Service and maintenance of air-conditioning and refrigeration system - Nov 2024
REQUEST FOR QUOTATION (RFQ) AUTHORISATION FORM FOR GOODS/SERVICES
DATE REQUESTED 05 November 2024
DEPARTMENT Technical
PROJECT NAME Aircon & Refrigeration
DETAILED DESCRIPTION AND / SPECIFICATIONS The NMB Stadium, managed under the MBDA require quotes for the following:
Service and maintenance of air-conditioning and refrigeration system:
The appointed contractor must be equipped to fulfill the below scope.
The appointment will be starting from 01st December 2024, not exceeding 30th May 2025.
This will include provision to provide support, equipment and materials for the current system, which will fall under this specific scope, over and above the contract value not exceeding total value of R200 000.00.
Service is for 185 indoor air-conditioning units and 68 outdoor air-conditioning units, 167 beverage coolers and 7 ice machines with following specification:
VRV: Service
Outdoor Units
Check and clean condenser coil; straighten bent fins if necessary
Check correct operation of outdoor fan(s)
Check mains voltage
Check refrigerant pressures
Check all plugs and connectors are correctly in place on outdoor PC board
Check all electrical connections for tightness and hot connections
Check and ensure all panels are clean and secured correctly
Compressor
Check general operation and condition
Check oil level (where applicable)
Check discharge pressure and suction pressure
Check noise level and vibration
Refrigerant Circuit
Check system for oil and refrigerant leaks by visual inspection
Check operation of safety devices (low pressure and high pressure switches)
Air Conditioning Splits: Major Service
Check system operating correctly (heating and cooling)
Visually inspect units and associated pipe-work for refrigerant leaks and report
Clean all filters
Check for any undue noise or vibration and report
Check and record indoor temperatures and outdoor pressures
Check for correct refrigerant charge (heating test)
Check all in line filters and driers for blockages (where applicable)
Clean condenser coils with pressure washer/nitrogen
Clean evaporator coils (sanitising)
Check for dirt and debris in evaporator sumps, clean if required
Check gas level and re-gas if need be
Indoor Units
remove and inspect filter, clean if required
Check complete installation for any condensate leaks
Check drip pan, drain and sump conditions and clean
Test operation of drain pump before leaving unit
Outdoor Units
Check and clean condenser coil; straighten bent fins if necessary
Check correct operation of outdoor fan(s)
Check mains voltage
Check refrigerant pressures
Check all plugs and connectors are correctly in place on outdoor PC board
Check all electrical connections for tightness and hot connections
Check and ensure all panels are clean and secured correctly
Compressor
Check general operation and condition
Check oil level (where applicable)
Check discharge pressure and suction pressure
Check noise level and vibration
Refrigerant Circuit
Check system for oil and refrigerant leaks by visual inspection
Check operation of safety devices (low pressure and high pressure switches)
Cooling Tower
Check once a month on the cooling tower pumps
Do visual check on the cooling tower
Do visual check on pump motors.
Check and Clean filters
General Maintenance to cooling tower
Servicing of Cold & Freezer room units:
Service and high pressure clean condenser units.
Service and clean evaporator units.
Check settings on LP/HP switch.
Pump down system.
Re-gassing
Compressor
Check general operation and condition
Check oil level (where applicable)
Check discharge pressure and suction pressure
Check noise level and vibration
Refrigerant Circuit
Check system for oil and refrigerant leaks by visual inspection
Check operation of safety devices (low pressure and high pressure switches)
Servicing & Maintenance of bar beverage cooler
49 X Single door beverage cooler
59 X Double door beverage cooler
59 X Triple door beverage cooler
Compressor
Check general operation and condition
Check oil level (where applicable)
Check discharge pressure and suction pressure
Check noise level and vibration
Re- gassing of the fridges
Refrigerant Circuit
Check system for oil and refrigerant leaks by visual inspection
Check operation of safety devices (low pressure and high pressure switches)
Quality assurance:
Must comply with stadium specifications and standards
Delivery must take place within 7 days after appointed supplier receives the order number
Appointed supplier to submit monthly reports
Service Provider to submit proof of Public Liability Insurance Cover of at least R1 Million Rands with the response to this RFQ.
