Objectives

• Maintain all fire extinguishers and hydrant systems in a safe, operational, and legally compliant condition.
• Ensure correct placement, accessibility, and fitness for purpose across all municipal facilities.
• Establish and maintain an accurate, uniquely numbered asset register with complete service histories.
• Identify, document, and rectify defective, obsolete, or missing equipment.
• Deliver timely emergency response and provide fully auditable proof of all work performed.

Scope of Work

• Conduct an initial site survey to verify and reconcile all equipment against the municipality’s asset register.
• Record detailed specifications including type, capacity, extinguishing medium, serial numbers, locations, conditions, and service due dates.
• Verify that all units are unobstructed, visibly mounted, properly signed, and suitable for their designated risk areas.
• Perform comprehensive inspections, servicing, recharging, pressure testing, and cylinder examinations for portable fire extinguishers.
• Inspect, operate, lubricate, and test underground and pillar fire hydrants, including associated hoses, branch pipes, and nozzles.
• Conduct static-pressure, residual-pressure, and flow tests using calibrated instruments without causing flooding or service disruption.
• Replace condemned or uneconomical units only after written approval, except where immediate replacement is necessary to maintain fire coverage.
• Provide temporary replacement equipment whenever units are removed from site for servicing.
• Submit quotations for major repairs or upgrades not covered under routine service rates.

Technical Requirements

• All work must strictly comply with South African occupational health and safety legislation, municipal fire-safety by-laws, applicable SANS standards, pressure equipment regulations, and original manufacturer guidelines. Where conflicts arise, the most stringent lawful requirement applies.
• Service providers must supply competent personnel, supervision, calibrated testing equipment, appropriate tools, transport, consumables, and approved replacement parts.
• Adhere to strict response timelines: critical faults require attendance within four hours, while routine faults must be addressed within twenty-four hours.
• Deliver an inception report, verified electronic asset register, individual service sheets, a prioritized defect register, pressure and flow test results with instrument calibration details, compliance certificates, photographic evidence of defects and remedial work, and monthly performance summaries.
• Final consolidated reports and certificates must be submitted within five working days of completing each service cycle.
• Implement controlled water discharge during hydrant testing and ensure responsible disposal of spent extinguishing agents and replaced components at no additional cost.

Skills and Provider Requirements

• Hold valid company registration, tax clearance, and all mandatory procurement documentation.
• Possess relevant accreditation or official approval to service specified fire-protection equipment.
• Employ technicians with recognized training and verifiable field experience.
• Demonstrate a minimum of three years’ relevant experience and provide three contactable references for comparable projects.
• Maintain valid public liability insurance and statutory employee compensation coverage.
• Operate from established workshop facilities equipped with calibrated test gear, approved spare parts, and emergency response capabilities.
• Submit a documented health and safety plan, site-specific risk assessments, safe work procedures, and incident-reporting protocols.
• Designate a project representative holding the SAQCC 1475 qualification, a nationally recognized vocational certification for fire equipment servicing technicians.
• Provide proof of financial capacity, such as bank statements or credit facility letters, demonstrating sufficient liquidity to execute the contract.

Notes on Unusual or Complicated Terms

The tender utilizes a structured 80/20 preference point system, allocating 80 points to price competitiveness and 20 points to socio-economic goals including historically disadvantaged individuals (HDI), local district presence, youth/women/disability empowerment, and Broad-Based Black Economic Empowerment (B-BBEE) status. Bidders must claim these points using official declaration forms.

Local content calculations follow SATS 1286:2011, requiring bidders to declare the percentage of locally produced versus imported materials based on South African Reserve Bank exchange rates. Imported content includes foreign labor, intellectual property, freight, and duties.

Non-firm pricing contracts may apply price escalation adjustments using a standardized formula that factors in labour, transport, and other cost indices, with 15% of the base price remaining fixed to prevent excessive inflation claims.