Transcript Title of the document

THE SUPPLY, INSTALLATION AND
COMMISSIONING OF DATA
CENTRE/SERVER ROOMS COMPONENTS
Date: 23 January 2014
Agenda
1
Welcoming of Attendees
Ntsopana Mafa
2 Minutes
2
Evacuation Procedure
Ntsopana Mafa
3 Minutes
3
Introduction & Supplier Registration
Ntsopana Mafa
2 Minutes
4
Objective of the session
Ntsopana Mafa
5 Minutes
5
Commercial Information
Violet Beetha
15 Minutes
6
Technical
Mike Gravett
/Ndumiso Mkhwanazi
15 Minutes
7
Quality
Sipho Sambo
15 Minutes
8
Safety Health & Environment (SHE)
Fundisa Dangazele
15 Minutes
11 Closure
Nondumiso Zibi
1
Commercial clarification
Eskom Representative for Corp :
: Violet Beetha
E-mail
: [email protected]
Landline
: +2711 800 3012
Fax
: +086 668 6627
Timelines
Clarification meeting
: 23 January 2014
Clarification Queries Closing Date
: 11 February 2014 (5 days prior to closing)
Enquiry Closing Date and Time
: 19 February 2014, Strictly 10:00am (SAST)
No Late Submission/s will be accepted under any
circumstances – not even by a second
Enquiry Price:
: Free of Charge
2
Commercial clarification
Confirmation of tender document/ tender bulletin
1.RFP
2.Supply contract conditions
3.SHEQ Assurance
4.Quality Assurance
5.Eskom Conditions of Purchase
6.Technical information
7.Pricing instructions
8.Commercial Returnables
9.Scope of work
3
Tender Returnable
No Returnable Document / Schedule
1
Cover sheet
2
Acknowledgement Form
3
Contract Data Part 2: Data provided by the Contractor
4
Annexure A to F
5
Pricing Information spreadsheet (Mandatory for evaluation)
6
Original and valid SARS Tax Clearance Certificate (Mandatory for contract award)
7
A valid B-BBEE Verification from a Verification Agency (Mandatory for point allocation)
8
Certificate of Compliance with the Employment Equity Act if (employing more than 50
employees) (Mandatory for contract award)
9
Procurement Quality Assurance requirement as per QM58 (Mandatory for evaluation)
10 Signed Audited Financial Statement (Mandatory for evaluation)
4
Tender returnables
10
SHEQ Plan ( mandatory for evaluation)
Safety & Health (SHE) Requirements: The contractor is expected to complete
annexure B & C as stipulated in procedure. 32- 726 SHE Requirements for the
Commercial Process. The contractor must get a minimum score of 80% to move
to the next phase of evaluation. The contractor will also be expected to comply
with the attached procedures for the period that they will be conducting business
for Eskom and working within Eskom premises.
 32- 727 SHEQ Policy
 32- 95 Conduct EH&S Incident Management
 32- 345 Cardinal Rules
 32- 421 Vehicle Specification
 32-93 Vehicle and Driver Safety Doc

11
32 – 726 SHE Requirements for the Commercial Process with Annexure B SHE
RETURNABLE
 32 – 726 Annexure C SHE RETURNABLE
Quality Assurance: (Mandatory for evaluation)
The contractor is expected to complete Form A & B as stipulated in procedure




12
QM - 58 Supplier Contract Quality Requirements Specification
QM – 58 Checklist
Form A with reference to QM-58 Clauses QUALITY RETURNABLE
Form B QUALITY RETURNABLE
Declaration Regarding Fair Bidding Practices (Mandatory for contract award)
5
Other Tenders – To Be issued
1 Design and Construction of Cabinet/Server Rooms
HVAC
Environment Monitoring System
UPS (Parallel redundancy)
Civils
Cameras
Cooling
2 Portable Modular Data Centre
(Corp 2864)
Turn Key- Design, Supply , Commision
Pricing instructions
Table 1
A. Equipment ( T&S separate)
Item No.
