HVAC Servicing, Repair and Replacement NEW

The South African Astronomical Observatory (SAAO), a facility of the National Research Foundation (NRF), has issued a Request for Quotations (RFQ NRF/SAAO/RFQ/120153) for the inspection, servicing, maintenance, repair and replacement of Heating, Ventilation and Air Conditioning (HVAC) equipment at its Observatory Road site in Cape Town. The designated units are located across the IT office, the IT backup server room, the auditorium and boardroom, and the mechanical workshop, with approximately 11 indoor and outdoor units listed in the pricing schedule. The objective is to appoint a competent HVAC service provider to assess the condition of these units, carry out preventative maintenance, diagnose faults, and complete repairs authorised in writing by SAAO. The services are intended to keep the facility operating safely and reliably and to minimise unplanned breakdowns. A compulsory site briefing takes place on 17 November 2026 at 11:30.

The scope of work covers three areas. First, service providers must inspect each unit and record its location, make, model, capacity and condition, along with its wiring, controls, compressors, coils, fans, drainage and refrigerant conditions, and recommend prioritised corrective actions. Second, preventative servicing includes cleaning or replacing filters, cleaning evaporator and condenser coils, clearing condensate trays and drain lines, checking electrical connections and temperature control, and verifying performance against manufacturer guidance. Third, repair and replacement work includes diagnosing faulty units with itemised costed recommendations, repairing refrigerant leaks, electrical faults and control failures using compatible parts, lawfully recovering and handling refrigerants, testing repaired units, and replacing aircon units where necessary. Successful providers must deliver an asset-by-asset condition report, completed service and repair checklists, repair reports with operating test results, and warranty details for workmanship and parts. Bidders are required to conduct a thorough site inspection before quoting, as no chargeable additional repairs will be permitted beyond the quoted scope.

Eligibility and evaluation are strict. Bidders must be registered on the Central Supplier Database (CSD), hold a CIDB grading of 1ME or higher, and submit proof of approval as an aircon system installer. They must also demonstrate HVAC experience, employ suitably qualified technicians with refrigerant-handling certifications, supply calibrated test instruments and PPE, and comply with the Occupational Health and Safety Act 85 of 1993 and environmental requirements. Evaluation proceeds in three phases: administrative compliance, specification evaluation, and final scoring on an 80/20 preference system (80 points for price including VAT, 20 points for B-BBEE and specific goals). Quotations of R2 000 or more (VAT included) must include the completed SBD forms. Firm prices are required and must remain valid for 60 days from the closing date. Quotations close on 24 November 2026 at 16:00 and should be sent to scm@saao.ac.za. Payment is made within 30 days of receipt of a valid invoice following delivery, and no prepayment is allowed. SAAO reserves the right to withdraw the RFQ, re-advertise, or accept part of a quotation, and it does not bind itself to the lowest bid.