Tender Summary: Annual Service of Theatre HVAC

Objectives

The primary objective is to ensure the continuous, safe, and efficient operation of the theatre heating, ventilation, and air conditioning (HVAC) system at Christ the King Hospital. The contract aims to maintain strict environmental controls required for surgical environments, comply with national occupational health and safety legislation, and prevent operational disruptions through scheduled preventive maintenance.

Scope of Work

• Scheduled Services: Three annual maintenance cycles planned for October 2026, January 2027, and April 2027.
• Maintenance Tasks: Replacement of worn V-belts and filters (primary, pocket, and HEPA); installation of a new evaporator unit; thorough cleaning of AHU interiors, coils, and ducting; refrigerant leak testing, system vacuuming, and re-gassing; electrical wiring corrections and control panel servicing; fan balancing and lubrication; and sealing of air leaks.
• Operational Constraints: Works must be notified to hospital maintenance two days in advance, executed within four weeks of purchase order issuance, and conducted with minimal disruption to ongoing hospital activities. Site cleanup and rubble disposal are mandatory.
• Handover: Final commissioning and testing must occur in the presence of hospital maintenance staff, followed by submission of a comprehensive service report containing test parameters, set points, photographs, and calibration records.

Technical Requirements

• Full compliance with the Occupational Health and Safety Act (Act 85 of 1993) and SANS 10142 (Code of Practice for Wiring of Premises).
• Strict adherence to original equipment manufacturer (OEM) specifications; only genuine OEM spare parts may be used, each carrying a minimum 12-month warranty.
• Comprehensive diagnostic testing including Meg-ohm electrical insulation checks, high/low-pressure switch verification, thermostat calibration, refrigerant pressure recording, and safety interlock functionality tests.
• All services must meet the satisfaction of the KwaZulu-Natal Department of Health’s Chief Artisan or District Engineer before formal handover.

Skills and Qualification Requirements

• Proven Experience: Submission of official appointment letters and completion certificates demonstrating prior successful maintenance of similar HVAC systems.
• Registered Technicians: Employment of at least one legally registered SAQCC Gas Practitioner holding either Category B (Air Conditioning & Refrigeration) or Category C (Inspector Commercial/Industrial Air Conditioning & Refrigeration) credentials, with valid registration cards provided.
• Contractor Grading: Valid Construction Industry Development Board (CIDB) Mechanical Engineering registration at Level 1 or higher.
• Administrative Compliance: Active registration on the Central Suppliers Database (CSD), updated CIPC company documents, and valid tax clearance status.

Explanation of Unusual or Complicated Terms

• SAQCC Gas Registration: A mandatory industry certification in South Africa verifying that technicians are legally qualified to handle, install, and service gas and refrigeration systems safely.
• CIDB ME Level 1: A contractor grading system administered by the Construction Industry Development Board. Level 1 represents the minimum competency threshold for mechanical engineering projects of this scale.
• 80/20 Preference Point System: A public procurement scoring model where 80% of evaluation points are awarded based on competitive pricing, and 20% are allocated for socio-economic goals (specifically, promoting South African-owned enterprises).
• Performance Security & Delay Penalties: Standard government contract clauses requiring the successful bidder to provide a financial guarantee upon award. Failure to complete services within the stipulated timeframe incurs daily financial penalties calculated at the current prime interest rate.