Description
Quantity
Unit Cost
Item total cost
(Qty x Cost)
Comments
A
Enviroracks
A1
43 U Sngle EV Rack (turnkey)
A2
43 U Dual EV Rack (turnkey)
83
7
Cabinets
A3
Size 9U lockable with 1 Kva & battery pack
18
A4
Size 12 U lockable with 2 Kva& battery pack
153
A5
Size 25 U lockable with 3 Kva & battery pack
250
A6
Size 42 U lockable with 5 Kva & battery pack
40
A7
Size 43 U lockable with 5 Kva & battery pack
329
Lock & Key
A8
Lock & Key supply & Install (existing cabinets)
600
KVM
A9
KVM (supply & Install)
56
Individual UPS
A10
5 Kva Ups + battery pack
99
A11
3 Kva Ups + batter pack
330
A12
1.1 Kva Ups + battery pack
10
Sub Total
B. Services ( T&S separate)
Item No.
B1
Description
Quantity
Unit Cost
Item total cost
(Qty x Cost)
Comments
Professional Services
Total Cost
A+B
7
Total Cost
0
Pricing instructions
Any data connections to be done , as well as electrical connections may
have to be done outside normal working hours. This means 19:00-05:00
on weekdays and 05:00 - 22:00 Sunday.
Supplier must fill in Column , D,E,F, G
All UPS except 35 KVA must be able to fit inside a cabinet
Please note that Eskom reserves the right to limit quantities.
Please note that Eskom reserves the right to limit quantities.
8
Evaluation Criteria: Basic Compliance/non
responsive
1.
Evaluation Criteria
Eskom, as a State Owned Enterprise will use the PPPFA evaluation criteria to evaluate all bids that
fully meet the gate keepers stated below. The 90/10 preference points system will be used.
A. Basic Compliance/non responsive

Tender reviewed for compliance to all submission requirements
1. Original and valid SARS Tax Clearance Certificate
2. A valid B-BBEE Verification from a Verification Agency
3. Certificate of Compliance with the Employment Equity Act if (employing more than 50
employees)

Mandatory requirements
Tenderers must submit the following documents in order to be eligible for evaluation:
4. Pricing Information spreadsheet
5. Functionality supporting documents
6. Procurement Quality Assurance requirement as per QM58
7. SHEQ Plan (see tender returnable for more detail)
8. Quality Assurance (see tender returnable for more detail)
Tenders which do not meet Eskom’s mandatory requirements will not be evaluated further.
9
Evaluation criteria: Functionality
3 Safety and Health (SHE) Requirements:
The contract must ensure that they comply with the below documents and legislations.
Note:
Suppliers must score 80% in order to be considered for the next phase of the evaluation.
Tenders which do not meet Eskom’s requirements will not be evaluated further.
4 Quality Assurance:
Suppliers must score 80% to meet the minimum threshold
Tenders which do not meet Eskom’s requirements will not be evaluated further.
10
Evaluation Criteria: Price and Preference
C.
Price and Preference Analysis
The 90/10 preference points system will be used.
1Ps=90
Pt - pmin
(
Pmin
)
Where
Ps
= Points scored for comparative price of tender or offer under consideration;
Pt= Comparative price of tender or offer under consideration; and
Pmin
= Comparative price of lowest acceptable tender or offer.
The 10% points will be awarded to the tenderer for attaining the B=BBEE status level of contributor
in accordance with the table below:
B-BBBEE Status Level of Contributor
1
2
3
4
5
6
7
8
Non-compliant contributor
Number
Points
10
9
8
5
4
3
2
1
0
of
The tenderers scoring the highest points will be awarded the contract.
