Docstoc

R031200184 - LIFT CONSULTANT

Document Sample
R031200184 - LIFT CONSULTANT Powered By Docstoc
					             REQUEST FOR
              QUOTATION
            PROFESSIONAL
               SERVICES
             SUPPLY CHAIN MANAGEMENT
SCM-       Approved: 11 May 2011: Branch Manager                     Version: 1            Page 1 of 19




                                        QUOTATION NO: R031200184


        Lift Replacement /Modernization: Design, Drafting of Tender Specification and
       Project Management for Civic Centre; Gallows Hill; Beaufort House and Bellville
                                           Civic

  CLOSING DATE:                             31 August 2011
  CLOSING TIME:                             09H00
  QUOTATION BOX NUMBER:                     212


                                IMPORTANT NOTES TO TENDERERS
 a) A compulsory briefing session will be held prior to the closing date. Only quotations from
       Tenderers who have attended the compulsory briefing session will be accepted. Tenderers
        arriving more than 15 minutes after the start of the official briefing session will not be allowed
       to participate in the meeting and their quotations will not be accepted.
       COMPULSORY BRIEFING SESSION
        DATE:                             25 August 2011
        TIME:                             10:00
        VENUE:                            Civic Centre, Podium Block, 5th Floor, Meeting Room B


 b) Quotations must be properly received and deposited in the above mentioned quotation box on
       or before the closing date and before the closing time at the Tender & Quotation Office
       situated at the 2nd floor, Concourse Level, Civic Centre, Hertzog Boulevard, Cape Town.
 c) No late quotations will be accepted under any circumstances.
 d) Quotations must be submitted in a sealed envelope clearly reflecting the quotation number
       and description as indicated above.
 e) Only original quotations on this official quotation document will be accepted. Tenderers must
       complete and return all Returnable Schedules, failing which the Tenderer’s quotation may
       be declared non – responsive.


                                                    1
f)   For this quotation to be valid on the closing date, the Form of Offer (Returnable Schedule 1)
     and the Price Schedule (Returnable Schedule 2) must be fully and properly completed and
     signed.




                                               2
                                         INDEX




                            RETURNABLE SCHEDULES
(All Schedules to completed and returned by the Tenderers when submitting the offer)

1   Form of Offer
2   Price Schedule
3   HDI Points Claimed
4   Functionality
5   State employees Declaration
6   Conflict of Interest Declaration
7   Fraud Convictions and Tender Defaulters Declaration
8   Certificate of Independent Quotation Determination

                     IMPORTANT QUOTATION INFORMATION
    (These Parts may not to be returned by the Tenderers when submitting the offer)

A Specification
B Quotation Instructions
C General & Special Conditions of Contract




                                           3
                                  RETURNABLE SCHEDULE 1
                                      FORM OF OFFER

                               TENDERER (also referred to as “Consultant”)

     NAME of Company/
     Close Corporation/Partnership/                (legal name)
     Sole Proprietor                               trading
                                                   as_________________________________________
     Company/close corporation
     REGISTRATION NO:
     (If applicable)
     CITY OF CAPE TOWN TENDERERS
     DATABASE REGISTRATION No:
     (Compulsory)
     WESTERN CAPE SUPPLIER
     DATABASE (WCSD) REGISTRATION
     No:
     (for HDI/preference points)
     PHYSICAL/ STREET ADDRESS
     (Chosen domicilium citandi et
     executandi/address where legal notices
     will be served)
     CONTACT DETAILS:
                                                   Tel:___________________Fax: ___________________

                                                   Cell: _______________________________________

                                                   Email:______________________________________
     INCOME TAX/VAT REGISTRATION No
     (Compulsory)
     DAYS TO COMMENCEMENT OF WORK
     (From date of receipt of official purchase
     order)
     PERIOD FOR COMPLETION OF ITEM 2
     ON THE PRICE SCHEDULE

   By signing this Form of Offer, the Tenderer offers to render the services described in this quotation
   document in full compliance with:
    the Specification,
    the General and Special Conditions of Contract , and
    at the price reflected in table below (in the case of a once off, fixed price) or as brought forward
       from Pricing Schedule (Returnable Schedule 2)

   Price

   ADD: 14% VAT

   TOTAL QUOTATION
   PRICE (INCL. VAT)

SIGNED at …………………(place) on the ………. day of …………(month) 20……......

                                                              ……………………………………………………
                                                                                            Signature
                                                                Name (PRINT)………………………………
                                                  (For and on behalf of the TENDERER, duly authorised)



                                                     4
                                    RETURNABLE SCHEDULE 2
                                      PRICE SCHEDULE
2.1 Price Schedule
 ITEM                  DESCRIPTION                 UNIT    QUANTITY       AMOUNT (Rands)

        Design and Specification                   Item       1
   1

        Drafting of Tender Documentation for the   Item       1
   2
        procurement of a lift contractor
        Assist with Tender Evaluation              Item       1
   3
                                                   Item       1
   4    Project Management and site supervision
                                                   Item       1
   5    Handover
        Other Fees (Tenderer to Specify):
   6

        Other Fees (Tenderer to Specify):
   7


   8

   9

TOTAL PRICE (EXCL. VAT) CARRIED FORWARD TO FORM OF OFFER
                                                                      R




                                            5
2.2 Pricing Assumptions:

Pricing Assumptions mean the criteria as set out below, read together with all Parts of this contract
document, which it will be assumed in the contract that the tenderer has taken into account when
developing his prices.

2.2.1 The short descriptions given in the Activity Schedule below are brief descriptions used to identify
the activities for which prices are required. Detailed descriptions of the activities to be priced are
provided in Part A of this document, Scope of Work.

2.2.2 A rate, sum, percentage fee and/or price as applicable, is to be entered against each item in the
Activity Schedule. An item against which no price is entered will be considered to be covered by the
other prices or rates in the Activity Schedule.

2.2.3 The rates, sums, percentage fees and prices in the Activity Schedule are to be fully inclusive
prices for the work described under the several items. Such prices and rates are to cover all costs
and expenses that may be required in and for the execution of the work described in accordance with
the provisions of the Scope of Work, and shall cover the cost of all general risks, liabilities, and
obligations set forth or implied in the Contract Data, as well as overhead charges and profit.


2.2.4 If the word “Item” appears in the Quantity column or if the Quantity column is blocked or crossed
out, a lump sum rate is required which covers all aspects of the work set out in the Description column
for that item.

2.2.5 The quotation will be declared invalid if a TOTAL PRICE on the Price Schedule is not submitted
with the quotation.

2.2.6 The TOTAL PRICE on the form of offer is hereby deemed to be a fixed price for the whole
duration of the Installation /Modernization Project. All rates, sums, percentage fees or prices (as
applicable) tendered in the Activity Schedule shall be final and binding and shall not be subject to any
variation throughout the period of the contract. Furthermore In developing rates, Tenderers must
make allowance for annual increases.

2.2.7 By signing the Form of Offer, a Tenderer warrants that the relevant quotation:
2.2.7.1 is correct and valid
2.2.7.2 that the price(s) and rate(s) quoted cover all the work/-item(s) specified in the quotation
document;
2.2.7.3 that the price(s) and rate(s) cover all the Tenderer’s obligations under a resulting contract
including all disbursements; and
2.2.7.4 that any mistakes regarding price(s) and calculations will be at the Tenderer’s risk.

