Bid Specification Template - National Web viewThe format of these deliverables will be in the MS Word format and such to allow SITA to ... cost as the base of the calculation

BID SPECIFICATION

RFB REF. NO: RFB 1562/2017

DESCRIPTION

APPOINTMENT OF A MULTI DISCIPLINE CONSULTANT TO PROVIDE

SPECIFIC PROFESSIONAL ENGINEERING SERVICES TO FACILITATE

THE REPLACEMENT OF THE SPECIFIED HVAC PLANT AT THE SITA

PIETERMARITZBURG DATA CENTRE, AND TO PROVIDE SIMILAR

SERVICES AT OTHER SITA SITES.

NO VENDOR BRIEFING SESSION WILL BE HELD

CLOSING DATE FOR

QUESTIONS / QUERIES12 JUNE 2017

RFB CLOSING DETAILS

DATE:15 JUNE 2017

TIME: 11:00 (SOUTH AFRICAN TIME)

PLACE: TENDER OFFICE, PONGOLA IN APOLLO, 459 TSITSA STREET,

ERASMUSKLOOF, PRETORIA (HEAD OFFICE)

PUBLIC OPENING OF RFB

RESPONSES

DATE: 15 JUNE 2017

TIME: 12:00 (SOUTH AFRICAN TIME)

PLACE: TENDER OFFICE, PONGOLA IN APOLLO, 459 TSITSA STREET,

ERASMUSKLOOF, PRETORIA (HEAD OFFICE)

RFB VALIDITY PERIOD 120 DAYS FROM THE CLOSING DATE

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ContentsANNEX A: INTRODUCTION................................................................................................................................. 3

1. PURPOSE AND BACKGROUND......................................................................................................................... 3

1.1. PURPOSE........................................................................................................................................................31.2. BACKGROUND................................................................................................................................................3

2. SCOPE OF BID.................................................................................................................................................. 3

2.1. HIGH LEVEL SCOPE OF WORK.........................................................................................................................32.2. SITE INSPECTION DURING TENDER PROCESS:.................................................................................................32.3. DELIVERY ADDRESS.........................................................................................................................................3

3. BID EVALUATION STAGES................................................................................................................................ 4

ANNEX A.1: ADMINISTRATIVE PRE-QUALIFICATION...............................................................................................5

4. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS..................................................................................5

4.1. ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION...................................................................................54.2. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS................................................................................5

ANNEX A.2: TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPT REQUIREMENTS.......................6

5. TECHNICAL MANDATORY................................................................................................................................ 6

5.1. INSTRUCTION AND EVALUATION CRITERIA....................................................................................................65.2. TECHNICAL MANDATORY REQUIREMENTS.....................................................................................................75.3. DECLARATION OF COMPLIANCE...................................................................................................................10

6. TECHNICAL FUNCTIONALITY.......................................................................................................................... 10

7. PROOF OF CONCEPT...................................................................................................................................... 10

ANNEX A.3: SPECIAL CONDITIONS OF CONTRACT (SCC).......................................................................................11

8. SPECIAL CONDITIONS OF CONTRACT.............................................................................................................. 11

8.1. INSTRUCTION...............................................................................................................................................118.2. SPECIAL CONDITIONS OF CONTRACT............................................................................................................118.3. DECLARATION OF ACCEPTANCE...................................................................................................................31

ANNEX A.4: COSTING AND PRICING..................................................................................................................... 32

9. COSTING AND PRICING.................................................................................................................................. 33

9.1. COSTING AND PRICING EVALUATION...........................................................................................................339.2. COSTING AND PRICING CONDITIONS............................................................................................................339.3. DECLARATION OF ACCEPTANCE...................................................................................................................349.4. BID PRICING SCHEDULE................................................................................................................................35

ANNEX A.5: ABBREVIATIONS............................................................................................................................... 39

ANNEX A.6: SITE PHOTOS.................................................................................................................................... 40

ANNEX A.7: BIDDER SUBSTANTIATING EVIDENCE................................................................................................43

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ANNEX A: INTRODUCTION

1. PURPOSE AND BACKGROUND

1.1. PURPOSEThe purpose of this RFB is to invite Suppliers (hereinafter referred to as “bidders”) to submit bids for the appointment of a multi discipline consultant to provide specific professional engineering services to facilitate the replacement of the specified HVAC plant at the SITA Pietermaritzburg Data Centre.

1.2. BACKGROUND

The HVAC plant servicing the Data Centre operations at the SITA Pietermaritzburg Data Centre is in excess of 20 years of age and has reached end of life. The specified components of this HVAC plant require replacement through a specialist HVAC contractor.

2. SCOPE OF BID

2.1. HIGH LEVEL SCOPE OF WORK (a) Provide multi discipline, integrated, professional engineering services as defined in this

tender document, to allow SITA to Modernise the HVAC plant at the Pietermaritzburg Data Centre.

(b) The multi discipline, integrated professional engineering services must comprise, as a minimum, the mechanical, electrical, and structural engineering disciplines.

(c) The specified professional engineering services must be phased as concept design, detail design and tender documentation, tender briefing, and construction management and supervision (as defined in this tender document).

(d) Similar services may be required at other SITA sites.

2.2. DELIVERY ADDRESS

(1) The goods or services for the SITA Pietermaritzburg site must be supplied or provided at the following physical address:

No Site Name Physical Address1 SITA Pietermaritzburg Data

CentreNatalia Building, 330 Langalibalele Street,

Pietermaritzburg.

(2) SITE INSPECTION DURING TENDER PROCESS:(a) Interested bidders will be allowed to conduct in loco site inspections at the

Pietermaritzburg Data Centre for a period of ten (10) business days after publication of the bid, on the following conditions:

i. The bidder must make an appointment with [email protected] at least 24 hours in advance.

ii. Site inspections will only be allowed during weekdays, and between 09:00 and 14:00.

(3) Similar services may be required at other SITA sites, which is geographically spread throughout South Africa.

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mailto:[email protected]

3. BID EVALUATION STAGES(1) The bid evaluation process consists of several stages that are applicable according to the

nature of the bid as defined in the table below.

Stage Description Applicable for this bidStage 1 Administrative pre-qualification verification YESStage 2A Technical Mandatory requirement evaluation YESStage 2B Technical Functionality requirement evaluation N/AStage 2C Technical Proof of Concept requirement evaluation N/AStage 3 Special Conditions of Contract verification YESStage 4 Price / B-BBEE evaluation YES

(2) The bidder must qualify for each stage to be eligible to proceed to the next stage of the evaluation.

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ANNEX A.1: ADMINISTRATIVE PRE-QUALIFICATION

(3) ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS

(a) ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION(1) The bidder must comply with ALL of the bid pre-qualification requirements in order for

the bid to be accepted for evaluation.(2) If the Bidder failed to comply with any of the administrative pre-qualification

requirements, or if SITA is unable to verify whether the pre-qualification requirements are met, then SITA reserves the right to – (a) Reject the bid and not evaluate it, or(b) Accept the bid for evaluation, on condition that the Bidder must submit within 7

(seven) days any supplementary information to achieve full compliance, provided that the supplementary information is administrative and not substantive in nature.

(c) ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS(1) Submission of bid response: The bidder has submitted a bid response documentation

pack – (a) that was delivered at the correct physical or postal address and within the

stipulated date and time as specified in the “Invitation to Bid” cover page, and;(b) in the correct format as one original document, two (2) copies and one CD.

(2) Attendance at compulsory briefing session: If a compulsory briefing session was called, then the bidder has signed the briefing session attendance register using the same information (bidder company name, bidder representative person name and contact details) as submitted in the bidders response document.

(3) Registered Supplier. The bidder is, in terms of National Treasury Instruction Note 3 of 2016/17, registered as a Supplier on National Treasury Central Supplier Database (CSD).

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ANNEX A.2: TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPT REQUIREMENTS

(4) TECHNICAL MANDATORY

(a) INSTRUCTION AND EVALUATION CRITERIA(1) The bidder must comply with ALL the requirements by providing substantiating evidence in the form of documentation or

information, failing which it will be regarded as “NOT COMPLY”.(2) The bidder must provide a unique reference number (e.g. binder/folio, chapter, section, page) to locate substantiating evidence in the

bid response. During evaluation, SITA reserves the right to treat substantiation evidence that cannot be located in the bid response as “NOT COMPLY”.

(3) The bidder must complete the declaration of compliance as per section (5)(a) below by marking with an “X” either “COMPLY”, or “NOT COMPLY” with ALL of the technical mandatory requirements, failing which it will be regarded as “NOT COMPLY”.

(4) The bidder must comply with ALL the TECHNICAL MANDATORY REQUIREMENTS in order for the bid to proceed to the next stage of the evaluation.

