3 : Green – Minor Service 2Quarter 4 : Yellow – Minor Service 3



When doing maintenance on a system which was previously marked during maintenance with stickers, the old sticker shall be removed and the new one placed over the old one and shall include written on it the year (15) to represent 2015 for instance. Both the practitioner that serviced the item and the Health Representative that witnessed that the service was done will sign the sticker with the date the equipment was serviced. The sticker shall be no larger than a R2 coin and shall be placed on an area that is visible from ground level.

20.18 Accounts and payments

Accounts submitted by the Contractor for services rendered, shall be accompanied by a service sheet and quarterly report, duly signed and countersigned. The order and tender number and name a MUST appear on all documents submitted to the Regional Representative. Separate accounts, service sheets and quarterly reports shall be submitted by the Contractor for every site which forms part of this contract.NOTE:Any errors in the compilation of the log-sheets, quarterly report, service sheets or accounts discovered at a later stage, shall be rectified and any overpayment made to the Contractor will be recovered by the Department all in accordance with the Contract.

20.19 Payment for variable portion of work

a) In terms of the tender document, the Contractor shall deem to have allowed in his tender price for all maintenance services, labour, transport, equipment, breakdowns, spares, repairs, replacements, stocking of spares, profit etc. to perform all the routine maintenance workb) The contractor will be remunerated for breakdowns, spares, repairs, replacements which include profit etc. c) With regard to restoration of the system, payment will be made to the Contractor in accordance with Section 19 - Restoration of the systemd) With regard to extra work, repairs or work on other sites payment will be made according to the rates tendered in this tender document and Section 19 - Restoration of the system

20.20 PAYMENT

The Contractor shall submit every third month an invoice for each of the facility/ facilities. If no claims are received at the end of the third month, it will be assumed that the contractor failed to do the work as specified. The first section of the invoice shall be for the Routine Maintenance done and the other section for the Repairs done. All original invoices from the suppliers (proof of purchase) shall accompany the invoices plus a Photostat copy of the original invoice from the supplier. Also to be attached shall be a signed copy for approval of repairs in a similar format as Annexure A

Payment of the above invoices shall be affected within thirty (30) days as from the above date. All payments will be deposited directly into the Contractor's banking account and no other procedures are acceptable.

The following information must be printed on the invoice:Order number and contract nameInvoice number and Invoice dateProgress claim number; ie Claim 1 of 4

The invoices are to be made out as follows:

20.20.1 Invoice section the Maintenance (quarterly normal labour):The tender price that is to be submitted will be sub divided to represent the financial year of the Department. Each claim shall represent 1/4 of the contract price for the financial year. The contractor will thus hand in 4 claims per year for routine maintenance. The invoice shall be set out as follows.

Total contract price and period.Total of the previous amount claimed.Current claim number (1-4 of year).Date.

Should the labour rate change during the duration of the twenty four - (24) month period or prior to the annual increase/s, such increase/s shall be applied for in the following manner. Proof of documentation from the Council representing this contract shall be submitted to the Representative/Agent for approval of an increase. Proof of payment made to workers during this period also to be submitted

All increases will be applied for in writing and will be hand delivered to the Representative/Agent. No fax copies related to the above matter will be allowed.

20.20.2 Invoice section for Repairs (Overtime, Spares/Equipment):

The repairs claim is for all work carried out by the refrigeration/ chiller/air-conditioning practitioner, including any/all overtime work that has been carried out by the maintenance team during the period in question. The



original plus a photostat copy of the original invoice shall accompany all claims for spares purchased during the quarter from the supplier.

The signed purchase approved form shall accompany the invoices.

The Contractor shall take special note that the Representative/Agent prior to any purchase-taking place must approve all purchases for equipment, spares, consumables etc. A minimum of three quotations must be submitted for approval in cases where the supplier or manufacturer of the equipment is not the sole agent. Should approval not be obtained prior to the purchase-taking place, such purchases will not be taken into consideration for payment.

The invoice, claiming for spares equipment & consumables shall clearly show the percentage of mark-up and it must be in accordance with the Quotation

In relation to service work outside of the routine maintenance schedule, additional work will be done/approved strictly in accordance with Paragraph 3F.12 - OFFICIAL ORDER AND TASK ORDER PROCEDURE of this contract. The same ruling will apply in relation to all Overtime worked.

The following documents must accompany the invoices:

A copy of the Approved Task Order.A copy of authorised repairs timesheets.A copy of all invoices for spares purchased plus Photostats of such invoices.A copy of the authorised spares purchases list. Annexure AAll invoices will include VAT as a separate item on the invoice.

No advance payment will be permitted.

No faxed copies/ photostat copies of any original invoice will be accepted as proof of any work that may have been rendered or of any spares purchased.

20.20 Rubbish and waste

All rubbish and waste arising from the work for the day shall be removed by the Contractor, and the site(s) and building(s) left clean and tidy.





Contract Data

Maintenance Schedules

Conditions Relating to Maintenance Schedules

Schedules are listed for work to be carried out monthly. Quarterly work must be done in conjunction with the monthly schedule, and annual work must be carried out in conjunction with the monthly and quarterly schedules.

Annual work must be scheduled during the off peak periods and must be planned and agreed upon in writing with the management of the institution.

Where repairs are required to specialized items of equipment, the Contractor shall arrange for such work to be carried out by specialists after obtaining written approval from the Regional Representative.

Routine maintenance of all listed equipment shall be carried out at the frequencies as set out in the maintenance schedules.

The Contractor shall within 10 work days of the commencement of the Contract, draw up a draft master maintenance schedule based on his routine maintenance intervals for the various items of equipment, for approval by the Institution.

The master schedule shall be calendar based, that is, normally fixed days.

The master schedule shall be revised and refined in the light of experience gained and a copy of each revised master schedule shall be supplied to the Institution for approval.

The Contractor shall at all times have adequate resources available to perform all functions required of him.

Resources shall include labour, specialist expertise, tools, test equipment, consumable material, spare parts, operation and maintenance manuals, drawings, and other documentation to achieve the contract performance guarantee.

Maintenance shall be so performed that the facility is at all times in compliance with relevant safety standards and laws.



LIST OF PROPOSED MAINTENANCE SCHEDULESNOTE: In addition to all the tasks required below, the equipment shall also be maintained in accordance with the recommended manufacturer / OEM procedures and manuals

KEYS –X – To be done by contractorO – To be done by hospital technical staffSkills level keys1 – trained labourer2 – handy man or general assistant3 – semi skilled practitioner4 – qualified & registered practitioner

.

VRV Service Schedule – Note: attach training qualification from supplier & copy of SAQCC card of practitioner Only pre-approved SAQCC registered practitioners approved by the VRV supplier will be allowed to service and repair the VRVs Make and module number of VRV inside & outside units:

Date & time service starts: Date & time service ends:

Name & SAQCC number of practitioner:

Item Description Minor Service Major Service Remarks

Condensing Units

1Wash condenser coil and spray with corium sealerMinor service wash only. Check for damage to coil.

