# PREVENTIVE MAINTENANCE AND CONDITION ASSESSMENT OF AIR-CONDITIONING SYSTEMS

> This tender closed on 2026-09-23.

- **Reference:** UNDP-ZWE-02078
- **Issuer:** [UNDP-ZWE - ZIMBABWE](https://za.bidwunder.com/tenders/issuer/undp-zwe-zimbabwe.md)
- **Type:** RFQ - Request for quotation
- **Published:** 2026-09-17
- **Closing date:** 2026-09-23 10:00 CAT
- **Sectors:** [Services to buildings](https://za.bidwunder.com/tenders/sector/N81.md)

## Summary

#### Overview
**Preventive maintenance and condition assessment of air-conditioning systems across 350 UNDP Zimbabwe facilities.** Bidder should field a qualified HVAC specialist team, handle refrigerants under Zimbabwean regulations, use genuine or manufacturer-approved parts, calibrate instruments, and deliver reporting to UNDP and MoHCC with IPC/HSE compliance.

#### Requirements
- Sufficient team of qualified HVAC specialists to complete all service and corrective repairs within the contract period.
- Use genuine or manufacturer-approved equivalent spare parts; equivalents require prior written approval.
- Use calibrated test instruments; document findings, measurements, parts replaced, and post-service verification on approved job cards.
- Handle refrigerants (R22, R410a, R32, R134a) per Zimbabwean environmental regulations; maintain a refrigerant log for top-ups.
- 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 IPC protocols and all applicable HSE regulations at all times.
- Phase 1 inception site assessment: conduct structured assessment at designated facilities to verify unit details, faults, and prepare an Inception Report with updated inventory and replacement/cost estimates.

#### How to Apply
- Submission deadline: 23 September 2026 at 08:00.
- Submission method: via the UNDP Quantum Portal (see documents on portal) (UNDP Quantum Portal: https://undp.sharepoint.com/sites/Docs-Public/Procurement/Forms/AllItems.aspx?env=Embedded&isAscending=false&FilterType1=Text&sortField=Modified&FilterField1=NegotiationNumber&FilterValue1=UNDP-ZWE-02078).
- Documents to submit: RFQ response/package via the UNDP Quantum Portal, including technical approach and pricing as applicable.
- Required registrations/pre-qualifications: not specified in the metadata.
- Briefing session: not specified.
- Where to obtain bid documents: UNDP Quantum Portal (see URL above).

## Description

PREVENTIVE MAINTENANCE AND CONDITION ASSESSMENT OF AIR-CONDITIONING SYSTEMS

3.1 General Obligations

• 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 con...

Documents available on UNDP Quantum portal: https://undp.sharepoint.com/sites/Docs-Public/Procurement/Forms/AllItems.aspx?env=Embedded&isAscending=false&FilterType1=Text&sortField=Modified&FilterField1=NegotiationNumber&FilterValue1=UNDP-ZWE-02078

## Published on

- [UNDP Procurement Notices](https://procurement-notices.undp.org/view_negotiation.cfm?nego_id=49772)

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> Source: https://za.bidwunder.com/tenders/preventive-maintenance-and-condition-assessment-of-air-conditioning-systems-229140cd