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(a) TECHNICAL MANDATORY REQUIREMENTS

TECHNICAL MANDATORY REQUIREMENTS Substantiating evidence of compliance(used to evaluate bid)

Evidence reference(to be completed by bidder)

(1) REGISTRATION AS PROFESSIONAL ENGINEER OR PROFESSIONAL ENGINEERING TECHNOLOGIST - MECHANICAL

The lead engineering professional for this contract must be registered at the Engineering Council of South Africa as a Professional Engineer or Professional Engineering Technologist in the Mechanical discipline, and be working at the bidding company for at least two years as a permanent employee.

Attach to the bid’s technical response a copy of the lead engineering professional for this contract’s registration certificate (as issued by the Engineering Council of South Africa) as a Professional Engineer or Professional Engineering Technologist in the Mechanical discipline.

<provide unique reference to locate substantiating evidence in the bid response – see Annex A.7>

The lead engineering professional for this contract’s registration number (as issued by the Engineering Council of South Africa) as a Professional Engineer or Professional Engineering Technologist in the Mechanical discipline.

Registration number:

………………………………………..

Attach to the bid’s technical response a letter stating that the lead engineering professional for this contract has been working at the bidding company for at least two years as a permanent employee.

(The letter must indicate the name and surname of the lead engineering professional for this contract).

(All letters must be in writing, dated, signed and on a letterhead of the entity that issued the letter).


(2) DATA CENTRE HVAC EXPERIENCEThe lead engineering professional for this contract must have successfully completed at least two Data Centre

Attach to the bid’s technical response a letter indicating the following regarding the lead engineering professional for this contract:a) Name and Surname.

<provide unique reference to locate substantiating evidence in the bid response – see Annex

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environment HVAC professional services projects, of which the scope includes the professional services for the replacement of cooling towers and computer room air conditioning units.

b) List of Data Centre HVAC professional services projects where the lead engineering professional executed the HVAC consulting services. This list must include:i) Data Centre owner (client) of each of the

referenced HVAC consulting services projects.

ii) Data Centre street address of each of the referenced HVAC consulting services projects.

iii) Data Centre client representative email address and cellular phone number of each of the referenced HVAC consulting services projects.

iv) Scope of HVAC professional services of each of the referenced HVAC consulting services projects.

(All letters must be in writing, dated, signed and on a letterhead of the entity that issued the letter).

A.7>

(3) REGISTRATION AS PROFESSIONAL ENGINEER OR PROFESSIONAL ENGINEERING TECHNOLOGIST - ELECTRICAL

The electrical, support engineering professional for this contract must be registered at the

Attach to the bid’s technical response a copy of the electrical support engineering professional for this contract’s registration certificate (as issued by the Engineering Council of South Africa) as a Professional Engineer or Professional Engineering Technologist in the Electrical discipline.


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Engineering Council of South Africa as a Professional Engineer or Professional Engineering Technologist in the Electrical discipline.

The electrical support engineering professional for this contract’s registration number (as issued by the Engineering Council of South Africa) as a Professional Engineer or Professional Engineering Technologist in the Electrical discipline.


………………………………………..

(5) REGISTRATION AS PROFESSIONAL ENGINEER OR PROFESSIONAL ENGINEERING TECHNOLOGIST - STRUCTURAL

The structural, support engineering professional for this contract must be registered at the Engineering Council of South Africa as a Professional Engineer or Professional Engineering Technologist in the Civil / Structural discipline.

Attach to the bid’s technical response a copy of the structural support engineering professional for this contract’s registration certificate (as issued by the Engineering Council of South Africa) as a Professional Engineer or Professional Engineering Technologist in the Civil / structural discipline.


The electrical support engineering professional for this contract’s registration number (as issued by the Engineering Council of South Africa) as a Professional Engineer or Professional Engineering Technologist in the Electrical discipline.


………………………………………..

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(a) DECLARATION OF COMPLIANCE

Comply Not ComplyThe bidder declares by indicating with an “X” in either the “COMPLY” or “NOT COMPLY” column that –

(a) The bid complies with each and every TECHNICAL MANDATORY REQUIREMENT as specified in SECTION (4)(a) above; AND

(b) Each and every requirement specification is substantiated by evidence as proof of compliance.(6) TECHNICAL FUNCTIONALITYNot Applicable.(7) PROOF OF CONCEPTNot Applicable.

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ANNEX A.3: SPECIAL CONDITIONS OF CONTRACT (SCC)

(8) SPECIAL CONDITIONS OF CONTRACT

(a) INSTRUCTION(1) The successful supplier will be bound by Government Procurement: General Conditions of

Contract (GCC) as well as this Special Conditions of Contract (SCC), which will form part of the signed contract with the successful Supplier. However, SITA reserves the right to include or waive the condition in the signed contract.

(2) SITA reserves the right to –(a) Negotiate the conditions, or(b) Automatically disqualify a bidder for not accepting these conditions, or(c) Terminate the Award or Contract.

(3) In the event that the bidder qualifies the proposal with own conditions, and does not specifically withdraw such own conditions when called upon to do so by SITA, SITA will invoke the rights reserved in accordance with subsection (a)(2) above.

(4) The bidder must complete the declaration of acceptance as per section (45)(b) below by marking with an “X” either “ACCEPT ALL” or “DO NOT ACCEPT ALL”, failing which the declaration will be regarded as “DO NOT ACCEPT ALL” and the bid will be disqualified.

(a) SPECIAL CONDITIONS OF CONTRACT(5) CONTRACTING CONDITIONS

(a) Formal Contract. The Supplier must enter into a formal written Contract (Agreement) with SITA.

(b) Right of Award. SITA reserves the right to award the contract for required goods or services to multiple Suppliers.

(c) Right to Audit. SITA reserves the right, before entering into a contract, to conduct or commission an external service provider to conduct a financial audit or probity to ascertain whether a qualifying bidder has the financial wherewithal or technical capability to provide the goods and services as required by this tender.

(6) DELIVERY ADDRESS. The services must be provided at the following physical address(a) SITA Pietermaritzburg Data Centre, Natalia Building, 330 Langalibalele Street,

Pietermaritzburg.

(7) HIGH LEVEL SCOPE OF WORK

(a) Provide multi discipline, integrated, professional engineering services as defined in this tender document, to allow SITA to Modernise the HVAC plant at the Pietermaritzburg Data Centre.

(b) The multi discipline, integrated professional engineering services must comprise, as a minimum, the mechanical, electrical, and structural engineering disciplines.

(c) The specified professional engineering services must be phased as concept design, detail design and tender documentation, tender briefing, and construction management and supervision (as defined in this tender document).


(d) Similar services may be required at other SITA sites.

(8) DETAIL SCOPE OF WORK – PIETERMARITZBURG SITE

(8.1) GENERAL(a) The scope of work is budget driven. The value of the full turnkey HVAC

Modernisation construction works must not exceed a total cost which will be indicated by SITA once the Concept Design has been submitted to SITA.

(b) The full turnkey construction works includes HVAC, electrical, structural, building (and other disciplines if required).

(c) The services rendered by the service provider under this contract must always add value to SITA’s business and operations, and minimizes risk to SITA’s business and operations.

(d) The service provider must prioritize the professional services for the HVAC plant modernization in the following sequence, while remaining within the maximum allocated construction cost (each item below includes the mechanical plant as well as the associated electrical, structural, building, and other relevant disciplines):i. Both (two) cooling towers and associated equipment needs replacement to

cater for the heat load as specified in this document.ii. Replacement of the water pumps and motors, and associated electrical

distribution boards, for the HVAC system, where required.iii. Replacement of all the valves on the water circuits that form part of the

cooling system.iv. Replacement of the automatic water treatment system, to service the new

cooling towers.v. Replacement of the downblow, water cooled computer room air conditioning

units and the associated discharge floor grills with new downblow, water cooled computer room air conditioning unit(s). Currently the Pietermaritzburg UPS room has two (2) of these units. At least one unit must be replaced. The service provider must prioritize the most inaccessible unit and most problematic unit first. The replacement of this unit in this area must provide some level of stability to the Data- and Switching Centre operations at this site. The final number of computer room air conditioning units to be replaced will be dependent on the maximum construction cost budget, as specified.

vi. Replacement of the downblow, water cooled computer room air conditioning units and the associated discharge floor grills in the Data Centre area with new downblow, water cooled computer room air conditioning units. Currently the Pietermaritzburg Data Centre area has ten (10) of these units. The service provider must prioritize the most inaccessible units and most problematic units first. The replacement of these units in this area must provide some level of stability to the Data Centre operations at this site. The final number of computer room air conditioning units to be replaced will be dependent on the maximum construction cost budget, as specified.

vii. Replacement of the downblow, direct expansion and water cooled air conditioning units and the associated discharge floor grills in the Switching Centre areas with new downblow, water cooled computer room air conditioning units. Currently the Pietermaritzburg Switching Centre area has ten (10) of these units. The service provider must prioritize the most inaccessible units and most problematic units first. The replacement of these units in this area must provide some level of stability to the Switching Centres operations at this site. The final number of computer room air conditioning units to be replaced will be dependent on the maximum construction cost budget, as specified.