XX

2 Record Suction Temperature X X

3 Record Discharge Temperature X X

4Record Compressors Amps (Inverter)

L1 ; L2 ; L3

XX

5Record Compressors Amps (Standard 1)

L1 ; L2 ; L3

XX



6Record Compressors Amps (Standard 2)

L1 ; L2 ; L3

XX

7 Inspect electrical X X

8 Inspect electronics. X X

9 Tighten electrical screws, connections and nuts X

10 Clean Electrical Panels & PC boards X X

11 Check System for refrigerant leaks. X X

12 Touch up rust and paint X

13 Replace batteries of remote control. X

14Check & record running pressure and temperature on HP

X

15Check and record running pressure and temperature on LP

X

16Report on condition and operation of system on a separate page. Put sticker on units X X

Hydro Boxes

17 Clean strainers X X

Indoor Units and BS Boxes

18 Remove filter and clean. Check frame X X

19 Check and clean unit interior/ casing X X

20 Check and Clean fan blade X X

21 Check and clean coil surfaces

22 Ensure unit drains have a positive flow to draw point. X X

23 Check and clean drain pipes X X

24 Check and clean drain pan X X

25 Check & record on/off coil temperature – heatingHeating: ; temp difference: X X

26 Check & record on/off coil temperature – coolingCooling: ; temp difference: X X

27 Read superheat temperature X X

28 Check piping insulation at unit X X

29 Check tightness of all securing bolts X

30 Check electrical X X

31 Check electronics X X



32 Check flare joints for gas leaks X X

33Write report and attach to this schedule. Put sticker on unit X

X

Electrical

34 Clean all electrical panels X X

35 Tighten all electrical connections X X

36 Check for burnt wires and report X X

37

Record total unit current (Amps)

L1 ; L2 ; L3 X

X

38

Record total supply voltage

L1 ; L2 ; L3 X

X

39Other:

40NOTES:

41

42

43

44

45

46

47

.

COMPRESSORS

Item Description – Compressors Minor Service

Major Service

Skills level

1 Drive motor bearings to be lubricated. X 4

2 Drive motor brushes and slip rings to be checked (where applicable). Slip rings to be blown out to remove carbon dust.

X 4

3 V-belts to be checked for correct tension and alignment, and replaced if necessary, and drive pulleys to be

X X



tightened, if necessary (where applicable). 3

4 Flexible drive coupling alignment to be checked and rectified, if necessary.

X X 3

5 Oil level to be checked and topped up, if necessary. X X 3

6Sight glasses to be checked for correct liquid charge and moisture in system. Refrigerant to be added to system, if necessary, after locating and rectifying leaks. X

X4

7 Refrigerant circuits to be checked for leaks and repaired if necessary. X 4

8 Unloading mechanism to be checked for correct operation. X 4

9 Crankcase heater operation to be checked. X X 3

10Refrigerant system suction, discharge and oil pressures, to be checked and recorded while compressors are operating.

X X 4

11

High and low pressure cut-out and oil pressure switch operation and set points to be checked and reset, if necessary. (Refer manufacturer’s manual for correct settings).

X 4

12 Check and tighten all terminals in terminal box (quarterly) if necessary. X X 4

13 Examine for unusual knock, noises and vibrations and report thereon.

X X 214 Check shaft seal for oil leaks and monitor. X X 315 Check anti-vibration mounts (where applicable). X X 2

16 Observe bearing temperatures. XX 3

17Oil viscosity and cleanliness to be checked and recorded and changed only when the system lost gas or water entered the system.

X4

18 Carry our examinations, test and complete records as required in accordance with Manufacturers Specification X 4

Remarks:

.

PUMPS

Item Description - Pumps Minor Service

Major Service

Skills level

Remarks

1 Check if pump is operating satisfactorily X X 2

2 Check for leakages and rectify as required. X X 2

3 Record operating pressures & compare with as design & commissioning data

X 4

4 Measure and record motor temperature & report increase in temperature

X X 2

5 Listen for and note any abnormal noise, such as rubbing, cavitation and loose solids

X X 2

6 Measure and record motor amperage. Compare with nameplate rating.

X 4

7 Inspect drain pipe of drip tray and clean if necessary

X X 2

8 Bearings to be lubricated, check pump bearings for oil level and adjust, as necessary.

X 4



9 Gland packing to be checked for excessive leakage and adjust, as necessary.

X X 4

10 Mechanical seal type pumps to be checked for leaks on shaft & report for action.

X X 2

11 Flexible drive coupling alignment rubbers to be checked and rectified, if necessary. X 4

12 Holding down bolts to be checked and corrosion removed and painted, if necessary.

X X 2

13Water valves on open condenser water circuits to be fully opened and closed, to prevent lime scale formation from inhibiting valve action.

XX

3

14Clean strainer X

X3

15

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

X

X 2

Remarks:

.

MOTORS

Item Description Minor Service

Major Service

Skills level

Remarks

1 Review manufacturer's instructions on installation of a new motor.

X

2 Check ventilation ports for soil accumulation, clean if necessary.

X X 2

3 Clean exterior of motor surfaces X X 2

4 Lubricate bearings when required. Report any noise & vibrations

X4

5Check motor windings for accumulation of dirt & dust. Blow out with air if required.

X 3

6 Check hold down bolts and grounding straps for tightness.

XX

2

Remarks:

.

EVAPORATIVE COOLERS


Major Service

Skills level Remarks

1 Sump to be isolated, drained, cleaned, flushed and refilled.

X 3

2 Ball valve to be checked for correct operation and water level.

X X 3



3 Suction strainers to be cleaned. X 3

4 Spray nozzles to be cleaned and set correctly.

X X 3

5

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

X

X 3

6Casing to be examined for water leaks and repaired, if necessary (Fibreglass type)

XX 3

7 Wash down and remove algae and lime scale formations.

X X 3

8 Check lubrication and operation of air volume control dampers.

X X 3

9 Check evaporative cooler for undue noise, vibration and leaks. X X 3

10 Check piping for leaks and repair, if necessary.

X X 3

11 Check circulating and spray header pumps.

X X 3

12 Check controls. X X 3

13

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

X

3

14 Strainer material to be replaced, if necessary. X 3

15Clean & disinfect strainer and unit

X X3

16Check water quality to be at least a chlorination of 5 ppm of free residual chlorine and ph between 7 & 8

X X3

17

Empty unit & thoroughly clean the internal surfaces with detergent & pressurized water. Proceed with exhaustive rinse, empty again and fill with water.

X3

18 Valve stems to be lubricated. X 3

Remarks:

.

\FIRE DAMPERSItem Description Minor

ServiceMajor Service


1 Release fire damper manually. Check operation and reset.

X X 4

2 Clean all damper linkages X X 4

Remarks:

.

\AIR OUTLETS AND DAMPERSItem Description Minor Major Skills level Remarks



Service Service1 Clean all surfaces, including ceilings

adjacent to air terminals inclusive of the actual terminal

X X 2

2 Check air flow and adjust settings if required, especially in isolation rooms, theatres, ICU

X 4

Remarks:.

