Annexure 4
TERMS OF REFERENCE
Appointment of a contractor on an As and When required
basis to do all minor repairs and servicing of Roller Shutter
Doors for PRASA in the WCR
1. Introduction
Prasa Cres required a contractor on an As and When required basis to do all minor repairs
and servicing of Roller Shutter Doors for PRASA in the WCR.
Objective of the Proposed Project
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Servicing and repairs to roller shutter doors as well as other minor repairs as and when
required such as welding work and repairs to sliding gates and doors
Will comply with OSH Act, and Code of Practice 29
Ticket offices and other operational areas will be protected
2. Specifications of the Work or Products or Services Required
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Technical capabilities, constraints, and other specific performance required of the work or
product or services to accomplish
Qualified in mechanical engineering field,
Must be qualified to service roller shutter doors
Must be registered with CIDB with a grading of at least 3 ME
Must be able to and well qualified to do all minor work of a mechanical nature.
Must be financially strong to cope with the work
Supplier must have a staff structure that can cope with the required work load and give us
a 24 Hr. response time.
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Pictorials
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Artistic impressions if available
N/A
Time Frames / Programs
Contract period
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The contract must run for two years or value of contract, whichever comes first for each
contactor
Program of the works
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AS & When required repairs and maintenance to failed or vandalised Roller Shutter Doors
as well as servicing of each roller door in the region at least twice per year.
3. Evaluation Criteria
The evaluation should be done in nine stages as follows:
Stage 1: Compliance Requirements
1. Bidder must be registered on the central supplier database with National Treasury
2.
3.
4.
5.
6.
7.
8.
Valid Tax Clearance certificate
B-BBEE
Company registration documents,
Bank rating,
Security screening
PROOF of CIDB registration
Letter of Good Standing
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Stage 2: Technical / Functionality Requirements
Bidders must achieve a minimum 70% at stage 2: The technical evaluation –table 1 below to
proceed to Stage 3: Price and BBBEE.
Bidders who do not achieve the 70% minimum threshold on technical evaluation will be
automatically disqualified from further evaluations.
Table1
Scoring
1=Poor; 2=Average; 3=Good; 4=Very Good; 5=Excellent
Scoring
Description
1
Does not meet
requirements
Poor
2
Meets too few
requirements
Fair
3
Meets some but not
all requirements
Good
4
Meets majority but
not all requirements
Very Good
5
Meets All
requirements
Excellent
CRITERIA
WEIGHT
SCORES
The contractor must demonstrate experience of
similar projects successfully completed within the last
5 years, (Maintenance or construction type of work)
1 : 2 or less similar type of projects (Construction or
maintenance) at the lower value completed in the
last 5 years or non – submission
Contractor’s
experience
25
2: 3 Projects (Construction or maintenance) at the
lower value completed in the last 5 years
3: 4 Projects (Construction or maintenance) at the
lower value completed in the last 5 years
4: 5 Projects (Construction or maintenance) at the
lower value completed in the last 5 years
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5: 6 Or more projects (Construction or maintenance)
at the lower value completed in the last 5 years
Method
Statement
25
The contractor must submit a method statement
clearly indicating how electrical work be grouped as
1. Day to day repairs,
2. Less important,
3. Important,
4. Emergency,
5. Serious
Part of the method statement will indicate how
resources will be allocated to cover for above
failures.
Method statement to cover the following topics
 Legal register
 Notification of construction work
 Health and wellness
 Cost of Health & safety
 SHE Communication
 Overtime work
 Policies
 Organogram
 HIV/Aids awareness
 Social responsibility
 Employee health & well being
 Human & legal rights of HIV/Aids
infected staff
 Education and Dissemination of
information
 Support for preventative programs
 HIV/Aids & First Aid
 Job applications
 HIV testing & screening
 Confidentiality of HIV/Aids Information
 Harassment and Discrimination
 Segregation/Isolation of HIV/Aids
infected employees
 Sick leave and absence through
HIV/Aids
 Redeployment or termination of
HIV/Aids infected employees
 Safety induction
 Employee
training,
awareness
and
competency
 Security management
 Employees
 Vehicles
 Property (Prasa buildings)
 Tools & equipment
 Documentation
 Vehicle, driver and passenger safety
 Public vehicular and pedestrian traffic
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Annexure 4
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5
accommodation measures
Control of the movement of construction
vehicles.