(e) The service provider must always bear in mind that the full Modernisation of the existing, specified HVAC plant will be done on a modular and scalable basis and approach, as per SITA’s budget availability, until the full future anticipated heat load can be accommodated. The service provider’s solution must therefore cater for a modular and scalable approach to the planned Modernisation works.

(f) The service provider must be very cognisant of the operational environment within which his HVAC solution must be implemented. The operational environment of this site is that of a Data Centre, for which no, or a once off very limited downtime duration opportunity for plant replacement will be approved. This implementation downtime limitation must be very clear to both the service provider and the HVAC implementation contractor. The Modernisation solution offered by the service provider must therefore allow for the staggered replacement of the HVAC plant to ensure maximum uptime of the Data- and Switching Centres at this site. Considering the options available for the replacement of the existing cooling towers, SITA envisage that only one implementation shutdown window will be allowed which would happen on one Saturday from approximate 17:00 and continue to the next day at approximate 17:00, after which the required components to cool the current heat load must be fully operational. Only once the first cooling tower is fully functional, may the next cooling tower be installed and commissioned, without impacting the Data- and Switching Centres operations again. It is envisaged that the replacement of the downblow air conditioning units be done in such a manner that no impact will be experienced in the Data- and Switching Centre operations. It is also envisaged that the replacement of the cooling system water valves be done at the same time as the cooling tower replacement, so that the Data- and Switching Centre operations be impacted a maximum of one time.

(8.2) DELIVERABLES(a) The main objective of each deliverable and each stage is to ensure and to achieve a

good quality product, which in this contract’s case is the Modernization of the existing HVAC plant at the Pietermaritzburg Data- and Switching Centre.

(8.3) CONCEPT DESIGN (a) The concept design must indicate how the cooling towers, water valves, water

pumps and motors, electrical supplies, water storage units/areas, water treatment system, water cooled air conditioning systems, and direct expansion air conditioning systems will be replaced practically from a least impact to operations view, the estimated cost for the modernisation of each of these components (inclusive of all relevant disciplines, eg. Mechanical, electrical, structural/civil), the manufacturing and delivery lead times for the modernisation of each of these components, the implementation duration for the modernisation of each of these components, and the high level activities that will be required from the HVAC contractor for the replacement and modernisation of each of these components.

(b) The concept design must indicate the high level specifications of the new cooling towers, water valves, water pumps and motors, electrical supplies, water treatment system, and water cooled air conditioning systems.

(c) The concept design must provide examples (make and model number) from at least two (2) Original Equipment Manufacturers that will be able to supply the specified new cooling towers, water valves, water pumps and motors, electrical supplies, water treatment system, and water cooled air conditioning systems.

(d) The concept design must indicate how compatibility will be achieved between the existing water cooled air conditioning units and the proposed new cooling towers, since not all of the existing water cooled air conditioning units would be replaced during the initial modernisation works (due to the limited budget as indicated).


(e) The concept design must indicate the structural and civil requirements to accommodate the proposed new cooling towers and associated equipment.

(f) The concept design must indicate the structural and civil requirements to facilitate the replacement of the existing cooling towers and associated equipment.

(g) The concept design must indicate that the Pietermaritzburg Data- and Switching Centre can structurally accommodate the new cooling towers and proposed future amount of computer room air conditioning units.

(h) The concept design must indicate how the cooling capacity on the cooling towers will be managed during low load conditions (either because of low load population, low power density from populated load, or low ambient conditions) to prevent the shutting down of the downblow water cooled air conditioning units, and for energy conservation.

(i) The concept design must indicate the number and exact locations of the respective computer room air conditioning units that can be replaced within the allocated budget as specified. This has to be indicated on a drawing. (The drawing does not have to be to scale).

(j) The concept design must indicate how the initial downblow water cooled air conditioning units (as per the priorities given) will be replaced, considering the limited space available in the service passage. The concept design must then also indicate how the replacement of the future downblow water cooled air conditioning units will be achieved once the initial units have been replaced. (An option that can be explored is to utilise the units that currently supplies the operator area, as a makeshift measure).

(k) The concept design must address plant capacity and indicate how the immediate heat load (plus 30% growth) and full future maximum heat load will be accommodated by the various HVAC plant components. The initial and future number of HVAC plant components has to be indicated in the Concept Design.

(l) The concept design must indicate the electrical requirements and electrical components to be upgraded to accommodate the new cooling towers, water pumps and motors, water treatment system, and water cooled air conditioning systems. This section must be broken down into the electrical requirements at full load requirement (i.e. when all the HVAC components have been installed to cater for the full future maximum heat load, with a Tier III compliance), and at the current (plus 30% growth) requirement. Should the Tier III compliant HVAC installation require dual power feeds to the respective HVAC components, this section has to address this requirement as well and indicate how it will be achieved in future.

(m) The concept design must consider the existing IT equipment rack orientation inside the Data- and Switching Centres and make recommendations regarding the optimal placing and orientation of the existing and future IT equipment rack orientations to optimise the efficiency of the existing and new HVAC plant (i.e. hot and cold isle orientation and floor rack density).

(n) SITA’s objective is to ultimately have a Tier III compliant HVAC installation for this Data- and Switching Centre. The concept design must indicate in detail what other Modernisation work is required on the HVAC installation, over and above the specified scope of work, to achieve a Tier III compliant HVAC installation for the Data- and Switching Centre at this site. The service provider must provide a schematic layout as well, with the concept design, to indicate in detail how a Tier III compliant HVAC installation would look for this Data- and Switching Centre.

(o) To minimize (and potentially eliminate) rework during the concept design stage, it is proposed that the service provider has a teleconference with the SITA Head Office team to explain verbally what the service provider’s high level proposal is. The SITA Head Office team can then give some additional direction if necessary. Once the verbal proposal has been done and the SITA Head Office team indicated that no


further verbal explanations are required, the service provider may proceed with the written, formal concept design.

(p) As a summary, the concept design must address the following points regarding the entire (current and future) HVAC Modernisation for the Pietermaritzburg Data- and Switching Centre. SITA will use this information to compile the required business case for the implementation of this project.i. Scope of work (all disciplines) for the initial construction works planned under

the indicated maximum construction budget.ii. Scope of work (all disciplines) and estimated cost for construction works that

will not be able to be executed under the indicated maximum construction budget (i.e. outstanding works to achieve the Tier III HVAC plant at the full future maximum heat load). This scope and estimated cost has to be broken down into the following three components:1) Modernisation of existing plant.2) Provision of additional plant to meet the full future maximum heat load

requirement.3) Provision of additional plant to meet Tier III requirements.

iii. Cooling capacity (kW) that can be achieved within the indicated maximum construction budget, through the:1) modernised cooling towers, and 2) modernised computer room air conditioning units.

iv. Possible risks pertaining to the contractor, Data- and Switching Centre operation and availability, and Data- and Switching Centre stability that could be encountered during the implementation of the initial HVAC Modernisation project.

v. High level schematic diagram of the proposed mechanical and electrical plant to obtain a Tier III compliant HVAC installation for this site. The plant components that will be provided under the initial HVAC Modernisation contract has to be distinguished from the future plant. The objective is for SITA to utilise this diagram as a roadmap for future HVAC related work at the Pietermaritzburg Data Centre.

(q) The Concept Design document must be verified by an Uptime certified Data Centre professional as conforming to the general Uptime requirements for a Tier III Data Centre. (SITA realises that only the Uptime Institute can certify designs as Uptime Institute compliant. The requirement under this clause is not for Uptime certification, but to confirm that the concept design as proposed is in general aligned with the Uptime Institute requirements for a Tier III Data centre).

(r) The cost of the above requirements is deemed included in the quoted cost.

(8.4) DETAIL DESIGN AND TENDER DOCUMENT(a) Once SITA has approved the concept design, the service provider will be allowed to

submit the detailed design and tender documentation.(b) The objective of the detail design and tender documentation (as provided by the

service provider) is to enable SITA to collate the deliverables into a single, full turnkey tender document in the standard SITA template.

