Objectives

The primary objective is to procure a qualified service provider for the annual maintenance and servicing of room air-conditioning units across designated KwaZulu-Natal Department of Health facilities. The contract aims to ensure optimal cooling performance, energy efficiency, hygiene compliance, and uninterrupted functionality in clinical environments.

Scope

The service covers a once-off annual maintenance cycle for air-conditioning units located at four specific sites: KwaMashu Community Health Centre (New), Goodwins Clinic, Lindelani Clinic, and Ntuzuma Clinic. The scope includes comprehensive diagnostics, cleaning, leak testing, component inspection, minor repairs, rust treatment, and system calibration. All work must be completed within the agreed timeframe, with a mandatory six-month guarantee provided on all serviced units.

Technical Requirements

• Adherence to a detailed annual servicing checklist encompassing operational checks, filter media cleaning, refrigerant leak testing, evaporator and condenser coil cleaning, capacitor and compressor inspections, thermostat calibration, condensate drain clearing, and rust scraping/painting.
• Compliance with SABS quality standards for all materials, workmanship, and finished installations.
• Submission of a comprehensive Occupational Health and Safety (OHS) file prior to commencement, strict adherence to OHS regulations, and mandatory use of full personal protective equipment (PPE).
• Provision of a documented method statement outlining execution procedures, safety protocols, and workflow.
• Submission of proof of public liability insurance and at least one verifiable reference with a completion certificate or order number from a previous similar project.
• Accurate completion of all prescribed billing schedules, ensuring all delivery costs and VAT (if applicable) are included in firm pricing.

Skills Requirements

• Certified competency in HVAC maintenance, troubleshooting, and repair, aligned with CIDB Grade 1ME classification.
• Proficiency in handling refrigerants, electrical components (capacitors, thermostats, solenoids, overload relays), and mechanical systems.
• Strong understanding of OHS legislation and administrative capability to compile compliant safety documentation and method statements.
• Experience in institutional or healthcare settings where environmental control, cleanliness, and regulatory compliance are critical.
• Ability to interpret technical specifications, complete bills of quantities accurately, and manage warranty claims effectively.

Notable Terms & Conditions

• CIDB Grade 1ME: A South African contractor registration category permitting execution of mechanical engineering projects valued up to R1 million.
• 80/20 Preference Point System: Evaluation allocates 80 points to price competitiveness and 20 points to specific socio-economic goals, specifically favouring enterprises registered and operating within the Ethekwini District.
• SBD 4 & SBD 6.1: Mandatory government declaration forms requiring bidders to disclose any conflicts of interest with state employees and formally claim preference points for designated goals.
• Delay Penalties: Contractual deductions calculated at the current prime interest rate for each day of delayed performance, alongside contractual rights to terminate for default or engage alternative suppliers.
• Quote Validity: Submitted quotations remain legally binding for 90 days from the closing date.