Objectives

The primary objective is the supply, delivery, installation, and commissioning of a single vaccine refrigerator/freezer unit for St. Chads Community Health Centre in Ladysmith, KwaZulu-Natal. The procurement aims to secure reliable, temperature-controlled storage for vaccines in strict compliance with national health protocols and World Health Organization (WHO) guidelines.

Scope

This is a once-off supply contract. The successful bidder must deliver the unit within seven days of order placement, including full installation, commissioning, and operational demonstration. The contract encompasses a minimum twenty-four-month warranty covering all maintenance, spare parts, labour, and travel costs, followed by a fully costed three-year preventive maintenance agreement. Quotations must remain valid for ninety days, with firm pricing inclusive of VAT. All delivery, installation, training, and accessory costs must be included in the quoted price.

Technical Requirements

• Temperature Control: Refrigerator compartment maintained at +2°C to +8°C; freezer compartment at -12°C to -24°C.
• Capacity & Dimensions: Minimum 200 litres refrigeration capacity and 40 litres freezing capacity. Approximate dimensions of 1700mm (H) x 700mm (W) x 650mm (D).
• Cooling System: CFC-free operation utilizing R134a refrigerant, featuring independent condensing units for the refrigerator and freezer compartments.
• Power Failure Resilience: Minimum 48-hour holdover time achieved through internal glycol/water ice tanks and 100mm thick polyurethane insulation.
• Controls & Safety: Electronic two-stage thermostat with an anti-freeze heating indicator, audible/alarm alerts for temperature deviations, and an internal fan for even air circulation.
• Construction: Roto-moulded polyethylene outer and inner casing, mounted on castors for mobility and cleaning.
• Electrical Compliance: 220V, 50Hz, 15A supply with an integrated voltage stabilizer, hospital-grade SANS colour-coded mains cable (minimum 3 metres), and compliance with IEC 60601-1 and 60601-1-2 medical electrical equipment standards.
• Documentation & Accessories: Complete user, maintenance, and original service manuals (including schematics and PCB layouts), calibration software, a starter pack of essential accessories, and a verified local spare parts inventory. CE certification and proof of inclusion on the WHO recommended vaccine refrigerator list are mandatory.

Skills Requirements

• Maintain a dedicated service and repair facility within KwaZulu-Natal, subject to institutional inspection.
• Employ or subcontract Original Equipment Manufacturer (OEM)-certified technicians capable of servicing, repairing, and calibrating the equipment down to the printed circuit board (PCB) level.
• Provide comprehensive training to Department of Health personnel on calibration, maintenance, and repair within three months of delivery.
• Guarantee technician availability within twenty-four hours of malfunction reporting.
• Supply loan units during extended repairs at no additional cost to the purchaser.
• Submit mandatory administrative documentation, including Central Supplier Database (CSD) registration, SARS tax clearance, B-BBEE status verification, and a SAPHRA certificate.

Notable Terms & Conditions

• SAPHRA Certificate: A mandatory industry accreditation required by the provincial health department to verify that suppliers meet established healthcare procurement, ethical, and quality compliance standards.
• Holdover Time: The critical duration the unit maintains safe vaccine temperatures during power outages, ensured by frozen glycol reservoirs to prevent vaccine spoilage and ensure patient safety.
• 80/20 Preference Point System: A South African public procurement scoring model allocating 80 points to price competitiveness and 20 points to socio-economic goals, specifically prioritising South African-owned enterprises.
• General & Special Conditions of Contract (GCC/SCC): Standardised government procurement clauses governing delivery timelines, penalty calculations for delays, termination rights, dispute resolution, and performance security. Strict adherence is required, with non-compliance resulting in automatic disqualification.