Objectives

The primary objective of this quotation is to procure a qualified service provider for the comprehensive annual maintenance and servicing of a standby generator at the Pholela Community Health Centre. The goal is to restore and maintain reliable backup power infrastructure through systematic inspection, fluid and filter replacement, component testing, and performance validation.

Scope of Work

The contract entails a one-off major service for a Perkins standby generator. The successful bidder must complete all required maintenance activities within one week of official site handover. The scope includes:

• Draining and refilling the radiator with manufacturer-specified coolant and the engine with manufacturer-specified oil.
• Removing existing filters and supplying/fitting new replacements for fuel, oil, air, and diesel tank systems.
• Replacing the starter battery with a heavy-duty diesel starter battery matching exact specifications.
• Cleaning and tightening all mechanical and electrical connections, checking the water jacket heater, and inspecting the fan for damage.
• Greasing battery terminals, verifying starter and alternator mounting tightness, and cleaning the radiator.
• Starting and running the generator under both load and no-load conditions.
• Completing a detailed maintenance checklist and submitting an overall condition assessment report upon completion.

Technical Requirements

Bidders must strictly adhere to the following technical and quality standards:

• All supplied parts and materials must comply with SABS/SANS standards. Products must be new, unused, and valid for a minimum of six months.
• Specific component specifications are mandatory: Donaldson serial numbers for fuel (P551424), oil (P554403), and air (P772580) filters; Baldwin BF1282 for the diesel tank filter; and a 105 Ah silver-calcium battery with CCA 18* rating.
• Quoted rates must be all-inclusive, covering labour, transport, overheads, profit, and applicable Value Added Tax.
• Work must be inspected and formally approved by the District Engineer before any payment is processed.
• Bidders must confirm full compliance with the attached specification schedule. Any deviation or failure to indicate compliance will render the quotation non-responsive.

Skills and Qualification Requirements

To ensure competent execution, bidders must submit the following mandatory documentation:

• Valid Construction Industry Development Board (CIDB) grading of 2EP or 2ME and above.
• Proof of formal qualification or certification for the artisan who will execute the generator service.
• Two verifiable references or orders of similar maintenance work, accompanied by completion certificates.
• Active registration on the Central Supplier Database (CSD) and proof of tax compliance status.
• Completed mandatory returnable forms, including Bidder’s Disclosure (SBD 4) and Preference Points Claim Form (SBD 6.1).

Notable Terms and Conditions

This procurement incorporates standard public sector frameworks alongside specific operational requirements:

• Preferential Procurement (80/20 System): Evaluation allocates 80 points for price and 20 points for specific socio-economic goals. Full preference points are awarded to companies at least 51% owned by Black Persons with Disabilities. Bidders must submit supporting proof, such as CIPC ownership certificates or medical disability assessments, to claim these points. This system prioritises historically disadvantaged groups while maintaining competitive pricing.
• Strict Administrative Compliance: Quotations undergo five mandatory evaluation stages. Failure to meet any administrative, capacity, specification, or preference requirement results in immediate disqualification without progression to subsequent stages.
• Delay Penalties: Non-performance or late delivery triggers financial penalties calculated at the current prime interest rate per day of delay. Persistent default may lead to contract termination and a restriction penalty prohibiting the supplier from doing business with the public sector for up to ten years.
• Interest Disclosure: Bidders must declare any personal or business relationships with KwaZulu-Natal Department of Health officials. Undisclosed interests may result in disqualification for false declaration, as the department utilises computer-assisted verification techniques.
• Anti-Collusion Measures: Multiple quotations or cover-quoting by the same entity will trigger immediate disqualification, as such practices constitute corruption and acquisition fraud under public finance regulations.