Generator Maintenance Services: Deadline: 24 September 2020

Generator Maintenance Services: Deadline: 24 September 2020

Qualifications and competences of the company

• Competent companies must have a working experience of  3 years in the repair and maintenance of generators;
• Companies must demonstrate the capacity to maintain all sites by submitting Team responsibility and work plan of the service and delivery process;
• Provide at least 3 references of similar accomplished works and one live or running similar contract with other local recognized organizations;
• Companies must have at least 3 permanent staff with Three Years of working experience with the company in each of the above-specialized fields.
• The companies shall provide all 3 staff’s CVs signed by holders and their notarized academic or professional certificates;
• Each staff should hold at least A₁ or equivalent professional certificate in (Electricity, Electronics, Electro-mechanics, Mechanical or any other related field) with a minimum of 3 years of experience.
• The qualified company should have at least a workshop with a number of spare parts needed for maintenance and supplies that will be visited before final notification of tender awards.

Recommended materials for maintenance and repair services

The following are recommended materials that should be used for the above services or equivalent materials can be used in order to provide the quality of work.

• Maintenance tools (Brooms, Brushes, dusters, Solvents, Sweepers, and scrubbers);
• ALUBRIGHT dusty cleaner and brighter chemical, and Vacuum Cleaner with Special attachment (aspirators).
• Diagnostic tools
• Repair tools
• Spare Parts

Expected services & deliverables

Maintenance and repair services

A qualified company will be expected to provide the following services:

• The company will be required to provide a maintenance service plan on demand every 4 months within a period of one year and submit a maintenance report at every completion of planned services.
• The qualified bidder is expected to do supply of consumable parts for generators, repair and replacement of faulty equipment as necessary;
• The successful bidder should be able to provide emergency response service within immediate effects whenever necessary;
• The qualified company will be required to fix an appointment with the ICT site’s managers for access to the server room or equipment and submit in advance the work schedule to KTRN’s Energy Unit Team Leader for prior site accessibility arrangement; for sites within Kigali, access should be arranged by KTRN engineers.
• The qualified company will be responsible for transportation of all related maintenance  and repair materials and staffs on sites;
• The qualified company will be responsible of any damage caused by equipment during the installation of new systems, maintenance and repair services;
• The qualified company may be required to diagnose, repair, or replace parts as necessary; the replaced spare parts should be paid at a competitive price with a warranty not less than six months, but the installation will not incur any additional fee since it is part of the maintenance services;
• Before proceeding with the replacement of any damaged spare part after diagnosis, the qualified company should inform the KTRN supervisor and submit its prices quotations, prices will be approved or rejected by KTRN aftermarket research;
• After replacement, the KTRN supervisor Engineer must certify the work done immediately and verify if the spare part functions properly and a reasonable warranty shall be provided.

Minimum required services for Generators maintenance contract:

• Cleaning the generator cases and inside the cage, air filters, and greasing mechanical parts;
• Recharging coolant distilled water in batteries and fixing oil/fuel leakages;
• Checking and refilling engine oil and replacement of maintenance consumables or parts;
• Any generator component repairs and replacement with related spare parts if necessary;
• Relocation and installation of new generator or component to another site;
• Other mechanical repairs as necessary;
• Other electrical/electronic faults repairs as necessary;
• Other repairs not specifically mentioned in order to keep the generator operational;
• The successful bidder must be able to source and supply spare parts of the various types of generators installed on KTRN sites (FG WILSON, Generator Logic, Pramac; SDMO and Perkins generators and/or small portable generators).
• Removal and replacement of the generator unit or component may also be considered when repairs are impossible or uneconomical.

Interventions and time responses

The diagnostics and the repair will be done on-demand and intervention should be in less than 2hrs in Kigali and on the same day in districts out of Kigali since the Company will be contacted on Telephone. The company should provide a 24h/7 telephone number which should be responded on 1^st attempt with 3 maximum call attempts. This is needed for emergency support and repairs.

Deliverables

• The qualified company should provide immediately after completing the assignment a completed work report of the work done on each site and should be verified and approved by the KTRN supervisor engineer.
• The report should be in the form of a job card or logbook, clearly indicating the site name, date, time in and out, the status of equipment and problem cause, work done for resolutions and other observation or comments, the company staff name, site’s ICT manager name, KTRN staff name supervising the activities, KTRN energy unit Team leader and their signatures.

FINANCIAL PROPOSALS

Bidders must quote for unit price and total price taxes inclusive based on the unit price as grouped in below service categories. Detailed Bill of Materials and price breakdown of components must be included, terms and Conditions must be clearly brought out in the Financial Proposal. Bidders shall quote itemized figures against each of the Items as per technical specifications.

Supply of Consumables parts, Repair and Maintenance Services of KTRN Generators

KTRN currently has 2 generators (150 -450 KVA), 26 generators (30 KVA), 24 generators (15 KVA), and 8 generators (22KVA) installed in different sites countrywide and the number may be increased

• The financial proposal should indicate the unit cost for Preventive Maintenance or repair Services of those Generators depending on the site location.

• The financial proposal should indicate separately the cost for supply and installation of the following spare parts compatible with Perkins / GL / SDMO (15KVA & 22KVA)

• The financial proposal should indicate separately the cost for the supply and installation of the following spare parts compatible with FG WILSON-P33-1 (30KVA).

• The financial proposal should indicate separately the cost for supply and installation of the following spare parts compatible with PRAMAC-GCW30P (30KVA)

• The financial proposal should indicate separately the cost for supply of the following spare parts compatible with GENERATOR LOGIC (30KVA)

• The financial proposal should indicate separately the cost for supply and installation of the following spare parts compatible with PERKINS GENERATORs (150 and 450 KVA)

CONTRACT ARRANGEMENTS

The service provider should perform the services as specified in the technical requirements in a period of one year, renewable upon satisfaction of the client.

Parameters for the selection of the Bidder

Bidders are required to provide a solution based on the Technical Requirements of KTRN Ltd as brought out in the technical documents. Bidders are encouraged to provide more than one solution where possible.

Selection qualified bidder will be based on the following:

• The soundness of the Proposed technical requirements & services
• Track Record for similar services executed and staff expertise on services required.
• Completeness of the Proposal
• Financial Status of the Bidder
• Price & Payment Terms
• Before signing the contract, the winner should present insurance cover as a performance guarantee of any risks or damages that could result in KTRN equipment or infrastructure during the contract execution period for the value of 10,000,000 RWF.

BIDS SUBMISSION:

Well prepared, Proposals are due no later than 11 AM, September 24, 2020, to be submitted to KTRN email procurement@ktrn.rw. Late offers will be rejected.

Financial Offers MUST be put in separate envelopes, they will remain unopened until after technical evaluation. Bidders who will not qualify for financial evaluation bids shall be returned to then unopened.

For any inquiry, you can write to Mike.Bwatete@ktrn.rw.  In at least 2 days before the bids submission deadline.

Done at Kigali, on 13^th September 2020.

KT Rwanda Networks Ltd.