Objectives

The primary objective is to engage a qualified contractor to perform comprehensive minor and major maintenance services on a diesel generator at Newcastle Regional Hospital. The aim is to ensure reliable backup power essential for patient care, maintain equipment longevity, and achieve full regulatory and institutional compliance within a strict one-week execution period.

Scope of Works

• Minor Service: Routine inspection, cleaning, and adjustment of mechanical and electrical components. Tasks include checking fan belts, radiators, hoses, clamps, fuel and air filters, turbochargers, battery systems, alternators, exhaust manifolds, control panel instruments, and plant room facilities. Includes draining water from fuel tanks, bleeding the fuel system, topping up fluids, and safe disposal of used oil.
• Major Service: Encompasses all minor service tasks plus comprehensive overhaul procedures. This involves draining and replacing engine oil, changing multiple filter sets (oil, diesel, air, and water filters), replenishing coolant, inspecting and adjusting couplings and gaskets, verifying jacket water heater operation, and conducting thorough mechanical and electrical diagnostics.
• General Deliverables: Completion of service logbooks, restoration of the work area to original condition, and submission of a detailed technical service report within five working days of completion. All replaced parts must be new and compliant with approved standards.

Technical Requirements

• Strict compliance with the Occupational Health and Safety Act 85 of 1993, including submission of a site-specific safety plan and risk assessment prior to work commencement.
• Completion of a Contractors Declaration Form with the hospital’s Health and Safety Manager.
• All materials, consumables, and replacement components must be new, unused, and meet SABS/SANS quality standards.
• Work must be performed during standard institutional hours (Monday to Friday, 07:30–16:00, excluding public holidays).
• The generator will undergo a mandatory five-day operational test period before payment processing.
• Mandatory documentation includes Central Suppliers Database (CSD) registration, CIDB Grade EB certification, and a comprehensive Health and Safety File upon contract award.
• A remeasurable billing structure applies; payment is strictly tied to verified completed work, with unexecuted items omitted. No contract variations are permitted.

Skills and Experience Requirements

• Proven capacity to deliver similar generator maintenance services, substantiated by at least one previous order and a stamped completion certificate.
• Technical staff must possess specialized expertise in diesel engine mechanics, electrical systems, preventive maintenance, and diagnostic testing.
• Ability to develop risk assessments, draft safety plans, and compile detailed technical service reports.
• Adequate staffing, tools, and logistical resources to guarantee full project completion within the stipulated one-week timeframe.
• Valid Broad-Based Black Economic Empowerment (B-BBEE) status documentation (accredited certificate or sworn affidavit) is mandatory for contract execution.

Clarification of Key Terms

• Remeasurable Bill: A pricing model where final payment is calculated based on the actual quantity of work successfully completed and verified, rather than a fixed lump sum. Unperformed items are financially omitted.
• CIDB Grade EB: A Construction Industry Development Board classification indicating eligibility for electrical and mechanical engineering projects valued up to R5 million.
• Health and Safety File: A consolidated project dossier containing all safety inductions, risk assessments, method statements, inspection records, and compliance certificates, required for handover and future facility management.
• Sample Submission Requirement: Shortlisted bidders may be requested to provide physical samples of specified components or consumables for independent quality verification against technical specifications before final award.