tendering for civil engineering materials testing...

Tendering for Civil Engineering Materials Testing Laboratories for

The South African National Roads Agency SOC Ltd –

THE ONLY CONSTANT IS CHANGE

Sean Strydom

Pr. Tech. Eng.

Measurement and Testing Conference 2016

Civil Engineering Materials Testing Stream

OVERVIEW

• Procurement

• ISO 10845-3

• Tender Data

• Quality Threshold

• Laboratory Types and Classes

• What Next and Next Year’s Changes

PROCUREMENT

• As SANRAL is an State Owned Company (SOC) funding comes from Treasury

• All Treasury requirements for First Tier Procurement must be met

• All SOC and Government Departments must use ISO 10845-3 as Standard conditions of tender

PROCUREMENT

• Also advertisements placed on National Treasury eTender portal:• www.etenders.gov.za

• Tender documents availability

• Different tenders out at same time for “Fast Tracked” projects – make sure your courier know what you wanted

ISO 10845-3

• SANS 10845-3:2015

• ISO 10845-3:2011

• Very similar to SANRAL standard condition to tender

• However the Annexures which indicates “(informative)” is very informative

TENDER DATA

• Very very important 5 to 6 pages

• Information in addition to or amendments to Standard Conditions to Tender

• A couple I want to highlight:

TENDER DATA3.1 (Note to compiler: Insert the relevant Consulting firm

name)The Employer’s domicilium citandi et executandi(permanent physical business address) is:(Note to compiler: Insert the relevant Consulting firmaddress)The Employer’s address for communication relating to thisproject is:(Note to compiler: Insert the relevant Consulting firmaddress)

TENDER DATA4.1.1 Only those tenderers who satisfy the following criteria are

eligible to submit tenders:

(a) Registered as a SANAS accredited Civil Engineering Materials Testing Laboratory.(b) Meet the minimum requirements for the key persons as stated in the Scope of Works.(c) National Treasury Central Supplier Database(Continues…)

TENDER DATA4.1.1 (Continued) Tenderers who are not registered on the

National Treasury Central Supplier Database at close of tender, shall submit a copy of their application of registration, with their tender submission. Tenders received from such tenderers who have not submitted proof of their registration within 21 days after the closing date for tender submissions, will not be considered.

Failure to satisfy the eligibility criteria is a breach of the Conditions of Tender and as such, results in instant disqualification.

TENDER DATA4.6 Failure to apply instructions contained in addenda may

render a tenderer’s offer non-responsive in terms of Conditions of Tender 5.8.

TENDER DATA4.7 No Clarification meeting will be held for this tender (Note

to compiler: Should a clarification meeting be required, the arrangements below shall apply)

The arrangements for a compulsory clarification meeting is: (Note to compiler: insert relevant data and ensure that it is the same as it appears in the Tender Notice)Location:Date:Starting time:(Continues….)

TENDER DATA4.13.1 The returnable documents shall be manually completed in

their entirety in non-erasable black ink. Only neat bound documents shall be accepted

TENDER DATA4.13.5 A two envelope procedure will NOT apply

Quality Threshold

• Periodic Maintenance 60%

• Special Maintenance 65%

• Strengthening 65%

• Improvements 70%

• Rehabilitation 70%

• New Facility 70% (but should be variable)

Quality Threshold

• Form B1 - Technical & Managerial Aspects of Site Laboratory Manager

• Form B2 - Technical & Managerial Aspects of QA Manager

• Form C1 - QA Management’s System Coverage of Test Methods in the Main Laboratory

• Form C2 - QA Management’s System Coverage of Test Methods in the Main Laboratory (Project Specific)

Quality Threshold

• Technical & Managerial Aspects of Site Laboratory Manager 30%

• Technical & Managerial Aspects of QA Manager 20%

• QA Management’s System Coverage of Test Methods in the Main Laboratory 20%

• QA Management’s System Coverage of Test Methods in the Main Laboratory

(Project Specific) 30%

Quality Threshold - B1

• Technical / Managerial Experience 20 points

• Laboratory Systems Course on ISO 17025 presented by SANAS 5 points

• Technical Signatory recognised by SANAS 5 points

• In addition to the overall minimum threshold indicated above the experience portion for the site

laboratory manager shall not score below 10 points out of the available 20 points

Client & Project No(Note 1)

Project Type(Note 2)

Relevant Experience Started(Note 3)

Relevant Experience Ended(Note 4)

Position Held(Note 5)

Contact Person & Position

Contact Number

Technical/Managerial Experience(List 5 recent projects of at least 6 month duration that the tenderer considers relevant)







Contact Number


Note 1: The Client shall be the relevant authority for whish the works were completed and NOT the supervising consultant or contractor.







Contact Number


Note 2: Maintenance shall be projects with limited repairs to the pavement layers

and mostly relates to resurfacing projects. Development – strengthening includes some rehabilitation projects with reconstruction of pavement layers and the relevant surfacing must be selected. Development - Improvement projects will generally include realignment of the road, addition of lanes or carriage ways and is also be sub divided by the surfacing used. Development – new are limited to the projects where no road existed before construction started. Community development projects are labour based projects and generally limited to low volume roads







Contact Number


Note 3: Month and Year for the start of the relevant experience. This in relevant dates for the candidate and shall be limited to the direct involvement of the candidate.







Contact Number


Note 4: Month and Year for the end of the relevant experience. This in relevant dates for the candidate and shall be limited to the direct involvement of the candidate and shall not extend into the future. If the project claimed is ongoing; the date of this tender shall be supplied as the end of experience date.







