Objectives

The primary objective of this tender is to establish a two-year contract for the supply, servicing, repairs, and maintenance of mechanical equipment (HVAC) across Amathole District and Buffalo City Metro Cluster One. The contract aims to ensure reliable operation, timely repairs, and ongoing maintenance of HVAC systems to support departmental operations and infrastructure integrity.

Scope

The scope includes:

• Supply of HVAC spare parts and accessories, including compressors, PC boards, and other components.
• Routine servicing of split units, cassette units, VRV systems, and other HVAC equipment across specified sites.
• Ad hoc repairs and investigation of breakdowns, with a guaranteed response time (e.g., within 2 hours for emergency repairs).
• Provision of qualified personnel for standby and emergency repairs.
• Assessment, re-gassing, testing, and documentation of maintenance activities.
• Site-specific activities including site inspections, safety compliance, and reporting.
• Maintenance of standby generators and other mechanical equipment as specified.
• Provision of detailed inspection reports, maintenance sheets, and compliance documentation.

Technical Requirements

The technical specifications mandate that all equipment and services shall:

• Conform to relevant standards including SANS 10231, SANS 10230, SANS 10232-1, and DPWI specifications PW371.
• Be complete, functional, and compliant with OEM standards and manufacturer specifications.
• Include supply of genuine spare parts, accessories, and certified equipment with proper documentation.
• Be carried out by qualified and experienced personnel, including certified refrigeration and air conditioning technicians.
• Follow safety, health, and environmental regulations, including Occupational Health & Safety Act, Construction Regulations, and relevant environmental standards.
• Include site-specific risk assessments, method statements, and safety plans.
• Ensure minimal disruption to departmental operations during maintenance activities.
• Provide detailed reports, maintenance logs, and compliance certificates upon completion.

Skills and Qualification Requirements

The tenderer must demonstrate:

• Registration with the CIDB in a minimum of Grade 3ME or higher.
• Proof of registration on the National Treasury Central Supplier Database.
• Valid CIDB certification or CRS number.
• Certified qualifications in refrigeration and air conditioning systems, including authorisation as refrigeration practitioners and safe handling of refrigerants.
• Technical personnel with relevant experience, including ID copies and completion certificates of projects.
• Experience in HVAC system installation, servicing, and repairs, with references for at least three completed projects.
• Ability to provide qualified technicians on standby for emergency repairs.
• Compliance with Occupational Health and Safety requirements, including appointment of competent safety officers and submission of safety plans.
• Provision of a valid SARS tax clearance certificate and proof of good standing with the Compensation Fund or licensed insurer.
• Capacity to source materials locally within the Eastern Cape Province, supporting local content objectives.