1 | P a g e

Invitation to Bid – Roller Shutters 1. Background/Introduction

MauBank Ltd is hereby inviting bids from companies to carry out preventive maintenance services

and provide full time technical support on all its roller shutters.

2. Scope of Services

The selected Service Provider (“SP”) shall engage with MauBank Ltd (“Bank”) to carry out

preventive maintenance services and full time technical support on all its roller shutters as listed

below in Section 1.1, for a period of three years but reviewable every year. The requirements and

detailed scope of works are further elaborated in Section 2.1 and 2.3.

2.1 List of roller shutters and locations details:

No. Bank Premises Qty Category Location

1 Grand Bay 3 Manual Front façade - Including 1 for ATM (Ground floor)

2 Triolet 4 Manual 3 on front façade + 1 exit door (Ground floor)

3 Goodlands 19 Motorised 9 on Level 1 & 10 Level 2 (Ground floor)

9 Motorised 8 on Ground floor & 1 on Level 1

4 Place d'Armes 3 Motorised 1 for main entrance, 1 for ATM lobby & 1 for main entrance Private Banking (Ground floor)

5 Pope Hennessy Building 1 Motorised 1 for main entrance (Ground floor)

6 Lallmatie 1 Motorised Level 1

18 Manual Ground floor

16 Motorised (with override system)

14 on Level 1 & 2 on Ground floor (mess)

7 Flacq 6 Motorised All on front façade including 1 for ATM (Ground floor)

8 St-Pierre 2 Motorised For ATM lobby (Ground floor)

9 Ebene 2 Motorised In ATM room (Ground floor)

10 R-Hill 3 Motorised 1 for main entrance & 2 on corridor left hand side (Ground floor)

2 Manual 1 on Level 1 & 1 on ground floor

11 Q-Bornes 2 Motorised 1 on front façade + 1 for exit door (Ground floor)

12 Vacoas 5 Manual All on front façade including 1 for ATM (Ground floor)

13 Curepipe 1 Motorised Ground floor main door

1 Manual Ground floor exit door

14 Chemin Grenier 7 Manual Ground Floor

15 Rose Belle 11 Manual 6 on Ground floor & 5 Level 1

16 Mahebourg 9 Manual Ground Floor

17 Offsite ATM Petite Riviere 2 Motorised 1 at main entrance & 1 for ATM (Ground floor)

18 Offsite Argonaute 1 Manual Main lobby (Ground floor)

19 Rodrigues 5 Motorised 3 for front façade including 1 at ATM & 2 at back side (Ground floor)

Total 133

2 | P a g e

2.2 Scope Requirements

The detailed scope of works are described below, but is not however limited only to such duties;

o To carry out two preventive maintenance servicing on a six monthly basis, followed

by detailed technical reports.

o On an ad-hoc basis and during emergency call-outs, Service Provider should be able

to provide prompt maintenance/repairs/support with immediate on-site remedial

actions upon breakdown.

o Response time for ad-hoc call outs shall be maximum two (2) hours or less during

business hours, and three (3) hours during non-business hours.

o The Service Provider should be able to procure, supply and replace parts in a timely

manner or same day in order not to compromise security of the Bank. It is therefore,

expected that the Service Provider shall have in their stock a pool of parts readily

available for immediate replacement in case of breakdown. SP shall nevertheless

ensure replacement of parts, which are of origin quality and duly approved by

manufacturer.

o Only qualified and fully trained technicians should carry out Service maintenances.

o During the preventive maintenances, it is expected that the Service Provider shall

carry out a detailed audit to assess the health of each shutter to identify any potential

faults and to identify risk areas where future issues may occur.