2.2.8 Vat-registered companies must price exclusive of VAT and show VAT payable separately on the
Form of Offer.

2.2.9 The quotation price as per the Form of Offer will take precedence in the event of any
discrepancy between the Form of Offer and the Price Schedule. However, if the Tenderer has made
a mathematical and/or calculation error in the Price Schedule, the City reserves the right, in its sole
discretion, to correct the error. The corrected total will be carried forward to the Form of Offer.

2.2.10 *“Close-Out” has been included under the Contract Administration and Inspection Stage of the
Service. The Service Provider will be required, at the time of issue of the Certificate of Completion (to
the Contractor) to claim the total fee (100%) for normal services, less a 5% retention amount of the
total fee. The retention will be released on successful completion of the contractor’s defects liability
period.




                                                   6
2.2.11 Tenderers are referred to item no. 4 of the Scope of Work, the requirement site supervision
with regards to the technical installation and compliance to occupational health and safety, to be
provided by the Tenderers. The tendered rates for construction monitoring staff shall include all
overtime costs in respect of construction monitoring services provided outside of normal working
hours.

2.2.12 Tenderers are to note that only those recoverable expenses listed in the Activity Schedule will
be reimbursed to the Service Provider. No reimbursement of costs for subsistence, typing,
printing/copying, communications or computer hardware and/or software will be made and these
costs will be deemed to be included in rates, sums, percentage fees and prices for normal and
additional services rendered.




                                                  7
                         RETURNABLE SCHEDULE 3
                           HDI POINTS CLAIMED

  3.1     The 90/10 preference point system which will be applied in the adjudication of
          quotations for quotations with an estimated value greater than R200 000 (VAT
          inclusive).

  3.2     The Tenderer hereby applies for points for preference in accordance with
          Regulation 13 of the Preferential Procurement Policy Framework Act No 5 Of 2000
          (PPPFA) for Historically Disadvantaged Individuals (HDI)) of:


                                  ….......................%


  3.3     In terms of Regulation 12 of the PPPFA the CoCT may, before a quotation is
          adjudicated or at any time, require a Tenderer to substantiate claims it has made with
          regard to preference. The Tenderer is accordingly required to confirm their WCSD
          registration numbers in the table below as well as on the Form of Offer.

 TENDERERS                         WCSD registration                 Company registration
                                   number                            number




  3.4     In terms of Regulation 12 of the PPPFA only Tenderers who have completed and
          signed this declaration (as contemplated in Regulation 14 of the PPPFA) may be
          considered for preference points.


The Tenderer therefore hereby certifies that the information set out in this declaration is true and
correct and acknowledges that failure to properly and truthfully complete this schedule may result
in the quotation being disqualified and/or in the event that the TENDERERS is successful,
cancellation of contract.




  …………………………………………………                                         …………………………................………
  Signature
  Print name:                                                 Date
  On behalf of the Tenderer (duly authorised)




                                                 8
                               RETURNABLE SCHEDULE 4
                                   FUNCTIONALITY
                                            FUNCTIONALITY
                                                                                       MAXIMUM POINTS
Price                                                                                        90
HDI Status                                                                                   10
                                                                                        Determines
Functionality (interpretation of the brief, previous experience, staff, etc.)
                                                                                   responsiveness of offer
TOTAL                                                                                       100


AREA                                                  CRITERIA                         MAXIMUM POINTS
Previous Relevant Experience            No of similar projects; i.e.:
Annexure “A”                             1) New Installations with a bank of lifts
                                                                                               20
                                         2) Modernisation Projects with a bank of
                                         Lifts.
Expertise and staff competencies        Curriculum Vitae’s, complete with
Annexure “B”                             qualifications and previous work
                                         experience of personnel that will be
                                         allocated to this project.
                                                                                               12
                                        Proof of Registration with Lift Engineering
                                         Association of South Africa
                                        Proof of Registration with Lift Inspectors
                                         Association of South Africa
Interpretation of the brief.            Intended execution (approach) of the
Annexure “C”                             project; full brief of how you intend to
                                         execute the project along with the                    10
                                         technical aspects of the proposed
                                         installation.
Workplan                                Bar Chart of the sequence of activities
Annexure “D”                             required to meet the project objectives
                                         including time frames /Fully                             4
                                         Comprehensive (preliminary) Programme
                                         for the entire Project.
Preliminary Cost Estimate               Provide a preliminary cost estimate for
Annexure “E”                             the replacement /modernisation of lifts in
                                         the various building listed under Part A of
                                                                                                  4
                                         this document based on your proposal.
                                         Estimates to be given per building per
                                         foyer.
TOTAL                                                                                          50


A FUNCTIONALITY SCORE OF LESS THAN 40 POINTS AND OR FAILURE TO FULLY AND PROPERLY
COMPLETE ANY OF THE FUNCTIONALITY ANNEXURES ATTACHED TO THIS SCHEDULE WILL RENDER
THE QUOTATION NON-RESPONSIVE, AND WILL THEREFORE NOT BE CONSIDERED.

IN ADDITION:

    1. TENDERERS WHO DO NOT HAVE IN THEIR EMPLOYMENT AN ECSA REGISTERED
       PROFESSIONAL MECHANICAL ENGINEER OR AN ECSA REGISTERED LIFT ENGINEER OR
       ECSA REGISTERED LIFTING MACHINERY INSPECTOR OR OTHER EQUALLY APPROVED
       REGISTRATION WILL RENDER THEIR QUOTATION NON-RESPONSIVE.

    2. ONLY TENDERERS WHO HAVE THE CAPACITY TO UNDERTAKE THIS PROJECT WITHIN THE
       STIPULATED TIMEFRAMES AND CLEARLY STATE SO WILL BE CONSIDERED. TENDERERS
       WHO DO NOT CLEARLY STATE SO IN HIS TENDER SUBMISSION (WORKPLAN AND /OR
       RETURNABLE SCHEDULE 4, ANNEXURE “D”), WILL RENDER THE QUOTATION NON-
       RESPONSIVE.
                                       9
                     RETURNABLE SCHEDULE 4 (Continued)
                ANNEXURE “A”: PREVIOUS RELEVANT EXPERIENCE

 TYPE OF RELEVANT             CLIENT’S DETAILS           DATE OF START OF         VALUE OF
 WORK PREVIOUSLY          (Where work was performed,     CONTRACT & DATE          CONTRACT
    PERFORMED            contact name & phone number)     OF COMPLETION




Points will only be allocated to projects of a similar nature pertaining to the scope of works as
described in this request for quotation.
No of sheets appended to this Schedule (if any): …………………

                                               10
                         RETURNABLE SCHEDULE 4 (Continued)
                               ANNEXURE “B”: STAFF

NAMES OF STAFF WHO WILL           TERTIARY             NUMBER OF             AVAILABILITY TO
BE AVAILABLE AND WILL BE       QUALIFICATIONS           YEARS OF         UNDERTAKE THE PROJECT
   DIRECTLY INVOLVED              AND ECSA             EXPERIENCE         WITHIN THE STIPULATED
                                REGISTRATION                                    TIMEFRAME




1.   The lead consultant for this project shall have, as a minimum, an appropriate ECSA Registration.
     Proof of this registration shall be appended at the back of this page.

2.   In addition to the above, CVs of the key staff must be appended at the back of this page
     returnable documents.

3.   Proof of Registration with Lift Engineering Association of South Africa and /Proof of Registration
     with Lift Inspectors Association of South Africa must also be appended at the back of this page.


No of sheets appended to this Schedule (if any): …………………




                                                 11
                        RETURNABLE SCHEDULE 4 (Continued)
                      ANNEXURE “C”: INTERPRETATION OF BRIEF




A full brief of how you intend to execute the project along with the technical aspects of the
proposed installation must be appended at the back of this page.




