Objectives

The primary objective is to appoint a qualified service provider for the once-off maintenance, repair, and servicing of HVAC package units located in Operating Theatre (OTO) 1 and OTO 2 at Victoria Mxenge Hospital. The contract ensures optimal climate control, air quality, and operational reliability within critical surgical environments through structured preventive maintenance and compliance-driven service delivery.

Scope of Work

• Maintenance and servicing of two designated HVAC units (left unit in Theatre 1, right unit in Theatre 2).
• Installation of a 3/4-inch water tap at rooftop package units connected to the main water source.
• Work duration estimated at one calendar month (approximately 20 working days), targeting five units completed per day.
• Strict adherence to hospital operational hours, daily scheduling, and mandatory documentation protocols.
• All replaced components must carry a 12-month guarantee, while repairs require a 6-month guarantee.

Technical Requirements

• Monthly Servicing: Inspection and maintenance of HVAC control systems and split/packaged units.
• Annual Servicing: Thorough inspection and cleaning of operating theatre ducts and filtration systems.
• Daily Documentation: Completion of compulsory daily job sheets, sign-in at 07:30, sign-out at 15:30, and formal sign-off by relevant maintenance officials before leaving site.
• Safety Compliance: Submission of a comprehensive safety file, baseline risk assessments, PPE registers, medical surveillance certificates, site cordoning, warning signage, and chemical MSDS where applicable.
• Quality Assurance: All materials must match supplier invoice descriptions; daily job cards must be signed by Chief Artisan or Maintenance Manager if regular sign-off is missed.
• Invoicing Protocol: Payment operates on a cost-proven basis, capped at the original quoted amount, with credit notes issued for unused funds.

Skills and Qualification Requirements

• Bidding company must employ a refrigeration artisan holding a valid trade test certificate.
• Proof of SARACCA B6 registration for the employed refrigeration artisan is mandatory.
• Active CIDB registration under Class 1 ME, specifically in the Air Conditioning and Mechanical Ventilation sub-category.
• Mandatory registration on the Central Suppliers Database (CSD) and proof of tax compliance status.
• A dedicated, tenderer-employed safety officer must remain on-site full-time throughout the project to monitor compliance and liaise with hospital safety personnel.
• All electrical and mechanical interventions must be independently verified and signed off by qualified supervisors, electrical/mechanical artisans, or chief artisans.

Notable Terms and Conditions

SARACCA B6 Registration: Certification issued by the South African Refrigeration and Air Conditioning Contractors Association, legally validating an artisan’s competency to handle refrigerants and service HVAC equipment in accordance with national health and safety standards.

Cost-Proven Basis Invoicing: A reimbursement model where payment is strictly tied to verified actual costs of labour and materials incurred during the project. The total claim cannot exceed the initial quoted ceiling, and any unspent funds must be returned via credit note.

80/20 Preference Point System: A public procurement evaluation framework allocating 80 points to competitive pricing and 20 points to socio-economic goals. For this tender, the 20 points are reserved exclusively for enterprises physically located within the eThekwini municipality.

Compulsory Site Briefing: Attendance at a mandatory pre-bid site meeting is required. Bidders must bring printed quotation documents to be officially signed and stamped. Failure to attend or comply results in immediate disqualification.