PACKAGE AIR CONDITIONING UNITS – AIR COOLED


Major Service


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

X 4

2 Air filters - Check & report for action X X 2

3 Washable type to be removed, cleaned, dried, replaced & recorded

X X 2

4 Disposable media type to be fitted with new media, if necessary & recorded.

X X 2

5 Air filter frames to be checked for air by-pass and rectified, if necessary & noted. X 4

6 Evaporator coils to be cleaned and washed. X 4

7 Condenser coils to be cleaned and washed. X 4

8 V-belts to be checked for correct tension and alignment and & report for action.

X X 2

9Axial flow fans to be checked for correct operation and undue noise & report for action.

XX 2

10 Drive pulleys on fans and motors to be tightened if necessary. X 4

11 Check bearings for vibrations and noise & & report for action.

X X 2

12Fresh air and return air damper settings and operation to be checked and adjusted, if necessary.

X 4

13Switchboards and electrical control panels to be cleaned inside. X 4

14Check and tighten terminals and replace indicating light globes where necessary. X 4

15Circuit breakers and fuses to be checked and investigate reasons for any blown fuses or circuit

X4

16 Rectify faults and replace blown fuses and faulty circuit breakers. X 4

17Starters, Contactors and Relays to be checked to ensure moving bridges slide freely and that all contact points are clean.

X4

18 Investigate and rectify cause of excessive burning of contacts. X 4

19Time switch settings to be checked and reset to start and stop plant at correct time, if necessary.

X X 4

20Condensate drip pans to be cleaned, check water flow and remove any blockages from drain piping.

X X 2

21 Flexible connections to be checked for air X X



leaks & report for action. 2

22 Heater batteries to be tested and faulty elements to be replaced. X 4

23Control thermostats operation to be checked and recalibrate, if necessary. X 4

24

Safety controls to be checked and operation of controls to be tested, i.e. air flow switch, air pressure switch, smoke detectors, heater safety stats.

X 4

25Compressor oil level to be checked and topped up, if necessary. X 4

26Sight glasses to be checked for correct liquid charge and moisture in system & report for action.

X X2

27 Compressors unloading mechanism to be checked, if applicable X 4

28 Compressor crankcase heater operation to be checked. X X 4

29

Refrigerant system suction, discharge and oil pressures to be checked and recorded while compressors are operating. X

4

30

High and low pressures cut out and oil pressure switch operation and set points to be checked and reset if necessary (Refer manufacturer’s manual for correct settings).

X

4

31 Inspection panels to be checked and all fastening devices secured. X 4

32Lubricate damper linkages, check operation and record damper operating parameters (where applicable). X 4

33All ferrous metal components to be examined, corrosion treated removed and repainted to prevent further corrosion. X 3

34Evaporator coils to be cleaned with high-pressure air. X

4

35 Condenser coils to be cleaned with high-pressure air X 4

36 Control and safety devices to be checked. X 4

37 Operation of entire plant to be checked and recorded. X 4

Remarks:

.

AIR HANDLING PLANT – VENTILATION ONLY


Major Service


1 Isolate and remove all inspection panels, and clean inside of units and replace any damaged insulation.

X 4

2 Check air filters & report X X 2

3 Washable type to be removed, cleaned, dried and replaced. Record

X X 2

4 Disposable media type to be fitted with new media, if necessary. Record

X X 2



5 Air filter frames to be checked for air by-pass and rectified, if necessary. Record X 4

6Axial flow fans to be checked for correct operation and undue noise & report for action.

XX

2

7 V-belts to be checked for correct tension and alignment & report for action.

X X2

8 Drive pulleys on fans and motors to be tightened if necessary. X 2

9Bearings to be lubricated, if necessary. Check for noise & vibration & & report for action.

XX

2

10Fresh air and return air damper settings and operation to be checked and adjusted, if necessary.

X4

11

Switchboards and electrical control panels to be cleaned, checked and tighten terminals and replace indicating light globes where necessary.

X 4

12Circuit breakers and fuses to be checked and investigate reasons for any blown fuses or circuit breakers in OFF position.

X4

13 Rectify faults and replace blown fuses and faulty circuit breakers. X 4

14

Starters, Contactors and Relays to be checked to ensure moving bridges slide freely and that all contact points are clean.

X 4

15 Investigate and rectify cause of excessive burning of contacts. X 4

16Time switch settings to be checked and reset to start and stop plant at correct time, if necessary

X 4

17 Flexible connections to be checked and air leaks & report for action. X X 2

18 Heater batteries to be tested and faulty elements to be replaced. X 4

19 Control thermostats operation to be checked X 4

20

Safety controls to be checked and operation of controls to be tested, i.e. air flow switch, air pressure switch, smoke detectors, heater safety stats.

X 4

21All ferrous metal components to be examined, corrosion treated and required to prevent further corrosion.

X X 3

22 Operation of entire plant to be checked and recorded. X 4

Remarks:

.

.

SPLIT UNITS – see attached list of position and size of all split units

Item DescriptionMinor Service

Major Service Skills level Remarks

1 Check filters, clean when required. X X 2

2 Check cooling and heating operation. X 4



3 Check heat pump reversing valves for correct operation.

X 4

4 Check fans and fan motor operation. X 45 Check condensate drains for obstruction. X X 26 Test thermostat and controls operation. X 47 Generally clean equipment externally. X X 2

8 Replace batteries of remote control. X3

9 Air pressure clean evaporator coil (where access allows) X 3

10 Air pressure clean condenser coil if necessary X 3

11 Clean condensate pans and drains. X X 2

12

All ferrous metal components to be examined including, corrosion removed treated and repainted with Techtyl or similar to prevent further corrosion (coastal applications only).

X X2

13 Put into operation and check all functions. X 3

14

Check brackets for rust, remove any rust & paint with rust converter and anti-rust coatings. Check that brackets are properly fixed unto wall & outside unit unto brackets.

X X 2

Remarks:

.

WINDOW / WALL / CONSOLE UNITSItem Description Minor



1 Check filters & clean where necessary. X X 2

2 Check cooling and heating operation of unit.

X X 2

3 Check fans and fan motor operation. X X 2

4 Check condensate drains for obstructions. X X 25 Generally clean equipment externally. X X 26 Operate unit and check all functions. X X 3

7 Remove unit to on site wash bay or cleaning area. X X 3

8 Air pressure clean evaporator coil X X 39 Air pressure clean condenser coil X X 3

10

All ferrous metal components to be examined, corrosion removed treated and repainted with Techtyl or similar to prevent further corrosion (coastal application only).

X X

3

11 Put into operation and check all functions X X 3

Remarks:

.