Driver’s License for the Company driver, with Public drivers Permit as required by National road Traffic Act – Proof to be submitted with the response to the RFQ.
Medical Fitness Certificates for the technicians that will be utilised for this service to be submitted with the response to the RFQ as required by Occupational Health & Safety Act.
Service Provider to submit Letter of Good Standing as required by Compensation for Injuries and Diseases Act
Copies of Material Safety Datasheets for the Refrigerants to be used must be submitted with the response to this RFQ as required by the Hazardous Chemical Substances Regulations.
Safety File submission will be required from a successful service provider as required by Occupational Health & Safety Act.
Proof of Training for Working at Heights to be submitted for this RFQ to be submitted with the response to this RFQ as required by Occupational Health & Safety Act.
Competency Certificates on Refrigeration for Technicians to be submitted with the response to this RFQ as required by Occupational Health & Safety Act
SITE INSPECTION: 19th November 2024 @ 10:00
CLOSING DATE: 25th November 2024 @ 12H00
EVALUATION CRITERIA
The quotes will be evaluated on the 80/20 price and specific goals as per MBD 6.1 attached.
PAYMENT FOR SERVICES
Payment will be issued after the goods have been delivered or the service has been rendered and deemed to be satisfactory.
Payments will be made within 30 days from receipt of a valid invoice, accompanied by a statement of account.
GENERAL CONDITIONS
All prices must be exclusive of Value Added Tax (VAT).
All prices will be evaluated exclusive of VAT.
It is compulsory for all potential suppliers to be registered on the Central Supplier Database.
The MBDA reserves the right not to accept the lowest or any quotation and no reason to the acceptance or rejection of quotation will be furnished.
SCM Listing Criteria and returnable document requirements:
Full CSD Report
Valid BBBEE certificate
Declaration for service of the state – MBD4
Municipal Billing clearance certificate or Municipal Statement of account or a lease agreement.
Certificate of Independent Bid Determination (MBD9)
Quotations to be valid for 60 days from closing date
The MBDA SCM policy will apply.
CONTACT PERSON Name:
Email: rfq@nmbstadium.co.za
Tel: 041 408 9000
ANY ADDITIONAL
REQUESTS/ COMMENTS Closing Date:
ANNEXURE “A”
FUNCTIONALITY CRITERIA SCORE SHEET
FUNCTIONALITY CRITERIA POINTS
Experience
The applicant must demonstrate having relevant experience in
respect service and maintenance of airconditioners, cooling towers or similar environment.
10 years and more - 40
5 to 9 years - 25
1 to 5 years - 15
Proof or name(s) of traceable reference, contract period of services rendering / rendered and contact details must be provided failing which this functionality criteria will not be considered and zero points scored.
2. Services to be supplied:
The applicant’s proposal clearly demonstrates its ability to perform all tasks pertaining to the services to be rendered. - 40
The applicant’s proposal reasonably demonstrates its ability to perform all tasks pertaining to the services to be rendered. - 25
The applicant’s proposal does not demonstrate its ability to perform all tasks pertaining to the services to be rendered. - 0
3. Qualifications
Applicant is fully qualified to perform services required and has provided proof thereof - 20
Applicant is reasonably qualified to perform services required and has provided proof thereof - 10
Applicant has provided no proof of tertiary qualifications - 0
Total = 100
MBD 4
DECLARATION OF INTEREST
1. No bid will be accepted from persons in the service of the state¹.
Any person, having a kinship with persons in the service of the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid. In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons connected with or related to persons in service of the state, it is required that the bidder or their authorised representative declare their position in relation to the evaluating/adjudicating authority.
3 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.
