Tender Summary: Service to Extractor Canopy

Objectives

The primary objective is to engage a qualified service provider for the annual preventive maintenance and repair of a commercial kitchen extractor canopy at St Aidans Hospital. The service ensures effective removal of heat and smoke, maintains equipment reliability, and guarantees full compliance with provincial health and occupational safety regulations.

Scope of Work

• Execute comprehensive mechanical and electrical servicing of the designated extractor canopy system.
• Complete all maintenance activities consecutively over working days without interruption until full operational functionality is restored.
• Prepare and submit a detailed work plan specifying daily tasks, work areas, and scheduling prior to commencement.
• Issue daily job sheets documenting progress, materials consumed, and site entry/exit times, requiring mandatory sign-off by maintenance officials.
• Deliver all contractual and compliance documentation within two days of receiving the official order.
• Ensure all installed components carry a minimum one-year guarantee from the date of works completion.

Technical Requirements

• Strict adherence to the attached specification checklist and end-user performance criteria.
• Submission of a comprehensive, non-returnable safety file containing organisational charts, baseline risk assessments, client safety specifications, legal appointments, staff CVs, and relevant permits.
• Completion of a three-page Bill of Quantities (BOQ) with distinct pricing categories for bought-out items, proprietary parts, subcontract work, labour, travel, and transport. Material pricing must exclude labour costs.
• Implementation of strict site management protocols, including cordoning, warning signage, tool calibration verification, and provision of appropriate personal protective equipment (PPE).
• Payment processing operates on a proven time and cost basis, strictly capped at the quoted maximum. Invoices must be cross-referenced with daily signed job cards and original supplier invoices.

Skills and Qualification Requirements

• CIDB EC 1ME registration, certifying competence in electrical and mechanical engineering contracting.
• Technicians performing extraction system servicing must hold valid SANS 1850 competency training certifications.
• Proof of valid competency accreditation for both the contracting entity and all deployed personnel.
• Deployment of appropriately categorised labour (artisans, apprentices, semi-skilled, unskilled) aligned with provincial health department rate structures.
• Appointment of competent safety personnel capable of conducting inductions, managing risk matrices, and enforcing compliance protocols.

Unusual or Complicated Terms and Services

• SANS 1850 Compliance Certification: A South African National Standard specifically governing commercial kitchen ventilation systems. The contractor must issue a formal compliance certificate post-service, which can only be signed off by technicians who have completed accredited SANS 1850 training.
• Mandatory Safety File & Risk Management Framework: An extensive, non-negotiable documentation requirement covering organograms, chemical MSDS, fall protection plans, medical surveillance certificates, and daily sign-offs. The contract explicitly states that failure to comply with any safety documentation or protocol will immediately halt work commencement.
• Proven Cost Measurement Model: Unlike standard fixed-price contracts, this agreement uses a measurement-based payment structure. Costs are calculated based on verified actual time, travel, and material expenses incurred, subject to a strict ceiling. Invoicing requires meticulous alignment with daily job cards and supplier proof.
• Anti-Collusion & Cover-Quoting Enforcement: The procurement process implements strict verification mechanisms to detect multiple bids from affiliated entities. Any evidence of cover-quoting results in automatic disqualification and potential restriction from public sector contracts.