Contact Number


Note 5: Refer to abbreviation in the list below for positions held.







Contact Number


Note 6: Provide contact persons that will be able to verify the candidate’s experiences and their role in the specific project. It should be noted that the personnel from the consulting engineer with whish the candidate had worked on site may be more relevant than the project manager for the project from the roads authority.







Contact Number


Scoring : Step 1Provide a score of 4 points to each relevant project listedIf only four projects listed, score accordingly







Contact Number


Scoring : Step 2Apply a factor to each line score for the ClientFactors range from 1,0 to 0,6







Contact Number


Scoring : Step 3Apply a factor to each line score for the Position HeldFactors range from 1,4 to 0,2







Contact Number


Scoring : Step 4Determine a continuity factor for the list of projects providedNo gaps would have a factor of 1,0, but the more and the larger the gaps the quicker this factor shrinks







Contact Number


Scoring : Step 5Tally up the factored line scores and apply the continuity factor to the totalThis score can not exceed 20 pointsTender is non-responsive if less than 10 points

Quality Threshold – B1

• Technical / Managerial Experience 20 points


• Technical Signatory recognised by SANAS 5 points

Quality Threshold – B2


• Internal Auditing Course on ISO 17025 presented by SANAS 5 points

• Technical Assessing Techniques Course on ISO 17025 presented by SANAS 5 points

• Technical Signatory or Nominated representative 5 points

Quality Threshold – C1

• The well known 50 Tests

• Till December 2017, TMH1 accreditation will be recognised

• Form January 2018, only SANS list of tests will be in the tender

• Only one schedule of accreditation is scored

•𝑛𝑢𝑚𝑏𝑒𝑟 𝑜𝑓 𝑡𝑒𝑠𝑡𝑠 𝑎𝑐𝑐𝑟𝑒𝑑𝑖𝑡𝑒𝑑

50∗ 20

Quality Threshold – C2

• The well known 50 Tests reduced for project requirements

• Till December 2017, TMH1 accreditation will be recognised

• Form January 2018, only SANS list of tests will be in the tender

• Only one schedule of accreditation is scored

•𝑛𝑢𝑚𝑏𝑒𝑟 𝑜𝑓 𝑡𝑒𝑠𝑡𝑠 𝑎𝑐𝑐𝑟𝑒𝑑𝑖𝑡𝑒𝑑

𝑛𝑢𝑚𝑏𝑒𝑟 𝑜𝑓 𝑡𝑒𝑠𝑡𝑠 𝑟𝑒𝑞𝑢𝑖𝑟𝑒𝑑∗ 30

LABORATORY TYPE AND CLASS

• Soils Laboratory:Class A or Class B or Class C or Not Required

• Concrete Laboratory:Class A or Class B or Class C or Not Required

• Asphalt Laboratory:Class A or Class B or Class C or Not Required

• Seals Laboratory:Class A or Class B or Class C or Not Required

•


• Each Class has three table in the specifications:

• conduct the test methods given in Table C3.1.1

• Table C3.1.2 indicate the anticipated number of each test that is envisaged to be required to be conducted simultaneously

• The Major and Specialised Equipment envisaged is listed in Table C3.1.3


• Form C2 should correlate with the test methods listed in the tables

• Number of tests envisaged is an estimate based on when the construction works are in full progress

• Major Equipment and Specialised Equipment


• The cost of provision of equipment (including major equipment) required to perform tests listed in Table C4.1.1 shall be priced as part of the provision of the specific laboratory type and class.

• Specialised equipment listed in Table C4.1.3 that is not required to execute test listed in Table C4.1.1 shall be provided for separately in the Schedule of Quantities under Specialised Equipment.

WHAT NEXT –NON-ACCREDITED LABS?• Community Development Project’s Laboratory for

small works NOT on SANRAL route

• Developmental in Nature

• Laboratory does not require to be accredited

• Mentoring from conventional project’s laboratory will be required

• Will be for side walks and access roads only

NEXT YEAR’S CHANGES

• Duties of Site Laboratory Manager

• Duties of Quality Assurance Manager

• Two Envelop System


• Duties of Site Laboratory Manager• Duty to manage the site lab facility (4) and

• Duty to manage personnel (3) and

• Duty to manage equipment (4) and

• Duty to manage testing (8) and

• Duty to Manage Data and Records (2) and

• Duty to issue test results within required time frames (3)

• (Number into which duty is subdivided)


• Duties of Quality Assurance Manager• Duty to implement the main laboratory’s QA system on

site (22) and

• Duty to conduct audits in the site laboratory (4) and

• Duty to raise and close out non-conformance in the site laboratory (4)

• (Number into which duty is subdivided)


• Two Envelop System consists of a Technical Proposal and a Financial Proposal

• When the tender closes, the outer envelope is opened and it is verified the it contains two sealed envelopes, marked Technical and Financial Proposals

• Technical Proposal is opened (Forms B1, B2 C1 and C2) and evaluated (Quality Threshold )


• If you don’t make the Technical Evaluation, your Financial Proposal is returned unopened

• If you do make the Technical evaluation, you will be invited to the opening of Financial Proposals at which time Price and B-BBEE will be read out.

• Then Financials are evaluated

BIG CATCH is if you don’t have your financial proposal seals separately, your tender is non-

responsive and you are out

Thank You

tendering for civil engineering materials testing...

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