Service and maintenance of air-conditioning & refrigeration system
REQUEST FOR QUOTATION (RFQ) AUTHORISATION FORM FOR GOODS/SERVICES
TC:2022/3 – Aircon & Refrigeration
DEPARTMENT Technical
DETAILED DESCRIPTION AND / SPECIFICATIONS The NMB Stadium, managed under the MBDA require quotes for the following:
Service and maintenance of air-conditioning and refrigeration system:
The appointed contractor must be equipped to fulfill the below scope. The appointment will be on a month-to-month basis starting from 1st of August 2022, not exceeding 30th December 2022. Due to the current mandate of the MBDA and the management of the Stadium, the appointed service provider shall be given one-month notice should the management mandate of the NMBM no longer vest with the MBDA.
This will include provision to provide support, equipment and materials for the current system, which will fall under this specific scope, over and above the contract value not exceeding total value of R200 000.00.
Service is for 185 indoor air-conditioning units and 68 outdoor air-conditioning units, 167 beverage coolers and 7 ice machines with following specification:
VRV: Service
Outdoor Units
• Check and clean condenser coil; straighten bent fins if necessary
• Check correct operation of outdoor fan(s)
• Check mains voltage
• Check refrigerant pressures
• Check all plugs and connectors are correctly in place on outdoor PC board
• Check all electrical connections for tightness and hot connections
• Check and ensure all panels are clean and secured correctly
Compressor
• Check general operation and condition
• Check oil level (where applicable)
• Check discharge pressure and suction pressure
• Check noise level and vibration
Refrigerant Circuit
• Check system for oil and refrigerant leaks by visual inspection
• Check operation of safety devices (low pressure and high pressure switches)
Air Conditioning Splits: Major Service
• Check system operating correctly (heating and cooling)
• Visually inspect units and associated pipe-work for refrigerant leaks and report
• Clean all filters
• Check for any undue noise or vibration and report
• Check and record indoor temperatures and outdoor pressures
• Check for correct refrigerant charge (heating test)
• Check all in line filters and driers for blockages (where applicable)
• Clean condenser coils with pressure washer/nitrogen
• Clean evaporator coils (sanitising)
• Check for dirt and debris in evaporator sumps, clean if required
• Check gas level and re-gas if need be
Indoor Units
• remove and inspect filter, clean if required
• Check complete installation for any condensate leaks
• Check drip pan, drain and sump conditions and clean
• Test operation of drain pump before leaving unit
Outdoor Units
• Check and clean condenser coil; straighten bent fins if necessary
• Check correct operation of outdoor fan(s)
• Check mains voltage
• Check refrigerant pressures
• Check all plugs and connectors are correctly in place on outdoor PC board
• Check all electrical connections for tightness and hot connections
• Check and ensure all panels are clean and secured correctly
Compressor
• Check general operation and condition
• Check oil level (where applicable)
• Check discharge pressure and suction pressure
• Check noise level and vibration
Refrigerant Circuit
• Check system for oil and refrigerant leaks by visual inspection
• Check operation of safety devices (low pressure and high pressure switches)
Cooling Tower
• Check once a month on the cooling tower pumps
• Do visual check on the cooling tower
• Do visual check on pump motors.
• Check and Clean filters
• General Maintenance to cooling tower
Servicing of Cold & Freezer room units:
• Service and high pressure clean condenser units.
• Service and clean evaporator units.
• Check settings on LP/HP switch.
• Pump down system.
• Re-gassing
Compressor
• Check general operation and condition
• Check oil level (where applicable)
• Check discharge pressure and suction pressure
• Check noise level and vibration
Refrigerant Circuit
• Check system for oil and refrigerant leaks by visual inspection
• Check operation of safety devices (low pressure and high pressure switches)
Servicing & Maintenance of bar beverage cooler
• 49 X Single door beverage cooler
• 59 X Double door beverage cooler
• 59 X Triple door beverage cooler
Compressor
• Check general operation and condition
• Check oil level (where applicable)
• Check discharge pressure and suction pressure
• Check noise level and vibration
• Re- gassing of the fridges
Refrigerant Circuit
• Check system for oil and refrigerant leaks by visual inspection
• Check operation of safety devices (low pressure and high pressure switches)
Quality assurance:
• Must comply with stadium specifications and standards
• Delivery must take place within 7 days after appointed supplier receives the order number
• Appointed supplier to submit monthly reports
• Service Provider to submit proof of Public Liability Insurance Cover of at least R1 Million Rands with the response to this RFQ.
