DRAFT

ESKOM HOLDINGS SOC LIMITED FLEET CARD FACILITY TECHNICAL REQUIREMENTS

FOR

PETROL AND DIESEL; OIL; TOLL FEES; E-TAG; AND REPAIRS & MANAGED MAINTENANCE

Table of ContentsESKOM HOLDINGS SOC LIMITED FLEET CARD FACILITY TECHNICAL REQUIREMENTS1FOR1PETROL AND DIESEL; OIL; TOLL FEES; E-TAG; AND REPAIRS & MANAGED MAINTENANCE1ABBREVIATIONS AND DESCRIPTIONS43.1Managed Maintenance Management System103.2Managed Maintenance Specification113.3Maintenance Authorisation123.4Billing and Payment Process133.5Solicit Repairs and Maintenance Discounts on Behalf of Eskom133.6Reporting13Annexure 118Annexure 2a35Annexure 2b36Eskom Rotek Industries Structure3637Annexure 338Annexure 463Annexure 565

DEFINITIONS AND TERMINOLOGY

Card

A magnetic or smart card / or equivalent device supplied by the Contractor to facilitate transactions for fuel where required.

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.

Fuel

All transactions related to the procurement of diesel and petrol. All transactions in terms of fuel will need to be recorded in terms of date, merchant, number of litres and the price irrespective of it being dispensed from a bowser or a normal on road fuel outlet.

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.

Oil Transaction

Transactions must be priced per pints of oil and the exceptions are to be highlighted. Should the inability be at merchant level to provide such information, the service provider will need to address it with the merchant in question.

Repairs

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

Toll

All fees as incurred when a vehicle travels on a designated toll road.

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

Technical Service Group

Power Station

Power plant where electricity is generated

Managed Vehicles

Vehicles owned, managed and maintained by Eskom

Allowance Vehicles

Vehicles owned by employees as a business tool but maintained by Eskom

Ancillaries

Ancillary equipment: Any item purchased and fitted to an Eskom vehicle which is not fitted as original equipment by the vehicle manufacturer.

Managed CE

Non-Managed

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 Aviation, which is part of the Eskom group, has 5 fuel tankers used to fuel 6 Jets for Eskom. Eskom executives cards are managed separately from the total fleet management.

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 Fleet card facility for the purchasing of oil and fuel or Jet A1 fuel at any fuel outlet nationally, purchase of fuel for on-site bowsers at power stations, maintenance of Eskom executive vehicles and payment for all toll fees incurred on any toll road in South Africa including e-Tolls.

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

2. FLEET CARD FACILITY

Eskom and its subsidiaries currently procure fuel on-road using bank provided fleet card facilities and on-site at power stations. A fleet card facility is required for the purchase of fuel, oil and toll payments for all Eskom and subsidiary vehicles and Fleet equipment.

2.1 Fuel Card Management System

Eskom and subsidiaries require a fleet card management system to accurately record and report all expenditure incurred and statistical analysis of information. The system should have the ability and capacity to handle a minimum of 15 000 (fifteen thousand) inbound transactions per day. The fuel card management system must be able to integrate with Eskom and subsidiaries fleet management systems.

The service provider must be accredited as a credit or financial service provider with the National Credit Regulator and Financial Services Board.

The service provider shall provide Eskom and subsidiaries with facilities to collect the following information for on-site fuelling

The method to collect the transactions from a bulk on-site based fuel site.

A method of authentication to ensuring that the actual vehicle is present on the site during refuelling

The number of refills per vehicle per site and the litres of fuel pumped per vehicle and the current kilometre reading of the vehicle

The service provider shall capture the following accurate and valid data which must be confirmed with the relevant fleet area for each new card included in the contract:

Licence number

Date of registration

Make, model and engine capacity

Engine number

Chassis number

Colour of the vehicle

Tank capacity

Additional tank capacity

Cost centre code as provided by Eskom and subsidiaries

Life-to-date transaction history

Life to date costs

Name, address, telephone and e-mail address of the responsible fleet area

Fuel type

Early detection of fraud and theft resulting from illegal use of the card is required and steps to be taken to retrieve the card from the holder.

2.2 Provision of Fleet Card

The service provider shall under this contract supply fuel cards that are made of robust heat resistant plastic supplied with a cardholder and key ring. Each card will be assigned to a vehicle as per the conditions below.

1. The service provider shall issue cards on commencement of the contract, or a replacement card, only to the fleet area, on written instruction contained in an agreed form.

2. The card should be according to Eskom design and the following should be reflected on the card:

a. Company name and logo;

b. Vehicle registration number;

c. Vehicle make, model and engine capacity;

d. Tank capacity in litres;

e. Expiry date of card;

f. Fuel type

Figure 1 Card layout sample

3. Cards issued with incorrect details will be for the account of the service provider.

4. Any card transactions done after Eskom and/or subsidiaries have cancelled the card; will be for the account of the service provider. These transactions must be omitted from the normal fuel reporting to Eskom and subsidiaries.

2.3 Fleet Card Functionality

The fuel card should be configured for the combination of the following functionalities:

Fuel fill ups

The number of fuel transactions per card must be limited to three (3) per day in accordance with the tank capacity of the vehicle.

The system should be flexible to amendments of allowable fill ups and/or any other changes that might be required per vehicle.

Jet A1 fuel

The number of fuel transactions per card must be limited to three (3) per day in accordance with the tank capacity.

The system should be flexible to amendments of allowable fill ups and/or any other changes that might be required per vehicle.

Oil purchases

The number of oil purchase