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REQUEST FOR QUOTATION

DIESEL GENERATOR PREVENTIVE MAINTENANCE

Benson Informatics (T) Ltd wishes to engage a suitable SERVICE PROVIDER


firm to manage, maintain and service its Generators installed in the sites in
accordance with the terms and conditions of this agreement.

1. DEFINITIONS:
Gen-set Means Generator
Effective Date means the date that shall have been appointed by BOL or
agreed upon Parties as the start date for the performance delivery on the
particular act or function under the agreement.
Job order means any instructions or notification, however, made or given
by BOL for any fault on other defects related to power equipments.
Parties / party means BOL and SERVICE PROVIDER including their duly
authorized agents.
Restoration Time means the time within which the defects / faults on the
power equipments, causing the Down Time are rectified and site is made
fully operational.
Site means the specific location where BOL has the Generator installed
2. DURATION OF APPOINTMENT
Subject to any termination clauses herein contained, the appointment shall be
valid for the initial period of one (1) year from effective date. The extension of the
duration shall be subject to the satisfactory performance of the services rendered
by SERVICE PROVIDER during the initial period and shall be made by mutual written
agreement between the Parties.

3. SCOPE OF WORK
SERVICE PROVIDER shall perform generator maintenance after getting an
approved call from BOL power engineer. Performing the services in accordance with
the procedures as detailed in SLA and the general terms and conditions of the
Agreement.

Generators Perform servicing and maintenance procedures, including its


assessment of the machines and accessories condition and complete
report.
Thoroughly inspect the Generator without in any way dismantling the
same, check the engine, linkages, all moving parts, control units and
special attachments.
General Servicing: This will include supply & installation of Oil Filter, Fuel
filter, Air filter, Oil, and cleaning the generator.
Change all the necessary oils and filters if the service reasonably
coincides with the period laid down in the Maintenance Instructions of the
Service Manual or if specifically requested by the Customers
representative to do so.
Advice the Customers Operator and Maintenance Fitter/Electrician on the
current maintenance procedures for the Generator set and related
equipment.
Provide a written copy of the Service Report.
Provide a written estimate of costs for any repair work found necessary

4. TAKING OVER OF SITES


SERVICE PROVIDER shall take over sites on written a document received from
authorized official of BOL along with site keys. Both Parties will sign the handling
and taking over site form as approval and acceptance by both Parties.

5. UNDER TAKING AND OBLIGATIONS OF SERVICE PROVIDER

SERVICE PROVIDER undertakes and agrees to maintain and service the


generators at sites in accordance with manufacture instructions and in terms
of the Agreement, the service and maintenance procedures and any other
specifications, in addition to the generally applicable guidelines and
procedures as may be communicated to SERVICE PROVIDER by BOL from
time to time.

In cases of failure due to faults / defects on the Genset other than service
work, SERVICE PROVIDER shall restore the equipments with necessary spares
and materials (after BOL approval) and claim its payment against invoice
produced on monthly basis.

Major works such as minor / major overhauling of Gen sets; will be carried out
upon obtaining approval from BOL. The payment of the same will be obtained
through producing invoice against overhauling carried out on the equipment.
No labor charges will be included.

SERVICE PROVIDER will avail to the power manager or any other official
designated by BOL, a complete and comprehensive check report in the
format of a service and maintenance log sheet of all works and services
accomplished on each individual site, on weekly basis through email or
written document.

SERVICE PROVIDER will highlight all the requisite preventive maintenance


requirements for the equipments and bring them to the immediate attention
of the power manager of BOL on a weekly basis in advance and shall proceed
with the job upon receipt of written clearance from the BOL officials.

In respect of equipment and accessories whose standard parameters of


performance is found very poor and economically not viable for repairs, the
detail of the same will be communicated in writing to BOL by SERVICE
PROVIDER so that BOL can provide replacement of the same

The reports on preventive, curative and adaptive maintenance / repair, other


reports generated on a weekly and monthly will be submitted to BOL by
SERVICE PROVIDER as per schedules.

SERVICE PROVIDER shall provide suitable mobile Gen set at sites where Down
Time expected to be more than 12 hours. Both parties shall agree upon the
price for such provisional works.

