Objectives

The primary objective is to procure qualified service providers to deliver after-sales repair services and replace air conditioning units across KwaZulu-Natal Department of Health facilities. The procurement aims to ensure reliable climate control infrastructure through cost-effective, compliant, and timely service delivery while adhering to South Africa’s national preferential procurement policies.

Scope

The contract covers the complete lifecycle of air conditioning unit replacement and maintenance, including:

• Supply, delivery, and installation of replacement air conditioning units.
• On-site assembly, commissioning, and functional testing.
• Comprehensive after-service repair and routine maintenance.
• Provision of detailed operations and maintenance manuals.
• Training of departmental personnel on equipment operation and basic troubleshooting.
• Spare parts supply and warranty support throughout the contract period.

The procurement operates under a standard government quotation framework with a maximum value threshold of R1,000,000.

Technical Requirements

• Bidders must explicitly confirm specification compliance and SANS/SABS conformity on the official price page.
• All supplied units must be brand new, unused, current market models, and free from design, material, or workmanship defects.
• Mandatory warranty period: twelve (12) months from delivery acceptance or eighteen (18) months from shipment, whichever concludes first.
• Suppliers must declare clear delivery timelines. Samples may be requested for scrutiny; failure to provide them results in immediate disqualification.
• Pre-bid testing costs are borne entirely by the bidder. Post-delivery inspections and analyses will be conducted by the Department; non-compliant supplies will be rejected at the supplier’s expense.
• Tax compliance verification via the Central Suppliers Database (CSD) and SARS is mandatory before contract award.
• Performance security must be furnished within thirty (30) days of contract notification.

Skills Requirements

• Certified HVAC expertise covering diagnosis, repair, installation, and commissioning of commercial-grade air conditioning systems.
• Capability to conduct structured on-site training for facility staff on operational procedures and preventive maintenance.
• Competence in warranty management, authentic spare parts sourcing, and systematic service record keeping.
• Administrative proficiency to navigate public sector procurement compliance, including accurate completion of statutory disclosure forms, securing financial guarantees, and meeting strict delivery milestones.

Key Contractual & Procurement Terms

General Conditions of Contract (GCC) & Special Conditions of Contract (SCC): Standardised legal frameworks governing contractor obligations, payment cycles, delay penalties, termination rights, and dispute resolution. Where conflicts exist, SCC provisions override GCC.

SBD 4 (Bidder’s Disclosure): A statutory declaration requiring bidders to disclose any familial, financial, or professional relationships with employees of the procuring entity to prevent conflicts of interest and ensure supply chain transparency.

SBD 6.1 (Preference Points Claim Form): Used to claim points under the Preferential Procurement Policy Framework Act. This tender allocates 80 points for price competitiveness and 20 points for specific socio-economic goals (typically Broad-Based Black Economic Empowerment status).

Performance Security: A financial guarantee (e.g., irrevocable bank guarantee or certified cheque) submitted post-award to protect the purchaser against supplier default or failure to meet contractual obligations.

Register for Tender Defaulters: A national database maintained by the National Treasury listing entities banned from public sector contracts due to proven fraud, corruption, or serious misconduct. Inclusion results in automatic disqualification from all future bids.