(c) The detail design and tender documentation will comprise the following for the mechanical, electrical, and civil/structural requirements:i. The detailed scope of work (as per the maximum construction budget),ii. Detailed technical specifications for the new plant to be provided,


iii. Detailed installation and workmanship specifications,iv. Detailed installation procedures and sequencing to ensure a maximum of one

Data Centre operations interruption, within the least amount of time,v. Detailed Bill of Quantities,vi. Drawings (as a minimum those specified by SITA in this document).

(d) The format of these deliverables will be in the MS Word format and such to allow SITA to copy and paste the information easily into the standard SITA tender template that will be used for the construction tender document. (SITA can make the standard SITA tender template available to the service provider for reference purposes, if the service provider requests this).

(e) SITA will incorporate the standard SITA special conditions of contract for constructions works into the construction tender document.

(f) SITA will send this proposed, collated construction tender document in the SITA standard format to the service provider for his final consent.

(g) The proposed technical Mandatory Requirements, with associated Substantiation Requirements, to allow for independent SITA technical evaluation of the received bids, must be provided by the service provider during this stage. SITA realises that this portion of work is not a common industry practise and therefore propose that the service provider engages SITA early on during this stage regarding this requirement. A number of iterations on the Mandatory Requirements, with associated Substantiation Requirements are foreseen. SITA will however assist the consultant as much as possible with the formulation of the Mandatory Requirements, with associated Substantiation Requirements.

(h) The Bill of Quantities for the mechanical and electrical disciplines must be compiled by the mechanical and electrical professionals.

(i) The Bill of Quantities for the structural/civil discipline must be compiled by the quantity surveyor.

(j) The cost of the above requirements is deemed included in the quoted cost.

(8.5) TENDER BRIEFING AND TENDER TECHNICAL QUESTIONS

(a) The service provider must attend the (construction) tender briefing session that will be held in the Pietermaritzburg SITA office.

(b) The service provider will be required to present the technical portion of the tender briefing and answer any technical questions, if any are asked at the briefing session.

(c) The service provider will be required to provide great detail regarding the technical Mandatory requirements.

(d) During the (construction) tender briefing session, the service provider will be required to escourt the bidders to the relevant areas within the Pietermaritzburg Data- and Switching Centre to explain the scope of work for each area and to answer any technical questions that might arise. Should the number of bidders exceed ten (10), the service provider will be required to perform this activity a number of times, to allow SITA to contain the number of people entering the Data- and Switching Centre environments.

(e) The service provider will also be required to answer any technical questions (within 12 hours of receipt) that SITA may receive from bidders during the tender duration.


(f) The cost of the above requirements is deemed included in the quoted cost.

(8.6) CONSTRUCTION MANAGEMENT

(a) Frequent inspections from the service provider during the construction stage are required. The frequency will depend on the type of construction activities taking place on site. The standard one inspection every fourtnight will not suffice and not be accepted.

(b) The service provider must be in attendance when critical electrical changes are made to the Data Centre electrical distribution boards.

(c) The service provider must be full time in attendance during the Change window when the contractor replaces the cooling towers to ensure conformance to the technical specifications, and that the contractor has sufficient quality control measures in place to ensure a quality installation.

(d) The service provider must be in attendance when the first computer room air conditioning unit is being replaced by the contractor, to observe that the contractor meets the technical requirements of the specifications, and that the contractor has sufficient quality control measures in place to ensure a quality installation, and to guide the SITA technical staff on what aspects to observe during the following computer room air conditioning units’ installation. The service provider do not need to witness each computer room air conditioning unit’s installation (post the first computer room air conditioning unit’s installation) and may inspect a number of units at a time post the first computer room air conditioning unit’s installation.

(e) All other construction activities which has a high risk to the Data- and Switching Centre operations must be supervised by the service provider.

(f) The service provider will be required to chair and minute the kick off meeting with the HVAC contractor, where the service provider will explain the detailed scope of work to the contractor and the construction manager. Subsequent meetings (and minutes) may be ad hoc and on a requirement basis.

(g) The service provider must attend to all the HVAC contractor’s queries during the construction/implementation period.

(h) Once the construction/implementation works are completed, the service provider must certify the installation as correct, safe, in conformance to the tender specification, and ready for the maintenance stage.

(i) The service provider will be required to certify the value of work performed by the HVAC contractor, upon completion of the respective construction/implementation stages.

(j) The service provider’s services will not be required during the construction warranty and maintenance stages.

(k) Upon completion of the construction/implementation works the consultant must submit a close out report to SITA.

(l) The cost of the above requirements is deemed included in the quoted cost.


(9) DETAIL SCOPE OF WORK – OTHER SITES(a) SITA will issue the detail scope of work to the service provider, should similar

services be required at other SITA sites.

(10) PROFESSIONAL FEES(a) Professional fees for the Pietermaritzburg site will be based on the Engineering

Council of South Africa Guideline for Services and Processes for Estimating Fees for Persons Registered in terms of the Engineering Profession Act, 2000, (Act No.46 of 2000), as per Board Notice 138 of 2015, and published in the Government Gazette of 04 December 2015.

(b) Professional fees for the Pietermaritzburg site will be broken down into the following components and be calculated as indicated below:i. Concept design stage (as defined in this document). This multidiscipline

service will be a fixed cost for the scoped work, and be quoted as such.ii. Detail design and tender document stage (as defined in this document) –

HVAC Services. The HVAC service will be a variable cost for the scoped work and be calculated as a percentage of the total final construction value of the HVAC contract. For bidding purposes the service provider will determine the bid value for this line through utilizing the Engineering Council Fee scale of 2015 and work on the 11%, maximum effort, function/graph as a basis. In the pricing model in Annexure A.4, the bidder is required to discount the standard 11% function/graph to an offered percentage function/graph. The 11% function/graph and the pricing model discounted percentage function/graph is based on a final construction value of R11 500 000 (VAT Exclusive). Any variances in the final construction value (less or more than the baseline R11 500 000 VAT Exclusive on the X-axis) will be charged utilizing the associated percentage on the Y-axis for this discounted percentage


function/graph (as per the pricing model). The offered discounted percentage function/graph will be applicable for final construction values of R5 000 000 (VAT Exclusive) up to R25 000 000 (VAT Exclusive). In the pricing model (Annexure A.4) the proportional effort for this Stage has been taken as 35% (as per the Engineering Council Fee Guideline). The bidder will therefore note that the pricing model for this Stage for the HVAC works has been structured as 35% (which is the deemed proportional effort for this Stage), multiplied by the bid baseline cost of R11 500 000, multiplied by the offered discounted percentage function/graph. Once this deliverable has been completed, submitted to SITA, and accepted by SITA, the service provider must claim for this item at the quoted percentage and use the estimated cost as the base of the calculation. Once the construction works has been completed, the service provider must claim or credit (as the case may be) the delta of the professional fees for this line based on the final construction value of the full HVAC contract. (If the estimated cost, as provided by the service provider, is lower than the final construction value of the full turnkey contract, the service provider must provide a claim. If the estimated cost, as provided by the service provider, is higher than the final construction value of the full HVAC contract, the service provider must provide a credit.

iii. Detail design and tender document stage (as defined in this document) – Electrical-, Civil/Structural Services, and other disciplines as may be required. In view of the relative small nature of these services, these services will be a fixed cost for the scoped work, and be quoted as such.

iv. Tender briefing session and associated services stage (as defined in this document). This multidiscipline service will be a fixed cost for the scoped work, and be quoted as such.

v. Construction management and supervision stage (as defined in this document) – HVAC Services.The HVAC service will be a variable cost for the scoped work and be calculated as a percentage of the total final construction value of the HVAC contract. For bidding purposes the service provider will determine the bid value for this line through utilizing the Engineering Council Fee scale of 2015 and work on the 11%, maximum effort, function/graph as a basis. In the pricing model in Annexure A.4, the bidder is required to discount the standard 11% function/graph to an offered percentage function/graph. The 11% function/graph and the pricing model discounted percentage function/graph is based on a final construction value of R11 500 000 (VAT Exclusive). Any variances in the final construction value (less or more than the baseline R11 500 000 VAT Exclusive on the X-axis) will be charged utilizing the associated percentage on the Y-axis for this discounted percentage function/graph (as per the pricing model). The offered discounted percentage function/graph will be applicable for final construction values of R5 000 000 (VAT Exclusive) up to R25 000 000 (VAT Exclusive). In the pricing model (Annexure A.4) the proportional effort for this Stage has been taken as 40% (as per the Engineering Council Fee Guideline). To make provision for the payment of the service provider once 50% of the construction implementation works have been completed, the indicative baseline construction value of R11 500 000 has been halved, over two pricing lines. The bidder will therefore note that the pricing model for this Stage for the HVAC works has been structured as 50% (to allow for partial payment of the service provider for the portion of works completed) multiplied by 40% (which is the deemed proportional effort for this Stage), multiplied by the bid baseline cost of R11 500 000, multiplied by the offered discounted percentage function/graph.

vi. Construction management and supervision stage (as defined in this document) – Electrical-, Civil/Structural Services, and other disciplines as may be required. In view of the relative small nature of these services, these services will be a fixed cost for the scoped work, and be quoted as such.


