DEPARTMENT OF FACILITIES MANAGEMENT MAINTENANCE AND SERVICES INVITATION TO TENDER UNIVERSITY OF PRETORIA ELECTRICITY INFRASTRUCTURE SURVEY Tender No : FM/SUR/2014/104 Closing Date : 14 March 2014 Time : 12H00 Compulsory Briefing : 28 February 2014 Time : 13:30 Venue : Room 1-62 Technical Services Building 1. INTRODUCTION The University of Pretoria (UP) has established a need to undertake a detailed survey to determine and assess the condition, capacity and impact of the existing network and infrastructure in relation to all the existing and future buildings and related facility expansions on the different campuses. The aim is to appoint a suitable service provider to conduct the survey according to specification guidelines and to determine viable and sustainable solutions to support current and future development. The survey will assess the following: UP Electricity Infrastructure Page 1 of 8
UNIVERSITY OF PRETORIA VISION To be a leading research-intensive university in Africa recognised internationally for its quality, relevance and impact, developing people, creating knowledge and making a difference locally MISSION In pursuing recognition and excellence in its core functions of teaching, learning and research, and integrating community engagement into these, the University of Pretoria will use quality, relevance, diversity and sustainability as its navigational markers. SCOPE OF WORKS The successful tenderer is expected to provide the following services: 1.1. ELECTRICITY INFRASTRUCTURE SURVEY BRIEF A detailed survey of the existing 11 kv distribution network on the following campuses of the University of Pretoria (UP): 1. Hatfield Campus (Including Ladies Residences) 2. Hillcrest Residence Campus 3. LC De Villiers Sports Campus 4. South Campus 5. Groenkloof Campus 6. Medical Campus North of Dr Savage Road 7. Medical Campus South of Dr Savage Road (Prinshof) 8. Onderstepoort Campus 9. Mamelodi Campus The attached outdated drawings will provide some guidance regarding the layout of the current 11 kv distribution network. The drawings must be updated to reflect the true installation of the University's electrical equipment and infrastructure (Single Line Diagram and cable routes). Page 2 of 8
OBJECTIVES The object of the survey which should include a detailed report, updated drawings and recommendations is to: Determine the condition of the installed equipment: cables, transformers, switchgear, protection equipment and battery tripping units. Determine the impact on the electrical load of all the existing and future buildings and related facility expansions on the different campuses. Consider the optimum utilisation of the existing power supply and distribution infrastructure. Advise on approved methods to upgrade and/or expand the existing power supply and distribution infrastructure if required. DELIVERABLES Interaction with the City of Tshwane (CoT) Electricity Department and any other authority that supplies the UP campuses with bulk electricity. Establish the Notified Maximum Demand of the supply agreement as well as the available maximum demand and the fault level of the supply at the main intake substations. Indicating this information on the single line diagrams (SLD). Inspection of all the existing substations and mini-substations of the campuses connected to the different 11 kv networks to determine the nature, design and type, condition and age of the feeder cables, switchgear, transformers and transformer LV breakers. Performing load and quality of supply measurements of current loads and compiling a future base load estimate for each campus. Interaction with the Department of Facilities Management Projects to identify the planned facility expansions and the impact thereof on the existing electrical network. Compiling of Locality Plan indicating all existing substations on the campuses with interactive display of each substation s details. Updating the single line diagrams incorporating all relevant cables, transformers and switchgear data and providing a copy thereof for display in each UP Substation and mini-substation. Page 3 of 8
