Tendering By Civil Engineering Materials Testing Laboratories.pdf

Tendering By Civil Engineering Materials Testing Laboratories And The Pitfalls Associated With Tendering For Testing Work

S. Strydom Pr Tech Eng

Introduction 1. Tender vs. Quotation 2. Tender Documents 3. The New Gatekeeper in SANRAL Site Laboratory Tenders 4. Calculate your Quality Threshold Points Yourself – even before you submit your tender

Tender vs. Quotation • The Public Finance Management Act (PFMA), Act No 1 of 1999 – Value for money; – Open and Effective competition; – Ethics and Fair Dealing; – Accountability and Reporting and – Equity

Tender Documents • • • • • • •

Tendering Procedures; Returnable Schedules; Agreement and Contract Data; Pricing Data; Scope of Works; Site Information and Annexures

Tender Evaluation • Check for Responsiveness; • Check if the tenderer meets the minimum Quality criteria; • Check for arithmetical errors; • Evaluate the tender prices; • Evaluate the preference points and • Combine price and preference to determine the preferred bid

The New Gatekeeper in SANRAL Site Laboratory Tenders • Check for Responsiveness; • Check if the tenderer meets the minimum Quality criteria; • Check for arithmetical errors; • Evaluate the tender prices; • Evaluate the preference points and • Combine price and preference to determine the preferred bid

The New Gatekeeper in SANRAL Site Laboratory Tenders • • • •

Part 1: Site Laboratory Manager; Part 2: Quality Assurance Manager; Part 3: Accredited Tests and Part 4: Accredited Tests (project specific)

The New Gatekeeper in SANRAL Site Laboratory Tenders • Form B1: Site Laboratory Manager – 30 points

• Form B2: Quality Assurance Manager – 20 points

• Form A12: Accredited Tests – 20 points

• Form A13: Accredited Tests (project specific) – 30 points

Part 1: Site Laboratory Manager • Has the proposed Site Laboratory Manager completed a National Diploma in Civil Engineering? • Yes - 5 points • Proof: Attach copy of Diploma

Part 1: Site Laboratory Manager • Is the proposed Site Laboratory Manager registered with the Engineering Council of South Africa as at least a Professional Technician? • Yes - 5 points • Proof: Attach copy of Certificate and registration number

Part 1: Site Laboratory Manager • Has the proposed Site Laboratory Manager completed Laboratory Systems Course (Based on ISO/IEC 17025) by SANAS? • Yes - 5 points • Proof: Attach copy of Certificate

Part 1: Site Laboratory Manager • Is the proposed Site Laboratory Manager a Technical signatory for the Main Laboratory? • Yes - 5 points • Proof: Attach SANAS schedule of accreditation

Part 1: Site Laboratory Manager • Has the proposed Site Laboratory Manager in the last 5 years been the site laboratory manager for at least 30 months on a project of a similar nature for SANRAL or a Provincial Authority?

or

Part 1: Site Laboratory Manager • Has the proposed Site Laboratory Manager in the last 7 years been the trainee site laboratory manager for at least 50 months on a project for SANRAL? • Yes - 5 points • Proof: Provide project/s details

Part 1: Site Laboratory Manager • Has the proposed Site Laboratory Manager completed any relevant training courses, seminars or workshops in the last 2 years? • Yes - 5 points • Proof: Attach copy of certificate

Part 2: Quality Assurance Manager • Has the proposed QA Manager completed Laboratory Systems Course (Based on ISO/IEC 17025) by SANAS? • Yes - 5 points • Proof: Attach copy of Certificate

Part 2: Quality Assurance Manager • Has the proposed QA Manager completed Internal Auditing Course (Based on ISO/IEC 17025) by SANAS? • Yes - 5 points • Proof: Attach copy of Certificate

Part 2: Quality Assurance Manager • Has the proposed QA Manager completed Technical Assessing Techniques (Based on ISO/IEC 17025) by SANAS? • Yes - 5 points • Proof: Attach copy of Certificate

Part 2: Quality Assurance Manager • Is the proposed QA Manager a Technical signatory for the Main Laboratory OR the Nominated Representative with SANAS for the Main Laboratory? • Yes - 5 points • Proof: Attach SANAS schedule of accreditation

Part 3: Accredited Tests • Tests the MAIN Laboratory is Accredited for that also appear on the list summarised below • Each test score points based on the following formula:

Part 3: Accredited Tests

Number of Tests claimed x 20 = Points Scored 50

Part 3: Accredited Tests • Sampling & Sample Preparation – 14 selected methods from SANS 3001, TMH5 & TG1

• Soils and Gravels – 12 selected methods from SANS 3001 & TMH1

• Aggregate – 10 selected method from SANS 3001 & TMH1

Part 3: Accredited Tests • Bitumen – 6 selected methods from TMH1 & TG1

• Asphalt – 4 selected methods from SANS 3001 & TMH1

• Concrete – 2 selected methods from SANS and TMH1

• Field Tests – 1 selected method from SANS 3001 & TMH1

Part 4: Accredited Tests (project specific) • The list of 50 tests is reduced to be project specific • Tests the MAIN Laboratory is Accredited for that also appear on the reduced list as per following formula:

Part 4: Accredited Tests (project specific)

Number of Tests claimed x 30 = Points Scored Site Tests

The New Gatekeeper in SANRAL Site Laboratory Tenders • Thus there is 100 point available to the tenderer • The threshold is currently set at 50 points • The threshold WILL increase and that will probably be annually • The threshold is clearly indicated in the Tender Data

Example • Acme Laboratories submitted a tender with the following completed forms: – B1 – B2 – A12 – A13

Example Form B1 • 3 Yes answers (with supporting documents) give the laboratory manager 15 points

Example: Acme Laboratories Part 1

15

Points

Site Laboratory Manager

15

Threshold: 50 points

Part 2 Part 3 Part 4

Form B1

Example Form B2 • 2 Yes answers (with supporting documents) give the QA manager 10 points


15

Points


Form B1

Part 2

10

Points

QA Manager

Form B2

25


Part 3 Part 4

Example Form A12

24 50

x 20 = 9,6 Points


15

Points


Form B1

Part 2

10

Points

QA Manager

Form B2

Part 3

9.6

Points

Accredited Tests

Form A12

34.6


Part 4

Example Form A13

23 36

x 30 = 19,2 Points


15

Points


Form B1

Part 2

10

Points

QA Manager

Form B2

Part 3

9.6

Points

Accredited Tests

Form A12

Part 4

19.2

Points

Project Specific Accredited Form A13 Tests

53.8


Example: Acme Laboratories • The threshold will next year be moved up to 55 points • Acme Laboratories needs to look at their points and note that they will not make the threshold next year • They should now already start looking where they can improve

Change in Key Personnel • If, after award of the tender, the site laboratory manager or the QA manager become unavailable for the project – A new B1 or B2 form has to be submitted – The replacement personnel member does not have to match the original person with whish the tender was won

• However

Change in Key Personnel • The threshold must still be reached with the new personnel member • If the over all points was 65, of which the original site laboratory manager contributed 20 points • The replacement manager need to only score 5 points to reach a threshold of 50 points

QUESTIONS ?

THANK YOU