RFQ 11950: road sign refurbishment at king phalo airport (CIDB 3ce+)

• Tender issue date: 03 July 2026.
• Compulsory briefing session: 13 July 2026 at 11:00 at King Phalo Airport. Bring ID/driver’s license, safety boots, and reflector vest.
• Clarification deadline: Employer responds to queries by 17 July 2026.
• Addenda issued until 10 working days before closing (approximately 08 July 2026).
• Closing date: 22 July 2026 at 13:00 (SA time).
• Tender validity period: 12 weeks (84 days) from closing date.

• Submission email: [email protected].
• Bidding procedure enquiries: Helen Mahlangu, email: [email protected].
• Employer’s agent: Helen Mahlangu (ACSA Supply Chain Department).
• Note: No other ACSA employees may be contacted regarding this tender. Post-award, contact is permitted with ACSA Business Unit representatives.

• Submit bids by 22 July 2026 at 13:00 (SA time) via email to [email protected]. Late bids will not be accepted.
• Use only the official tender forms provided. Do not re-type or alter documents unless correcting errors (initial all alterations).
• Submit all returnable documents (e.g., Form of Offer C1.1, pricing schedules, contract documents) fully completed and signed.
• Seal and mark packages as "ORIGINAL" and "COPY" with employer and bidder details. Outer package must only show employer’s address.
• Emailed or faxed tenders will be rejected. Hard copies must be deposited in the bid box at the specified street address.
• Ensure bid envelopes include the bidder’s return address for late bid returns.
• Bids must remain valid for 12 weeks (84 days) post-closing. Extensions may be requested.
• Withdrawals/substitutions require written notice to the employer’s agent before closing time. Substitute bids must be marked "SUBSTITUTE".
• Non-responsive bids (incomplete, unsigned, or deviating materially) will be rejected.
• Attend the compulsory briefing session (13 July 2026, 11:00 at King Phalo Airport) and sign the attendance list. Addenda will only be issued to attendees.
• Do not contact ACSA employees other than Helen Mahlangu ([email protected]) for queries. All clarifications will be shared with all bidders.

• Stage 1: Responsiveness test – bid must comply with all tender conditions, be fully completed and signed, and not contain material deviations.
• Stage 2: Mandatory criteria – must meet all of the following:

• CIDB contractor grading of 3CE or higher.
• Acceptance of ACSA Terms and Conditions.
• Compulsory attendance at the site briefing session (13 July 2026).
• Fully signed and completed Form of Offer (C1.1).

• Stage 3: Functionality evaluation – scored out of 100 based on company reference letters for previous civil works (signage design, manufacturing, installation). Minimum threshold of 60 points required to proceed.

• Less than 2 reference letters: 0 points.
• 2 to 5 reference letters: 60 points.
• More than 5 reference letters: 100 points.
• References must be on client letterhead with contact details.

• Stage 4: Price and preference – 80/20 preference point system (for bids ≤ R50 million) or 90/10 (for bids > R50 million). Price points calculated using formula Ps = 80(1 - Pt/Pmin) or 90 equivalent.
• Preference points for B-BBEE status levels (e.g., Level 1 = 5 points, Level 2 = 4.5, Level 3 = 4, Level 4 = 3, Level 5 = 2, Level 6 = 0.5, Level 7 = 0.3, Level 8 = 0.1). Non-compliant = 0.
• Additional specific goals: Black youth majority-owned (5 points), Black women majority-owned (5 points), Company majority owned by people with disabilities (5 points). Proof required (sworn affidavit or SANAS-accredited B-BBEE certificate).
• Disqualification risks: corrupt/fraudulent practices, non-compliance with mandatory criteria, late or incomplete bids.

• Scope: Provision of road sign refurbishment at King Phalo Airport (Eastern Cape).
• Eligibility: Only CIDB contractor grading 3CE or higher may submit bids.
• Deliverables: Refurbishment of road furniture (signs) as per scope of work in Part C3 (Works Information).
• Standards: Must comply with CIDB Standard Conditions of Tender (Annex C, 2019) and ACSA’s contract data.
• Site requirements: Bidders must attend the compulsory site briefing (13 July 2026) and provide proof of capability (e.g., past projects, references).
• Safety: Compliance with Occupational Health and Safety Agreement (Part C1.4) and insurance requirements (Appendix 2).

