Sanbi G587/2026: completion of dry room and minor repair work to the seedbank facility at kirstenbosch national botanical garden, cape town

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Bidders must be registered on the Central Supplier Database (CSD) and have a valid tax clearance (SARS TCS or tax pin). Bidders must comply with the B-BBEE requirements as per the PPPFA (80/20 or 90/10 system) and submit the relevant preference points claim form (SBD 6.1). Bidders must complete and submit all mandatory National Treasury standard forms, including SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 6.2 (Declaration for Local Production and Content), SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices), SBD 9 (Certificate of Independent Bid Determination), and any authority to sign or board resolution. Bidders must not offer second-hand equipment. Bidders must visit the site during the bid phase to familiarise themselves with site conditions; no claims for additional payment related to ignorance of site conditions will be accepted. Bidders must submit manufacturer's ratings for all equipment offered. Bidders must indicate whether their bid and/or equipment complies with the listed SABS standards or carries the SABS mark. Bidders must state the accredited South African agents for spare parts for units for which they are not accredited agents, and furnish undertakings from agents to carry spare parts. Bidders must comply with the Kyoto Protocol and Copenhagen Agreement regarding refrigerants; bids for equipment not complying must be clearly indicated in writing.

2. Standard measures

2.1 The dimensions, weights, etc., shown on the drawings and mentioned in the specifications

shall be taken as the Republic of South Africa’s legal standard weights and measures.

3. Materials and workmanship

3.1 All work is to be executed with materials of the best quality and in the most substantial

manner under the inspection and to the entire satisfaction of the Engineer.

3.2 The entire installation shall be in accordance with the following:

a. The national Building Regulations and Building Standards Act No. as amended in

1984 and all amendments thereafter.

b. The latest revision of SABS 0400: The Applications of the National Building Regulations, as

amended.

c. SABS Code of Practice for the Wiring of Premises No. , as amended.

d. The Machinery and Occupational Health and Safety Act No. .

e. Any other relevant by-laws of local or other authorities.

3.3 All apparatus, components, parts, fitting and materials supplied and/or installed whether

especially specified herein or not shall confirm in respect of quality, manufacture, tests and

performance with the requirements of the appropriate current South African (SABS) or British

Standard Specifications (BS) and Addenda thereto, except where otherwise required by this

specification or permitted by approval of the Engineer in writing. All materials and

workmanship which may, in the opinion of the Engineer be inferior to that specified for the

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work will be condemned. All condemned material and workmanship must be replaced or

rectified as the case may be, to the satisfaction of the Engineer.

3.4 No second-hand equipment of any description may be offered for supply or installation.

3.5 If so required, the Engineer may call for samples of material and equipment for approval. Such

samples shall be submitted within 14 days of the request and if judged necessary by the

Engineer may only be returned after completion of the installation in order to ensure that the

quality of the installed product is the same as that of the approved sample.

3.6 Any fitting or item of equipment not specifically mentioned but obviously necessary for the

successful completion of the installation is to be included so as to form a complete working

installation.

4. Drawings

4.1 The bid drawings issued with the Supplementary Specification are schematic and do not

necessarily purport to show the exact position, size or details of construction of equipment.

4.2 Bidders must satisfy themselves that the equipment offered by them can be accommodated

in the available space and positioned in such a way that access for maintenance, repairs or

removal is not obstructed.

4.3 Contractor’s drawings: Where indicated in the Supplementary Specification these drawings

are to be prepared by the Contractor at his/her expense in accordance with this document

and shall be on a scale of not less than 1:50. These drawings shall at least consist of:

a. Builder’s work drawings: These shall indicate all work to be done by others (bases,

foundations, holes in concrete and masonry, etc.) as well as the sizes, capacities and positions

of service connections (electrical, water, drainage, etc.) to be provided by others, all in

accordance with the Supplementary Specification.

b. General arrangement drawings: These shall indicate all equipment, distribution systems,

testing and inspection requirements as well as instrumentation positions and access

requirements. During their preparation, the Contractor shall take cognisance of all relevant

architectural, structural, electrical and other service drawings in order to properly co-ordinate

his/her layout. These drawings can be obtained via the Engineer. The drawings shall be

amended as required during the contract period, and up to date copies kept on site for

reference purposes.

