invitation to tender - debswana
TRANSCRIPT
Classification: Public
Debswana Corporate Centre
Plot 64288, Airport Road, Block 8 | P.O. Box 329 Gaborone Botswana T: +267 361 4200 | F: +267 3952941
www.debswana.com
INVITATION TO TENDER
Suitably qualified, experienced and fully registered Botswana based entities are hereby invited to tender
for the following services to Debswana Diamond Company (Pty) Ltd:
No. RFP No. Description Ownership
01. TBA Provision of Conveyor Maintenance Services at Jwaneng
Plants for Debswana
Botswana based
To participate in the RFP, prospective bidders are required to pay a non-refundable fee of P1,120.00
(inclusive of VAT) and send proof of payment by email to [email protected] indicating their interest
to participate in the RFP. Bidders will then be invited to participate through SAP Ariba platform (see
instructions below on how to register on SAP Ariba). The deadline for paying for the RFP and registering
interest to participate is 08 December 2020.
Note: Prospective bidders who have not paid for the RFP and registered interest to participate before the
deadline will not be invited to participate in the RFP.
Payment shall be made to;
Bank Name: Stanbic Bank:
Account Name: Debswana Shared Services
Account Number: 906 000 129 5085
Branch: Fairgrounds
1.0 BRIEF
Suitably qualified and experienced service providers are invited to submit proposal for provision of Conveyor Systems Maintenance services for various plants at Jwaneng mine for a contract period of 3
years.
Below are the lots (per plant) available for bidders to bid on:
i. Lot 01: Modular Treatment Plant
ii. Lot 02: Recrush Plant
iii. Lot 03: Jwaneng Modular Plant
iv. Lot 04: Red Area Plant
Note: Bidders are notified that the tender is divided into four (4) separate lots as above and bidders may
bid for either one or more of the lots. Each lot shall be evaluated and awarded separately as one contract.
Where a bidder is successful in more than one lot, the company may decide, in its entirety, to enter into
one consolidated contract (i.e. more than one lot per contract) with the successful bidder.
Summary of Scope of Services:
(a) Total Conveyor Belt Solution - i.e. installation and replacement activities for conveyor belts using
own resources (rigging, fitting, boiler making, belt splicers, tools, equipment, lifting appliances, belt
Debswana Corporate Centre
Plot 64288, Airport Road, Block 8 | P.O. Box 329 Gaborone Botswana T: +267 361 4200 | F: +267 3952941
www.debswana.com
installation equipment, t-clamps, slings, shackles, scrapers and belt cleaning, pulleys,
counterweight systems, transfer chutes (conveyor to conveyor), impact stations, etc.)
(b) Supply all resources required in the execution of the contract. The full and detailed organogram of
Contractor Personnel onsite shall be as submitted by the Contractor and approved by Debswana.
(c) Supply all consumables and spares required in the maintenance of the conveyor systems at
agreed contract prices.
(d) Provide continuous operational support in accordance with Jwaneng Mine’s standby and call out
procedure, and continuous operations shift coverage requirements.
(e) Daily inspection of the conveyor belts, splices, rollers, scrapers and associated units (total conveyor
system) for condition and wear. Maintenance job tickets should be submitted to Maintenance
Foreman: Conveyors on a weekly basis.
(f) Install units and associated conveyor spares as required in order to continuously optimise
performance, reliability and availability.
(g) Carrying out the necessary replacement of belts and spares without compromising on conveyor
belting integrity, life and scraper cleaning effectiveness.
The detailed scope of services including the list of products to be supplied is available for download at
(http://www.debswana.com/Supply-Chain/Pages/Current-Public-Tenders.aspx). Prospective bidders are
urged to familiarise themselves with the extent of the scope before paying to participate in the RFP.
2.0 SITE VISIT:
Prospective bidders are required to attend a Compulsory site visit in order to familiarize themselves with
the site, the scope of works and the conditions under which the works are to be executed. The site visit
will be held on 10th & 11th of December 2020 (Thursday and Friday) from 08:00hrs in Jwaneng. Details of
the site visit (including security clearance requirements and COVID-19 compliance requirements) will be
shared with bidders who have registered to participate in the RFP prior to the dates of the site visits.
Prospective bidders are required to ensure completion of the required entry permit application process and COVID-19 compliance requirements, then arrange their own transport, meals and accommodation.
Prior Security Clearance is a pre-requisite to entering all the Mines and application for clearance should
be lodged at least 48hrs before the site visit date and details should be directed to
TENDERING ON ARIBA
Debswana has adopted SAP Ariba – an online bidding and supplier management solution for all its
tendering and supplier registration requirements. Bidders who wish to participate in this tender will need
to log onto SAP Ariba.
Tenderers will have to complete the following steps in the Debswana SAP Ariba platform:
Part 1: Registering as a vendor on SAP Ariba
To participate in any event on SAP Ariba, a supplier will need to be registered on SAP Ariba and have a
valid SAP Ariba Network Supplier account and profile by following the steps below:
1. Go to Debswana SAP Ariba self-registration page:
(https://s1-eu.ariba.com/Sourcing/Main/ad/selfRegistration/?realm=debswana)
2. Initiate Account Registration
3. Complete account registration
4. Once you have a SAP Ariba Network Supplier Account and access credentials, proceed as per
Part 2 below:
Part 2: Indicating Interest to Participate in the RFP (for Ariba Registered Suppliers)
1. Send proof of payment to [email protected]
2. Debswana will invite you to participate in the RFP and you will receive an email from SAP Ariba
with a link to the RFP
Debswana Corporate Centre
Plot 64288, Airport Road, Block 8 | P.O. Box 329 Gaborone Botswana T: +267 361 4200 | F: +267 3952941
www.debswana.com
Submission
Bidders are required to submit their respective bids on or before the 08th of January 2021 at 16:00hrs
through the Debswana SAP Ariba platform as per the instructions to be provided in the RFP.
Offline proposals and proposals received via telephone, telex, email or facsimile will not be considered.
Debswana reserves the right to accept or reject any tender and does not bind itself to accept the lowest
or any portion of any tender.
