Objectives

To appoint a qualified and compliant service provider to perform comprehensive servicing, maintenance, and repair of a diesel generator located at the Mthatha Embassy, ensuring reliable power supply and adherence to public sector procurement and facilities management standards.

Scope of Work

The successful bidder will be responsible for attending to all aspects of generator servicing as detailed in the Terms of Reference and Pricing Schedule. This includes routine preventive maintenance, fault diagnosis, component replacement, performance testing, and corrective repairs. The contractor must submit a realistic execution programme and cash flow within 14 days of contract commencement, followed by a compliant health and safety plan within 21 days. Access to the facility is contingent upon meeting health, safety, and potential security clearance requirements. The contract operates under standard Facilities Management conditions, allowing for variations, identified projects, and monthly performance-based payments.

Technical Requirements

• CIDB contractor grading of 1 ME, 1 EB, or higher (PE grading for emerging enterprises).
• Submission of a fully priced Bill of Quantities or Lump Sum Document.
• Proof of vehicle ownership or a valid lease agreement for a vehicle with a minimum half-ton loading capacity.
• A valid Diesel Mechanic Trade Test Certificate issued by an accredited institution, held by a company director or employee.
• Employment of at least one certified Diesel Mechanic Artisan.
• Completion of all mandatory Department of Public Works returnable schedules, including Bidder’s Disclosure, Board Resolutions, and Preference Points Claim Form.
• Submission of a company organogram, CVs, and certified ID copies for all principals and key personnel.
• Compliance with occupational health and safety legislation, including provision of a site-specific health and safety plan.
• Potential requirement for security clearance for all personnel accessing the embassy premises.

Skills Requirements

• Nationally accredited qualification as a Diesel Mechanic (Trade Test Certificate).
• Minimum of one registered Diesel Mechanic Artisan available for deployment.
• Demonstrated experience in generator servicing, mechanical maintenance, or facilities management projects.
• Proven capacity to manage contract administration, including programme scheduling, cash flow forecasting, and reporting.
• Ability to comply with strict documentation, security, and confidentiality protocols required for diplomatic/government facilities.

Explanation of Unusual or Complicated Terms

• CIDB Grading: A South African Construction Industry Development Board classification system that rates contractors based on financial turnover, project complexity, and technical expertise (e.g., ME = Micro Enterprise, EB = Established Business, PE = Potential Emerging).
• 80/20 Preference Point System: A procurement evaluation model where 80 points are allocated for competitive pricing and 20 points for socio-economic transformation goals, such as black ownership, local municipal presence, and empowerment of women, youth, or persons with disabilities.
• B-BBEE Affidavit: A sworn declaration allowing qualifying micro or small enterprises to self-certify their Broad-Based Black Economic Empowerment status for preferential procurement points, bypassing the need for costly third-party verification.
• CPAP Adjustment: Cost Price Adjustment Protocol, a contractual clause permitting periodic price revisions based on published inflation indices to account for cost fluctuations over the contract duration.
• Domicilium Citandi et Executandi: A legal term designating the official physical address where all formal notices, correspondence, and legal processes must be served under the contract.