PREVENTIVE MAINTENANCE AND CONDITION ASSESSMENT OF AIR-CONDITIONING SYSTEMS

3. SCOPE OF WORK

3.1 General Obligations

The firm shall:

•            Deploy a sufficient team of qualified HVAC specialists to complete all service and corrective repair activities within the contract period.

•            Use genuine or manufacturer-approved equivalent spare parts only; equivalent-specification parts require prior written approval from UNDP.

•            Use calibrated test instruments (refrigerant manifold gauges, thermometers, capacitor testers, clamp meters) for all measurements; document all findings, measurements, parts replaced and post-service verification on approved job cards.

•            Handle all refrigerants (R22, R410a, R32, R134a) in accordance with Zimbabwean environmental regulations; maintain a refrigerant log for all top-up activities.

•            Submit all reports, job cards and deliverables to UNDP (primary recipient) with copies to MoHCC Directorate of Laboratory Services and facility focal points.

•            Comply with facility infection prevention and control (IPC) protocols and all applicable HSE regulations at all times.

3.2 Phase 1 - Inception Site Assessment

Prior to commencing service activities, the firm shall conduct a structured site assessment at all designated facilities (covering both the original 277-unit inventory and the 73 newly identified units) to:

•            Verify the existence, physical condition, asset number, make, model and BTU rating of every unit.

•            Confirm or update pre-identified faults from the survey BOQ.

•            Identify any additional units or faults not captured in the pre-survey BOQ.

•            Photograph each unit with the asset number visible and document fault evidence.

•            Identify units beyond economical repair and prepare replacement specifications.

•            Identify sites requiring new AC unit installation and provide specifications and cost estimates.

•            Submit an Inception Report comprising: (a) an updated unit-level inventory for all 350 units with confirmed asset numbers, make, model and physical condition; (b) a confirmed two-round preventive maintenance schedule; and (c) a preliminary list of units requiring corrective maintenance with indicative fault descriptions.

3.3 Phase 2 – Preventive Maintenance (One Round, All Units)

Scope: All 350 air-conditioning units

Frequency: One round within the contract period (October–December 2026).

For each air-conditioning unit, the firm shall:

The activities listed below constitute the mandatory minimum maintenance standard. All activities shall be performed on every unit. No alternative methodology or reduced scope shall be proposed.

•            Clean indoor unit air filters; clean or replace if damaged beyond cleaning.

•            Clean indoor evaporator coil and fins using appropriate chemical cleaner and rinsing.

•            Clean outdoor condenser coil and fins; remove debris and ensure unobstructed airflow.

•            Clean and flush condensate drain pan and drain pipe; verify unobstructed drainage; install drain treatment tablet.

•            Inspect indoor and outdoor fan motors and blades for wear, vibration and correct rotation.

•            Inspect and test run and start capacitors (indoor and outdoor); replace if outside specification.

•            Inspect contactor relay, wiring, electrical connections and earthing.

•            Check and record refrigerant system pressures (suction and discharge) using calibrated gauges; report under- or over-charge; take corrective action with prior UNDP approval for refrigerant top-up.

•            Inspect refrigerant lines, fittings and insulation for leaks, damage and condensation.

•            Verify thermostat set-point and room temperature control accuracy after service.

•            Test remote control (where applicable) and replace batteries.

•            Record all measurements on the approved air-conditioner service checklist.

3.4 Phase 3 – Full Condition Assessment Report and Priced Bill of Quantities (BOQ)

During and following the preventive maintenance visits, the firm shall compile and submit a comprehensive unit-level Condition Assessment Report covering all 350 air-conditioning units. The report shall document the operational status (functional, partially functional, or non-functional), all observed faults and their root causes, recommended remedial action, and any units assessed as beyond economical repair. The Condition Assessment Report shall be accompanied by a fully priced Bill of Quantities (BOQ) specifying the parts, materials and labour required to restore each faulty unit to full functionality. Unit prices shall be provided for each line item. The BOQ shall be submitted to UNDP for review and approval; no corrective repair work shall commence without prior written authorisation from UNDP.