Confidential

Request for Proposals for the Supply, Delivery, Installation, Testing, Commissioning and Maintenance of Nine (9) X-Ray Machines and Nine (9) Walk-through Metal Detectors at the following GEPF Offices:

  • Durban
/
  • Mthatha

  • Pietermaritzburg
/
  • Rustenburg

  • Bloemfontein
/
  • Johannesburg

  • Kimberley
/
  • Trevenna Campus

ALL BID DOCUMENTS TO BE DEPOSITED AT THE TENDER BOX SITUATED AT THE RECEPTION AREA AT:

34 HAMILTON STR

ARCADIA

PRETORIA

SPECIFICATION FOR THE SUPPLY, DELIVERY,INSTALLATION, TESTING, COMMISSIONING AND MAINTENANCE OF X-RAY MACHINES AND WALK-THROUGH METAL DETECTORS AT GEPF OFFICES

TABLE OF CONTENTS

Notice to Tenderers
Section 1 – General / Page
4 – 6
Clause
Intent of Specification……………………………………………………. / 4
General Notices……………………………………………………. / 4
Regulations……………………………………………………………….. / 4
Scope of Work……………………………………………………………. / 4
Co-ordination……………………………………………………………… / 4
Test Certificates and Inspections……………………………………….. / 5
Guarantee and Maintenance……………………………………………. / 5
Training ………………………………………………………..………….. / 5
Imported Content…………………………………………………………. / 5
Price………………………………….……………………………………. / 5
Brochures ………………………………………………………………. / 6
12. / Manuals ………………………………………………………………. / 6
Section 2 – Technical Specification / 7– 14
General……………………………………………………………………. / 7
Objective………………………...………………………………………… / 7
Scope of Work……………………………………………………………. / 7
Deliverables…………..………...………………………………………… / 7
Detailed Specification …………………………………………………... / 8
Security Background Checks and Company Experience……..…….. / 9
Tender Briefing Session…………………………………………………. / 9
Invitation to RFP………………………………………………………….. / 9
Incurring of costs.………………………………………………………... / 10
Communication during the RFP Process……………………………… / 10
Submission Requirements..…………………………………………….. / 10
Site Information..…………………………………………………………. / 11
Commitment to Deliver and Install……………………………………… / 11
14. / APPENDIX A ……………………..……………………………………… / 12
15. / APPENDIX B………………………..…………………………………… / 14
Section 3 – Evaluation Criteria / 15
Section 4 – SBD Forms / 16 - 41
SECTION 1 – GENERAL
  1. Intent of Specification

The specification in this document is intended to cover the complete installation of X-ray Machines and Walk-through Metal Detectors. The minimum equipment requirements are outlined, but do not cover all the details of design and construction. Such details are recognised as being the exclusive responsibility of the contractor.

The purpose of the assignment is to appoint aservice provider to supply, deliver, install, test, commission, and maintainnine(9) Security X-Ray Scanners and nine (9) walk through Metal Detectors.

  1. General Notices

a)The service provider may not set his own conditions of contract and the department’s conditions of contract must be accepted.

b)After completion of the contract the successful service provider shall submit an invoice together with an installation, commissioning and testing certificate bearing the signature of the user department as well as the Regional/Departmental representative.

c)All equipmentmust be registered and licensed with the South African Department of Healthand should comply with the Occupational Health and Safety Act, No 85 of 1993 and current regulations of all other codes applicable to this work.

d)All equipment shall be Y2K compliant.

  1. Regulations

The installation shall be set up and tested in accordance with the following Acts and regulations:

a)The Occupational Health and Safety Act, 1993 (Act 85 of 1993) as amended.

b)A licence for the X-ray machine, issued in terms of the Hazardous Substances Act (Act 15 of 1973), must be submitted with the tender, failing which the tender will not be considered. Plus the ID No’s of the service technicians registered to carry out the servicing of the X-ray machines in accordance with the requirements of the SABS.

c)The equipment shall comply with the Film Safety ISO 1 600 / 33 DIN high speed photographic film.

  1. Scope of Work

a)Supply, delivery, installation, testing, commissioning and maintenance of the x-ray machines and walk through metal detectors as specified in this document.

b)Training of relevant officials of the user department.

c)Twelve (12) month guarantee period.

  1. Co-ordination

The service provider shall co-ordinate his program with his sub-contractors. His installation rates shall include both the required diesel generator and UPS. Hand over to GPAA will be conducted upon installation of both.