SERVICE PROVIDER shall bear the costs of damage / loss or misuse of


equipment or any other damage that may occur at the sites in the event such

loss, misuse or damage has been determined to be the result of SERVICE


PROVIDER, wrong doing or gross miss negligence

SERVICE PROVIDER shall abide by current environment regulations applicable


to its scope of work herein and shall on best efforts basis take all actions to
protect the land and environment where the serviced generators are located.

During the performance of the maintenance services and to the extent in


which the equipment are fully put at the disposal of SERVICE PROVIDER the
latter shall be responsible for safety and security of the equipments at Sites
and the security of their own staff while performing their duties.

6. UNDERTAKINGS AND OBLIGATIONS OF BOL

BOL will attend all power call out first and the SERVICE PROVIDER will be
informed if there is any major repair required.
Approval for any major repair / replacement of equipment on parts will be
given by BOL.
BOL will provide necessary Technical knowledge or expertise to ...SERVICE
PROVIDER as when required.
BOL will ensure the settlement of payments due to SERVICE PROVIDER in
accordance to the terms and conditions herein.

7. RESPONSE TIME

SERVICE PROVIDER shall in the performance of the duties and obligations


under the agreement comply with the Restoration Times in case of any
emergencies, SERVICE PROVIDER shall ensure that reported on identified
faults as rectified within 4 Hours.

In Mikocheni MSC And Best Bite, power should be restored without within 1
hour

8. ACCESS TO SITES
The Parties hereby agree that all persons requiring access to the sites shall carry
valid identity cards, which will be shown to security guards for the purposes of
obtaining entry to the premises. When performing its services herein mentioned the

custody site / Gen set room keys will be the responsibility of SERVICE PROVIDER A
report to be made to BOL immediately when the key is lost and loss shall be made
good by the SERVICE PROVIDER
.
9. PRICING & INVOICING

Price are in TZS


Price shall include any and all taxes.
Price indicated shall be fixed per Network Element subjected
to services
Terms of payment are 30 days from the receipt of proper
invoices

APPENDIX A: SERVICE LEVEL AGREEMENT


1. Objective
The purpose of the document is to describe the infrastructure to be maintained and
service to be performed by SERVICE PROVIDER as part of the Agreement, which is
confided to it:

Organizational infrastructure
Preventive, curative and adaptive maintenances on the power generators
and power accessories.
Compliances

2. Organization Infrastructure.
2.1 Manpower:

SERVICE PROVIDER must have of technical staff


comprising of operation manager, personnel for field
operations, store, control room and drivers.
The personnel should be adequate qualification having at
least 5 years experience in the respective fields.
Technical personnel should be subjected to periodical
training to enhance their knowledge and skills in order to
carry out their jobs effectively and efficiently.

SERVICE PROVIDER shall provide the contact list of


personnel with email addresses and phone numbers,
including at least 1no. BOL line & a 24/7 hotline.
A single point contact must be established for
communication with BOL, which should be operational 24
x 7 basis for purpose of realizing the technical tasks.

3. Services and procedures


3.1 Preventive maintenance

Generator: This task should be carried out in accordance with the


manufacture manual guidelines. Normally, the cycle time is 250
hours of generator engine run. During the preventive maintenance
a complete check on all subsystems of the power equipment must
run through before replacing the lubricant and filters.

Switch the generator to manual position and carryout the following:

Check visual Alarms

Check for loose connections

Examine the insulation for any damage

Check oil condition, level and temperature

Check cooling water condition, temp, level

Check for oil spill

Check battery terminals for looseness and oxidation

Check starter battery voltage

Check fan belt condition and tension

Check radiator cap serviceability

Check fuel tank for leakage, level

Check service due data.

Check engine performance for smoke and power

Check AVR, ATS and PDB

While carrying out the checks on all subsystems, perform required adjustments,
rectifications by repair and replacement to make the system perform efficiently. The
record of preventive checks and maintenance carried out to be recorded and
submitted.

3.2 Curative maintenance


Curative intervention will be carried out upon the request of BOL which will be
communicated to SERVICE PROVIDER The main goal is to take all necessary actions
to minimize power outage and restore the system automation.

