Reg No 2003/011612/30

CD 60/2020

CENTLEC requires the services for

general building/facilities repair and
maintenance, long-term improvements
and possible alterations at CENTLEC
owned, rented offices/facilities and
sites on an as needed basis.
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INDEX

Table of Contents
1. Invitation ................................................................................................................................... 3
2. Minimum submission requirements .......................................................................................... 3
3. Scope of Work ........................................................................................................................... 4
4. Technical Specification .............................................................................................................. 4
5. General conditions .................................................................................................................... 6
6. Special conditions of the contract .............................................................................................. 9
7. Evaluation Criteria ................................................................................................................... 10
8. Pricing ..................................................................................................................................... 13
9. Contact information ................................................................................................................ 14

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1. Invitation
CENTLEC (SoC) Ltd, a Municipal Entity distributing electricity in Mangaung and other
Municipalities, invites suitable bidders to provide services for general building/facilities
repair and maintenance, long-term improvements and possible alterations at
CENTLEC owned, rented offices/facilities and sites on an as needed basis for a period
of thirty-six (36) months.

2. Minimum submission requirements

Any omission of the below listed items would render and automatic
disqualification

2.1 Supply unique security personal identification number (PIN) from SARS for
TAX compliant status or a valid original tax clearance certificate.
2.2 (a) Supply municipal services (Water, Sanitation, Rates and Electricity) bill(s),
not owing more than 30 days; or valid clearance certificate.
(b) A valid lease Agreement with Current Bill of Account not owing more than
thirty (30) days for municipal services that the lessee (Bidder) is responsible
for.
(c) In the event that the Bidder utilized prepaid services (e.g. water or and
electricity) a valid clearance certificate must be submitted.
(d) Bidders that are CENTLEC customers are also expected to attach a valid
clearance certificate.
2.3 CIDB Requirement: 3GB and above (1SN, 1SO and 1SQ)
2.4 Plumbing Registration Requirements: Plumbers to be registered with PIRB
(Plumbing Industry Registration Board) and entity to be registered with IOPSA
(Institute of Plumbing South Africa)
2.5 A valid letter of good standing from the Compensation Commissioner,
Department of Labour related to scope of work.
2.6 Submit proof of registration on the National Treasury Centralized Supplier’s
Database

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3. Scope of Work

The successful bidder(s) will be required to services for general building/facilities

repair and maintenance, long-term improvements and possible alterations and
plumbing services which includes labour, material, equipment, supervision and
transport to CENTLEC owned and rented offices/facilities and sites on an as
needed basis.

4. Technical Specification

4.1 Preventive Maintenance, ad-hoc repairs and upgrading, will include,

but not be limited to;

4.1.1 Floor
4.1.1.1 Repairs to flooring.
4.1.1.2 Repairs to or replacement of door/entrance strips.
4.1.1.3 Repairs and/or Replacement of tiling and carpeting to abide by Health
and Safety standards.
4.1.1.4 Painting of floors as per OHS recommendations.

4.1.2 Walls (interior and exterior)

4.1.2.1 Repair to walls e.g. water damage.

4.1.2.2 Repainting of walls as required.
4.1.2.3 Repair to all ad-hoc deteriorations.

4.1.3 Windows and Doors

4.1.3.1 Maintain wooden parts against external factors.

4.1.3.2 Repair to blinds or replacement.
4.1.3.3 Replace window putty.
4.1.3.4 Replace windows.

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4.1.3.5 Replacement of steel and wooden doors.

4.1.3.6 Lubricate all hinge and lock mechanisms frequently.
4.1.3.7 Repair and replace latches and locks.
4.1.3.8 Bi-annual servicing and lubrication of roller doors.
4.1.3.9 Ad-hoc repairs to automatic door re-closers.
4.1.3.10 Locksmith services.

4.1.4 Roof

4.1.4.1 Clean gutters and downpipes.

4.1.4.2 Repair to gutter brackets and reinforcement.
4.1.4.3 Repair/replace relevant warn/loose roof screws.
4.1.4.4 Repair, as needed, cracks or blisters in the roofing.
4.1.4.5 Repairs to flashing (on roof and parapets).
4.1.4.6 Waterproofing and sealing.
4.1.4.7 Repair to ceilings and paint.
4.1.4.8 Replacement of damaged roofs.

