Transcript Slide 1

Clarification Meeting
National Integrated Vegetation Management
08 March 2013
Programme
09:30 - 10:00 Registration, Coffee & Tea ---------------------------------All
10:00 - 10:10 Welcome & Objectives---------------------------------------Programme Director
10:10 - 10:15 Safety Procedure ---------------------------------------------Facilities
10:15 – 10:45 Technical Representation ----------------------------------Koos/Rudi/Richard
10:45 – 11:00 SHEQ Representation ------------------------------------- Meisie Sindane
11:00 - 11:15 PQA Presentation ---------------------------------------------Cara James
11:15 – 11:30 Eskom Group Commercial :Process ------------------- Singathwa Shweni
11:30 – 11:45 Supplier Development and Localisation --------------- Kwanele/Ishmael
11:45- 12h10 Risk and Governance Rep--------------------------------12:10 – 12:25 Clarification Q and A session------------------------------ All
12:25 - 12:30 Summary and Closure ------------------------------------- Programme Director
Technical Presentation
Koos/Rudi/Richard
Background
Vegetation management is a Technical (Electrical Supply Security and Safety) and
Social (Environmental Preservation) imperative
Vegetation Management activities are highly regulated (National and Eskom
Specification – See Section 2 of Contract Specification)
Vegetation management activities are biome based (See Annex ‘B’ of the
specification – Typical Biome)
Vegetation management activities will comply with all requirements of the OHSA,
specific reference to construction regulations (See Section 4.7 and Annex ‘C’)
Successive maintenance interventions for a line segment will be a progression from
Cycle 1 to Cycle 3 with the latter repeated for the follow-on years (See also Annex ‘B’)
Vegetation clearance area’s will be done in accordance with corridor specification for
different line types (See section 4.3 – See Table)
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PROGRAMME SCOPE
Renders Vegetation Management Services in accordance with Eskom Documentation
240-52456757 for the Generation, Transmission and Distribution Divisions. This includes:
 Management of permits from state institutions by Eskom and land owner permission to
perform vegetation management activities by the Contractor (See Section 4.5): and
 Harvesting of trees and brushes in power line corridors and waste management as
specified and agreed with the land owner: and/or
 Cutting of grass/reeds in power line servitudes/way-leaves and on Eskom Engineering
property as required and/or
 Establishment of fire breaks and biomass reduction employing fire management
practices and/or
 Application of prescribed chemicals to control vegetation growth
NOTE: Above activities may be performed by contractors specifically licenced by Eskom
to do so. No contractor may act outside the scope of their Authorisation Category and/or
Level.
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Summary of the Scope of Work
The provision of tools, equipment, consumables and human resources
as specified to perform vegetation management services for Eskom as
directed in the references listed below. This includes administrative
tasks to obtain permission, provide feedback and report any nonconformance to specification anticipated with above services .
- 240_53456757_R1: Contractor Specification for Vegetation
Management
-
Services on Eskom Networks
15_2_2013: General Manpower and equipment requirements for
various levels of vegetation management contractors
-
DSP_240_53456757 Addendum 1: Vegetation management price list
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Vegetation Service Provider Contractor Technical Assessment
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Gate Keeper One & Two
TECHNICAL
Gate Keeper One:

OHSA Statutory and Regulatory Compliance
Gate Keeper Two:

Organisational Competence to Manage Vegetation as
specified (See Annex ‘D’)
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Technical Requirements
 Applicable gate keepers must be achieved, to be evaluated further
 Technical weighting in RFP is 30%
 Technical questionnaire is part of the Tender Returnables (section 2)
 Technical evaluation will mostly be based on information stated in the
Technical questionnaire
 CV’s (Name List and Competence profile match/gap) of team dedicated to
Eskom must be included
 The technical Threshold is set at 60%
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2015/07/16
32-726 / 32-136 Eskom Safety Process
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Background Information
Eskom has embarked on a drive to create and sustain a world-class culture and
standardisation within Eskom Commercial Process regarding Safety, Health and
the Environment .
As part of Eskom’s Supplier Management System, it is now a requirement for all
suppliers who wish to undertake work for Eskom to undergo an occupational
safety, health and environment (SHE) evaluation process.