Any enquiries please contact L. Matebesi at [email protected]
This tender notice can also be viewed at: http://www.debswana.com/Supply-Chain/Pages/Current-
Public-Tenders.aspx
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Scope of Services – Conveyor Systems Maintenance Page 1 of 37
Scope of Services for: ©
Conveyor Systems Maintenance Services at Main Treatment
Plant and Recrush Plant at Jwaneng mine
December 2020
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Scope of Services – Conveyor Systems Maintenance Page 2 of 37
Contents: Page
1. Introduction 4
2. Scope of Contract 4
2.1 In Scope 4
2.2 Out of Scope 6
2.3 Assumptions 6
2.4 Constraints 7
3. Obligations of the Parties 7
3.1 Debswana Obligations 7
3.2 Contractor’s Obligations 8
3.3 Mutual Obligations 9
4. Relationship and Communication Management 10
4.1 Contract Operations Manager 10
4.2 Replacement of Contract Managers 10
4.3 Delegates 10
4.4 Monthly Mine Steering Committee meetings 10
4.5 Mine Steercom Agenda 10
4.6 Executive Steering Committee 11
4.7 Meeting Records 11
4.8 Books and records 11
5. Quality & Workmanship 11
5.1 Contractor's Warranty 11
5.2 Quality Assurance 12
5.3 Purpose of Quality Assurance 12
5.4 Changes to Quality Assurance System 12
6. Contract Availability Performance 13
6.1 Contract Availability 13
6.2 Calculation of Contractual Availability 13
6.3 Monthly Reconciliation 14
6.4 Unreconciled Periods 15
6.5 Performance Incentive / Rebate Mechanism 15
6.6 Schedules: 15
Schedule 1 – Steering Committees 16
Schedule 2 – Incentive Mechanism 17
Schedule 3 – Escalation Mechanism 19
Schedule 4 – Meeting Agenda Items 20
1. Executive Steering Committee 20
2. Mine Steering Committee 20
Schedule 5 – Major Components Replacements 21
Schedule 6 – Time Usage Model 22
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7. LIST OF ANNEXURES 23
1. List of Conveyors 25
2. Responsibility Matrix 28
3. Contractor’s Site Organogram 34
4. Key Perfromance Indicators 35
5. Battery Limits 36
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1. Introduction
Debswana Diamond Company – Jwaneng Mine has been running an out-sourced Total Conveyor
Solution contract since 2012. This has resulted in an overall improved conveyor system availability and reliability.
The purpose of this request is to get proposals from competent contractors to offer conveyor
maintenance services that will ensure continued improvement of availability and reliability of the conveyor system for the Modular Treatment Plant (MTP) and Recrush Plant (RP) at Jwaneng mine.
2. Scope of Contract
2.1 In Scope
(a) The initiative shall cover the Main Treatment Plant (MTP) and Re-crush Plant (RP)
(b) Total Conveyor Belt Solution - i.e. installation and replacement activities for conveyor belts
using own resources (rigging, fitting, boiler making, belt splicers, tools, equipment, lifting
appliances, belt installation equipment, t-clamps, slings, shackles, scrapers and belt cleaning,
pulleys, counterweight systems, transfer chutes (conveyor to conveyor), impact stations, etc.)
(c) The contractor shall provide continuous operational support in accordance with Jwaneng
Mine’s standby and call out procedure, and continuous operations shift coverage
requirements.
(d) Daily inspection of the conveyor belts, splices, rollers, scrapers and associated units (total
conveyor system) for condition and wear. Maintenance job tickets should be submitted to
Maintenance Foreman: Conveyors on a weekly basis.
(e) Standardisation of conveyor rollers and support frames as per Debswana specification DS
373001: Belt conveyor idlers & rollers, drawings and schedules as provided. For special
requirements, the appointed Maintenance Engineer: MARC and Services shall advise the
contractor regarding the types and sizes of rollers and other associated units to be used on
the conveyor system. This shall include rollers for weightometers.
(f) Install units and associated conveyor spares as required in order to continuously optimise
performance, reliability and availability.
(g) Carrying out the necessary replacement of belts and spares without compromising on
conveyor belting integrity, life and scraper cleaning effectiveness.
(h) Undertake maintenance activities including lubricating of bearings and drives consistent with
Debswana site/operational specific maintenance plans to meet the set plant availability.
Debswana to provide Jwaneng annual maintenance plan to the Contractor with the
understanding that the maintenance plan is for planning purposes only and may change
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(i) Inspection and maintenance of skirting and skirting plates, Drive Trains, Scraper System,
Impact Pans & Idlers, transfer chutes, take-up systems mechanisms.
(j) Maintenance and replacement of all equipment safe guarding associated with conveyor
system. Equipment guards shall be maintained in line with Debswana Standard and Fatal
Risk Control Standard 5 – Equipment Safeguarding.
(k) The contractor shall be responsible for minor modifications or fabrication work. These shall be
accompanied by a scope change form/job sheet and shall be up to Debswana/OEM
standards and approved as per Management of Change Policy and Procedure.
(l) The contractor shall carry out scraper and plough maintenance services (scraper installation
and maintenance). For test purposes the appointed Maintenance Engineer can specify which
scrapers to purchase. The contractor shall be responsible for installation and both teams
shall be responsible for monitoring performance.
(m) The contractor shall carry out conveyor belt cold, hot and mechanical splicing services, re: belt
positioning on site for replacement, belt pull in and pull out activities, belt slack adjustment,
clamping for splicing, all rigging, boiler making, fitting, and related activities; to enable optimal
plant operations.
(n) The contractor shall supply conveyor hot splicing, cold splicing and mechanical splicing
equipment, rigging equipment, splicing glues, gum rubbers, cover rubbers, and all materials
that shall be required to carry out conveyor joint splicing.
(o) The contractor shall carry out conveyor belt condition monitoring services (wear and thickness
check, splice condition, etc.) using appropriate technology and in alignment with Debswana
systems
(p) The contractor shall carry out conveyor belt drives alignment services (laser & DTI methods)
on conveyor drive motors, gearboxes, fluid & mechanical couplings and associated guarding.
(q) The contractor shall install gearboxes, fluid drives, coupling and motors for the conveyor
system. Debswana shall connect and energise motors at time of installation.
(r) The contractor shall carry out conveyor belt walkway and structural housekeeping services i.e.
ensuring that walkways and structures are clean and clear of obstructions and material build-
up.
(s) Responsible for structural maintenance of walkways, handrails, kick plates and stair treads
(t) The contractor shall inspect the conveyor structures and report weekly to the Maintenance
Engineer.
(u) The contractor shall be required to operate, maintain and provide safe custody, of three no.
Debswana supplied hot splicing machines. The machines are capable of splicing belts from
1050 mm wide to 2100mm wide. Any excess capacity shall be hired by contractor with
approval from Debswana.
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(v) Development of a components replacement strategy to minimise wastage. The strategy to
align with Jwaneng Mine change out plan and schedule and define critical components and
life cycle costing. The contractor should submit a component change out sheet (Including Job
Ticket) to Maintenance Planner: Long Term Planning as soon as replacement has occurred.
(w) The contractor shall operate a Vendor Managed Inventory system for all conveyor spares
inventory including bearings and accessories, fluid couplings, rigid couplings, chute liners,
skirts, scrapers, ploughs, rollers, skirting, frames, belt alignment rollers and frames, impact
rubber rollers, impact stations/beds, scrapers, associated fasteners and other consumables.