(c) Travel time and travel cost for the Pietermaritzburg site, for the Concept Design Stage and Tender Briefing Stage is deemed part of the quoted cost.

(d) The bidder needs to indicate the required travel time and travel cost for the provision of the scoped services for the Detail Design and Tender Documentation Stage and for the Construction Management and Supervision Stage.

(e) Professional fees for similar services that might be required at other SITA sites will be on a time and cost basis, for which the rates as per the Pricing Scheduled 2 will be used.

(f) Travel time for similar services that might be required at other SITA sites will be on a time basis, less the first hour of travelling, for which the rates as per the Pricing Scheduled 2 will be used.

(g) Travel cost for similar services that might be required at other SITA sites will be based on the SITA travel rates that are applicable at the time of work execution, will be used.

(11) ADDITIONAL WORK(a) Should SITA request any additional work (over and above that what has been

specified), or request information or activities which the service provider interprets as additional work and not covered by the specified scope of work, the consultant must notify SITA immediately and provide a quotation for the deemed additional works. The service provider will not be allowed to claim for such additional cost if SITA has not approved such additional cost beforehand and an associated purchase order has been issued before such works have been undertaken by the service provider.

(12) PART PAYMENT

(a) No part payment or progress payment will be done during the execution of a stage to the service provider, except under the following circumstances:i. Should SITA request a progress invoice for work completed to date during SITA

financial year end proceedings,ii. During the construction management stage, where the service provider will be

allowed to invoice for work completed once the HVAC contractor has reached the 50% implementation completion mark.

(13) PENALTIES

(a) The penalties indicated below will be applied to the service provider in case of breach of the specified requirements.

(b) Late submission of deliverables, once a submission date has been agreed to: R25000 (Excl VAT), per calendar day after the due date.

(c) Variation orders requested by the HVAC implementation contractor and approved by SITA (which will lead to the implementation contract exceeding the contractor’s Letter of Award value), for contractor work during the implementation stage that could have been anticipated or foreseen by the service provider during the Concept Design and/or Detail Design and Tender Documentation stages. R25000 (Excl VAT), per approved variation order request.


(14) TENDER DOCUMENTATION, GENERAL TECHNICAL AND COMMERCIAL SPECIFICATIONS, AND DETAIL TECHNICAL AND COMMERCIAL SPECIFICATIONS

(a) All tender documentation, general technical and commercial specifications, and detail technical and commercial specifications submitted to SITA as part of this contract will become the property of SITA, with no copyright restrictions on SITA. SITA will have the rights to utilise these submitted tender documentation, general technical and commercial specifications, and detail technical and commercial specifications for future SITA projects, should SITA wishes so, at SITA’s own risk, with no additional compensation (other than what is already paid to the bidder for these tender documentation, general technical and commercial specifications, and detail technical and commercial specifications).

(15) CERTIFICATION

(a) The lead engineering professional on this project must have a valid, and active registration with the Engineering Council of South Africa as a Professional Engineer or Professional Engineering Technologist in the mechanical discipline.

(b) The lead engineering professional on this project will be as per the registration number of the Mechanical Professional offered in the Technical Mandatory Requirements of this document.

(c) This lead engineering professional must have been working at the bidding company as a Registered professional for at least two (2) years, as a permanent employee.

(d) This lead engineering professional must have successfully completed at least three Data Centre environment HVAC professional services projects, of which the construction value of each HVAC contract was minimum R3 000 000 (VAT Exclusive), or have successfully completed at least two (2) Data Centre environment HVAC professional services projects, of which the construction value of each HVAC contract was minimum R10 000 000 (VAT Exclusive).

(e) This lead engineering professional must remain the lead engineering professional for this contract from the start until the end of the project.

(f) The electrical, support engineering professional for this contract must be registered at the Engineering Council of South Africa as a Professional Engineer or Professional Engineering Technologist in the Electrical discipline.

(g) The structural, support engineering professional for this contract must be registered at the Engineering Council of South Africa as a Professional Engineer or Professional Engineering Technologist in the Civil / Structural discipline.

(h) Other supporting Professionals such as the Quantity Surveyor, Architect, or Project Manager (as required and relevant) must be registered as professionals at their respective professional bodies.

(i) The Concept Design document must be verified by an Uptime certified Data Centre professional as conforming to the general Uptime requirements for a Tier III Data Centre. (SITA realises that only the Uptime Institute can certify designs as Uptime Institute compliant. The requirement under this clause is not for Uptime certification, but to confirm that the concept design as proposed is in general aligned with the Uptime Institute requirements for a Tier III Data centre).

(16) LEAD CONSULTANT AND PROJECT MANAGER

(a) Since this is and will be a multi discipline project, the Mechanical Professional will act as the lead consultant under this contract and be the responsible party for communication and interaction with SITA. The quoted costs in the pricing model for this bid, deems this service as already incorporated into the quoted cost.


(b) The consulting team / service provider may appoint and utilise a Project Manager to coordinate the respective disciplines if deemed necessary. This project management function must however remain internal to the consulting team / service provider. The cost of such a Project Manager (if a Project Manager is deemed necessary by the consulting team / service provider) is deemed included in the total quoted cost.

(17) REVIEW OF SERVICE PROVIDER DELIVERABLES

(a) The service provider must submit all documents to SITA (for that relevant stage) for SITA’s approval.

(b) SITA will review the documentation and indicate required changes, which the service provider must incorporate.

(c) This process will continue and reoccur until all SITA requested changes have been incorporated.

(18) SOLUTION IMPLEMENTATION

(a) The solution offered by the service provider must be of such a nature to allow the systemic implementation of the solution without causing any downtime in the Data- and Switching Centre operations. If the implementation of the works without downtime is not possible, a maximum of one downtime window would be allowed for the entire plant, where the downtime duration must not exceed 12 consecutive hours.

(b) High risk, although not service affecting, work must be scheduled for Sundays only. Where the nature of work is such that Sunday hours for a specific task will not be enough, Saturday hours may be utilised, but only after 15:30 on a Saturday. Saturday and Sunday work is pending SITA and SITA client approval.

(19) PROJECT CONTINUITY

(a) This project is budget and requirement driven, and may therefore stop at any point in time (following the successful completion of a particular stage).

(b) SITA will therefore specifically indicate whether and when the service provider may commence with the next stage of the project. (The intension is though to complete the specified scope of works in full).

(c) Once a Stage has commence, that Stage has to be completed in full.(d) The service provider will not be allowed to claim any fees for stages not completed

in full, or stages not approved by SITA, or any cancellation fees, or abandonment fees, or postponement fees should the project be stopped after the successful completion of any one Stage or Stages.

(20) AS BUILT DRAWINGS

(a) SITA has no Record or As Built drawings of the infrastructure or building at the Pietermaritzburg Data Centre.

(b) The service provider may apply for the required Record or As Built drawings from the South African National Archives, or may compile these drawings itself to assist the service provider in the execution of his duties, or to provide the required information to the successful contractor to allow the contractor to execute its duties.

(c) The cost of the above requirement is deemed part of the quoted cost. SITA will not issue any additional variation orders or purchase orders for the compilation, search, or retrieval of the Record or As Built drawings for the Pietermaritzburg Data Centre.


(21) BRAND SPECIFIC SPECIFICATION

(a) The solutions and specifications provided by the service provider may not be based on a specific brand, i.e. be brand specific.

(b) Where specifications are submitted, the service provider must indicate to SITA that products from at least two (2) different Original Equipment Manufacturers are available to conform to the technical specifications.

(c) The technical specifications must therefore define the product output requirements, without being brand specific or limiting bidders to only one brand.

(d) Should the service provider be of the opinion that it will be in SITA’s best interest to specify a product by brand, the consultant must first obtain SITA’s consent for such a requirement. Once SITA has consented to this brand specific request, the service provider must prepare a submission which SITA can submit to the National Treasury for their approval of such a brand specific specification. The service provider will then assist SITA and accompany SITA during the National Treasury representations and submissions until the National Treasury approval is obtained.

(e) The cost of the above requirement is deemed part of the quoted cost.

(22) SITA HEAD OFFICE TEAM

(a) The SITA Head Office team based in Pretoria is the responsible client department for the successful implementation of the works specified in this tender document.

