Objectives

The primary objective is to appoint a qualified service provider to deliver comprehensive preventative maintenance, corrective repairs, and ad-hoc installation services for Heating, Ventilation, and Air-Conditioning (HVAC) systems across the Industrial Development Corporation (IDC) Head Office facilities (Buildings IDC 1 and IDC 2) for a fixed three-year contract period.

Scope of Work

• Execute scheduled preventative maintenance across diverse equipment categories, including chilled water AHUs, direct expansion (DX) split units, chillers, cooling towers, medium/large/small fans, server room down-blow units, air-cooled package units, electrical switch/control panels, ductwork, water distribution systems, heater banks, motorised dampers, water treatment systems, refrigeration units, steamers/humidifiers, and heat pump geysers.
• Perform corrective maintenance and rectify immediate-priority defects identified during a Building Condition Assessment (BCA), subject to budget availability and written approval.
• Supply, install, commission, and maintain additional air-conditioning equipment on an ad-hoc basis as required by the IDC.
• Implement comprehensive water treatment programs for applicable HVAC circuits, including chemical and microbiological testing, dosing, and monthly reporting.
• Provide all necessary supervision, skilled labour, tools, test instruments, consumables, transportation, and specialist software to ensure continuous system reliability and minimal operational downtime.
• Maintain a central fault register tracking complaints, breakdowns, response times, and resolutions; submit detailed monthly maintenance reports and attend coordination meetings.

Technical Requirements

• Hold active Construction Industry Development Board (CIDB) registration with a minimum grading of 5ME.
• Maintain valid Compensation Fund registration under COIDA with a current Letter of Good Standing.
• Demonstrate financial stability through audited financial statements, independently reviewed accounts, or cash flow projections for new entities.
• Comply with mandatory insurance thresholds, including R5 million public liability, R500,000 surrounding property cover, and R50,000 each for theft, transit, debris removal, and claims preparation.
• Submit structured cost proposals detailing preventative maintenance pricing (by building block and service interval), BCA rectification quotations, ad-hoc equipment/part unit prices, and hourly rates for normal, after-hours, and weekend call-outs.
• Adhere to environmental and safety protocols, including the use of approved refrigerants, manufacturer-specified servicing procedures, and SANS-compliant installation standards.
• Fulfil all procurement compliance obligations, including tax clearance verification, B-BBEE documentation, and POPIA data privacy compliance.

Skills Requirements

• Deploy a minimum of one dedicated technician with at least five years of practical HVAC experience.
• All field personnel must hold recognised Air Conditioning trade qualifications certified by a merSETA-accredited testing centre.
• Technicians must be currently registered as Refrigeration and Air Conditioning Practitioners with SAQCC Gas.
• Provide verifiable references (minimum three) demonstrating prior experience in maintaining comparable HVAC and refrigeration systems.
• Demonstrate capability to execute complex maintenance schedules, troubleshoot critical system failures, and manage ad-hoc installations while minimising disruption to office environments.

Key Terms & Definitions

Building Condition Assessment (BCA): A formal mechanical and structural audit identifying priority defects requiring immediate remedial action and budget allocation.

CIDB 5ME: A contractor grading category denoting competency in mechanical engineering projects within specified financial and complexity thresholds.

COIDA: The Compensation for Occupational Injuries and Diseases Act, mandating employer registration and coverage for workplace-related injuries and illnesses.

SAQCC Gas: The statutory regulatory body overseeing gas handling, refrigeration practice, and practitioner registration in South Africa.

merSETA: The Manufacturing, Engineering and Related Services Education and Training Authority, responsible for accrediting technical trade assessments and certifications.

POPIA: The Protection of Personal Information Act, governing the lawful collection, processing, storage, and security of personal data during service delivery.