Tender Summary: Replace 4 Split Units in Beatrice Clinic

Objectives

The primary objective is to procure and install four new air-conditioning split units at Beatrice Clinic to ensure adequate climate control in critical clinical and pharmaceutical areas. The contract aims to deliver reliable, energy-efficient cooling solutions while complying with provincial health infrastructure standards and preferential procurement policies.

Scope of Work

The successful bidder will be responsible for the supply, delivery, installation, testing, and commissioning of four split-unit air conditioners at Beatrice Clinic. The specific breakdown includes:

• Two (2) units of 18,000 BTU capacity for the pharmacy area.
• One (1) unit of 12,000 BTU capacity for Room 7.
• One (1) unit of 12,000 BTU capacity for Room 15.

The scope also encompasses site preparation, safe handling of existing equipment, provision of a comprehensive safety file, and post-installation warranty support. This is a once-off service contract.

Technical Requirements

• All supplied units must be brand new, unused, and compliant with relevant South African National Standards (SANS/SABS).
• Products must have a minimum validity period of six months upon delivery; second-hand or expired items are strictly prohibited.
• Bidders must provide a complete safety file detailing installation procedures, electrical compliance certificates, and operational guidelines.
• Installation must be completed within the stipulated delivery period, with all costs (including transport and VAT) included in the quoted price.
• A warranty period of twelve (12) months from acceptance or eighteen (18) months from shipment applies, covering defects in materials and workmanship.
• Quotations must remain firm for ninety (90) days and comply with all General and Special Conditions of Contract.

Skills and Qualification Requirements

• Valid CIDB registration with a minimum grading of 1ME (Mechanical/Electrical Engineering Services).
• Proof of relevant trade tests, certifications, or qualifications demonstrating competency in HVAC installation and maintenance.
• Three (3) verifiable reference letters accompanied by signed completion certificates from previous similar projects executed in public or private healthcare facilities.
• Current CIPC company registration documents.
• Full Central Supplier Database (CSD) report and valid SARS PIN/tax clearance confirmation.
• B-BBEE status verification certificate or sworn affidavit (for EMEs/QSEs).
• Completed Bidder’s Disclosure (SBD4) form declaring conflicts of interest.
• Preference Points Claim Form (SBD 6.1) to claim points under the RDP goal for South African-owned enterprises.

Explanation of Unusual or Complicated Terms

• CIDB 1ME Grading: A Construction Industry Development Board classification indicating the contractor’s capability to execute basic mechanical engineering works, typically up to a specified contract value threshold.
• SBD 4 & SBD 6.1: Standard South African government bidding forms. SBD4 requires disclosure of any personal or business relationships with state employees to prevent conflicts of interest. SBD6.1 is used to claim preference points for specific socio-economic goals, in this case, promoting South African-owned businesses.
• 80/20 Preference Point System: An evaluation methodology where 80% of scoring is based on price competitiveness and 20% on designated social goals (here, local enterprise development). Only responsive bids proceed to this stage.
• GCC/SCC: General and Special Conditions of Contract that outline legal obligations, payment terms, penalty clauses for delays, termination rights, and dispute resolution mechanisms standard to provincial health procurement.