FANS - CENTRIFUGALItem Description Minor





1 Bearings to be lubricated on drive motor and fan, if necessary.

X X 3

2 V-belts to be checked for correct tension and alignment, & report for action.

X X 2

3 Drive pulleys on both fan and motor to be checked and tightened if necessary.

X 3

4 Flexible connections to be checked for air leaks & & report for action.

X X 2

5 Casing and holding down bolts to be checked for corrosion & report for action

X X 2

6 Check for undue noise and vibration & report for action .

X X 2

7 Check wear on fan blades. X 38 Check security of fan wheels on shaft. X 3

9 Clean air inlet screen. X X 3

10 Clean blades of dirt accumulation. X 3

11 Belt guards to be checked and tightened if necessary. X X 2

12 Check anti-vibration mounts and & report for action. X X 2

13All ferrous metal components to be examined, corrosion removed treated and repainted to prevent further corrosion.

X X3

14Bearings to be greased, where necessary. Check for vibrations and noise & & report for action.

X 2

15 Check motor starter and run-up speeds. X 4

16 Check bearing bolts. X 4

17 Check drive shaft alignment and condition. X 4

Remarks:

.

AXIAL FANS


Major Service


1 Impeller hubs to be checked for tightness and tighten if necessary

X 4

2 Flexible connections to be checked for & report for action.

X X 2

3 Casing and holding down bolts to be checked for corrosion and security.

X 4

4 Check for undue noise and vibration & report for action.

X X 2

5 Check wear on fan blades. X 4

6 Check security of fan belt on shaft and tighten if required.

X X 4

7 Clean air inlet screen (where applicable). X X 2

8 Clean blades of dirt accumulation. X 4

9 Check inlet control dampers for operation and oil if necessary (where applicable). X 3

10All ferrous metal components to be examined, corrosion removed and repainted to prevent further corrosion. X

X2

11 Check motor support bolts on pedestal. X 4



Remarks:

..

CEILING, WALL OR WINDOW FANS – LESS THAN 500 WATT


Major Service


1 Switch off fan and/or remove plug. Remove cover and clean with damp cloth

X X 3

2 Clean blades & blow out dust X X 3

3 Spray bearings with Q20. Remove excessive oil spray to prevent dust build up.

X X 3

4 Replace cover & check operation X X 3

Remarks:

.

.

EXHAUST CANOPY


Major Service


1 Clean exterior of hood X X 2

2 Check condition of ducting, connections & filters

X X 2

3 Inspect and clean light fittings in canopy X X 3

4Clean drainage system. Ensure fire damper is open & in operation X X

4

5 Check all electrical connections X 4

Remarks:

.

Item FRIDGE AND FREEZER UNITS – DOMESTIC / CABINET

Description Minor Service

Major Service


CONDENSING UNIT:

1 Check operation of unit X X 4

2 Check condenser fan motor bearings for noise & report for action

X X 2

3 Check safety cut outs & record for quarterly report.

XX

4



4 Inspect and clean condenser coil X X 3

BLOWER COIL:

5 Check operation of unit XX

4

6 Check for fan vibrations and noise & report for action.

XX

2

7 Check for restriction at coil inlet and clean. XX

2

8 Clean condensate tray X X 2

9 Record box temperature & report for action X X3

10 Inspect door seal, strike and latch X X3

11 Ensure expansion bulb is secure X X3

Remarks:

.

COLD ROOMS


Major Service


CONDENSING UNIT:

1 Check operation of unit & clean X X 2

2 Check system gas charge X X 3

3 Check operating pressures and record X 4

4 Check condenser fan motor bearings for noise & report for action

XX

2

6 Check and tighten terminal connections X 3

7 Check safety cut outs and record X 3

8 Inspect and clean condenser coil X 3

BLOWER COIL:


2

10 Check for fan vibrations & report for action XXX

2

11 Check for restriction at coil inlet and clean X3

12 Clean condensate tray X X 2

13 Record box temperature X3

14 Inspect door seal, strike and latch X X3



15 Ensure expansion bulb is secure X4

Remarks:.

.

FREEZER ROOMS


Major Service


CONDENSING UNIT:

1 Check operation of unit & report for action

X X 2

2 Check system gas charge X X 3

3 Check operating pressures and record X 4

4 Check condenser fan motor bearings for noise & vibrations & report for action

XX

2

6 Check and tighten terminal connections X 4

7 Check safety cut outs and record X 4

8 Inspect and clean condenser coil X 4

BLOWER COIL:


2

10 Check for fan vibrations & report for action XX

2

11 Check for restriction at coil inlet and clean XX

4

12 Clean condensate tray X X3

13 Record box temperature X X 4

14 Inspect door seal, strike and latch X X 4

15 Ensure expansion bulb is secure X 4

Remarks:

.

\REFRIGERATION PIPING AND CONTROLSItem Description Minor



1 Check refrigerant charge. X X 3



2 Check condition of all refrigerant pipe work saddles. Check refrigerant pipe work for chafing

X X3

3 Check suction line insulation and report if replacement is necessary

X X3

4 Check condition of vibration eliminators X X 3

5 Check operation of oil separator sump heater X X 3

6 Test temperature drop across the refrigerant drier

X 4

7 Check operation of solenoid, thermostatic expansion valves and electric expansion device

X 4

8 Check ¼ “ and 3/8 “ copper tube, especially control lines for copper hardening

X 4

9 Check & replace moisture indicators when necessary

X 4

Remarks:

.

ELECTRICAL GEYSERS


Major Service


1 Manually check operation of all shut off valves.

X X 2

2 Check connections for leaks. Check all plumbing connections are secure.

X X 2

3Check all electrical connections

X2

4 Check operation of thermostat X 3

5Check that the safety valve is piped to the outside.

XX

2

6 Check operation of the safety valve X3

7 Check for continuous overflow and verify XX

2

8Check that drain pan is clean, no cracks in it, drain pipe to the outside is open and works properly

X

X

2

9 Test voltage on terminals to check power to terminals

X3

10Check operation of thermostat. Check that water is within 10 degrees of the thermostat setting on the thermostat

X

3

11 Check anode and replace if required X3

12Check electrical water heater element for scale build up and clean. Flush tank if there is presence of sediment.

X 3



Remarks:

.

SOLAR WATER HEATERS


Major Service


1 Manually check operation of all shut off valves.

X X 2

2Check connections for leaks. Check that all plumbing connections are secure.

XX

2

3

Check all electrical connections and operation of circulating pump/s. Check that pump is running normally on controller order.

X 2

4 Check operation of inlet ball valve in case of low pressure solar water heater.

XX 3

5Check that structure is rust free and properly fixed to roof

X2

6 Check operation of the safety valve X3

7 Check for continuous overflow and verify X 2

8 Check that pressure relief valve open and close properly

X2

9Test voltage on terminals to check power to terminals when there is electrical backup elements

X

3

10 Check that automatic air vent are venting & not leaking water

X 3

11

Drain tank once a year and check for leaks and cracks. Flush tank if there is presence of sediment build up. Check anode and replace if required

X3

12 Check electrical water heater element for scale build up and clean.

X 3

13 Check that motorized valves open and close correctly

X3

14Check that no construction, vegetation or other objects are shading the collector or evacuated tubes

X 3

15Look for cracks in collector glazing & seals. Look for leaks and cracks in case of evacuated tubes

X 2

16 Periodically clean collector or tubes from dust, especially during winter months

X X 2



17 Look for insulation degradation X 2

Remarks:

.

