Objectives

The primary objective is to establish a panel of qualified service providers to deliver comprehensive maintenance, servicing, and repair services for refrigeration, cooling tower, and heat exchanger equipment across Johannesburg, Cape Town, and Durban. The contract aims to ensure continuous operational reliability, minimize equipment downtime, preserve temperature-sensitive products, maintain energy efficiency, and guarantee strict compliance with occupational health, safety, and environmental regulations.

Scope of Work

The successful bidder will provide quarterly preventive maintenance and emergency breakdown support for multiple system categories:

• Cold & Freezer Rooms: Compressor servicing, refrigerant pressure testing, defrost cycle inspection, evaporator/condenser cleaning, door seal checks, and electrical calibration.
• Air Conditioning Units: Split and cassette units requiring filter replacement, coil cleaning, condensate drain maintenance, refrigerant checks, and thermostat/controller testing.
• Heat Exchange & Ventilation Systems: Coil cleaning, pump/motor inspections, duct airflow measurements, heat recovery wheel servicing, and water treatment recommendations.
• Emergency Support: 24/7 call-out availability with a strict four-hour response time, fault diagnosis, component replacement, and detailed post-service reporting.

Services operate under an as-and-when required panel model. Up to three providers per location will be appointed and ranked by evaluation score. Work orders will be issued sequentially to panel members based on their ranking and demonstrated capacity, rather than through competitive bidding for each job.

Technical Requirements

• Licencing & Compliance: Mandatory valid SAQCC Gas registration (South African certification authorizing technicians to legally handle, recover, and charge refrigerants), COIDA registration (statutory compensation insurance covering workplace injuries and diseases), SARS tax compliance, and BBBEE documentation.
• Operational Documentation: Submission of a standardized service report template, a dated and management-approved SHE/OHS policy, proof of business premises (municipal statement or lease agreement), and photographic evidence of essential diagnostic tools (digital thermometers and electronic leak detectors).
• Warranty & Pricing: All quoted rates must be fully inclusive of VAT, labour, parts, travel, and compliance costs, with zero allowance for future price escalation or additional claims. A minimum twelve-month warranty covers all workmanship, materials, and regulatory compliance. Defective work must be rectified at no additional cost.
• Evaluation Threshold: Bidders must achieve a minimum of seventy functional points across experience, team competence, documentation, and safety planning to qualify for the panel.

Skills and Competence Requirements

• Key Technical Personnel: The bidder must submit verifiable qualifications and curriculum vitae for five critical roles: Refrigeration Technician, Cooling Tower Technician, Heat Exchanger Technician, Air Conditioning Specialist, and Project Manager. Each role requires a minimum of five years of practical field experience.
• Proven Track Record: Four reference letters from previous clients confirming the supply and installation of commercial refrigeration systems of similar scope. References must be on official letterhead, include contactable details, confirm satisfactory delivery under contract, specify service duration, and be signed by an authorized official.
• Regulatory & Safety Expertise: Demonstrated ability to operate in compliance with the Occupational Health and Safety Act, food safety standards, and environmental regulations governing refrigerant handling, waste disposal, and thermal system optimization.
• Rapid Response Capability: Proven logistical capacity to mobilize technicians and specialized equipment within four hours of an emergency notification across all three designated metropolitan areas, ensuring minimal disruption to airline catering operations.