This process assists Eskom to determine whether suppliers take reasonably
practicable steps to apply safe systems of work; comply with the legislative and
Eskom-specific requirements and addresses SHE adequately.
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ZERO HARM VALUE
Eskom will strive to ensure that zero harm befalls its employees,
contractors, the public and the natural environment.
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SHE Tender Returnable 32-726/32136
ANNEXURE B
The acknowledgement form for Eskom rules and requirements
Occupational Health & Safety – OHS
Act no85
National Environmental Management
Act, 1998 (Act No. 107 of 1998) NEMA
32 - 727 Eskom Safety, Health,
Environmental and Quality Policy
32 - 421 Eskom Cardinal Rules32-95
Eskom Incident Management
Procedure
32-36 Eskom procedure on Smoking
32-345 Eskom Vehicle Safety
Specification
32-93 Vehicle Safety Procedure
34-323: Personal Protective Equipment
Specification
National forestry Act and other
applicable legislation.
34-190: Access to farms (includes
strategy on dealing with game farms)
34-350 : Compliance to the incident
management procedure
34-146: Compliance to the operating
regulations for high voltage systems/
authorizations standard
34-227: Pre-task planning and
feedback process
DMN 34-100: Work with petrol driven
pruners - on ground level and from a
bucket attached to a vehicle mounted
crane/aerial device
32-815: Eskom Land and
Biodiversity32-736: Eskom Land and
Biodiversity Policy
Standard Commercial Timber Growers Guideline for: Maintenance and
management agreement in forest plantation areas and servitude areas
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ANNEXURE C
Vegetation Management Plan- Minimum requirements
for vegetation management contractors
To assess whether the supplier has the capability and capacity to
manage SHE adequately for the scope of the work being tendered
for. Aim to see if the supplier has any management system in place
and capable of providing SHE plan and file to stations as required.
Safety Specification (as per the Occupational Health and Safety Act,
Act 85 of 1993)
1. COID registration (letter of Good Standing)
2. SHEQ Policy
• Signed by the CEO
3. Approved SHE Plan
• Sub-contractors appointed (ensure compliance)
• Fall protection, scaffolding plan etc.
• If there’s modification in a contract new plan to be submitted
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Vegetation Management Plan- Minimum requirements
for vegetation management contractors
ANNEXURE C
Safety Specification (as per the Occupational Health and Safety
Act, Act 85 of 1993)
4. Legal Appointments according to OHS Act and Environmental
Management Act (e.g.
• 6(1) & 16(2)
• ORHVS responsible person
• Risk assessor,
• Fire officer, environmental officer
• First Aider
• Incident investigator,
• Scaffolding inspector
• Chain saw operator, Pest controller officer
5. Risk Management (risk assessment & analysis)
• Task analysis
• Risk assessment
• Safe work procedures (SOP’s, instructions, guidelines)
• Fall protection plan & risk assessment
• Scaffolding plan, inspection records
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ANNEXURE C
Vegetation Management Plan- Minimum requirements
for vegetation management contractors
Safety Specification (as per the Occupational Health and Safety
Act, Act 85 of 1993)
6. Personal Protective Equipment
• List of PPE
• Checklist (issue, inspections, etc.)
7.
Hazardous Chemical Substances
• Combustible materials and hazardous chemical substances
should be stored adequately
• Material Safety Data sheets (MSDS)
8.
Emergency Preparedness
• Emergency Plan (fire equipment, emergency numbers etc.)
9. Medical records
• Proof of Medical Surveillance plan
• Statutory minutes
10. Incident Management
• Procedure on incident investigation
• Previous Stats record if available
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Vegetation Management Plan- Minimum requirements
for vegetation management contractors
ANNEXURE C
Safety Specification (as per the Occupational Health and Safety
Act, Act 85 of 1993)
11. Maintenance (equipment- vehicle, machinery etc.)
• Plant & Equipment Maintenance plan
• Petrol driven pruners - on ground level and from a bucket attached to
a vehicle mounted crane/aerial device
• Road worthiness of vehicles (compliance to 32-93, 32-345)
12. SHE Training
• Training analysis/ matrix, schedule
• Training records (including SHE induction, Wildlife interaction training
, Environmental Legislation Training )
• Proof of a responsible person on (ORHVS),
• Minimum Vegetation Clearance Distance (MVCD) including general
servitude widths, corridor size
• Training in manual lifting and working posture
Note: ONLY A REGISTERED PEST CONTROL OPERATOR MAY APPLY HERBICIDES
ON A COMMERCIAL BASIS. ALL COMMERCIAL APPLICATION OF HERBICIDES
SHALL BE CARRIED OUT UNDER THE SUPERVISION OF A REGISTERED PEST
CONTROL OFFICER.