(b) The service provider is therefore required to interact with the SITA Head Office team (based in Pretoria) on a frequent basis.

(c) SITA will conduct the service provided kickoff meeting at the start of the project at the Pietermaritzburg Data Centre. The subsequent engagements between the service provider and the SITA Head Office team may then be conducted via telephone and email, should the service provider not be based in Pretoria.

(d) An allowance for four, day trips to the SITA Head Office has been allowed for, should the need arise that the service provider is to visit the SITA Head Office. The quoted cost for this allowance must include all costs required and relevant for a day trip to SITA Head Office and a maximum six hour engagement (e.g. travel cost, travel time, parking, toll fees, per diem).

(23) COST ESTIMATES

(a) The service provider is not allowed to release the proposed tender document or Bill of Quantities to the general market or a specific contractor to obtain an estimated cost of the specified works.

(b) The service provider is not allowed to invite a contractor or contractors to site with the objective to provide an estimated cost of the scoped work.

(24) PROJECT TIMELINES

(a) It is SITA’s intension to have the first phase of the construction works under this scope of work completed by 31 March 2018. Should there be subsequent phases, the completion date of these will be indicated by SITA. Considering SITA’s tender process duration and the respective plant manufacturing and delivery lead times, the Concept Design development, tender documentation development, and actual implementation, time for the respective stages will be very limited.


(25) GENERAL(a) The scope of work comprises multiple disciplines for the successful Modernisation of

the HVAC plant as specified in this document. The bidder may not bid for only one or only some of the required disciplines, i.e. all required disciplines to achieve the objective of this contract must be quoted for.

(b) If the bidder is both a consulting entity and a contractor, the bidder must note that it will not be allowed to submit a bid as a contractor for the HVAC Modernisation implementation.

(26) PLANT MAINTENANCE(a) The requirement is that the HVAC contractor that provides the new HVAC plant (as

per the service provider’s tender documentation) under the initial HVAC Modernisation implementation contract, has to provide a five (5) year warranty, preventive maintenance, and corrective maintenance on the plant provided. This requirement must be incorporated into the Concept Design and Tender Documentation stages.

(b) As indicated in this document, the service provider will not be required to supervise or manage the HVAC contractor during this five (5) year period.

(27) DUAL POWER SUPPLIES

(a) The service provider must be cognisant during his Concept Design development on how the Tier III requirements from an electrical perspective will be incorporated into the cooling plant proposal and design.

(b) Where a specific mechanical / cooling plant component will have the requirement for a dual power supply to conform to Tier III requirements, the mechanical / cooling plant component specified must have the capability to accommodate dual power sources, and must be indicated as such in the Concept Design.

(c) Where the mechanical / cooling plant component itself does not have dual power feed / supply capability, the service provider must indicate what electrical design or components will be employed to ensure compliance to Tier III dual feed requirements (where applicable).

(d) The operation of dual power supply equipment / components for the purposes of Tier III conformance, must be automatic in nature without the need for human intervention.

(28) HVAC PLANT ALARM MONITORING(a) SITA is in the process to deploy an environmental equipment alarm monitoring

system, to relay and display all alarm conditions on environmental equipment (UPSs, Generators, HVAC plant, etc) at the SITA National Operations Centre in Pretoria.

(b) The new HVAC plant and components (as will be specified by the service provider under this contract) must make provision for this component alarm monitoring by the SITA National Operations Centre in Pretoria. The establishment of this environmental equipment alarm monitoring system is thus outside of the scope under this contract, and outside the scope of the HVAC Modernisation contractor, but all HVAC plant and components (as relevant) have to be equipped with the alarm monitoring units (alarm cards).


(29) COOLING TOWER TECHNOLOGY(a) SITA’s preference is for indoor or semi-indoor technology. The existing cooling tower

technology on site is therefore acceptable to SITA.(b) The cooling tower technology to be specified by the service provider must be such

to allow the existing downblow air conditioning units that will not be modernized initially, to still function properly from the new cooling towers.

(30) PLANT CAPACITY

(a) SITA will indicate the anticipated maximum number of IT equipment cabinets that could potentially fit inside the Pietermaritzburg Data- and Switching Centres footprint to the service provider, to assist the service provider with the maximum plant capacity calculations.

(b) It is envisaged that each IT cabinet could have an average heat load of 3kW.(c) The Concept Design must take the above future maximum cooling requirement into

consideration, as well as the available space and footprint for the associated cooling plant, Tier III requirement, and plant redundancies, and then indicate how SITA can expand the HVAC plant in a modular approach from the immediate requirement (plus a 30% immediate growth allowance) to the future maximum requirement.

(d) The service provider must take into consideration the cooling tower replacement and installation limitations, the existing cooling tower water reservoir limitations, and structural conditions impacting maximum evaporative and heat exchange capabilities for the proposed new cooling towers.

(31) COOLING SYSTEM WATER VALVES REPLACEMENT

(a) The professional services (as specified) for the replacement of the water valves on the existing Data- and Switching Centre’s cooling system forms part of the service provider’s scope of work.

(b) The service provider must make a detailed investigation of the number of valves and replacement specifications, as part of the Concept Design.

(c) The replacement of the water valves must be specified as a parallel activity when the first cooling tower is to be replaced by the HVAC contractor, to ensure no further / additional downtime requirements in future.

(d) The requirement for contractor capability to refill the cooling system water pipes and associated water treatment of the replaced water upon successful valve and cooling tower replacement, within the allocated time, must be specified in detail in the contractor tender documentation. The practical implementation of this item as well as the associated water containment or structured release must also be addressed in the Concept Design.

(32) COOLING SYSTEM SUPPLY AND RETURN AIR GRILLS

(a) The professional services (as specified) for the replacement of the supply air grills on the raised computer room floors (and return air grills in the walls where relevant), forms part of the service provider’s scope of work.

(b) The service provider must indicate in the Concept Design the immediate number of floor air supply grills (and return air grills in the walls where relevant) required, as well as the future quantity needed (in line with the anticipated future heat load).

(c) The heat load density in the Data- and Switching Centre areas must be taken into consideration when the above calculations and recommendations are done.


(33) COOLING SYSTEM WATER STORAGE

(a) The investigation and sizing of the water storage for the cooling system (as per the current and future heat loads) forms part of the scope of work under this contract.

(b) Currently municipal water interruptions to this site impact the cooling capability very negatively within a few hours. This could be due to the poor condition of the cooling towers or associated infrastructure. The service provider must investigate and identify the root cause of this problem. A solution must then be proposed in the Concept Design to ensure that water interruptions to this site will have no impact to the cooling operations for at least five (5) days.

(34) DIRECT EXPANSION AIR CONDITIONING UNITS

(a) The investigation and specification for the replacement of the existing direct expansion air conditioning units in the Switching Centres with water cooled air conditioning units forms part of the scope of works under this contract, and must be incorporated and addressed in the Concept Design.

(b) SITA is aware that the implementation of this portion of work could exceed the limited construction budget as indicated.

(35) DOWNBLOW UNITS SERVICE PASSAGE

(a) The width of the existing downblow unit service passage is very limited. Considering the depth of the existing downblow units, and the depth of the future downblow units, the replacement of the existing downblow units will pose a challenge for which the service provider has to propose practical options in the Concept Design.

(b) SITA will not have an objection to position the initial, new downblow units inside the Data Centre area as a temporary measure to facilitate the replacement of the existing downblow units. Or, alternatively, relocating the existing downblow units servicing the opperators area to inside the Data Centre area as a temporary measure to facilitate the replacement of the existing downblow units.

(c) There’s currently ten (10) downblow units located in this service passage. As a minimum, five (5) downblow units must be replaced to service the Data Centre area (if the same capacities as to be used).

(36) CERTIFICATION, EXPERTISE AND QUALIFICATION(a) The Supplier represents that,

i. it has the necessary expertise, skill, qualifications and ability to undertake the work required in terms of the Statement of Work or Service Definition and;

ii. it is committed to provide the Products or Services; andiii. perform all obligations detailed herein without any interruption to the

Customer.(b) The Supplier must provide the service in a good and workmanlike manner and in

accordance with the practices and high professional standards used in well-managed operations performing services similar to the Services;

(c) The Supplier must perform the Services in the most cost-effective manner consistent with the level of quality and performance as defined in Statement of Work or Service Definition;


(d) Electrical Work. The Supplier must ensure that Electrical Work is performed as prescribed by the Occupation Health and Safety Act (Act 85 of 1993 as amended), Electrical Regulations 2009, including,i. The Supplier is registered at the Department of Labour as an Electrical

Contractor;ii. The standard of work conforms to SABS SANS 10142-1: The code of practice

for wiring of premises; and(e) Any Electrical installation or alteration is certified after completion of work by

means of a Certificate of Compliance.

