Bid Specification Template

ANNEXURE 1

TECHNICAL SCOPE OF WORK

BIDDERS MUST SUBMIT ANNEXURE 1 TOGETHER WITH THE MAIN BID DOCUMENT

RFQ number:

RFQ 3020-AH-2020

Invitation Date

27 November 2020

Closing date:

09 December 2020

Closing time:

11:00AM

RFQ validity period:

30 days (commencing from the RFQ Closing Date)

RFQ Description:

Request For The Appointment Of Electrical Service Provider For Servicing And Repairs Of Electrical Infrastructure At SITA BETA Data Centre.

Contents

ANNEX A.1:INTRODUCTION3

1.PURPOSE AND BACKGROUND3

1.1.PURPOSE3

2.SCOPE OF BID3

2.1.1.SCOPE OF WORK3

2.1.2.RELEVANT MAJOR PLANT ELECTRICAL4

2.1.9.SERVICE PACK REQUIREMENTS10

2.2.EXCLUSIONS10

2.3.SITE10

2.4.CUSTOMER INFRASTRUCTURE AND ENVIRONMENT10

2.4.1.CERTIFICATION, EXPERTISE AND QUALIFICATION10

2.4.2.LOGISTICAL CONDITIONS11

2.4.3.REGULATORY, QUALITY AND STANDARDS11

2.4.4.PERSONNEL SECURITY CLEARANCE12

ANNEX A.2:Terms and definitions13

1.ABBREVIATIONS13

INTRODUCTION

PURPOSE AND BACKGROUNDPURPOSE

The purpose of this RFQ is to invite Suppliers (hereinafter referred to as “bidders”) to submit bids for the “Servicing and Repairs of Electrical Infrastructure at SITA BETA Data Centre.” The services described under this scope will be required as a once off service.

SCOPE OF BIDSCOPE OF WORK

1) The scope of work for sites allocated to the contractor under this contract comprises, (but is not limited to):

a) BETA

0. The contractor shall perform plant room maintenance. The relevant plant rooms and passage ways are:

· 11 000V Switchgear Room;

· 11 000V Transformer Room;

· Main Low Voltage Room;

· Generator Room;

· UPS Room;

· Battery Room;

· Passage way from the steel entry gate, up to and next to the generator room.

0. The following services and repairs are predetermined and needs to be executed at this site, at the frequencies or dates as indicated:

· Provide one full maintenance service (as defined) on the five 11 000V Switchgears and Protection units. Provision be made Medium Voltage pressure testing of the panel cables. The Change Control window for this work will be allocated for Sundays only.

· Provide full technical assessment of the Medium Voltage Power Factor Correction unit.

· Provide Major maintenance services on the Air Circuit Breakers. The Change Control window for this work will be allocated for Sundays only. And the Transformer Supply breakers will not be serviced at the same time as the Generator Supply breaker.

· Provide Major maintenance services on the three Generator units. The Change Control window for this work will be allocated for normal time during the week (but only one Generator may be affected at a time).

· Provide a bulk tank diesel test (as defined) on the one bulk diesel tank. The testing should include purification of the diesel fuel already in the tank The Change Control window for this work will be allocated for normal time during the week.

· Provide a bulk tank vacusonic test on the one bulk diesel tank. The Change Control window for this work will be allocated for normal time during the week.

· Provide a distribution board service and an infrared scan (and colour print) of the following main electrical distribution boards:

0. Main Low Voltage Distribution Board

0. Main Generator Distribution Board

0. Main UPS Supply Distribution Board

0. Main UPS Load Distribution Board – A Feed

0. Main UPS Load Distribution Board – B Feed

0. Main UPS Load Sub Distribution Board – A Feed (Three of)

0. Main UPS Load Sub Distribution Board – B Feed (Three of)

· On completion of the servicing, mains failure power test will be completed. The Change Control window for this work will be allocated for Sundays only.

RELEVANT MAJOR PLANT ELECTRICAL

1) Although the electrical plant for which support is required, cover a wide span of electrical devices and systems, the major plant components under this contract are as follows.

a) Beta:

i. 11 000V Protection Systems:

· 5x units (two incomers, three feeders).

ii. Generator Systems:

· 3x 730kVA generators plus associated auxiliary plant, and

· Synchronization Panel.

iii. Bulk diesel tank:

· 1x bulk tank of approximate 12’000 liters.

ii. Air Circuit Breakers:

· ABB SACE Emax 2

· Schneider Masterpact

· Merlin Gerlin Masterpact

1.1.1. PLANT ROOM MAINTENANCE REQUIREMENTS ELECTRICAL

a) The plant room maintenance must be conducted in such a way to ensure that the plant inside the room is not taken out of service or its operation jeopardised.

