Tender Summary: Mortuary and Kitchen Cold Room Service

Objectives

The primary objective is to appoint a qualified service provider for the once-off maintenance, repair, and replacement of fixed refrigeration plant and equipment at Victoria Mxenge Hospital. The contract ensures the reliable operation, hygiene, and safety of critical cold storage facilities essential for medical specimen preservation and food service operations.

Scope

The scope encompasses the comprehensive preventive maintenance and major servicing of seven (7) walk-in cold rooms and freezer units across the mortuary and main kitchen. Key deliverables include:

• Systematic inspection, cleaning, adjustment, and functional testing of all refrigeration and electrical components.
• Replacement of defective parts, including temperature controllers, defrost heaters, compressors, evaporator fans, and switchgear.
• Execution of a six-monthly major service schedule per unit.
• Completion of all works within one calendar month (20 working days), with a maximum capacity of five units serviced per day.

Technical Requirements

Bidders must adhere to stringent operational, safety, and administrative standards:

• Maintenance Protocols: Servicing must follow prescribed codes (RCFM1-002 and RCFM1-002E), covering condenser coils, evaporators, compressor pressures, door seals, panic bolts, and thermostat calibration.
• Refrigerant Diagnostics: An acid test of the refrigerant system must be performed using diagnostic tools while the system operates, witnessed by the hospital project leader.
• Electrical Compliance: All electrical work must comply with SANS 10142-1 standards, including terminal tightening, circuit protection verification, and proper grounding.
• Documentation & Reporting: Contractors must submit a formal work plan, daily job sheets, and an after-service report. No work may commence without an official order and approved Bill of Quantities. Material lists must precisely match supplier invoices; generic terms such as “consumables” are prohibited.
• Warranty & Guarantees: Newly installed components carry a twelve-month guarantee, while repairs carry a six-month guarantee. If actual costs are lower than the quoted amount, a credit note must be issued.
• Safety Compliance: All personnel require prior written approval from the hospital safety officer before site access. Safety protocols apply both on-site and off-site.

Skills Requirements

The successful bidder must demonstrate specialized trade qualifications and regulatory compliance:

• Trade Tested Refrigeration Artisan: Must be directly employed by the bidding company and hold valid trade test certification.
• SARACCA Registration: The artisan must be registered on the South African Refrigeration and Air Conditioning Contractors Association (SARACCA) web portal, verifying industry-standard competency.
• Trade Tested Electrician: Required for all electrical diagnostics, switchboard cleaning, and circuit verification tasks.
• CIDB Registration: Valid Construction Industry Development Board registration in category 1ME, 1EB, 1SO, or 1GB is mandatory.
• Supervision & Sign-offs: Daily job cards must be signed by the assigned maintenance official. Unsigned cards require countersignature by the Chief Artisan or Maintenance Manager.

Notes on Unusual or Complex Requirements

SARACCA Registration: Refers to mandatory industry accreditation for refrigeration contractors in South Africa, ensuring technicians meet nationally recognized technical and safety standards.

SANS 10142-1: The South African National Standard governing electrical wiring of buildings, ensuring all refrigeration plant electrical work meets legal safety, load-bearing, and performance benchmarks.

Rigid Documentation Workflow: The tender enforces a strict administrative process where work cannot begin without an official order, pre-approved BOQ, and daily signed job cards. This ensures full auditability, prevents unauthorized expenditures, and maintains clear accountability throughout the once-off contract period.