Download to read offline
Generators final tender
- 1. Sigma Company Limitedinvites you to: TENDER FOR PREVENTATIVE MAINTENANCE OF DIESEL GENERATORS (Commercial-in-Confidence) This is not an open tender. Prequalified/invited—only those directly invited to tender.
- 2. Invitation to tenderfor preventative maintenance of diesel generators 2 Contents Terms and conditions........................................................................................................................................................................................3 Invitation to tender......................................................................................................................................................................................3 Contract period............................................................................................................................................................................................3 Company profile ..........................................................................................................................................................................................3 Tender manager...........................................................................................................................................................................................3 Tender timetable .........................................................................................................................................................................................4 Examples of preventative maintenance.......................................................................................................................................................4 How will we evaluate your tender? .............................................................................................................................................................5 Financials .....................................................................................................................................................................................................5 Site locations................................................................................................................................................................................................6 Service response times ................................................................................................................................................................................7 Maintenance logbook..................................................................................................................................................................................7 Laws.............................................................................................................................................................................................................8 Licensing ......................................................................................................................................................................................................8 Tender details ..............................................................................................................................................................................................8 Staff security/police checks .........................................................................................................................................................................8 Contract performance .................................................................................................................................................................................8 Acceptance of tender...................................................................................................................................................................................9 Lodgement of tender...................................................................................................................................................................................9 More information ........................................................................................................................................................................................9 Tender questions.............................................................................................................................................................................................10 1 Your must haves ............................................................................................................................................................................10 2 Lump sum tender price..................................................................................................................................................................10 3 Call-out service rates .....................................................................................................................................................................12 4 Transition plan...............................................................................................................................................................................12 5 Emergency management and contingency plan............................................................................................................................12 6 Customer service...........................................................................................................................................................................12 7 Resources ......................................................................................................................................................................................13 8 Innovation .....................................................................................................................................................................................13 9 Industry experience and company stability ...................................................................................................................................13 10 Referees.........................................................................................................................................................................................13 11 Why should we choose you to maintain our generators? .............................................................................................................14
- 3. Invitation to tenderfor preventative maintenance of diesel generators 3 Terms and conditionsTerms and conditionsTerms and conditionsTerms and conditions Invitation to tender Sigma Company Limited invites you to tender for on-site preventative maintenance of its diesel generators including: • Three month/six month/annual inspections • A full service (change filters and lubricating oil) every 12 months • Guaranteed service response 24 hours a day, 365 days a year. Contract period Three years followed by another three years at Sigma’s discretion. Company profile Sigma distributes a wide range of pharmacy products to chemist shops around Australia. It also owns the Amcal, Amcal Max and Guardian retail brands. We have sites in Victoria, New South Wales, Queensland, South Australia, West Australia, Tasmania and the Northern Territory (see ‘Site locations’ on page 6). Our sites store high-value pharmaceuticals. We need our generators to start and run when needed. For instance, we need our generators to provide sites with non-stop AC mains power during blackouts. Tender manager Tender manager Name and title John Telios, National Facilities and Security Manager Address for correspondence by post Sigma Company Limited 3 Myer Place, Rowville Victoria 3178, Australia Email Address john.telios@signet.com.au
- 4. Invitation to tenderfor preventative maintenance of diesel generators 4 Tender timetable Activity Date (2012) Invitation to tender issued 17 July End of period for questions or requests for information 27 July Close of tenders 3 August Close of tender evaluation 10 August Negotiations with tenderer(s) (if applicable) 24 August Tender result notifications 31 August Contract finalised 7 September Anticipated start date Mid-September Examples of preventative maintenance Looking at our generators will help you tailor a maintenance schedule for each site. The table below lists the sort of maintenance we’d expect to see. Visual inspection Make sure parts are clean and working. If needed, dust and clean the generator. Product updates Check firmware upgrades (products replaced with a newer version of the same product) and update as required. Lubrication Check engine oil level and filter. Ensure use of recommended lubricants. Cooling system Check the coolant level and use of recommended coolant/antifreeze. Inspect the radiator and clean. Check coolant heater. Air intake system Check air filter, inlet manifold and gaskets. Fuel system Check fuel integrity, fuel filters and tank. Check air filter. Inspect piping and hoses for leaks, holes, cracks or loose connections. Exhaust system Tighten manifold nut and cap screws. Check for leaks. Drain moisture in exhaust pipe. Electricals/control panel and instruments Service and test starting batteries under load. Clean connections. Check warning lights, switches, gauges and instruments Load test Exercise the generator set for a minimum of 30 minutes loaded to no less than one-third of the nameplate rating. Maintenance logbook Record gauge readings, faults, repairs and maintenance.