3.1 Full Name of bidder or his or her representative:……………………………………………..
3.2 Identity Number: ………………………………………………………………………………….
3.3 Position occupied in the Company (director, trustee, hareholder²):………………………..
3.4 Company Registration Number: ……………………………………………………………….
3.5 Tax Reference Number:…………………………………………………………………………
3.6 VAT Registration Number: ……………………………………………………………………
3.7 The names of all directors / trustees / shareholders members, their individual identity
numbers and state employee numbers must be indicated in paragraph 4 below.
3.8 Are you presently in the service of the state? YES / NO
3.8.1 If yes, furnish particulars. ….……………………………………………………………
……………………………………………………………………………………………..
¹MSCM Regulations: “in the service of the state” means to be –
a member of –
any municipal council;
any provincial legislature; or
the national Assembly or the national Council of provinces;
a member of the board of directors of any municipal entity;
an official of any municipality or municipal entity;
an employee of any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No.1 of 1999);
an executive member of the accounting authority of any national or provincial public entity; or
an employee of Parliament or a provincial legislature.
² Shareholder” means a person who owns shares in the company and is actively involved in the management of the company or business and exercises control over the company.
3.9 Have you been in the service of the state for the past twelve months? ………YES / NO
3.9.1 If yes, furnish particulars.………………………...……………………………………..
…………………………………………………………………………………………….
3.10 Do you have any relationship (family, friend, other) with persons
in the service of the state and who may be involved with
the evaluation and or adjudication of this bid? ………………………………… YES / NO
3.10.1 If yes, furnish particulars.
………………………………………………………………………………
………………………………………………………………………………
3.11 Are you, aware of any relationship (family, friend, other) between
any other bidder and any persons in the service of the state who
may be involved with the evaluation and or adjudication of this bid? YES / NO
3.11.1 If yes, furnish particulars
…………………………………………………………………………………
……………………………….……............................................................
3.12 Are any of the company’s directors, trustees, managers,
principle shareholders or stakeholders in service of the state? YES / NO
3.12.1 If yes, furnish particulars.
……………………………………………………………………………….
……………………………………………………………………………….
3.13 Are any spouse, child or parent of the company’s directors
trustees, managers, principle shareholders or stakeholders
in service of the state? YES / NO
3.13.1 If yes, furnish particulars.
……………………………………………………………………………….
……………………………………………………………………………….
3.14 Do you or any of the directors, trustees, managers,
principle shareholders, or stakeholders of this company
have any interest in any other related companies or
business whether or not they are bidding for this contract. YES / NO
3.14.1 If yes, furnish particulars:
……………………………………………………………………………..
……………………………………………………………………………..
4. Full details of directors / trustees / members / shareholders.
Full Name Identity Number State Employee Number
………………………………….. ……………………………………..
Signature Date
…………………………………. ………………………………………
Capacity Name of Bidder
MBD 6.1
PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2022
This preference form must form part of all tenders invited. It contains general information and serves as a claim form for preference points for specific goals.
NB: BEFORE COMPLETING THIS FORM, TENDERERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF THE TENDER AND PREFERENTIAL PROCUREMENT REGULATIONS, 2022
GENERAL CONDITIONS
The following preference point systems are applicable to invitations to tender:
the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); and
the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes included).
To be completed by the organ of state
The applicable preference point system for this tender is the 80/20 preference point system.
Points for this tender (even in the case of a tender for income-generating contracts) shall be awarded for:
Price; and
Specific Goals.
To be completed by the organ of state:
The maximum points for this tender are allocated as follows:
POINTS
PRICE 80
SPECIFIC GOALS 20
Total points for Price and SPECIFIC GOALS 100
Failure on the part of a tenderer to submit proof or documentation required in terms of this tender to claim points for specific goals with the tender, will be interpreted to mean that preference points for specific goals are not claimed.
The organ of state reserves the right to require of a tenderer, either before a tender is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the organ of state.
DEFINITIONS
“tender” means a written offer in the form determined by an organ of state in response to an invitation to provide goods or services through price quotations, competitive tendering process or any other method envisaged in legislation;
“price” means an amount of money tendered for goods or services, and includes all applicable taxes less all unconditional discounts;
“rand value” means the total estimated value of a contract in Rand, calculated at the time of bid invitation, and includes all applicable taxes;
“the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No. 5 of 2000).
