Tender Summary: Particle Count Service in 6 Theatres

Objectives

The primary objective is to ensure optimal air quality and environmental sterility within six operating theatres at Ngwelezane Hospital. This is achieved through systematic airborne particle monitoring, air quality validation, and routine filtration maintenance to support infection control and patient safety standards.

Scope of Work

The engagement is a one-off service covering both weekly inspections and an annual comprehensive assessment across six designated theatres. Weekly tasks include verifying equipment operation, monitoring for abnormal noise or vibration, inspecting compressed air systems, testing automatic moisture traps, and performing general area cleaning. Annual contractor responsibilities expand to include leak detection (oil and refrigerant), oil filter checks, condenser coil and fan bearing inspections, surface maintenance (removal of rust, scale, and loose paint), and thorough cleaning of filters and evaporators.

Technical Requirements

• Bidders must use official departmental quotation forms without retyping or altering layouts.
• Mandatory submission of completed SBD 4 (Bidder's Disclosure of Interest), General Conditions of Contract (GCC), Special Conditions of Contract (SCC), and SBD 6.1 (Preference Points Claim Form).
• Proof of Central Suppliers Database (CSD) registration and valid tax compliance status is required for evaluation.
• Pricing must be firm, valid for 90 days, and inclusive of VAT where applicable.
• Evaluation follows an 80/20 preferential procurement model: 80 points allocated to price, 20 points to specific socio-economic goals.
• Bidders must explicitly confirm compliance with the attached technical specification; failure to indicate compliance results in immediate disqualification.
• All quotations must be delivered by the published closing date and time; late submissions will be rejected.

Skills Requirements

While the tender does not explicitly mandate formal certifications, successful execution inherently requires demonstrated expertise in HVAC systems, cleanroom/operating theatre air quality management, and calibrated particle counting instrumentation. Contractors must possess proven competency in preventive maintenance protocols, sterile environment compliance, and accurate diagnostic reporting. Prior experience servicing healthcare facilities or controlled clinical environments is strongly recommended.

Explanation of Unusual or Complicated Terms

• Particle Count Service: A specialized environmental testing procedure that measures airborne particulate concentrations to verify that operating theatres meet strict sterility, ventilation, and infection control benchmarks.
• 80/20 Preference Point System: A South African public procurement evaluation framework where scoring is divided between commercial competitiveness (up to 80 points for price) and transformation objectives (up to 20 points for specific goals). In this tender, the 20 points are reserved for proving South African ownership via CIPC documentation and BBBEE verification.
• Central Suppliers Database (CSD): A national Treasury-maintained registry that verifies supplier legitimacy, banking details, and tax compliance. Registration is mandatory before any public sector contract can be awarded.
• SBD Documentation: Standardized legal and administrative forms mandated by National Treasury to ensure transparency, declare potential conflicts of interest, and formally claim procurement preferences.