sita document r3.0f (feb 2001) - national web view7.1any word implying any gender shall be...

State Information Technology Agency (SOC) LTDRegistration number 1999/001899/07

Request for information

You are hereby invited to submit a proposal for the requirements of the State Information Technology Agency

RFI number: RFI 1553/2017

Closing date: 13 June 2017

Closing time: 11:00 am

Description: Request for information (RFI) on the specification and transacting model for the design, supply, installation and maintenance of LAN cabling infrastructure solution for SITA for a period of five (5) years.

Responses may be posted to: Or Deposited in the bid box situated at: Supply Chain ManagementSITA (SOC) Ltd SITA Head OfficeP O Box 26100 459 Tsitsa Street (Pongola in Apollo)Monument Park Erasmuskloof, Pretoria0105 0181

Respondents should ensure that responses are delivered in time to the correct address. If the response is late, it will not be accepted for consideration. The bid box is generally accessible 24 hours a day, 7 days a week.

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The following particulars must be furnished:

Service provider/supplier:

Contact person

Telephone number

Fax number

E-mail address:

Postal address

physical address

On behalf of the service provider/supplier:

____________________ ______________________________ Signature Date

Position Name of bidder

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CONTENTS

General terms and conditions.................................................................................................4

1. INTRODUCTION..............................................................................................................4

2. DEFINITIONS..................................................................................................................4

3. ACRONYMS, ABBREVIATIONS AND TECHNICAL DEFINITIONS.............................................5

4. CONFIDENTIALITY...........................................................................................................6

5. PRECEDENCE OF DOCUMENTS.........................................................................................7

6. LANGUAGE.....................................................................................................................7

7. GENDER.........................................................................................................................7

8. HEADINGS......................................................................................................................7

9. THE MANNER FOR SUBMISSION OF THE RFI.....................................................................8

10. INSTRUCTIONS FOR SUBMISSION OF THE RFI...................................................................8

11. ORAL PRESENTATIONS AND BRIEFING SESSIONS...........................................................10

12. BACKGROUND INFORMATION........................................................................................10

12.1 Introduction.............................................................................................................1012.2 Scope......................................................................................................................1012.3 Customer infrastructure and environment.................................................................1212.4 Technical requirement overview...............................................................................1212.5 Product Requirement...............................................................................................1212.6 Solution requirement...............................................................................................1312.7 Engagement model to be followed on this preferred list contract...............................1312.8 SITA SMME and Enterprise Development Strategy.....................................................1412.9 Special conditions of contract which will be applicable to the RFA.............................14


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General terms and conditions

1. INTRODUCTION1.1 “SITA” is a company with limited liability duly incorporated in accordance with the

Companies Act of the Republic of South Africa, company registration number 1999/001899/07, and in terms of the State Information Technology Agency Act No. 88 of 1998 [Hereinafter referred to as “SITA Act”] as amended by Act 38 of 2002.

1.2 SITA is mandated in accordance with section 7(g) of the Act to render ICT services to government departments, and to act as the procurement agency of the Government.

2. DEFINITIONS2.1 “Acceptable RFI” - any RFI, which, in all respects, complies with the specifications and

conditions of the RFI as set out in this document.

2.2 “Client” - Government departments, provincial and local administrations that participate in SITA procurement processes.

2.3 “Consortium” - several entities joining forces under an umbrella to gain a strategic collaborative advantage by combining their expertise, capital, efforts, skills and knowledge for the purpose of executing a tender.

2.4 “Goods” –any work, equipment, machinery, tools, materials or anything of whatever nature to be rendered to SITA or Government in terms of a bid.

2.5 “Hosting Partners” - companies who entered into an agreement with SITA in the areas of application management; application hosting, application service provision, and marketplace hosting are incorporated in this category.

2.6 “Internal Collaboration” - collaborative arrangements within a group of companies or within various strategic business units/subsidiaries/operating divisions in order to gain a strategic position whilst sharing resources, profits and losses as well as risks.

2.7 “Management” - in relation to an enterprise or business, means an activity inclusive of control, and performed on a daily basis, by any person who is a principal executive officer of the company, by whatever name that person may be designated, and whether or not that person is a director.

