Objectives

To secure a three-year contract for the preventative maintenance, servicing, and corrective repairs of HVAC systems at the Townhill Office Park facilities.

Scope

The contract encompasses:

• Preventative maintenance for split-type air-conditioning units (mid-wall and cassette) across Blocks 1, 2, 3, the Maintenance Office, and Guard House.
• Maintenance of fresh air supply and extraction systems, including inline tube fans and washable pre-filters.
• Emergency response to unplanned breakdowns and call-outs.
• Service frequencies: bi-annual for split units; monthly, quarterly, and bi-annual for ventilation systems.
• A base contract period of 36 months, with an optional extension up to 42 months.

Exclusions: The contract excludes damage to building finishes, suspended ceilings, CCTV, power plants, and uncontrollable fire/water damage. Specialized OEM equipment may require separate manufacturer contracts.

Technical Requirements

• Grading & Standards: Minimum CIDB grading of 2ME (a civil engineering contractor classification for mechanical/electrical installations valued up to R5 million). All work must comply with the Occupational Health and Safety Act (Act 85 of 1993), Construction Regulations 2014, and relevant SANS, ASHRAE, ISO, and SABS 0142 electrical standards.
• Planning & Documentation: Within 14 business days, contractors must submit a comprehensive equipment condition report and a detailed maintenance schedule. Work commences only upon approval. Manual maintenance logs per plant must be submitted monthly prior to invoicing.
• Equipment & Calibration: Contractors must supply all tools, calibrated measuring equipment, and demonstrate proficiency in operating Building Management Systems (BMS).
• Spare Parts & Pricing: Base rates exclude spare parts. Additional parts use a sliding mark-up scale: 20% on the first R300,000, 15% on the next R200,000, and 13% above R500,000. Subcontractor mark-ups are capped at 15% (on-site) and 20% (off-site).
• Performance Limits: Maximum allowable downtime is 3 hours (monthly), 1 day (annual), and 3 days (breakdowns). Exceeding limits breaches the contract unless proven unavoidable.
• Compliance & Certification: Valid CSD registration and SARS tax clearance are mandatory. A performance security bond is required within 30 days of award. All repaired equipment requires departmental witnessing and a SARACCA Certificate of Conformity (verification issued by the South African Refrigeration and Air Conditioning Contractors Association confirming safe, compliant installation).
• Evaluation: Uses an 80/20 preference point system (80 points allocated to competitive pricing, 20 points to socio-economic goals, specifically 100% Black African ownership).

Skills Requirements

• Mandatory Certification: Bidders must be trade-tested Refrigeration Artisans or Technicians registered with SAQCC Gas (Category A or B), which certifies legal competency to safely handle refrigerants and pressurized gas systems.
• Staff Competency: Personnel must meet OHS Act competency standards, maintain clean and sober habits, and possess specific expertise with the installed plant. Certified proof of trade tests, indentureship papers, and active SAQCC registration must be submitted.
• Height Safety: All staff working at elevated plant sections must hold a valid basic fall-arrest certificate from a recognized professional body.
• Labour Tiering: Rates are structured by skill level: Skilled (trade-tested/NQF Level 4 with SAQCC), Semi-skilled (minimum 3 years relevant experience), and Unskilled (manual labour/assistants).
• Operational Availability: The appointed plant technician must handle during- and after-hours emergencies, provide immediate replacement coverage during leave/sickness, and attend quarterly HVAC coordination meetings.