11
Technical Scope
Summary Scope
Envirorack (Turnkey) 43 U Rack scalable to dual or more
Access Control
Enviromental monitoring
Bundled UPS
bundle Cooling
2nd Line support by Supplier (5 year contract)must be included
Fire Suppression
Cabinets
All cabinet must be Lockable (one key)
bundled with intelligent UPS inside the rack & Battery Pack
Size 9U with 1.1 Kva & battery pack
Size 12 U with 2 Kva& battery pack
Size 25 U with 3 Kva & battery pack
Size 42 U with 5 Kva & battery pack
Size 43 U with 5 Kva & battery pack
All UPSes must have 2nd Line support by Supplier (5 year contract)
12
Technical Scope
Lock & Key
Lock & Key Supply & Install to existing cabinets
KVM
Supply & Install KVM
Individual UPSes
5 Kva
3 Kva
1.1 Kva
(All UPSes must include 2nd Line support by Supplier (5 year contract))
13
Technical (Evaluation)
Comply
(Yes or
Item
A
B
C
D
E
F
A
B
C
E
F
G
H
I
J
Enviroracks
Enviro-Racks to be scalable to dual or more units as required;
It must include a environmental Management & suitable Fire suppresion System with alarm and sms
alerts;
Suitable UPS ;
Power Management System;
Cooling System/Air Conditioning;
Access Control
Monitoring and management (Enviroracks)
The system must be able to monitor and management the entire environment to rack level.
The system must be able to integrate into the Eskom Outsourced Service Provider monitoring system
to enable to provide statistics and alerts on the operating environment.
Humidity, power and temperature must be monitored and managed to the optimal level required for the
server/network equipment to operate in.
An alarm must be raised if temperature and humidification levels are out of specified ranges.
Capability for environmental alarm conditions to be escalated to various users.
All specifications and standards must be available for inspection.
The system must be able to send remote alarm signals.
The system must monitor air-conditioners, cooling, power, generator, fire system, UPS and doors.
In order to centrally monitor and managed Eskom’s data centres, the system must be able to integrate
to an enterprise wide facilities monitoring and management system.
14
Comments
Technical (Evaluation)
Item
A
C
D
E
F
G
Cabinet Requirements
9u, 12u ,25u, 42u, 43u must be quoted for
The rack design should ensure that cabling could be done with ease with no cabling space limitations.
Slack racks or back-end cabling rack designs will be allowed.
The racks must be able to cater for equipment from various vendors such as IBM, Cisco, Dell and HP,
or any other industry standard vendor.
KVM (keyboard video mouse) ,to be provided where required
Must have bundled Intelligent UPS
Cabinets to be provided with Lock and Key
Suitable UPS to be provided with Support for 5 years
A
B
Gatekeeper
3 years experience in installing cabinets, enviroracks, UPS
Certified individuals to conduct work where relevant
Note 1
Only Answer with yes , no or partly for corresponding alphabets (A-J). Add Comments where partly or relevant
B
Yes
No
Partly
2
0
1 1 Only if acceptable to Eskom else 0
15
Quality Evaluation Criteria
No.
Description
Weighted
Score
SECTION A : Option 1: Quality Management System Requirements:
ISO 9001:2008 (Ref: QM-58 Clause 3.2.1)
Valid ISO 9001:2008 Certificate by an ISO Approved Certification Authority
25%
A.1 Scope of ISO certificate is defined and relevant
A.2 Certificate issued by an Accredited and Approved Certification Authority
1
A.3 Certification Authority has Recognized International Accreditation.
A.4 Validity of certificate (Expiry Date)
SECTION A : Option 2: Quality Management System Requirements:
ISO 9001:2008 compliant Quality Manual (Ref QM-58 Clause 3.2.1)
A.1 Quality Manual
A.2 Quality Policy signed by Top Management.
A.3 Procedure for Control of Documents
A.4 Procedure for Control of Records
A.5 Internal Audits Procedure
A.6 Control of Nonconforming Product Procedure
A.7 Corrective Action Procedure
A.8 Preventive Action Procedure
Important notice!!! If an ISO Certificate is submitted, Option “1” shall be applicable.
