Tender Summary: After Service Repair Cold Room & Freezer Room

Objectives

The primary objective is to secure a qualified service provider to perform targeted after-service repairs on existing cold storage infrastructure at St Andrews Hospital. The contract aims to restore reliable temperature control, ensure compliance with health and safety standards, and prevent spoilage of medical and kitchen supplies through immediate diagnostic intervention and component replacement.

Scope of Work

The scope encompasses comprehensive repair services across three designated cold storage units:

• Kitchen Cold Room 01: Seal gas leaks and recharge with R404 refrigerant, replace the complete door handle with a safety mechanism, and replace the thermostat.
• Kitchen Cold Room 02: Replace the complete door handle with a safety mechanism, seal gas leaks and recharge with R404 refrigerant, and replace the thermostat.
• Mortuary Cold Room: Secure the evaporator unit, replace the door sealer, and seal gas leaks and recharge with R22 refrigerant.

All quoted rates must be fully inclusive of labour, materials, transport, profit, and applicable taxes. The engagement is structured as a once-off service, with the bidder required to specify a mandatory delivery period during submission.

Technical Requirements

Bidders must satisfy stringent administrative, contractual, and quality standards:

• Documentation & Compliance: Submission of original and certified copies of mandatory returnable documents, including a valid Tax Clearance Certificate, Central Supplier Database (CSD) registration, CIDB ME/EB registration, B-BBEE verification certificate, company registration documents, and a Letter of Good Standing from the Department of Labour.
• Contractual Framework: Full adherence to the General Conditions of Contract (GCC) and Special Conditions of Contract (SCC), which govern payment schedules, warranty periods (standard twelve months), performance security, delay penalties, and termination protocols.
• Procurement Scoring: Evaluation utilizes an 80/20 preference point system. Eighty percent of points are allocated to price competitiveness, while twenty percent are reserved for specific socio-economic goals, specifically companies that are at least 51% owned by Black people.
• Quality & Delivery Standards: All components and repairs must align with relevant South African National Standards (SANS/SABS). Expired products, second-hand equipment, and non-firm pricing are strictly prohibited. Late submissions will not be considered.

Skills & Qualification Requirements

The successful bidder must demonstrate verified technical expertise and regulatory compliance in refrigeration and electrical systems:

• Certified Refrigeration Expertise: Proof of qualification as a Refrigerants Technician and Gas Practitioner via SAQCC Gas certification.
• Industry Registration: Valid registration with either SARACCA or SAIRAC, confirming adherence to professional industry codes.
• Electrical Competency: Certified trade test certificates for all personnel performing electrical installations or thermostat replacements.
• Proven Experience: Submitted references detailing previous successful repairs or servicing of commercial cold rooms and freezer units.

Explanation of Unusual or Complicated Terms

• SAQCC Gas: The South African Qualifications Authority for Cooling and Air Conditioning. This certification legally authorizes technicians to handle, recover, and recharge refrigerant gases safely and in compliance with environmental and occupational regulations.
• CIDB ME/EB: Construction Industry Development Board registration category for Mechanical and Electrical Works. It verifies the contractor’s technical capability and financial grading to execute construction-related mechanical and electrical projects.
• SARACCA/SAIRAC: Recognized professional bodies in South Africa representing refrigeration and air conditioning contractors and technicians. Membership ensures adherence to ethical, technical, and safety industry standards.
• 80/20 Preference Point System: A government procurement scoring model where 80 points are calculated based on the lowest acceptable bid price, and 20 points are awarded for designated transformation goals (in this case, black ownership).