4.4 Positions and sizes of air grilles, louvered openings through reinforced concrete beams and

slabs, etc., as indicated on the bid drawings shall be adhered to as far as possible.

Amendments will only be considered if absolutely unavoidable.

a. Shop drawings: These shall be based on the General Arrangement drawings, and shall show

in detail the construction of all the parts of the works, method of assembly where applicable,

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erection and construction materials and connections, welds, gaskets, sealants, fastenings,

reinforcing and all other necessary detail.

b. Electrical drawings: Electrical drawings shall comprise complete control and power wiring

diagrams, as well as front and side elevations giving major dimensions of control panels as

well as instrumentation and switch position layouts.

c. As-Built drawings and wiring diagrams: These are up-to-date approved drawings at the

completion of the contract. Bidders shall allow in their price for submitting to the Engineer a

sepia of each of the up-to-date general arrangement drawings, shop drawings, as well as

electrical drawings together with the O&M manuals specified herein.

4.5 Submission of contractor’s drawings: Drawings shall be submitted to the Engineer in an

orderly fashion commencing within the following time limits or as determined by the main

contract programme (where applicable):

Builders work drawings : within 2 weeks of bid acceptance.

General layout drawings : within 4 weeks of bid acceptance.

Shop drawings : within 6 weeks of bid acceptance.

Electrical drawings : within 6 weeks of bid acceptance.

As-built drawings : at completion before first hand-over.

By submitting drawings, the Contractor represents that he/she has determined and verified all site

measurements, site instruction criteria, materials, catalogue numbers and similar data, or will do so,

and that he/she has checked and co-ordinated each of his/her drawings with the requirements of the

works and the contract documents, taking into account drawings of all other relevant disciplines. At

the time of submission, the Contractor shall inform the Engineer in writing of any deviation in the

Contractor’s drawings from the requirements of the supplementary documents. After scrutiny the

Engineer may at his/her discretion and depending on the number of discrepancies, requires

amendment and resubmission prior to approval. Drawings shall be resubmitted until approved prior

to any portion of the works related to the drawings being commenced. Should the Contractor, during

drawing amendment, alter any portion of his/her drawings not specifically required by the Engineer,

he/she shall point this out in writing when resubmitting the drawing. Approval of the Contractor’s

drawings in no way indemnifies him/her from being responsible for the correctness of the drawings

and satisfactory operation of the installation.

4.6 If the Bidder wishes to submit alternative proposals, differing from the Engineer design,

drawings indicating such proposals comprehensively shall be submitted with this Bid.

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5. Site conditions

5.1 It is the responsibility of the Bidder to visit the site during the bid phase and to familiarise

himself/herself with conditions related to it. If the location of the site is not indicated in the

Supplementary Specification, it can be obtained from the Engineer. No claim for additional

payment related to ignorance of site conditions will be accepted. By submitting a bid, it is

accepted that the Bidder is fully aware of all site conditions as well as the access to it, and has

allowed for this in his/her bid price.

6. Deviations from bid documents

6.1 No deviations or alterations from that of the specification, schedules or drawings shall be

made without first obtaining the written approval of the Engineer.

7. Programming of work

7.1 The contract works shall proceed concurrently with the building construction or in accordance

with an approved programme in all respects.

7.2 It is essential that the Contractor programmes his/her construction and all other work in

conjunction with the Main Contractor and the main contract programme in order to avoid

possible delays or clashes of trades.

7.3 For direct contracts the Contractor shall submit a detailed programme in the form of a bar

chart based on the contract period and the various activities and components of the

installation. This programme shall be submitted to the Engineer within two weeks of site

hand-over.

8. Manufacturer’s ratings

8.1 All equipment such as fans, compressors, cooling towers, pumps, etc. shall be selected to be

operated well within the manufacturer’s ratings. Equipment offered for use beyond these

limits will not be considered.

8.2 Bidders must submit manufacturer’s ratings of all equipment offered. Ratings shall be given

in the SI system.