• Pricing: Fixed rates and prices in Rand for the full contract duration. No adjustments for CPI, foreign fluctuations, etc.
• VAT: Must be shown separately as an addition to the tendered total.
• Taxes/Levies: Include all duties and taxes (except VAT) applicable 14 days before closing.
• Payment terms: As per conditions of contract (Part C1.3).
• Securities/Bonds: Submit as required by the contract data (e.g., bid bonds, performance guarantees).
• Insurance: Provide certificates as per Appendix 2. Employer’s insurance may not cover full contract risks; seek qualified advice.

• CIDB Grading: Minimum 3CE or higher (mandatory).
• Tax Compliance: Submit SARS Tax Compliance Status (TCS) PIN or CSD number. Foreign bidders without RSA presence are exempt from TCS PIN but must comply with CSD if registered.

• Apply for TCS PIN via SARS e-filing (www.sars.gov.za).
• For consortia/JVs/sub-contractors: Each party must submit separate TCS/CSD proof.
• Failure to provide proof may invalidate the bid.

• B-BBEE: Proof required for preference points (SANAS-accredited certificate or sworn affidavit). JVs must provide consolidated certificates.
• Central Supplier Database (CSD): CSD number required if no TCS PIN is available.
• Legal capacity: Must not be insolvent, under business rescue, or restricted from doing business with ACSA.
• Conflict of interest: Declare any potential conflicts in the tender submission.

• Project: Road Furniture Replacement at King Phalo Airport for a 24-month period.
• Works involve replacement of rusted road signage and aged FOD bins.
• The contract is based on the NEC3 Engineering and Construction Contract (ECC).

• The contract completion date is 24 months after signing of contract by ACSA.
• The defects date is twelve (12) months after completion of the whole of the works.
• The defects correction period is two (2) weeks.
• The assessment interval for payments is four (4) weeks.
• The period within which payment is made is four (4) weeks.

• Employer: Airports Company South Africa SOC Limited, King Phalo Airport, 66 Settlers way, Greenfields, East London, 5201. Telephone: 043 706 0384, Fax: 043 706 0318.
• Project Manager and Supervisor: Siyanda Ntebe, same address as above.
• For insurance claims, email [email protected] and [email protected].

• The tenderer must submit a completed Form of Offer and Acceptance, including the Schedule of Deviations (if any).
• The offer must be signed by a duly authorised representative of the bidder.
• The Employer will accept the offer by signing the Acceptance part and returning one copy to the tenderer before the end of the validity period.
• The tenderer must contact the Employer's agent within two weeks of receiving the signed agreement to arrange delivery of securities, bonds, guarantees, proof of insurance, and other required documentation.
• Failure to fulfil these obligations constitutes a repudiation of the agreement.

• Scope: Road Furniture Replacement Project at King Phalo Airport for a period of twenty-four (24) months.
• Works include replacement of rusted road signage and aged FOD bins.
• The site is King Phalo Airport (Landside and Airside), a National Key Point.
• Contractor must comply with all ACSA safety, security, environmental, and operational requirements.
• Airside work requires specific permits (e.g., AVOP, personal permit, hot works permit) and induction training.
• Contractor must provide a safety file including mandatory OHS appointments, method statement, risk assessments, and proof of competencies.
• Work hours may be restricted to evenings (6pm–5am) to avoid impacting airport operations.
• Contractor is responsible for detail design, as-built drawings, operating manuals, and maintenance schedules.

• All prices are fixed and firm with no CPI escalation.
• Prices must include customs and duties for overseas procured items.
• Permit costs are paid upfront by the bidder and reimbursed by ACSA against proof of payment; no mark-up allowed on permits.
• Third-party procured items/services are charged at cost plus a sliding scale mark-up (e.g., 0–R2000: 0%, R2001–R10000: 15%, R10001–R50000: 10%, over R50000: 5%). Mark-up excludes VAT.
• Materials must be SABS approved.
• Payment terms: Assessment interval is four weeks; payment is made within four weeks.
• Retention percentage is 10% of the contract value.
• Delay damages are 0.5% per day, up to a maximum of 10% of the contract value.