Safe movement of vehicles on site
Responsibilities
 Managers responsibilities for vehicles
within the construction area
 Supervisors responsibility for use of
vehicles on site
 Staff, tenants, facility users, visitors
and contractors driving or walking on
site
General guidance
 Visiting drivers
 Loading & unloading
 Vehicle movement
 Other vehicle related activities
 Visibility
 Speed restrictions
 Pedestrian routes
 Signage and markings
 Lighting
Material handling, storage and use
 Housekeeping
 Rigging equipment
 Synthetic web sling markings
 Environmental conditions
 Shackles & hooks
 Disposal of waste materials
 Tools & equipment
 Update of new tools & equipment
Working in an excavation
Services to consider
 Electricity
 Water pipes
 Sewage systems
 Telecommunication
 Gas pipes
 Other pipe lines
Demolition
 Appointment of component person
Keep in mind
 Falls from height
 Injury from falling materials
 Uncontrolled collapse
 Risk from connected services
 Traffic management
 Hazardous materials
 Noise and vibration
 Fire
 Worker involvement
Compensation
 Incident
 W.CL.2 form
 Incidents involving tools, theft or
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vehicle accidents
1:
Method
statement
demonstrate
poor
understanding of job specifics during execution
– covered less than 20 topics/sub topics
2:
Method statement demonstrate average
understanding of job specifics during execution
– covered 20 to 30 topics/sub topics
3:
The methodology is adequately dealing with the
critical characteristics during execution –
covered 30 to 40 topics/sub topics
4: Method statement is specifically tailored to
address the job and sufficiently flexible to
accommodate changes that may occur - 40 to
50 topics/sub topics
5: Method statement demonstrates an innovative
and effective way with work. Excellent methods
are demonstrated to deal with vandalism and
the prevention there off. The complexities of the
work are understood and the impact of on Prasa
business is understood when dealing with
electrical and air conditioning faults. Significant
hazards is highlighted and control measures
required to prevent injury or ill health whilst
carrying out the task.- covered more than 50
topics/sub topics
The contractor must submit proof of tools and
equipment (Photos) as well as vehicles (Registration
papers) applicable to this type of work.
Vehicles,
Tools &
Equipment
(Indicate
Ownership
or rental)
20
Complete set of hand
tools for each technician
Multi meter (Volts, Amps,
Ohms, AC & DC) for
each technician
Welding machine
Heavy duty step ladders
(Various lengths)
Nonconductive)
Vehicles
Other tools not
mentioned above
required to repair install
Roller shutter doors
6
Non-contact voltage
detector
Extension ladder Nonconductive 5 meter
Welding Helmets
Scaffolding
First aid box
Drilling machines and
drill bits
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1: Equipment proposed is inadequate or no
information is provided – No proof of the tools
above is provided
2: Equipment proposed is poor or poorly
demonstrated – 5 to 10 of the above tools is is
provided
3: Tools and equipment proposed is adequate – 10
to 15 of the above tools is provided
4: Tools and equipment proposed adequate and will
benefit progress of work – 15 to 20 of the above
tools is provided
5: Tools and equipment proposed is adequate and
will enhance progress of work to achieve the
shortest possible turnaround time.- 20 or more of
the above tools is provided
Training and
Certification
of Staff
Health and
Safety
15
15
The contractor must submit proof (relevant
certifications) of skilled staff qualified to carry out
mechanical related work and must be able to use the
necessary equipment required to execute the work.
(It is not required of all staff to have gone through the
training process, however the contractor must
provide proof that 25% of their staff component
attended the appropriate training and is certified as
mentioned below)
 Certified as First aider
 Certified as Scaffold Erector
 Certified as Scaffold Inspector
 Induction Training (Other projects)
 Safe usage of tools
 Construction regulations training/seminar
 Fire fighting
 Emergency lighting
 All relevant training not mentioned above
Scores will be based on relevant certifications
provided:
1 : No information or certifications provided
2 : 1-3 similar types of certification or training
provided
3: 4-6 similar types of certification or training
provided
4: 6-8 similar types of certification or training
provided
5: 9- 10 similar types of certification or training 5
provided
Attach a safety plan specific to the scope of work,
showing understanding of the work, organogram of
the safety team and accredited certificates
Score :
1. No information provided
2. Generic safety plan
3. Safety plan specific to the scope of work
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Annexure 4
4. Safety plan specific to the scope of work and
showing understanding of the work
5. Safety plan specific to the scope of work and
showing understanding of the work,
organogram of safety team and accredited
certificates
Stage 3: Pricing and BBBEE
The formula for calculating price scores is as follows:
Pricing Evaluation: Only Bidders who have achieved the 70% threshold for Technical
evaluation will be evaluated for the Price component which is 90% of the Evaluation Criteria.
A maximum of 90 points is allocated for price. The evaluation for price will be done based on
the following formula:
100
(POINTL)
POINTL x (1 - (PC - Pm)/Pm)
Where:
PL = Points scored for price of tender under consideration
PC = Rand value of tender under consideration
Pmin = Rand value of lowest acceptable tender
B-BBEE Evaluation:
The B-BBEE component of evaluation is weighted at 10% of the
evaluation criteria.
Calculation of points for B-BBEE –RATINGS
B-BBEE Status Level of Contributor
Number of pints( 90/10 system)
above a Million
1
10
2
9
3
8
4
5
5
4
6
3
7
2
8
1
Non-Compliant Contributor
0
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Evaluation criteria
Weighting
Stage 1: Compliance Requirements
Security Screening
Compliance
CIDB Grading
3ME
Bank Rating
Compliance
Stage 2: Technical / Functionality Requirements
Technical
Threshold of 70 %
Stage 3: Pricing and BBBEE
BBBEE
10
Price
90
TOTAL
100
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