INVITATION TO BID (SBD 1)
YOU ARE HEREBY INVITED TO BID FOR THE FOLLOWING SPECIFIED SUPPLY REQUIREMENTSBID NUMBER: / NRF/SAAO/2014/016 / CLOSING DATE: / 26 September 2014 / CLOSING TIME / 11:00
BID DESCRIPTION
SAAO Sutherland: Supply, installation and testing on site of new Distribution Boards
Bidders are required to fill in and sign the written offer form (SBD7 Contract Form – Part 1) in this Invitation
Preferential Procurement System Applicable (points for price: points for procurement preference): 80:20
Briefing Session / No Site Compulsory / Date and Time: / NA
Location: / All queries can be directed to Grant Southey in writing -
BID DOCUMENTS ARE TO BE DEPOSITED IN THE BID BOX SITUATED AT:
EITHER PHYSICALLY OR BY COURIER / ELECTRONICALLYSAAO Site
Observatory Road
Observatory
Cape Town / Email to:
Your file name should be NRFSAAO2014016YourCompanyName
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ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE DIRECTED TO:Contact Person: / Grant Southey
Tel: / 021 4609376
Email: / / (do not use this address for bid submission)
Bidders should timeously deliver bids to the correct address. If the bid is late at the NRF address, it is not considered.
The bid box is open from 08h00 to 16h30 South African times, 5 days a week (Monday to Friday). Electronic bid box is open 24 hours and a date/time audit trail is maintained.
ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS IN THIS INVITATION (NOT TO BE RE-TYPED) WITH ADDITIONAL INFORMATION ON ATTACHED SUPPORTING SCHEDULES
THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS - 2011, THE GENERAL CONDITIONS OF CONTRACT (http://www.saao.ac.za/gcc/) AND SPECIAL CONDITIONS OF CONTRACT AS STIPULATED IN THIS INVITATION.
THE FOLLOWING PARTICULARS MUST BE FURNISHED AS LEAD PAGE OF THE BID RESPONSE
BID NUMBER: / NRF/SAAO/2014/016 / CLOSING DATE: / 26 September 2014 / CLOSING TIME / 11:00
NAME OF BIDDER
REPRESENTED BY
POSTAL ADDRESS
PHYSICAL ADDRESS
TELEPHONE NUMBER / CODE / NUMBER
CELL PHONE NUMBER / CODE / NUMBER
FACSIMILE NUMBER / CODE / NUMBER
CIDB
REGISTRATION / LEVEL & CODE / NUMBER
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E-MAIL ADDRESSVAT REGISTRATION NUMBER
HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN SUBMITTED? / YES or NO
PREFERENCE CLAIM FORM BEEN SUBMITTED FOR YOUR PREFERENCE POINTS? (SBD 6.1) / YES or NO
(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST SUPPORT PREFERENCE POINTS CLAIMED
IF YES, WHO WAS THE B-BBEE CERTIFICATE ISSUED BY
AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) /
A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS); OR /
A REGISTERED AUDITOR /
[Tick Applicable Box]
ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS/SERVICES/WORKS OFFERED? / YES or NO
IF YES ENCLOSE PROOF
SIGNATURE OF BIDDER
NAME of BIDDER
DATE
CAPACITY UNDER WHICH THIS BID IS SIGNED
BID RESPONSE SUBMISSION FORMAT / CHECKLIST
No of originals / 1 / Number of bid pack copies / 1 electronicPack split into “Technical” and “Awarding” Sections / No / Two envelope system required / No
Proposal – Bidder’s B-BBEE Transformation Program / Yes / No
SUPPLIER ACCREDITATION
Provide documentation per the NRF Prospective Supplier Accreditation Pack
available at http://www.saao.ac.za/supplier-reg/ / Yes / No
Provide evidence of being an Accredited Prospective Supplier registered in the NRF Supplier Database / Yes / No
Certified copies of certificate of incorporation (as per entity type) / Yes / No
1. Background to the National Research Foundation and its business units
The National Research Foundation (NRF) is a juristic person established in terms of section 2 of the National Research Foundation Act, Act 23 of 1998 and a schedule 3A public entity in terms of the Public Finance Management Act. The NRF is the government’s national agency responsible for promoting and supporting research and human capital development through funding, the provision of National Research Facilities and science outreach platforms and programs to the broader community in all fields of science and technology, including natural science, engineering, social science and humanities.