2.8 “Organ of State” - a constitutional institution defined in the Public Finance Management Act, Act 1 of 1999.

2.9 “Person (s)” - a natural and/or juristic person (s).


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2.10 “Respondent” – any person (natural or juristic) who forwards an acceptable RFI in response to this RFI with the intention of being the main contractor should the RFI be awarded to him.

2.11 “RFI” - a request for information, which is a written official enquiry document encompassing all the terms and conditions of the information in a prescribed or stipulated form.

2.12 “RFI response” - a written response in a prescribed form in response to an RFI.

2.13 “Vendors” - any enterprise, consortium or person, partnership, company, close corporation, firm or any other form of enterprise or person, legal or natural, which has been invited by SITA to submit a bid in response to this RFI.

3. ACRONYMS, ABBREVIATIONS AND TECHNICAL DEFINITIONS3.1 The following acronyms and abbreviations are used in this information and must be

similarly used in the information submitted in response and shall have the meaning ascribed thereto below.

Term Acronyms

GITOC Government IT Officers Council

ICT Information and Communication Technology

IMS Information Management System

IS Information Systems

ISO International Standards Organization

IT Information Technology

LAN Local Area Network

OEM Original Equipment Manufacturer (Brand owner, Legal entity)

PPPFA Preferential Procurement Policy Framework Act

RFI Request for Information

RFA Request for Accreditation

RSA Republic of South Africa

SITA State Information Technology Agency

4. CONFIDENTIALITY4.1. The information contained in this document is of a confidential nature, and must

only be used for purposes of responding to this RFI. This confidentiality clause extends to all respondent(s) or associates whom you may decide to involve in


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preparing a response to this RFI.

4.2. For purposes of this process, the term “confidential information” shall include all technical and business information, including, without limiting the generality of the foregoing, all secret knowledge and information (including any and all financial, commercial, market, technical, functional and scientific information, and information relating to a party’s strategic objectives and planning and its past, present and future research and development), technical, functional and scientific requirements and specifications, data concerning business relationships, demonstrations, processes, machinery, know-how, architectural information, information contained in a party’s software and associated material and documentation, plans, designs and drawings and all material of whatever description, whether subject to or protected by copyright, patent or trademark, registered or un-registered, or otherwise disclosed or communicated before or after the date of this process.

4.3. The receiving party shall not, during the period of validity of this process, or at any time thereafter, use or disclose, directly or indirectly, the confidential information of SITA (even if received before the date of this process) to any person whether in the employment of the receiving party or not, who does not take part in the performance of this process.

4.4. The receiving party shall take all such steps as may be reasonably necessary to prevent SITA’s confidential information coming into the possession of unauthorised third parties. In protecting the receiving party’s confidential information, SITA shall use the same degree of care, but no less than a reasonable degree of care, to prevent the unauthorised use or disclosure of the confidential information as the receiving party uses to protect its own confidential information.

4.5. Any documentation, software or records relating to confidential information of SITA, which comes into the possession of the receiving party during the period of validity of this process or at any time thereafter or which has so come into its possession before the period of validity of this process:

4.5.1 Shall be deemed to form part of the confidential information of SITA,4.5.2 Shall be deemed to be the property of SITA;4.5.3 Shall not be copied, reproduced, published or circulated by the receiving

party unless and to the extent that such copying is necessary for the performance of this process and all other processes as contemplated in; and

4.5.4 Shall be surrendered to SITA on demand, and in any event on the termination of the investigations and negotiations, and the receiving party shall not retain any extracts.


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5. PRECEDENCE OF DOCUMENTS5.1 This RFI may consist of a number of sections. Where there is a contradiction in terms

between the clauses, phrases, words, stipulations or terms and herein referred to generally as stipulations in this RFI and the stipulations in any other document attached hereto, or the RFI submitted hereto, the relevant stipulations in this RFI shall take precedence.

