Enquiry clarification meeting Technical Auditing (Physical Audits) services and confirmation of installed Compact Fluorescent Lamps (CFLs) PS(IDM)/2015/ZN/01 Enquiry clarification meeting 22 October 2015

2016/06/132 Session Objectives The session will focus on providing an overview and addressing questions on the tender such as: Providing clarity on the proposal submission process and the returnable documents required thereof Responding on an ad hoc basis to questions raised during the course of the session To provide an indication of key dates and the way forward The session will focus on providing an overview and addressing questions on the tender such as: Providing clarity on the proposal submission process and the returnable documents required thereof Responding on an ad hoc basis to questions raised during the course of the session To provide an indication of key dates and the way forward

2016/06/133 Agenda NOAGENDA ITEMRESPONSIBLE PERSONTIME 1 WELCOME, INTRODUCTION AND EVACUATION PROCEDUREZekhaya Nzima10:00 – 10:10 2COMMERCIAL PRESENTATIONZekhaya Nzima10: :25 3SD&L PRESENTATIONPhinda Ndabula 10:25 – 10:40 4TEA/COFFEE BREAKALL10:40 – 11:10 5 TECHNICAL REQUIREMENTS PRESENTATION Sylvia Madzivhandila11:15 – 11:30 6QUALITY PRESENTATIONSipho Sambo 11:30 – 11:45 7SHE PRESENTATIONPilasande Qika11:45 – 12:00 8Q & A SESSIONALL12:00

2016/06/134 Background Provide a brief background on the project

2016/06/135 Commercial Process 15 July RFP on TENDER BULLETIN NEGOTIATIONS CLARIFICATION MEETING TENDER CLOSING EVALUATION PROCESS POST TENDER CLARIFICATIO NS Cross Functional Team – Checks the Documents RECOMMENDATION TO ADJUDICATING AUTHORITY CONTRACT AWARD EXECUTION

2016/06/136 Compliance  The RFP is available on Eskom’s tender bulletin (  Tenderers are advised to visit Eskom website frequently for updated information  Last date to submit clarifications: XXX October 2015 Ensure clarification requests are clear and concise to enable Eskom to provide a comprehensive response; Address: Please indicate if the question posed is unique to your proposal (confidential)  The deadline for tender submission is 10:00 hours on 29 October 2015 No late submissions will be accepted Tenders submitted to the address or fax line will not be accepted; and  The place for delivery of the tender is the Eskom Tender Box located at: The Tender Office, Megawatt Park - Main Reception, Megawatt Park, Maxwell Drive, Sunninghill

2016/06/137 Compliance cont… 7 Files are to be submitted as follows: Original hard copy of the tender Files to be marked “ORIGINAL” & “COPY”, divided into folders as per:  T2.1a Commercial Returnable Documents  T2.1b Financial Returnable Documents  T2.1c Functional Returnable Documents Files to be marked “ORIGINAL” & “COPY”, divided into folders as per:  T2.1a Commercial Returnable Documents  T2.1b Financial Returnable Documents  T2.1c Functional Returnable Documents Commercial & Financial copies Files to be marked “COMMERCIAL & FINANCIAL”, divided into folders as per:  T2.1a Commercial Returnable Documents  T2.1b Financial Returnable Documents Files to be marked “COMMERCIAL & FINANCIAL”, divided into folders as per:  T2.1a Commercial Returnable Documents  T2.1b Financial Returnable Documents Functionality (Technical, SHE & Quality) copies Functionality (Technical, SHE & Quality) copies Files to be marked “FUNCTIONALITY”, divided into folders as per:  T2.1c Functionality Returnable Documents Technical SHE Quality Files to be marked “FUNCTIONALITY”, divided into folders as per:  T2.1c Functionality Returnable Documents Technical SHE Quality 15 July 2013

2016/06/138 Compliance cont… Basic Compliance:  Tender reviewed for compliance to all submission requirements  Tender reviewed for compliance to technical mandatory requirements  Only black owned entities that are local to site are eligible to tender  Tenders which do not meet Eskom’s mandatory requirements will not be evaluated further 8 Evaluation Method:  Step 1: Functionality  Step 2: Financial Analysis An analysis of the tenderers financial statements will be conducted  Step 3: Price & Preference Analysis (90/10) Price Evaluation (90 points) B-BBEE Evaluation (10 points) Evaluation Method:  Step 1: Functionality  Step 2: Financial Analysis An analysis of the tenderers financial statements will be conducted  Step 3: Price & Preference Analysis (90/10) Price Evaluation (90 points) B-BBEE Evaluation (10 points) Functionality Criteria Maximum number of points percentage Tenderers will be expected to score at least the minimum threshold per functional Engineering 100%60% 15 July 2013

2016/06/139 Price & Preference Analysis (90/10) 15 July B-BBEE QualificationNumber of Points (90/10 system) 1 ≥ 100 points10 2 ≥ 85 points < 100 points9 3 ≥ 75 points < 85 points8 4 ≥ 65 points < 75 points5 5 ≥ 55 points < 65 points4 6 ≥ 45 points < 55 points3 7 ≥ 40 points < 45 points2 8 ≥ 30 points < 40 points1 Non-compliant contributor< 30 points 0 Points awarded to a tenderer for attaining B-BBEE Status Level of contribution in accordance with the table below: The points scored for price will be added to the points scored for B-BBEE status level of contribution to obtain the tenderers total points scored out of a 100