PIPEWORK – CHILLED WATER / CONDENSER WATER / HOT WATER


Major Service


1 Inspect and clean suction line strainers. X X 4

2 Check operation of non-return valves. X 4

3 Check operation of pressure relief valves, air vents.

X 4

4Check supports and tighten as necessary. X 4

5Inspect hanger system and adjust if required

X 4

6Check all valves and stop cocks for operation - lubricate stems if necessary.

X 4

7Check regulating valves (if necessary). X 4

8 Check all valve stem glands - rectify any leaks if required. X 4

9 Check anchor points (if necessary). X 4

10 Check main condensate drains and full bore outlets. X 4

11 Check bolts and nuts and tighten as necessary. X 4

12 Check all bolts and nuts for corrosion and replace where necessary. X 4

13Check for condensation & pipe insulation (where applicable) and repair as necessary.

X4

14 Inspect piping for leaks and repair as necessary. X X 4

15Check cleanliness of water in systems

X X4

Remarks:

Note that dirty strainers could adversely affect water flows, flow recorders and chiller pressure differential switches

.

.

SPEED DRIVES




Major Service


1 Check air flow and ventilation fan operation. X X 4

2 Check heat sink fins for dust pick up - clean if necessary.

X X 4

3 Check motor power against unit power. X 44 Check control wiring for heat buildup. X 4

5 Check motor and motor cable for heat buildup. X 4

6 Check for loose connections inside cabinet. X 4

7 Check cabinet filters X4

Remarks:

.

CONTROLS – ELECTRONIC ( BY SPECIALIST CONTRACTOR )

Item DescriptionMinor Service

Major Service Skills level Remarks

1 Control thermostats operation to be checked and calibrated, if necessary.

X 4

2 Temperature sensors to be checked and re-calibrated, if necessary.

X 4

3 Clean all temperature sensing bulbs of dust and re-mount, if necessary.

X 4

4 Check operation of control valves. X 4

5 Check full operation of controller sequence, stop/start, timers etc. X 4

6 Check operation of humidistat control, if applicable. X 4

7 Check condition of back-up battery on controllers, where applicable. X 4

8 Check all electrical connections for tightness. X 4

9Check response of actuators and re-calibrate, if necessary. X

4

Remarks:

.

ELECTRICAL CONTROL AND SWITCHBOARDS & WIRING


Major Service


1Inspect switchboards for cleanliness, correct operation & check pilot lights & report for action

X X 2



2Check meter readings if applicable X X 4

3Check for any burnt wiring and or hot connections X

X 4

4Inspect all electrical meters A

XX 4

5Inspect indicator lights and replace if faulty

XX 3

6 Inspect operation of time clocks and check settings X

X 3

7Inspect on/off switches for all equipment covered by the contract X

X 3

8Clean switchboard interior – vacuum thoroughly X

3

9Inspect relays, circuit breakers, contactors and overloads & tighten electrical connections

X 4

10Inspect all fuses and fuse holders

X 4

11Inspect all contactors and relays. Burnt contactors to be reported for action. X

4

12Test time delay relays. Record results of all tests. X

4

13Check all waterproof covers and & report for action X

3

14Check operation of switchboard exhaust fan where fitted. X

2

15Check for rust spots on panels, clean & repaint as required. X

3

16Check overload settings

X 4

17Check that all circuit breakers are labeled & report for action X

2

18Check that all cover plates and screws are in place

XX

2

19Check that circuit diagramme is in place and up to date X

4

20Test earth leakage and measure trip current

XX 4

21Check plug circuits for correct polarity and for earthing problems. Replace damaged switch-plugs

X 2

22Test all over/under voltage or phase failure/phase rotation protection monitor relays for proper operation

X 4

23Check all voltmeters, voltmeter switches and ammeters for correct operation and log all maximum demand currents before resetting ammeters

X

4

24Log all motor running hour meters X 4

25Check all instrumentation fuses and all control circuit supply fuses. X

X 4

26Check all board doors and covers for proper closing & report for action X

4



Remarks:

NOTE: Care must be taken when using Megger test equipment on electrical installations due to damage which can result to MOV type lightning arrestors, electronic motor protection units and electronic instrumentation.

GENERAL

Item Description Ongoing Minor Service

Major Service


1 Attended to any complaints reported by the Employer’s representative.

X 4

2While attending to any defects and servicing the plant, the Contractor shall not unduly disturb the occupants in the areas concerned.

Xall

3Replace all inspection panels and covers and refix all screws, bolts and nuts, and replace, if necessary.

X3

4

Clean plant room on a weekly basis.Check whether lights workCheck all external windows and louvers are intactCheck all filters are in placeCheck if filters are dirtyReport anything that is not normal, like leaks, abnormal noise to supervisor or foreman

X

2

5Lock switch panels and plant rooms and return keys to proper authority.

X3

6 Sign Log Book and enter details where required. X 3

7

Acknowledgement of service and report to be completed and signed by Employer’s representative. Report on remedial work undertaken and on any faults found and replacements and repairs required.

X 4

8

Check Zone Room temperature, wet bulb and dry bulb, for Theatres, Pharmacy, ICU and others as requested, simultaneously checking plant operating parameters.

X 4

9

Record all Tenant complaints by means of a “Tenant Report Schedule” and obtain the relevant tenant’s signature.

X 4

Remarks:

.



WATER TREATMENT – CHEMICAL & NON CHEMICAL - By Specialist Contractor

Item Description Monthly Minor Service

Major Service


1 Panels to be cleaned internally. X 4

2 Terminals to be checked and tightened.

X 4

3 Indicating lights to be checked & report for action .

X 4

4Do chemical analysis of water condition & set dosing pumps accordingly

X4

5

Ensure that sufficient chemicals are on hand. Supply user and main contractor with a monthly report

X

6

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 4

Remarks:

Water treatment supply company must have affiliation with SAIRAC (South African Institute of Refrigeration and Air Conditioning)

Products supplied must be manufactured in an ISO 9001:2015 accredited factory

.

Typical Air Cooled Chiller Service

Minor/Quarterly ServiceThese services entail four calls per year for the purpose of diagnostics of defects, minor adjustment of controls and minor repairs. Major repair labour such as dismantling of components, opening of systems, the evaluation and recharging of same in the event of refrigerant loss, etc., is not included in this coverage.Minor/Quarterly Service will include the following:

Record operating temperatures, pressures and amperages. Check for refrigerant and oil leaks. Tighten flanges and fittings if necessary. Check control panel and starter parts for wear. Re-calibrate and check operation of safety controls. Check control circuitry. Tighten all starter and control terminals. Meg-OHM motor windings. Check operation and direction of fans. Check and report any corrosion on the structure of the unit Check operation of loading / unloading system. Check refrigerant charge. Check gauges for proper operation. Check and discuss operation log with operator. Run the unit and report any deficiencies and recommendations.