If an ISO Compliant Quality Manual Is submitted, Option “2” shall be applicable.
If both an ISO Certificate and a Quality Manual is submitted, only one of these shall be evaluated. The above Options apply.
16
25%
Applicable
Y/N
Quality Evaluation Criteria (Cont.)
No.
2
Description
SECTION B : Additional tender Quality Requirements (Ref QM-58 Clause 3.2.1)
Weighted
Score
25%
B.1 CV of the Quality Representative appointed to the project
B.2 Signed Organisational structure (Including Quality Department where applicable)
3
B.3 Additional Quality Management Accreditations (i.e. NDT/NDE/RBI/Welding etc.)
B.4 Procedure for control of suppliers & subcontractors
B.5 Copy of Completed non-conformance report (NCR)
B.6 Copy of Completed Corrective Action report (CA)
B.7 Copy of Completed Preventative Action report (PA)
B.8 Copy of Customer satisfaction surveys
B.9 Copy a Quality Control Plan (ITP) for a similar project
B.10 Historical Information on similar work performed < 2yrs
SECTION C : Contract Quality Plan Requirements (Ref QM-58 Clause 3.2.2)
C.1 Supplier identified the persons responsible for drafting the CQP
C.2 Scope of CQP is complete (full description of the scope of work provided)
C.3 Allow for acceptance of CQP by Employer (meeting of Quality objectives)
C.4 Preliminary Management authority & responsibility Matrix submitted
C.5 Index of all interfacing Documentation to be loaded onto the QMS
C.6 Control of Quality Records- process to complete, keep and dispose records.
C.7 Resources- Quality department organogram of all QA & QC resources.
C.8 Allow for Requirements review / customer specifications adjustments
C.9 Setup communication channel on quality issues (fixed contract meetings)
C.10 Provide for Design and development approval processes
C.11 Purchasing- Submit a list of all suppliers and subcontractors.
C.12 Production- Submit a list of items to be manufactured & refurbish items.
C.13 Procedure for Identification and traceability of items.
C.14 Procedures in dealing with Customer property
C.15 Submit process & procedures for Storage and handling
C.16 Supply copy of a Concession request for Non-conforming products
C.17 Supply monitoring and measurement procedures
C.18 Identify Inspection/Testing equipment used
C.19 Submitted Audit schedule for audit and supplier assessments
17
20%
Applicable
Y/N
Quality Evaluation Criteria (Cont.)
No.
4
Description
SECTION D : Quality Control Plan Requirements (Ref QM 58 Clause 3.5.1.1)
Weighted
Score
20%
D.1 List of items/products/processes to be excluded from QCP (ITP)
D.2 List products/processes that require special controls (e.g. welding, NDT, etc.)
D.3 List of inspections/tests to be performed per activity
D.4 Index of all standards, specifications for all processes, products & materials.
D.5 Provide for acceptance of hold points acceptance by the Employer
D.6 Provide a schedule for inspections, tests/verification to be conducted
D.7 Provide for Employer approval of inspections / tests
D.8 Provide for Revisions of QCP/ITP document
5
SECTION E : User defined additional Requirements & miscellaneous (Ref QM 58 Clause 3.5.1.2)
E.1 Annexure (A and B) is completed and signed.
E.2 Preliminary Manufacturing schedule
E.3 Preliminary Risk Assessment report
E.4 Preliminary list of critical characteristics (Key success factors)
E.5 Preliminary list of Long lead items (if applicable)
18
10%
Applicable
Y/N
Quality Scoring Criteria
Description
Score
Rating
Supplier meets Employer's Quality Requirements:
No errors, risks, weaknesses or omissions.
5
100%
Supplier meets Employer's Quality Requirements with qualifications (Some qualifications required from tenderer
to eliminate the errors, risks, weaknesses or omissions.