2016/06/1310 Supplier Development & Localisation Special condition In order to impact economic activity in marginalized communities that are outside major economic centers the following special condition shall apply:  Only black owned suppliers that are local to site shall tender. Site shall be defined as the province where the project is taking place.  The proof of address will be taken from the B-BBEE certificate which is mandatory for proof of ownership. Skills Development & Job Creation  The successful service provider will be required to develop / train at least minimum of ten (10) field workers and targets will form part of the contract obligations.  The composition of the candidates shall be representative of the population demographics of South Africa.  Tenderers are also required to reflect the number of jobs that will be created as a result of this project.

2016/06/1311 Sub - Contracting  A Tenderer must not be awarded the points claimed for B-BBEE status level of contribution if it is indicated in the tender that such a Tenderer intends sub – contracting more than 25% to any other enterprise that does not qualify for at least the same number of points that the tenderer qualifies for, unless the intended sub – contractor is an EME that has the capability and ability to execute the sub – contract.  A contractor is not allowed to sub – contract more than 25% of the contract value to another enterprise that does not have equal or higher B-BBEE status level, unless the intended sub – contractor is an EME.

2016/06/1312 Tea/Coffee Break 10:40 – 11:10

2016/06/1313 Ma Technical Presentation nage Technical Auditing

2016/06/1314 Mandatory Requirements Microsoft Office Certification Excel or Access certificate which validates database management skills Submit CV and Proof of Qualification and 2 years’ minimum experience of database management. Premises Status Supply proof of address for your business premises of the province that you are tendering for. Any document that is used to validate the business physical address and must reflect the name of the business (the trading name) in line with laws under FICA (the Financial Intelligence Centre Act, 38 of 2001).Validity period should not be more than three months. FinancialLetter from Bank required as proof, 6 month statement OR letter of intent/ evidence from funder that funding will be available Contractors must have minimum R ,00 available to cover monthly expenses.

2016/06/1315 Technical Evaluation 15 Technical 1.Rollout Strategy Framework 1.1 Implementation Strategy proposed & Project Methodology [Formulate a project execution strategy for the implementation of the CFL Audit programme] 1.2 Provide a detailed Data Audit Framework (High level auditing steps/ process) of Compact Fluorescent Lamps. 2.Database and Inspection and Verification Tools 2.1 Database Administration experience on Microsoft package; submit a source (example database of a previous/current project indicating the fields). 2.2 Identification of tools utilized by the company to increase the efficiency and effectiveness of the physical Audit and data audit function. 3.Resource Plan3 Submit a resource plan (organogram) The Companies physical audit resources or people who will be assigned and dedicated to CFL physical auditing. The resources should be broken down in terms of number and type of resources who will be responsible for execution of the audits. Short Curriculum Vitae describing qualifications and experience of the core team assigned to CFL should be included. 4.Training of Auditors 4Submit the training plan indicating the following [the type of training, material used and duration.

2016/06/1316 Areas of Installation - Municipalities Kwazulu Natal Eastern CapeNorthern Cape Western Cape Free state Uthukela Inxuba Yethemba Local Municipality Prince Albert Municipality Cape Winelands Mangaung Metropolitan Municipality Umkhanyakude Nelson Mandela Bay Municipality Beaufort west Municipality West Coast Maluti a phufong Uthungulu Buffalo City Metropolitan Municipality Outshoorn Municipality Klein Karoo Sisonke Kannaland Municipality Overberg Amajuba Zululand ILembe 16

Quality Requirements Presenter: Sipho Sambo

Health & Safety Requirements Presenter: Pilasande Qika

2016/06/1319 REQUIREMENTS INCLUDED IN TENDER DOCUMENTS AS PART OF TENDER RETURNABLES 1.Baseline risk assessment 2.Valid letter of good standing 3.SHE policy 4.Acknowledgement of Eskom’s rules and requirements 5.Health and safety plan

2016/06/1320 REQUIREMENTS INCLUDED IN TENDER DOCUMENTS AS PART OF TENDER RETURNABLES 1.Baseline Risk Assessment Identify hazards that the employees will be exposed to during the project with control measures to mitigate against those hazards. 20

2016/06/1321 REQUIREMENTS INCLUDED IN TENDER DOCUMENTS AS PART OF TENDER RETURNABLES 2. Valid Letter of Good Standing Registration with the Compensation Commissioner (COID) or a licenced mutual company or an equivalent of it (for international bidders). 3. SHE policy Signed and authorized by the Chief Executive Officer or Managing Director of the company. 4. Acknowledgement of Eskom’s rules and requirements To be signed and submitted by the tenderer. 5. Health and safety plan Documented plan that addresses hazards identified and includes safe work procedures to mitigate, reduce, or control the hazards identified.

2016/06/1322 Questions