2.3 Scope of Works

Category 1 – Manual Roller Shutters

o Check safety and operations of spring slide fitting or over lifting protector chain,

support bracket, guides, safety break device and all safety devices.

o Lubricating of all components and wipe any excess lubricant from the track.

o Remove dirt and old lubricants from the guides and apply fresh lubricant to the inside

surface, and wipe off any excess.

o Make necessary adjustment on slats guider on both sides, slats shaft tube, including

verification, levelling and ensure proper sliding of slats.

o Verify and make necessary adjustment on guide rails, bearing, axle, spring, driving

wheel and all related components of the mechanism.

o Check that the doorsteps at the top of the guides are not bent and are secure and that

the bottom rail is contacting them correctly on full opening height.

o Check if padlock supports are not broken or requires strengthening/welding, and that

the padlocks and any other locking system of the shutters are functioning properly.

o General cleaning of roller shutters.

o For each servicing at respective branches, intervention sheets should be provided.

o A report should be submitted one week after each servicing is completed.

3 | P a g e

Category 2 – Motorized (Electronic) Roller Shutters

In addition to the scope of works listed above for category 1, the Service Provider should additionally

carry out the following duties (as applicable);

o Checking the photocell or safety edge fitting.

o Verifying the good functionality of the control panel and ensuring the right

configuration of its setting.

o Check operation of the motor.

o Checking and lubricating the guide channels.

o Identify various parts for signs of wear and tear.

o Assessing the motor and its associated limits.

o Check receiver and remote control.

o Servicing the electronic system where applicable for removal of dust, rust on

electronic parts.

o For each servicing at respective branches, intervention sheets should be provided.

o A report should be submitted one week after each servicing is completed.

2.4 Assumptions

o Service Providers are encouraged to carry out their own survey at each location before

submitting their tender.

o The list of roller shutters may vary in quantity and hence the price quoted in tender

shall be pro-rated accordingly.

o Technical reports and fitness certificates should be submitted to the Facilities

Manager or to his assignee in his absence soon after the completion of each

preventive maintenance. Business Centre Manager of respective location should

immediately sign technical reports for ad-hoc interventions and call outs.

o All parts requiring replacement with cost implications, shall be subject prior to Bank’s

approval on the condition that SP submits a fair and reasonable quote. SP is therefore

required to submit a pricelist of all consumable and common parts upon signature of

this SLA and such pricelist shall standardise future repair processes throughout this

SLA. Moreover, SP should properly record all faulty components replaced, and should

be made easily retrievable upon request of Facilities Manager.

o It is expected from the SP that any technical deficiencies or systematic maintenance

required should be highlighted in a proactive manner to ensure that the roller shutters

are in good working conditions.

o SP should take all necessary and required precautions to protect Bank’s equipment

and assets during any interventions. All the technicians working on Bank’s site are

obliged to Safety Standards and SP must comply accordingly. Hence, proper risk

assessments need to be carried- out by each technician prior to start of a task in order

to ensure that potential hazards are identified and eliminated proactively.

o Appropriate tools and spares should be used during the preventive maintenance and

should be under correct supervision on site.

o Upon award of contract, the Service Provider shall be required to provide a tailor

design checklist and key controls of preventive maintenance services required on

each category of roller shutters.

4 | P a g e

o Similarly, an Insurance Cover for such economic activity should be submitted to the

Bank upon acceptance of tender.

3. Selection Criterions

Service Provider should submit their respective company profiles, also mentioning;

o Methodology of works.

o Safety/security aspects on site.

o List of clients and their contacts where such services have been carried out.

o Evidence of minimum Five (5) years proven work experience in this field and positive

customer feedback.

o Contingency planning or back-up plans on how you will assist the Bank to resume to

its normal business in the event of unforeseen circumstances, such as cyclones,

malicious damages on the roller shutters, amongst others.

o Show proof of qualified and fully trained technicians, having the necessary skills and

experience.

o Provide proof of insurance coverage for the Service Provider’s technicians on site,

MauBank’s assets and all clients present at material time of preventive maintenance

service.

o Package price proposals should take into consideration supply of scaffolding (as

applicable) and consumables.

o The tender should also comprise a pricelist of various components of both categories

of shutters and such pricelist shall be valid for a period of one year.

o The financial proposals should also determine cost for ad-hoc interventions.

o Similarly, list of consumable parts shall be inclusive in the package price and should

be detailed in your tender submission.

o Other documents need to be submitted upon submission of your tender are;

Business Registered Card – updated.