b) The plant room maintenance may be conducted during normal hours.

c) The contractor shall ensure that all lights are fully functional in the room. Blown lamps must be replaced by the contractor and is deemed inclusive of the quoted rate. An assumption is that maximum of Twenty-Five (25) fluorescent tubes need to be replaced;

d) The contractor shall meticulously clean the entire room (including walls, doors and floor).

e) The contractor shall ensure the safety of his staff inside these plant rooms while performing the plant room maintenance. Non-skilled staff will not be allowed by SITA inside these areas. SITA will allow semi-skilled electrical staff inside these areas to perform the plant room maintenance.

f) Passage ways leading to the respective plant rooms is deemed part of the plant room and all requirements specified for the plant room, applies to these passage ways as well.

1.1.2. GENERATOR SERVICE REQUIREMENTS

a) The contractor shall perform oil test before commencing with the service;

b) The contractor shall change generator oil;

c) The contractor shall change the oil filters;

d) The contractor shall change air filters;

e) The contractor shall change the fuel filter;

f) Replace the inline water trap filter;

g) Replace the Heater Jacket System element and thermostat. Generally, each engine has two heater jacket system;

h) Inspect the condition of the Radiator fan drive belts change if necessary;

i) Bleed the diesel engine fuel system;

j) Inspect the condition of the timing belt/chain and change if necessary;

k) Replacement of the batteries suitable for the size of the engine. Generally, each engine has four 12V batteries;

l) The contractor shall repair all the leaks e.g Fuel, Oil and Water;

m) The contractor shall clean the outside of the generator radiator units with a pressure cleaner to remove all dirt-, oil-, and carbon build-up. Only one generator unit may be taken offline at a time. This work may only be done during a SITA approved Change window. This work may be done during normal hours.

n) The contractor shall flush and drain the existing engine and radiator coolant into a container and ensure that the engines, jacket heaters, and radiators are clean and free of foreign matter.

o) The contractor shall safely dispose of the flushed coolant and provide a certificate of safe disposal.

p) The contractor shall refill the engines and radiators with new coolant which contains the prescribed amount of anti-corrosion agent, as per the Original Equipment Manufacturer’s specifications.

1.1.3. DIESEL TESTING REQUIREMENTS

a) The contractor shall perform a Vacu-sonic test on the bulk diesel tank and issue a report based on the test performed.

b) The contractor shall perform purification of the diesel fuel in the bulk tank and the three (3) generators day tanks.

c) Inspection of the operations of the generator refuelling systems including the pumps and the control circuit. Repair if required

d) The contractor shall take a diesel sample from the bulk diesel tank, and send the diesel sample to an accredited laboratory for analysis in accordance to SANS specifications. The contractor shall provide a full test report on the diesel sample, indicating the condition of the diesel’s distillation, density, viscosity, colour and appearance, water content, and bacterial and fungal content properties.

e) The contractor shall service the fuel polishing plant. The fuel polishing plant should be operational when service is complete. The service should include

i. Replacement of filter elements

ii. Replacement of seals

iii. Draining removed water from filters

iv. Back flushing

v. Bleeding air from system

vi. Priming

1.1.4. 11KV SWITCHGEAR MAINTENANCE REQUIREMENTS

a) The contractor shall search for faults, shortcomings, inadequacies, unsafe conditions on the 11kV Switchgear and identify this to SITA.

b) The contractor shall service all the 11kV switchgear (and tripping relays) on site.

c) The contractor shall degrease all the switching and moving parts of the 11kV switchgear with an electric degreaser, then clean all the components, and then re-grease all moving parts.

d) The contractor shall service all the 11kV switchgear auxiliary equipment (battery charger) on site. The contractor shall replace the 11kV switchgear batteries with new batteries suitable for this type of duty,

e) Once the Switchgear is serviced, the contractor shall test the 11kV Switchgear for correct operation and demonstrate to SITA full functionality through test simulations. The contractor shall test all protection devices and relays.

f) The contractor shall ensure that all required Earthing is in place on the 11kV Switchgear equipment.

g) The contractor shall take a sample of the 11kV switchgear oil, and send the oil sample to an accredited laboratory for analysis in accordance to SANS specifications.

h) The contractor shall provide a full test report on the oil sample, indicating the condition of the oil.

i) The contractor shall clean all the Medium Voltage panels thoroughly.

j) The contractor shall replace all indicator lights’ lamps.

k) The contractor shall ensure all selector switches, key switches, and push buttons are fully operational.

l) The contractor shall ensure all metering devices and units are fully operational and displaying the correct value.

m) The contractor shall confirm that at least two panel keys are available in the room.

n) The contractor shall confirm that at least two Medium Voltage switch racking levers are available in the room.

o) The contractor shall ensure that all voltage transformers are fully operational and in a good condition.

p) The contractor shall ensure that all current transformers are fully operational and in a good condition.

q) The contractor shall ensure that at lights are functional in the room.

r) The contractor shall repair all damage to the floor surface and paint that he may have caused during the service and repair works, to SITA’s satisfaction.

s) Provision for Medium Voltage pressure testing.

t) Full technical condition assessment of the Medium Voltage Power Correction Unit.