Major/Annual ServiceAnnual Service will be carried out in exactly the same manner as the quarterly service but will include the following:



Check pump-down cycle. Wash condenser coils Supply and fit oil filters if the filters are external from the compressor. Remove oil sample for analysis and report on screw and reciprocating compressors only Chemically clean evaporator tubes – price of chemicals excluded

But will exclude the following:Any defective components will be reported to the Health Representative in time for replacement.The replacement or repair of faulty itemsChange of oil if found necessary

.

Typical Water Cooled Chiller Service

Minor/Quarterly ServiceThese services entail four calls per year for the purpose of diagnostics of defects, minor adjustment of controls and minor repairs. Major repair labour such as dismantling of components, opening of systems, the evaluation and recharging of same in the event of refrigerant loss, etc., is not included in this coverage.Minor/Quarterly Service will include the following:

Record operating temperatures, pressures and amperages. Check for refrigerant and oil leaks. Tighten flanges and fittings if necessary. Check control panel and starter parts for wear. Re-calibrate and check operation of safety controls. Check control circuitry. Tighten all starter and control terminals. Meg-OHM motor windings. Check and report any corrosion on the structure of the unit Check operation of loading / unloading system. Check refrigerant charge. Check gauges for proper operation. Check and discuss operation log with operator. Run the unit and report any deficiencies and recommendations

Major/Annual ServiceAnnual Service will be carried out in exactly the same manner as the quarterly service but will include the following:

Check pump-down cycle. Supply and fit oil filters if the filters are external from the compressor. Remove oil sample for analysis and report on screw and reciprocating compressors only Open condenser water boxes and mechanically clean the tubes. Chemically clean evaporator tubes – price of chemicals excluded

But will exclude the following:Any defective components will be reported to the Health Representative in time for replacement.The replacement or repair of faulty itemsChange of oil if found necessary





Contract Data

Service Information – Equipment Schedules per Building

The scope of work, description and quantities given in this specification shall be regarded as provisional and solely as a guide to Tenderers.

The Department reserves the right to increase or decrease, during the duration of the contract, the scope of work, description and/or quantities as given by the Tenderer, without alteration to any tariff. Such increase or decrease will be made by notice in writing to the Contractor.

The information supplied in this section is given in good faith by the Department for the sole purpose of assessing the scope of works. The final responsibility will lies with the tenderer to assess the full scope of works.

For the purpose of pricing the contractor shall assume the following quantities. Payments will be for actual amounts. This section lists the current buildings that require maintenance in conjunction with a detailed list of the equipment to be maintained within the Building.

EQUIPMENT NOTATION

CT Cooling Towers PF Propeller Fans ECP Electronic PanelsWU Window Units EF Extract Fans IM Ice MakersPU Package Units C Chillers FAF Fresh Air FansIU Induction Units B Boilers RIP Reach In FridgeSS Split Units Cal Calorifiers CR Cold RoomsAHU Air Handling Units DF Domestic Fridges FR Freezer RoomsFCU Fan Coil Units CF Chest Freezers KC Kitchen CanopiesVP Ventilation Plant BCF Bar Counter

FridgesCSU Console Units

VRV INT VRV Internal Units WCT Water cooled cassette unit

VRV OUT VRV Cond UnitsNotes on Condition:A – Good condition with no visible or audio defects.B – Operational with either visual or audio defects.C – Working but very poor condition with visible and/or audible defects.D – Equipment is dismantled or visibly not operable.E – Equipment not in operation at time of inspection.



NEW SOMERSET HOSPITALMAINTENANCE EQUIPMENT LIST - AIR CONDITIONING UNITS

EQUIPMENT TYPE NAME RATING QTY AREA FLOOR CONDITION

Split Air Conditioner Air Nova 18 000Btu4.5Kw

10 Various G B

Split Air Conditioner Platonic 18 000Btu 10 Various G B

Split Air Conditioner Bavaria 12 000Btu 50 Various G B

Split Air Conditioner Tru Temp 36 000Btu 10 Various G B

Split Air Conditioner Samsung 12 000Btu 12 Various G B

Split Air Conditioner Carrier 38 000Btu? 10 Various G B

Split Air Conditioner Alliance 18 000Btu 20 Various G B

Split Air Conditioner Carrier Model 38VNO361121

4 Pharmacy G A

VRV AHU 1.1 Daikin RXYQ18PTW1BA? 1 X-Ray EC G BVRV AHU 1.2 Daikin RXYQ12PTW1BA? 1 X-Ray EC G BMulti System Daikin REYQ12P9Y1B 1 X-Ray EC G BAHU/ Ducted split? Daikin ? 1 X-Ray EC G B

Contact Person – Alf Challis – 021 – 402 6497

Notes on Condition:A – Good condition with no visible or audio defectsB – Operational with either visual or audio defects



C – Working but very poor condition with visible and/or audible defectsD – Equipment is dismantled or visibly not operableE – Equipment not in operation at time of inspection

NEW SOMERSET HOSPITALMAINTENANCE EQUIPMENT LIST – Chiller, Heat Pump, Cold Rooms etc

EQUIPMENT TYPE NAME RATING/ Model number

QTY AREA FLOOR CONDITION

Chiller 1 Daikin Name plate missing 1 Theatre G C

Chiller 2 Daikin EWU/90DJYNN062/A 1 Theatre G A

Heat Pump 1 & 2 System Air Type WBAN202 2 Roof 5 A

Cold Room CobigelThermo King

38 000Btu? 2 Kitchen G B

Cold Room Copeland Thermo King

18 000Btu 2 Kitchen G B

Split Air Conditioner Carrier Model 38VNO361121

4 Pharmacy G A

VRV AHU 1.1 Daikin RXYQ18PTW1BA? 1 X-Ray EC G BVRV AHU 1.2 Daikin RXYQ12PTW1BA? 1 X-Ray EC G BMulti System Daikin REYQ12P9Y1B 1 X-Ray EC G BAHU/ Ducted split? Daikin ? 1 X-Ray EC G B

Air Handling Unit CFW Fans Model 21/CT19885 1 Roof 5 AAir Handling Unit Continental

Fan Works18-FCC-BRPW 1 Roof 5 C

Contact Person – Alf Challis – 021 – 402 6497

Notes on Condition:A – Good condition with no visible or audio defectsB – Operational with either visual or audio defectsC – Working but very poor condition with visible and/or audible defects



D – Equipment is dismantled or visibly not operableE – Equipment not in operation at time of inspection



Contract Data

Service Information – Constraints how Contractor Provides ServicesProviding the Service is subject to the following constraints:

1.1 Employer’s Site access control, permits, Site regulations and security control.

1.2 People restrictions on the Affected Property, hours of work, conduct and records

1.3 Health & Safety on Site including Health and Safety Plan, measures against disease and epidemics. First Aid facilities and emergency arrangements.

