Tender Summary: Minor Service of Generator at Ludimala Clinic

Objectives

The primary objective is to engage a qualified service provider to perform routine minor maintenance on a 60 kVA backup generator at Ludimala Clinic. The goal is to ensure reliable power continuity for essential healthcare operations by restoring optimal generator performance through scheduled servicing, component replacement, and rigorous post-service testing.

Scope of Work

The contract covers the complete minor service of a Sinabo 60 kVA generator fitted with a Deutz engine. The scope includes the supply, delivery, installation, and commissioning of all necessary spare parts and consumables. The contractor must conduct pre-operation checks, replace specified filters, manage oil changes, service the diesel storage tank, and perform comprehensive post-maintenance diagnostics. Any unforeseen defects identified during inspection must be documented, and a separate quotation for additional repairs must be provided. All work must be completed within the stipulated timeframe, leaving the generator fully operational and compliant with provincial health facility standards.

Technical Requirements

• Filter & Fluid Management: Replace fuel filter, fuel strainer cartridge, air filter, and oil filter using manufacturer-approved equivalents. Drain existing engine oil, provide a valid disposal certificate, and refill with approximately 11 litres of CF-4 SAE 15W40 diesel oil.
• Diagnostics & Testing: Conduct pre-run and post-run checks covering coolant levels, battery status, controller settings, jacket water heater operation, and running hours. Submit a completed after-service test report.
• Connectivity & Fuel Quality: Install a new SIM data card (approximately 1 GB monthly for 36 months) and verify optimal network coverage. Supply a 70g Rigana water tester for diesel fuel quality assessment.
• Diesel Tank Servicing: Perform remedial cleaning and maintenance on the diesel storage tank according to departmental specifications.
• Documentation & Handover: Hand over all replaced components, signed off by the Chief Artisan. Provide a detailed inspection report highlighting any additional repairs required.
• Safety & Compliance: Maintain a comprehensive Occupational Health and Safety (OHS) file, including baseline and task-based risk assessments, site-specific emergency plans, PPE issuing records, and equipment inspection logs. Adhere strictly to SANS/SABS standards, National Building Regulations, and departmental preambles. No unauthorized use of heavy machinery or cable cutting is permitted without prior written approval.

Skills and Qualification Requirements

• Valid CIDB registration with an EB1/ME1 grading for small-scale electrical and mechanical engineering works.
• Certified trade test certificates for all electricians participating in the project.
• Proven technical expertise in diesel generator maintenance, electrical troubleshooting, and preventive servicing.
• Competency in compiling and managing a compliant OHS safety file aligned with national legislation.
• Mandatory compliance documentation includes a verified Central Supplier Database (CSD) profile, SARS tax clearance, B-BBEE verification certificate or sworn affidavit, company registration documents, and a Department of Labour letter of good standing.
• Strong project coordination skills to execute the service within the contractual period while maintaining site cleanliness and minimizing clinical disruption.

Explanation of Unusual or Complicated Terms

• SBD 4 & SBD 6.1: Standard South African public procurement forms. SBD 4 requires bidders to declare any personal or business relationships with state employees to prevent conflicts of interest. SBD 6.1 is used to claim preference points under the Broad-Based Black Economic Empowerment framework.
• CIDB EB1/ME1: A construction industry grading system indicating competency in small-scale electrical and mechanical engineering projects valued up to one million rand.
• CSD Registration: A mandatory national database managed by National Treasury that verifies supplier legitimacy, tax compliance, and financial standing before government contracts can be awarded.
• Site Handover Certificate: A formal administrative document issued by the client that officially authorizes the commencement of work. Contractual timelines, penalties, and payment schedules only apply after this certificate is signed.
• Rigana Water Finder: A chemical reagent kit used to detect trace water contamination in diesel fuel, which can cause engine corrosion, microbial growth, and filtration blockages.