The contractor and Debswana shall monthly do a joint inspection on the inventory held by
Debswana to review the Debswana inventory list. (e.g. conveyor belts , gearboxes, etc.)
(x) The contractor shall supply a 50 ton crane and operator for loading and offloading spares and
equipment. The crane shall be available for Debswana use whenever it is not in use by
contractor.
(y) The contractor shall familiarise itself with Debswana waste handling and disposal procedures
and shall be responsible for all waste it generates in the course of providing the service,
including used conveyor belts (in line with the Responsibility Matrix: Annexure 2). The
contractor shall submit a waste management plan for approval by Debswana.
(z) All Spillage cleaning under and around conveyor belts shall be the contractor’s responsibility
as per MQWMA regulations 339,344
(aa) The contractor shall provide transport for his employees as per Debswana Site Rules and
Regulations
2.2 Out of Scope
(a) All electrical and instrumentation maintenance including motors. The contractor will only
install motors.
(b) Pulley lagging application shall be the responsibility of Debswana though inspection will be by
the Contractor.
(c) Debswana shall provide office space and network points for the telephone (internal use only –
external telephone requirements shall be at the contractor’s cost and responsibility to
organise accordingly) and internet connectivity for the site manager in the “Blue Area”.
(d) Debswana shall provide a workshop and suitable storage area for all materials and
equipment for the contractor within the blue area.
2.3 Assumptions
(a) Lubricants, conveyor belts, motors, gearboxes and pulleys shall remain free issue by
Debswana. (Oxygen, acetylene and steel plates)
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(b) Debswana shall provide forecast usage values based on historical data of the commodities
mentioned in (a) above for the last three years and total installation and design data. (for
lifecycle planning)
(c) The contractor shall be able to establish site utilising resources with relevant skills and
competencies.
2.4 Constraints
(a) The services shall be carried out in a continuous mining operation environment; the
contractor is to understand and appreciate the associated limitations and take these into
cognisance when planning and executing the requirements of the contracts.
(b) Contractors to note that the mine follows a maintenance schedule dictated by the current
strategic business plan and this is subject to review and change from time to time.
(c) Owing to the current COVID-19 pandemic, the contract is required to observe and comply will
all relevant legislation and policies relating to the pandemic.
3. Obligations of the Parties
3.1 Debswana Obligations
Debswana shall during the Term of this Agreement:
(a) Provide appropriate Storage and Engineering Workshop facilities in the Blue Area.
(b) Use the Conveyor Belt System in conformity with the specifications as per standards adopted
by Debswana. ??
(c) Report all Conveyor Belt System breakdowns (business disruption) to the Contractor without
delay and shall operate the Conveyor Belt System only after the Contractor has booked the
Conveyor Belt System on again. The Conveyor Belt System will be considered down for repair
from the moment when the Contractor has been notified of the Conveyor Belt System
becoming broken down or unfit for use.
(d) Provide the Contractor with all information concerning the Conveyor Belt System and make all
relevant documentation available as required.
(e) Avail Conveyor Belt System for service at the scheduled intervals as per maintenance
schedule and where it is impossible for Debswana to have a service carried out on the
scheduled date, Debswana shall inform the Contractor accordingly and reschedule the
service.
(f) Reporting:
Within 10 days of the end of each production month, Debswana shall provide to the Contractor:
(i) details of any Conveyor Belt System failures that have occurred in that month; and
(ii) access to monitoring system data (condition monitoring).
(g) Asset Management Data:
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Debswana shall put the necessary structures in place to enable the contractor to use SAP PM
module to drive and record all maintenance activities on conveyor systems. The SAP
structures include but are not limited to:
i. SAP access for the contractor planner(s), store controller(s) and data capturer(s)
ii. Loading of the contractor resources to enable Contractor to use SAP to allocate and
schedule work
iii. Create a store for Contractor Vendor Managed Inventory ***
iv. Be responsible for all meta-data updates regarding the contracted conveyor system
v. Assist Contractor to set-up inventory data so that consignment store can operate
correctly
vi. Provide training to Contractor on Debswana Work Management Process
vii. Debswana engineering (specifically Electrical and A&I) shall use SAP alongside
Contractor to manage and record all maintenance activities
(h) Ensure the completion process for major component changes in line with Schedule 5 of this
Agreement.
(i) Debswana to provide belt pulling equipment (e.g. dozers)
(j) Provide 3 hot splicing machines capable of splicing belts with width ranging from 1050mm to
2100mm. (to check? – Makhila to confirm)
(k) Debswana shall pay for stock drawn at agreed contract prices.
3.2 Contractor’s Obligations
The Contractor warrants that it shall:
(a) Maintain and Service the Conveyor Belt Systems per the agreed OEM specifications and
Debswana standards;
(b) Execute with due diligence the scope of work specified in clause 2.0 of the scope
(c) Comply at all times with all SHE Requirements, Government regulations, By-Laws and all other
legal requirements within the Republic of Botswana;
(d) Supply all resources required in the execution of the contract. The full and detailed
organogram of Contractor Personnel onsite shall be as submitted by the Contractor and
approved by Debswana.
(e) Consumables and other materials used on the Conveyor Belt System must meet the OEM
specifications or the specifications mutually agreed in writing between Debswana and the
Contractor.
(f) Asset Management Data:
Contractor shall capture and manage all maintenance and inventory data in SAP:
i. Use SAP to record and manage all inventory, including the consignment stock view
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ii. Use SAP to record and manage all maintenance activities, both predictive and
maintenance activities
iii. Adhere to Debswana Work Management Process
iv. Provide all required data to Debswana to enable the updating of SAP meta-data in
regard to conveyor systems in the event of modifications, extensions, etc.
(g) The contractor is responsible for all spillage around the conveyors
(h) The contractor shall be responsible for removal of vegetation (trees, grass, etc.) around the
conveyor systems
3.3 Mutual Obligations
(a) The Parties acknowledge that achieving of the foregoing is dependent on a mutual sharing of
responsibility relating to all issues, which impact on the Supply, Installation, Inspection,
Maintenance and Disposal Services.
(b) The parties undertake to exhibit utmost good faith to the other and co-operate and
compromise where necessary to give effect to the import and intent of this contract
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4. Relationship and Communication Management
4.1 Contract Operations Manager
Each Party shall advise by written notice to the other Party, the name and contact details of a suitably
qualified and competent individual appointed to perform the role of Contract Operations Manager under this Agreement, who is:
(a) a full time equivalent employee of the Party; and
(b) appointed to perform the following duties:
(i) manage this Agreement on behalf of the Party;
(ii) manage the ongoing communication and relationship between the Parties and act as the central point of contact for the other Party;
(iii) facilitate resolution of Disputes or escalate Disputes in accordance with the dispute resolution process
(iv) attend meetings of the Monthly Steering Committee Meetings
4.2 Replacement of Contract Managers
A Party may replace their Contract Operations Manager appointed under clause 4.1 with another suitably qualified and competent person, by giving written notice to the other Party.
