Objectives

The primary objective is to engage a qualified and compliant service provider to maintain, service, repair, replace, and pressure test fire-fighting equipment across designated municipal facilities. The contract aims to ensure operational readiness, regulatory compliance, and accurate digital record-keeping of all serviced assets while adhering to municipal supply chain management policies.

Scope of Work

The successful bidder will be responsible for the comprehensive maintenance and testing of fire-fighting equipment located at fleet offices, the fire department, and electrical offices in Alton. The scope includes:

• Regular servicing, repair, and replacement of fire extinguishers, hose reels, and hydrants.
• Conducting mandatory pressure tests on all specified equipment.
• Providing a soft-copy inventory and status report of all equipment per site upon completion of services.
• Attending a compulsory site meeting prior to quotation submission to assess requirements and site conditions.

Technical Requirements

Bidders must meet strict administrative, regulatory, and documentation standards to qualify for evaluation:

• Official registration as a service provider within the fire-fighting sector.
• Active registration on the national Central Suppliers Database (CSD).
• Valid Tax Compliance Certificate and a Letter of Good Standing from the Compensation Fund.
• Submission of completed Municipal Bid Document (MBD) forms, including declarations of interest, past supply chain practices, and independent bid determination.
• A contractor Safety, Health, and Environment (SHE) risk management file.
• All quotations must be completed in black ink, manually signed, and any price alterations must be countersigned by the bidder to remain valid.
• Compliance with municipal preferential procurement scoring criteria.

Skills Requirements

Suppliers must demonstrate specialized technical competence and industry-specific experience:

• Proven expertise in the maintenance, troubleshooting, and repair of commercial/municipal fire suppression systems.
• Certified technicians capable of safely performing pressure tests on extinguishers, hose reels, and hydrants according to industry standards.
• Ability to accurately inspect, tag, and document equipment status, followed by compiling and submitting detailed digital reports per site.
• Strong project coordination skills to manage multi-site service delivery within stipulated lead times.

Explanation of Unusual or Complicated Terms

CSD (Central Suppliers Database): A national government registry used to verify that suppliers are legally registered, tax-compliant, and not restricted from public sector contracts.

MBD Forms: Standardized municipal bid documents requiring legal declarations regarding conflicts of interest, past misconduct, bribery, and independent pricing to prevent collusion.

Preferential Procurement (80:20 Model): An evaluation framework allocating 80% of scoring points to price competitiveness and 20% to socio-economic development goals, such as black ownership, women/youth/disabled empowerment, and residency in rural areas or townships.

Soft-Copy Equipment Reporting: A mandatory digital documentation requirement where the service provider must submit electronic records detailing the condition, service history, and testing results of every piece of equipment inspected per location.