FORMULAE FOR PROCUREMENT OF GOODS AND SERVICES
POINTS AWARDED FOR PRICE
3.1.1 THE 80/20 PREFERENCE POINT SYSTEMS
A maximum of 80 points is allocated for price on the following basis:
Ps=80(1-(Pt-P min )/(P min ))
Where
Ps = Points scored for price of tender under consideration
Pt = Price of tender under consideration
Pmin = Price of lowest acceptable tender
B-BBEE Status Level of Contributor Number of Points
1 10
2 9
3 7
4 6
5 4
6 4
7 2
8 1
Non-compliant Contributor 0
POINTS AWARDED FOR SPECIFIC GOALS
In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations, preference points must be awarded for specific goals stated in the tender. For the purposes of this tender the tenderer will be allocated points based on the goals stated in table 1 below as may be supported by proof/ documentation stated in table 1 below:
Table 1: Specific goals for the tender and points claimed are indicated per the table below.
Note to tenderers: The tenderer must indicate how they claim points for each preference point system.)
The specific goals allocated points in terms of this tender Number of points
allocated
(80/20 system)
(To be completed by the organ of state) Number of points claimed (80/20 system)
(To be completed by the tenderer) Required proof for specific goals claimed
B-BBEE status contributor
10 B-BBEE certificate confirming B-BBEE level status contribution
Enterprise located within the Nelson Mandela Bay municipal area 5 Detailed CSD registration report demonstrating supplier address information together with municipal statement of account or lease agreement or billing clearance certificate
Enterprise owned by black women 3 Detailed CSD registration report / detailed B-BBEE certificate demonstrating black women ownership
Enterprise owned by black youth 2 Detailed CSD registration report / detailed B-BBEE certificate demonstrating black youth ownership
TOTAL POINTS 20
DECLARATION WITH REGARD TO COMPANY/FIRM
Name of company/firm……………………………………………………
Company registration number: …………………………………………………………...
TYPE OF COMPANY/ FIRM
Partnership/Joint Venture / Consortium
One-person business/sole propriety
Close corporation
Public Company
Personal Liability Company
(Pty) Limited
Non-Profit Company
State Owned Company
[TICK APPLICABLE BOX]
I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the specific goals as advised in the tender, qualifies the company/ firm for the preference(s) shown and I acknowledge that:
The information furnished is true and correct;
The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form;
In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to the satisfaction of the organ of state that the claims are correct;
If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the organ of state may, in addition to any other remedy it may have –
disqualify the person from the tendering process;
recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct;
cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation;
recommend that the tenderer or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, be restricted from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and
forward the matter for criminal prosecution, if deemed necessary.
________________________________________________________________________
CERTIFICATE OF INDEPENDENT BID DETERMINATION (MBD9)
________________________________________________________________________
I, the undersigned, in submitting the accompanying Proposal in relation to _________________
______________________________________________hereby make the following statements that I certify to be true and complete in every respect:
I certify, on behalf of: _______________________________________________________that:
(Name of Applicant)
1. I have read and I understand the contents of this Certificate;
2. I understand that the accompanying Proposal will be disqualified if this Certificate is found not to be true and complete in every respect;
3. I am authorized by the Applicant to sign this Certificate, and to submit the accompanying proposal, on behalf of the Applicant;
4. Each person whose signature appears on the accompanying Proposal has been authorized by the Applicant to determine the terms of, and to sign, the Proposal, on behalf of the Applicant;
5. For the purposes of this Certificate and the accompanying Proposal, I understand that the word “competitor” shall include any individual or organization, other than the Applicant, whether or not affiliated with the Applicant, who:
(a) has been requested to submit a Proposal in response to this RFP;
(b) could potentially submit a proposal in response to this RFP, based on
their qualifications, abilities or experience; and
(c) provides the same goods and services as the Applicant and/or is in the same line of business as the Applicant.