4.3 Delegation
A Contract Operations Manager may delegate to another person (Delegate) any of its powers, duties, discretions and authorities provided that:
(a) the Contract Operations Manager provides prior notice to the other Party's Contract
Operations Manager of the name of the Delegate and details of the powers, duties,
discretions and authorities delegated to the Delegate;
(b) the appointment of a Delegate does not prevent the appointing Contract Operations Manager
from exercising any powers, discretions or authorities or undertaking any duties;
(c) a Delegate shall not further delegate any powers, duties, discretions and authorities
delegated by the Contract Operations Manager; and
(d) the Contract Operations Manager may terminate a Delegate's appointment at any time and
must give the other Party's Contract Operations Manager notice of the termination.
4.4 Monthly Mine Steering Committee meetings
As soon as practicable after the end of each month during the Term of the contract, the Debswana
Contract Operations Manager shall convene a meeting of the Mine Steering Committee (Mine
Steercom) that may also be attended by such other operational level staff representing Debswana
and the Contractor as are necessary to ensure that all issues relating to this Agreement are thoroughly understood and discussed.
4.5 Mine Steercom Agenda
At each Mine Steercom Meeting:
(a) the participants must discuss overall Conveyor Belt System performance, including Contract
Availability, MTBF, Headfeed delays and compliance to Work Management KPIs
(b) Safety Performance including incidents occurring at the Site and their implications for this
Agreement;
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(c) specific technical issues arising in connection with the Conveyor Belt System or conditions at
the Site;
(d) Contract financial status, including payments and debtors; and
(e) issues to be raised and forwarded to the quarterly Steering Committee Meeting including
escalations, disputes, compliments, assurance, etc.
(f) Any other issues pertinent to the contract
4.6 Executive Steering Committee
The Parties must procure that a meeting of the Executive Steering Committee is held at least once
every 3 months during the Term (Steering Committee Meeting), to discuss issues under this Agreement including:
(a) Safety Performance, including incidents occurring at the Site and their implications for this
Agreement;
(b) trends in performance against agreed KPIs (Annexure 5);
(c) a review of the operation of this Agreement;
(d) Address issues escalated by the monthly steering committee
(e) suggested amendments to the terms of this Agreement; and
(f) without limiting the foregoing, the items listed in Schedule 4.
4.7 Meeting Records
At or as soon as practicable after each Mine Steercom Meeting and Executive Steering Committee Meeting, the Contract Operations Managers must sign-off and each keep a copy of:
(a) minutes of the relevant meeting; and
(b) Parties to alternate in chairing the monthly steercoms and keeping minutes of the meetings
(c) Debswana shall chair the quarterly steercoms and alternate with the contractor COM for
keeping minutes of the steercom meetings
(d) a detailed report of performance against contract KPIs
4.8 Books and records
For the purposes of ensuring full and open discussions at Mine Steercom Meetings, the Contractor must:
(a) maintain full and accurate books, records and accounts (including electronic records,
correspondence, instructions, plans, drawings, receipts and invoices) (Verification Accounts)
of:
(i) Fixed Cost Amounts claimed by or paid to the Contractor in relation to Installation,
Inspection, Maintenance and Disposal Services provided by the Contractor; and
(b) on receipt of a reasonable request from Debswana Contract Operations Manager, permit
Debswana to audit the Contractor's Verification Accounts at any time:
(i) during the Term; or
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(ii) the period of two years after the Expiry Date or the date of termination of this
Agreement (whichever is earlier).
5. Quality of Workmanship
5.1 Contractor's warranty
The Contractor warrants that:
(a) it will at all times be suitably qualified and experienced to perform the Maintenance Services
during the Term;
(b) all labour, supervisory and other personnel supplied for the performance of the Maintenance
Services will be employees or contractors of the Contractor or a Subcontractor, including
during periods when those personnel may be under the direction and supervision of
Debswana; and
(c) the Contractor, and all Contractor's Personnel, will perform the Maintenance Services in
accordance with:
(i) the Agreement;
(ii) best practice standards of diligence, skill, care and efficiency to be expected of a
competent contractor performing services of a similar nature to the Maintenance
Services; and
(iii) all the requirements of Government Consents, Relevant Law affecting or applicable to
the performance of the Maintenance Services and Applicable Codes and Standards.
(d) Debswana has the right to request proof and or test contractor employees for required skills
and competencies and request the contractor to substitute or replace employees deemed to
have inadequate skills and competencies.
5.2 Quality assurance
The Contractor must:
(a) implement a quality assurance system covering all phases of the Maintenance Services that
shall be signed-off by Debswana Contract Operations Manager;
(b) ensure that all Subcontractors have and implement quality assurance programs and systems
of a standard equivalent to the Contractor's quality assurance system; and
(c) allow Debswana access to the Contractor's quality assurance system and those of its
Subcontractors for the purposes of quality monitoring and auditing.
5.3 Purpose of Quality Assurance
The Contractor's Quality Assurance System must be used only as an aid to achieving compliance with
the Agreement and documenting that compliance, and does not relieve the Contractor of its obligation to comply with the Agreement.
5.4 Changes to Quality Assurance System
Changes to the Contractor's Quality Assurance System that:
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(a) may have implications for personal health and safety at the Site or may be incompatible to
provisions of clause 5; or
(b) affect the manner in which the Maintenance Services are to be performed under the
Agreement,
must not be implemented unless Debswana has been given 14 days prior notice of the proposed
change. Debswana reserves the right to reject any proposed change to the Contractor's Quality Assurance System.
The Contractor is not entitled to a variation, an extension of time or any compensation as a result of Debswana rejection of a proposed change to the Contractor's Quality Assurance System.
With respect to those changes to the Contractor's Quality Assurance System that do not fall within
paragraphs (a) or (b) above, the Contractor must give notice of those changes within 28 days of the implementation of the change.
6. Contract Availability Performance
6.1 Contract Availability
The Contractor warrants that it shall endeavour to achieve Conveyor Belt System availability for each
Conveyor Belt System that is equal to or greater than the percentages specified in Appendix 2
(Conveyor Belt System Performance).
6.2 Calculation of Contractual Availability
(a) Calculated monthly for each Conveyor Belt System and then averaged across the site conveyor
belt systems to determine the result; measured as a percentage.