No of sheets appended to this Schedule (if any): …………………




                                                  12
                        RETURNABLE SCHEDULE 4 (Continued)
                            ANNEXURE “D”: WORK PLAN




A Fully Comprehensive (preliminary) Programme for the entire Project must be appended at the
back of this page.




No of sheets appended to this Schedule (if any): …………………




                                               13
                        RETURNABLE SCHEDULE 4 (Continued)
                     ANNEXURE “E”: PRELIMINARY COST ESTIMATE




A preliminary cost estimate for the replacement /modernisation of lifts in the various building listed
under Part A of this document based on your proposal must be attached at the back of this
schedule.




No of sheets appended to this Schedule (if any): …………………




                                                  14
                        RETURNABLE SCHEDULE 5
               DECLARATION IN RESPECT OF STATE EMPLOYEES
    NOTE: For the purpose of this declaration “In the service of the state” means:
         a member of any municipal council, any provincial legislature or the National Assembly or the National
          Council of Provinces;
         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, 1 of 1999;
         a member of the board of directors of any municipal entity;
         a member of the accounting authority of any national or provincial public entity; or
         an employee of Parliament or a provincial legislature
(Mark the appropriate box with “X”)
         5.1        Is the TENDERER in the service of the state?
          YES             NO
         or has the TENDERER been in the service of the state in the previous twelve (12) months?
          YES          NO
         If yes to any of the above, the TENDERER is required to set out the particulars in the table below:
                Duration of              Organisation/Department                              Post/Job title
               employment




         5.2     If the TENDERER is not natural person (if the TENDERER is a company or a close corporation), are
            any of the    TENDERER’s directors, managers, principal shareholders or stakeholders in the service of the
            state?
          YES           NO
         or have they been in the service of the state in the previous twelve (12) months?
          YES          NO
         If yes to any of the above, the TENDERER is required to set out the particulars in the table below:
                    Full Names             Duration of employment             Organisation/               Post/Job title
                                                  (from/to)
                                                                              Department




         5.3    The TENDERERS must indicate whether a spouse, child or parent of the TENDERER or of a director,
         manager,       shareholder or stakeholder referred to in 2 above, is in the service of the state?
          YES        NO
         or has been in the service of the state in the previous twelve (12) months?
          YES           NO
         If yes to any of the above, the TENDERER is required to set out the particulars in the table below:
            Full Names           Relationship with       Duration of              Organisation/           Post/Job title
                                    Tenderer           employment (from
                                  (Spouse/child/             /to)                  Department
                                      parent)



The TENDERER hereby certifies that the information set out in Returnable Schedule 5 and/or attached thereto is true and
correct and acknowledges that failure to properly and truthfully complete the schedule may result in this quotation being
disqualified and/or in the event that the TENDERER is successful, cancellation of contract.

…………………………………………………                                    …………………………................………
Signature
Print name:                                                     Date
On behalf of the TENDERER (duly authorised)


                                                           15
                          RETURNABLE SCHEDULE 6
                      CONFLICT OF INTEREST DECLARATION

        6.1     The TENDERER shall declare whether it has any conflict of interest in the transaction for
                which the quotation is submitted? (Mark the appropriate box with “X”)

                  YES     NO
                 If yes, the TENDERER is required to set out the particulars in the table below:




        6.2     The TENDERER shall declare, whether it has directly or through a representative or
                intermediary promised, offered or granted:

                a)       any inducement or reward to the City of Cape Town for or in connection with the award
                of this contract; or

                 b)      any reward, gift, favour or hospitality to any official or any other role player involved in
                 the implementation of the supply chain management policy. (Mark the appropriate box with
                 “X”)

                  YES     NO
                 If yes, the TENDERER is required to set out the particulars in the table below:




     Should the TENDERERS be aware of any corrupt or fraudulent transactions relating to the
           procurement process of the City of Cape Town, please contact the following:

                                      Fraud.hotline@capetown.gov.za
                                                     or
                        the City’s anti-corruption hotline at 0800 32 31 30 (toll free)



The TENDERER hereby certifies that the information set out in Returnable Schedule 6 and/or attached thereto
is true and correct and acknowledges that failure to properly and truthfully complete this schedule may result in
the quotation being disqualified and/or in the event that the TENDERERS is successful, cancellation of
contract.




…………………………………………………                                          …………………………................………
Signature
Print name:                                                  Date
On behalf of the TENDERER (duly authorised)

                                                        16
               RETURNABLE SCHEDULE 7
  FRAUD CONVICTIONS AND TENDER DEFAULTERS REGISTERS


7.1 Is the TENDERER or any of its directors listed on the National Treasury’s database as a             Yes         No
company or person 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 National Treasury)

If so, furnish particulars:
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________

                                                                                                        Yes         No
7.2 Is the TENDERER or any of its directors listed on the Register for Tender Defaulters in terms
of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?

(To access this Register enter the National Treasury’s website, www.treasury.gov.za, click
on the icon “Register for Tender Defaulters” or submit your written request for a hard copy
of the Register to facsimile number 012 3265445).

If so, furnish particulars:
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________

                                                                                                        Yes         No
7.3 Was the TENDERER or any of its directors convicted by a court of law (including a court of
law outside the Republic of South Africa) of fraud or corruption during the past five years?

If so, furnish particulars:
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________




The TENDERER hereby certifies that the information set out in Returnable Schedule 7 and/or attached thereto
is true and correct and acknowledges that failure to properly and truthfully complete this schedule may result in
the quotation being disqualified and/or in the event that the TENDERER is successful, cancellation of contract.




…………………………………………………                                         …………………………................………
Signature
Print name:                                                 Date
On behalf of the TENDERER (duly authorised)




                                                       17
                                 RETURNABLE SCHEDULE 8
     CERTIFICATE OF INDEPENDENT QUOTATION DETERMINATION

I, the undersigned ______________________________________________in submitting this, quotation:
Lift Replacement /Modernization: Design, Drafting of Tender Specification and Project Management for
Civic Centre; Gallows Hill; Beaufort House and Bellville Civic in response to the call for quotations made by
THE CITY OF CAPE TOWN, do hereby make the following statements which I certify to be true and
complete in every respect.

I certify, on behalf of:_________________________________________________(Name of TENDERER)
That:
1. I have read and I understand the contents of this Certificate;
2. I understand that this quotation will be disqualified if this Certificate is found not to be true and complete in
    every respect;
3. I am authorized by the TENDERER to sign this Certificate, and to submit this quotation, on behalf of the
    TENDERER;
4. Each person whose signature appears on this quotation has been authorized by the TENDERER to
    determine the terms of, and to sign the quotation, on behalf of the TENDERER;
5. For the purposes of this Certificate and this quotation, I understand that the word “competitor” shall include
    any individual or organization, other than the TENDERER , whether or not affiliated with the TENDERER
    , who:
    (a) has been requested to submit a quotation in response to this call for quotations;
    (b) could potentially submit a quotation in response to this call for quotations, based on their
         qualifications, abilities or experience; and
    (c) provides the same goods and services as the TENDERER and/or is in the same line of business as
         the TENDERER.
6. The TENDERER             has arrived at this quotation independently from, and without consultation,
    communication, agreement or arrangement with any competitor. However communication between
    partners in a joint venture or consortium³ will not be construed as collusive price quoting.
    (³ Consortium: Joint venture or Consortium means an association of persons for the purpose of
    combining their expertise, property, capital, efforts, skill and knowledge in an activity for the
    execution of a contract.)
7.  In particular, without limiting the generality of paragraphs 5 and 6 above, there has been no consultation,
    communication, agreement or arrangement with any competitor regarding:
    (a) prices;
    (b) geographical area where product or service will be rendered (market allocation);
    (c) methods, factors or formulas used to calculate prices;
    (d) the intention or decision to submit or not to submit, a quote;
    (e) the submission of a quotation which does not meet the specifications and conditions of the quotation;
         or
    (f) submitting a quotation with the intention not to win the contract.
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
    products or services to which this call for quotation relates.
9. The terms of this quotation have not been, and will not be, disclosed by the TENDERER, directly or
    indirectly, to any competitor, prior to the date and time of the official quotation opening or of the awarding of
    the contract.
10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive
    practices related to quotations and contracts, quotations 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.


