Objectives

The primary objective of this tender is to appoint a qualified service provider to perform reactive maintenance, planned preventative scheduled maintenance, and supply, delivery, and installation of new Heating, Ventilation, and Air Conditioning (HVAC) equipment at the South African Astronomical Observatory (SAAO) over a period of 3 years. The aim is to ensure continuous, efficient operation of HVAC systems, maintain optimal environmental conditions, and support the observatory’s research functions.

Scope

The scope includes:

• Reactive maintenance and prompt repair of HVAC systems and ancillary equipment.
• Scheduled preventative maintenance, including inspections, cleaning, lubrication, and system checks.
• Supply, delivery, and installation of new HVAC units as needed, with specific focus on standardizing brands (preferably Samsung or Daikin).
• Electrical work related to HVAC systems, performed by qualified electricians.
• Design, upgrade, and refurbishment of HVAC systems when required.
• Provision of HVAC condition reports annually.
• Adherence to health, safety, and environmental standards during all work activities.
• Management of spare parts, replacement parts, and third-party components, ensuring quality and warranty compliance.

Technical Requirements

The technical specifications encompass:

• Maintenance of HVAC and ancillary equipment, including visual inspections, system start-up/shutdown checks, coil cleaning, fan and motor checks, lubrication, and leak detection.
• Prompt response to faults and defects to ensure a comfortable working environment and temperature/humidity control.
• Design, supply, and installation of HVAC systems, with electrical work carried out by authorized personnel.
• Use of reputable brands, primarily Samsung or Daikin, with consideration for other quality brands.
• Replacement of parts with new or refurbished components, guaranteed for at least 12 months.
• Provision of detailed maintenance reports and system condition assessments annually.
• Adherence to safety protocols, including PPE, site safety procedures, and statutory compliance.
• Response times for repairs: on-site within 24 hours for urgent issues, with penalties for delays.

Skills Requirements

The successful bidder must demonstrate:

• Qualified technicians with relevant trade certificates in refrigeration and air conditioning, including heat pump systems.
• F-Gas certification for technicians working on systems containing fluorinated greenhouse gases.
• Proven experience in HVAC maintenance, installation, and system upgrades, supported by reference letters from previous clients (not older than 5 years).
• Approval as authorized installers for Daikin and Samsung systems, with proof of training and certification.
• Availability of skilled personnel to respond promptly to service requests, including after-hours emergency support.
• Capability to provide detailed reports, system assessments, and technical support as per contractual requirements.