The South African Astronomical Observatory (SAAO) is the national centre for optical and infrared astronomy in South Africa. It is a facility of the National Research Foundation under the Department of Science and Technology. Its prime function is to conduct fundamental research in astronomy and astrophysics by providing a world-class facility and by promoting astronomy and astrophysics in Southern Africa. SAAO headquarters are in the suburb of Observatory in Cape Town. The main telescopes used for research are located at the SAAO observing station (32°22.795’S 20°48,657’E) near Sutherland in the Northern Cape, a 4-hour drive from Cape Town.
2. Scope of Work
The Scope of the Contract consists of the work performance relative to the Distribution Board requirements associated with the upgrade of the existing internal electrical infrastructure of the SAAO, SUTHERLAND Facility up to the defined Battery Limits.
Work included in the Contract
Except for the work specifically excluded below, the successful bidder shall provide and do everything necessary to execute the work specified in or reasonably to be inferred from this specification, the drawings listed in the Drawing Register hereof and the Contract in its entirety including, but not necessarily limited to the following:-
(a) the design, fabrication and factory acceptance testing of the specific Electrical Distribution Boards;
(b) the collection of Equipment, loading, transportation to , off-loading at and receiving of same into Contractor's store, or the receiving of Equipment at the successful bidder's store;
(c) the supply, delivery to, off-loading at and handling on Site of all Material as well as the painting (and touching up) thereof, as applicable, and as required by this Specification;
(d) the removal from Equipment of all packing materials such as protective mouldings, transportation supports, stiffeners and struts and the transportation thereof to and off-loading at a point designated by the Engineer for that purpose;
(e) the checking of all Equipment for conformity to packing lists and for damage and the reporting to the Engineer of any discrepancies or damage discovered;
(f) the erection of all Plant and the modification of existing panels in accordance with drawings and specifications;
(g) the performance of meggar, continuity and loop checks and performance of all Electrical Tests as detailed herein, including the provision of all necessary test apparatus to complete the site Acceptance Tests;
(h) the timeous supply and supervision of all labour required to complete the Works;
(i) the provision by successful bidder of its own site establishment including the provision of a "safe" area for material and equipment;
(j) the supply of Documentation as specified.
(k) the supply of all Construction Equipment necessary for the execution of the Works.
(l) the inspection and testing of data cabling, power cabling, luminaries, air conditioning unit, cable supports etc. as required by the distribution boards and metering system.
Work excluded from the Contract
The following work is excluded from the Scope of this section of the Contract:-
(a) Any civil and structural work;
(b) Sleeves and drawpits for all electrical and communication cables.
(c) Installation of a landline internet connection.
Supply of Plant
Equipment
All Equipment associated with this installation will be supplied by the supplier.
Material
Material to be supplied by supplier shall include all Plant not supplied by the SAAO in accordance with the clause above shall include but may not necessarily be limited to:-
(a) cables, cable glands, cable trays, "Pratley" type cable junction boxes, conduits, conduit fittings, cable markers, cable clamps, strapping and trunking;
(b) hot dip galvanised supports/brackets;
(c) crimp connectors, metal and/or plastic tags for cables, conduit, screws, bolts, plate, angle iron, paint and holding down bolts;
(d) engraved labels as per schedule.
(e) consumables, such as gas, oxygen, grinding wheels, cutting discs, molycote, graphite, oil, drills, saw blades, brushes, solder, paint, tape, welding rods, etc., necessary for the Completion of the Works;
(f) Shim Plates;
Battery Limits
The following are the Battery Limits (i.e. the boundaries applicable to the Works);
Distribution Boards
The Battery Limits for Distribution Boards shall be all work within the respective units and the Site Acceptance Tests.
On completion of the work the supplier shall supply the SAAO with the "Certificate of Compliance" as required by the Occupational Health and Safety Act (85/1993).
Site Installation Requirements
Whist appreciating that the electrical equipment is supplied by specialised manufacturers, but connected by a local, experienced, electrical contractor, the onus remains with the Manufacturers to ensure that all material and fittings, required to complete the installations on site, are supplied with the various Units.
Target Solutions
· Fully appreciate the content of the specifications and configuration of the new Utility Building Main Distribution Boards in their entirety, ensuring that there are no qualifications pertaining to equipment, material and fittings at tender submission.
Disruption to Operations
The new electrical equipment will be housed in discrete, newly built MV Switch-rooms and DB rooms.