5.2 Where this RFI is silent on any matter, the relevant stipulations addressing such matter and which appears in the SITA Procurement Policy and Procedures shall take precedence. RFI shall refrain from incorporating any additional stipulations in its RFI submitted in terms hereof other than in the form of a clearly marked recommendation that SITA may in its sole discretion elect to import or to ignore. Any such inclusion shall not be used for any purpose of interpretation unless it has been so imported or acknowledged by SITA.

5.3 It is acknowledged that all stipulations in the SITA Procurement Policy and Procedures are not equally applicable to all matters addressed in this RFI. It however remains the exclusive domain and election of SITA as to which of these stipulations are applicable and to what extent. The vendors are hereby acknowledging that the decision of SITA in this regard is final and binding. The onus to enquire and obtain clarity in this regard rests with the vendors. The vendors shall take care to restrict its enquiries in this regard to the most reasonable interpretations required to ensure the necessary consensus.

6. LANGUAGE6.1 Responses shall be submitted in English.

7. GENDER7.1 Any word implying any gender shall be interpreted to imply all other genders.

8. HEADINGS8.1 Headings are incorporated into this RFI and submitted in response thereto, for ease of

reference only and shall not form part thereof for any purpose of interpretation or for any other purpose.

9. THE MANNER FOR SUBMISSION OF THE RFI9.1 Vendors shall submit RFI response in accordance with the prescribed manner of

submissions as specified below.

9.2 Vendors shall submit one (1) original copy, 1 (one) photo copy and 1 (one) electronic copy (on a single CD/DVD) in DOC or PDF format.


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9.3 The original copy must be signed IN BLACK INK by an authorised employee, agent or representative of the respondent and initialised on each and every page of the information.

9.4 The CD / DVD must be marked with the responding organisation’s name and RFI number. The CD / DVD must be enclosed in a cover that is also marked with the responding organisation’s name and RFI number.

9.5 All additions to the information documents i.e. appendices, supporting documentation, photographs, technical specifications and other support documentation covering suggested solutions etc. shall be neatly bound as part of the schedule concerned. No product information or company profiles will be considered.

10. INSTRUCTIONS FOR SUBMISSION OF THE RFI10.1 RFI responses must be submitted in a prescribed format herewith reflected as

Response Format, and be sealed in an envelope addressed as follows:

RFI number: RFI 1553/2017

RFI description: Request for information on the specification and transacting model for the design, supply, installation and maintenance of LAN cabling infrastructure solution for SITA for a period of five (5) years.

Addressed to: Supply Chain ManagementSITA Head Office459 Tsitsa StreetErasmuskloofPretoria0105

10.2 Vendors shall submit information responses in accordance with the prescribed manner of submissions as specified above.

10.3 RFI Responses must be deposited into SITA’s Tender box on or before 13 June 2017 not later than 11h00 South African Time. The Tender Box is situated at the Pongola

in Apollo of SITA Head Office in Erasmuskloof.

10.4 The physical size of the RFI Response must be limited to 750mm x 300mm x 90mm as the Tender Box aperture cannot accommodate larger sizes.

10.5 All responses in this regard shall only be accepted if they have been placed in the tender box before or on the closing date and stipulated time.


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10.6 RFI responses sent by post or courier must reach this office at least 36 hours before the closing date to be deposited into the information box. Failure to comply with this requirement will result in your information being treated as “late response” and will not be entertained. Such responses will be returned to the respective vendors.

10.7 No information shall be accepted by SITA if submitted in any manner other than as prescribed above.

10.8 SITA will not disqualify any vendor for purposes of this Request for Information.

10.9 There will be NO PUBLIC OPENING of the RFI responses received and; however, the list of bids received may be published on the SITA website.

10.10 Unless specifically provided for in the information document, responses submitted by means of telegram, telex, facsimile or similar means will not be considered.

10.11 No response from any vendor with offices within the RSA will be accepted if sent via the Internet or e-mail. However responses from international vendors with no office or representation in the RSA will be accepted if received via the Internet or E-mail before the closing date and time.

10.12 SITA will not be liable for any costs incurred by the respondents in the preparation of response to this RFI. The preparation of responses will be made without obligation to accept any of the suggestions included in any response, or to discuss the reasons why such suggestions were accepted or rejected.