4
80%
Supplier marginally failed to meet Employer's Requirements: Some minor errors, risks, weaknesses or omissions
which can be corrected or overcome with negotiation and minor cost impact.
3
60%
Supplier substantially failed to meet Employer's Quality Requirements: Many errors, risks, weaknesses which may
be difficult to be corrected or overcome and make acceptable.
2
40%
No achievement of Employer's Quality Requirements: Existence of numerous errors, risks, weaknesses or
omissions which cannot be corrected.
1
20%
Totally deficient/non responsive
0
0%
19
Safety, Health and
Environment
CORP 2865– Clarification Presentations
Fundisa Dangazele
ZERO HARM VALUE
Eskom will strive to ensure that zero harm befalls its employees, contractors,
the public and the natural environment
Tenderer needs to
meet Eskom’s
objective SHE
requirements in
order for a contract
to be awarded
21
Background Information
Eskom has embarked on a drive to create and sustain a
world-class culture and standardization 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 Eskomspecific requirements and addresses SHE adequately
22
SHE Tender Returnable – Annexure B
•
Annexure B
Acknowledgement
form signed by
Management of the
Company
(CEO/MD and
witnessed - 32-726
Annexure B)
The acknowledgement form for Eskom rules and
requirements
– 32 - 727 Eskom Safety, Health, Environmental and
Quality Policy
– 32 - 421 Eskom Cardinal Rules (Life Saving Rules)
– 32-95 Eskom Incident Management Procedure
– 32-36 Eskom procedure on Smoking
23
SHE Tender Returnable – Annexure B SHE Mandatory Documents
Annexure B
SHE Mandatory
documents to be
submitted
•
Acknowledgement form signed by Management of the
Company (e.g. CEO/MD and witnessed - 32-726
Annexure B)
•
A valid letter of Good Standing - COID or proof of
application. Letter of insurance (not less than
R500.000)
•
SHEQ Policy signed by the CEO of the Company
24
SHE Tender Returnable – Other Returnables
• Is the acknowledgement form for Eskom's rules and requirements on procedure
32-726 (in Annexure B) signed and submitted by the tenderer
• A valid letter of Good Standing from Compensation of Injuries and Diseases
(COID)
• SHEQ Policy signed by the CEO of the Company
• The principal contractor’s organogram for the specific project
• Statutory appointments and training records (e.g. Management appointments,
Supervisor (6.1, 6.2) first aider, health and safety rep, evacuation warden, fire
warden, incident investigator
Annexure C
SHE Tender
Returnable
• Risk Assessment/ impact and aspect for the scope of work to be performed by the
Supplier (list of risks and mitigating factors)
• Copies of safe work procedures (SWP'S) for the high risk tasks as per the risk
assessment
• Personal protective equipment records (list of PPE's as per task to be performed)
• Submit a Medical Surveillance procedure
• Incident Management Procedure reporting and recording to be submitted
• Evacuation procedure with emergency contact details
• Environmental Management Plan to be submitted for the Project
25
SHE Tender Returnable – Documents before
Contract Award
Compulsory
documents
to be
submitted
before
contract
award
•
Agreements as contemplated in section 37(2) of the Act to be signed by the Client
and the relevant Principal Contractor, if there's a Sub-Contractor, the Principal
Contract will ensure that the Sub-Contractor complies.
•
List of contractor employees.
• Request for details of resources (including Contractor tools, equipment, vehicles,
and manpower) in the form of a resource schedule that relates to the project
schedule/programme. Note: All tools and equipment must be inspected prior to
the commencement of work, as well as during, the project.
• Proof of employee Medical Surveillance records conducted by the Occupational
Health Practitioner (for employees performing the task at hand.
• Proof of valid drivers licenses for employees performing the task (e.g. driver
driving personnel on site or driving machinery).
• Notification of construction work. e.g. includes excavation work deeper that 1
meter or working @height greater than 3 meters above ground or a landing
26
Thank You
Enquiries-Email:
[email protected]