                                                         18
…………………………………………………                                …………………………................………
Signature
Print name:                                        Date
On behalf of the TENDERER (duly authorised)




                                              19
                                         PART A: SPECIFICATIONS
1)      BACKGROUND

Through an audit carried out by WAC Projects (included in paragraph 3 below) the City is aware of the short
comings presented by the current aged Lift Installation which in some isolated instances poses an Occupational
Health and Safety Risk.

The City’s aim therefore is to refurbish /modernise /replace the lift infrastructure in line with current applicable
regulations, in a cost effective manner.

The planning for this contract is based on a three year budget. The City has every intention to complete the full
scope of works end of June 2013.

The City requires services of a Lift Consulting Engineer to assist with Replacement /Modernisation of existing
Passenger Lifts at Civic Centre, Gallows Hill, Beaufort House and Bellville Civic Centre as listed below.

The Tenderer must therefore be a Registered Consultancy Company and must have in its employment an
Engineer that is registered with ECSA as a Professional Mechanical Engineer or Lift Mechanic or Lifting
Machinery Inspector or other equally approved registration.

The Tenderers must also carry a Professional Indemnity Insurance, for further details Tenderers are referred to
Part C (Clause 5) of this document.


2)      LIFT EQUIPMENT LIST TO BE REPLACED /MODERNISED

3.1 CIVIC CENTRE LIFT EQUIPMENT DETAIL

Foyer J
Date of Installation: 1978
Date of Upgrade: None
Manufacturer: Schindler
Type of Unit: Passenger Lifts
Number of Units: 2
Stops: 6 + 6
Certificate Number: CTE831 & CTE832
Load (kg): 1400
Drive Type: DCG
Speed (m/s): 1.5
Machine Room: Below
Current Standard: C Regulations
Date of Inspection: 10/05/2011
Comp. Report issued: Yes

Foyer K
Date of Installation: 1978
Date of Upgrade: None
Manufacturer: Schindler
Type of Unit: Passenger Lift
Number of Units: 1
Stops: 7
Certificate Number: CTE833
Load (kg): 2100
Drive Type: DCG
Speed (m/s): 1.0
Machine Room: Below
Current Standard: C Regulations
Date of Inspection: 10/05/2011
Comp. Report issued: Yes




                                                        20
Foyer B
Date of Installation: 1979
Date of Upgrade: None
Manufacturer: Schindler
Type of Unit: Passenger/Goods Lifts
Number of Units: 2
Stops: 24 + 26
Certificate Number: CTE834 & CTE835
Load (kg): 1160
Drive Type: DCG
Speed (m/s): 1.75
Machine Room: Above
Current Standard: C Regulations
Date of Inspection: 10/05/2011
Comp. Report issued: Yes & No for CTE 834

Foyer C
Date of Installation: 1979
Date of Upgrade: None
Manufacturer: Schindler
Type of Unit: Passenger/Goods Lifts
Number of Units: 2
Stops: 26 + 22
Certificate Number: CTE836 & CTE837
Load (kg): 2380 + 1610
Drive Type: DCG
Speed (m/s): 1.75
Machine Room: Above
Current Standard: C Regulations
Date of Inspection: 09/05/2011
Comp. Report issued: Yes

Foyer E
Date of Installation: 1978
Date of Upgrade: None
Manufacturer: Schindler
Type of Unit: Passenger Lift
Number of Units: 1
Stops: 8
Certificate Number: CTE838
Load (kg): 1400
Drive Type: DCG
Speed (m/s): 1.5
Machine Room: Below
Current Standard: C Regulations
Date of Inspection: 09/05/2011
Comp. Report issued: Yes

Foyer F
Date of Installation: 1978
Date of Upgrade: None
Manufacturer: Schindler
Type of Unit: Passenger Lift
Number of Units: 1
Stops: 6
Certificate Number: CTE839
Load (kg): 1400
Drive Type: DCG Speed (m/s): 1.5
Machine Room: Below
Current Standard: C Regulations
Date of Inspection: 10/05/2011
Comp. Report issued: Yes


                                            21
Foyer G
Date of Installation: 1978
Date of Upgrade: None
Manufacturer: Schindler
Type of Unit: Passenger Lift
Number of Units: 1
Stops: 8
Certificate Number: CTE840
Load (kg): 1400
Drive Type: DCG
Speed (m/s): 1.5
Machine Room: Below
Current Standard: C Regulations
Date of Inspection: 09/05/2011
Comp. Report issued: Yes

Foyer H
Date of Installation: 1978
Date of Upgrade: None
Manufacturer: Schindler
Type of Unit: Passenger Lift
Number of Units: 1
Stops: 8
Certificate Number: CTE841
Load (kg): 1400
Drive Type: DCG
Speed (m/s): 1.5
Machine Room: Below
Current Standard: C Regulations
Date of Inspection: 10/05/2011
Comp. Report issued: Yes

Foyer D
Date of Installation: 1978
Date of Upgrade: None
Manufacturer: Schindler
Type of Unit: Passenger Lifts
Number of Units: 2
Stops: 8 + 8
Certificate Number: CTE842 & CTE843
Load (kg): 1400
Drive Type: DCG
Speed (m/s): 1.5
Machine Room: Below
Current Standard: C Regulations
Date of Inspection: 09/05/2011
Comp. Report issued: Yes

Foyer A
Date of Installation: 1978
Date of Upgrade: 1993
Manufacturer: Schindler
Type of Unit: Passenger Lifts
Number of Units: 10
Stops: 23 lift A1; 22 lifts A2 to A10
Certificate Number: CTE821, CTE822, CTE823, CTE824, CTE825, CTE826, CTE827, CTE828, CTE829 &
CTE830
Load (kg): 1610
Drive Type: DCGL Speed (m/s): 4
Machine Room: Above
Current Standard: C Regulations
Date of Inspection: 09 &10/05/2011
Comp. Report issued: No


                                             22
3.2 GALLOWS HILL LIFT EQUIPMENT DETAIL

Date of Installation: ……………
Date of Upgrade: ………………
Manufacturer: ………………….
Type of Unit: Passenger Lifts
Number of Units: 1
Stops: 3
Certificate Number:
Load (kg):
Drive Type: DCGL
Speed (m/s): 4
Machine Room: Above
Current Standard: C Regulations
Date of Inspection:
Comp. Report issued: No


3.3 BEAUFORT HOUSE LIFT EQUIPMENT DETAIL

Date of Installation: ……………
Date of Upgrade: ………………
Manufacturer: Otis
Type of Unit: Passenger Lifts
Number of Units: 1
Stops: 6
Certificate Number: CTE 1869
Load (kg): 909
Drive Type: DCGL
Speed (m/s): 4
Machine Room: Above
Current Standard: C Regulations
Date of Inspection:
Comp. Report issued: No


3.4 BELLVILLE CIVIC LIFT EQUIPMENT DETAIL

Date of Installation: ……………
Date of Upgrade: ………………
Manufacturer: …………………..
Type of Unit: Passenger Lifts
Number of Units: 1
Stops: 4
Certificate Number: CTE 2003
Load (kg):
Drive Type: DCGL
Speed (m/s): 4
Machine Room: Above
Current Standard: C Regulations
Date of Inspection:
Comp. Report issued: No




                                            23
3)      CIVIC CENTRE LIFT AUDIT


FOYER A
Table-2: This information will be used for annual reports (general portfolio overview) and is not relevant to
the particular or individual audit report(s). The following reflects the sum of Items (all units):
Total unit items: 87 ($) Items(all units): 19 (*) Items 30
(#) Items 9 Building related items: 4
Units not operational on date of inspection:1
Site Register not signed up-todate
(missed service): 0
Units switched off by WAC: 0


 Building Related Items are items requiring direct input from the “Client”.

