Tender Summary: Service to Aircons

Objectives

The primary objective is to engage a qualified contractor to perform comprehensive servicing, maintenance, and diagnostic checks on seventy-six (76) split air conditioning units across various departments and clinical areas at Newcastle Regional Hospital. The contract aims to restore and maintain optimal cooling performance, ensure energy efficiency, and guarantee compliance with occupational health and safety standards within a strict one-week execution period.

Scope of Work

The successful bidder will execute a detailed preventive maintenance program for all listed units. Key deliverables include:

• Washing and cleaning filters, internal fan drums, and condenser coils using proprietary cleaners.
• Inspecting and testing refrigerant levels, checking for oil or refrigerant leaks, verifying switchgear operation, and testing DX valves.
• Calibrating high-pressure (HP) and low-pressure (LP) cut-outs, cleaning switchboards, tightening electrical terminals, and testing circulation pumps and operating controls.
• Providing labour, transport, and a mandatory site-specific safety plan.
• Allowing for re-gassing, which will be invoiced separately only if technically required.

All activities must occur during standard weekday hours (Monday to Friday, 07:30–16:00). The contractor must restore all work areas to the satisfaction of the maintenance manager upon completion, submit comprehensive service reports for every unit, and adhere to a remeasurable billing structure where payment reflects actual work performed. The entire project must be concluded within seven calendar days, and no variations to the scope will be accepted.

Technical Requirements

Bidders must demonstrate strict compliance with national quality, safety, and administrative benchmarks:

• All materials and components supplied must be new, industry-approved, and conform to SABS and SANAS standards.
• Mandatory submission of a CIDB Grade 1ME certificate and a valid SAQCC certificate.
• Development and implementation of a site-specific safety plan aligned with the Occupational Health and Safety Act, including a signed declaration with the hospital’s Safety Manager prior to commencement.
• Provision of a comprehensive health and safety file post-award.
• Pricing must remain firm for sixty days, with clear itemisation of labour, transport, and applicable VAT.
• Submission of proof of previous similar service delivery, comprising a past order and a stamped completion certificate.
• A B-BBEE status certificate or sworn affidavit is mandatory for verification purposes.

Skills Requirements

The tender necessitates a team of certified refrigeration and air conditioning technicians capable of executing complex mechanical and electrical diagnostics on diverse split-unit brands and capacities. Personnel must possess advanced troubleshooting skills for compressor systems, refrigerant handling, and electrical control panels. Strong project coordination capabilities are essential to manage simultaneous servicing across multiple hospital wards within a highly constrained one-week window. Technicians must also be proficient in conducting workplace risk assessments, drafting compliant safety documentation, and adhering strictly to infection control and clinical environment protocols typical of healthcare facilities.

Notes on Unusual or Complicated Terms

• SAQCC Certificate: A mandatory qualification issued by the South African Qualifications Certification Committee, confirming that technicians meet national competency standards for safely handling refrigerants and servicing air conditioning equipment.
• CIDB Grade 1ME: A foundational construction industry grading denoting basic capability in mechanical engineering works, suitable for small-scale maintenance contracts.
• Remeasurable Bill: A payment mechanism where compensation is calculated based on the actual quantity of work completed rather than a fixed lump sum; any unperformed tasks will be financially omitted.
• 80/20 Preference System: A procurement scoring model allocating eighty percent of evaluation points to competitive pricing and twenty percent to socio-economic goals, specifically favouring enterprises physically located in the Amajuba District.