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Eskom Sustainability Dept:
Procurement Quality Assurance
Procurement Quality Assurance
• We lead and execute all
Procurement Quality
Assurance activities from
Procurement Strategy to
Contract Award.
Prior Contract
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Eskom Contract Quality Requirements (Standard
QM58)
QM 58 Standard
The requirements include, but are not limited to the following:
1. QMS
Requirements
(Ref: QM 58,
Section 3.1)
• The Tenderers shall implement and maintain a Quality
Management System which, as a minimum, meets the
requirements of ISO 9001 QMS Requirements.
Compliance to ISO requirements shall be verified by a full
quality compliance assessment performed by Eskom prior
to award of contract.
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Eskom Contract Quality Requirements (cont.)
QM 58 Standard
The requirements include, but are not limited to the following:
Quality Documents to be submitted with the Tender (Ref: Eskom Standard QM58,
Section 3.2
QM 58
Section 3.2
QM 58
Section 3.2
QM 58
Section 3.2
QM 58
Section 3.2
QM 58
Section 3.2
• Completed and signed enquiry/contract/order quality requirements forms (Annexure B)
• A Copy of the CV/ Resume of the Tenderers Quality Management Representative responsible for the
services.
• One provisional copy of the Contract Quality Plan (including a signed Quality Policy)
• A copy of a valid ISO 9001: 2008 certificate or objective evidence of an ISO 9001: 2008 compliant
QMS.
• Latest company structure/organogram including the Quality function/department and resources,
including an abridged indication of qualifications (the quality structure to show who the quality
departmental leader reports to within the tenderer’s organisation)
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Eskom Contract Quality Requirements (cont.)
Quality Documents to be submitted with the Tender (Ref: Eskom Standard QM58,
Section 3.2
Information on similar work performed recently (within the last two years)
• Sample Contract Quality Plan (including a Quality Control Plan) from a similar
project executed by the tenderer less than two years ago
• Sample
report
reflecting
Quality
Performance
(report to reflect statistics of at least six months)
and
Measures
• A typical Sample of a completed and closed-out Non-conformance Report
• A typical Sample of a completed and close-out Corrective and Preventive Action
reports
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Eskom Contract Quality Requirements (cont.)
Quality Documents to be submitted with the Tender (Ref: Eskom Standard QM58,
Section 3.2
Management of suppliers / sub-contractors to the tenderer
• A detailed description of the process/procedure for
evaluation,
selection
and
control
of
subcontractors/suppliers(where applicable).
• A copy of any QMS accreditations or any information
relating to specific standards within their industry. (e.g.
Welding, NDT, NDE) or any other special processes
requiring certification.
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NOTE: Access to the Tenderers premises and
facilities.
Eskom or its inspection authority/agency, where
appropriate, shall be afforded access to the consultant’s
and sub-contractor’s premises and facilities at reasonable
times to conduct quality audits, surveillance or inspections
to verify compliance with the contract/order.
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Commercial Presentation
Singathwa Shweni
Background and Overview on Commercial
function
Eskom is required to maintain its national network to ensure the
consistent and safe supply of electricity to customers in compliance with
set key performance indicators developed by the National Energy
Regulator of South Africa (NERSA).
In ensuring the safe mechanical and electrical operation of its power
lines, Eskom needs to maintain vegetation on the power line servitudes
so as to meet its legal, business social and environmental obligations. All
vegetation posing a risk to the lines or preventing access must thus be
managed without interfering with the natural attributes of the environment
in compliance with environmental and safety requirements.
