Objectives

The primary objective is to appoint a qualified service provider for a once-off contract to deliver comprehensive preventive maintenance, inspection, and servicing of six Critical Operating Theatre (COT) HVAC systems across Victoria Mxenge Hospital and associated facilities. The aim is to ensure optimal environmental control, equipment reliability, and strict compliance with healthcare safety and infection prevention standards within a one-month execution window.

Scope of Work

The scope covers scheduled maintenance for HVAC control systems, air-cooled condensing units, water-cooled shell and tube chillers, air handling units (AHUs), and duct/filter assemblies located in main plant rooms, theatre blocks, and casualty duty areas. Services include electrical and instrumentation diagnostics, compressor and refrigerant system servicing, filter replacement, coil cleaning, leak repairs, belt replacements, and air curtain replacements. The contractor must develop a detailed work plan, complete daily job sheets, submit after-service reports, and adhere to hospital-specific safety protocols. All materials and spares must be pre-quoted, with a maximum 20% markup permitted on bought-out items. New components carry a 12-month guarantee, while repairs are guaranteed for six months.

Technical Requirements

• Full compliance with all attached specification documents and relevant South African National Standards (e.g., SANS 10142-1 for electrical installations).
• Execution of detailed preventive maintenance checklists covering electrical fault detection, motor amperage testing, meg-ohm insulation checks, pressure switch calibration, PLC/VSD programming verification, sensor alignment, damper operation, and environmental monitoring (dry/wet bulb temperatures, air changes per hour).
• Thorough inspection and servicing of primary, secondary, and HEPA filters, including seal integrity, ductwork condition, flexible pipe connections, and diffuser functionality.
• Submission of a fully completed Bill of Quantities (BOQ) with itemized materials, spares, labor tariffs, and transport costs. Proforma invoices for all purchased items must accompany the bid.
• Implementation of mandatory health and safety measures, including site risk assessments, PPE provision, work area cordoning, warning signage, and formal safety inductions prior to commencement.
• Provision of signed job cards, time logs, and post-service documentation for each unit serviced, along with an after-service report detailing faults and part specifications.

Skills and Qualification Requirements

• Contractor must hold a minimum CIDB grading of 1ME under the Air Conditioning and Mechanical Ventilation construction grouping.
• Lead refrigeration artisan must possess a valid trade test certificate and current SARACCA B6 registration proof.
• Electrical instrumentation work must be performed by qualified artisans with documented competencies and valid medical surveillance certificates.
• All personnel must present valid identification, fitness certificates, and appropriate PPE. Foreign national workers must provide valid work permits.
• The bidding company must designate a certified project leader and obtain director or CEO authorization for the quotation.

Explanation of Unusual or Complicated Terms

• COT (Critical Operating Theatre): Refers to highly controlled clinical environments requiring precise temperature, humidity, and particulate filtration levels to minimize surgical site infections. HVAC maintenance here demands OEM-level expertise and strict protocol adherence.
• SARACCA B6: A specialized South African refrigeration and air-conditioning certification denoting advanced artisan competency in complex cooling and ventilation systems.
• 80/20 Preference Point System: A procurement evaluation model allocating 80 points for competitive pricing and 20 points for socio-economic goals, specifically prioritizing enterprises operating within the EThekwini district.
• BOQ Markup Limitation: The tender restricts profit margins on purchased materials to a maximum of 20%, requiring transparent cost breakdowns and direct supplier invoicing to prevent inflated pricing.
• Safety File Compliance: Mandates a comprehensive occupational health and safety dossier containing organograms, risk assessments, legal appointments, tool inspection registers, and emergency procedures, as required by the Occupational Health and Safety Act.