Objectives

The primary objective is to restore and maintain the efficient and effective operation of air conditioning split units and ventilation systems at the Truro House facility through comprehensive preventative servicing and maintenance. The contract aims to ensure optimal cooling performance, enforce strict health and safety compliance, and deliver reliable service with minimal disruption to ongoing institutional operations.

Scope of Work

The contractor will service a range of midwall and cassette air conditioning units, alongside extractor fans and central ventilation grills, distributed across offices, boardrooms, server rooms, and restrooms. Services encompass thorough cleaning of internal components and grills, diagnostic inspection, refrigerant system checks, and restoration of full cooling capacity. Each unit must be documented using individual check sheets, followed by a consolidated service report and a project safety file. Work must commence seven days after notification and be completed within five days of contract award. Daily site clearance, strict adherence to operational continuity protocols, and immediate removal of redundant materials are mandatory throughout the execution period.

Technical Requirements

• CIDB Grading 1ME: Contractors must hold a minimum Construction Industry Development Board grading of 1ME, indicating proven capability in mechanical engineering services within specified financial thresholds.
• Regulatory & Standards Compliance: All work must align with multiple South African National Standards (SANS), including SANS 1125 (room air-conditioners), SANS 10147 (refrigeration systems), SANS 10142 (premises wiring), and SANS 10400 (National Building Regulations), alongside the Occupational Health and Safety Act and provincial health department policies.
• Materials & Parts: Only genuine Original Equipment Manufacturer (OEM) parts and SABS-approved materials are permitted. Any replacements require prior written approval from the facility maintenance supervisor.
• Certifications & Documentation: An Electrical Certificate of Compliance is required for all electrical interventions. The contractor must submit a comprehensive after-service report and a safety file to trigger payment.
• Warranty & Pricing: A three-calendar-month warranty covers all materials, equipment, and workmanship. Quoted prices must be fully inclusive of VAT, labour, transport, scaffolding, and profit. The contract is once-off with a ninety-day quotation validity period.
• Preferential Procurement System: Evaluation uses an 80/20 model, allocating eighty points to competitive pricing and twenty points to historically disadvantaged persons (specifically, enterprises that are one hundred percent owned by Black Africans).

Skills & Qualification Requirements

• Trade Testing: All executing personnel must hold current Trade Test certificates as Refrigeration Technicians.
• Gas Registration: Personnel must be registered with the South African Qualifications and Certification Committee for Gas (SAQCC Gas) at a minimum of Category A, which certifies legal and technical competence to handle, recover, and recharge refrigerant gases safely.
• Proven Experience: Bidders must demonstrate prior experience in similar air conditioning servicing projects, supported by one official award/order letter and a corresponding completion certificate.
• Compliance & Registration: Active registration on the Central Suppliers Database (CSD), a valid tax clearance status, and compliant Broad-Based Black Economic Empowerment (B-BBEE) documentation are mandatory for evaluation.
• Local Presence Preference: Priority consideration may be given to contractors with registered offices or workshops within the KwaZulu-Natal province to ensure rapid emergency response and reduced mobilisation times.