The process is there to ensure that the procuring of goods, materials,
assets and services are managed effectively and efficiently, following and
governed by Eskom Procurement and Supply Chain Management Policy
Rev 0. 32-1033 and Procedure Rev 0. 32-1034
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Group Commercial :Process Followed:
Eskom’s commercial process will include:
 Issue an open tender, which has already gone out into the market
24 February 2013
 Clarification Session which is taking place today the 08 March
2013.
 Tender Closing on the 25 March 2013 at 10:00 am at different
Provinces as stipulated on the advert.
 Evaluation of RFQ submissions will be done by the Commercial, SD
&L, Technical, Safety, Legal and Quality teams
 Award of the Contract to be advised
Note: Only service providers that meets the minimum Threshold and
the Gatekeepers will be evaluated further.
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Points to note on tender:
 All tender returnables need to be submitted with the tender to be responsive for
evaluations
 The tender shall be submitted as in 3 copies: one (1) printed original, one (1) copy of
the original and (1) electronic copy. An electronic copy of the documentation on a CD or
memory stick in a readable format must be submitted together with the proposal. The
CD and or memory stick must be clearly labelled with supplier name.
 The place for delivery of the tenders is Eskom’s Tender Box located at different
provinces as stipulated on the next page
 The deadline for tender submission is 10:00 am on 25 March 2013 : South African Time
 The link to our website is www.eskom.co.za/ tenderbulletin- whats out on tender,
general search….Eskom divisions, provinces, suppliers, contract types- NEC 3 term
Services Contract
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Points to note on tender: cont
• The place for delivery of the tender in Mpumalanga and North West is Eskom’s Tender
Box located at Eskom Megawatt Park, 1 Maxwell drive, Sunninghill, at the Main
Reception
• The place for delivery of the tender in Western Cape is Eskom’s Tender Box located at
Tac Centre, Brackenfell, Block E, Procurement Office.
• The place for delivery of the tender in Limpopo is Eskom’s Tender Box located at 90
Hans Van Rensburg Street, Polokwane
• The place for delivery of the tender in Eastern Cape is Eskom’s Tender Box located at
Ground Floor, Leadwood House, Cedar Square Bonza Bay Rd,Beaconbay ,East
London,5201
• The place for delivery of the tender in Kwazulu Natal is Eskom’s Tender Box located at
25 Valley View Road, New Germany
• The place for delivery of the tender in Free State and Northern Cape is Eskom’s
Tender Box located at Eskom, 120 Henry Street, Bloemfontein
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Evaluation Criteria
•
Evaluation Criteria will follow a holistic approach evaluating the supplier’s ability to perform sustainably to the standards as
required by Eskom. The following evaluation criteria will be used to determine the contract awarding of the RFQ tender process:
•
Technical criteria: 30%
•
•
•
•
Financial Evaluation: 20%
•
Vegetation Care Group pricing framework per biome and activity (excluding transport and accommodation) will be
provided to suppliers through which to quote;
•
Eskom’s standard cost model will be utilised to determine the strength of the quotation
Internal systems and processes: 20% (Quality and SHE)
•
Criteria reflecting the strength of the company’s internal systems and processes focusing on SHEQ.
•
Eskom is working towards ISO9001-2008 requirements or a QMS system according to ISO. The percentage threshold is
10%.
Footprint:
•
•
The technical criteria developed and approved by the Vegetation Care Group for licencing and technical standards. The
percentage threshold is 60%.
Criteria reflecting geographical footprint of the company with greater points to local to region suppliers.
