Objectives

The primary objectives are to ensure all portable fire extinguishers and fire hydrant systems across municipality facilities remain operational, accessible, correctly located, and fit for purpose. The appointment aims to maintain equipment in a safe, legally compliant condition, reduce risks to personnel and property, ensure reliable emergency response capabilities, and establish an accurate, uniquely numbered asset register with documented service histories.

Scope of Work

• Initial Survey & Registration: Conduct site surveys, reconcile equipment against the employer’s asset register, and record detailed specifications, locations, conditions, and service due dates.
• Fire Extinguisher Servicing: Inspect cylinders, valves, pressure indicators, hoses, seals, and mounting hardware. Service and recharge using correct mediums, perform scheduled pressure testing and cylinder examinations, replace condemned units upon written approval, affix durable service labels, and supply temporary replacements during removals.
• Fire Hydrant Maintenance: Inspect hydrant bodies, landing valves, outlets, caps, chains, seals, and surrounding access. Operate valves through full travel, lubricate components, check for leaks or seizure, and conduct static-pressure, residual-pressure, and flow tests using calibrated equipment. Repair minor defects, quote for major upgrades, and restore sites post-testing.
• Reporting & Deliverables: Provide an inception report, verified electronic asset register, individual service sheets, a prioritized defect register, test results with calibration records, compliance certificates, photographic evidence, quotations for non-routine repairs, and monthly performance summaries.

Technical Requirements

• All work must comply with the latest South African occupational health and safety legislation, fire-safety regulations, municipal by-laws, relevant SANS standards, and manufacturer guidelines. Where conflicts arise, the more stringent lawful requirement applies.
• Bidders must supply competent personnel, supervision, calibrated test equipment, appropriate tools, transport, consumables, approved replacement parts, and temporary replacement units.
• Written approval is required before executing work outside agreed schedule rates or replacing major components, except for immediate coverage replacements.
• Strict response timelines apply: critical faults within 4 hours, routine faults within 24 hours. Initial reports due within 2 working days, final consolidated reports and certificates within 5 working days post-completion.
• A documented health, safety, environmental, and quality plan is mandatory, including site-specific risk assessments, safe work procedures, incident reporting, appropriate PPE, controlled water discharge management, and responsible disposal of extinguishing agents and replaced components.

Skills & Experience Requirements

• Valid company registration, tax compliance documentation, and Central Supplier Database (CSD) registration.
• Relevant accreditation or official approval to service specified fire-protection equipment.
• Technicians must possess recognized training and verifiable experience, with a minimum of three years in comparable projects and at least three contactable client references.
• The designated project representative must hold a valid SAQCC 1475 qualification (Fire Equipment Servicing Technician).
• Proof of financial capacity is required, demonstrated via bank statements, credit facility undertakings, or overdraft proofs meeting specified thresholds.
• Valid public liability insurance and statutory employee compensation coverage must be maintained throughout the contract period.
• Bidders must demonstrate access to suitable workshop facilities, calibrated testing instruments, approved spare parts inventory, and emergency response resources.

Specialized Terms & Conditions

SAQCC 1475: A South African Qualifications Authority code designating certified technicians qualified to service and test fire protection equipment.

SANS Standards: South African National Standards that dictate technical specifications, safety protocols, and testing methodologies for fire extinguishers, hydrants, and hose reels.

Non-Firm Pricing & Escalation Formula: Allows price adjustments over multi-year contracts based on fluctuating labour, transport, and material indices. Fifteen percent of the bid price remains fixed, while eighty-five percent adjusts according to published economic indices.

Local Content Declaration (SATS 1286:2011): Requires bidders to calculate and declare the percentage of locally manufactured content versus imported components, using a standardized formula to qualify for preferential procurement points.