(37) PERSONNEL SECURITY CLEARANCE(a) The contractor / service provider is to note, as per SITA’s access policy, that its staff

that will work on this project will be subject to a security screening and security clearance audit. The contractor / service provider or its employees failing the security clearance audit (for whatever reason) cannot work on this project and contract. Where the impact is such that the required services cannot be rendered to SITA as required in this document, the contract will not be awarded or be terminated (as the case may be).

(b) The contractor / service provider is to note, as per SITA’s access policy, that it and its employees that will work on this project will not be able to enter any of the listed sites without a valid South African Identification Document. Where the impact is such that the required services cannot be rendered to SITA as required in this document, the contract will be terminated.

(c) The contractor / service provider must note that these sites are high security environments. Time to be granted access into the site can thus take up to one hour. The associated cost for standing time to access the relevant sites is deemed included in the quoted cost.

(38) CONFIDENTIALITY AND NON-DISCLOSURE CONDITIONS(a) The Supplier, including its management and staff, must before commencement of

the Contract, sign a non-disclosure agreement regarding Confidential Information.(b) Confidential Information means any information or data, irrespective of the form or

medium in which it may be stored, which is not in the public domain and which becomes available or accessible to a Party as a consequence of this Contract, including information or data which is prohibited from disclosure by virtue of:i. the Promotion of Access to Information Act, 2000 (Act no. 2 of 2000);ii. being clearly marked "Confidential" and which is provided by one Party to

another Party in terms of this Contract;iii. being information or data, which one Party provides to another Party or to

which a Party has access because of Services provided in terms of this Contract and in which a Party would have a reasonable expectation of confidentiality;


iv. being information provided by one Party to another Party in the course of contractual or other negotiations, which could reasonably be expected to prejudice the right of the non-disclosing Party;

v. being information, the disclosure of which could reasonably be expected to endanger a life or physical security of a person;

vi. being technical, scientific, commercial, financial and market-related information, know-how and trade secrets of a Party;

vii. being financial, commercial, scientific or technical information, other than trade secrets, of a Party, the disclosure of which would be likely to cause harm to the commercial or financial interests of a non-disclosing Party; and

viii. being information supplied by a Party in confidence, the disclosure of which could reasonably be expected either to put the Party at a disadvantage in contractual or other negotiations or to prejudice the Party in commercial competition; or

ix. information the disclosure of which would be likely to prejudice or impair the safety and security of a building, structure or system, including, but not limited to, a computer or communication system; a means of transport; or any other property; or a person; methods, systems, plans or procedures for the protection of an individual in accordance with a witness protection scheme; the safety of the public or any part of the public; or the security of property; information the disclosure of which could reasonably be expected to cause prejudice to the defence of the Republic; security of the Republic; or international relations of the Republic; or plans, designs, drawings, functional and technical requirements and specifications of a Party, but must not include information which has been made automatically available, in terms of the Promotion of Access to Information Act, 2000; and information which a Party has a statutory or common law duty to disclose or in respect of which there is no reasonable expectation of privacy or confidentiality;

(c) Notwithstanding the provisions of this Contract, no Party is entitled to disclose Confidential Information, except where required to do so in terms of a law, without the prior written consent of any other Party having an interest in the disclosure;

(d) Where a Party discloses Confidential Information which materially damages or could materially damage another Party, the disclosing Party must submit all facts related to the disclosure in writing to the other Party, who must submit information related to such actual or potential material damage to be resolved as a dispute;

(e) Parties may not, except to the extent that a Party is legally required to make a public statement, make any public statement or issue a press release which could affect another Party, without first submitting a written copy of the proposed public statement or press release to the other Party and obtaining the other Party's prior written approval for such public statement or press release, which consent must not unreasonably be withheld.

(39) INTELLECTUAL PROPERTY RIGHTS (a) SITA retains all Intellectual Property Rights in and to SITA's Intellectual Property. As

of the Effective Date, the Supplier is granted a non-exclusive license, for the continued duration of this Contract, to perform any lawful act including the right to use, copy, maintain, modify, enhance and create derivative works of SITA's Intellectual Property for the sole purpose of providing the Products or Services to SITA pursuant to this Contract; provided that the Supplier must not be permitted to use SITA's Intellectual Property for the benefit of any entities other than SITA without the written consent of SITA, which consent may be withheld in SITA's sole and absolute discretion. Except as otherwise requested or approved by SITA, which


approval is in SITA's sole and absolute discretion, the Supplier must cease all use of SITA's Intellectual Property, at of the earliest of: i. termination or expiration date of this Contract; ii. the date of completion of the Services; and iii. the date of rendering of the last of the Deliverables.

(b) If so required by SITA, the Supplier must certify in writing to SITA that it has either returned all SITA Intellectual Property to SITA or destroyed or deleted all other SITA Intellectual Property in its possession or under its control.

(c) SITA, at all times, owns all Intellectual Property Rights in and to all Bespoke Intellectual Property.

(d) Save for the license granted in terms of this Contract, the Supplier retains all Intellectual Property Rights in and to the Supplier’s pre-existing Intellectual Property that is used or supplied in connection with the Products or Services.

(40) SUB CONTRACTING (a) Where work is sub contracted to a specialist third party contractor / service

provider, the Contractor / Service provider must supervise the work continuously on site to ensure acceptable quality and to ensure that no risk exist to SITA and ensure no service interruptions to SITA or its clients. The Contractor / Service provider remain fully responsible for the sub contractor’s actions or omission of actions. Penalties or claims for damages caused by the sub contractor shall be applied to the Contractor / Service provider in full.

(b) The contractor / service provider must obtain SITA’s permission for any sub-contracting of work.

(41) PRICING SCHEDULE QUANTITIES(a) The quantities in the Pricing Schedules are not to be used for ordering of materials.

The successful contractor / service provider must verify the quantities required on site first, before placing the order for the materials.

(42) HUMAN RESOURCES(a) The Contractor / service provider must ensure the skill sets of its staff. Personnel

must be well trained with adequate knowledge and experience, be in possession of the relevant trade certificate / Registration, and equipped with all necessary tools and testing facilities to ensure correct and professional operation on all equipment and works to comply with this Scope of Work.

(b) The Contractor / Service provider must be responsible for its staff and they must be equipped with adequate individual safety equipment and personal protective equipment when executing the task.

(43) FIRE SUPPRESSION AND FIRE DETECTION SYSTEMS(a) The contractor / service provider must take care during his operations not to

activate and discharge the automatic fire suppression system. SITA will place the automatic fire suppression system into Manual mode during the contractor / service provider’s work on site, should he request SITA to do so. Should the contractor / service provider or his sub-contractor(s) manage to activate and discharge the


automatic fire suppression system, the refill of the suppression gas / agent shall be for the contractor / service provider’s account.

(b) The contractor / service provider must take care during his operations not to activate the fire detection system and cause an alarm on the fire panel. Should the contractor / service provider or his sub-contractor(s) manage to activate the fire detection system and in the process cause an alarm on the fire panel, the callout cost for the fire detection contractor to reset the panel and the air conditioning contractor to restart the air conditioning units shall be for the contractor / service provider’s account.

(44) LOSSES(a) The contractor / service provider shall be held responsible for any losses caused to

SITA due to the contractor / service provider’s or his sub contractor’s actions or absence of actions. Damages shall be recovered from outstanding money’s owed to the contractor / service provider. Where outstanding moneys are not sufficient to cover the full loss experienced by SITA, the contractor / service provider shall be invoiced for the outstanding moneys.

(b) Losses to SITA shall be determined and be assigned to the contractor / service provider where the balance of probability is more than 50% that the failure or incident was caused by the contractor / service provider’s actions or absence of action.

(c) Examples of losses caused to SITA that shall be recovered from the Contract, could include:i. Fire suppression system triggered by the actions of the contractor / service

provider and subsequent a fruitless discharge of gas is resulted.ii. Work is being performed by the contractor / service provider inside the SITA

Data Centre environment and intentionally or unintentionally Network cabling are damaged which causes Network Traffic loss.

iii. Damage to SITA’s property during the execution of work.(d) The contractor / service provider must have the required insurance cover in place

within two (2) weeks from contract commencement and of sufficient value to cover these types of incidences. SITA shall not interact with the contractor / service provider’s underwriter and shall deduct moneys directly as indicated above.

(45) FINANCIALS(a) Should SITA not be satisfied with the quality of the work performed by the

contractor / service provider, SITA has the right to reject the work. The Contractor / service provider must then redo the work to SITA’s satisfaction at his own cost. No invoices for work under this contract must be submitted to SITA without a QA acceptance, and Certificate of Compliance (where applicable) for the work done. No invoices shall be processed by SITA without a QA acceptance.