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9. Notices

9.1 The Contractor shall supply and install all notices and warning signs that are required by the

appropriate laws or regulations and by these documents.

Revision 00

Employer consulting engineers

South african national biodiversity optimum engineering consultants

Institute (sanbi)

Rhodes dr, unit 46 - derby ranch

Newlands, 182 derby ranch

Cape town, 7735 northriding 2169

Document control

Project Name APPOINTMENT OF A SERVICE PROVIDER FOR THE COMPLETION OF

The dry room and minor repair work to the seedbank

Facility at the kirstenbosch national botanical garden,

Cape town

Project Number G587/2026

Client Name South African National Biodiversity (SANBI)

ECSA Project Stage Stage 4: General Specifications

Document Type Scope of work and Technical Specifications

Installations Mechanical

OPT File Number OPT19

Compiled reviewed signed approved

NAME T. C Mango D.P Manjonjo N. Muromba

Optimum Optimum Optimum

ORGANISATION Engineering Engineering Engineering

Consultants Consultants Consultants

DESIGNATION Design Engineer Project Engineer Principal Engineer

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Scope of work and technical

Specificaitions for mechanical

Installations

Part 2

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Scope of work and technical specifications for mechanical

Installations

Part 2

Contents

Document control ............................................................................................................................ 1

1. Scope of work ................................................................................................................................. 4

2. Applicable codes and standards ................................................................................................ 5

3. System design requirements ....................................................................................................... 6

4. Mechanical equipment specification ........................................................................................ 7

5. Refrigeration system specification ......................................................................................... 10

6. Electrical installation specification ...................................................................................... 11

7. Controls and instrumentation ............................................................................................... 12

8. Installation requirements ........................................................................................................ 13

9. Testing and commissioning ....................................................................................................... 14

10. Personnel competency requirements .................................................................................. 15

11. Quality control .......................................................................................................................... 17

12. Building works (making good) ............................................................................................... 17

13. Health, safety & environmental compliance ...................................................................... 17

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1.1 The works comprise the complete supply, installation, testing, commissioning and handover

of a refrigeration-based HVAC system for the Dry Room in Seedbank at the Kirstenbosch,

including all labour, materials, equipment, tools, transport, supervision and specialist services

required for a fully functional installation.

1.2 The Contractor shall supply and install a commercial refrigeration condensing unit, matched

to a double-skin DX Air Handling Unit complete with cooling coil, electric heater bank, plug

fan, filters, HEPA filtration, heat recovery section, monitoring sensors, Carel controller,

terminal boxes, drip tray and all required supports.

1.3 The works include insulated ductwork tie-ins to the existing ducting network, including

flanges, gaskets, supports, suspension systems and testing, in accordance with approved

drawings and specifications.

1.4 Refrigeration works shall include copper pipework, insulation, pipe trays, refrigerant charge,

driers, valves, refnets, sight glass, solenoid valves, oil traps and all accessories required for a

complete, leak-free and serviceable system.

1.5 Electrical works shall include power cabling, isolators, circuit breakers, control panel DB, over-

/under-voltage protection, control wiring, interlocks and all wiring required for safe automatic

operation.

1.6 The Contractor shall allow for craneage, hoisting, rigging, positioning and installation of all

new equipment, including safe removal and disposal of existing AHU, condenser and

dehumidifier units.

1.7 Testing, commissioning, as-built drawings, manuals, end-user training and electrical and

refrigeration Certificates of Compliance shall form part of the handover.

1.8 Additional works include VRV and freezer room repairs, door repairs, plumbing installations,

hydroboil replacement, monitoring system installation and making good building works.

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1.9 System Description

The system provides controlled low-temperature air to the Dry Laboratory to maintain

environmental conditions suitable for long-term seed storage and handling. Key equipment

includes:

• One LREQ20BY1 inverter-driven low-temperature condensing unit
• One factory-assembled double-skin DX AHU (Model MAH C)
• Full refrigeration interconnection piping (liquid and suction lines)
• Electric heater bank
• Plug fan assembly
• Multi-stage air filtration including primary, secondary, and HEPA filters
• Environmental monitoring instrumentation
• Electrical control panel and power distribution
• Safety, interlock, and communication wiring

All components must be new, unused, compliant with relevant SANS, ASME, EN, and ISO

standards, and installed in accordance with accepted engineering practice.

