Tender Summary: Service and Repairs to HVAC Equipment

Objectives

The primary objective is to appoint a qualified service provider to perform routine preventative maintenance, servicing, and corrective repairs on Heating, Ventilation, and Air Conditioning (HVAC) systems at the Department of Justice Point Family Court. The contract ensures reliable climate control, regulatory compliance, and operational efficiency over a five-month service period.

Scope of Work

The scope covers comprehensive maintenance and repair activities across diverse HVAC assets. Key deliverables include:

• Preventative maintenance for chiller plants, cooling towers, condenser/chilled water pumps, gas-operated boilers, air handling units, fan coil units, expansion tanks, and fresh/exhaust air supply fans.
• Unit servicing across multiple British Thermal Unit (BTU) capacities, ranging from 0–9,000 Btu up to 90,001–120,000 Btu.
• Compressor replacements (hermetically sealed and rotary) covering all brands and BTU categories.
• Water treatment for circulating plant water, leak detection, sealing, and refrigerant top-ups.
• Implementation of Occupational Health and Safety (OHS) compliance measures, including safety plans, risk assessments, PPE provision, and public liability insurance.
• Post-service operational demonstrations to verify system functionality.

Each individual work instruction must be completed within four weeks of receipt, with strict adherence to timelines as time is considered essential to the contract.

Technical Requirements

Bidders must adhere to stringent technical, safety, and regulatory standards:

• Regulatory Compliance: All works must comply with SANS 10147, ISO 16813, the Occupational Health and Safety Act (Act 85 of 1993), Pressure Equipment Regulations, municipal by-laws, and original manufacturer specifications.
• Certifications & Grading: Contractors require a Construction Industry Development Board (CIDB) grading of 1 ME or higher. An ISO 9001:2015 Quality Management System certificate issued by an accredited body is mandatory.
• Gas Handling: Technicians performing gas-related work must hold valid registration as Gas Practitioners with the South African Qualifications Authority for Cooling and Refrigeration (SAQCC).
• Insurance & Safety: Valid COIDA (Compensation for Occupational Injuries and Diseases Act) registration and public liability insurance must be maintained throughout the contract duration.
• Workmanship & Testing: Services must meet first-class commercial quality standards. Load testing must be conducted by suitably qualified institutions per OHS and Engineering Council of South Africa (ECSA) guidelines.
• Pricing Structure: All quotations must be firm, inclusive of labour, materials, transport, profit, and applicable taxes. Prices remain valid for 84 calendar days.

Term Explanations: The tender applies an 80/20 preference point scoring system, allocating 80% of evaluation points to price and 20% to Broad-Based Black Economic Empowerment (BBBEE) specific goals (e.g., black ownership, women-owned enterprises, disability ownership, and local municipality presence). CIDB is the national grading framework for construction contractors, SAQCC regulates gas appliance installation/maintenance safety, COIDA governs worker injury compensation, and BTU measures cooling/heating capacity.

Skills & Qualifications Requirements

Proponents must demonstrate proven capability and administrative compliance through the following:

• Experience: Documented experience on comparable HVAC maintenance and repair projects within the past five to ten years.
• Personnel: Submission of a company organogram, CVs, certified ID copies, and proof of professional registration for all principals and employed workforce. Staff must possess the technical competence to execute the specified scope.
• Financial Viability: Evidence of sufficient financial capacity to sustain operations, fulfill warranties, and manage cash flow without disruption.
• Administrative Compliance: Active registration on the Central Supplier Database (CSD), valid SARS Tax Compliance Status PIN, and submission of all prescribed DPW forms (including SBD 3.1, PA-11 Bidder Disclosure, and board resolution authorizations).
• Mandatory Participation: Attendance at the compulsory site briefing meeting is required to qualify for consideration.
• Performance History: Demonstrated adherence to contractual commitments, quality standards, health and safety regulations, and efficient project management on previous engagements.