(b) DECLARATION OF ACCEPTANCE

ACCEPT ALL DO NOT ACCEPT ALL

(1) The bidder declares to ACCEPT ALL the Special Condition of Contract as specified in section (4)(a) above by indicating



with an “X” in the “ACCEPT ALL” column, OR

(2) The bidder declares to NOT ACCEPT ALL the Special Conditions of Contract as specified in section (4)(a) above by -

(a) Indicating with an “X” in the “DO NOT ACCEPT ALL” column, and;

(b) Provide reason and proposal for each of the conditions that is not accepted.

Comments by bidder:Provide reason and proposal for each of the conditions not accepted as per the format:Condition Reference:Reason:Proposal:


ANNEX A.4: COSTING AND PRICING

QUALIFICATION NOTICE

To safeguard the integrity of the bidding process, the technical and financial proposals should be submitted in separate sealed envelopes, as per “National

Treasury: Supply Chain Management a guide for Accounting Officers / Authorities, 2004”, section 5.9.4; therefore

All bid Pricing Schedules, as indicated in section (3) COSTING AND PRICING, must be

submitted in a SEPARATE SEALED ENVELOPE, failing which the bid WILL BE DISQUALIFIED.


(3) COSTING AND PRICING

(a) COSTING AND PRICING EVALUATION

(1) ALL PRICING SCHEDULES MUST BE SUBMITTED IN A SEPARATE SEALED ENVELOPE, failing which the BID will be DISQUALIFIED.

(2) In terms of Preferential Procurement Policy Framework Act (PPPFA), the following preference point system is applicable to all Bids:

(a) the 80/20 system (80 Price, 20 B-BBEE) for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); or

(b) the 90/10 system (90 Price and 10 B-BBEE) for requirements with a Rand value above R50 000 000 (all applicable taxes included).

(3) This bid will be evaluated using the PPPFA preferential points scoring system of 80/20.

(4) The bidder must complete the declaration of acceptance as per section below by marking with an “X” either “ACCEPT ALL”, or “DO NOT ACCEPT ALL”, failing which the declaration will be regarded as “DO NOT ACCEPT ALL” and the bid will be disqualified.

(5) Bidder will be bound by the following general costing and pricing conditions and SITA reserves the right to negotiate the conditions or automatically disqualify the bidder for not accepting these conditions. These conditions will form part of the Contract between SITA and the bidder. However, SITA reserves the right to include or waive the condition in the Contract.

(6) The quantities in the Pricing Schedules are not to be used for ordering of materials. The successful contractor must verify the quantities required on site first, before placing the order for the materials.

(a) COSTING AND PRICING CONDITIONS

(1) The bidder must submit the Pricing Schedule(s) as prescribed in section (2)(c) as well as the relevant enclosed Standard Bidding Document SBD 3.1, 3.2 or 3.3.

(2) SOUTH AFRICAN PRICING. The total price must be VAT inclusive and be quoted in South African Rand (ZAR).

(3) TOTAL PRICE

(a) All quoted prices are the total price for the entire scope of required services and deliverables to be provided by the bidder.

(b) The cost of delivery, labour, S&T, overtime, etc. must be included in this bid.

(c) All additional costs must be clearly specified.


(d) DECLARATION OF ACCEPTANCE


(1) The bidder declares to ACCEPT ALL the Costing and Pricing conditions as specified in section (6)(a) above by indicating with an “X” in the “ACCEPT ALL” column, or

(2) The bidder declares to NOT ACCEPT ALL the Costing and Pricing Conditions as specified in section (6)(a) above by -

(a) Indicating with an “X” in the “DO NOT ACCEPT ALL” column, and;

(b) Provide reason and proposal for each of the condition not accepted.

Comments by bidder:Provide the condition reference, the reasons for not accepting the condition.


(c) BID PRICING SCHEDULE

Note:a) Bidder must complete the pricing as per table below (or as per the attached spread sheet if applicable).

b) Line Prices are all VAT EXCLUDING, and TOTAL PRICE is VAT INCLUSIVE

(1) PROFESSIONAL SERVICES – FIXED SCOPE

Item No Description Unit Quantity Unit Rate(ZAR)

(VAT excl.)

Total Cost(ZAR)

(VAT excl.)1. Multi discipline concept design document, as specified in the

contractual terms Annex A.3. Sum 1

2. Detail design and tender documentation, as specified in the contractual terms Annex A.3.

2.1 HVAC discipline Discounted % 35% xR11 500 000

2.2 Electrical discipline Sum 12.3 Civil/Structural discipline Sum 12.4 Any other disciplines the bidder would like to add Sum 12.5 Travel time and travel costs for this Stage Sum 1

3. Tender briefing, as specified in the contractual terms Annex A.3. Sum 1

4. Construction Management, as specified in the contractual terms Annex A.3.


4.1 Phase 1: 0% to 50% implementation completion for HVAC discipline Discounted % 50% x 40% x R11 500 000

4.2 Phase 2: 51% to 100% implementation completion for HVAC discipline Discounted % 50% x 40%x

R11 500 0004.3 Electrical discipline Sum 14.4 Civil/Structural discipline Sum 14.5 Any other disciplines the bidder would like to add Sum 14.6 Travel time and travel costs for this Stage Sum 1

5. Day trips to SITA Head Office, as specified in the contractual terms Annex A.3 Paragraph each 4

6. Any cost the bidder wants to include to cover items or requirements as specified in this technical requirement, but not allowed for in the above costing items.(Details to be provided in the RFB submission). Sum 1

7.SUBTOTAL – FIXED SCOPE ITEMS (VAT Excl.) R


PROFESSIONAL SERVICES – SERVICE REQUESTS

Item No

Description Unit Estimated Quantity

Unit Rate(ZAR)

(VAT excl.)

Total Cost(ZAR)

(VAT excl.)1. Hourly rate of Professionals should SITA request additional work on a service request basis.

1.1 Lead Mechanical Professional per hour 201.2 Support Electrical Professional per hour 201.3 Support Civil/Structural Professional per hour 20

2. Contingency Allowance Sum 1 R 60 000.00 R 60 000.00

3.SUBTOTAL – PROFESSIONAL SERVICES - SERVICE REQUESTS

(VAT Excl.)R

NOTTE: Maximum hourly rates for Government work can be obtained from the Department of Public Service and Administration ( DPSA). The hourly rates as determined by the Department of Public Service and Administration ( DPSA) may not be exceeded in this bid.


SUMMARY OF PRICING SCHEDULES

No Product/Service description Total Cost(ZAR)

14. PRICING SCHEDULE 1 – PROFESSIONAL SERVICES – FIXED SCOPE R

15. PRICING SCHEDULE 2 – PROFFESSIONAL SERVICES – SERVICE REQUESTS R

16. SUBTOTAL (VAT Excl.) R

17. VAT (14%) R

18. BID TOTAL (VAT Incl.) R


ANNEX A.5: ABBREVIATIONS

A - AmpCOC - Certificate of ComplianceICT - Information and Communication TechnologykA - kilo-ampkV - kilo-voltkVA - kilo-volt-ampkW - kilo-wattm - meterm² - square meterm³ - cubic metermA - milli-ampmccb - moulded case circuit breakerPILCDSTA - Paper insulated lead covered double steel tape armouredPILCDSWA - Paper insulated lead covered double steel wire armouredPILCSTA - Paper insulated lead covered steel tape armouredPILCSWA - Paper insulated lead covered steel wire armouredPPPFA - Preferential Procurement Policy Framework ActPVC - Polyvinyl chloridesq.mm. - square millimeterSWA - Steel wire armouredV - voltW - wattXLPE - Three dimensional 'cross linked' polyethylene


ANNEX A.6: SITE PHOTOS

Photo 1 – Limited space in service passage.


Photo 2 – Existing Cooling Towers – View 1


Photo 3 – Existing Cooling Towers – View 2


ANNEX A.7: BIDDER SUBSTANTIATING EVIDENCE

This section is reserved for the bidder to provide information related to the substantiating evidence or comments in the format as required by the bid specification (e.g. text, graphical representation, diagrams, statistical reports, lists, reference letters, copies of product of solution documentation, certificates, licences, memberships, etc.).

Note: The evidence provided in this section will be used by the bid evaluation committee to evaluate the bid. Therefore, each piece of substantiating evidence must be cross referenced to requirements specification section.


Documents

Bid Specification Template - National Web viewThe format of these deliverables will be in the MS Word format and such to allow SITA to ... cost as the base of the calculation