Objectives

The primary objective of this tender is to appoint a qualified HVAC service provider to undertake comprehensive repair, maintenance, replacement, and installation services for HVAC systems across various municipal buildings. The goal is to ensure all HVAC installations operate at optimal levels, supporting business continuity and safety compliance through routine, preventive, and corrective maintenance.

Specifically, the service provider must carry out diagnoses, routine testing, scheduled preventive maintenance, repairs, and emergency interventions as needed, ensuring the HVAC systems remain functional, safe, and efficient throughout the contract period.

Scope

The scope encompasses:

• Provision of complete HVAC maintenance services for large plants and units within municipal buildings, including diagnosis, repair, replacement, and installation.
• Routine monthly, semester, and annual preventive maintenance, including specialized testing and repairs.
• Corrective maintenance, fault diagnosis, and emergency repairs on HVAC systems, ensuring continuous operation.
• Preparation and submission of schedules, reports, and documentation related to maintenance activities.
• Adherence to safety, quality, and environmental standards, including testing, calibration, and certification of HVAC units.
• Engagement of qualified personnel, including key staff and subcontractors, with appropriate experience and certifications.

Technical Requirements

The technical requirements include:

• Registration with CIDB as a 3ME contractor or higher.
• Provision of a comprehensive site-specific occupational health & safety plan.
• Demonstration of experience in HVAC maintenance over the past 15 years, with at least five projects valued at R750,000 or more.
• Key personnel with relevant qualifications (e.g., National Diploma in Mechanical Engineering), experience, and professional registration.
• Provision of valid SARS tax compliance status, CIDB registration, and proof of good standing with municipal accounts.
• Insurance coverage, including professional indemnity and liability insurance, with specified minimums.
• Adherence to safety standards, including hazard identification, risk assessments, and safety protocols.
• Availability of necessary plant, equipment, and resources to perform scheduled and emergency maintenance.
• Implementation of quality and safety management plans, including documentation, testing, and certification.

Skills Requirements

The tender specifies that the successful bidder must possess:

• Qualified and experienced HVAC technicians, engineers, and safety officers with relevant certifications and proven track records.
• Ability to diagnose, repair, and maintain HVAC systems efficiently, with a minimum of 12 months field experience for key personnel.
• Knowledge of national standards, building regulations, and safety legislation related to HVAC systems.
• Proficiency in testing, calibration, and certification of HVAC units, including the use of calibrated instruments.
• Capacity to provide 24/7 emergency call-out services with rapid response times (within 3 hours for emergencies).
• Capability to prepare detailed reports, maintenance schedules, and safety documentation.
• Strong project management skills, including scheduling, reporting, and compliance with contractual obligations.
• Ability to work within the specified budget, adhere to safety and environmental standards, and maintain high-quality service delivery.