  1. Test Certificates and Inspections

The following tests are to be carried out:

(a)After completion of the installation at each office, a full test will be carried out on the installation for a period of sufficient duration to determine the satisfactory working thereof. During this period the installation will be inspected to the satisfaction of the Representative/Agent and the service provider shall submit a report on any defects which may arise.

(b)The service provider shall provide all instruments and equipment required for testing the machines.

(c)Test reports as specified under (a) is to be submitted to the Department.

  1. Guarantee and Maintenance

a)The successful service provider shall guarantee and service the complete unit for a period of twelve (12) months from the date of delivery to site, and successful commissioning of the unit.

b)During the period of guarantee, the successful service provider shall, at his own expense, carry out all necessary repair work, including material and labour, (excluding work required due to damage by others) in order to maintain the unit in a working condition.

c)The successful service provider shall, during the period of guarantee, repair the unit to the satisfaction of the Department, within 24 hours after he has been notified that the unit is not operating.

d)After the lapse of the initial twelve-month period of servicing, the successful service provider may be required to enter into a service agreement with the Department, for a further period of three (3) years. This agreement may subsequently be renewed for yearly periods.

  1. Training

(a)The successful service provider shall thoroughly train and instruct the operators, designated by the department in the operation of the unit.

  1. Imported Content

This equipment will not be subject to fluctuations in the rate of exchange.

However, should the service provider choose to be protected against fluctuations in the rate of exchange on imported equipment, the following conditions will apply:

a)Any fluctuations in the rate of exchange will be for the account of the Government and shall be calculated from a date seven (7) days prior to the date of the Contractor's tender to a date seven (7) days after receipt by the Contractor's bank of the negotiable bill of lading or the exporter's invoice, provided this latter date is not later than 30 days after the date of payment. Thereafter, fluctuations in the rate of exchange shall not be for the account of the Government.

  1. Price

The prices to be quoted herein shall be fixed using the South African Rand (ZAR).

  1. Brochures

Detailed brochures of all equipment offered shall be presented together with the tender documents.

  1. Manuals

Two complete sets of manuals, each with the following information shall be handed over to the department when the unit is delivered to site:
(a) Operating instructions
(b) Technical description with diagrams and instructions for maintenance and repairs.
SECTION 2 – TECHNICAL SPECIFICATION
  1. General

The Government Pensions Administration Agency (GPAA) is looking to appoint a sufficiently experienced service provider to supply, install, test and commission, and maintain new X-Ray machines and Walk through Metal Detectors at the following GEPF Offices: Durban, Pietermaritzburg, Bloemfontein, Kimberley, Mthatha,Rustenburg,Johannesburg and Trevenna Campus.

  1. Objective

a)To supply and install nine (9) X-ray machines and nine(9) Walk through Metal Detectors at the offices indicated above.

b)To improve the security measures by complying with the provision of Section 2(2), under which the furnishing of information, identification, declarations concerning hazardous objects and the contents of any suitcase, briefcase, handbag, bag, etc.

c)To enforce the provision of the Control of Access to Public Premises and Vehicles Act (Act53 of 1985) for the purpose of safeguarding buildings or premised occupied or used by of under the control of government departments, in line with Section 2(2) (a), (b) and (c) of the Control of Access to Public Premises and Vehicles Act No.53 of 1985.

d)Control access to a building or part of the building where security officials identify and control. Enhance support of the security personnel performance in conforming to Local and International Security Standards.

  1. Scope of Work

a)Installation of nine (9) mobile X-Ray inspection systems (HI-SCAN), equipped with the latest technology, including a 19” colour monitor which is switchable to Black and White, and the uninterruptible power source/supply(Detailed specifications are in Appendix A).

b)Installation of nine (9) Multi-Zone HighPerformance Walk through Metal Detectors or similar products (Detailed specifications are in Appendix B).

c)Training of relevant officials of the user department.

d)The service provider must ensure that a maintenance schedule is in place and shall carry out the full maintenance of the system. A copy of the maintenance schedule shall be provided to the GEPF office.

e)All work and equipment shall be in accordance with the approved SABS Standards and shall comply with the Occupational Health and Safety Act, No 85 of 1993 and current regulations of all other codes applicable to this work.

  1. Deliverables

a)The successful bidder will be required to supply and install the equipment described in the detailed specification below.

b)The successful bidder will be required to provide training and support to the users after installation of the system.

c)The successful bidder should provide a three (3) year maintenance plan after expiry of the warranty period.

d)The successful bidder will be required to register X-ray machines with the Department of Health on radiation control, monitor and control radiation regularly.