4.1.5 Staircases

4.1.5.1 Ensure handrails are secure.

4.1.5.2 Ensure non-slip tapes/strips are secure or replaced to guarantee
safety of staircase users.

4.1.6 Equipment and furnishings

4.1.6.1 Minor modification and relocation of modular furniture.

4.1.6.2 Minor repairs to desks, chairs and cabinets.
4.1.6.3 Change and repairs to locks (incl. new keys).

4.1.7 Piping and Plumbing

4.1.7.1 Repairs to leaky faucets and other plumbing leaks as reported.

4.1.7.2 Repair/replace any plumbing piping, fittings, washers or valves.
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4.1.7.3 Troubleshoot and repairs to all plumbing.

4.1.7.4 Clean and unclog drains.
4.1.7.5 New plumbing installations and extensions.
4.1.7.6 Replacements and alterations.
4.1.7.7 All repairs necessary to maintain the existing systems.
4.1.7.8 Bi-annual cleaning of urinal p-traps.

4.1.8 Other, to be provided on an ‘as needed’ basis as an additional scope.

4.1.8.1 Construction alterations as well as alterations to existing construction

to ensure National Key Point compliance.
4.1.8.2 Paving and/or tar upgrades.
4.1.8.3 Repairs to existing or installation of new fencing.
4.1.8.4 Repairs/alterations/upgrades to substations and distribution centers.
4.1.8.5 Repairs or supply and installation of amongst other; security doors,
burglar proofing, roller shutter doors, etc.

5. General conditions

5.1 The successful bidder’s responsibilities

5.1.1 The successful bidder shall report any trends detected that reflect
asset/facilities degradation to CENTLEC.
5.1.2 The successful bidder shall arrange with CENTLEC and obtain approval
for date, time and duration when performing preventive maintenance and
or repairs.
5.1.3 The successful bidder shall draw up the necessary job cards from their
maintenance programme, or in response to emergency call outs and hand
the completed cards to CENTLEC for verification and acceptance that the
work has been duly executed.
5.1.4 Obtaining and recording of quotations for materials or equipment,
obtaining approval from the client before placing orders.
5.1.5 Record complaints' date, time and details, and details of the faults detected
and corrective action taken.
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5.1.6 Implement a system whereby each item of assets/equipment’s history of

maintenance and repairs are recorded and retrievable at all times.
5.1.7 All regulations as per the OHS Act are adhered to.
5.1.8 All equipment must perform reliably when required to.

5.2 Call Outs

5.2.1 The successful bidder must have a 24/365 callout facility.

5.2.2 Obtaining and recording of quotations for materials or equipment,
obtaining approval from the client before placing orders.
5.2.3 The maximum period within which the successful bidder must respond to
an emergency call is one (1) hour from notification.

5.3 Maintenance Staff

5.3.1 The successful bidder shall employ and manage his/her maintenance staff
to ensure timely and efficient execution of the work with minimum
interruption to CENTLEC operations.
5.3.2 Operators and any other staff members working on CENTLEC’s premises
must be issued with safety clothing with the company’s name clearly
visible.

5.3.3 Maintenance staff must be fully trained to:

5.3.3.1 Perform the maintenance services.
5.3.3.2 Do fault finding.
5.3.3.3 Capable of doing repairs on all the required facilities
5.3.3.4 The successful bidder as a main contractor shall be responsible for all
contractors working for him/her for the duration of the contract.

5.4 Defective Projects

5.4.1 Defective or unsatisfactory projects/work will be referred back to the
successful bidder who will be required to give immediate attention to
defective projects as reported, with no further cost to CENTLEC.

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5.5 Damage to CENTLEC’s property

5.5.1 After completion of a project, the successful bidder shall leave the site or
equipment in a tidy condition and will repair any damage to equipment or
structures resulting from such maintenance operations.
5.5.2 Failure to do so will result in CENTLEC repairing such damage and the
cost incurred will be debited against the successful bidder's account.