1.4 Environmental controls, fauna & flora, dealing with objects of historical interest.

1.5 Title to materials from demolition and excavation.

1.6 Liaison with and acceptance from statutory authorities and/or land owners.

1.7 Sharing of the Affected Property by other contractors and Others

Employer’s direct contractors The Employer may instruct work to be executed and installed in the service by one or more direct contractors, with the understanding that

The Contractor permits all such work by direct contractors; The type and extent of such work is described in the tender document, and the Contractor

makes reasonable provision in his work plan for such work; The payment of direct contractors is the responsibility of the Employer; A direct contractor is subject to reasonable controls as required by the Contractor, and All direct contractors, the work or installations undertaken, insurances related thereto and the

associated risks including expense or loss caused by direct contractors are the direct responsibility of the Employer.

1.8 Contractor’s Equipment, scaffolding, rigs, heavy lifts and craneage, including removal from the affected property and records.

1.9 Site services and facilities: power, water, waste disposal, telecoms, ablutions, fire protection, and lighting.

1.10 Advertising, notice boards, photography and progress photographs.

1.11 Offices, office equipment and laboratories.

1.12 Vehicles.

1.13 Restrictions to access, roads, walkways and barricades.

1.14 Existing premises, adjoining properties and checking the work of others.

1.15 Excavations and associated water control.

1.16 Dealing with underground services, other existing services, cable and pipe trenches and covers.

1.17 Control of noise, dust, water and waste.



1.18 Sequences of installation, samples and mock-ups.

1.19 Giving notice of work to be covered up.

1.20 Hook ups to existing services.

1.21 All equipment to be serviced to be supervised by SAQCC authorised registered practitioners and practitioners as per attached maintenance schedules.

1.22 All VRV Systems, chillers, heat pumps, controls, BMS Systems and chillers to be serviced by approved authorised agents of the equipment only.

1.23 Contractors to have been in business under the present name for 3 years or longer and should be able to supply at least 3 contactable references.



Contract Data

Service Information - Routine Maintenance Programme/Plan

The Contractor shall supply the department within 14 days from the time of official appointment with a site maintenance plan.

The plan shall be a list of when routine maintenance will be performed and what equipment will be serviced on which dates.

An update of this list shall be attached to each quarterly report to indicate if maintenance is to date, ahead or behind the schedule.





Contract Data

Service Information - Services provided by the Employer

For quotation purposes the Tenderer must assume that no site accommodation or services are available. Site accommodation and services, as applicable at the site, shall be established by the Contractor in negotiation and consultation with the User Department and the Engineer or his Representative once the contract has been awarded.

Generally Water and Electricity is available site-wide although the contractor will be responsible to bringing such services to the point where it is required.

No tools, plant and materials (spare parts) are available on-site.

Spare and new filters as well as fan belts might be available on site – contractor to liaise with Hospital Foreman or Maintenance Manager





Task Order – Annexure A

Pro Forma Task Order for use when work within the service is instructed to be carried out within a stated time period on a Task by Task basis

Task Order No………………………………

To……………………………………………………………………………………………………………..(Contractor)

I propose to instruct you to carry out the following task

Description …………………………………………………………………………………………………………

…………………………………………………………………………………………………………

…………………………………………………………………………………………………………

Starting date ………………………………………………

Completion date ………………………………………………

Delay damages per day: R……………………………………

Please submit your price and programme proposals below.

Signed on behalf of Employer …………………………………………………….Date ………………………………

Price total for items of work on the Price List (details attached) R………………………………………….......................

Price total for items of work noton the Price List (details attached) R………………………………………….......................

Total Price R________________________________________

The programme for the Task is ……………………………………………………….. (attached)

Signed on behalf of Contractor ………………………………………………….Date ………………………………

I accept the above price and programme and instruct you to carry out the Task

Signed on behalf of Employer ……………………………………………………Date ………………………………

Annexure B



QUARTERLY MANAGEMENT REPORT: SAMPLE

The contractor shall present a quarterly management report at the quarterly contract meeting. The report should consists of at least the following

A SUMMARY PAGE:

Quarterly:

Overtime hours & cost per employee Additional normal time hours & cost per employee Normal labour cost Materials supplied total cost Summary of items bought with unit cost > R1000 Number of new work orders Number of open work orders

Financial year to date:

Total over time hours & cost per employee to date vs. budget Total additional normal time hours & cost to date Vs budget Normal labour cost tot date vs. budget Materials supplied to date vs. budget Number of work orders to date

B ANNEXURES:

Copy of Quarterly Normal/ Fixed labour invoice Copy of Quarterly Materials and overtime invoice Workshop inventory summary report Work order summary report List of all the routine maintenance work done during the past 4 months List of all the routine maintenance work due to start within the next quarter List of items requiring attention with recommendation & cost



ANNEXURE C - WORKSHOP INVENTORY CONTROL:

The contractor shall implement a detailed spares inventory control system in his workshop:

The system should be able to provide the following information:

Item code Description Item cost Quantity on hand Quantity received Quantity issued Inventory valuation Inventory stocktaking & reporting thereon Supplier information Production of purchase authorisation forms Recording of purchase orders Inventory issue documentation Issue of inventory and signature thereof Reporting on receipts Reporting of issues to various cost centers Reporting on inventory movements

Allowance should be made for the following: Labeling the physical storage of the items Count and value existing stock Coding of items



Annexure D

EQUIPMENT INVENTORY DATA FORM: SAMPLE

EQUIPMENT INVENTORY DATA

(Separate form for each item of equipment)

Sequence No:

1 DATE:

2 BUILDING NAME:

3 FLOOR:

4 ROOM USAGE:

5 ROOM NUMBER:

6 EQUIPMENT DESCRIPTION:

7 MAKE:

8 MODEL NUMBER:

9 SERIAL NUMBER:

10 YEAR MANUFACTURED:

11 YEAR INSTALLED:

12 CAPACITY:

13 MOTOR MAKE:

14 MOTOR KW:

15 MOTOR FRAME SIZE:

16 VISUAL CONDITION: (A,B,C,D,E)

17 AUDIO CONDITION:(A,B,C,D,E)

18

Notes:1. All the equipment visited should be numbered with a unique number

when visited the first time (use a permanent marker)2. Condition:

A - Good condition no visible or audio defectsB - Operational with either visual or audio defects (supply brief list)C - Working but very poor condition with very visible or audible

defects.D - Equipment is dismantled or visibly not operable

E - Equipment not in operation at time of assessment





Part C2: Service Schedules

Schedule 11: Amendments by Contractor Page 111

Schedule 12: Contractor’s equipment schedule Page 112

Schedule 13: Contractor’s schedule of subcontractors Page 114

Schedule 16: Contractor’s proposed work plan Page 118

Schedule 17: Contractor’s health & safety plan Page 119





SCHEDULE 11 : Amendments by Contractor

The tenderer should record any amendments (i.e. deviations, qualifications, alterations or modifications) he may wish to make to the tender documents in this Schedule. Alternatively, a tenderer may state such amendments in a covering letter and append such letter to this Schedule.