 General Items are minor and/or major maintenance related items common to all units within a group.

 Unit Items are unit minor and/or major maintenance related items.
 Following the item number indicates items not generally covered under a Fully Comprehensive
 (#)
Maintenance Agreement however, these items do require investigation, reporting and/or action by the
Maintenance Contractor.
 Following the item number indicates items requiring attention in term of the OHS Act.
 (*)
 Following the item number indicates items repeated from the previous audit.
 ($)

BUILDING RELATED ITEMS: Tower A
1. The air-con unit for the machine room needs to be made operational to ensure the
ambient temperature of the machine room is maintained between +5ºC and +40ºC taking
into account the heat dissipated by the equipment.
2* The fire extinguishers on level B2 outside the door to the pit area of the lifts are
due for a service.
3. Recommend that consideration be given to repaint the walls of the lift machine room.
4. A light needs to be provided to illuminate the foyer area of the lift on the service level B2.

GENERAL GROUP LIFT ITEMS Tower A
Note: There has been a general improvement of the lift installation since our last inspection on
the 09-05-2011.
1# The missing and damaged sections of wooden flooring strips around the machine and
generator needs to be attended to where necessary.
2. In addition the removed metal angle plates at the side of the machine are to be replaced
where necessary.
3*$ The faded floor level markings on the main ropes are to be remarked.
4*$ The certificate for the main ropes is to be placed in the service register; Lifts A2,
A4, A5, A6, A7, A9 & A10.
5* The main ropes are to be checked every 6 month and their condition recorded in
the service register.
6. Secure the loose hall button face plate on level 2 between lifts A3 and A4.
7. The missing/worn metal plate of the car door skids is to be replaced where necessary.
8. The noisy main brake is to be attended to where necessary.
Page 3

UNIT ITEMS – LIFT [A1] – CTE 821:
1* The faulty pit light is to be made operational.
2* A notice “no access to unauthorised persons” is to be fitted to the pit door.
3. The arcing at the brushes of the generator when the lift operates is to be investigated and
rectified.
4*$ The inspection speed of the lift is to be reduced to 0,3m/s.

UNIT ITEMS – LIFT [A2] – CTE 822:
1. The faulty segments of the car position indicator are to be attended to. In addition
the display shows the incorrect floors. Rectify.
2. The machine and associated equipment needs to be cleaned due to the dry lubricant
particles emanating from the main ropes




                                                        24
UNIT ITEMS – LIFT [A3] – CTE 823:
1. See general items.

UNIT ITEMS – LIFT [A4] – CTE 824:
1. The removed cover for the main brake needs to be fitted.
2. The main ropes needs to be washed down and re-lubricated as they are showing
signs of rust.
3. The machine and associated equipment needs to be cleaned due to the rust particles
emanating from the main ropes.

UNIT ITEMS – LIFT [A5] – CTE 825:
1. The lift is off for repairs to the main motor since 17-05-2011. Initially at our inspection on
the 09-05-2011 the lift was off for repairs to the generator.
WAC Projects is to be notified in writing when the lift is back in service to complete our
inspection.

UNIT ITEMS – LIFT [A6] – CTE 826:
1. The faulty segments of the digital display is to be attended to.

UNIT ITEMS – LIFT [A7] – CTE 827:
1. See general items.

UNIT ITEMS – LIFT [A8] – CTE 828:
1. The main ropes needs to be washed down and re-lubricated as they are showing
signs of rust.
2. The machine and associated equipment needs to be cleaned due to the rust particles
emanating from the main ropes.
3. The removed cover for the star/delta panel needs to be fitted.

UNIT ITEMS – LIFT [A9] – CTE 829:
1# The 8th floor car button is to be replaced; the press plate for the button is missing.
2. The faulty segments of the digital display is to be attended to.

UNIT ITEMS – LIFT [A10] – CTE 830:
1. See general items.
All items marked urgent or items which negatively affect the safety, operation or performance
should be attended to immediately, and the remainder actioned as soon as practically possible.
WAC Projects is not responsible for the day to day management of the maintenance or the
maintenance agreement therefore, for the purposes of this inspection report we have assumed a
standard comprehensive maintenance agreement exists and we have not considered any
Client/Agent and Contractor negotiations, special conditions or correspondence, pertaining to
excluded items (chargeable Items). The Maintenance Contractor should notify the Client (in
writing by way of a detailed quotation) if any recorded maintenance items are not comprehensively
covered under the maintenance agreement.

This information will be used for annual reports (general portfolio overview) and is not relevant to the
particular
or individual audit report(s). The following reflects the sum of Items (all units):
Total unit items: ($) Items(all units): (*) Items
(#) Items Building related items:
Units not operational on
date of inspection: 0
Site Register not signed up-todate
(missed service): 0
Units switched off by WAC: 1
Building Related Items are items requiring direct input from the “Client”.
General Items are minor and/or major maintenance related items common to all units within a group.
Unit Items are unit minor and/or major maintenance related items.
 Following the item number indicates items not generally covered under a Fully Comprehensive
  (#)
Maintenance Agreement however, these items do require investigation, reporting and/or action by the
Maintenance Contractor.
 Following the item number indicates items requiring attention in term of the OHS Act.
  (*)
 Following the item number indicates items repeated from the previous audit.
  ($)

                                                       25
BUILDING RELATED ITEMS:
1* The fire extinguisher in the machine room is due for a service [was due July 2010
(CTE837, CTE838 & CTE840]
2. There is no fire extinguisher in the machine room. (CTE831 – Foyer J)
3* The faulty lights at the time of our inspection on the access steps to the machine
room of the lifts in Foyer B are to be made operational.
4# The faulty foyer lights on level B of Foyer G are to be made operational.

GENERAL GROUP ITEMS: FOYER J
1. The oil on the edge of the brake drum is to be removed.
2. The handset of the intercom base station in the machine room has not been replaced on
its cradle. Investigate and rectify.
3. The missing press plate for the 4th floor car button (LHS) car operating panel is to be
replaced.

UNIT ITEMS - LIFT [J1] – CTE831:
1. The missing cover for the end shaft of the main motor is to be replaced.
2. A cardboard was found lodged between the cover of the brake contact and the casing of
the brake. Investigate and rectify.
3. The excess material stored in the machine room behind the lift control panel needs to be
removed from site.
4. The exterior fan in the machine room was found switched off at the circuit breaker.
Investigate and rectify.
5* The previously issued Annex B (2006) is to be placed on site.
6. The loose timer unit on the lift control panel is to be mounted and secured.
7. The dusty components of the control panel are to be cleaned.
8* The varying floor levels ±20mm are to be attended to.