1.10 Contractor Responsibilities

The Contractor shall:

• Supply all materials, labour, tools, equipment, consumables, and transport
• Implement the installation according to the drawings, specification, and manufacturer model

data

• Ensure compliance with SANS 10147, SANS 10142-1, and all applicable regulations
• Protect, store, and handle equipment to prevent damage
• Provide all testing, commissioning, calibration, training, and documentation
• Restore all affected building surfaces to original condition

2. Applicable codes and standards

2.1 Refrigeration Standards

• SANS 10147 – Refrigeration and Air-Conditioning Installations

• EN 378 – Safety Requirements for Refrigerating Systems

• ISO 5149 – Refrigeration Safety Standard

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2.2 Electrical Standards

• SANS 10142-1 – Wiring of Premises

• IEC 60364 – Low Voltage Installations

2.3 Mechanical Standards

• ASME B31.5 – Refrigeration Piping & Heat Transfer Components

• ISO 559 – Copper & Copper Alloy Tubes

• SMACNA Ductwork Standards

2.4 Quality & Compliance

• ISO 9001 – Quality Management

• ISO 14001 – Environmental Management

• OHS Act & Construction Regulations

3. System design requirements

3.1 Environmental Performance Targets

The HVAC-refrigeration system shall achieve the following:

Parameter Requirement

AHU Airflow 303 L/s

Cooling Duty (DX Coil) ≥20.89 kW

Off-coil Temperature –10.4°C

Refrigerant Type R410A

Total Refrigerant Charge ~18.5 kg (as per model calculation)

Evaporating Temperature –27°C

Ambient Design Condition 32°C

3.2 Operating Conditions

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The system must maintain stable cooling performance under variable load with inverter regulation,

ensuring:

• Continuous operation from –45°C to +10°C evaporating temperature

• High subcool degrees as per model tables

• Safe oil return under all running conditions

• Proper superheat and subcooling tuning during commissioning

4. Mechanical equipment specification

4.1 Condensing Unit – Model LREQ20BY1

A low-temperature condensing unit incorporating:

• Scroll compressors (hermetically sealed)

• Variable-speed inverter capacity control

• R410A refrigerant

• Sound pressure approx. 63 dBA

• Operating range: –45°C to +10°C evaporating temperature

• Ambient operating range per model table

• High subcooling characteristics (as per technical table)

Mechanical Construction Requirements:

• Weather-resistant coated steel casing

• Cross-fin coil heat exchanger

• Propeller fans with direct drive motors

• Integrated electronic control module

• Refrigerant receiver where required

• Anti-vibration mounts

Performance Requirements:

• Refrigeration capacity approx. 22.15 kW at –27°C Te, 32°C ambient

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• Subcool degrees per published matrix

• COP values in accordance with model performance tables

4.2 DX Air Handling Unit – Model MAH C

Factory-built double-skin AHU including:

• Double-skin 50 mm insulated panels

• Supply airflow: 303 L/s

• DX cooling coil (8 rows/8 fins)

• Electric heater bank: 9 kW

• Plug fan: 1 x K3G310P

• Primary, secondary, and HEPA filters

• Drain pan and drainage connections

• Access doors, lighting, manometers, and inspection panels

Materials:

• Stainless steel frame 304 for coil housing

• Copper tubes with aluminium fins

• Condensate tray in stainless steel

• Powder-coated external surfaces

4.3 Cooling Coil Specification

• Type: DX

• Cooling duty: 20.89 kW

• Face velocity: 2.16 m/s

• Air-in: 25.5°C DB / 18°C WB

• Air-out: approx. –10.4°C DB

• Coil configuration: 8 rows × 8 fins

• Tube diameter: 9.53 mm

• Fin spacing: 14 FPI

• Refrigerant velocities: ~13.40 m/s gas / 0.13 m/s liquid

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4.4 Electric Heater Bank

• Duty: 9 kW

• Stainless steel sheathed elements

• Over-temperature cut-out

• Stage or proportional control capability

4.5 Filtration Section

• Primary filter: EU4, 50 mm

• Secondary filter: included

• HEPA filter: included

• Pressure drop: 25 Pa (clean), 150 Pa (dirty)

