Tender Summary: Service to Extractor Canopy

Objectives

The primary objective is to procure a qualified service provider to perform comprehensive maintenance, inspection, and servicing of a commercial kitchen extractor canopy at St Aidans Hospital. The service aims to restore and maintain optimal airflow, safety, and hygiene standards for equipment specifically designed to extract heat and smoke from cooking operations.

Scope

This is a one-off service contract covering the complete servicing of one extractor canopy unit. The scope includes mechanical and electrical inspections, component cleaning, bearing lubrication, fan balancing, performance testing, and surface polishing. The contractor is responsible for executing all work consecutively without interruption until completion, supplying all necessary tools, consumables, and replacement parts, and adhering strictly to hospital operational schedules. The contract includes a one-year guarantee on all installed materials and requires daily documentation, including signed job cards and material logs. Payment is structured on a proven cost basis for labour, travel, and materials, capped by the initially quoted firm price.

Technical Requirements

• Adherence to a detailed service schedule and checklist provided in the tender documentation.
• Execution of specific technical tasks: motor winding checks, bearing greasing, fan blade balancing, air speed testing with recorded results, and polishing of all stainless steel surfaces.
• Compliance with SANS 1850 standards for commercial cooking ventilation systems.
• Submission of a non-returnable safety file containing risk assessments, organograms, legal appointments, PPE registers, chemical MSDS, and fall protection plans where applicable.
• Provision of a proposed work plan detailing daily tasks, work areas, and consecutive dates.
• Daily completion and signing of job sheets by maintenance officials before site departure.
• Itemization of all materials per supplier invoices, with daily sign-offs and proof of warranty.
• Post-compliance delivery of a SANS 1850 certificate of compliance and evidence of staff competency training.

Skills Requirements

• Mandatory CIDB EC, 1ME registration for electrical engineering maintenance contractors.
• SANS 1850 compliance certification for both the company and operating personnel.
• Valid competency accreditation for staff performing kitchen extraction servicing, including specialized certification for working at heights if scaffolding or elevated access is required.
• All personnel must present valid medical surveillance certificates and appropriate personal protective equipment.
• Deployment of appropriately graded labour (artisans, apprentices, semi-skilled, and unskilled workers) aligned with project demands.
• Appointment of legally designated safety personnel and completion of a formal health and safety induction prior to site access.

Unusual or Complicated Terms

• SANS 1850 Compliance: A South African National Standard mandating rigorous testing, certification, and documentation for commercial kitchen ventilation systems. The contractor must issue a formal compliance certificate after service; failure to do so renders the bid non-responsive.
• CIDB EC, 1ME Registration: A Construction Industry Development Board classification denoting electrical engineering contractors specializing in maintenance and engineering works. This ensures the provider meets national construction sector competency and financial thresholds.
• Proven Cost Billing Model: Unlike traditional fixed-price contracts, payment is calculated based on verified actual hours worked, travel distances, and material costs incurred. However, the total invoiced amount cannot exceed the originally quoted firm price, and credit notes must be issued for any unused funds.
• Consecutive Working Days & Daily Job Cards: Contractors must work uninterrupted until project completion. Daily job sheets must be fully completed and signed by maintenance officials each working day. Gaps in workdays or missing signatures may trigger penalties or contract termination.
• District Preference Points: Twenty preference points are allocated exclusively to enterprises physically located in the EThekwini district to support local economic development. Proof of physical address via CIPC registration is required to claim these points.