Objectives

The primary objective is to engage a competent service provider to execute annual preventive maintenance on electrical steam hot water systems at Victoria Mxenge Hospital. The contract seeks to guarantee reliable hot water supply, optimize system performance, ensure regulatory compliance, and prolong equipment longevity through systematic servicing, fault resolution, and strategic component upgrades.

Scope of Work

• Locations: I Block and A Ward within the hospital complex.
• Duration: Once-off contract spanning one calendar month (20 working days).
• Core Activities: Comprehensive mechanical and electrical preventive maintenance, leak repairs, system descaling, sensor calibration, control system configuration, hazard signage installation, and post-service documentation.
• Operational Protocol: Work must proceed consecutively without interruption, adhering to hospital scheduling, daily job sheet sign-offs, and end-user supervision.

Technical Requirements

• Mechanical Servicing: Inspect and repair water/steam reticulation; clean heat exchanger plates and descale boilers; verify temperature controls (set to 45°C); install specified temperature controllers and high-limit cut-offs; replace safety valves, pressure gauges, and condensate tank components; restore zig-zag blow-down pipe configurations.
• Electrical Servicing: Audit controls, safety interlocks, conductors, and terminals; ensure distribution board compliance with SANS 10142; replace six 4000W Incaloy 800 heating elements, contactors, and blow-down solenoids; configure TDS blow-down timers; test low-water-level sensors; measure circuit current draws; attach photographic evidence of connections; install shock, burn, and explosion hazard signage.
• Safety & Compliance: Implement site cordoning, display warning signage, conduct health and safety inductions, enforce PPE usage, and maintain a complete safety file including risk assessments, organograms, and legal appointments.
• Documentation & Warranty: Submit pro forma invoices for all materials, a fully completed Bill of Quantities (BOQ), a day-by-day work plan, and signed daily job cards. Invoicing follows a cost-proven basis capped at the original quote, with unused funds credited back. New components carry a 12-month guarantee; repairs carry a 6-month guarantee.

Skills and Qualification Requirements

• The bidding entity must hold valid CIDB registration.
• A trade-tested electrician with extensive field experience must be employed by the contractor; a certified CV is mandatory.
• All deployed personnel must possess valid competency certifications, fitness certificates, and relevant qualifications. Foreign nationals must provide valid passports and work permits.
• Staff must present valid medical surveillance certificates and complete documented health and safety training prior to site access.
• Contractors must demonstrate proven capacity to manage complex hospital plant room environments while strictly adhering to SANS electrical standards and municipal safety protocols.

Notable Terms and Conditions

• Pro Forma Invoice: A preliminary cost estimate issued by suppliers before a sale is finalized, detailing item types, quantities, unit prices, and logistics costs. Must accompany all material quotations to validate pricing accuracy.
• Bidder Disclosure (SBD 4): A mandatory legal declaration requiring bidders to disclose any personal, familial, or business relationships with employees of the KwaZulu-Natal Department of Health. Undisclosed conflicts result in immediate disqualification.
• Preferential Procurement (80/20 System): Evaluation awards 80 points for competitive pricing and 20 points for socio-economic goals. Full preference points are granted to enterprises operating in the specific district where the service is delivered, supported by a CIPC certificate listing directors or members.
• Anti-Cover Quoting Policy: Submitting multiple quotations under different company names for the same bid is strictly prohibited. Violations are classified as fraudulent activity, triggering immediate disqualification and potential public sector blacklisting.
• Performance Penalties: Delays beyond the agreed timeline incur financial deductions calculated using the current prime interest rate per day of delay. Persistent non-compliance may lead to contract termination and restriction from public procurement for up to ten years.