5.6 Materials to be used

5.6.1 In the execution of this contract the successful bidder shall use only
material or parts of the best quality acceptable to the trade.
5.6.2 CENTLEC will not consider further payment in regard to additional work
were inferior material was used.
5.6.3 Should it be revealed that material or parts of inferior quality is being or
was used, it is expected of the bidder to order such material or parts to be
dismantled or removed as the case may be and replace it by material or
parts of approved quality at the successful bidder's expense.

5.7 Responsibilities of CENTLEC

5.7.1 Implement trouble diagnosis on occurrence of fault and reporting to
successful bidder by both telephone and/or e-mail.
5.7.2 Provide safe prompt and reasonable access to the successful bidder for
maintenance activities, as well as use of all necessary facilities.
5.7.3 Sign-off the successful bidder's job cards to certify that work has been done
by the successful bidder.
5.7.4 Brief the successful bidder on general housekeeping rules and ensuring that
the bidder’s employees assigned to this project successfully complete the
SOP course at CENTLEC’s Training Centre before the commencement of
duties
5.7.5 Approve quotations submitted by the successful bidder for spares and
materials.

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5.8 Working Hours

5.8.1 The bidder shall undertake to carry out the restoration if required,
maintenance, servicing and repairs during CENTLEC’s normal working
hours, unless prior arrangements for working outside CENTLEC’s normal
working hours have been made.

6. Special conditions of the contract

6.1 The successful bidder will be expected to enter into a Service Level Agreement
with CENTLEC for 36 months
6.2 The successful bidder will be expected to supply CENTLEC with a complete
safety file within two weeks of receiving the appointment letter. The specification
of this safety file is the attached in Annexure 1 guideline.
6.3 In the event that the successful bidder(s) appoints contractors, the following will
be expected:
6.3.1 The successful bidder will have to ensure that the contractors to be
appointed will be supplied with Safety Health Environment and Quality
(SHEQ) specification.
6.3.2 The successful bidder will have to ensure that the work will always be
carried out under the supervision of a competent supervisor who will
always be on site.
6.3.3 The successful bidder will have to ensure that the SHEQ documentation is
audited regularly and daily risk assessments for the duration of the
contract.
6.4 The successful Bidder shall within seven (7) days of commencement of the
contract, provide CENTLEC with a list of all employees appointed for this
contract including supervisor(s) and site manager for vetting to be done by
CENTLEC as the work will be carried in the National Key Point area.
6.5 The successful bidder will be required to undergo and complete the applicable
Standard Operating Procedure training associated with the project.
6.6 Normal working hours are from 07:30 to 16:00 and after hours will be seen as
anytime outside the normal working hours.

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7. Evaluation Criteria

7.1 All proposals submitted will be evaluated in accordance with the criteria set
out in the policy of Supply Chain Management of CENTLEC.
7.2 The most suitable candidates will then be selected.
7.3 Please take note that CENTLEC (SOC) Ltd is not bound to select any of the
bidders submitting proposals.
7.4 Furthermore, technical competence is the principal selection criteria,
CENTLEC (SOC) Ltd will evaluate the technical criteria first, and will only
look at the price and BBBEE level of contribution if it is satisfied with the
technical evaluation.
7.5 As a result of this, CENTLEC (SOC) Ltd does not bind itself in any way to
select the bidder offering the lowest price.
7.6 CENTLEC (SOC) Ltd reserves the right to appoint one or more service
providers to complete various services as and when required.

The relative technical weighting criteria / Qualification Parameters will be as follows:

No Criteria Description Points
1. Competency and Bidders are required to proof that their company
Expertise and staff involved, has sufficient experience and
expertise to ensure that they would be able to
achieve the BID’s objectives.

Company profile, including, highlighting their 25

expertise, special skills and achievements,
completed successfully in the past three years
Qualified plumber with a trade certificate = 25
points
25
Track record and Have they successfully provided these services in
experience the last four (4) years? A maximum of three (3)
reference letters of confirmation is required where
the works were completed. The letter should be
signed by the duly authorized company
representative.
One (1) letter = 10 points
Two (2) letters = 20 points;
Three (3) letters = 25 points

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3. Capacity The evaluation of the bidder’s current

commitments, available resources (ability to
acquire plant, procuring of other professional 30
services and equipment for carrying out works),
and overall ability to deliver the project to
specification, and on time in a safe manner. List
of all other projects being involved in, currently
and other commitments during the next 24
months.

