Objectives

The primary objective is to engage a qualified service provider to perform major preventive maintenance and servicing on eighty-one (81) air conditioning units at Emmaus Hospital. The service aims to ensure reliable temperature control, maintain equipment efficiency, extend asset lifespan, and guarantee full compliance with applicable health, safety, and quality standards.

Scope of Work

The contract covers a single-instance service delivery encompassing comprehensive inspection, cleaning, testing, calibration, and performance verification of all specified HVAC equipment across the hospital facility. The successful bidder will be responsible for supplying all necessary labour, tools, consumables, and replacement spares required to complete the major service schedule. Deliverables include fully serviced units, documented test results, and two verifiable completion certificates confirming satisfactory performance.

Technical Requirements

• Execute a structured major preventive maintenance schedule aligned with the attached specification.
• Inspect and adjust selector switches, thermostats, solenoids, valves, and overload protection mechanisms for all operational modes.
• Clean filter mediums, condenser coils, and evaporator coils; lubricate fan motor bearings where applicable.
• Conduct refrigerant line leak detection, verify refrigerant charge levels, and assess compressor operation.
• Perform final test runs and performance checks to confirm optimal cooling functionality.
• Ensure all workmanship, materials, and procedures comply with relevant SANS standards and the Occupational Health and Safety Act.
• Submit two traceable completion certificates alongside the service report.
• No physical samples are required for evaluation.

Skills and Qualification Requirements

• Hold a valid CIDB Grading 1ME certification.
• Demonstrate proven operational capacity by providing two similar past project references and two traceable completion certificates.
• Maintain active Central Supplier Database (CSD) registration with verified tax compliance status.
• Submit all mandatory statutory returnable documents, including SBD 4 (Bidder Disclosure), SBD 6.1 (Preference Points Claim Form), updated CIPC registration documents, and a B-BBEE status verification certificate or sworn affidavit.
• Pass all four peremptory evaluation stages: administrative compliance, capacity to deliver, specification compliance, and price/preference scoring.

Explanation of Unusual or Complicated Terms

• CIDB Grading 1ME: A Construction Industry Development Board classification indicating a contractor registered for mechanical engineering services at Level 1, which is the entry tier for small-scale contractors eligible for low-value public sector contracts.
• 80/20 Preference Point System: A standard South African public procurement scoring model where 80 points are awarded based on price competitiveness and 20 points are allocated to specific socio-economic goals. In this tender, the 20 points are reserved for enterprises physically located and operating within the Uthukela District.
• GCC & SCC: General Conditions of Contract and Special Conditions of Contract. These are legally binding frameworks that dictate payment terms, warranty periods, penalty calculations for delays, termination rights, dispute resolution, and compliance with South African state procurement legislation.
• SBD Forms: Standard Bidding Document templates mandated by National Treasury. They serve as official declarations for conflict of interest disclosure, preferential procurement claims, supplier registration verification, and regulatory compliance confirmation.