1.1.5. AIR CIRCUIT BREAKER SWITCHGEAR MAINTENANCE REQUIREMENTS

a) The contractor shall search for faults, shortcomings, inadequacies, unsafe conditions on the Air Circuit Breaker and identify this to SITA.

b) The service should be done by OEM certified technician.

c) The contractor shall service the Air Circuit Breaker according to manufacturer recommendation and not limited to:

i. Service of the Operating Mechanism: Inspect for loose, broken, worn, or missing parts (consult manufacturer’s schematics for required parts).

· Examine for excessive wear of moving parts. Observe that operating mechanisms function properly without binding, hanging, or without delayed action.

· Ensure any lubrication is done according to the manufacturer’s specifications.

· Ensure mechanisms are clean, properly lubricated, and all bolts and screws are properly secured. Repair or replace as necessary.

ii. Insulation Inspection: Remove and clean interphase barriers. Clean all insulating materials with vacuum and/or clean lint free rags. If it is necessary to use cleaning solvents, use only solvents recommended by the manufacturer.

iii. Service of the Contacts: Ensure that all contacts are clean, smooth, and in proper alignment.

· Ensure that spring pressures are maintained according to manufacturer’s specifications.

· Manually close breaker to check for proper wipe, contact pressure, contact alignment, and to ensure that all contacts make at approximately the same time. If possible, a contact resistance test should be performed to determine the quality of the contacts. Micro-ohmmeters, which are used to perform contact resistance tests, apply a DC current through the entire closed circuit breaker current path, including the contacts, pivot point, and stab connections of the circuit breaker. The test set read-out displays the contact resistance directly in micro-ohms.

· Draw-out contacts on the circuit breaker and the stationary contacts in the cubicle should be cleaned and inspected for overheating, alignment, and broken or weak springs. Coat contact surfaces with contact lubricant to ease mating (see manufacturer’s recommendations).

iv. Arc Interrupters: Clean all ceramic materials of loose dirt and examine for signs of moisture, make sure the assemblies are clean and dry.

· Examine for cracked or broken pieces. Dirt and arcing deposits may be removed by light sanding;

· Clean all ceramic materials of loose dirt and examine for signs of moisture, make sure the assemblies are clean and dry.

· Examine for cracked or broken pieces. Dirt and arcing deposits may be removed by light sanding — do not use emery cloth or wire brushes which may leave conductive residue behind. Repair or replace as necessary.

· Examine arc chutes for dirt and/or dust accumulations and clean as necessary. Dielectric testing of arc shields may be recommended by the manufacturer.

v. Auxiliary Devices: Inspect operating devices for proper operation and general condition.

· Ensure all indicating devices are fully functional and properly set;

· Auxiliary devices (aux. switch, alarm switch, shunt trip and underevoltage trip device);

· Protective relays and circuit breaker trip devices should be inspected and tested according to manufacturers’ specifications;

· Ensure correct operation of the safety interlock system for both electrical and mechanical;

1.1.6. ELECTRICAL DISTRIBUTION BOARD MAJOR SERVICE REQUIREMENTS

1. The contractor will service the entire electrical distribution board during an approved SITA Change Control Period. This service will comprise the following:

1. Ensure all earthing cables are securely connected inside the distribution board.

1. Report any obvious missing earths within the distribution board or within two meters from the distribution board.

1. Remove the cover on the distribution board to ensure that no cabling has become damaged and that there’s no exposed copper at terminal connections.

1. Report any burnt or discoloured wiring inside the distribution board.

1. Clear any dust built up on the equipment.

1. Clean all components inside distribution boards with electrical cleaning agent (use electrical contact cleaner aerosol; use insulated brushes to remove thick dust).

1. Measure respective voltages and record values (especially between Neutral and Earth).

1. Ensure all distribution boards are fitted with front panel circuit breaker opening blanks.

1. Ensure distribution board covers are closing properly and fastening properly. Replace missing nuts and/or missing/broken closing mechanisms.

1. Ensure that all circuits are labelled and noted on the legend card or distribution board.

1. Ensure that the distribution board labelling is present and indicate the service and conforms to SANS10142 requirements.

