EXPRESSION OF INTEREST (EOI) TENDER NO.

36 OF 2020/2021
FOR
ESWATINI ELECTRICITY COMPANY

EOI NO:

EOI TITLE: EXPRESSION OF INTEREST FOR THE PROVISION OF

CONSULTANCY SERVICES FOR CERTIFICATION AND
SURVEILLANCE AUDITS OF AN INTEGRATED MANAGEMENT
(ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018).

EOI CLOSING DATE: 30th September 2020

CONFINDENTIALITY
No part of this document may be disclosed verbally or in writing, including by reproduction, to
any third party without the prior written consent of the Eswatini Electricity Company. This
document, its associated appendices and any attachments remain the property of Eswatini
Electricity

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Table of Contents

1. PREAMBLE……………………………………………………………………………3
2. GENERAL CONDITIONS…………………………………………………………….3
3. SPECIAL INSTRUCTIONS TO TENDERERS……………………………………….4
4. SCOPE OF SERVICES………………………………………………………………...5
5. ELEGIBILITY CRITERIA……………………………………………………………..5
6. SELECTION OF SUPPLIERS………………………………………………………….6
7. PROCUREMENT PROCESS…………………………………………………………..6
8. ANNEXURE ……………………………………………………………………………7

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1. PREAMBLE

The Eswatini Electricity Company (EEC) is a power utility, which was formed in 1963 to provide
Electricity to the Eswatini nation by sourcing or generating power using the least cost sources of
energy. The company currently operates in a liberalized market through the Electricity Act of 2007
and the Energy Regulatory Act of 2007. EEC imports 80% of the electricity demand from the
Southern African countries through bilateral agreements from the Day Ahead Market (DAM) in
SAPP. Locally, the company buys 5% from the local Independent Power Producer and generates
15% from the internal power stations.

The Eswatini Electricity Company has maintained a certified ISO 9001, ISO 14001 and OHSAS
18001 management systems for the past six (6) years. To continually improve its services and
maintain its Integrated Management System (IMS) in accordance with international standards,
EEC is seeking submissions from a reputable, reliable, financially stable and suitably qualified
certifying body to provide certification and surveillance audits of the EEC’s IMS in accordance
with ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018 requirements. EEC intends to procure
and engage such services on or before t h e 3 1 s t March 2021 and periodic surveillance audits
extending to March 2023.

2. GENERAL CONDITIONS

Tenderers attention is drawn to the following general conditions:

a) This invitation does not constitute a contract of engagement.

b) The EEC is seeking a reliable and financially stable supplier, who will meet its unique quality
and service demands.
c) The EOI as well as all other correspondence and documents relating to the EOI exchanged by
the interested suppliers and EEC, shall be written in English language.
d) EOI submissions will not be opened to the public after the closing period. In the presence of;
EEC Tender Committee Members, all submissions will be stamped received after the closing date
and time at the Eswatini Electricity Company Head Office, Mbabane Swaziland.
e) Late, telegraphic or electronic submissions will not be accepted.
f) All successful submissions will be notified in writing by EEC for invitation to tender. Tenderers
are required to provide contact email addresses to EEC.
g) EEC reserves the right to modify or change the specifications or even cancel the EOI before the
EOI opening and such modifications or changes will be communicated to the tenderers in advance
as and when decided.

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h) Signed EOI documents must be submitted by placing them in a large envelope which must be
sealed so as to ensure the contents cannot fall out or be viewed without opening the envelope and
it must be marked;
EXPRESSION OF INTEREST FOR THE PROVISION OF CONSULTANCY SERVICES FOR
CERTIFICATION AND SURVEILLANCE AUDITS OF AN INTEGRATED MANAGEMENT
(ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018).
i) The closing date for the EOI is 30th September 2020, at 10 00hrs at the Eswatini Electricity
Company Head Office, Eluvatsini Building reception area, Mhlambanyatsi Road, Mbabane,
Swaziland

Requests for Clarity on Document should be forward to the Commercial Services Manager email
address [email protected] not later than 18 th September 2020.

j) All enquiries relating to this EOI must be addressed to the Commercial Services Manager
Mrs. Busisiwe Masangane Tel: (+268) 2409 4000/4200, 1, email [email protected].

