Tender Summary: Major Service for Split Unit

Objectives

To engage a qualified service provider to perform comprehensive major maintenance and servicing on split-unit air conditioning systems across Hlabisa Hospital. The primary objective is to ensure optimal cooling performance, energy efficiency, equipment longevity, and uninterrupted climate control across all designated hospital facilities.

Scope

The contract covers a once-off major service for 111 split-unit air conditioners distributed across multiple hospital zones, including administrative offices, clinical departments, parkhomes, theatres, laboratories, pharmacies, and support storage areas. The service provider will conduct thorough inspections, deep cleaning, refrigerant level checks, electrical safety testing, compressor evaluations, and necessary component replacements. Upon completion, the contractor must submit comprehensive per-unit documentation, including detailed service reports, after-service quotes, signed schedulers, job cards, and a formal site handover certificate endorsed by the hospital maintenance officer.

Technical Requirements

• Valid CIDB 1ME contractor registration.
• Current letter of good standing from the Department of Labour.
• Active registration with SARACCA.
• Proof of prior experience via a completion certificate for similar HVAC services.
• Compliance with all General and Special Conditions of Contract, including tax clearance verification, Central Supplier Database (CSD) registration, and submission of mandatory Standard Bidding Document (SBD) forms.
• Strict adherence to the hospital’s attached specification annexure for all servicing procedures.
• Post-service deliverables must include individual unit reports, consolidated invoices, and signed handover documentation.

Skills Requirements

• Proven expertise in diagnosing, maintaining, and repairing commercial and institutional split-unit air conditioning systems.
• Competency in electrical diagnostics, refrigerant handling, heat exchanger cleaning, and component replacement.
• Strong technical documentation and reporting skills to produce accurate service records and coordinate effectively with facility management teams.
• Ability to operate safely and efficiently within a live healthcare environment while adhering to infection control, occupational health, and minimal disruption protocols.

Key Terms & Definitions

• CIDB 1ME: A South African construction industry board grading that authorizes contractors to execute minor electrical works up to a defined financial threshold.
• SARACCA: The South African Refrigeration and Air Conditioning Contractors Association, a professional certification body ensuring HVAC contractors meet national industry standards.
• 80/20 Preference Point System: A public procurement evaluation model awarding 80 points based on competitive pricing and 20 points for socio-economic objectives, specifically prioritizing South African-owned enterprises through verified BBBEE credentials.
• SBD Forms: Standardized government bidding templates used for supplier disclosure, preference point claims, and contractual acknowledgments in South African public sector procurement.