1. Ensure that the distribution board is fed as indicated by the existing/new label.

1. Inspect distribution board: paintwork, seal, mounting, rust, and water ingress.

1. Touch-up paintwork; fix seal; mounting; rust etc. of distribution boards.

1. Torque all electrical and earthing connections in distribution boards.

1. The contractor shall scan the electrical connections inside the distribution board by means of an Infra-Red scanner while the distribution boar is on load. The coloured thermal images must be placed in the As Built Pack.

1. The contractor shall scan each Switchgear unit or Switchgear Cluster inside the distribution board while the distribution boar is on load by means of an Infra-Red scanner. The coloured thermal images of each Switchgear unit or Switchgear Cluster must be placed in the As Built Pack.

1. The contractor shall issue a Certificate of Compliance as per SANS10142 for the work done on the distribution board and to certify that the relevant electrical distribution board conform to the SANS requirements.

SERVICE PACK REQUIREMENTS

(a) The contractor shall provide one service packs. The service pack must conform to the following:

i. The service pack hard copy information must be contained within a file, of which each page must be in a plastic pocket, to ensure longevity of the documentation.

ii. The file must be provided. Upon SITA approval of the service pack contents, file must be delivered to the SITA Centurion office for archiving.

iii. An electronic copy must be made of the service pack and be stored on an USB storage device. One USB storage device may be provided containing the information for all the serviced sites, the USB must be delivered to the SITA Centurion office for archiving together with the hard copy.

iv. Should additional items been specified in this technical service requirements that does not appear on the contractor’s standard service sheet, it must be noted on a separate dated letterhead with associated test results.

EXCLUSIONS

The scope of work excludes:

· UPS Units and Batteries; and

· Electrical Transformer Units.

SITE

No

Site Name

Physical Address

1

Beta Data Centre

222 Johannes Ramokhoase, Pretoria

CUSTOMER INFRASTRUCTURE AND ENVIRONMENT

The sites are high uptime installations and the infrastructure needs continuous maintenance to ensure availability.

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; and

iii. 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) 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,

iv. The Supplier is registered at the Department of Labour as an Electrical Contractor with registered person either Installation Electrician (IE) or Master Installation Electrician (MIE)

v. The Bidder must have a valid Construction Industry Development Board (CIDB) certificate with a minimum rating of 1EB.

vi. The standard of work conforms to SABS SANS 10142-1: The code of practice for wiring of premises;

vii. Any Electrical installation or alteration is certified after completion of work by means of a Certificate of Compliance.

LOGISTICAL CONDITIONS

In the event that SITA grants the Supplier permission to access SITA's Environment including hardware, software, internet facilities, data, telecommunication facilities and/or network facilities remotely, the Supplier must adhere to SITA's relevant policies and procedures (which policy and procedures are available to the Supplier on request) or in the absence of such policy and procedures, in terms of, best industry practice.

REGULATORY, QUALITY AND STANDARDS

(a) The contractor shall adhere to the provisions within the following minimum Standards and Acts during the full period of this contract. It is taken that the contractor is familiar and conversant with these Standards and Acts.

i. Occupational Health and Safety Act, inclusive of the Regulations contained within this Act, with specific reference to the Lead Regulations, Environmental Regulations, Driven Machinery Regulations, Electrical Machinery Regulations, Electrical Installation Regulations and SANS 10142, and Pressure Equipment Regulations.

ii. IEC 61439-1: Low-voltage switchgear and control gear assemblies.

iii. National Key Points Act 1980 as amended.

iv. Environmental Conservation Act 1989 as amended.

v. SITA’s Health and Safety Policy.

vi. SITA’s site access and security policy.

vii. SITA’s Change Control Policy.

PERSONNEL SECURITY CLEARANCE

(a) The contractor is to note, as per SITA’s access policy, that itself, its staff that will work on this project, and its company will be subject to a security screening and security clearance audit. The contractor or its employees failing the security clearance audit 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 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 shall 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.

1 of 13

CONFIDENTIAL

Terms and definitions

1. ABBREVIATIONS

AAmp

CADComputer Aided Design

CDCompact Disc

CIDBConstruction Industry Development Board

ExclExcluding

HzHertz

HVACHeating Ventilation Air Conditioning

ICTInformation and Communication Technology

InclIncluding

ISOInternational Organization for Standardization

kVAKilo Volt Ampere

kVArKilo Volt Ampere reactive

kWKilo Watt

OEMOriginal Equipment Manufacturer

PPPFAPreferential Procurement Policy Framework Act

RCARoot Cause Analysis

RFOReasons for Outage

RpmRevolutions per Minute

SABSSouth African Bureau of Standards

SANSSouth African National Standards

SITAState Information Technology Agency

SLAService Level Agreement

UPSUninterruptable Power Supply

USBUniversal Serial Bus

VVolt

13 of 13

CONFIDENTIAL