DRAFT

ESKOM HOLDINGS SOC LIMITED MANAGED MAINTANANCE FACILITY TECHNICAL REQUIREMENTS

FOR REPAIRS & MANAGED MAINTENANCE

Table of ContentsESKOM HOLDINGS SOC LIMITED MANAGED MAINTANANCE FACILITY TECHNICAL REQUIREMENTS1FOR1REPAIRS & MANAGED MAINTENANCE1Managed Maintenance Management System7Managed Maintenance Specification7Maintenance Authorisation8Billing and Payment Process9Solicit Repairs and Maintenance Discounts on Behalf of Eskom10Reporting10Annexure 115Annexure 2a32Annexure 2b33Eskom Rotek Industries Structure3334Annexure 335Annexure 460Annexure 562

DEFINITIONS AND TERMINOLOGY

Accessories

Additional equipment fitted to a vehicle that does not form part of the vehicles standard specification as released by the respective motor manufacturers. These items must not have any effect on the standard guarantees and warranties of the vehicles in question. It can include items such as radios, canopies, air conditioning, tow bars, and ladder racks.

Maintenance

It is all work undertaken in terms of a vehicle that is included in the normal service plan of the vehicle and as set out in the manufacturers manual/ owner manual or vehicle service handbook or any other repairs as required due to normal wear and tear.

Repairs

All additional work undertaken on a vehicle, excluding service, accident damage,

Merchant

Any legal entity which contracts with the service provider to provide a service

Service Provider

The successful bidder who is awarded the contract to maintain and administer the required and specified services to Eskom and subsidiaries.

Fleet Area

Eskom Regional office

Customer Network Center

The location whereby the public can access services directly

Technical Service Group

A group designed to exercise technical and operational control over the technical items being utilised in the business operations.

Power Station

Power plant where electricity is generated

Managed Vehicles

Eskom owned vehicles , which must be maintained

Allowance Vehicles

Vehicles owned by employees as a business tool which must be maintained

Ancillaries

Ancillary equipment: Any item purchased and fitted to an Eskom vehicle which must be maintained.

Managed CE

Eskom owned construction equipment , which must be maintained

Non-Managed

Eskom owned trailers , which must be maintained

ABBREVIATIONS AND DESCRIPTIONS

CE

Construction Equipment

CLN

Customer Load Network

CNC

Customer Network Center

DOA

Delegation of Authority

DoL

Department of Labour

EFT

Electronic File Transfer

KPI

Key Performance Indicator

LMI

Lifting Machine Inspector

MEWP

Mobile Elevating Work Platform (practitioner)

OEM

Original Equipment Manufacturer

PML

Pedestal Mounted Ladder

PPM

Power Plant Maintenance

RMI

Retail Motor Industries

SAMBRA

South African Motor Body Repair Association

TSG

Technical Service Group

1. INTRODUCTION

Eskom is South Africas Electricity supply company, generating and distributing electricity to larger organisations like mines to households throughout the country. Eskom and subsidiaries have approximately 20000 (twenty thousand) vehicles and 6 Jets operating across the country to ensure continuous supply of electricity to all Eskom customers. See annexure 1 for a vehicles breakdown per area.

Eskoms fleet is centrally managed by the Shared Services Fleet Management section. The Fleet management head office is based at Sunninghill, Johannesburg. There are 8 Fleet sites across the provinces servicing Eskom vehicle users. See annexure 2A for the Eskom Fleet structure.

Eskom Rotek Industries (Eskom subsidiary) is based at Rosherville, Johannesburg. The whole Fleet management function operates from Rosheville with vehicles operating across the country. See annexure 2b for the Eskom subsidiary structure.

All divisions and subsidiaries have various numbers of fleet stationed at Customer Network Centres (CNC), Power Plant Maintenance (PPM), Customer Load Network (CLN) and Power stations throughout the country. See annexure 3 for a list of all the current sites.

The services required by Eskom and subsidiaries are:

A facility for the payment of all maintenance transactions, services, and repair transactions at authorized merchants as and when needed on specific vehicles.