(b) The Time Usage model as set out in schedule 7 in conjunction with Engineering KPI definition
doc. Rev.11 shall be used as a basis for calculating contractual availability
(c) Controllable time (T100) will be the basis on which contractual availability is calculated. This
information will be supplied by Debswana.
(d) All lost production and uncontrollable time as defined as N000 in Schedule 7 (Time Usage
Model) may be used for opportunity Supply, Installation, Inspection, Maintenance and Disposal
activities by the Contractor. Debswana must give prior consent that should not be
unreasonably withheld. All downtime in this instance shall not be included in the calculation to
determine contractual availability.
(e) Scheduled maintenance and repair (D200) and unscheduled maintenance and repair (D100)
activity downtime that falls within the Contractor’s scope of services, subject to exclusions will
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be used to calculate the contractual availability by Conveyor Belt System in a given month
using the following formula:
CTA %= (T100 – ((D200-D200a)+(D100-D100a)))/T100 x 100, where;
(A) T100 = Controllable Time
(B) D100 = Unscheduled maintenance and repairs
(C) D200 = Scheduled maintenance and repairs
(D) D100a = Unscheduled maintenance and repairs (exclusions as set out in
clause 6.2 (g) and Schedule 5A)
(E) D200a = Scheduled maintenance and repairs (exclusions as set out in
clause 6.2 (g)
(f) The parties should jointly sign off conveyor system downtime hours on a daily basis to maintain
the integrity of the calculation process.
(g) Activities outside the Contractor scope of work shall be allocated to the N000, D300 D100a
and D200a categories as referred to in the clauses above and shall not be used to calculate
any targets for which the Contractor may be responsible. These exclusions are listed below
indicating the relevant category are;
(i) Any aspect or item defined as Debswana responsibility in terms of this agreement.
(ii) Accident or Operational Damage by Debswana or third party. (D300)
(iii) Vandalism and theft.(N000)
(iv) The installation, maintenance and repair activities of any items excluded in the
scope (D100a/D200a)
(v) Wet material that blocks the chutes or operational pressure when the belts are
overloaded
6.3 Monthly Reconciliation
Within 5 Business Days of the end of each month, the Contractor must submit to Debswana Contract
Availability reconciliation (Monthly Availability Report) for Debswana review and approval:
(a) actual monthly availability and target for the Conveyor Belt System; and
(b) three (3) months rolling average; and
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Scope of Services – Conveyor Systems Maintenance Page 15 of 37
(c) Pareto analysis of major causes for downtime.
6.4 Unreconciled Periods
If, despite the Parties' reasonable endeavours to reach agreement on its content, Debswana has not
approved the Monthly Availability Report by the date that is 14 days after the date of Debswana
receipt of that report then this matter must be referred to the Mine Steering Committee and the
Executive Steering Committee (if necessary) for resolution.
6.5 Performance Incentive / Rebate Mechanism
The Parties to this Agreement are committed to the attainment of optimal Conveyor Belt System
performance. Debswana and the Contractor agree to put in place the Incentive Mechanism in
schedule 2 to achieve and/or exceed set Contract Availability targets.
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Schedule 1– Steering Committees
Review Objectives People Involved Frequency
Executive Steering
Committee
Periodic Relationship
Review
Set the tone for co-
operation: (ownership,
commitment, support and
active championing)
Trouble shooting: ensure the
means and mechanisms are
in place to get things done
Break Silos: Represents
stakeholders that do not
directly sit on the steering
committee
Decision making: making
final, and sometimes
difficult, decisions
Debswana
Managing Director (optional)
Technical Services Director
Chief Finance Officer
Chief Operating Officer
Group Asset Manager
Operations General Managers
Group Supply Chain Manager
Contractor
Managing Director
Manager - Operation and
Maintenance
Services Manager
As and when
required
Mine Steering
Committee
Monthly/Ad hoc
Reviews
Full list to be determined
- Review and approve KPI’s
- Resolve specific operational
issues and agree actions to
be taken (as required).
- Consider and monitor Risk
and any issues, claims or
disputes between the Parties
- Ensure that project meets
stakeholder goals and
objectives (scope; time; cost;
quality)
- Execution of roles and
responsibilities
- Project documentation and
reporting
- Provide project updates to
Steercom
Debswana:
General Manager (optional)
Senior Manager - Engineering
Senior Manager – Ore
Processing
Group Asset Manager
(optional)
Contracts Manager (CMO)
Asset Management Engineer
MARC Engineer
Strategic Sourcing Manager
Materials Manager
CONTRACTOR
Manager – Operation and
Maintenance
Services Manager
Site Manager
Initially monthly
thereafter as
and when
required
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Schedule 2 – Incentive Mechanism
1. Debswana proposes to implement the Incentive / Rebate Mechanism below to assist in driving the
desired high performance culture during the term of this Agreement. The principles for implanting this
process are as set out below, but subject to revision and agreement by both parties;
(a) The purpose of the incentive/rebate process is to motivate joint behaviors between the Contractor
and Debswana staff with the objective of improving Conveyor System uptime and minimize Head
Feed Delays.
(b) The incentive/rebate is calculated as a percentage of monthly fixed costs invoiced. It shall be
based on positive and negative deviations from the target in scope Head Feed Delays set out in
Schedule 2.
(c) The process shall Sum up Head Feed Delays recorded and signed off daily between the
Contractor Site Manager and Debswana Maintenance Engineer – MARC and Services to
determine the total for the month. The totals for the months making up the quarter will be added
up and averaged out for purposes of determining the incentive / rebate bracket.
(d) Any incentive or rebate will be set off against monthly fixed costs invoiced in first month of the
following quarter.
2. For the purposes of determining the level of the incentive / rebate, the following parameters shall apply:
Table S2.1:
Performance against Head
Feed Delays target
Incentive / Loss Recovery
<10 hours Monthly XX% incentive bonus to the Total Invoiced Amount for the Quarter
10 ≤ Hours Monthly <13 XX% incentive bonus to the Total Invoiced Amount for the Quarter
13 ≤ hours monthly < 17 No incentive: Payment as per the Total Invoiced Amount for the Quarter
17 ≤ Hours Monthly < 20 XX% Reduction to the Total amount invoiced for the Quarter
≥20 Hours monthly XX% Reduction to the Total Invoiced Amount for the Quarter
Where
(a) The Head Feed Delays target is based on an overall head feed availability and is calculated at a target of 94% and 95% stretch. The reasoning is that the plant needs to achieve 1450 t/hr when
producing on Head feed.
