Tender Summary: Servicing of Mortuary Equipment

Objectives

The primary objective is to engage a qualified service provider to perform routine maintenance, diagnostics, and repairs on mortuary refrigeration units and hydraulic body lifts at Church of Scotland Hospital. The contract aims to ensure continuous operational reliability, strict compliance with national health and safety standards, and minimal disruption to ongoing hospital activities.

Scope of Work

The contract encompasses the comprehensive servicing of mortuary cold rooms and a mortuary hydraulic body lift. Services include preventive maintenance, system inspections, fault diagnosis, component adjustments, fluid replenishment, functional testing, and the submission of detailed technical reports. All work must be conducted on-site, with contractors responsible for full area cleanup post-service. The institution reserves the right to issue orders for quantities specified in the schedule, and contractors must respond within seven days of notification.

Technical Requirements

• Cold Room Servicing: Verification of suction and discharge pressures; super and sub-cooling checks; electronic leak detection across joints, valves, and coils; refrigerant charge verification and topping up; compressor oil level and condition assessment; noise, vibration, and current draw monitoring; high/low pressure cut-out and oil pressure safety checks; crankcase heater inspection; condenser coil cleaning; fan motor, blade, bearing, and current assessment; anti-vibration rubber inspection; electrical connection, contactor, and overload checks; evaporator cleaning for uniform airflow; defrost system testing (heaters, timers, termination, drain heaters); condenser drain pipe and trace heater clearance; drip tray blockage removal; thermostat calibration; temperature set-point vs. actual verification; door switch, interior light, and heater wire checks; alarm system testing (temperature extremes, door open/close); door closure and pressure relief valve inspection; and replacement of door rubbers where applicable. Bidders must supply their own servicing checklists.
• Hydraulic Body Lift Servicing: Inspection of frame mast, boom, and swivel bar connections for tightness and wear; examination of welded joints for rust, stress, cracks, and deformation; hydraulic cylinder and pump assembly leak inspection; manual emergency lowering mechanism functionality verification; hydraulic system air purging if operation feels spongy or slow; caster wheel inspection; hydraulic fluid topping up; and submission of a comprehensive findings report.
• General Standards: All work must comply with South African Bureau of Standards (SABS) codes, National Building Regulations, KwaZulu-Natal Provincial Administration (KZNPA) trade preambles and general specifications, and the Occupational Health and Safety Act. Prices must be all-inclusive, covering labour, transport, overheads, profit, VAT (if applicable), and statutory duties. Used or expired components are strictly prohibited.

Skills Requirements

While not explicitly itemised, the technical scope necessitates certified HVAC/refrigeration technicians proficient in commercial cold room systems, hydraulic mechanics experienced with medical/funeral equipment lifts, advanced diagnostic troubleshooting capabilities, precise technical reporting, and strict adherence to occupational health and safety protocols. Proven experience working in live healthcare environments while maintaining minimal operational disruption is essential.

Key Terms & Unusual Requirements

• 80/20 Preference Point System: A procurement scoring model where 80 points are allocated for competitive pricing and 20 points are reserved exclusively for companies that are 100% owned by Black Africans. Claiming these points requires verifiable ownership documentation via the Central Supplier Database.
• Penalty Clause: Failure to commence work within seven days of receiving an order grants the institution immediate cancellation rights. A daily penalty of 0.4% of the affected contract value applies for each day of non-completion beyond the initial response window.
• KZNPA Standards: Provincial construction and trade specifications governing material quality, workmanship, and procedural compliance for public sector projects in KwaZulu-Natal.
• Evaluation Stages: Bids undergo four mandatory screening phases: administrative compliance, capacity to deliver, specification compliance, and price/preference scoring. Non-compliance at any stage results in automatic disqualification.