10.13 Responses are non-binding on both SITA and the respondent.

10.14 Respondents may respond only to selected parts of the document, should they choose to do so.

10.15 All questions in respect of this RFI must be forwarded to [email protected]

11. ORAL PRESENTATIONS AND BRIEFING SESSIONS11.1 Vendors who respond to this RFI may be required to give an oral presentation.

11.2 No briefing session will be held for this RFI.

12. BACKGROUND INFORMATION12.1 Introduction

The purpose of this request for information (RFI) is to invite suppliers to collaborate with SITA in assessing the specification (see section 12.2 to 12.9 below) and the


mailto:[email protected]

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proposed procurement approach upon publishing a request for accreditation (RFA) tender.

Suppliers are encouraged to provide inputs and comments. SITA is moving from the traditional approach and has drastically changed its view of supplier relationship management and is implementing a dynamic vendor management system that will assist with supplier performance measurement. This is largely a result of the intensely competitive marketplace in which we are presently operating in and the need to include SMMEs with diversity programmes whose objectives are to ensure that suppliers receive a reasonable share government spending.

The traditional arm’s length relationship which is predominantly price based is changing and giving way to long-term relationships based on total cost, trust, flexibility, innovation and constant involvement of suppliers thought the gCommerce system. The gCommerce is top notch system that automates the procurement process and allows SITA to address its traditional problems related to ease of buying by Departments, ease of executing approaches to the market, ease of evaluating and adjudicating responses from the market, and managing the resulting contracts.

12.2 ScopeThe proposed scope of work on this RFI covers the following services associated with structured cabling and related Infrastructure goods and services:a) Advisory/professional services

Will be provided as part of the RFQ process (resulting from the RFA after the RFI) and may include, but not limited to Consulting service, Training services, Technical Architecture services, Engineering services, Project Management services, and Network Audit services.

b) Planning and Design;

Depending on RFQ requirements the supplier must attend a work session for the definition of site network cabling design and configurations with all relevant role players.If the design is done by the supplier, complete site and network cabling routes and site drawings of the implemented solution must be submitted at sign-off.Further requirements will be provided as part of the RFQ process and may include, but not limited to, Design, Planning, Network Integration Service, and Bill of Material compilations.


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c) Supply, Installation, Configuration and documentation services;

The supplier call centre must integrate into the SITA SMC system as well as the SITA Network Operations Centre. Integration costs will be for the account of the supplier.The installation and commissioning of the equipment must be completed as per SITA standards. The supplier must perform testing, asset auditing and sign-off of the solution documentation.Depending on requirements, all delivered equipment must be installed as specified in the RFQ resulting from the RFA after the RFI.Delivery of all network cabling infrastructure equipment and other solution components must be done at any location in South Africa at no additional cost.Any discrepancies found during the installation sign off process, payment won’t be made before the installation conforms to the quality and all documents received required by SITA.An OEM warranty must be supplied to an appointed SITA representative within fourteen (14) days after the completion of installation.

d) Project management; and

e) Support & maintenance.

The following solutions and services are excluded from the bid:a) Network Switching equipment;

b) Network Monitoring Software or related software;

c) Wireless solutions;

d) Voice solutions;

e) Video solutions;

f) Other solutions on existing transversal contracts;

g) Products and Services not included in this RFI scope of work.

12.3 Customer infrastructure and environmentThe contract resulting from the RFA after the RFI will provide services and solutions to all of SITA’s clients. Each client’s infrastructure and environment will be unique, and will only become relevant as part of the ad hoc RFQ phase published for specific client requirements. Every RFQ published as part of this process will detail current infrastructure and environment, as well as integration requirements for the proposed solution.


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12.4 Technical requirement overviewThe standard SITA procurement process (RFQ-based) will be followed to engage the panel of service providers on the new contract. Service providers will be required to supply full solutions based on client requirements as defined in the RFQ.

