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PURPOSE

Condonation in terms the SCM Policy is sought for a deviation from the official procurement process where prior approval was not obtained for the deviation, resulting in expenditure being already incurred or already being due and payable or paid. The costs incurred fall within the Transport and Delopment Authority- Asset Management & Maintenance – Somerset West District District 4 IM(Leon de Goede) with WBS numbers N17.44445-SW.CO.SB.RR & WBS no. N17.44445-SW.CO.SL.RR

Estimated value of condonation (excl. VAT): R284 950.00

EXECUTIVE SUMMARY

Project relates two fresh water pumpstations situated in Strand(Brandt Street Pump Station) and in Gordan’s Bay(Dennehof Street Pump Station) that required work to be done to both pump stations as both were having seized to operate properly and the extent of which is impossible to acertian .

Deviation from official procurement processes

Tick the relevant box

Emergency

Single Provider

Art works or historical objects – difficult to draft specifications

ad-hoc repairs to plant and equipment (not possible to ascertain the extent of the work required (commonly referred to as “strip and quote”)

X

Other

Contract Duration

Tick the relevant box

Period

Once off

x

REASONS FOR CONDONATION

Devaition is required for the repairs of both Strand(Brandt Street Pump Station) and in Gordan’s Bay(Dennehof Street Pump Station).

Permisssion was granted for the strip and qoute from the buyer(Nigel Beukes) as per our subjoined emails Annexure 1.

With the extent of the damaged to all four pumps Brandt Street Pump Station(1) and in Dennehof Street Pump Station(3) had to be fixed.

Brandt Street Pump was burned out(the pump was continuously running) attached photo’s.

Damages to the pump cost R32 470.00 to repair. Annexure 2

Dennehof Pump station pumps had bricks and other debris inside the properlers(see attached photo’s)

Damages to all three pumps cost R195 590.00 to repair Annexure 2

Damages to the Control panel cost R56890.00 to repair Annexure 2

The total damages exceeded the threshold of R200 000.00 which is the reason for the deviation from the SCM procurement process.

Allthough both pumps stations were regular cleaned as part of the depot maintenance a vendor is sourced to strip and quote for repair work on the pumps as part of our winter readiness programme.

District as for a internal expert to scutinize the work done one all four pumps and the distribution box. Annexure

In this instance the repairwork on the pumps exceeded the normal repair cost due to the extent of the damages on the pumps.

RECOMMENDATION

For decision by the Accounting Officer, it is recommended:

that the official procurement process established BE DISPENSED with in terms of the Supply Chain Management Policy for ad hoc repairs to plant and equipment where it is not possible to ascertain the nature or extent of the work required in order to call for bids.

And accordingly that Ashton Pumps Steel & Engineering BE APPOINTED to render the services for Repairs to Brandt and Dennehof Street Pumpstations in the amount of R284 950.00 (excluding VAT)

It BE NOTED that:

The award is subject to compliance with section 116(3) of the MFMA.

As the expenditure has already been incurred, it is accordingly recommended that the appointment of Ashton Pumps Steel & Engineering without prior approval for Repairs to Brandt and Dennehof Street Pumpstations in the amount of R284 950.00 (excluding VAT)

5 OFFERS RECEIVED

COMPULSORY INFORMATION

Supplier

sum (including contingencies and VAT) R

CCT Supplier Database

CIDB (delete if not applicable)

Tax Compliance

PURPOSE

Condonation in terms the SCM Policy is sought for a deviation from the official procurement process where prior approval was not obtained for the deviation, resulting in expenditure being already incurred or already being due and payable or paid. The costs incurred fall within the Transport and Delopment Authority- Asset Management & Maintenance – Somerset West District District 4 IM(Leon de Goede) with WBS numbers N17.44445-SW.CO.SB.RR & WBS no. N17.44445-SW.CO.SL.RR

Estimated value of condonation (excl. VAT): R284 950.00

EXECUTIVE SUMMARY

Project relates two fresh water pumpstations situated in Strand(Brandt Street Pump Station) and in Gordan’s Bay(Dennehof Street Pump Station) that required work to be done to both pump stations as both were having seized to operate properly and the extent of which is impossible to acertian .

Deviation from official procurement processes

Tick the relevant box

Emergency

Single Provider

Art works or historical objects – difficult to draft specifications

ad-hoc repairs to plant and equipment (not possible to ascertain the extent of the work required (commonly referred to as “strip and quote”)

X

Other

Contract Duration

Tick the relevant box

Period

Once off

x

REASONS FOR CONDONATION

Devaition is required for the repairs of both Strand(Brandt Street Pump Station) and in Gordan’s Bay(Dennehof Street Pump Station).

Permisssion was granted for the strip and qoute from the buyer(Nigel Beukes) as per our subjoined emails Annexure 1.

With the extent of the damaged to all four pumps Brandt Street Pump Station(1) and in Dennehof Street Pump Station(3) had to be fixed.

Brandt Street Pump was burned out(the pump was continuously running) attached photo’s.

Damages to the pump cost R32 470.00 to repair. Annexure 2

Dennehof Pump station pumps had bricks and other debris inside the properlers(see attached photo’s)

Damages to all three pumps cost R195 590.00 to repair Annexure 2

Damages to the Control panel cost R56890.00 to repair Annexure 2

The total damages exceeded the threshold of R200 000.00 which is the reason for the deviation from the SCM procurement process.

Allthough both pumps stations were regular cleaned as part of the depot maintenance a vendor is sourced to strip and quote for repair work on the pumps as part of our winter readiness programme.

District as for a internal expert to scutinize the work done one all four pumps and the distribution box. Annexure

In this instance the repairwork on the pumps exceeded the normal repair cost due to the extent of the damages on the pumps.

RECOMMENDATION

For decision by the Accounting Officer, it is recommended:

that the official procurement process established BE DISPENSED with in terms of the Supply Chain Management Policy for ad hoc repairs to plant and equipment where it is not possible to ascertain the nature or extent of the work required in order to call for bids.

And accordingly that Ashton Pumps Steel & Engineering BE APPOINTED to render the services for Repairs to Brandt and Dennehof Street Pumpstations in the amount of R284 950.00 (excluding VAT)

It BE NOTED that:

The award is subject to compliance with section 116(3) of the MFMA.

As the expenditure has already been incurred, it is accordingly recommended that the appointment of Ashton Pumps Steel & Engineering without prior approval for Repairs to Brandt and Dennehof Street Pumpstations in the amount of R284 950.00 (excluding VAT)

5 OFFERS RECEIVED

COMPULSORY INFORMATION

Supplier

sum (including contingencies and VAT) R

CCT Supplier Database

CIDB (delete if not applicable)

Tax Compliance

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