Site Meeting MPGXC004410


/ Minutes of meeting /

Date:07 December 2016

Compiled by: JR Rossouw
MEETING: SITE TENDER CLARIFICATION MEETING
DATE HELD: 06 December2016
TIME : 10:30 – 11:30
VENUE: Indaba Auditorium– Kriel Power Station
CHAIRMAN: Jr Rossouw
Description:
Clean and Perform Maintenance on Hydrogen Coolers and Slip Ring Coolers at Kriel Power Station for a Period of Three Years- Tender MPGXC004410
1. / COMPLETION OF ATTENDANCE REGISTER
The tender site meeting allowed time from 10:30 – 11:30for the attendance register to be completed were after it was closed for further entries.
2. / OPENING
-Jr Rossouw welcomed all andopened the meeting.
-The evacuation procedure was explained by JR Rossouw.
3 / INVITATION
The communication platform will be the e-Tender websites where the tender was published. Any information that might be shared till tender closing date will be published here – it is requested that the sites be visited regularly. Revised documents and information after site meeting will be published here, if any.
Special Conditions:
  1. CSD Registration
  1. Tenders are to be delivered to the following address on the stipulated closing date and time:
ESKOM TENDER BOX
GROUND FLOOR
NO. 10 SMUTS AVENUE
WITBANK / EMALAHLENI
MPUMALANGA
GPS Co-ordinates:
Latitude: 25.87723S
Longitude: 29.21629E
Closing date and time19 December 2016 at 10h00
Clarifications: With tender clarification, correction of arithmetical errors, negotiations does not mean that you are the proposed successful tenderer. It is all part of the evaluation process.
Certification of Copies: All copies of certificates or official documentation must be certified. If compulsory for evaluation the tenderer might be found non-responsive for submitting documents that are not certified.
Annexure/Documents published: All documents for this invitation to be found on the 2 tender portals – and and not issued at this site meeting.
Eskom Vendor Registration: Invitation open to all vendors and non-vendors. Once successful for contract award, registration process will start.
Contact Person:
All communication, prior to contract award, to be done via the Eskom Representative in writing per fax or e-mail with reference to the tender number MPGXC004410.
No tenderers are allowed to communicate with any of the other Eskom team members until contract award.
Name: JR Rossouw
Address: Procurement Department, Kriel Power Station
Tel: +27 17 615 2487
Fax: 086666 0354
E-mail:
4 / INVITATION TO TENDER
Also refer to Eskom Standard Conditions of Tender 240-62044728 Rev 4 and Code of Ethics 32-527.
  • Information in the invitation to tender document was highlighted.
  • Tenders to be submitted at the Witbank Tender Office – refer to physical address and GPS co-ordinates.
  • Tenders to be submitted as one original and one copy. The copy will be used for evaluation purposes, ensure that this is an exact copy of the original.
  • The evaluation criteria, weightings and thresholds were discussed.
  • No Alternative tenders will be accepted. Tenders to be submitted on Main invitation only and for the whole of the works.
  • Clarifications will be addressed up to 5 working days before tender closing - written requests with tender number as referenceper e-mail or fax.
  • Sub-Contractors to be compliant to all that Main Contractor (tenderer) to comply with. The same with Joint Venture tenders as per existing company information.

5 / EVALUATION CRITERIA
The listed items of the different sections were highlighted and the opportunity for all to discuss.
Commercial:
-All items were highlighted as per the listed items – note which is mandatory at time of tender submission deadline and those before contract award.
-Annexure Forms (A-G) were discussed - all to be completed in full and signed to be responsive. These are compulsory documents and those not submitted in full might be found non-responsive.
-Revised: The Tax Clearance Certificate is not required at tender closing date as the CSD registration will supersede proof of SARS compliance – see revised page.
Functionality (threshold 80%):
-Items information was discussed and all clear on what to submit.
OBJECTIVE CRITERIA (not a disqualification criteria)
SHEQ (Objective)
Safety, Quality and Environmental is an objective criteria which implies that documents are expected to be submitted with the tender for evaluation, however the omitted SHEQ information may be requested from those who were found responsive in the commercial and technical evaluation areas. 7 days will be provided from the communication to submit. When non-compliant by then, the tenderer will be found not suitable for recommendation.
Information to be work scope related and not general information or from other projects.
Index the sections and arrange documents accordingly.
Safety & Health
-Safety Annexure C1applies, reflecting detailed requirements.
Quality
-Quality Category 3applies, reflecting detailed requirements.
-ISO 9001 Certification from main tenderer to be submitted.
-Also refer to the published Quality QM58 document.
Environmental
-Tenderer to demonstrate environmental commitment.
-Refer to work scope and latest legislation
-Time frame to be mentioned and the management thereof.
Supplier Development and Localisation (Objective)
The enquiry will be issued nationally and the objective criteria are to award the contract to Level 1 - 4 BBBEE compliant companies. It is mandatory for tenderers to submit BBBEE certificate for evaluation purpose.
TABLE 2: SKILLS DEVELOPMENT COMPLIANCE MATRIX
Skill Type (Occupation) / OFO Occupational Group / Weight (%) / Target Number of Persons to be Trained (Local to South Africa) / Proposed Number of Persons to be Trained
(Local to
South Africa) / Target Number of Persons to be Trained
(Local to Site) / Proposed Number of Persons to be Trained
(Local to Site) / Total Weighted Score
Level ONE NDT Technician / 2 / 2 / 0.00%
Quality Controllers / 2 / 2 / 0.00%
Total / 4 / 0 / 4 / 0 / 0.00%
6 / NEC 3 Term Service Contract
  • The conditions and clauses were highlighted.

PRICE LIST
-No alternative tenders
-Price according to line items provided
WORKS INFORMATION
  • Works information explained and accepted
  • Damage of baskets will be dealt with compensation events
  • Resources was explained by P Khumalo
  • There will no training given to working in confined spaces as well as for working from heights.

7 / Environmental
a)Submit Environmental Policy that demonstrates organisation commitments to comply with legal and other requirements and proof of communication with project team.
b)Submit Environmental Management Plan that details how the anticipated impacts from the project will be managed during the lifespan of the project.
8 / SITE INSPECTION
  1. Site inspection was not compulsory

JR Rossouw
Eskom Representative for tender MPGXC004410
Group Commercial, Kriel Power Station

Summary of changed and additional information

  • Revised invitationto tender REV 1submitted to tender bulletin
  • Revised NEC loaded on bulletin with new price list
  • Environmental requirements added
  • Typical Example of Contract Quality Plan loaded to bulletin

Additional documents after initially published

N/A

Additional information after initially published for information purposes only (Slides)

None

Page 1 of 5