Therefore (0.06 *24*30) - 32 =11.2 Hrs. and (0.05 *24*30) - 32 =4 hrs
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Scope of Services – Conveyor Systems Maintenance Page 18 of 37
Where target = 94% of the overall conveyor availability, therefore allowable downtime is 6%; stretch
is 95% of the overall conveyor availability and allowable downtime is 5%; 24 hours in a day and 32
hours of stoppages per month.
(b) The delay hours recorded monthly shall be rounded to the nearest hour for purposes of placement
in the appropriate bracket as per the table S2.1 above.
(c) The award on the incentive will be conditional on other four core contracted KPIs (Contract
availability, Proactive Ratio, Compliance to Process and Safety) as per Appendix 5 being met.
(d) This schedule shall be reviewed every 6 months.
3. The contractor shall provide evidence of proper disposal of used conveyor belting as a gate release
for incentive payment.
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Schedule 3 – Escalation Mechanism
1. General principles:
a) Fixed costs rates as detailed in Section D of the Contract Agreement shall be reviewed once a
year, and shall be adjusted based on an agreed Contract Price Escalation mechanism. The
contractor shall submit a proposed Contract Price Escalation Mechanism for approval by
Debswana.
b) The Contractor may submit written application to Debswana for annual price increases not less
than 60 days prior to the requested effective date of increase, accompanied by the revised
prices and all documentary evidence in support of such application.
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Schedule 4– Meeting Agenda Items
1. Executive Steering Committee
a. Safety
b. Assess overall performance of Debswana and the Contractor
c. Decide on any changes or adjustments to the contract, processes or systems
d. Any issues, claims or disputes between the Parties referred by the Mine Steering Committee
e. Any Other Business
2. Mine Steering Committee
a. Safety
b. Actual SLA Performance for the month
c. Cumulative actual SLA Performance from the Commencement Date
d. Actual Component Costs for the month (as per approved invoices)
e. Service accuracy for the month
f. Changes to Supply, Installation, Inspection, Maintenance and Disposal strategies where better
practice than the Contractor minimum standards can be implemented
g. Status of Account (i.e. payment issues)
h. Any issues, claims or disputes arising between the Parties, for the purpose of resolving such items
or determining that they should be referred to the Steering Committee
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Schedule 5– Major Components Replacements
A key deliverable in this Agreement is to establish a robust process to manage major component
replacements, including:
1. Replacement decision process. The following principles and processes will be implemented during the
term of this Agreement:
a) The Contractor’s Inspection, Service and Maintenance strategy for the relevant Conveyor Belt
Systems will form the basis from which Component replacement and Supply, Installation,
Inspection, Maintenance and Disposal tasks will be set.
b) Condition monitoring processes will be jointly managed to migrate major component
replacements from time based to condition based replacements. The impact on component
management, inventories and procurement processes will be a key consideration.
c) Condition monitoring processes will include;
i. Belt Thickness testing
ii. DPI test
iii. Oil analysis
iv. Belt drive trains vibration analysis
v. Thermal scanning of rotation belt members (idlers, pulleys and gearboxes)
vi. Management, corrective action and follow up (feedback loop).
vii. Analysis of work order history in the relevant ERP and technical databases (Top 10 Incident
analysis)
d) The steps in 1(c) above shall jointly serve as leading indicators of an Imminent Failure.
e) A Decision Point shall be prompted by either an imminent system failure indicator, or the
approach of a planned intervention point:
i. Upon a Decision Point being prompted, the parties will gather such information and expert
judgement as is readily available, and formally review such information, data and judgement.
ii. Decisions may either be to do nothing, replace or monitor closely for further investigation.
iii. Consensus shall be the preferred decision mechanism. If consensus cannot be reached, a
designated Debswana representative shall make the final decision and validate it by
signature.
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Scope of Services – Conveyor Systems Maintenance Page 22 of 37
iv. Notwithstanding the provisions of 1 (e) iii above, when the occurrence falls within the
Contractor’s standard warranty period, the corrective decision taken will be at the sole
discretion of the Contractor in accordance with standard warranty practices.
v. During the term of the Agreement, the process will be reviewed on a monthly basis to
establish and map the standard for potential improvements.
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Scope of Services – Conveyor Systems Maintenance Page 23 of 37
Schedule 6 – Time Usage Model
Reference: Anglo American Equipment Performance Metrics AA RD 211 (Version 2)
