SERVICE AND MAINTENANCE OF REFRIGERATORS AND COLD ROOMS

SCOPE OF WORK

General Obligations

The 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 Maintenance

Scope: 213 refrigerators (blood bank, pharmaceutical and general laboratory type) at designated facilities

For 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 Maintenance

Scope: 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.