(a) Proof of ability to acquire plant and

equipment (Letter of Commitment)
i. Welding machine = 3 points
ii. Compactor = 3 points
iii. Generator = 3 points
iv. Ladder = 3 points
v. Petrol water pump = 3 points

(b) Allocation of resources (Organogram) and

man-hours availability for this project.

i. Supervisor + 4 staff members = 10

points
ii. Supervisor + 5 and more staff
members = 15 points

Local South Africa Prove of Mangaung Area based offices and the
operational use of local (Mangaung) resources in these
20
4. capability and projects. = 20 points
economic
investment
Points 100
Table 2 – Evaluation criteria

A bidder who gets a minimum of 80 points and above on will qualify to the next stage.
Individual tenders would have to be evaluated according to the preferential point
system.
The bidder must score minimum points as follows:
Item 1 – 25 points
Item 2 – 10 points
Item 3 - 25 points
Item 4 - 20 points, in the Evaluation Criteria.

The point system applicable to this project will be: 80/20

80 points for Price
20 points for BBEEE certificate from accredited verification agencies.
Price and referential points scoring – (Stage 2)
A maximum of 80 Points is allocated for price on the following basis:

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Pt−P min
Where 𝑃𝑠 = 80[1 − P min ]
bid Ps = Points Scored for comparative price of
under consideration
consideration Pt = Comparative Price of bid under
bid P min = Comparative Price of lowest acceptable

In terms of Regulation 5(2) and 6(2) of the Preferential Procurement Regulations,

Preference points must be awarded to a bidder for attaining the B-BBEE status level
of contribution in accordance with the table below

Table 3 - BBBEE level status

B-BBEE Status Level of Number of Points (80/20 System)

Contributor
1 20
2 18
3 14
4 12
5 8
6 6
7 4
8 2
Non-Compliant Contributor 0

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8. Pricing
8.1 Contract Price

8.1.1 The contract price(s) shall be subject to negotiated increase, if absolutely

unavoidable, should the contract be extended for one or more further
periods, each period not exceeding 12 months.

8.2 Site Conditions

8.2.1 It is the responsibility of the contractor to visit the site during the quotation
phase and to familiarize him or herself with the conditions related to it.
8.2.2 No claim for additional payment related to ignorance of site conditions will
be accepted.
8.2.3 By submitting a quotation, it is accepted that the contractor is fully aware
of all site conditions as well as the access to it, and has allowed for this in
his/her quotation price.

Table 1: Pricing Schedule

Category Details Unit of measure Price (VAT
excl)
Paint work Incl: under coat + 2 final m² R
coats
Bricklaying Two course brick m² R
Plastering Standard m² R
Tiling Standard m² R
Paving Complete m² R
Tar Fixing potholes m² R
Welding Steel P/h R
Welding Aluminium P/h R
Water proofing Corrugated and m² R
concrete roof
Corrugated Iron Replacement P/h R
Gutters Complete with final coat P/h R
(R)
Roofing Installation P/h R
Carpentry (wood Standard or P/h R
work) refurbishment
Dry wall partitioning 1.2(Width) x 3m(High) m² R
incl all fixtures
Wall paper Standard m² R
Ceiling Only boards m² R
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Ceiling Incl hanging stripes m² R

Table 2: Pricing for unforeseen

Category Details Unit of Price (VAT
measure excl)
Unspecified work e.g. Any Labour cost p/h R
other items not specified above
and/ or work preparations
Unspecified work e.g. Any Labour cost m² R
other items not specified above
and/ or work preparations
Call out Fee outside normal Per call R
working hours out
Kilometre rate Regulated AA rates AA rates
Mark up % on material Percentage % _____ %
purchased

N.B: Unforeseen or unspecified works must be price/ completed in full

9. CONTACT INFORMATION

9.1 For any further technical information regarding the document

contents, please contact Agnes Mosala via e-mail:
Agnes.Mosala@centlec.co.za. Such queries must be done in writing,
the email address provided serves this purpose. The answer to one
question will be sent to all the other prospective bidders that have
bought the bid documents.

9.2 For Supply Chain Related questions, please contact Me Palesa

Makhele at 051 412 2753 or at Palesa.Makhele@centlec.co.za

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