SERVICE AND MAINTENANCE OF REFRIGERATORS AND COLD ROOMS

Agency: UNDP | Reference: UNDP-ZWE-02083 | Type: Request for quotation SCOPE OF WORKGeneral ObligationsThe firm shall:·Deploy a sufficient team of qualified specialists to complete all preventive maintenance within the contract period.·Replace worn or defective components using genuine or manufacturer-approved spare parts only. Equivalent-specification parts may be used only with prior written approval from UNDP.·Use calibrated test instruments for all measurements and document all findings, adjustments, faults, parts replaced and post-service verification results.·Submit all reports, job cards and deliverables to UNDP (primary recipient) with copies to MoHCC Directorate of Laboratory Services.·Comply with facility infection prevention and control (IPC) protocols and applicable HSE regulations at all times.Refrigerator - Preventive MaintenanceScope: 213 refrigerators (blood bank, pharmaceutical and general laboratory type) at designated facilitiesFor each refrigerator, the firm shall:The activities listed below constitute the mandatory minimum maintenance standard. All activities shall be performed on every refrigerator unit. No alternative methodology should be proposed.·Clean condenser coils and fins using compressed air or appropriate cleaning tools; clean evaporator components as accessible.·Inspect and clean condenser fan motor and blades; verify correct airflow direction and fan rotation.·Inspect door gaskets for tears, gaps, hardening or loss of seal; replace defective gaskets.·Inspect door hinges, closers and locks; adjust or replace as required.·Inspect thermostat/temperature controller; verify set-point accuracy against a calibrated reference thermometer; record ambient temperature, set-point and actual internal temperature.·Inspect refrigerant system for leaks using an approved leak detector; record refrigerant type and action taken.·Check and clean drainage system, drip tray and drain tube; ensure drainage is unobstructed.·Inspect electrical connections, power cable, compressor capacitor, start relay and overload protector.·Test temperature alarms (where fitted) for functionality and set-point accuracy.·Verify compressor start and run performance; record compressor run and cycle characteristics.·Clean interior and exterior surfaces; inspect for corrosion, damage or mould.·Record all measurements on the approved refrigerator service checklist.Cold Room - Preventive MaintenanceScope: 2 cold rooms (NMRL, Harare and Chinhoyi Provincial Hospital Laboratory)For each cold room, the firm shall:The activities listed below constitute the mandatory minimum maintenance standard. All activities shall be performed on every cold room. No alternative methodology shall be proposed.·Inspect refrigeration plant (compressor, condenser, evaporator) for leaks, performance and condition.·Clean condenser and evaporator coils and fans; verify correct refrigerant charge.·Inspect and test door seals, hinges, closers, locks and curtain strips for integrity; replace defective seals.·Inspect floor drain and drainage system for blockage.·Verify temperature stability: record temperature at multiple points inside the cold room over a minimum 30-minute observation period; verify alarm set-points.·Inspect and test temperature alarms and data loggers (where fitted).·Inspect electrical panel, wiring, contactors, capacitors and earthing.·Record all measurements and findings on the approved cold room service checklist.Condition Assessment and Priced Bill of Quantities (BOQ)·Conduct a thorough physical inspection and functional assessment of every refrigerator and cold room unit at all designated facilities.·Document the condition status of each unit (Functional / Requires Service / Requires Repair / Non-functional) with supporting technical findings and measurement data.·Prepare a consolidated, itemised Priced Bill of Quantities (BOQ) listing all units requiring corrective maintenance or parts replacement, with unit descriptions, quantities, and unit/total costs in USD.·No corrective work shall be executed under this contract without separate written authorisation from UNDP. The Priced BOQ is a planning and authorisation document only.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 solicitat CONTACT: • Email: oscar.zindoga@undp.org