3.3 The repair / restoration work procedures are as order

When Genset is faulty, the repair work to be undertaken by SERVICE


PROVIDER to restore the Genset after obtaining approval from BOL and also
when the equipment in the state below standard level of performance or
technical performance parameters.

SERVICE PROVIDER will diagnosis the fault / defect and carryout repair /
adjust / replacement of parts of the sub systems on approval from BOL.

The cost of material used in the curative intervention to be invoiced on a


monthly basis and submitted to BOL for payment.
Only original spares / approved material will be used.

4. Compliances

SERVICE PROVIDER will a bide all government laws regulations for Administration
and operationally conduct which includes the following;

Tax and insurance obligations.

Employees fundamental rights benefits and welfare and healthy safety.


Environmental regulations
Safety and security of personnel and equipments of the client
Any other regulation / instructions set out by the client.

APPENNDIX B: GENERATOR LIST


SN

SITE ID

SITE NAME

MAKE

KVA

1046

Mvita

Lister peter

14

1057

kimara

Lister peter

14

1058

Mbezi TangiBovu

Lister peter

14

1052

Tabata Machimbo

Lister peter

14

1047

Akiba

Lister peter

14

1051

Tabata Kimanga

Lister peter

14

1039

Masaki Chole

Lister peter

14

1040

PPF Tower

Perkins

14

1007

Sabasaba

Lister peter

15

10

1021

Kigogo

Lister peter

14

11

1015

Buguruni kisiwani

Lister peter

14

12

1003

Tandale Tumbo

Lister peter

15

13

1024

Mabibo Jitegemee

Lister peter

14

14

1042

Ushrika

Perkins

20

15

1038

Mikocheni Cocacola

Lister peter

14

16

1053

Yombo Dovya

Lister peter

14

17

1008

Tandika Azimio

Lister peter

14

18

1036

Mikocheni TMJ

Lister peter

15

19

1037

Karibu

PERKINS

14

20

1012

Tazara

Perkins

20

21

1016

Chang'ombe Veta

Perkins

20

22

1001

Best Bite 1

Perkins

100

23

1001

Best Bite 2

Kirloskar

100

24

1000

MSC Gen 1

Perkins

150

25

1000

MSC Gen 2

Perkins

250

26

1000

MSC Gen 3

Perkins

250

27

1004

28
29

1011

30

Slipway

Lister peter

15

Mafuta

Perkins

17.5

Kurasini1

Perkins

27

Kurasini2

Lister peter

14

31

1049

Upanga Girl Guide

Lister peter

14

32

1006

Chang'ombe Maduka

Lister peter

14

33

1002

Ubungo Kibo

Lister peter

14

34

1041

Azania Secondary

Lister peter

14

35

1028

Mwinjuma

Lister peter

14

36

1005

Tabata Mji Mpya

Lister peter

14

37

1033

Uporoto Road

Lister peter

14

38

1030

Mwananyamala

Lister peter

14

39

1035

Mwenge Flat

Lister peter

14

40

1010

Changombe Police

Lister peter

14

41

1018

Tabata Aroma

Lister peter

14

42

1032

Kijitonyama

Lister peter

14

43

1029

Burundi Street

Lister peter

14

44

1031

Oyesterbay

Lister peter

14

45

1025

Magomeni Makanya

Lister peter

14

46

1022

Mburahati Mianzini

Lister peter

14

47

1017

Ilala Bungoni

Lister peter

14

48

1026

Manzese Kilimani

Lister peter

14

49

1023

Magomeni Mapipa

Lister peter

14

50

1048

mwananyamala Kisiwani

Lister peter

14

51

1045

Kariakoo

Lister peter

14

52

1020

Tabata Relini

Lister peter

14

53

1054

Yombo

Lister peter

14

54

1009

Tandika Manguruwe

Lister peter

14

55

1043

Muheza Tandamti

Lister peter

14

56

1055

Majumbasita

Lister peter

14

57

NA

Arusha Town office(In Arusha)

Isuzu

16

58

Themi(In Arusha)

Yanmar

16

59

NA

MSC next house

Perkins

22

60

1013

Kekomachungwa

Lister peter

14