Objectives

The primary objective of this quotation is to procure a qualified service provider to execute comprehensive maintenance and servicing of split-unit air conditioning systems at Dundee Hospital. The procurement aims to restore and maintain optimal indoor climate conditions within the healthcare facility while ensuring strict adherence to provincial supply chain management regulations, preferential procurement policies, and operational continuity requirements.

Scope of Work

The contract encompasses the complete servicing of 172 split-unit air conditioning units across the hospital premises. Key deliverables include:

• Execution of preventive maintenance, system diagnostics, cleaning, refrigerant checks, and functional commissioning.
• Supply of all necessary labour, specialised tools, and materials required for servicing, installations, and component replacements.
• Completion of all works within a strict two-week contract period following formal site handover.
• Maintenance of uninterrupted hospital operations throughout the project, ensuring full and safe accessibility for patients, staff, and visitors at all times.
• Full financial liability for any damage caused to existing hospital infrastructure, furnishings, or equipment during the execution of works.

Technical Requirements

Bidders must demonstrate compliance with the following technical, regulatory, and contractual standards:

• Adherence to the South African Bureau of Standards (SANS) codes, including the National Building Regulations, KZNPA Standard Preambles, General Electrical Specifications, and SANS 10142 wiring code.
• Full compliance with the Occupational Health and Safety Act (Act 85 of 1993) and all associated workplace safety protocols.
• Provision of a minimum twelve-month guarantee on all materials, parts, and installed components from the date of first delivery.
• Submission of firm, all-inclusive pricing covering labour, transport, overheads, profit, and applicable Value Added Tax, with prices remaining fixed for the contract duration.
• Completion of all official quotation forms using the provided templates without retyping, alongside valid tax clearance documentation and active Central Suppliers Database (CSD) registration.
• Application of the 80/20 preference point system, allocating 80 points for price competitiveness and 20 points for designated socio-economic goals, primarily promoting South African-owned enterprises.

Skills and Experience Requirements

To qualify for evaluation, bidders must provide verifiable evidence of capability and relevant industry experience:

• Demonstrated prior experience in providing similar HVAC maintenance services, evidenced by at least one verifiable order, delivery note, or invoice from either a private or public healthcare facility.
• Technical proficiency in air conditioning diagnostics, refrigerant handling, electrical compliance testing, and structured preventive maintenance scheduling.
• Construction Industry Development Board (CIDB) grading of 1 ME, indicating eligibility for minor engineering and building maintenance works.
• Clean performance history; bidders with documented defaults or unexplained failures on previous public sector contracts will be automatically disqualified.
• Operational capacity to mobilise skilled technicians and complete the two-week service window without compromising clinical or administrative hospital functions.

Clarification of Unusual Terms

CIDB 1 ME: Refers to the Construction Industry Development Board’s contractor grading system. Grade 1 ME denotes eligibility for minor engineering and building projects, indicating a low-risk, small-scale capacity suitable for basic maintenance, servicing, and installation works.

CSD Registration: The Central Suppliers Database is the national government repository for all entities seeking to trade with public institutions. Active verification confirms legal standing, tax compliance, and banking details before any contract can be awarded.

80/20 Preference Point System: A statutory procurement scoring mechanism where up to 80 points are awarded based on the lowest acceptable price, and up to 20 points are allocated for specific social goals, such as prioritising historically disadvantaged or locally owned enterprises to support economic transformation.