• Manometer and gauge assembly included

4.6 Fan Section

• Plug fan, electronically commutated

• Airflow: 303 L/s

• External static pressure: 250 Pa

• Smooth performance curve with low vibration

4.7 Drainage

• Sloped stainless steel drain tray

• 25 mm drain connection

• Trap included

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5. Refrigeration system specification

5.1 Piping Requirements

Copper pipework per ASME B31.5:

• Liquid line: hard-drawn copper, matching sizes from design

• Suction line: hard-drawn copper, matching the design

• All bends to be long-radius

• Refnet installation:

o Liquid lines: horizontal

o Suction lines: 45° downward to evaporator branch

• Refrigerant piping must respect maximum equivalent lengths

5.2 Insulation

• Suction: min. 3/4" (≈32 mm) wall

• Liquid: min. 3/8" wall

• Closed-cell elastomeric insulation

• UV-resistant covering for outdoor sections

5.3 Refrigeration Accessories

Mandatory components:

• Liquid line drier (molecular sieve type)

• Suction line drier with replaceable core

• Sight glass

• Liquid line solenoid before expansion device

• Electronic expansion valve or TX valve per design

• Oil traps at 5 m vertical intervals

• Isolation valves at each evaporator

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5.4 Leak Testing

• Nitrogen pressure test to manufacturer design pressure

• Bubble test on all joints

• Test duration: min. 24 hours

5.5 Vacuum Requirements

As per advanced commissioning guidelines:

• Vacuum target: ≤500 microns

• Decay test: vacuum must not rise more than 100 microns in 60 minutes

• Vacuum measured at liquid service valve

• Evacuation via suction line

5.6 Refrigerant Charging

Per model calculation:

• Total additional charge: 6.4 kg

• Base charge: 11.5 kg

• Total system charge: ~18.5 kg

• Refrigerant type: R410A

• Gwp: 2087.5

6. Electrical installation specification

6.1 Power Supply

• 380–415 V, 3-phase, 50 Hz

• Dedicated circuit breakers

• Separate isolators per major component

• Voltage monitoring required

6.2 Control Panel

A fully populated and factory-wired panel including:

• Main isolator

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• Control transformers if required

• Protection relays

• Contactor logic

• Phase-failure and undervoltage protection

• Terminals for:

o Sensors

o Solenoid valves

o P1/P2 communication

o E-stop circuit

6.3 Control Wiring

Includes:

• P1/P2 communication pair

• Sensor wiring (temperature, humidity, CO2)

• Safety cut-out wiring

• Relay interlock between condensing unit and solenoid valves

6.4 Earthing

• SANS 10142-1 compliant earth bonding

• Earth continuity testing

7. Controls and instrumentation

7.1 Sensors

• Temperature sensors at AHU coil inlet/outlet

• Hygrometer for relative humidity

• CO2 sensor for air quality

• Differential pressure sensors for filters

7.2 Safety Controls

• High/low pressure safety switches

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• Heater over-temperature protection

• Fan motor overload protection

• Emergency stop

7.3 Environmental Controls

The system shall automatically regulate:

• Cooling capacity

• Heater capacity

• Fan speed

• Airflow monitoring

• Refrigerant flow via EEV/TXV

8. Installation requirements

8.1 Mechanical Installation

• AHU installed level with proper access

• Condensing unit on vibration-isolated plinth

• Pipe supports per manufacturer spacing

• No crushing or deformation of copper tubes

• Brazing with nitrogen purge mandatory

8.2 Electrical Installation

• Cable trays and conduits neatly routed

• All terminations ferruled and labelled

• Isolators installed within 1.5 m of equipment

8.3 Workmanship

All workmanship must be:

• Neat, aligned, and free of defects

• In accordance with SANS standards

• Subject to inspection at each stage

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9. Testing and commissioning