UNIT ITEMS - LIFT [J2] – CTE832:
1. For the duration of our inspection of the lift, the lift stopped ±300mm above the
lowest landing after just having accelerated from the floor. The lift stood between
floors for a while (±30 sec) with doors closed before it levelled at slow speed to the
next floor level G. To be investigated to eliminate any further inconvenience to the
users.
We switched the lift off and notified Schindler and the Ops room.
2. The floor of the machine room at the side of the machine is to be degreased.
3*# The cracked mirror in the lift is to be renewed.
4. The top of the car and the pit needs to be cleaned.
5# The missing cover for the detector (passenger protection) is to be replaced.
Page 5
6. The cause of the doors standing open for extended period on various floors needs to be
investigated and rectified.
7. The unmarked relay in the control panel is to be labelled.

UNIT ITEMS - CTE833: FOYER K
1. The faulty fluorescent light inside the lift (COP side) is to be made operational.
2# The missing etched press plate for the car buttons G & 2 is to be replaced.
3# The infill of the etched car button has faded. Rectify.
4# The installation requires a deep clean in addition to cleaning the sills of the car and
landing doors and the landing headers.
5. The noise emanating from the compensating chain and the squeaking noise from
the pulley in pit is to be investigated and rectified.
6* The oil on the edge of the brake drum is to be removed.
7# The floor of the machine room needs to be painted as a result from previous water leak.
8. The machine room and associated equipment are to be cleaned.
9. The unmarked relays of the control panel are to be labelled.
10. The oil leak at the main motor bearing is to be attended to.
11. The brush gear of the generator is to be cleaned.
12# The scarred car door panel should be re-grained.
13. The landing door panels on level G are to be vertically aligned with each other when the
doors are closed.
14# The damaged profile on the leading edge of the landing door on level G is to be attended
to.
                                                         26
15* The spring of the self closing mechanism of the landing doors is to be adjusted to
ensure they operate effectively.
16. The noise emanating from the diverter sheave area at the top of the shaft is to be
investigated and rectified.
17. The faulty segment for the digital hall position indicator on the ground floor is to be made
operational.
18# The broken glass for the fire-switch on the ground floor is to be replaced.
19. The car sill is askew with reference to the landing sill. Investigate and rectify.
Page 6
19. The main ropes are to be washed down and re-lubricated as it is showing signs of surface
rust.
20. The faulty direction arrows and gongs on the landings are to be made operational.

GENERAL GROUP ITEMS: FOYER B
1* The deputation section in the service register is to be signed.
2* The main ropes are to be checked every six month and their condition to be
recorded in the service register.
UNIT ITEMS - CTE834:
1. According to the service records on site, the generator of the lift was re-commissioned
today (10/05/2011) however we found the lift stuck on the 5th floor. In addition there is no
indication since when the lift was off as the service register was signed regularly on a
monthly basis.
WAC Projects are to be notified in writing when the lift is back in service.
UNIT ITEMS - CTE835:
1. The noise emanating from the compensating chain is to be investigated and rectified.
2. The faulty fluorescent lights in the lift are to be made operational.
3# The chequer plate floor covering of the lift where it is not flush with the car sill needs to be
attended to.
4. The machine room and associated equipment are to be cleaned.
5. The removed inspection covers for the terminal connection of the main motor and
generator is to be replaced.
6. The walls of the machine room needs to be cleaned to remove the smudge marks on the
wall of the machine room.
7. The perished and oil soaked isolation rubbers for the machine are to be renewed.
8* The oil on the edge of the brake drum is to be removed. In addition the brake
linings are to be degreased.
9. The unmarked relays on the control panel are to be permanently labelled.
10. The missing cover for the end-shaft of the main motor is to be replaced.
Page 7
11. The machine and generator is to be repainted.
12# The stainless steel panels and frame of the landing door on level 23 needs to be polished
to remove the blemish marks.

UNIT ITEMS - LIFT [7A] – CTE839: FOYER F
1# The missing mirror panel in the car is to be replaced.
2# The sills of the car door are to be cleaned.
3# The 2nd floor car button has been forced-in. Rectify.
4. The missing screws for the car operating panel (COP) are to be replaced.
5. The details of the main ropes are to be copied into the current service register.
6* There was no response from the intercom when checked. Investigate and rectify.
7. The faulty lights to acknowledge that the car call G, 2 & 5 is registered are to be made
operational.
8. The clearance between the face of the car door and entrance stile is to be reduced to
6mm.
9. The unmarked relays of the control panel are to be labelled.
10. The advance door-opening feature of the lift should be removed and the doors allowed to
be opened when the lift is level. Currently the doors open 50mm before the lift is level
with the floor.
11. The faulty voice annunciation for the lift is to be made operational.
12* A Schindler telephone notice is to be displayed on the main landing.

UNIT ITEMS - LIFT [8A] – CTE840: FOYER G
1# The missing press plate for the up landing button at level 5 is to be replaced.
2* The main ropes are to be checked every 6 months and their condition to be
                                                       27
recorded in the service register. The last rope report is dated 17/08/2010.
3. The cause of the recent increase of breakdowns (a total of 4 for the months of March,
April and May 2011) needs to be investigated to eliminate any further inconvenience to
the client/tenants.
4* The oil on the brake drum is to be removed. In addition the brake linings are to be
degreased.
5. Tidy and strap the wires to the „elemod‟ print on the control panel.
Page 8
6. The noisy weights of the landing door on level “B” and “1” are to be attended to.
7. Replace the worn liner insert for the car door (LHS).
8. The lift stops ±15mm above the floor on level 6. Rectify
9. Shorten the compensating chain to be clear of the pit floor.
10. The voice annunciation does not announce travel of direction when travelling down.
Recitfy.
11. The worn section of the skid where it comes into contact with the lock rollers is to be
attended to.
12. The faint noise emanating from the overhead sheave area is to be investigated.

UNIT ITEMS - LIFT [9A] – CTE841: FOYER H
1. The oscillation felt in the lift during the down levelling phase of the lift is to be rectified.
2. The long levelling phase into the floor is to be reduced.
3* The varying floor levels ±15mm of the lift are to be attended to.
4. The removed cover for the slip-ring brush gear is to be fitted.
5. The squeaking noise emanating from the slip-ring brush gear is to be investigated and
rectified.
6* The oil on the edge of the brake drum is to be removed.
7*# The deputation section in the service register is to be signed.
8. The details of the ropes are to be copied into the current service register.
9. The removed cover for the end-shaft of the main motor is to be fitted.
10# The missing press plate for the down landing button on level 2 is to be replaced.
11. Terminate the loose wires at the terminal connection of the control panel.
12. The noisy door weight on level 2 & 3 is to be attended to.
13. The worn/low carbon brush for the generator is to be renewed.
Page 9

GENERAL GROUP ITEMS: FOYER D
1. The faulty lights for the direction arrows on the landings are to be made operational (level
2).
2# The missing press plate for the down-hall button on level G is to be replaced (outside lift
10B).
3. The machine room and associated equipment are to be cleaned.
4* There is no record of the service for March and April 2011. The last service
recorded was on the 25 February 2011.
5* The previously issued Annex B (2009) is to be placed on site.
6. The removed guards for the end shaft of the main motors are to be fitted.
7* The oil on the edge of the brake drum is to be removed and the brake linings are to
be degreased.
8. The missing section of trunking cover in the pit is to be fitted.
9. The skid is worn where it comes into contact with the lock rollers of the landing door.
Rectify
10. The pit is to be cleaned.