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Scope of Services – Conveyor Systems Maintenance Page 24 of 37
ANNEXURES
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Scope of Services – Conveyor Systems Maintenance Page 25 of 37
ANNEXURES
Annexure 1: LIST OF CONVEYOR BELT SYSTEMS
MTP, Re-crush and DMS feeder belts
No. Conveyor No. Description Discharge chutes
MTP PLANT MTP PLANT
1 MAX-20-18 ROM CONV MAX-20-18- DC
2 MAX-28-18 STOCPILE CONV MAX-28-18-DC
3 MBX-07-18 TUNNEL CONV NORTH MBX-07-18-DC
4 MBX-08-18 TUNNEL CONV SOUTH MBX-08-18-DC
5 MBX-09-18 SCRUBBER FEED CONV MBX-09-18-DC
6 MBX-10-18 CASCADE CONV 1 MBX-10-18-DC
7 MBX-11-18 CASCADE CONV 2 MBX-11-18-DC
8 MBX-12-18 CASCADE CONV 3 MBX-12-18-DC
9 MCX-01-18 SCRUBBER OVER SIZE CONV MCX-01-18-DC
10 MCX-03-18 SILO FEED CONV EAST MCX-03-18-DC
11 MDX-02-18 SILO OUT FEED CONV MDX-02-18-DC
12 MDX-02-85 SEC CRUSHER FEED CONV MDX-02-85-DC
13 MCA-2-28 CRUSHER FEEDER CONV MCA-2-28-DC
14 MCB-2-28 CRUSHER FEEDER CONV MCB-2-28-DC
15 MCC-2-28 CRUSHER FEEDER CONV MCC-2-28-DC
16 MCD-2-28 CRUSHER FEEDER CONV MCD-2-28-DC
17 MCX-02-18 CRUSHING OVERSIZE CONV MCX-02-18-DC
18 MCX-05-18 CRUSHING UNDERSIZE CONV MCX-05-18-DC
19 MCX-07-18 SILO FEED CONV WEST MCX-07-18-DC
20 MCX-04-18 SCRUBBER UNDERSIZE CONV MCX-04-18-DC
21 MCX-06-18 CRUSHING UNDERSIZE CONV MCX-06-18-DC
22 MEX-01-18 STOCKPILE WITHDRAWAL CONV MEX-01-18-DC
23 MEX-02--85A DMS FEED PREP FEED CONV MEX-02--85A-DC
24 MFX-01-18 DMS FEED CONV MFX-01-18-DC
25 MFX-02-18 DMS FEED CONV MFX-02-18-DC
26 MFX-03-73 DMS REVERSABLE CONV S MFX-03-73-DC
27 MFX-04-73 DMS REVERSABLE CONV N MFX-04-73-DC
28 MGA-2-28 DMS WAY FEEDER CONV
29 MGB-2-28 DMS WAY FEEDER CONV
30 MGC-2-28 DMS WAY FEEDER CONV
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Scope of Services – Conveyor Systems Maintenance Page 26 of 37
No. Conveyor No. Description Discharge chutes
31 MGD-2-28 DMS WAY FEEDER CONV
32 MGE-2-28 DMS WAY FEEDER CONV
33 MGF-2-28 DMS WAY FEEDER CONV
34 MGG-2-28 DMS WAY FEEDER CONV
35 MGH-2-28 DMS WAY FEEDER CONV
36 MGX-02-18 DMS TAILINGS CONV MGX-02-18-DC
37 MGX-03-18 DMS RECRUSH CONV MGX-03-18-DC
38 MGX-04-18 TRANSFER CONV MGX-04-18-DC
39 MJX-01-18 RECRUSH FEED CONV MJX-01-18-DC
40 MJX-02-18 RECRUSH FEED CONV MJX-02-18-DC
41 RCZ-01-18 RECRUSH EMGCY CONV RCZ-01-18-DC
42 RCZ-02-18 DECOMISSIONED RCZ-02-18
43 MKX-01-73 TRANSFER CONV MKX-01-73-DC
44 MKX-01-18 DEGRIT CONV MKX-01-18-DC
45 MKX-02-18 TAILINGS CONV MKX-02-18-DC
46 MKX-03-18 TAILINGS CONV MKX-03-18-DC
47 MKZ-01-18 EMERGENCY OFF LOAD CONV MKZ-01-18-DC
48 MGX-01-18 PINK AREA CONV MGX-01-18-DC
RECRUSH PLANT RECRUSH PLANT
49 RKX-01-18 TAILINGS CONV RKX-01-18-DC
50 RKX-01A-18 TAILINGS CONV RKX-01A-18-DC
51 RKX-02-18 TAILINGS CONV RKX-02-18-DC
52 RCX-01-18 RECRUSH FEED CONV RCX-01-18-DC
53 RCX-01A-18 RECRUSH FEED CONV RCX-01A-18-DC
54 RCX-02-18 RECRUSH FEED CONV RCX-02-18-DC
55 RCX-03-18 RECRUSH SILO FEED CONV RCX-03-18-DC
56 RCA-01-28 SILO CONV FEEDER RCA-01-28-DC
57 RCB-01-28 SILO CONV FEEDER RCB-01-28-DC
58 RCC-01-28 SILO CONV FEEDER RCC-01-28-DC
59 RCD-01-28 SILO CONV FEEDER RCD-01-28-DC
60 RCE-01-28 SILO CONV FEEDER RCE-01-28-DC
61 RCA-01-18 PLANT FEED CONV RCA-01-18-DC
62 RCB-01-18 PLANT FEED CONV RCB-01-18-DC
63 RCC-01-18 PLANT FEED CONV RCC-01-18-DC
64 RCD-01-18 PLANT FEED CONV RCD-01-18-DC
65 RCE-01-18 PLANT FEED CONV RCE-01-18-DC
66 RCA--02-18 MILL FEED CONV RCA--02-18-DC
67 RCB-02-18 MILL FEED CONV RCB-02-18-DC
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No. Conveyor No. Description Discharge chutes
68 RCC-02-18 MILL FEED CONV RCC-02-18-DC
69 RCD-02-18 MILL FEED CONV RCD-02-18-DC
70 RFX-01-18 460T BIN FEED CONV RFX-01-18-DC
71 RFX-01-28 460T BIN CONV FEEDER RFX-01-28-DC
72 RFX-02-18 TRANSFER CONV RFX-02-18-DC
73 RFX-03-18 CASCADE FEED CONV RFX-03-18-DC
74 RFX-04-18 CASCADE CONV RFX-04-18-DC
75 RFX-05-18 CASCADE CONV RFX-05-18-DC
76 RFX-06-18 CASCADE CONV RFX-06-18-DC
77 RFX-07-18 CASCADE CONV RFX-07-18-DC
78 RFX-08-18 CASCADE CONV RFX-08-18-DC
79 RGA-01-28 DMS FEEDER CONV RGA-01-28-DC
80 RGB-01-28 DMS FEEDER CONV RGB-01-28-DC
81 RGC-01-28 DMS FEEDER CONV RGC-01-28-DC
82 RGD-01-28 DMS FEEDER CONV RGD-01-28-DC
83 RGE-01-28 DMS FEEDER CONV RGE-01-28-DC
84 RJX-01-18 TAILINGS CONV RJX-01-18-DC
85 RJX-02-18 TAILINGS CONV RJX-02-18-DC
86 RGX-01-18 RC PINK AREA CONV RGX-01-18-DC
87 RJT-06-18 TAILINGS CONV RJT-06-18-DC
88 RJX-03-18 TAILINGS CONV RJX-03-18-DC
89 RJT-08-18 TAILINGS CONV RJT-08-18-DC
90 RJX-01-56 EXTENDABLE CONV RJX-01-56-DC
91 RJX-01A-56 EXTENDABLE LINK CONV RJX-01A-56-DC
92 RJX-01B-56 SPREADER CONV RJX-01B-56-DC
93 RJX-04-56 EXTENDABLE CONV RJX-04-56-DC
94 RJX-04A-56 EXTENDABLE LINK CONV RJX-04A-56-DC
95 RJX-04B-56 SPREADER CONV RJX-04B-56-DC
96 RHF-MC-1802 EXTENDABLE CONV RHF-MC-1802-DC
97 RHF-MC-7402A EXTENDABLE SPREADER RHF-MC-7402A-DC
98 RHF-HS-1801J SHIFTABLE FACE CONV RHF-HS-1801J-DC
99 RHF-HS-7401J-A FACE SPREADER RHF-HS-7401J-A-DC
RELOAD PLANT RELOAD PLANT
100 RCX-47-02 RELOAD CONV RCX-47-02
101 RCX-71-01 RELOAD FEEDER CONV RCX-71-01
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Scope of Services – Conveyor Systems Maintenance Page 28 of 37
Annexure 2: Responsibility Matrix
Category Description Contractor responsibility
Debswana responsibility
Influence on Contract availability?
