Objectives

The primary objective is to appoint a qualified contractor to perform comprehensive corrective and preventative maintenance on multiple office mid-wall split air-conditioning units across Greytown Hospital. The contract aims to restore optimal cooling performance, ensure energy efficiency, maintain indoor air quality, extend equipment lifespan, and guarantee uninterrupted hospital operations through professional, compliant HVAC servicing.

Scope of Work

• Major maintenance and repair of approximately twenty-five individual air-conditioning units located in administrative offices, clinical rooms, wards, theatres, pharmacies, and support facilities.
• Diagnostics, filter cleaning/replacement, compressor and condenser fan inspection or replacement, blower bearing checks, electrical wiring fault rectification, and isolator functionality verification.
• Refrigerant leak detection using electronic detectors, gas re-gassing, drainage system flushing, remote control battery replacement, and post-service functional testing.
• Incidental masonry, patching, tarmac, and painting where installation or repairs affect building structures.
• Completion of mandatory service checklists, submission of detailed after-service reports, and issuance of condemning certificates for units deemed beyond economical repair.
• Contract duration is once-off with a four-week completion timeline. A twelve-month guarantee applies to workmanship and materials, with replaced parts carrying a minimum three-month or manufacturer-specified warranty.

Technical Requirements

• All work must comply with the South African Bureau of Standards (SABS) Code of Practice, National Building Regulations, KwaZulu-Natal Provincial Administration (KZNPA) standards, and the Occupational Health and Safety Act.
• Replacement components and materials must conform to ISO 9001:2008 standards and original manufacturer specifications.
• Quotations must be firm, all-inclusive (covering labour, transport, overheads, and VAT where applicable), and submitted on unaltered official government forms.
• Bidders must provide mechanical parts guarantee certificates, proof of prior similar work, and adhere to strict documentation completeness. Late, incomplete, or altered submissions will be rejected.

Skills and Qualifications

• Valid Construction Industry Development Board (CIDB) Grading 1ME/1EC certificate.
• Recognised trade certificate in air-conditioning and refrigeration or air cooler systems.
• Proven track record delivering comparable HVAC maintenance in healthcare or institutional settings, supported by verifiable proof of past contracts and delivery notes.
• Personnel must demonstrate competency in safe refrigerant handling, electrical diagnostics, and working protocols within active medical environments to ensure minimal disruption to critical hospital services.

Key Terms and Conditions

80/20 Preference Point System: A South African public procurement evaluation model where 80 points are awarded for competitive pricing and 20 points for socio-economic transformation goals (specifically promoting South African-owned enterprises).

CIDB 1ME/1EC Grading: An entry-level construction industry classification indicating basic capability in mechanical and/or electrical works, suitable for minor to medium-scale installations and repairs.

Mandatory Compliance Documents: Bidders must submit a Central Suppliers Database (CSD) report, CIPC company registration, B-BBEE sworn affidavit or verification certificate, and SARS tax clearance. These verify legal registration, transformation status, and tax compliance as required by national treasury regulations.

Condemning Certificate: An official technical report declaring equipment beyond economical repair, triggering replacement procedures rather than further maintenance.

Anti-Cover-Quoting Clause: Strict prohibition against submitting multiple quotations under different corporate entities to manipulate pricing. Verification processes will disqualify bidders found engaging in this practice, which is classified as procurement fraud.