Trade License – updated.

VAT Registered Certificate, as applicable.

Certificate of Incorporation – updated.

Other permits from local regulatory bodies, such as CIDB certificates and

others.

Indemnity insurance cover

5 | P a g e

4. General Terms and Conditions

4.1 Response Time on Site

(a) For any ad-hoc interventions with low risk implications, SP shall arrange to provide service on

site within three (3) hours during normal office hours as from official request made.

(b) For any emergency call outs and at the request of Bank, SP should be able to attend site within

two (2) hours or less as from time of requests.

(c) For high-risk related issues, SP should deploy technical intervention team immediately with

prompt on-site remedial actions.

4.2 Call outs

a) SP shall undertake to provide service on a 24-hours and 7-days basis to Bank.

b) SP shall provide a list of main point of contacts of their personnel/site supervisors, account

managers, as well as emergency contact numbers/hotlines. The list shall be maintained and

updated regularly, and be communicated to Bank if any changes take place.

c) In case of any emergencies such as flooding, post-cyclonic situations, pandemic or any other

circumstances beyond control of the Bank, SP should be readily available to provide

exceptional services to assist the Bank to resume to normal conditions.

4.3 Site induction & in-house rules

a) SP shall be required to comply with safety rules and regulation as per the Occupational Safety

& Health Administration Act 2005 (“OSHA”).

b) Bank shall provide brief induction training or a general instruction on its internal practices and

culture to SP’s staff/technicians working on Bank’s premises. In turn, SP should ensure that all

the staff/technicians working on Bank’s premises abide to Bank’s practices. SP’s staffs who do

not abide to such in-house rules, shall not be allowed to work on Bank’s premises.

c) SP’s technicians on Bank’s site are required to behave in a professional manner at all times

within Bank’s premises and are required to maintain only professional relationship with Bank’s

staffs.

d) In the course of their activities, SP shall have the responsibility to make good of any damages

caused to Bank or third parties within a stipulated timeframe agreed by both parties.

e) In case of damages to Bank's system or equipment due to SP's fault, the latter should ensure

to restore the equipment to its initial condition within one month or as agreed between both

parties.

4.4 Training of Staff

a) SP is required to provide appropriate training to its personnel, so that all works undertaken in

the premises of Bank are completed with high level of workmanship, respecting all Health &

Safety requirements and meeting Bank’s requirements, without any compromise to continuity

of services and availability of critical equipment and installations.

b) SP shall ensure technicians have the relevant skills, aptitudes and training to ensure proficient

service.

6 | P a g e

c) SP shall submit to Bank all relevant training programs and proof of attendance for its staff

working in Bank’s premises as and when required by the Bank.

d) SP shall be at the disposal of Bank to offer on-site general guidelines to its technical team on

the correct usage of all the safety and security systems listed in this SLA, and when required

by Bank or as mutually agreed.

4.5 Dress code and requirements

(a) All technicians shall be well presented, groomed and project professionalism on Bank’s

premises.

(b) SP shall provide their staff with uniforms mentioning the SP’s logo/name.

(c) SP should cater to provide protective clothes, masks and gloves to all the technicians on Bank’s

premises during the intervention processes.

(d) All protective equipment should be in conformity with the actual legislations enforced by local

authorities.

4.6 Reporting

a) SP’s site supervisor shall reports to the Bank’s Facilities Manager or to his assignee in his absence, for all services being rendered under this present SLA.

b) Site/Area supervisors shall liaise with the Bank’s Facilities Manager or to his assignee in his

absence, for all planning & execution of tasks.

c) An intervention sheet, reporting all activities conducted and findings, shall systematically be

submitted to Bank at the end of every intervention, whereby both parties are required to sign-

off and take note of any technical remarks.

d) SP should immediately report in written for any mishaps, incident or damage to assets.

e) Schedules for planned preventive maintenance should be agreed with the Bank’s Facilities

Manager or his assignee at least one week beforehand.

f) SP will adopt processes to assure prompt notices of absenteeism and replacement plan or

deviations in work plans.