6. The Applicant has arrived at the accompanying Proposal independently from, and without consultation, communication, agreement or arrangement with any competitor. However, communication between partners in a joint venture or consortium will not be construed as collusive bidding.
7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding:
(a) prices;
(b) methods, factors or formulas used to calculate prices;
(c) the intention or decision to submit or not to submit, a Proposal;
(d) the submission of a Proposal which does not meet the specifications and conditions of the Proposal; or
(e) submitting a Proposal with the intention not to win the award.
8. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the improvements to which this Proposal relates.
9. The terms of the accompanying Proposal have not been, and will not be, disclosed by the Applicant, directly or indirectly, to any competitor, prior to the date and time of the official opening of proposals or the awarding of the contract.
10. The Applicant (including any individual Applicant), and no member of the Applicant (if the Applicant is a Close Corporation), and no director and/or shareholder of the Applicant (if the Applicant is a Company), and no Trustee and/or beneficiary of the Applicant (if the Applicant is a Trust), and no person, including juristic persons (and including such juristic person’s members, directors and/or shareholders, trustees and/or beneficiaries) having an interest in any Joint Venture Vehicle or Consortium constituting the Applicant has any interest in any competitor.
11. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids, proposals and contracts, proposals that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No. 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No. 12 of 2004 or any other applicable legislation.
_______________________ ___________________
Signature Date
_______________________
Name of Applicant
________________________________________________________________________
DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES (MBD 8)
________________________________________________________________________
This Municipal Bid Document must form part of all Bid invited.
It serves as a declaration to be used by municipalities and municipal entities in ensuring that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system.
The Bid of any Bidder may be rejected if that Bidder, or any of its directors have:
abused the municipality’s / municipal entity’s supply chain management system or committed any improper conduct in relation to such system;
been convicted for fraud or corruption during the past five years;
willfully neglected, reneged on or failed to comply with any government, municipal or other public sector contract during the past five years; or
been listed in the Register for Bid Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004).
In order to give effect to the above, the following questionnaire must be completed and submitted with the Bid.
Item Question Yes No
4.1 Is the Bidder or any of its directors listed on the National Treasury’s Database of Restricted Suppliers as companies or persons prohibited from doing business with the public sector?
(Companies or persons who are listed on this Database were informed in writing of this restriction by the Accounting Officer/Authority of the institution that imposed the restriction after the audi alteram partem rule was applied).
The Database of Restricted Suppliers now resides on the National Treasury’s website(www.treasury.gov.za) and can be accessed by clicking on its link at the bottom of the home page.
Yes
0
No
0
4.1.1 If so, furnish particulars:
4.2 Is the Bidder or any of its directors listed on the Register for Bid Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?
The Register for Bid Defaulters can be accessed on the National Treasury’s website (www.treasury.gov.za) by clicking on its link at the bottom of the home page.
Yes
0
No
0
4.2.1 If so, furnish particulars:
4.3 Was the Bidder or any of its directors convicted by a court of law (including a court of law outside the Republic of South Africa) for fraud or corruption during the past five years?
Yes
0
No
0
4.3.1 If so, furnish particulars:
Item Question Yes No
4.4 Does the Bidder or any of its directors owe any municipal rates and taxes or municipal charges to the municipality / municipal entity, or to any other municipality / municipal entity, that is in arrears for more than three months?
Yes
0
No
0
4.4.1 If so, furnish particulars:
4.5 Was any contract between the Bidder and the municipality / municipal entity or any other organ of state terminated during the past five years on account of failure to perform on or comply with the contract?
Yes
0
No
0
4.7.1 If so, furnish particulars:
________________________________________________________________________
CERTIFICATION
________________________________________________________________________
I, THE UNDERSIGNED (FULL NAME) ………….…………..……………………………..……
CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM TRUE AND CORRECT.
I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.
………………………………………... ……..…………………………..
Signature Date
………………………………………… ……………………………….
Position Name of Bidder