SD&L/B-BBEE evaluation: 30%
•
The B-BBEE certificate will weigh10%
•
The compliance matrix will weigh 20%
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Contracting
NEC Term Services Contract
• Possible Clauses
•
•
•
•
•
•
•
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Main Option A- Priced contract with price list
W1: Dispute resolution procedure
X1: Price adjustment for inflation
X2: Changes in Law
X18: Limitation of Liability
X19: Task order
Z: Additional conditions of contract
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Supplier Development and
Localisation
(SD&L)
(Execution Support)
Content
1
Mandate
2
Mandate
Measurement of Performance Areas
3
Evaluation Criteria
4
Compliance Matrix
5
Questions
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We have a mandate to contribute positively
to the development of the country
Our mandate is to achieve maximum
and sustainable local development
impact through leveraging Eskom’s
procurement spend in a manner that
allows flexibility within the business in
order to accommodate government
local development initiatives and
policies
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SD&L measures impact along these key
performance areas
Key performance areas
Definition
Skills development
•
Increasing the skill base (number and skill level) of
South African workers in areas relevant to the
vegetation sector and where there is a national
scarcity of skills
Local content
•
Utilisation of Eskom and suppliers’ spend to
develop South African based suppliers relevant to
the vegetation sector (focusing primarily on BBBEE Black Owned suppliers including BPLwD, BYO
and BWO)
Job creation
•
Creation of new jobs by suppliers as a direct result
of Eskom business
Supplier development
•
Providing a platform to develop emerging
suppliers, and further contribution to local
developmental opportunities for national and
international suppliers
B-BBEE
•
Economic empowerment of Black South Africans
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Supplier Development and Localisation enabling mechanisms
have had to be embedded onto the current procurement
procedure – Evaluation Criteria
The evaluation criteria seeks to increase SD&L evaluation score
allocation in the overall scoring and to ensure all dimensions of local
development are considered:
Threshold of 60%
10%
• B-BBEE Ownership
 Grass-Cutting – Set-aside for 100%
BWO
 Bush Clearing low and high Tree Felling,
Herbicides Application and Fire
Management – Preference of Level 1 to
4 (See B-BBEE Scorecard below)
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Evaluation Criteria Continuation….
20%
• Local content
 Local Content to South Africa - 100%
Local to Site - 100% of the Local Content
to South Africa per Province
 Sub-Contracting – 30% of Local to Site
(10% BPLwD, 10% BYO and 10% BWO)
• Skills Development

Grass-Cutting : 350

Bush Clearing low and high Tree Felling
: 270

Herbicides Application : 390

Fire management : 120
• Job Creation
 Suppliers to propose on the compliance
matrix
• Supplier Development
 Detailed Plan on how to improve black
ownership
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Overall Evaluation Criteria
A Valid B-BBEE Certificate from SANAS Accredited
Verification Agency OR an Auditors certificate or similar
certificate issued by an Accounting Officer must be
submitted
Grass-Cutting : Set-aside for BWO’s
Bush Clearing low and high Tree Felling : Preference is
Level 1 to 4
Herbicides Application : Preference is Level 1 to 4
Fire Management : Preference is Level 1 to 4
A Completed and Signed Compliance Matrix is a GATEKEEPER, with a 60% Threshold that MUST be met for
further evaluations
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B-BBEE Evaluation Matrix Scorecard (10%)
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Compliance Matrix for Grass-Cutting (20%)
The overall SD&L Compliance Matrix get inputs from the Skills Development, Job
Creation and Local Content. The minimum threshold is 60%
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Compliance Matrix for Bush Clearing low and high
Tree Felling (20%)
The overall SD&L Compliance Matrix get inputs from the Skills Development, Job
Creation and Local Content. The minimum threshold is 60%
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Compliance Matrix for Herbicides Application (20%)
The overall SD&L Compliance Matrix get inputs from the Skills Development, Job
Creation and Local Content. The minimum threshold is 60%
41
Compliance Matrix for Fire Management (20%)
The overall SD&L Compliance Matrix get inputs from the Skills Development, Job
Creation and Local Content. The minimum threshold is 60%
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Risk and Governance
PREPARATION FOR TENDERING
•
Read and understand Invitation to Tender, if you do not understand not, verify
with the Sourcing Specialist- (Judas Mashamba)
•
Plan ahead to avoid surprises
•
Adhere to the stipulated number of copies
•
Bind the tender document NEATLY – NO LOOSE PAPERS
•
Indicate the Enquiry Number on the outside of the envelope and tender file
•
Price to be STRICTLY on the Tender Opening and Evaluation Criteria page. If
not, deemed as ‘No Price Tendered’
•
Indicate price page with a sticker
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Risk and Governance cont…
TENDERING
•
Adhere to the stipulated closing date and time as No late tender will be accepted
•
It is the responsibility of the tenderer to ensure that couriered tenders are placed in
the tender box before the closing time.
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Who to Contact:
Singathwa Shweni- 011 800 4770
Email: [email protected]
Judas Mashamba- 011 516 7278
[email protected]
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Questions
46
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Thank you
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