- 5. Invitation to tenderfor preventative maintenance of diesel generators 5 How will we evaluate your tender? We will take into account your: Customer service Proven high level of customer service Staff trained in customer service Develop an asset register Resources On-site parts inventory or local field engineers with van- stocked required parts Licensed field engineers 24-hour help desk specialists and local engineers Your company profile including any extra resources Innovation Demonstrated ability to use new ideas (innovation) to improve your preventative maintenance services Demonstrated performance measurement Price Competiveness of price tendered Scheduled rates for business-hours service calls Scheduled rates for after-hours service calls Quality assurance Demonstrated quality assurance Proven ability to meet timelines Maintenance service logbook Experience and stability Experience maintaining diesel generators similar in size to Sigma’s Experience providing Australia-wide preventative maintenance for diesel generators Generator maintenance service record Affiliation with industry associations Occupational health and safety Policies and procedures Financials If you win the tender we’ll ask you for: • A copy of the contracting entity’s most recent financial statements • Consent to conduct company director searches • Consent to conduct Australian Securities and Investments Commission (ASIC) company searches • Your latest ASIC annual company statement.
- 6. Invitation to tenderfor preventative maintenance of diesel generators 6 Site locations Sigma sites vary in size from 1,000 square metres to 23,000 square metres. As a result, our generators vary in capacity. Sites are in regional and remote areas. We strongly advise you to visit our sites. Visiting our sites will help you better grasp the generator maintenance needs of each site. You can then use this knowledge to give us your best tender price. 3 Myer Place Rowville, VIC Yasine Akkari 03 9542 9901 0438 088 869 24-26 Watson Street Shepparton VIC Joanne Thomson 03 5821 4255 0412 217 353 46 Dividend Street Mansfield QLD Nathan Roylance 07 3212 1695 0438 045 283 1 Distribution Place Seven Hills NSW Robert Crompton 02 9837 9005 0401 002 878 31 Glenwood Drive Thornton NSW Danny Rusev 02 4966 5444 0419 303 254 271 Bolsover Street Rockhampton QLD Kay Wincen 07 4922 1374 0413 120 146 26 Wheeler Street Belmont WA Shane Van Dyk 08 9478 9700 0419 100 373 227 South Road Ridleyton SA Greg Madden 08 8424 3422 0418 801 047 31 Vanity Street Towoomba QLD Mick Hill 07 4634 5155 0418 728 894 17–19 Windsor Street Invermay TAS John Brophy 03 6331 2011 0417 516 551 3/2205 Coonawarra Road Winnellie NT Paul Mitchell 08 8947 2264 0434 656 781 16–20 Bell Street Townsville QLD David Vidler 07 4771 2023 0418 778 034 McKay Avenue Grove Estate Glenorchy TAS Chris Donnelly 03 6272 3598 0419 565 246
- 7. Invitation to tenderfor preventative maintenance of diesel generators 7 Service response times Your system may alert you to a fault with our generators. Or you may get a phone call from one of our sites about a fault. When you get such an alert, you will follow the service priority response times listed below. Service priority Response time to fix faults Impact on our business Critical Within 2 hours Complete loss of power (all site machinery stops) Severe property damage—explosion Severe environmental damage Death or permanent illness/ injury likely Huge financial loss (›$1m) High Within 4 hours Site machinery stops for more than four hours Major property or environmental damage Long-term injury/illness likely Major financial or incurred loss ($500k - $1m) Medium Within 24 hours Property damage resulting in some loss of business capability Medical treatment or several days off work High financial loss ($200k-$500k) Low Within 3 days Minor property damage First aid treatment Low financial loss ($100k - $200k) Routine scheduled Within 5 days No injuries Small financial loss (‹$100k) No property or environmental damage Maintenance logbook At the minimum, your logbook must specify the following items for each site: • Inspection or service dates • Plain language description of the service • Frequency of inspections and services • Duration of work (hours/days) • Subcontractors’ contact details. Your service must comply with Australian Standards, building codes and manufacturer’s recommendations.
- 8. Invitation to tenderfor preventative maintenance of diesel generators 8 Laws Your maintenance engineers must comply with occupational health and safety acts, regulations, local laws, codes of practice and Australian Standards. Licensing You must use engineers licensed to maintain diesel generators. Tender details You must obtain for yourself, at your own expense, any details you need to prepare and lodge your tender. Staff security/police checks If you win the contract you will provide Sigma with security registration and police/security checks for: • Staff employed by you at the start of the contract • New staff you employ during the life of the contract. Contract performance Contract performance measurement will include: Contract – Your use of subcontractors – Occupational health and safety – Regulatory and standards compliance – Contract management/supervision – Contract compliance – Performance management and reporting Service – Standard and quality of service provided—for example, 24 hour help desk – Staff qualifications/licenses – Ability to meed scheduled service dates – Guaranteed response times to callouts and emergencies – Completion of maintenance services within nominated frequency
- 9. Invitation to tenderfor preventative maintenance of diesel generators 9 Acceptance of tender We will notify you in writing of either your success or failure to win the tender. Lodgement of tender Address Sigma Company Limited 3 Myer Place, Rowville Victoria 3178, Australia Information on tender package Tender for national security guards Attn: John Telios National Facilities and Security Manager Other requirements Four hard copies and a CD. Please provide your documents in Microsoft Office 2000 No internet or email lodgement Please note: if you do not meet the close of tender date of 3 August 2012, we will disqualify your bid. More information Please email your tender questions to John Telios at john.telios@signet.com.au no later than 27 July 2012. Go to tender questions on the next page.