4.7 Maintenance Inspection Check List

(a) SP shall set a comprehensive checklist compiling all the requirements/scopes stated within

this SLA, perform the required on-site maintenance services in accordance with the latter’s

checklist, and submit to Bank for counter verification and acceptance of works conducted.

4.8 Health & Safety on-site

a) SP is obliged to comply with the Occupational Safety & Health Administration Act 2005 (“OSHA”).

b) On the premises of the Bank, SP shall at all times ensure that, as far as possible and as

reasonably as practicable, all health and safety precautions are taken to avoid any kind of

work accident for his/her staff, Bank’s staff and all other person in Bank’s premises & common

spaces.

c) SP shall provide appropriate precautionary equipment and safety signs to its workers

undertaking any work on the site, may it be during normal preventive visits or emergency call

outs.

7 | P a g e

d) No flammable and hazardous chemicals shall be allowed to be stored on Bank’s premises.

Shall these be required for any purposes, prior approval shall be sought from the Facilities

Manager or Bank’s representative as assigned.

e) SP are required to provide appropriate and adequate personal protective equipment (“PPE”)

to its personnel and shall ensure adequate use of the PPE is in force at all times during any

intervention.

f) Workers should not tamper with any other systems or installations, which can directly or

indirectly affect any business unit of Bank and shall seek approval from Facilities Manager or

Bank’s representative as assigned before deviating from any agreed work plans.

g) SP shall be requested to attend regular meetings as often required, with regards to safety

precautionary measures on site conducted by Bank’s Health & Safety officers.

4.9 Insurances

a) SP will have in place for the term during this SLA the following: o professional indemnity insurance;

o worker’s compensation insurance;

o public liability insurance;

o any other insurance duly required by the Governing Law. All shall be in forms acceptable

to Bank and covering SP’s obligations under this agreement.

b) All charges of such insurance should be catered by SP.

c) At the request of Bank, SP should be able to promptly provide these insurance evidences

(including valid certificates from relevant insurance companies, and show compliance to such

obligations.

d) No insurance policy excesses shall be deducted from any claim raised by Bank following

damages caused by SP.

4.10 Services Vehicles and transportation

(a) SP shall put at the disposal of the technical team attending Bank's site, reliable and safe means

of transportation, to ensure call outs are being attended according to the contractual

requirements. Those transportation means shall be able to safely carry tools/equipment and

staff in separate compartments, without infringement to local laws.

5. Other Terms and Conditions

a) SP will be called to submit the following upon allocation of SLA :

o Details on existing Health and Safety management put in place by SP.

o Planned methodologies of work and any updates whenever changes have been

implemented.

o Contingency planning stating what you propose in case of contingency mode; e.g. riots,

cyclone, any natural disaster or force majeure events, sickness or leave of employees.

b) SP will not be allowed to subcontract under this present contract unless prior written approval

has been obtained from the Bank.

8 | P a g e

c) All verbal communications in case of urgencies should be conveyed in written form by latest

next working day.

d) Bank shall not be liable for any damages or compensation payable at law in respect of or in

consequence of any accident or injury to any worker or any other person in the employment

of SP or any sub-contractor, except an accident or injury from any act or default of Bank, his

agents or employees.

e) Any loss sustained by Bank under contract awarded to the successful SP caused through poor

performance, professional negligence, dishonesty and any wrongly acts by its employees in

the course of their duties, including loss caused by accidents, fire, vandalism, robbery amongst

others, shall have to be made good by SP up to the amount of claim from Bank or any 3rd

party who has directly or indirectly suffered a loss.

f) Liquidated and ascertained damages will be at the rate of 10 % of the contract price payable

for non-respect of any clause of the contract.

g) SP shall observe all safety measures and compliance to Bank's rules. All security measures

should be taken by SP’s staffs posted at any of Bank’s premises to perform the assigned duties.

h) Since the services are being outsourced, in compliance with the Bank of Mauritius regulations,

the latter may at its discretion call for information and any document to ensure that SP has

taken all necessary steps for adequate risk management and confidentiality measures in the

provision of their services to Bank. Such documents should be made available to Bank within

the least possible delay and as demanded.

i) SP should possess relevant and valid trade certifications, or any other required Licenses from

Local Authorities, and should be submitted as and when requested by Bank.