12.5 Product RequirementThe following structured cabling system products are required:a) Unshielded Twisted Pair (UTP) copper cabling;

b) Fibre Optic cabling;

c) Cabling trunking, ducting, trays and related fixtures;

d) Patch Panels and cabling consolidation units;

e) Brush Panels;

f) Patch cords;

g) Wall or Floor mount LAN sockets (telecommunication outlet);

h) Fly Leads;

i)Cable identification tags and tie-downs; and

j) Network equipment cabinets (floor standing and wall mount units) complete with electrical power supply.

The following related Infrastructure products are required, which will be limited to patch rooms and server rooms ± 8m width x6m length x 3m height = ± 144m³ and can be requested to be supplied as separate units or as combined self-contained units:a) Wall mounted and Free flow air conditioners;

b) Uninterruptable Power Supply (UPS) units;

c) Lighting protection;

d) Raised flooring;

e) Fire protection;

f) Physical Access control system; and

g) Environmental monitoring system (the supply and configuration of software and equipment).

12.6 Solution requirementSpecific solutions will form part of subsequent RFQ process.

12.7 Engagement model to be followed on this preferred list contractThe following diagram depicts the original proposed solution received from the service provider:


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• SMME’s are struggling to compete against large suppliers for business because different prices are offered by the OEM’s i.e. (platinum, gold and silver partners).

• Negotiate with OEM’s to create a differentiated pricing model for products with regards to SMME’s and large suppliers. These prices need to be entered into the gCommerce portal and should be split between SME’s and large suppliers, enabling fair competition and growth as depicted.

• Some products being set aside SMME participation only on the gCommerce portal.• Thresholds participation on the gCommerce portal for large supplier and SMMEs

Process of Engagement

a. Request for Quotation (RFQ) will be processed on the gCommerce portal to accredited preferred list to provide the most cost effective solution for the service required. Typical information in the RFQ can include projected time scales, minimum performance standards, specification of the required service/good and Statement of Work or SLA where applicable. The RFQ’s will be published on a gCommerce portal with pre-negotiated pricing.

b. Depending on the complexity of the requirement, SITA may set a limit on the time within which suppliers have to respond to an electronic RFQ


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c. For the specific RFQ, a supplier who obtains the highest overall PPPFA score will be selected.

d. The supplier will enter into a formal contract to supply goods or services at the time when the supplier is awarded business through the electronic RFQ process.

12.8 SITA SMME and Enterprise Development StrategyThe design, supply, installation and maintenance of LAN cabling infrastructure solutions of the above scope of work shall be for the exclusive participation of EMEs and QSEs (SMEs) that are meets at least the B-BBEE Status level of one (1) and/or two (2) Contributor.

SITA will however reserves the right to appoint a company classified as “Large” for execution of project that are R30 million and above. However, it will be expected of this Supplier to empower Black SMEs in particular EMEs and Black Women owned companies. The Supplier must subcontract 30% of the value of the contract to Black SMMEs and shall further provide a plan on how they are going to involve them in the contract. The Plan shall further include the following amongst other things:

i. Plans on Skills Developmentii. Plans on Job Creation especially for Youth and Women

The bidder must at the time of contracting have established partnerships, joint ventures or teaming agreements with the targeted SMMEs. A Socio-Economic Commitment Plan shall be signed by the bidder at the time of contracting.

12.9 Special conditions of contract which will be applicable to the RFA

(1) Services And Performance Metrics To Be Applied:

(a) SLA delivery zones: Geographical areas within South Africa where product and service delivery are required. These areas are designated as Zone A, B or C, depending on proximity to large centres. The zones are defined as follows, along with the required business-hours SLA:

i. Zone A – 8 office hours repair: The entire Gauteng Province, as well as in or within 50km from major cities or Provincial capitals, i.e. Cape Town, Port Elizabeth, East London, Bisho, Bloemfontein, Durban, Mmabatho, Polokwane, Kimberley, Pietermaritzburg, Ulundi, Witbank and Nelspruit.

ii. Zone B – 16 office hours repair: In or within 50km from major towns, i.e. Welkom, Umtata, George, Grahamstown, Thohoyandou, Rustenburg, Klerksdorp, Ermelo, Standerton, Ladysmith, Oudtshoorn, Richards Bay, Saldanha, Upington, Worcester, Potchefstroom and Beaufort West.