- 10. Invitation to tenderfor preventative maintenance of diesel generators 10 Tender questionsTender questionsTender questionsTender questions 1 Your must haves You must fulfil the criteria listed below. If you do not meet the criteria we will not evaluate your tender. Yes No Licensed diesel generator maintenance engineers (please provide documentary proof). Dedicated help desk hotline phone number available 24 hours a day, 365 days a year. Ability to monitor and respond to generator-fault calls across all Sigma sites. Proven financial viability. Public liability insurance cover of $20m (minimum). Professional indemnity insurance of $5m (minimum). Ability to perform diesel generator repair and maintenance 24 hours a day, 365 days a year. 2 Lump sum tender price For each site below please list your annual maintenance price. Your price will be all-inclusive of travel, labour and spare parts. In the last row of this schedule please insert your lump sum price (including GST) for preventative maintenance for the next three years. Sigma site Generator make/model kVA Maintenance intervals Annual maintenance price 3 Myer Place, Rowville VIC (start October) Cummins/KTTA 19G4 563 Quarterly x 3 Annual x 1 24 – 26 Watson Street Shepparton VIC Kohler/KD250U/KD300 300 Six monthly x 1 Annual x 1 1 Distribution Place Seven Hills NSW M-C450 MH 200709095 450 Quarterly x 3 Annual x 1 31 Glenwood Drive Powerlite HIW 150 120 Six monthly x 1 Annual x 1
- 11. Invitation to tenderfor preventative maintenance of diesel generators 11 Thornton NSW 46 Dividend Street Mansfield QLD 1 Markon (Hino)/8514G 1 Taiyo (Mack)/A1T7- 6032-4 Markon 175 Taiyo 208 Quarterly x 3 Annual x 1 271 Bolsover Street Rockhampton QLD Genelite 400D series 22 Six monthly x 1 Annual x 1 31 Vanity Street Toowoomba QLD Cummins C22 d5 20 Six monthly x 1 Annual x 1 16 – 20 Bell Street Townsville QLD Powerlite/HIW150 120 Six monthly x 1 Annual x 1 227 South Road Ridleyton SA Cummins 6B 169 Six monthly x 1 Annual x 1 3/2205 Coonawarra Road Winnellie NT FG Wilson /p88e1 88 Six monthly x 1 Annual x 1 26 Wheeler Street Belmont WA Modra/Hino 240 Quarterly x 3 Annual x 1 McKay Avenue Grove Estate Glenorchy TAS Olympian GEP110 110 Six monthly x 1 Annual x 1 17–19 Invermay Street Invermay TAS Dunlite/DGUY5S-2 5.7 Six monthly x 1 Annual x 1 Lump sum totals (including GST) for the above sites 1st Year 2nd Year 3rd Year $_______ $_______ $_______
- 12. Invitation to tenderfor preventative maintenance of diesel generators 12 3 Call-out service rates Please provide your hourly service rates (including GST) for: (a) Business hours (b) After hours (c) Weekends (d) Public holidays. 4 Transition plan Please explain: (a) How you will manage the transition (changeover) of maintenance service to the new contract (b) Which sites you will use subcontractors for. 5 Emergency management and contingency plan Please tell us briefly (one page only) how your maintenance services will continue for our sites during industrial action or other major service failures. 6 Customer service Please provide proof of your: (a) High level of customer service—for example, how you train and test your maintenance engineers (b) Staff trained in customer service.
- 13. Invitation to tenderfor preventative maintenance of diesel generators 13 7 Resources Please tell us your: (a) Management expertise, experience and qualifications (b) Company profile including any extra resources (such as spare parts availability across Australia) (c) Ability to provide maintenance any time—for example, fully trained staff in case of annual or sick leave (d) Ability to supervise staff 24/7. 8 Innovation Please give us examples on one page only of your innovation (new ideas) in preventative maintenance for diesel generators. 9 Industry experience and company stability Please detail your: (a) Experience maintaining diesel generators similar in size and location to Sigma’s (b) Preventative maintenance service record for diesel generators (c) Affiliation with diesel generator maintenance associations. 10 Referees Please list three present clients as referees for your company including: • Company name • Contact name and telephone number • Annual value of the contract. Please note. We will contact your referees to confirm your maintenance record.
- 14. Invitation to tenderfor preventative maintenance of diesel generators 14 11 Why should we choose you to maintain our generators? Please tell us briefly (one page only) why we should award you a three-year contract to maintain our generators. End of tender. Thank you.