www.prasa.com/cres
30 Wolmarans Str.
Private Bag X 101
T: +27 11 773 1700
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INTRODUCTION AND BACKGROUND
PRASA CRES commissioned automated electricity and water meters at various
PRASA stations and complexes at all regions. The original business purpose of
the automated utility metering was the optimisation of PRASA’s cost recovery
from manual processes and the necessity to manage the changes in ESKOM
and local municipal tariff and service pricing structures. Through open tender
processes two separate installation and support contracts had been awarded to
the current service provider in 2012 and 2013 respectively that included the
support and billing services to PRASA.
After conclusion of the installation and commissioning contracts; the current
service provider remained responsible for the support and billing services to
PRASA as per the original project charter.
Since the completion of the capital contract PRASA CRES has contracted the
current service provider on an extended contract basis for the supporting
services that include automated meter reading, the provision of pre-paid
vending facilities, billing, technical support and comprehensive performance
reporting.
The said support contract has resulted in a substantial cost recovery for
PRASA’s utility services to its customers.
Background

Status quo:
The current service provider is presently providing Prasa Cres with the
required Support Services in respect of the installed electricity and water
meters. The purpose of the current Contract is to ensure that the
municipal utility costs (water and electricity) are recovered from the
tenants.

Problem statement:
The Support Services Contract with the current service provider has formally
expired. In is essential to address the required solution in two phases; first to
appoint an interim service provider for a period of 5 months on a regional
basis using the three quotation system, commencing on the 1st of June 2017.
(This applies for the interim only).

In the longer term to appoint a service provider to effectively and
efficiently manage utilities expenditure recoveries through a Tender
process for a period of three years. The successful tenderer must
commence with its duties not later than 1 November 2017.

Note to contractor:
Prasa Cres is in the process to develop and install its own systems and
infrastructure to enable the later migration of the data to the Prasa Cres
system and premises. This will enable Prasa Cres to manage the
required services after the conclusion of the contract. The appointed
contractor will be expected to integrate with the Prasa Cres systems.
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2
THE SCOPE OF WORK
• Describe what needs to be done
Prasa Cres requires a new contractor to provide the Support Services for
prepaid and online automated meters at various Prasa Stations and associated
properties (water, check and electricity meters) nationally.
The following functions must be provided:
a. Provide a comprehensive support contract for PRASA CRES’s automated
utility meters, water, electricity and check meters at various stations and
properties where the current meters have been installed (See Annexure A);
b. Monthly distribution of the bills, water and electricity to all regions;
c. Validation of all payments, prepaid sales and automated metering;
d. Regular (monthly) confirmation of the correct billing tariffs as per the
respective guidelines, procedures, by-laws and regulations from, and applied by
the various service providers (e.g. City of Johannesburg; Ekurhuleni; Mogale
City, etc.
e. Provision of comprehensive monthly reporting to PRASA; per region, per
station and per utility meter; this includes:
• Generation of the necessary invoicing as per PRASA’s Real Estate
Management Division’s reporting formats.
• Performance reporting per region, per station/property, per meter.
• Revenue projections per station, per customer, inclusive of consumption
statistics.
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• Provision of comprehensive monthly reporting to PRASA; per region, per
station and per utility meter.
f. Regular meter audits and tariff adjustments.
The Contract will be in respect of selected PRASA Cres Stations, buildings,
facilities and meters nationally. The following Regions are included in the
proposed Contract:
- Northern Gauteng Region (NGR): Pretoria and surrounded areas.
- Southern Gauteng Region (SGR): Johannesburg and surrounded areas.
- Park Station (Johannesburg).
- Kwazulu-Natal Region (KZN): Durban and surrounded areas.
- Western Cape Region (WCR): Cape Town and surrounded areas.
- Eastern Cape Region (ECR): East London and Port Elizabeth.
There are currently approximately 1,014 electricity prepaid meters, 261
electricity credit meters and 418 water meters that must be managed by the
successful bidder.
All related Properties/Stations that are currently metered and managed by
PRASA CRES Real Estate Asset Management Division are part of the scope of
work.
Tenderers that do not have a certified track record in the implementation of a
full end-to-end system as required will not be considered.
For list of all Stations see attached Request for Proposal (RFP).
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• Targeted areas by this project
The national requirements include:
- Automated meter reading;
- Provision of prepaid vending facilities and services;
- Billing of invoices on a monthly basis in respect of all credit electric and water
meters;
- Maintenance support services in respect of the meters and vending system;
- Monthly performance reporting per Region, Station and meter.
The extent and coverage of the proposed project
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3.
Technical Evaluation:
NOTE: The Technical or Functionality criteria must be guided by the project
scope of works and area of focus.
Scoring of Functionality:
Responsive tenders will firstly be evaluated on functionality. The minimum score for
functionality is 70% and a bidder who scores below this minimum shall not be
considered for further evaluation in terms of the preference point systems.
CRITERIA
Organisational
Experience
Experience in the
management of
automated meter
services in the industry.
Organisational
Experience
(Complete table 2.1)
Staff Experience
Qualifications of Key
Staff / Size of the
Organisation
+Experience of Key
Personnel (based on
Submitted Certificates)
(Complete table 2.2)
WEIGHT
SCORES
20
The number of years of experience in providing
automated meter management services in the
market
1. Less than 3 years of experience
2. 3 -4 years of experience
3. 4 -5 years of experience
4. 5 -7 years of experience
5. 7 – 10 years or more of experience
20
The service provider/entity key personnel should
have a minimum of 5 years’ experience in related
areas mentioned in the requirements.
1. Less than 3 years with no experience
2. More than 3 years but less than 5 years’
experience
3. 5 to 10 years with Industry-certified
qualifications
4. 10 to 15 years with Industry-certified
qualifications
5. 15 years or more with Industry-certified
qualifications
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Proven Footprint
Representation within the
Prasa Cres Regions as
to enable the practical
management of the
required support services
10
(Complete table 2.3)
Technical Capacity:
Technical expertise and
experience in in the field
of automated metering
(Complete table 2.4)
20
Point for every representation in a Prasa Cres
Region
1. Representation in one Prasa Cres Region.
2. Representation in two Prasa Cres Regions
3. Representation in three Prasa Cres
Regions
4. Representation in four Prasa Cres Regions
5. Representation in five Prasa Cres Regions
Indicated 5 years’ experience in the management
of various types of meters and services.
1. Standard Water meters
2. Standard Electricity and water meters
3. Automated electricity, pre-paid electricity
and water meters
4. Automated electricity, pre-paid electricity
and water meters with pre-paid vending
services and systems
5. Automated electricity, pre-paid electricity
and water meters, a pre-paid vending
services and systems together with direct
portal online service
Bidders must achieve at least 70% within the technical evaluation.
Bidders who do not achieve the 70% threshold on technical evaluation will be
automatically disqualified.
Pricing Evaluation: Only Bidders who have achieved the 70% threshold for
Technical evaluation will be evaluated for the Price component which is 80% of the
Evaluation Criteria.
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A maximum of 80 points is allocated for price. The evaluation for price will be done
based on the following formula:
Where
PS = Points scored for price of tender under consideration
Pt = Rand value of offer tender consideration
Pmin = Rand value of lowest acceptable tender
BEE Evaluation: The BBBEE component of evaluation is weighted at 20% of the
evaluation criteria.
BBBEE Status Level of Contributor
1
2
3
4
5
6
7
8
Non-complaint contributor
Number of Points
20
18
14
12
8
6
4
2
0
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