2. MANAGED MAINTENANCE

Both Eskom and its subsidiaries procure and manage their own vehicles. The composition of Eskom fleet ranges from Light Delivery Vehicles, Sedans, Heavy Commercial trucks, to Managed Equipment including Eskom executives vehicles.

Eskom and its subsidiaries require a maintenance administration function that includes the following:

The verification of the replacement of parts on a vehicle in order to ensure that it is done in accordance with the industry norms and standards. OEMs requirements and in such a manner as to ensure that all warrantees remain intact.

The ratification of invoice amounts to ensure that industry related prices are paid.

Vehicles and fleet equipment are repaired and maintained at various merchants as per the OEM specifications. The service provider shall be responsible for any damages due to poor workmanship.

Due to the scattered nature of the Eskom fleet across the country, Eskom vehicles are serviced and maintained at various approved merchants throughout the country. The service required is therefore countrywide for the maintenance of vehicles and fleet equipment.

Power stations could require maintenance outside business hours and/or on site due to the nature of the Power stations business. Eskom and subsidiaries have approximately 20 000 (twenty thousand) vehicles and fleet equipment.

3.1 Managed Maintenance Management System

The service provider must provide Eskom and its subsidiaries with a solution that will enable the authorisation of repairs and maintenance for all types of vehicles and fleet equipment. The service providers system must be able to load vehicles as per Eskom regions and functional locations. The service provider shall ensure that all information related to service and maintenance plans are captured on the system and that these maintenance and service plans are optimally utilized. All work undertaken under this maintenance or service plans needs to be reflected on the vehicle history.

The service provider telephone system should have the ability and capacity to handle an average of 9 000 (nine thousand) authorisation calls per month. The service provider should have the necessary human resources with the required knowledge and skills to manage call volumes as well as a disaster management plan to manage maintenance authorisation continuity.

A maintenance desk for Eskom and subsidiaries vehicle and fleet equipment is required. All calls between the service provider and merchants should be recorded for quality and training purposes and Eskom and its subsidiaries should have access to such recordings within 48hrs of an incident occurring. Maintenance desk operators must be conversant in English.

The service provider shall take adequate steps to minimise the risk of collusion among its staff, merchants, and Eskom and/or subsidiaries employees.

3.2 Managed Maintenance Specification

The specifications for managing the maintenance are as follows:

1. The service provider should ensure that the Maintenance desk is only operated by qualified and experienced Technicians, from Monday to Saturday during normal business hours. The service provider should have the ability at the maintenance desk to manage maintenance requests for different types of fleet equipment (e.g. hydraulic repairs; construction equipment etc.) in line with OEM requirements and Eskom specific technical requirements. The maintenance desk needs to be fully functional at the time of implementation of the contract.

2. Service provider to ensure that they have a national geographical foot print of merchants as per Eskom and subsidiary requirements.

3. The service provider to forward a list of their merchants per Region, location, address, contact details and BEE status

4. Services provider will ensure that the merchant is registered on its vendor database and all merchants are evaluated and re-certified annually or as statutory required.

5. The service Provider to ensure that 60 percent of their merchants which service and maintain Eskom vehicles fall into the categories off BWO, black owned , black youth owned and people with disability

6. Service provider to ensure that all vehicles and fleet equipment are serviced by an accredited supplier institutions not limited to:

a. Original Equipment Manufacturer (OEM)

b. Retail Motor Industries (RMI )Registered

c. South African Motor Body Repair association (SAMBRA)

d. Mobile Elevating Work Platform (practitioner) MEWP

e. Department of Labour (DoL)

f. LME Certification from DoL

g. Engineering Council of South Africa (LMI certification to conduct load test )

h. Or any other Affiliation, Registrar or council as per Drive Machinery Regulation 18(5) of the Occupational Health and safety act, 1993 Examining and testing of lifting machines and lifting tackles. See annexure 5 for a detailed list.

7. Service provider shall draw up a maintenance strategy to ensure compliance to compulsory inspection and