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iii. Zone C – 24 office hours repair: All towns and rural areas not included in Zone A and Zone B where services may be required. Zone C includes the entire country not covered by Zone A or B.

(b) Response times are defined as a minimum of 4 hours for any SLA, or half the SLA repair time, whichever is the lowest.

(c) Response times are defined as a maximum of 4 hours for any SLA or zone, or half the SLA repair time, whichever is the lowest.

(c) All repairs must be completed in the time required by the defined SLA; i.e. an 8-hour SLA requires a maximum time to repair or resolve of 8 hours.

(d) The supplier must provide an OEM warranty when specified on the RFQ on all the equipment covering both hardware and software. This warranty must also include the software upgrades without any additional costs to SITA or the client. (Will be specified in the RFQ resulting from the RFA after the RFI)

(e) When requested, the supplier must provide a one-, three- or five-year on-site maintenance and support SLA as defined above including all labour, travel and accommodation. (Will be specified in the RFQ resulting from the RFA after the RFI)

(f) The above maintenance and support SLA may be upgraded based on ad hoc client requirements as defined in the RFQ resulting from the RFA after the RFI. For example mission-critical equipment may require SLAs of 4- or 2-hour repair time, and/or SLAs may be required on a 24x7 basis.

(2) Certification, Expertise and Qualification

The supplier commits to refrain from quoting or proposing solutions during the RFQ process which resulted from the RFA after the RFI process unless:

a) it has the necessary expertise, skill, qualifications and ability to undertake the work required in terms of the Statement of Work or Service Definition as per the RFQ;

b) it is committed to provide the required Products or Services;

c) it is able to perform all obligations detailed herein without any interruption to the Customer;

d) it has been certified by the relevant OEM for the Products and Services required; and

e) it has a physical presence in the province(s) where the Products and Services are required.

The Supplier must provide the necessary documentation to substantiate the requirements in Paragraph (a) above when requested during the RFQ process.

The Supplier agrees that the RFQ submission will be invalid without the provision of the necessary documentation.


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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 proposed solution; and in accordance with the OEM prescribed standards and procedures.

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.

(3) Regulatory, Quality and Environmental Standards

OEM products must comply with all relevant regulatory, environmental and quality standards, which are specified in the product certification process (www.sita.co.za/prodcert.htm). Products will only be certified for supply to Government if they comply with all mandatory standards.

All solutions must be based on open standards and best practices for all the services required and stipulated under the Scope of work.

(a) Structure Cabling.

• The structured cabling system for Customer Premises must conform to TIA/EIA 568-C or SANS 11801 2012 Edition 2.2: Generic cabling for customers’ premises suitable for data communication.

• Structured cabling system for Data Centres must conform to ISO/IEC 24764 or EIA/TIA 964-A suitable for Data Centres.

(b) Local Content: The supplier must comply with the LOCAL CONTENT obligations as prescribed by Preferential Procurement Regulations 2011 (Regulation 9(1)) of which the local content target for "Electrical and telecom cables" sector/industry is at least 90%, whereas the local content target is applicable to the installation or replacement of electrical or telecom cables (including Local Area Network cables). To qualify, the supplier will be required to submit documentation regarding the compliance with LOCAL CONTENT obligation by submitting National Treasury Standard Bidding Document (SBD) 6.2.

(c) Electrical Work. Where applicable, 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,

• The Supplier is registered at the Department of Labour as an Electrical Contractor;

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

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


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(d) Heating, Ventilation and Air Conditioning (HVAC) work. Where applicable, The Supplier must ensure the HVAC work is performed as prescribed by the Occupation Health and Safety Act (Act 85 of 1993 as amended), Pressure Equipment Regulations, including,

• The Bidder is registered at the South African Qualification and Certification Committee (SAQCC) as a Refrigerant Gas Practitioner; and

• The installation, repair, maintenance or modification to HVAC equipment is performed by a Refrigerant Gas Practitioner in accordance with Pressure Equipment Regulation.


sita document r3.0f (feb 2001) - national web view7.1any word implying any gender shall be...

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