Objectives

To procure a qualified and compliant service provider to execute a comprehensive, once-off maintenance programme for two central air conditioning units at the eThekwini Metro District Office. The primary aim is to restore and maintain optimal cooling capacity, ensure energy efficiency, guarantee workplace comfort, and secure a minimum ninety-day performance warranty while adhering to provincial health, safety, and supply chain governance standards.

Scope of Work

The contract encompasses the complete servicing of two central air conditioning units situated in Wing A and Wing B. The engagement is classified as a single, non-recurring project with a strict execution window of five calendar days. Successful bidders must conduct thorough site inspections, perform diagnostic assessments, replace or repair faulty components, recharge refrigerants if applicable, and verify system functionality. All activities must be completed within the stipulated timeframe, leaving the facility clean and fully operational upon handover. Attendance at a mandatory site inspection is a prerequisite for document collection and bid submission.

Technical Requirements

• Full compliance with the department's attached technical specifications for central air conditioning servicing.
• All materials, spare parts, filters, and consumables must hold valid South African Bureau of Standards (SABS) approval.
• Workmanship must align with industry best practices and remain subject to continuous inspection and formal approval by Department of Health representatives.
• Strict adherence to occupational health and safety legislation, including risk assessments and safe handling protocols for electrical and mechanical systems.
• Maintenance of a tidy, hazard-free worksite throughout the duration of the project.
• Provision of a minimum ninety-day guarantee covering all labour, replaced parts, and system performance post-completion.
• Quoted prices must be fixed and remain valid for ninety days following the closing date.

Skills and Qualification Requirements

• Valid Construction Industry Development Board (CIDB) registration specifically graded for Mechanical Engineering (ME).
• Current SAQCC certification demonstrating trade competence in gas and mechanical HVAC systems.
• Official Letter of Good Standing confirming compliance with work-related regulatory and supply chain requirements.
• BBBEE status level verification certificate or a sworn affidavit (mandatory for Exempt Micro Enterprises and Qualifying Small Enterprises).
• Minimum of two verifiable client references for prior central air conditioning unit servicing engagements. References must be printed on official company letterhead and are subject to independent verification.
• Active registration on the Central Supplier Database (CSD) with a verified tax clearance status.
• Demonstrated technical proficiency in HVAC diagnostics, compressor and fan motor servicing, ductwork inspection, refrigerant management, and control system calibration.

Explanation of Unusual or Specialised Terms

CIDB: ME – Registration with the Construction Industry Development Board under the Mechanical Engineering category, certifying that the contractor possesses the financial, technical, and managerial capacity to execute mechanical construction and maintenance projects.

SAQCC (GAS) – Certification issued by the South African Qualifications Certification Committee, legally validating that technicians hold recognised trade qualifications for safely working with gas lines, refrigerants, and associated mechanical HVAC infrastructure.

SABS Approved – All supplied materials and equipment must meet or exceed the national quality, safety, and performance standards established by the South African Bureau of Standards.

80/20 Preference Point System – A public procurement evaluation model where eighty percent of the scoring weight is assigned to competitive pricing, and twenty percent is allocated to specific socio-economic goals. In this instance, full points are awarded to enterprises registered within the local municipality to stimulate regional economic participation.

GCC / SCC – Standard General and Special Conditions of Contract that govern public sector procurement. These clauses define legal obligations, payment schedules, penalty calculations for delays, dispute resolution mechanisms, performance security requirements, and grounds for contract termination.