The tenderer’s attention is drawn to clause F.3.8 of the Standard Conditions of Tender referenced in the Tender Data regarding the Employer’s handling of material deviations and qualifications. If no amendments are allowed for this tender, clause F.3.8 will state so and same would also be indicated in the table below. If amendments are allowed but none desired by the tenderer, this Schedule is to be marked NIL in the table below.

IMPORTANT: No alternative tender will be considered unless a tender free of qualifications and strictly on the basis of the Tender Documents is also submitted.

PAGE / ITEM CLAUSE / DESCRIPTION

NO ALTERATIONS/AMENDMENTS BY CONTRACTOR ALLOWED FOR THIS

CONTRACT. TENDERER MUST SIGN SCHEDULE TO ACKNOWLEDGE.

(If not enough space, attach additional pages. If no amendments are desired, mark NIL.)


Date:…………………………………………………………….




WESTERN CAPE GOVERNMENT

DEPARTMENT OF HEALTHNew Somerset Hospital - Routine Maintenance, Service and Repair of Mechanical Systems

SCHEDULE 12 : Contractor’s equipment schedule

The tenderer must furnish the details of the equipment required for the execution of this contract. The tenderer must differentiate, where applicable, between Equipment immediately available, Equipment which will become available by virtue of outstanding orders, and Equipment to be acquired or hired for the works should the tenderer be awarded the contract.

EQUIPMENT DESCRIPTION(Type, size, capacity, etc)

AVAILABLE (A)ON ORDER (O)

HIRED (H)NUMBER OF



EQUIPMENT DESCRIPTION(Type, size, capacity, etc)

AVAILABLE (A)ON ORDER (O)

HIRED (H)NUMBER OF

(Append separate page if not enough space, or enter NIL if nil)


Date:…………………………………………………………….






SCHEDULE 13 : Contractor’s schedule of specialised subcontractors

The tenderer herby notifies the Employer of his intention to use the following specialised subcontractors for work in this contract. Acceptance of this tender does not constitute approval of all or any of the listed specialised subcontractors by the Employer . Should any of the specialised subcontractors not be approved subsequent to acceptance of this tender, this in no way invalidates this tender, and the tendered unit rates for the various items of work remain final and binding, even in the event of a specialised subcontractor not listed below being approved by the Employer.

WORK TYPE OR

CATEGORY

SUBCONTRACTOR(Name, address, contact person, phone, fax,

organisation details, experience)

WORK ITEMS(As per bill of

quantities)

ESTIMATED COST



WORK TYPE OR

CATEGORY

SUBCONTRACTOR(Name, address, contact person, phone, fax,

organisation details, experience)

WORK ITEMS(As per bill of

quantities)

ESTIMATED COST

TOTAL SUBCONTRACTED AMOUNT (Excluding VAT) R

(Append separate page if not enough space, or enter NIL if nil)


Date:…………………………………………………………….






SCHEDULE 14 : Contractor’s list of trained qualified staff

The tenderer must furnish the details of the trained technical staff employed by him/her required for the execution of this contract. The tenderer must also identify the registered SAQCC Air-Conditioning and Refrigeration Practitioner with his/her category classification and registration number so that we can verify of his or her membership is active who will be employed on the site.

Name of Employee with years’ experience Highest qualification with SAQCC Registration number

Number of years employed by

contractor





SCHEDULE 15 : List of similar previous contracts done

Contractor to list at least 3 similar contracts done the past 12 months with contract value above R250 000.00

Contract Name, Building and Town Value of contract in Rand Contract period in months

Name of contact person and tel number





SCHEDULE 16 : Contractor’s proposed work plan

The tenderer must append a proposed work breakdown and programme, reflecting the proposed sequence and rate of execution of the various activities comprising the work for the contract, to this schedule page.

This programme must be in the form of a sufficiently detailed bar chart (Gantt chart) or similar acceptable time/activity form reflecting the proposed sequence and rate/duration of the various activities and the quantities of work that will be carried out every week under each of the items comprising the work scope for this contract. Working hours for the execution of this contract must be indicated, and the programme must clearly indicate project milestones where applicable and the critical path of the activities through the work schedule.

The tenderer must take into account all requirements as per the project specifications referenced in the Contract Data of this document when drawing up the programme.

Details of the Contractor’s proposed work programme must be appended to this Schedule.


Date:…………………………………………………………….

Number of Proposed Work Programme pages appended by the tenderer to this Schedule: .........................





SCHEDULE 17 : Contractor’s H ealth & Safety Plan

Tenderers are to note the requirements of the Occupational Health and Safety (OHS) Act No. 85 of 1993 and the Construction Regulations 2003 issued in terms of Section 43 of the Act. The tenderer shall be deemed to have read and fully understood the requirements of the above Act and Regulations and to have allowed for all costs in compliance therewith.

In this regard the tenderer shall submit with his tender, appended to this Schedule, a detailed Health and Safety Plan in respect of the works in order to demonstrate the necessary competencies and resources to perform the works all in accordance with the Act and Regulations. The Health and Safety Plan shall cover inter-alia the following details:

- The safety management structure including the names of all designated persons such as the construction supervisor and any other competent persons;

- Safety method statements and procedures to be adopted to ensure compliance with the OHS Act.

Aspects to be dealt with include: - Public vehicular and pedestrian traffic accommodation measures;- Control of the movement of construction vehicles;- The storage and use of materials;- The use of tools, vehicles and plant;- Temporary support structures;- Dealing with working at height;- The use of batch plants;- Excavation work;- Demolition work;- Security, access control and the exclusion of unauthorised persons.- The provision and use of temporary services;- Compliance with way leaves, permissions and permits;- Safety equipment, devices and clothing to be employed;- Emergency procedures;- Provision of welfare facilities;- Induction and training;- Provision and maintenance of the health and safety file and other documentation;- Arrangements for monitoring and control to ensure compliance with the safety plan.

Tenderers are to note that the Contractor is required to ensure that all specialised sub-contractors or others engaged in the performance of the contract also comply with the above requirements.

Details of the Contractor’s Health and Safety Plan must be appended to this Schedule.


Date:…………………………………………………………….






Appendix: Drawings, Schematics & AnnexuresDrawings/schematics/annexures (“items”) which are indicated as included in this Appendix in the list of Drawings, schematics & annexures in the Service Information in this document, are attached after this page. Items not included in this Appendix due to size or other considerations (including erroneous omission) must be obtained separately from the Employer. It is the responsibility of the tenderer to ensure he acquires and considers all the items referenced in this document, in the preparation of his tender, which is the assumption when tenders are evaluated.

All items in this appendix are produced separately from the main document before they are bound together, and do not form part of the page numbering in the main document.

For this tender, there are no drawings, schematics or annexures forming part of this contract, apart from any such items which may already be included in the Service Information in this document. The tenderer can therefore ignore this appendix.


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