Target Solutions
· Due to the parallel incorporation of the new Switchgear there will be disruption to the existing operations until the main supply is swung over from the existing to the new switchgear. This will only occur through liaison with the appointed SAAO representative on site at the appropriate times. The Distribution Board Manufacturer will need to coordinate with the electrical subcontractor accordingly.
Harsh Atmospheric Conditions
Cognisance is to be taken of the harsh Atmospheric conditions during the site installation and acceptance testing.
Target Solutions
· Ensure adequate and appropriate PPE on site at all times.
Setting out of the Work
Scaled drawings representing the conceptual Distribution Boards configuration are presented for the Utility Building 1 and Utility Building 2.
Target Solutions
Upon appointment, actual Measurements of the Distribution Boards are required for setting out the particular equipment within the new switch-rooms. Future Meter dimensions and installation requirement information will also be required upon appointment for accommodating the particular equipment within the new Distribution Boards in future
3. Context
As part of the extensive Electrical upgrade at the Sutherland SAAO Facility, new Utility Building Main Distribution Boards need to be installed. The Utility Building Main Distribution Boards will distribute power to the various loads as required throughout the respective buildings. This scope covers the supply of the Utility Building Main Distribution Boards to meet the new requirements.
4. Specification of Goods and Services being Procured
Making reference to the Specifications and Drawings referenced within this document, the scope of work essentially comprises the supply, factory testing, transportation and installation on site of the new Utility Building 1 and 2 Main Distribution Boards, inclusive of all accessories required.
The Utility Building1 Main Distribution Board will be installed in Utility Building 1, located on the residential plateau
The Utility Building 2 Main Distribution Board will be installed in Utility Building 2, located on the Astronomical plateau.
Utility Building 2 will become a strategic load centre on the Astronomical plateau and form part of an overall Medium Voltage (MV) ring supply.
The Distribution Board supplier’s scope is to supply, offload, rig and position the Electrical Distribution Boards in the fastest practical time. All equipment will be awarded to one bidder but through the tender adjudication processes, the availability and cost of works will establish the appropriate appointment.
Reference is to be made to the enclosed Data Sheets and Drawings, all forming an integral part of this documentation. These documents must be downloaded from www.saao.ac.za/lvswitching/
5. Applicable Standards (South African National Standards)
REFERENCE AND STANDARD DOCUMENTS
Act 85 of 1993:Regulations 8:
SANS 10142:
SANS 10439: / Occupational Health and Safety Act.
The Electrical Machinery Regulations
The Wiring of Premises
Switchboard Manufacture
Reference Documentation
The order of preference for all reference documentation shall be:
· Statutory Regulations
· Data Sheets
· This Specification
· Single Line Diagrams
· Codes and Standards
6. Local Content Requirements
All cables need to conform to the Department of Trade and Industry's (DTI) requirement of local content and the threshold has been set at 90%. This applies to the cabling only and not labour and other products. SBD6.2 and annexure C, must be completed and further details can be found on the DTI's website (http://www.dti.gov.za/industrial_development/ip.jsp).
7. Evidence of Supply Capacity (Technical Merit)
Bidders are required to provide a profile of themselves for evaluation of their capacity to perform the work, which details the resources available. No more than 3 pages.
8. Evidence of Supplier Capability (Technical Merit)
Bidders are required to supply three (3) references from customers, showing their expertise. These letters must address the suppliers ability to supply timeously, the quality of workmanship and equipment, and the customers overall experiences with the supplier. NB! The template for these letters is included at the end of this document.
The successful bidder will be a CIDB registered contractor with at least a level 2 EP rating.
9. Performance Level Management
The service provider performance is measured against the levels specified in the Specification section of this document.
10. Contract Manager - SAAO
The appointed service provider reports to the specified SAAO project manager.
Meetings, where needed, will be scheduled between both parties.
11. Health and Safety
The successful bidder must comply with all aspects of the OHSACT (Act 85 of 1993), while performing work on the SAAO site. All bidders are to submit copies of their current status of the company's registration with the Department of Labour for Workmen's Compensation or Letter of Good Standing from Commissioner.
12. Contract Period
The contract will commence with immediate effect upon signing of Acceptance of Offer and will continue for the period until the sign off is given by the SAAO designated Engineer.
13. Product / Service Delivery Validation
Invoices are submitted to SAAO representatives validate that delivery of goods / works / services has been made and at the required quality and on time. No invoices for outstanding deliverables or for any unproductive or duplicated time spent by the service provider are validated for payment.