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
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