UNIT ITEMS - LIFT [10A] – CTE842:
1. The burnt contacts of the control panel relays are to be attended to.
2* The main ropes are to be checked every 6 month and their condition to be recorded
in the service register.
3* The one perished polyurethane buffer in the pit for the car is to be renewed.

UNIT ITEMS - LIFT [10B] – CTE843:
1. Tidy and strap the wiring to the print mounted on the control panel.
2. The worn „felt‟ liners for the shoes of the landing door are to be renewed.
3# Replace the missing section of astrical profile rubber on the car door.
4* The faulty alarm bell of the lift is to be made operational (intercom working).
5. The wiring diagram stored on top of the car is to be placed into the machine room.
                                                           28
6. The faulty voice annunciation is to be made operational.

UNIT ITEMS - LIFT [6A] – CTE838: FOYER E
1* The main ropes are to be checked every 6 month and their condition to be recorded
in the service register. The last report dated 14/06/2010.
2* There is no record of service for the month of March & April 2011 with the last
service recorded 25/02/2011.
3. The oil leak at the main motor bearing is to be attended to.
4. Replace the missing end cap for the end shaft of the main motor.
5. The machine room and associated equipment are to be cleaned.
6. Tidy and strap the wires to the element print at the control panel.
7# The missing press plate for the hall buttons at level G & 1 is to be replaced.
8# The cracked diffuser panels in the lift is to be replaced.
9* The perished polyurethane buffer for the car is to be renewed.
10. The pit is to be cleaned.
11. The faulty fan in the lift is to be made operational.
12# The missing press plate with etching for the door close button on the car operating panel
is to be replaced.
13. The worn skid of the car door is to be renewed.
14. The faulty voice annunciation for the lift is to be made operational.
15# The mirror in the lift is cracked (crack horizontal near the arrow unit).

GENERAL GROUP ITEMS: FOYER C
1. The oil leak at the gear box of the machine is to be attended to.
2. The floor of the machine room is to be degreased.
3. The machine is to be degreased.
4. The faulty voice annunciation is to be made operational.
Page 11

UNIT ITEMS - LIFT [A] – CTE836:
1. The perished isolation rubbers for the machine are to be renewed.
2. The faulty light on top of the car is to be made operational.
3. The worn skid of the car door is to be renewed.
4* The oil residue on the brake drum is to be removed and the brake linings are to be
degreased.
5. The removed cover for the slip-ring brush gear is to be fitted.
6* The certificate for the ropes fitted June 2006 is to be placed on site.
7* The factor of safety for the ropes are to be calculated as only 5 ropes were fitted as
opposed to the original 6.
8. The removed cover for the end shaft of the main motor is to be fitted.

UNIT ITEMS - LIFT [B] – CTE837:
1* The current service register is to be returned to site.
2. The loose cover at the brake contact is to be secured.
3. The long levelling phase into floors is to be investigated and rectified.
4# The missing diffuser panel for the lift is to be replaced.
5# The missing/damaged car button 16 & 10 is to be attended to.




                                                        29
4)       SCOPE OF WORK TO BE CARRIED OUT:

4.1 Design and Specification:
3.1.1 Advise the City what lift equipment needs to be modernized or fully replaced.
3.1.2 Complete Lift Installation Design to conform to current applicable regulations. Design to include: energy
       efficiency initiatives; lobby vision; lift control; disabled user friendly; etc.; and all equipment must be able
       to communicate with a future BMS. It is important to note that Lift Lobby A currently does not conform to
       Fire Regulations.

4.2 Drafting of Tender Documentation for the procurement of a lift contractor:
3.2.1 Assist with design specifications.
3.2.2 Assist with the Pricing Schedule.
3.2.3 Assist with Health and Safety Specification.
3.2.4 Assist with pre-tender programme.
3.2.5 Draw up a Cost Estimate and a monthly Cash Flow Chart.


4.3 Assist with Tender Evaluation
3.3.1 Draft report to Council Bid Adjudication Committee for the contractor’s appointment.

4.4 Project Management and site supervision over the entire installation, 3 year period. An onsite Lift
Mechanic is required to supervise the installation as well as a part time Health and Safety Agent to
monitor the Contractor’s Health and Safety Compliance.
3.4.1 Quality Assurance.
3.4.2 Monitor Contractor’s compliance to Health and Safety.
3.4.3 Finalize working programmes with contractor.
3.4.4 Valuation of contractor payments.
3.4.5 Overseeing of Testing and Commissioning
3.4.6 Accepting of Compliance Certificates

4.5 Handover of completed works to the City’s Facilities Manager.
3.5.1 As built drawings and specifications.
3.5.2 Operating and Maintenance Manuals.
3.5.3 Compliance Certificates.
3.5.4 Handing over of guarantees.




                                                          30
                            PART B: QUOTATION INSTRUCTIONS
ALL QUOTATION CONDITIONS MUST BE STRICTLY ADHERED TO, FAILING WHICH THE QUOTATION
MAY BE DECLARED NON-RESPONSIVE/REJECTED

1.    No quotation will be considered unless submitted on the CoCT Quotation Document.

2.    Any portion of the Quotation Document not completed, will be interpreted as “not applicable”.

3.    Quotations must be properly received and deposited in the correct quotation box on or before the
      closing date and before the closing time at the Tender and Quotation Office situated at the 2nd
      floor, Concourse Level, Civic Centre, Hertzog Boulevard, Cape Town.

4.    The CoCT reserves the right to accept:

      a.      the whole quotation or part thereof or any item or part of any item or accept more than one
              quotation (in the event of a number of items being offered) and the CoCT is not obliged to
              accept the lowest or any quotation;
      b.      a quotation which is not substantially or materially different from the specification.

5.    The CoCT shall not consider quotations, which are received after the closing date and time for such
      quotations.

6.    The CoCT will not be held responsible for any expenses incurred by Tenderers           in preparing and
      submitting quotations.

7.    The CoCT may, after the closing date, request additional information or clarification from Tenderers , in
      writing.

8.    A TENDERER may request in writing and, after the closing date, that his/her quotation be withdrawn
      and which withdrawal will be permitted or refused in the sole discretion of the CoCT after consideration
      of the reasons for the withdrawal, which shall be set out by the TENDERER in the written request for
      withdrawal.

9.    The City of Cape Town’s representative for the purpose of this quotation shall be: Msuthu Ndlwana Tel
      No.: (021) 400 9320; email: msuthu.ndlwana@capetown.gov.za

11.   Any quotation submitted shall remain valid, irrevocable and open for written acceptance by the CoCT
      for a period of sixty (60) days from the closing date. By submitting a quotation, the TENDERER
      undertakes not to withdraw his quotation or to amend it during the aforesaid period of sixty (60) days.

12.   All Tenderers must be registered on the CoCT’s TENDERER Database. No awards will be made to
      Tenderers who is not registered on the CoCT’s TENDERER Database.

      12.1    Registration forms may be:
                   collected from the 8 Floor, Supplier Management Office, Civic Centre, 12 Hertzog
                                          th

                               Boulevard, Cape Town;
                   or requested by fax from 086 5461881;
                   or can be downloaded from the City Website:
                      http://www.capetown.gov.za/en/SupplyChainManagement/Pages/SupplierRegistration.
                      aspx

      12.2    It is each TENDERER’s responsibility to keep all their information updated on the CoCT
              TENDERER Database. If any information required (e.g. compulsory Tax clearance certificate,
              proof ECSA registration, etc.) is no longer valid or has expired, all transactions with the
              TENDERER may, in the sole discretion of the CoCT, be suspended until such time as the
              correct verified information is received.

