Objectives

The primary objective of this tender is to secure a qualified supplier capable of performing a comprehensive diagnostic evaluation and repair of a non-functional Tower 3300 P2500 Uninterruptible Power Supply (UPS). The goal is to restore critical power infrastructure to full operational capacity while adhering to strict quality, safety, and regulatory standards mandated by the procuring entity.

Scope of Work

The contract encompasses the end-to-end diagnostic assessment, component-level repair, and restoration of a Tower 3300 UPS (Serial: 873/SLAFSGA, Rating: 20KVA/16KVA, Output: 230/400V, equipped with 32 batteries). The quoted price must be all-inclusive, covering insurance until final acceptance, applicable import duties, transportation, handling, and all necessary disbursements. The supplier is also responsible for providing ongoing diagnostics and repair support following the initial restoration.

Technical Requirements

• Quality Accreditation: Bidders must hold valid ISO 9001 accreditation, or provide an OEM ISO 9001 certificate alongside an official authorization letter confirming the bidder as an approved supplier and service agent.
• Delivery & Support Timeline: The supplier must guarantee product availability and completion of diagnostics/repairs within eight weeks of purchase order issuance. Tiered scoring applies for 10–12 week timelines.
• Specification Compliance: Full adherence to all technical specifications is mandatory, supported by evidence of three or more comparable reference projects (one to two references allowed for substantial compliance).
• Procurement Scoring Model: Evaluation follows an 80/20 weighting system under South African preferential procurement regulations, allocating 80 points to price and 20 points to socio-economic transformation credentials.
• Mandatory Documentation: Submission of a valid Tax Clearance Certificate, Declaration of Interest (SBD 4), B-BBEE certificate or affidavit, and COID Letter of Good Standing (where applicable) is compulsory.

Skills & Capability Requirements

• Dedicated Service Infrastructure: Access to a specialized service and repair workshop equipped to handle high-capacity industrial UPS systems.
• Qualified Personnel: Employment of certified technicians with proven expertise in UPS diagnostics, battery management, power electronics, and system commissioning.
• Spare Parts Management: Maintenance of a stocked inventory of critical spare components to ensure rapid fault isolation and minimize repair lead times.
• Project Execution Capability: Demonstrated ability to manage logistics, conduct rigorous testing, ensure regulatory compliance, and facilitate seamless handover without operational disruption.

Key Procurement Terms & Clarifications

PPPFA 80/20 Point System: A South African public procurement framework where bids are evaluated primarily on price competitiveness (80%) and Broad-Based Black Economic Empowerment (B-BBEE) status levels (20%). Preference points are awarded based on the bidder’s verified contribution level, ranging from 20 points for Level 1 contributors down to zero for non-compliant entities.

SBD Forms & COID: Standard South African bidding compliance documents. SBD 4 requires formal disclosure of any existing business or familial relationships with the procuring organization. COID (Construction Industry Development Board) registration may be required depending on the classification of the work.

General Conditions of Contract (GCC): Standard legal and commercial terms governing delivery schedules, warranties, liability limits, payment terms, and dispute resolution. Bidders must accept these conditions without deviation.

Compliance Thresholds: Bids that fail to meet minimum functionality scores, lack mandatory documentation, or demonstrate insufficient technical capability will be automatically disqualified before price evaluation. All bid-related communications must be routed exclusively through official designated channels to maintain procurement integrity.