  1. Detailed Specifications

ITEM / DESCRIPTION / QTY / PICTURE / DRAWING / NOTES
5.1 / X-ray Machines:
  • Penetration values must boast up to 38 mm of steel.
  • High level Resolution (42AWG).
  • 2X - 64X zoom
  • Automatic Threat Alert
  • High Density Alert
  • OA - Operator Assist
  • IA - ImageArchiving 150,000 Images
  • 0.5 MeterEntry& Exit Roller Conveyors
  • Organic, Inorganic and Trimat Feature
  • Inverse, High Penetration, low Penetration andPseudoFunction
  • Article Trays
/ 9 /
*Please note that the attached picture is for illustration purposes only.
5.2 / Walk Through Metal Detectors:
  • 45 Zone Pinpoint Detector, Highest in its class.
  • Power Saving and Standby Mode
  • Digital Pulse Technology
  • One Key Restore
  • No weak or Dead Areas
  • Sensitivity levels 1-300
  • Passenger Counting up to 20,000
  • Overall Dimensions 2230mm(H) x 830mm(W) x 560mm(D)
  • Interior Dimensions 2000mm(H) x 700mm(W) x 500mm(D)
  • Traffic 100 Persons Per Minute
  • Multi Frequency High Anti-Interference Ability
  • 30 x Automatic Preset Locations Settings
/ 9 /
*Please note that the attached picture is for illustration purposes only.
5.3 / Accessories:
5.3.1 /
  • 0.5 MeterEntry& Exit Roller Conveyors;
/ 18 /
*Please note that the attached picture is for illustration purposes only.
5.3.2 /
  • Article Trays (for normal hand luggage)
/ 18 /
*Please note that the attached picture is for illustration purposes only.
5.3.3 /
  • Article Trays (for small items like cell phones)
/ 9
5.3.4 /
  • Remote Operator Table
/ 9 / Standard table size (940mm x 620mm)
5.4 / Compliance:
5.4.1 /
  • 12 months warranty
  • Three (3) year maintenance
/ The Service Provider shall implement a 36 months maintenance plan on expiry of the 12 months warranty
5.4.2 /
  • Certificate of compliance (COC) after installation, testing and commissioning
  • Operator Manuals
/ 9
9
5.5 / Site Assessment
5.5.1 / Site assessment to be conducted at the following offices:
  • Durban
  • Pietermaritzburg
  • Bloemfontein
  • Kimberly
/
  • Mthatha
  • Rustenburg
  • Johannesburg
  • Trevenna Campus

5.6 / Transportation, rigging, and installation to the following * Offices:
5.6.1 / Durban / 5.6.5 / Mthatha
5.6.2 / Pietermaritzburg / 5.6.6 / Rustenburg
5.6.3 / Bloemfontein / 5.6.7 / Johannesburg
5.6.4 / Kimberley / 5.6.8 / Trevenna Campus
*The Service Provider must make provision for de-commissioning and re-installation within 10 KM radius in case of office relocation.
*Delivery addresses will be communicated to the awarded bidder only.
  1. Security Background Checks and Company Experience

Appointment of the successful bidders will be subject to positive background (basic security checks), at least five (5) years’ experience in supplying and installation of X-ray machines and Walk through metal detectors.

  1. Tender Briefing Session
  • A compulsory briefing session will be held at the GPAA Head Office on 17 February2017 at 09:00am on 34 Hamilton Street, Arcadia, Pretoria. Travel and accommodation costs will be on the service provider's account.
  1. Invitation to RFP
  • To be considered, each bidder must submit a completed set of the prescribed documents attached to this RFP accompanied by its proposal, to the GPAA, not later than 11
    ;00 on 03 March 2017.

No other distribution of proposals is to be made by the bidder. The proposal must include a statement of the period for which the proposal remains valid. The proposal must be valid for at least one hundred and twenty (120) days from the date of closure.

  1. Incurring of costs:
  • The GPAA will not be liable for any cost incurred by any vendor/bidder prior to signing of a binding contract by parties concerned.
  1. Communication during the RFP Process:
  • Any communication with respect to this RFP should be directed to the people below:

