Tender Summary: Major Service to UPS (09 Clinics)

Objectives

The primary objective is to engage a qualified service provider to conduct comprehensive maintenance, troubleshooting, and battery replacement for Uninterruptible Power Supply (UPS) systems across nine designated healthcare clinics under the KwaZulu-Natal Department of Health. The service aims to ensure uninterrupted power continuity for critical clinical operations and emergency room equipment.

Scope of Work

• Perform major servicing at nine clinics: Charlestown, Ingogo, Madadeni Clinic 1, Madadeni Clinic 5, Madadeni Clinic 7, Mndozo, Osizweni Clinic 2, Osizweni Clinic 3, and Rosary.
• Conduct systematic inspections covering environmental conditions, ventilation, internal board/subassembly connections, windings, capacitors, and operational functionality.
• Execute mains and operational electrical checks, including phase voltage, frequency, harmonic distortion, RMS values, peak readings, crest factor, and neutral distribution analysis.
• Supply and install new UPS batteries, safely disconnecting and removing outdated units, then connecting terminals according to manufacturer specifications.
• Servicing and calibration of alarm panels, including verification of all indicator lights.
• Thorough cleaning of UPS units and surrounding areas, strictly conducted away from patient zones.
• Development and submission of a site-specific safety plan compliant with occupational health and safety regulations.
• Provision of detailed after-service reports documenting all findings, actions taken, and recommendations for each clinic.

Technical Requirements

• All work must be performed by highly competent, technically trained personnel authorized to service medical-grade power backup systems.
• Due to continuous 24/7 clinic operations, all servicing activities require prior scheduling and direct coordination with facility maintenance staff.
• Supplied equipment and materials must be brand new, unused, and conform to applicable South African National Standards (SANS/SABS).
• Battery configurations vary by site (typically 24V to 32V, 3.0KVA to 3.5KVA), requiring precise model matching and correct wiring.
• A warranty period of twelve (12) months post-delivery or eighteen (18) months from shipment applies to all supplied goods.
• Bidders must adhere to strict documentation protocols, including verbatim completion of official quotation and compliance forms without retyping or alteration.

Skills Requirements

• Certified expertise in UPS architecture, electrical diagnostics, and lead-acid/lithium battery management and disposal.
• Proficiency in interpreting electrical test data (harmonic distortion, crest factor, load current, voltage regulation) and troubleshooting fault indicators.
• Strong knowledge of healthcare facility safety protocols, including infection prevention, patient-area isolation, and lockout/tagout procedures.
• Competency in drafting technical service reports, risk assessments, and compliance documentation aligned with public sector standards.
• Familiarity with South African public procurement legislation, tax compliance verification, and Broad-Based Black Economic Empowerment (BBBEE) requirements.

Key Contractual & Procurement Terms

80/20 Preference Point System: This procurement evaluation method allocates 80 points for competitive pricing and 20 points for specific socio-economic goals. Full points for the specific goal require documented proof of South African ownership via Companies and Intellectual Property Commission (CIPC) certificates and director identification documents.

CSD Registration: The Central Suppliers Database (CSD) is the national repository for supplier information. Bidders must maintain active, verified CSD registration; unverified or expired registrations result in automatic disqualification.

Standard Bidding Documents (SBD Forms): Mandatory government templates (e.g., SBD 4 for conflict-of-interest disclosure, SBD 6.1 for preference claims) must be submitted exactly as printed. Retyped or modified versions are deemed non-compliant.

Performance Security: The successful bidder must provide a bank guarantee or cashier's cheque equivalent to the contract value within thirty days of award to guarantee履约 obligations.

Delay Penalties: Failure to complete services within the agreed timeframe triggers financial deductions calculated at the prevailing prime interest rate for each day of delay, alongside potential contract termination rights.