Tender Summary: Annual Service of UPS

Objectives

The primary objective is to engage a qualified service provider for the preventative maintenance and annual servicing of Uninterruptible Power Supply (UPS) systems at St Marys Marianhill Hospital. The initiative aims to safeguard critical medical and administrative operations against power interruptions, extend equipment lifespan, ensure regulatory compliance, and maintain continuous hospital functionality through systematic inspections and testing.

Scope of Work

• Perform comprehensive annual maintenance on designated UPS units located in the IT Room, Operating Theatre, and X-Ray Room.
• Inspect and service associated electrical distribution boxes across multiple hospital wards, clinics, and support facilities.
• Execute a standardized checklist covering environmental conditions, voltage and current measurements, battery charger diagnostics, cooling fan assessment, corrosion detection, fuse verification, changeover testing, and cabinet cleaning.
• Complete all work within a two-week contract period following site handover, prioritizing minimal disruption to active hospital services.
• Submit a detailed after-service report documenting all inspections, recorded parameters, corrective actions, and compliance certifications.
• Provide a minimum three-month guarantee period for all labor, materials, and completed installations.

Technical Requirements

• All services must strictly adhere to the attached specification annexure and applicable South African standards, including SABS 10142 (Wiring of Premises), the Occupational Health and Safety Act, and KZNPA General Electrical Specifications.
• Work must be conducted on-site with strict preservation of existing infrastructure; the contractor bears full financial responsibility for any accidental damage to buildings or equipment.
• Final acceptance is contingent upon satisfactory verification by the KwaZulu-Natal Department of Health.
• No performance security or contract guarantee is required from the successful bidder.
• All materials and components must meet approved quality benchmarks and remain compliant throughout the guarantee period.

Skills and Experience Requirements

• CIDB Grading: Minimum Construction Industry Development Board (CIDB) grading of 1ME for electrical installation works.
• Proven Track Record: Demonstrated experience in annual UPS servicing within the preceding three years, supported by reference letters, completion certificates, or contracts specifying scope and value.
• Qualified Technicians: All personnel executing the service must hold a valid Trade Test certificate in the electrical trade.
• Administrative Compliance: Bidders must maintain active Central Suppliers Database (CSD) registration, submit a B-BBEE status verification certificate or sworn affidavit, provide a Letter of Good Standing from the Department of Labour, and furnish a SARS tax clearance PIN.
• Site Familiarization: Bidders are strongly encouraged to conduct preliminary site visits to assess access routes, operational constraints, and environmental conditions before submission.

Key Terms and Evaluation Criteria

Evaluation follows an 80/20 preference point system, awarding 80 points for competitive pricing and 20 points for specific socio-economic goals. Full preference points are allocated to enterprises operating within the hospital’s catchment area, verified through CSD and CIPC ownership documentation. Mandatory returnable documents, including conflict-of-interest declarations and preference claim forms, must be fully completed. Late submissions, incomplete paperwork, or failure to meet baseline technical thresholds will result in immediate disqualification. The procuring authority retains the right to negotiate pricing, reject any quotation, and terminate agreements for default, non-performance, or fraudulent conduct.

Explanation of Key Terms

• CIDB 1ME: A foundational construction industry grading indicating competency to execute small-scale electrical installation and maintenance projects.
• SBD Forms: Standardized Bid Document templates mandated by South African public procurement legislation for disclosing personal/business interests and claiming preferential procurement points.
• 80/20 Preference System: A procurement scoring model where cost efficiency carries the majority of evaluation weight, while a smaller portion advances designated economic participation targets.
• After-Service Report: A formal technical deliverable submitted post-maintenance, containing verified inspection data, measured electrical parameters, remedial actions taken, and official compliance sign-off.