Technical Enquiries
Name: / Simon Mokabane
E-mail: /

or

Administrative Enquiries
Name: / William Ramoroka
E-mail: /
  • Any communication during the RFP process should be addressed by e-mail. Telephonic queries will not be entertained.
  • All e-mail correspondence must contain the RFP GPAA 09/2017 in the subject line. All queries will be consolidated and responded to in writing every Friday during the proposal response period, and will be distributed to all the respondents that completed a non-disclosure agreement. No enquiries will be entertained one week prior to the closing of the RFP.
  • Communication with any other personnel of the GPAA with regard to this RFP is not permitted and will result in a disqualification of the relevant RFP response.
  1. Submission Requirements
  • Responses to this RFP must be submitted between 07:30 and 16:00 (Monday to Friday, excluding public holidays).On the closing date submissions must be done before 11:00.
  • Service providers must submit five (5) hardcopies of the technical response as well as five (5) hardcopies of the financial proposal (SDB 3.1).
  • One hardcopy must be the original submission, clearly marked "Original" and the remaining hardcopies can be a copied versions of the original.
  • It is the responsibilityof the service provider to record their submission in the register which will be provided at the GPAA Head Office reception desk.
  1. Site Information

2.1Location

No / Office Name / Province / Floor / Number of machines required
1 / Durban / KZN / 12th / 2
2 / Pietermaritzburg / KZN / 3rd / 1
3 / Kimberley / Northern Cape / Ground / 1
4 / Bloemfontein / Free State / Ground / 1
5 / Mthatha / Eastern Cape / 2nd / 1
6 / Rustenburg / North West / Ground / 1
7 / Johannesburg / Gautieng / 2nd / 1
8 / Trevenna Campus / Gauteng / 1st / 1
  1. Commitment to Deliver and Install

The successful bidder must be able to supply and install the required security systems within 6months after the awarding of the tender.

APPENDIX A

TECHNICAL SPECIFICATION

FOR

Eight (8) X-RAY MACHINE / INSPECTION UNIT

1.1General

a)The unit must incorporate a facility to be controlled either from the right or the left-hand side.

b)The unit must be quiet when in operation.

c)The Control elements (pushbuttons, switches, etc.) are to be of sturdy design, selected for severe operating conditions.

d)Imaging scale of all objects should be constant with the minimum distortion.

e)Control of brightness and of contrast must be provided on the front panel of the TV monitor.

Physical Information / Compliance: Yes/No
Construction /
  • Steel based

Tunnel Size (mm) /
  • 505 (W) x 305 (H)

Width / Height / Length (mm) /
  • 785 (W) x 1160 (H) x 1450 (L)

Weight /
  • 340 Kgs (uncrated) ; 360 kgs (crated)

Conveyor Height (mm) /
  • 734

Conveyor Speed /
  • >0.20 metres per second

Maximum Conveyor Load /
  • 140 Kg (evenly distributed)

System Noise Level /
  • <55dB

Performance Index
Penetration /
  • 36mm steel guaranteed ; 38mm steel (Typical)

Resolution (wire gauge) /
  • 40 AWG guaranteed ; 42 AWG typical

X-Ray Generator
Tube Voltage /
  • 100-160 kV (adjustable) ; sealed oil bath

Tube Current /
  • 0.3-1.2mA (adjustable

Cooling / Duty Cycle /
  • Sealed Oil Cooling / 100%

Beam Launch Angle /
  • 80 degrees

Operational Index
Storage Temperature / Humidity /
  • -20 to +50 degrees Celsius / 10%-95% non-condensing

Working Temperature/Humidity /
  • 0 to +45 degrees Celsius / 10%-95% non-condensing

Working Voltage /
  • AC 220V (-15% to +10%) ; 50Hz / 60Hz plus / minus 3Hz

Power /
  • 0.5kVA

Leakage /
  • < 0.1 u Sv / H

Dose Per Inspection /
  • < 2.62 u Sv (typical)

Duty Cycle /
  • 100% (no burn in necessary)

Imaging
Image Resolution /
  • 1280 x 1024 / 24 Bits

Image Processing /
  • Image Processing Zoom 2X to 32X (dynamic, smooth and continuous)

  • Full screen zoom (one click)

  • High, Low penetration

  • Organic / Inorganic Stripping

  • Picture pure (no distortion)

  • Super edge enhancement capability

  • Operator assist, Automatic threat and density alert

  • 20 screen image recall (last in first out)

  • Multi-Energy

  • Double screen joint & copy display

  • Colour & black and white display

Image Recall /
  • 100,000 images storage capacity

  • Image conversion and export to jpg

  • Image search and simulated playback

Additional Features /
  • Configurable Operator Interface

  • 17” High Resolution flat panel LCD monitor

  • 24 Bit Colour Processing

  • Multi language support

  • Network Capable

  • Luggage Counter

  • User Report Management

  • Self-diagnostics

  • Date / Time display

Hi-Scan X-Ray Technology

APPENDIX B

TECHNICAL SPECIFICATION

FOR

Eight (8)High Performance Walk Through Metal Detector

1.2General

f)The metal detector shall consist of a free standing walk-through frame with an integral control unit, and shall be suitable to detect metallic objects on a person by means of the magnetic field principle.

