Provision of Maintenance and Servicing of Air Conditioning Units - Tanzania

Opportunity Background:

UNDP kindly requests your quotation for the provision of goods, works and/or services as detailed in line items section of this RFQ. This Request for Quotation comprises the following documents:

Section 1: This RFQ document generated by the online system.

Section 2: RFQ Instructions and Data

Annex 1: Schedule of Requirements

Annex 2: Quotation Submission Form

Annex 3: Technical and Financial Offer

When preparing your quotation, please be guided by the RFQ Instructions and Data. Please note that quotations must be submitted directly in the system responding to the questions and uploading required documents. by the date and time indicated in the online portal. It is your responsibility to ensure that your quotation is submitted before the deadline. Quotations received after the submission deadline outside the online portal, for whatever reason, will not be considered for evaluation.

Opportunity Structure:

Objective

The Object of engaging a service provider for maintenance and servicing of air conditioning units is to provide equipment curative and preventative maintenance support services to ensure optimal equipment functionality and minimise downtime that would occur in the event of equipment failure.

2.0 Scope of work

The service provider will provide timely maintenance (preventative and curative maintenance) and faulty resolution of the existing Air Conditioning Units at the UN Sub Office. Preventative and Curative maintenance can be summarised into six maintenance service areas as follows;

a. Visual Inspections

To check for unusual noise, vibrations or leaks, dust, minor corrosion and also check exposed ductwork for damaged insulation and air leaks.

b. Start-up and Shut-down-

To check that the units are functioning correctly

c. Condenser

To chemically clean or wash coils, check fan motor voltage and amps, lubricate moving parts, check fan blades, belts and pulleys and adjust if necessary, check for corrosion and degradation.

d. Compressor

To check compressor oil levels and sight glass, to check voltage and amps, check mounting for cracks and vibrations, check head and suction pressure.

e. Evaporator

To wash or chemically clean the coils depending on the extent of fouling, clean blower wheels, check fan motor, voltage and amps, lubricate moving parts, check belts and pulleys and adjust if necessary, clean of cabinet.

f. Filters

To inspect and clean when necessary.

Kindly note that permission must be sought for the purchase of all items which do not fall under the maintenance and service contract prior to installation

g. Drains

To clean drain pan and flush drain lines

h. Electrical Connections

To check electrical connections, clean and tighten as necessary

i. Refrigerant lines and installation

To check refrigerant for exposed pipes, leaks and insulation damage

j. Operation of Thermostat/Remote Controls

To check to see that the unit is functioning correctly and adjust as required

3. Repairs or Remedial work

Any equipment that is in need of repair must be clearly identified when present for signature.

i) Clearly state where it is to be done ii) Clearly identify what is to be done

iii) Clearly state an estimated time to complete the Job

iv) Submit an estimated cost of repairs within a reasonable time frame for action as this is not included in the contract cost

v) Used spare parts must be shown and /or given to UN Sub Office

Preventive Maintenance

The service provider commits to ensure a support of the Air Conditioning installations by onsite maintenance in accordance with schedules adopted and agreed upon by both parties.

The service tasks of the preventive maintenance include the following;

A comprehensive quarterly preventive maintenance of all Air Conditioning Units, trouble shooting, repair and restoration of all the components of Air Conditioning Unit.

Assistance and advice in the best practice administration relating to the Air

Conditioning equipment Area.

To check that the Units are functioning correctly.

Check and optimise the oil and gas levels of Air Conditioning Units

To check for unusual noise, vibration, or leaks, dust, minor corrosion and other exposed components.

Tightening the electrical connections

To chemically clean or wash coils, check fan motor voltage and amps (current), lubricate moving parts, check, check fan blades, belts and pulleys and adjust.

Clean blower wheels.

Curative Maintenance

The service provider makes every effort to ensure that the breakdowns of the Air Conditioning installations as a result of normal use is immediately fixed once reported

The service provider should provide a list of necessary spare parts, and their respective unit costs, required for smooth functioning of Air Conditioning Units. Such prices shall be applicable throughout the contract period.

Interested suppliers must submit their offer directly in the system as instructed in the solicitation document, following the instructions in the available user guide. In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in guides available in the UNDP website: https://www.undp.org/procurement/business/resources-for-bidders. Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.

Search for the specific tender using search filters and subscribe to the tender in order to get notifications in case of amendments of the tender document. If you need support with the online system, you can contact the contact details of this tender as indicated in the solicitation document.