Tender Summary: Supply, Deliver and Install Air-Conditioners

Objectives

The primary objective is to procure, transport, and professionally install split-unit air-conditioning systems (heat pumps) at St Apollinaris Hospital to maintain optimal indoor environmental conditions. The procurement also aims to advance provincial economic development by prioritizing enterprises that manufacture goods within KwaZulu-Natal through a structured preferential scoring mechanism.

Scope

The contract encompasses the complete supply, delivery, and installation of four (4) split-unit air conditioners: one unit rated at 18,000 BTU and three units rated at 12,000 BTU. This is classified as a once-off project, meaning it concludes upon successful delivery, installation, and client acceptance without automatic renewal or extended service agreements. All pricing must be inclusive of transportation to the hospital site, and the successful bidder is responsible for commissioning the units, providing manufacturer warranties, and ensuring full operational readiness.

Technical Requirements

• Equipment must be brand new, unused, and compliant with SABS/SANS/CKS quality standards, with certificates of compliance available upon request.
• All supplied units must have a minimum product validity period of six months from the date of delivery.
• Installation must adhere to industry safety standards, with proper commissioning and handover procedures documented.
• Bidders must attend a compulsory site inspection and briefing session; failure to attend results in automatic disqualification.
• Quotations must be submitted on official government forms without retyping, fully completed, and signed. Correcting fluid is prohibited.
• Pricing must remain firm throughout the contract period, with VAT clearly indicated if the bidder is a registered vendor.
• Evaluation utilizes an 80/20 preference point system: 80 points are awarded for competitive pricing, and 20 points for specific socio-economic goals.

Skills and Qualification Requirements

• Contractors must hold a valid CIDB (Construction Industry Development Board) grading of 1ME or higher, demonstrating baseline capability for mechanical, electrical, and plumbing works.
• Technicians executing the installation must possess a refrigeration trade test certificate or an air-conditioning trade qualification formally approved by the South African Qualifications Authority (SAQA).
• Bidders must provide two completion certificates from previous public sector contracts involving identical or similar air-conditioning installations.
• Mandatory administrative compliance includes a valid tax clearance certificate, active Central Supplier Database (CSD) registration, updated CIPC documentation, a sworn statement, and a letter of good standing.
• All returnable documents must be submitted alongside the quotation; incomplete or missing documentation will render the bid non-responsive.

Key Terms and Conditions

• CIDB 1ME Grading: A foundational construction industry classification indicating the contractor’s verified ability to execute small-scale mechanical, electrical, and plumbing projects safely and competently.
• SAQA-Approved Trade Certification: A nationally recognized vocational qualification ensuring HVAC technicians meet standardized competency levels for refrigeration and air-conditioning work, guaranteeing adherence to national training benchmarks.
• 80/20 Preference Point System: A procurement scoring model where 80% of the total evaluation score is derived from the submitted price, and 20% is allocated to specific developmental goals, specifically targeting enterprises manufacturing within KwaZulu-Natal.
• Once-Off Contract: A single-delivery agreement with no automatic renewal, extension, or ongoing maintenance clauses, terminating upon successful installation and formal acceptance of the equipment by the institution.