Cost of EOI document

The EOI document shall be downloaded free of charge from the ESPPRA website
(www.sppra.co.sz). For Consultancy who wish to continue with the application, a non-refundable
fee of E500.00 must be paid to the Eswatini Electricity Company . Payments for the EOI fee should
be made to any of the EEC BANK ACCOUNTS listed in the table below or any of the EEC
REVENUE OFFICES. A proof of payment shall be on the first page of the application during
submission. The REFERENCE to be used when making payment is the EOI number, EOI/36 of
2020/21 Consultancy Services

Name Bank Account Number Branch Branch

Code

Swaziland Electricity Company Standard bank 9110003236261 663164 Swazi

Plaza

Swaziland Electricity Company Nedbank 020000286843 360164 Mbabane

Swaziland Electricity Company First National Bank 62154679735 280164 Mbabane

NB: All banks are in Swaziland

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3. SPECIAL INSTRUCTIONS TO TENDERERS

The certification body must include a company profile indicating:

a. The Certifying Body must be duly accredited.

b. The Certifying Body must have at least five (5) years ISO 9001, ISO 14001, ISO
45001/OHSAS 18001 auditing experience;
c. Its certification and surveillance audit teams must satisfy the following:

i. Consist of at least two (2) auditors with actual hands-on experience on IMS who are qualified
to conduct audits in the name of the Certifying Body;
ii. No member of the audit team should have provided consultancy services for EEC within
two (2) years prior to the audit;
iii. At least one (1) auditor of the initial team shall participate in all audits of the three-year
audit cycle;
iv. The two (2) members shall have a minimum of three (3) years ISO 9001, ISO 14001, and
OHSAS 18001/ISO 45001 auditing experience;
v. Replacement of any team shall require prior written approval from EEC.
vi. Related projects, scope of work and implementation methodology. Curriculum vitae of the
proposed certification team shall also be submitted.
vii. Abide with the auditing principles, terminologies and guidelines as specified in the
ISO 19011:2018 – Guidelines for Quality Management Systems Auditing.
viii. Include in the proposal, the audit activities and a procedure for client appeals. Any
dispute which may arise between EEC and the Certifying Body shall be resolved
amicably in good faith. However, EEC shall be afforded the right to lodge appeals
about the decisions of the audit team through the accreditation body. Further, the
parties are not precluded from resorting to any legal remedy that may be available to
them.
ix. Adhere to the agreed scope of work/deliverables which were approved by EEC.
d. All information reviewed and recorded by the Certifying Body audit team would be treated
in the strictest confidence at all times.

4. SCOPE OF SERVICES

a). The scope of services for the engagement shall include the following:

Scope of Services Audit Areas Expected Output Due Date

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a. Prepare and submit Covering all sites Prepare and submit April 2021
Audit Plan certification audit plan

b. Conduct Covering sampled sites Conduct July 2021

b.
certification Audit certification audit;
c. and
Issuance of
Surveillance AuditISO
Plan Covering all sites September 2021
Prepare and submit
9001:2015 Certificate
audit report detailing
valid for three (3)
observations,
Years (CYs 2021-
opportunities for
2023)
c. Conduct Covering sampled sites July 2022
improvement and
Surveillance Audit for
any non-conformity
the 2nd year (2022)
to ISO 9001:2015
standards or on
d. Conduct Covering all sites documented July 2023
Surveillance Audit for procedures and
the 3rd year (2020) suggestions on how
to address them
5. ELIGIBILITY CRITERIA within five (5)
working days after
EEC will require the interested service providers to submit
the the following
conduct of documents:
the
on-site audit
a) A certified copy of an official statement of the Directors, alternative directors, managers and
auditors of the company (for Eswatini firms: Form ‘J’)
b) A certified copy of an official statement of the annual summary of shares capital and shares (for
Eswatini firms: Form ‘C’)
c) Current Labor Compliance Certificate
d) A certified copy of the current trading license
e) A Valid Tax Compliance of Certificate (Original)
f) Current Eswatini National Provident Fund Compliance Certificate
g) Police clearance certificates for ALL Directors
h) Curriculum Vitaes of key Management & Directors
i) A company profile with traceable references