A) Conveyor Belt System General Housekeeping in the allocated workshops, storage areas and working areas
X
Daily Inspection of conveyor belting, pulley lagging, rollers and associated equipment
X
All scheduled PM Services X
Jwaneng Mine Maintenance Plans X
All Breakdown Repairs X
All scheduled On Site installation and Maintenance X
All unscheduled or Opportunity installation and Maintenance X
Installation of conveyor belt X
Installation and replacement of conveyor rollers & associated components
X
Splicing of conveyor belts X
Minor Modifications X
Inspection of pulley lagging X
Application of pulley lagging X
Formulation of maintenance, replacement and disposal strategy for conveyor systems
X X
Conveyor Belt System Health and Diagnostic X
Scraper installation & maintenance X
All Electrical and Instrumentation X
Transfer Chutes X
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Scope of Services – Conveyor Systems Maintenance Page 29 of 37
Category Description Contractor responsibility
Debswana responsibility
Influence on Contract availability?
Transfer point where material is deposited onto a conveyor from a stockpile, bin, silo, screen, Crusher, scrubbers
X -
B) Technical Review meetings (Mine EXCO and Steercom) X
Structural Inspections X
Structural maintenance X
Condition Monitoring X
Alignment X
Technical Reports X
C) Systems Conveyor Belt System availability X
Work Order X
Purchase Orders X
Acceptable Quality Standard X
KPIs X X
Conveyor Belt System History Files for the past three years (once-off)
X
System interface (where applicable) X X
D) Optimization Continual System Optimization X
Research and Development X X
E) Parts Stock management and annual forecasting of conveyor rollers and associated equipment
X
Supply of conveyor systems, spares and consumables X
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Scope of Services – Conveyor Systems Maintenance Page 30 of 37
Category Description Contractor responsibility
Debswana responsibility
Influence on Contract availability?
Freight of Parts X
Storage space X
Duties & VAT X
Control Monitoring System X
F) Tooling Hand Tools X
Specialized Service Tooling X
Jacks X
Support Stands X
Lighting Tower / Plants X
Welding Equipment X
Mobile Compressor X
Generators X
Air Tools X
Power Tools X
Hoses (Air and Water) X
Vulcanizing Press X
Drill Press X
Battery Cart and Charger X
Torque Multiplier X
Benches and Vices X
Consumables Supply X
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Scope of Services – Conveyor Systems Maintenance Page 31 of 37
Category Description Contractor responsibility
Debswana responsibility
Influence on Contract availability?
G) Materials Handling 50 ton Mobile Crane X
Slings Lifting Chains etc. X -
Fork Lift X
Work Platform X
H) Site Vehicles Service Vehicles X
LDVs X
People carrier/bus service X
I) Fuel Fuel in the blue area X
Fuel in the green area X
J) Safety SHE Management X X
Protective Clothing & PPE X
Safety Equipment X
First Aid Kit / Medical Facilities X
On-Site Emergency Response X X
Mine Induction for Employees X
Accidents Report X X
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Scope of Services – Conveyor Systems Maintenance Page 32 of 37
Category Description Contractor responsibility
Debswana responsibility
Influence on Contract availability?
K) Environmental Waste Oil Handling & Disposal into Bins X
Provision of Bins for waste and off-site disposal X
Rolling up and disposal of conveyors to the mine scrap yard for used conveyors
X
Spillage cleaning caused by production related causes e.g belt overload
X
Management and disposal of General Waste X
Spillage cleaning caused by conveyor related causes e.g. belt overload.
X
L) Facilities: Supply and Maintain
Site Establishment X
Site Office X
Furniture
X
Toilets
X
Water
X
Kitchen- Tea & Coffee Making Facilities
X
Cleaning consumables X
Security
X
Adequate Lighting
X
Workshops
X
Office facility
X
Electricity and Power Points
X
Water Supply and Delivery System
X
Workshop Compressor and outlets X
Amenities: Lunch Room
X
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Scope of Services – Conveyor Systems Maintenance Page 33 of 37
Category Description Contractor responsibility
Debswana responsibility
Influence on Contract availability?
Personnel Washing Facility
X
Components and Parts Washing Facilities
X
Overhead Crane
X
Storage space
X
Racking
X
Bins X
M) Communications Phone Lines
X
Telephones
X
Fax
X
Mobile Telephones X
Two-way Radio - Office X
Two -way radios-for Site Vehicles X
Photocopier X
Computer/ PC / Hard- copy printing services X
Adherence to call-out procedure X
Provision of accurate call-out information X
M) Commercial Monthly invoicing X
Invoice sign-off/Approval X
Timely Payment Processing X
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Scope of Services – Conveyor Systems Maintenance Page 34 of 37
Annexure 3: Contractor’s Site Organogram
a. Contract Structure:
Contractor to Propose; below are indicative resources for the contract:
Supervisors
Fitters
Boilermakers
Assistants
General Maintenance Assistants
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Scope of Services – Conveyor Systems Maintenance Page 35 of 37
b. MTP Structure:
Contractor to Propose; below are indicative resources for the contract:
Supervisors
Fitters
Boilermakers
Assistants
General Maintenance Assistants
c. Recrush Plant Structure:
Contractor to Propose; below are indicative resources for the contract:
Supervisors
Fitters
Boilermakers
Assistants
General Maintenance Assistants
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Annexure 4: Key Performance Indicators
Definition of Key Performance Indicators (KPIs)
Introduction
For purposes of ensuring performance measurement and overall improvement in contractor management, the following
are indicative service levels which shall apply in this contract (subject to being reviewed and signed off by the parties). It
is noted that parties are at liberty to review the service levels or introduce new Key Performance Indicators (KPIs) within
this document as and when it is deemed necessary for meeting business objectives or for the efficacy of this contract
during the term of the contract.
These service levels shall form part of the monitoring framework to be administered through the Debswana Contractor
Management Office (CMO). Both parties acknowledge that other obligations contained in other parts of this Contract
Document are equally binding on them.
Downtime:
The downtime KPI is based on an improvement of the previous targets to an overall conveyor availability of at least 90%
target and 94% stretch. The original targets reasoning is that the plant needs to achieve 1450 t/hr when producing on
Head feed.
Where target = 88% therefore allowable downtime is 0.07 and stretch is 93% and allowable downtime is 0.05, 24
hours in a day and 32 hours of stoppages per month.
Downtime is measured daily and will be reported monthly in the KPI’s.
Proactive Ratio (please re-word)
A ratio of 60%:40% will initially be adopted with the ultimate goal of achieving the international benchmark of 80:20
where 80% of the maintenance activities should be scheduled and proactive in nature; and only 20% should be
unplanned as the contract matures.
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Scope of Services – Conveyor Systems Maintenance Page 37 of 37
Annexure 5: Battery Limits
Contractor boarder line responsibility
Transfer point where material is deposited onto a conveyor from a stockpile, bin, silo, screen, Crusher, scrubbers are the
responsibility of Debswana.