• Driver’s License for the Company driver, with Public drivers Permit as required by National road Traffic Act – Proof to be submitted with the response to the RFQ.
• Medical Fitness Certificates for the technicians that will be utilised for this service to be submitted with the response to the RFQ as required by Occupational Health & Safety Act.
• Service Provider to submit Letter of Good Standing as required by Compensation for Injuries and Diseases Act
• Copies of Material Safety Datasheets for the Refrigerants to be used must be submitted with the response to this RFQ as required by the Hazardous Chemical Substances Regulations.
• Safety File submission will be required from a successful service provider as required by Occupational Health & Safety Act.
• Proof of Training for Working at Heights to be submitted for this RFQ to be submitted with the response to this RFQ as required by Occupational Health & Safety Act.
• Competency Certificates on Refrigeration for Technicians to be submitted with the response to this RFQ as required by Occupational Health & Safety Act
SITE INSPECTION: 10 August 2022 @ 11:30
CLOSING DATE: 15 August 2022 @ 17:00
EVALUATION CRITERIA
The quotes will be evaluated on the 80/20 preferential point system as well as on functionality.
Service providers that do not obtain 70% on the functionality criteria will be excluded from further evaluation. (if applicable)
PAYMENT FOR SERVICES
Payment will be issued after the goods have been delivered or the service has been rendered and deemed to be satisfactory.
Payments will be made within 30 days from receipt of a valid invoice, accompanied by a statement of account.
GENERAL CONDITIONS
1.1. All prices shall be must exclusive of Value Added Tax (VAT).
1.2. All prices will be evaluated exclusive of VAT.
1.3. It is compulsory for all potential suppliers to be registered on the Central Supplier Database.
1.4. The MBDA reserves the right not to accept the lowest or any quotation and no reason to the acceptance or rejection of quotation will be furnished.
1.5. Quotations to be valid for 60 days from closing date
1.6. The MBDA SCM policy will apply.
1.7. It is compulsory for all bidders to be registered and to submit proof of NMB supplier database registration with the quotation (failure to submit such proof will deem your submission non-responsive)
1.8. Completed MBDA 4 and MBD 9
1.9. All RFQ related questions to be emailed to the following address: rfq@nmbstadium.co.za
ANY ADDITIONAL
REQUESTS/ COMMENTS Goods/Services to be delivered to NMBS: 70 Prince Alfred Road, North End, Port Elizabeth.
NOTE:
1. 1. Please submit all your quotations to rfq@nmbstadium.co.za with the following documents;
• Valid B-BBEE Certificate
• Valid Tax Clearance Certificate
• Proof of Company registration
• Confirmation of banking details/ cancelled cheque
• CSD Registration Report
• Proof of NMB supplier database registration (failure to submit such proof will deem your submission non-responsive)
• Completed MBDA 4 and MBD 9
2. All bidders must be registered on National Treasury supplier database: www.csd.gov.za and NMBM suppliers’ database
ANNEXURE “A”
FUNCTIONALITY CRITERIA SCORE SHEET
FUNCTIONALITY CRITERIA POINTS
1. Experience
The applicant must demonstrate having relevant experience in
respect service and maintenance of airconditioners, cooling towers or similar environment.
a) 10 years and more - 40 points
b) 5 to 9 years - 25 points
c) 1 to 5 years - 15 points
Proof or name(s) of traceable reference, contract period of services rendering / rendered and contact details must be provided failing which this functionality criteria will not be considered and zero points scored.
2. Services to be supplied:
- The applicant’s proposal clearly demonstrates its ability to perform all tasks pertaining to the services to be rendered. - 40 points
- The applicant’s proposal reasonably demonstrates its ability to perform all tasks pertaining to the services to be rendered. - 25 points
- The applicant’s proposal does not demonstrate its ability to perform all tasks pertaining to the services to be rendered. - 0 point
3. Qualifications
- Applicant is fully qualified to perform services required and has provided proof thereof - 20 points
- Applicant is reasonably qualified to perform services required and has provided proof thereof - 10 points
- Applicant has provided no proof of tertiary qualifications - 0 point
Total = 100