6. Performance rating of SP

(a) Bank shall conduct regular appraisal with the responsible person of SP to discuss, analyse and

review existing set-up of operation, as well as the level of services provided, and to have

improvement plans if any anomalies pointed out.

(b) The performance appraisal shall contribute in the evaluation phase of the next tender

exercise, and may as well result to early termination of this SLA in case of continuous poor

quality of services provided to the Bank.

7. Payment & Penalty

(a) All payment shall be processed upon satisfactory completion of tasks. No additional payment

shall be made unless prior approval of Bank, and subject to submission of a fair and reasonable

quote.

(b) Original invoices with supporting documents should reach our office at latest two (2) weeks

after completion of a specific task in view to carry out timely payment.

(c) Bank reserve the rights to apply penalty fees of 3% on the premium in the event of persistent

non-adherence to the terms and conditions of this SLA and continuous poor level of services

or deliverables.

(d) Bank has the right to also apply penalties wherever there is serious breach of contract or

request Credit Note on particular claims in case of unaccomplished tasks.

9 | P a g e

8. Termination

(a) The Bank will terminate this agreement, if the services provided by SP are not delivered

diligently, but with irregularities, or in case of adverse reports from Bank’s representatives as

to poor, unsatisfactory performance or regular absence/late reporting of SP’s employees to

determined site. Additionally, either party shall have the right to terminate the SLA by

providing thirty (30) days written notices to the concerned party.

(b) Bank reserves the right to add/remove/modify the roller shutters before termination of the

SLA and the cost shall be pro-rated accordingly based on your tender.

INSTRUCTION TO BIDDERS

1. A prospective Bidder requiring any clarification of the scope of work should contact through an official e-mail on Facilities_Management@maubank.mu . Should the Bank deem it necessary to amend the invitation because of a clarification, it shall do so following internal procedure.

2. Service Providers are required to seek appointment through an official mail on Facilities_Management@maubank.mu prior making surveys in business centres. The mail should include:-

Date and Time of Survey

ID of person(s) conducting the survey

3. Bids shall remain valid for the period of 60 days after the bid submission deadline date as prescribe below. MauBank shall reject a bid valid for a shorter period as non- responsive.

4. Bids must be deposited in the tender box located at MauBank Ltd, 25, Bank Street, Cybercity, Ebene 72201, Republic of Mauritius by latest on Monday 15 February 2021 at noon.

5. The envelope (s) should be properly sealed and shall:

Bear name and address of Bidder; Be addressed to MauBank Ltd; Bear the name- ‘Invitation to Bid- Roller Shutters’

6. If envelope (s) are not sealed and marked as required, MauBank Ltd will assume no responsibility for the misplacement or premature opening of the bid.

7. MauBank Ltd shall not consider any bid that is received after the deadline and shall be declared late and rejected.

10 | P a g e

8. MauBank Ltd reserves the right to accept or reject any bid, and to annul the bidding

process and reject all bids at any time prior to contract award, without thereby incurring any liability to Bidders.

9. MauBank Ltd shall award the Contract to Bidder whose offer has been determined to be the best-evaluated bid and responsive to the Bidding Documents, and that the Bidder is determined to be best qualified to perform the Project satisfactorily.

10. MauBank Ltd will reject a proposal for award if it determines that the Bidder recommended for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive or obstructive practices in competing for the contract in question.

11. It is hereby agreed that all matters arising during the tendering exercise, shall be governed by the Laws of Mauritius, and it is agreed that both the parties shall submit to the jurisdiction of the Courts of Mauritius.

The End