      12.3    The CoCT uses Quadrem, administrator of the WCSD, to verify the HDI points of Tenderers.
              Although registration on the WCSD is NOT a compulsory requirement, Tenderers will not be
              allocated points for HDI unless they are registered with the WCSD.



                                                    31
13.   No person who is a provider or prospective provider of goods or services, or a recipient or prospective
      recipient of goods disposed or to be disposed of may directly or indirectly:

              13.1     through a representative or intermediary promise, offer or grant:

                      a)       any inducement or reward to the CoCT for or in connection with the award of
                               a contract; or
                      b)       any reward, gift, favour or hospitality to any official or any other role player
                              involved in the implementation of the supply chain management policy.
              13.2    influence or interfere with the work of any City Officials involved in the procurement
                      process in order to inter alia:

                      a)     influence the process and/or outcome of a bid;
                      b)     incite breach of confidentiality and/or the offering of bribes;
                      c)     cause over and under invoicing;
                      d)     influence the choice of procurement method or technical standards;
                      e)     influence any City Official in any way which may secure an unfair
                      advantage during or at any stage of the procurement process.

              13.3     Abuse of the Supply Chain Management System is not permitted and may result in the
                       quotation being rejected, cancellation of the contract, “blacklisting” and/or any such
                       remedies as determined by Clause 44 of the CoCT’s SCM Policy and the CoCT’s
                       Abuse Policy.

14.   Tenderers is required to complete all statutory declarations in the Returnable Schedules attached
      hereto, failing which the quotation may be declared non – responsive.




                                                    32
   PART C: GENERAL & SPECIAL CONDITIONS OF CONTRACT
 THESE SPECIAL CONDITIONS CONTRACT (SCC) SUPPLEMENT AND MUST BE READ WITH THE
CORRESPONDING PROVISIONS OF THE GENERAL CONDITIONS OF CONTRACT (GCC) (download
at http://www.treasury.gov.za/divisions/sf/sc/GeneralConditions) WHICH SHALL CONSTITUTE THE
 AGREEMENT BETWEEN THE CoCT AND THE TENDERERS . WHENEVER THERE IS A CONFLICT
       BETWEEN THE SCC AND THE GCC, THE PROVISIONS OF THE SCC SHALL PREVAIL.


   1. Acceptance/Contract Commencement and purchase orders
    The Tenderer’s offer will be accepted by the CoCT when a purchase order is issued to the TENDERER.
    The date of issue of the purchase order shall be the commencement date of the contract. The
    TENDERER undertakes work and incurs expenses prior to issuing of a purchase order entirely at its own
    risk. The CoCT shall only incur liability for payment in terms of this contract, if a valid purchase order has
    been issued to the TENDERER.

   2. Standards
     Failure to comply with the with the Specification and standards as set out in the quotation document shall
     constitute a material breach and the CoCT reserves the right to cancel the contract in terms of Clause 23
     of the GCC.

   3. Payment - Clause 16 of GCC
         a) All invoices must be forwarded to the following address:
            City of Cape Town, Private Bag X6, Bellville, 7530
         b) All invoices received for goods and services dated on or before the 20th of a particular month,
            will be paid between the 23rd and 26th of the next month.
         c) In respect of SMME suppliers with HDI equity ownership of not less than 50%, as contemplated
            in Clause 449 of the SCM Policy, the following will apply:
                   i. All invoices received by the City or its Agents dated between the 25th of the previous
                      month and the 10th of the current month will be paid between the 23rd and the 26th of
                      the current month.
                  ii. All invoices received by the City or its Agents dated between the 10th and the 25th of a
                      particular month, will be paid between the 10th and 13th of the next month.

   4. Applicable Law - Clause 30 of GCC
          a) The TENDERER, by completion of Returnable Schedule 8, hereby indemnifies the City in
              respect of the provisions of the Occupational Health and Safety Act, 85 of 1993 in accordance
              with the Occupational Health and Safety Act.
          b) The TENDERER is to ensure compliance with the provisions of the OHAS Act & all relevant
             regulations, by all employees of the TENDERER. The TENDERER shall provide a suitable
             health and safety plan appropriate for the contract.
          c) The TENDERER shall comply with all laws relating to wages and conditions generally
             governing the employment of labour in the Cape Town area.

   5. Insurance - Clause 11 of GCC
          a) Without limiting the obligations of the Tenderer in terms of this contract, the Tenderer shall
             effect and maintain the following insurances:
                  i) Professional Indemnity Insurance (PI); providing cover in an amount of not less than
                          R10 000 000 in respect of each and every claim during the period of insurance.
          b) The employer shall not award a contract to any tenderer that does not hold valid professional
             indemnity (PI) insurance Proof of insurance or confirmation from a reputable Insurance Broker
             that the Tenderer is eligible for the prescribed professional indemnity insurance cover should
             he/she be awarded the contract.
          c) The Tenderer shall be obliged to furnish the CoCT with proof of such insurance from time to
             time for the duration of this contract.




                                                      33
6. Penalties
  Tenderers are to note that the planning for this contract is based on a three year budget. While the
  Employer has every intent to complete the full scope of works, the Employer reserves the right to reduce
  or increase the scope of works according to the dictates of the budget, or to terminate this contract,
  without adjustment to the agreed rates, sums or fees and without payment of any penalty or surcharge in
  this regard. The Service Provider shall however be entitled to pro-rata payment for all services carried
  out in terms of any adjustment to the Scope of Works or, in the case of termination, remuneration and/or
  reimbursement as described in Clause 8.4.4 of the Standard Professional Services contract.

7. Retention
  For payment purposes (refer to Clause 2.10 of Returnable Schedule 2: Pricing Assumptions) “Close-Out”
  has been included under the Contract Administration and Inspection stage of the Service. The Service
  Provider will be required, at the time of issue of the Certificate of Completion (to the Contractor) to claim
  the total fee (100%) for normal services, less a 5% retention amount of the total fee. The retention will be
  released on successful completion of the contractor’s maintenance period.

8. Settlement of Disputes – Clause 27 of GCC
        a) The CoCT and the supplier agree that disputes shall be resolved by mediation as referred to in
           Regulations 50 of the Local Government: Municipal Finance Management Act, 2003 –
           Municipal Supply Chain Management Regulations (Notice 868 of 2005).
        b) In terms of Regulation 49 persons aggrieved by decisions or actions taken by the City of Cape
           Town in the implementation of its supply chain management system, may lodge within 14 days
           of the decision or action, a written objection or complaint against the decision or action.
        c) Disputes or objections and complaints must be submitted in writing to the City Manager,
                                  th
           Executive Support, 5 Floor, Podium, Civic Centre, 12 Hertzog Boulevard, Cape Town
                               i.      OR posted to: Private Bag X9181, Cape Town, 8000 or
                              ii.      OR faxed to: (021) 418 9009.
        d) Clauses a) and b) above do not influence any person’s rights to approach the High Court at
           any time or its rights in terms of the Promotion of Administrative Justice Act (3 of 2000) and
           Promotion of Access to Information Act (2 of 2000).
                i.  All legal process and pleadings must be served on the Administrative Manager, Legal
                                   th
                    Services, 20 Floor, Tower Block, Civic Centre, 12 Hertzog Boulevard, Cape Town.
               ii.  All requests in terms of PAJA and PAIA must be submitted in writing to the Access to
                                          nd
                   Information Office, 2 Floor, Concourse Level, Civic Centre, 12 Hertzog Boulevard,
                   Cape Town.



                                  ----------------------***-------------------




                                                      34

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:9
posted:8/31/2011
language:English
pages:34