Objectives

The primary objective is to appoint a qualified service provider to service, maintain, and repair six existing diesel generators at the Pretoria National Botanical Garden over a thirty-six-month contract period. The goal is to ensure uninterrupted power supply, safe operational conditions, and optimal efficiency for critical garden facilities.

Scope of Work

• Generator Portfolio: Service six units ranging from 50kVA to 1MVA capacity located across the Herbarium, Restaurant, Tea Garden, Concert Stage, Education Centre, and Garden Offices.
• Maintenance Schedule: Conduct biannual major servicing, biannual minor servicing, and quarterly load testing. Provide emergency call-out support for after-hours or weekend breakdowns.
• Parts & Consumables: Replace all necessary consumables, spare parts, components, and batteries. Issue warranties for workmanship and guarantees on installed parts.
• Documentation & Handover: Complete job cards for every intervention, signed off by Facilities Management or Security (for emergencies). Submit test certificates proving equipment efficiency.
• Testing Protocols: Provide calibrated instruments and conduct up to twenty-four-hour continuous operational tests with seventy-two hours written notice prior to commissioning.

Technical Requirements

• Registration & Compliance: Minimum CIDB grading of 2EB, active Central Supplier Database (CSD) registration, and COIDA litigation clearance.
• Safety Documentation: Submission of a comprehensive Health and Safety Plan and File compliant with the Occupational Health and Safety Act and Construction Regulations 2014.
• Insurance & Risk: Professional indemnity/liability coverage of R5 million per claim. The contractor bears full risk for damage to works during execution and must reinstate any destroyed portions.
• Financial Instruments: Performance guarantee equal to ten percent of the contract sum. Ten percent retention money (capped at five percent), reducing to two and a half percent upon practical completion, with the balance released after the defect liability period.
• Contractual Framework: Re-measurement contract model. Fixed price adjustments are excluded. Penalty of R400 per day applies for delayed completion. Payments processed within thirty days.

Skills and Experience Requirements

• Company Experience: Preference given to firms with over nine years of relevant generator maintenance experience. Bidders must submit verifiable reference letters for past similar projects.
• Key Personnel: Assignment of a dedicated artisan diesel mechanic and artisan electrician. Preference is scored based on years of field experience, with over six years receiving maximum points.
• Methodology Submission: A concise document (maximum five pages) outlining the proposed approach, project timelines, deliverables, resource allocation, and safety monitoring systems.
• Evaluation Threshold: Two-stage evaluation. Phase 1 assesses functionality (100 points); bidders must score at least 70 points to qualify for price consideration (Phase 2).

Explanation of Unusual or Complicated Terms

• Re-measurement Contract: Final payment is calculated based on actual quantities of work verified post-execution, rather than relying on initial estimated quantities. This protects both parties against quantity fluctuations.
• Section 37(2) Agreement: A statutory requirement under South African labour law where principal contractors formally sign agreements acknowledging shared legal responsibility for maintaining a safe working environment on site.
• 80/20 Preference Point System: A public procurement scoring model awarding eighty points for the lowest acceptable price and twenty points based on Broad-Based Black Economic Empowerment (B-BBEE) ownership metrics (race, gender, and disability).
• Latent Defect Period: A one-year warranty phase following practical completion during which the contractor remains legally liable for repairing hidden faults or deficiencies that were not apparent at handover.