Considering the efficiency of the existing network, switchgear and substations to supply the current and projected power needs. Submitting recommendations based on the findings of the survey in support of the project objective. Building of a power analysis software model of the network to do quick load flow studies and fault level calculations for any future expansions and management of the 11 kv network. Providing a software programme, training and support to UP personnel to operate and use the software for future management. All abovementioned drawings and diagrams to be provided to the UP in hardcopy and in electronic copy, DWG and PDF format. 2. RESOURCES Tenderers must allow for sufficient resources and disbursements for the project as indicated in the deliverables specification bullets and paragraphs. The maximum estimated time frame of this project is 6 weeks. Tenderers agree to this time frame by way of this tender submission. The completed report and documentation as set out in the specifications are to be submitted to the University of Pretoria 6 weeks from the date that the purchase order for the service is received from UP. 3. PRICING SCHEDULE All pricing must be submitted on the pricing schedule provided (Annexure 2.2: Pricing Schedule: UP Electricity Infrastructure Survey). All prices must be inclusive of VAT. Page 4 of 8
4. EVALUATION CRITERIA The Evaluation of the tender is based on the Preferential Procurement Policy Framework Act (PPPFA) (Act 5/2000). Tenderers will be adjudicated on an 80/20 or 90/10 preference point system as set out in the (PPPFA) (Act 5/2000). Detailed evaluation results and submission ratings will not be made available. The evaluation criteria forms a basis for the selection of the successful tenderer, however, the University of Pretoria shall not be obliged to accept the lowest tender or any other tender whatsoever and reserves the right to accept the submission which it deems to represent the best overall value and/or is in the best interest of the University (General Terms and Conditions of Tender). 5.1 The following criteria will be used for the evaluation of the tender submissions based on the (PPPFMA Act 5/2000): PRICING AND OTHER FACTORS 80% 90% B-BBEE 5 STATUS 20% 10% TOTAL 100% 5.2 B-BBEE RATING (ONLY SANAS OR IRBA RATING IS ACCEPTED) The B-BBEE points for this tender are allocated as follows: B-BBEE Scores B-BBEE Status level of Number of points tenderer (90/10) 1 10 2 9 3 8 4 6 5 4 6 3 7 2 8 1 NON-COMPLIANT 0 Page 5 of 8
6. DOCUMENTS TO BE SUBMITTED: Tender Submission Form (Attachment on Web Advert) Pricing Schedule (Attachment on Web Advert) Registration document of the enterprise (CK1/CK2 or CM29/CM22) VAT registration certificate (VAT 103) Tax Clearance Certificate (in good standing) issued by SARS Original Proof of banking details by means of: A bank cancelled cheque OR Written confirmation of account details from banking Institution (only letters dated within the last three months will be accepted). A valid B-BBEE certificate issued by a SANAS or IRBA accredited verification agency Company profile Proof of insurance and current limits for both public liability and contractor s all risk insurance Proxy : Attach a director s resolution or proxy, authorising the signatory on the tender documents on behalf of the Service Provider if applicable Page 6 of 8
7. LIST OF CONTACTABLE REFERENCES The Service Provider shall provide a contactable customer reference list (minimum of 3 (three) most recent references, but may not exceed 5 (five) of work of a similar nature. All references provided should not be older than 5 (five) years. 8. TENDER AWARD The University of Pretoria reserves the right to accept or reject any tender fully or partly without assigning any reason. No late tenders will be accepted and the onus shall be on tenderers to ensure that all tender documents are received in time. The University will not accept responsibility or make any allowances for delays of the delivery of the tender documents and no grace periods will be allowed. Detailed evaluation results and tenderer ratings will not be made available. In the event that any form provided does not have adequate space for the Service Provider to provide the requested details, the details should be provided in annexure/addendum and the Service Provider must refer to such annexure/addendum in the form provided. The submission of a tender shall be deemed to constitute acceptance by the Tenderer of all the General Terms and Conditions of Tender. Page 7 of 8
DELIVER TO: University of Pretoria Director: Facilities Management Maintenance and Operations Technical Services building (Entrance: Corner of Roper & Prospect streets, Hatfield, Pretoria) Room 3-78 NO LATE SUBMISSIONS WILL BE ACCEPTED. 9. ENQUIRIES Please contact Mr Corne Slabbert with any enquiries: Mr Corne Slabbert Department of Facilities Management Maintenance & Operations Corne.slabbert@up.ac.za Technical Services Building Room 2-95 Tel: (012) 420 5756 Page 8 of 8