Objectives

The primary objective is to engage a qualified contractor to perform comprehensive annual maintenance, servicing, and corrective repairs on the theatre Heating, Ventilation, and Air Conditioning (HVAC) system at Christ the King Hospital. The service aims to maintain optimal indoor environmental quality, ensure energy efficiency, guarantee regulatory compliance, and support uninterrupted clinical operations.

Scope of Work

• Service Schedule: Three scheduled interventions covering October 2026, January 2027, and April 2027.
• Operational Context: Works must be executed while the hospital remains fully operational, requiring careful planning to minimize disruption to medical activities.
• Core Activities: Full inspection, cleaning, testing, and commissioning of the Air Handling Unit (AHU) and air-cooled condenser. Includes waste removal, site restoration, and pre-isolation notifications to hospital maintenance teams.
• Deliverables: Fully serviced plant, functional replacement components, and comprehensive service reports detailing test parameters, set points, photographs, and operational validation.

Technical Requirements

• Execute all works strictly according to the attached service checklist and institutional standards.
• Replace two worn V-belts, primary/pocket/HEPA filters, and an evaporator unit (985mm × 1205mm × 145mm).
• Conduct pressure testing, leak detection/sealing, vacuum extraction, and refrigerant refilling.
• Clean and inspect condenser/evaporator coils, ductwork, control panels, and anti-vibration mountings; seal all air leaks.
• Calibrate thermostats, verify high/low-pressure switches and safety interlocks, balance supply fans, and lubricate moving parts.
• Record suction/discharge pressures, ambient temperatures, and control settings; submit detailed reports with photographic evidence.
• Adhere to the Occupational Health and Safety Act (Act 85 of 1993) and SANS 10142 electrical wiring code.
• Complete all tasks within four weeks of purchase order issuance, with mandatory two-day advance notice before site access.
• Use only original equipment manufacturer (OEM) parts, each warranted for a minimum of twelve months.

Skills and Qualification Requirements

• Proven Experience: Submission of an official appointment letter and completion certificate demonstrating prior successful HVAC maintenance contracts.
• Licensed Practitioner: Employment of at least one legally registered SAQCC Gas Practitioner holding Category B (Air Conditioning & Refrigeration) or Category C (Inspector Commercial/Industrial AC & Refrigeration) certification.
• On-Site Compliance: The designated practitioner must carry a valid identity document and current SAQCC registration card; institutional verification of credentials is mandatory before work commencement.

Key Terms and Definitions

• SAQCC Gas Registration: A mandatory South African industry certification for professionals handling refrigerants. It verifies competency in installing, maintaining, and inspecting air conditioning and refrigeration systems in compliance with national safety and environmental regulations.
• 80/20 Preference Point System: A public procurement evaluation model where 80% of scoring is allocated to price competitiveness and 20% to specific transformation goals, primarily prioritizing South African-owned enterprises.
• GCC/SCC: Standard General and Special Conditions of Contract that define legal obligations, payment timelines, penalty mechanisms for delays, warranty enforcement, and termination rights under government procurement frameworks.
• CSD & SBD Forms: Mandatory Central Supplier Database registration and Standard Bidding Document declarations used to verify supplier legitimacy, tax compliance, ethical conduct, and administrative readiness.