g)The metal detector shall be suitable to detect ferrous and non-ferrous metals.

h)The metal detector shall be equipped to eliminate false alarms.

i)The metal detector shall scan the entire area of the walk through area and detect metal objects on a person passing through to the levels as specified.

j)The metal detector shall incorporate self-test button to confirm that the system is operating correctly.

k)The metal detector shall be completely tamper proof.

l)The programme and sensitivity push buttons shall be so arranged that tampering by unauthorised persons is entirely eliminated.

m)The metal detector shall be capable of operating adjacent to an X-Ray inspection unit.

n)The detector is intended for indoor use at an altitude of up to 1800m above sea level.

The bidder must indicate compliance, if not indicate otherwise:

Detailed Specification / Compliance: Yes/No
Standard Programs /
  • Over 20 application programs

Sensitivity /
  • Up to 200 distinct sensitivity levels

Zone indications /
  • 33 independent zones

Overhead Control Unit /
  • All electronics, LCD, alarm light, LED bar graph, control touch pads must be integrated to eliminate wire exposure

Self-Diagnostic Program /
  • Automatic

Battery Pack /
  • Provides up to 10 hours backup

Passageway Interior Size /
  • Width: 30” (0.76m)

  • Height: 80” (2.03m)

  • Depth: 23” (0.58m)

Overall Exterior Size /
  • Width: 35” (0.90m)

  • Height: 87” (2.21m)

  • Depth: 23” (0.58m)

Temperatures /
  • Min. temperature: 0ºC

  • Max. temperature: 40ºC

  • Max. relative humidity: 80%

Power /
  • Fully automatic 100 to 240 VAC.

  • 50 to 60 Hertz.

  • 55 watts

Regulatory Information /
  • Meets the Electrical Safety and Compatibility Requirement for CE.

Control Outputs /
  • Solid state switches (low voltage AC or DC) for operating external alarm and control devices.

Remote Control /
  • Desktop remote control with zone indication

Alarm indicators /
  • 33 zones.

  • Volume adjustable audible tone.

  • Bright LED visual and remote alarms.

  • Random alarm feature adjustable from 0 to 50%.

SECTION 4 – EVALUATION CRITERIA
Item No. / Evaluation Criteria Item :
90/10 Principle / Weight
A / Administrative compliance
B / Price / 90
C / B-BBEE status / 10
With the individual points made up as follows:
A / Phase 1: Administrative compliance
The bidders are required to submit the following documents with their bids:
  1. Service Provider’s certificate of registration with Private Security Industry Regulatory Authority (PSIRA). As per PSIRA Act no. 56 of 2001, chapter 3, clause 20 in conjunction with section 199 of the SA contribution (Act no. 108 of 1996).
  2. SARS TAX Status Certificate with PIN Number.
  3. Department of Health Radiation Control Certificate.
  4. A proof of ISO 9001 compliance certificate.
  5. Completed, signed and dated SBD forms (SBD1, SBD3.1, SBD4, SBD6.1 SBD8 and SBD 9).
  6. Proposed three (3) year maintenance plan.

B / Phase 2: Functionality
Relevant Skills and Experience and Industry Exposure:
  1. Track record and previous experience
/ The bidder’s past experience in delivering projects of a similar nature and scale.
  • Proposal should include a minimum of three (3) contactable references of previous and current clients of corporate or public sector organisations that have been serviced within the last 3 years with reference to similar service offerings. (To be substantiated by reference letters showing the quality of work rendered as well as a list of successfully completed projects).
/ 20
  1. Capability
/ The company must have resources with the relevant and appropriate experience and skills and provide the following:
  • The bidder must provide at least (3) CVs with relevant certified qualifications of all personnel technically accredited to install X-ray machines, with at least three (3) year minimum experience who will be involved in the execution of this project and certified ID copies.
/ 20
  1. Technical Approach
/ The bidder must provide a detailed project execution plan, which talks to following:
  • Clear sequential roll-out plan, with timelines in terms of installation of X-ray machines and Walk through metal detectors
  • Risk management plan (potential project risks that may impede the initial implementation plan).
  • The bidder should clearly state the measures that will be put in place to minimise constant faults on machines.
/ 25
20
15
NB: Minimum 60% qualifications on functionality.
Sub-total / 100

SBD1