9.1 Mechanical Testing

• Pressure testing

• Leak testing

• Vacuum testing

• Refrigerant charging

• Oil return verification

9.2 Airflow Testing

• Fan speed verification

• Air balancing to 303 L/s

• Filter pressure drop measurement

9.3 Electrical Testing

• Insulation resistance

• Earth continuity

• Phase rotation

• Control logic verification

9.4 Functional Testing

• Cooling performance tests

• Heater tests

• Defrost cycle (if applicable)

• Sensor calibration

• Alarm testing

9.5 Performance Validation

The system must demonstrate:

• Cooling duty ≥20.89 kW

• Stable off-coil temperature –10.4°C

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• Continuous operation within defined limits

9.6 Handover

Deliver:

• Commissioning report

• Refrigerant log sheet

• COC (Electrical)

• COC (Refrigeration)

• O&M manuals

• As-built drawings

• Training certificate

10. Personnel competency requirements

A minimum of one Category B Refrigeration Mechanic shall serve as Site Foreman and must:

• Be registered with SAQCC Gas (SARACCA)

• Be authorised for Refrigerant Groups A1 and A3

• Hold a Trade Test qualification

• Be verifiable on the SAQCC Gas registry

• Be authorised to issue electronic COCs as per the requirements in the letter 24 February 2023

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Supply: Cap: Cap: 54 1 Power: Supply: Cap: Cap: 32 m2 3Ph Outdoor 50Hz 1Ph 9.0kW / / Cassette 27.2kWT 24.4kWT Unit Watts 8.0kWT 7.1kWT PASSAGE

220-240 (DVMs 380-415V

/ /

ECO) 50Hz 50Hz

5 m2

2 LADIES m2 GENTS

m2 GERMINATION

m2 OFFICE

900 900

H. C. 230

Power: Supply: Cap: Cap: AC:

32 1Ph / Cassette Watts 8.0kWT 7.1kWT

220-240 (DVMs

/

ECO) 50Hz 20 7

m2 OFFICE

m2 OFFICE

m2 STORE

9 5. 6. 3. 2. 4. UP . 761 11. 10. 1000 2401 2100 All TO 3P 1P P*S T TO TO project

Appointment of a service provider for the

Completion of the dry room and minor repair work

Appointment of a service provider for the

Completion of the dry room and minor repair work

Bid Bond: Form of guarantee ..................................................................................................................... 85 - 89

C1.4 Occupational Health & Safety Agreement 37(2) ....................................................................... 90 - 91

Part C2 Pricing data

C2.1 Pricing inst

No specific requirements found

B-BBEE Details: Opening of tender submissions

C.3.4.1 Unless the two-envelope system is to be followed, open valid tender submissions in the presence of

tenderers’ agents who choose to attend at the time and place stated in the tender data. Tender

submissions for which acceptable reasons for withdrawal have been submitted will not be opened.

C.3.4.2 Announce at the meeting held immediately after the opening of tender submissions, at a venue

indicated in the tender data, the name of each tenderer whose tender offer is opened and, where

applicable, the total of his prices, number of points claimed for specific goals and time for completion

for the main tender offer only.

C.3.4.3 Make available the record outlined in C.3.4.2 to all interested persons upon request.

Any reference to words “Bid” or Bidder” herein and/or in any other documentation shall be construed to have the same meaning as the words

“Tender” or “Tenderer”.

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South African National Biodiversity Institute

Appointment a of Service Provider for the completion of the dry room and minor repair work to the seedbank facility at the Kirstenbosch National

Botanical Garden, Cape Town.

Sanbi G587/2026

C.3.5 Two-envelope system

C.3.5.1 Where stated in the tender data that a two-envelope system is to be followed, open only the technical

proposal of valid tenders in the presence of tenderers’ agents who choose to attend at the time and

place stated in the tender data and announce the name of each tenderer whose technical proposal

is opened.

C.3.5.2 Evaluate functionality of the technical proposals offered by tenderers, then advise tenderers who

remain in contention for the award of the contract of the time and place when the financial proposals

will be opened. Open only the financial proposals of tendere

17. Quality of materials.................................................................................................................. 12