Objectives

The primary objective is to procure a qualified contractor to perform comprehensive servicing, purification, and maintenance of diesel fuel storage tanks at Newcastle Regional Hospital. This ensures the reliable operation of hospital backup power infrastructure while adhering to stringent safety, environmental, and quality standards.

Scope of Work

The contractor will execute a one-week project during normal operating hours (Monday to Friday, 07h30–16h00). Key deliverables include:

• Opening and recording fuel levels for an underground tank (approximately 5,000 litres) and a daily holding tank (approximately 1,000 litres).
• Performing thorough purification of both tanks.
• Collecting and supplying samples of the purification process.
• Providing post-service laboratory reports and a detailed after-service documentation.
• Cleaning the associated plant and plant room areas.
• Supplying all labour, transport, and a site-specific safety plan.

Work may only commence upon receipt of an official order number, with a five-day advance notice period permitted for mobilisation. All tasks must be completed to a high standard of neatness and cleanliness. The contract operates on a reimbursable basis, meaning payment is strictly tied to verified work completed.

Technical Requirements

Bidders must comply with the Occupational Health and Safety Act 85 of 1993, provide appropriate personal protective equipment based on a pre-commencement risk assessment, and submit a signed Contractor’s Declaration Form to the facility’s Health and Safety Manager before starting work. All materials must be new and meet SABS/SANS approved standards. Administrative compliance requires submission of a valid CIDB Grade ME certificate, Central Supplier Database (CSD) registration confirmation, tax clearance verification, and a B-BBEE certificate for the successful bidder. A comprehensive Health and Safety file must be handed over upon contract award. Pricing must remain fixed for thirty days from the closing date, with quotation validity set at ninety days. Successful bidders may be required to furnish performance security within thirty days of award, and a twelve-month warranty applies to all services rendered.

Skills & Experience Requirements

Bidders must demonstrate proven capacity to deliver similar services by submitting proof of at least one previously completed diesel tank servicing project, accompanied by a valid order and a stamped completion certificate. The contractor must possess adequate skilled personnel, specialised equipment, and logistical resources to execute the entire scope within the stipulated one-week timeframe. Familiarity with industrial fuel system maintenance, laboratory sampling procedures, and healthcare facility safety protocols is essential.

Unusual or Complicated Terms & Services

• CIDB Grade ME: A Construction Industry Development Board classification certifying the contractor’s competency in mechanical engineering services, specifically validating their capability to handle fuel system maintenance and related mechanical installations.
• Reimbursable Bill: A payment structure where compensation is strictly calculated based on verified work completed; any tasks not performed or documented will be financially deducted from the final invoice.
• No Variation Orders (V.O.): A strict contractual clause prohibiting any changes to the original scope, specifications, or pricing once the contract is awarded, ensuring absolute budget and timeline certainty.
• 80/20 Preference Point System: A government procurement evaluation model allocating eighty percent of scoring to price competitiveness and twenty percent to socio-economic goals, specifically favouring fully South African-owned enterprises.
• Health & Safety File & Contractor’s Declaration: Mandatory documentation requiring contractors to formalise site-specific risk assessments, safety protocols, and regulatory compliance declarations before any physical work begins, ensuring alignment with institutional safety management systems.