6. SELECTION CRITERIA

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Suppliers who will adhere to the special instructions in (3), meet the eligibility criteria in (5) and
have a clear business profile plus experience will be included in EEC’s pool of approved suppliers:
a) Compliance with the preliminary requirements: Submission of all documents
b) Experience (Similar jobs undertaken over the past 3 years)
c) Capacity to conduct certification and surveillance audits.
d) Qualifications and experience of auditors.

7. PROCUREMENT PROCESS

EEC shall invite quotations or tenders from the shortlisted suppliers in the event there is
procurement need.

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ANNEXURE 1

CHECK LIST

SUBMISSION DETAILS

Delivery address:

Signed EOI documents must be submitted at the Eswatini Electricity Company Head Office,
Eluvatsini Building, Reception Area, Mhlambanyatsi Road, Mbabane. Submissions must be
placed in a large envelope which must be sealed so as to ensure the contents cannot fall out or be
viewed without opening the envelope and it must be marked;

EXPRESSION OF INTEREST NO EXPRESSION OF INTEREST FOR THE PROVISION OF

CONSULTANCY SERVICES FOR CERTIFICATION AND SURVEILLANCE AUDITS OF
AN INTEGRATED MANAGEMENT (ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018)

SUBMISSION DATE

The submission date for the EOI is the 30th September 2020 not later than 10:00am. Late
submissions will not be accepted. Electronic submissions will not be accepted.

FORM C: DECLARATION OF ELIGIBILITY

[The Tender must provide a signed declaration on its company letterhead in the following format.
If the Tender is being presented by a joint venture or consortium all members must sign their own
declaration.]

[>>>>>Name of Company, Address, and Date>>>>]

To:

Commercial Services Manager

Eswatini Electricity Company

P.O. Box 258

Mbabane

Dear Sir/Madam,

RE: EXPRESSION OF INTEREST – EXPRESSION OF INTEREST FOR THE PROVISION OF

CONSULTANCY SERVICES FOR CERTIFICATION AND SURVEILLANCE AUDITS OF
AN INTEGRATED MANAGEMENT (ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018)

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We hereby declare that:

j) I/We, including any joint venture partners or consortium partners, are a legal entity and have the
legal capacity to enter into the contract;

k) I/We are not insolvent, in receivership, bankrupt or being wound up, our affairs are not being
administered by a court or a judicial officer, our business activities have not been suspended and
we are not the subject of legal proceedings for any of the foregoing;

l) I/We have fulfilled our obligations to pay taxes and social security contributions;

m) I/We have not and directors of officers have not, been convicted of any criminal offence related
to our/their professional conduct or the making of false statements or misrepresentations as to their
qualifications to enter into a contract within a period of five years preceding the commencement
of the procurement proceedings; and

n) I/We do not have a conflict of interest in relation to the procurement requirement and the
procuring entity.

o) I/We have not been convicted of any criminal offence relating to professional conduct or the
making of false statements or misrepresentations as to its qualifications to enter into a procurement
contract within a period of five years preceding the commencement of procurement proceedings;

p) I/We are not subject to suspension in accordance with Section 55, and none of our directors or
officers face endorsement or have already been endorsed on the Register for Tender Defaulters in
accordance with the Prevention of Corruption Act, 2006

Signed____________________________

Authorized Representative

Date____________________________