• The contractor must annually present a compliant B-BBEE Certificate; failure is a material breach.
• Contractor must have a valid Letter of Good Standing with the Compensation Fund or licensed insurer.
• Contractor must comply with the Occupational Health and Safety Act (85 of 1993) and Construction Regulations, including signing a Section 37(2) agreement.
• Contractor must ensure all personnel have correct PPE and attend ACSA safety induction.
• Contractor must adhere to ACSA's environmental policy and report monthly on environmental issues.
• The contract uses NEC3 Engineering and Construction Contract (April 2013) with specific Main and Secondary Options.

For insurance-related claims or incidents on site, contact:

• Nokulunga Masiza: Tel: +27 (0)11 723 1400, Mobile: +27 (0)79 512 0532, Email: [email protected]
• Buhle Mnguni: Direct: +27 (0)11 723 1400, Mobile: +27 (0)74 535 9075, Email: [email protected]

Submit the completed Contractors Claims Advice Form (Appendix A) to Airports Company South Africa. Include:

• Contracting company name, site address, telephone numbers, and email address.
• Date of loss.
• Details of how the loss occurred (cause).
• Nature and details of loss/damage to Contract Works.
• Details of other property damaged.
• Names and addresses of witnesses.
• Estimated cost of repairs (keep separate records of all costs).
• Contact person for assessor (name, telephone/mobile numbers, email address).

Do not remove the form from the document. Photocopy and submit the copy to Employer’s Insurance Brokers via email.

Contractor must provide the following insurances at their own expense:

• Construction Plant and Equipment Insurance: Cover replacement value for all plant, tools, offices, temporary structures, and contents brought to site. Employer must be named as additional insured with a waiver of subrogation.
• Employer’s Liability/Workmen’s Compensation Insurance: Minimum limit of R20,000,000 for contractor employees. Subcontractors must provide similar cover for their personnel. Employer must be named as additional insured with a waiver of subrogation.
• Motor Vehicle Liability Insurance: Minimum "Balance of Third Party" cover including Passenger Liability of R5,000,000 for all owned, non-owned, leased, or hired vehicles.
• Buy-Down Cover for Employer’s Deductibles: Optional if contractor deems Employer’s deductibles unacceptable. Must cover deductibles for Contract Works, Public Liability, and Professional Indemnity as per Clause 1.6.
• Off-Site Manufacturing/Fabrication Insurance: If applicable, cover materials and equipment during manufacture/fabrication. Employer’s insurable interest must be noted via policy endorsement. Employer must be named as additional insured, with primary coverage.
• Excess Public Liability Insurance: Must exceed Employer’s Public Liability limits (R100,000,000 per occurrence).
• Excess Aviation Liability Insurance: Must exceed Employer’s Aviation Liability limits (R2,000,000,000 per occurrence).
• Excess Professional Indemnity Insurance: Must exceed Employer’s Design & Construct Professional Indemnity limits (R25,000,000 aggregate). Must also cover Employer’s deductible if applicable.
• Marine Cargo Insurance (if applicable): Cover imports of cargo, equipment, goods, plant, machinery, and materials to the site. Sum insured must be at least the value of the largest single shipment or storage value (CIF + 10%). Coverage includes all risks during transit by land, sea, or air, including loading.
• Miscellaneous Insurance: Any additional insurance required by law or deemed necessary.

Contractor must submit proof of all policies to Employer within 28 days of contract commencement. Policies must be approved by Employer and maintained for the contract duration, including defects liability period (24 months).

If Contractor fails to maintain required insurance, Employer may arrange and deduct premiums from payments due to Contractor or recover as a debt.

Contract applies to airside construction contracts with a value not exceeding R150 million, construction period not exceeding 36 months, and defects liability period not exceeding 24 months.

Employer (ACSA) provides Principle Controlled Insurance (PCI) covering:

• Contract Works: Full value of works, temporary works, and materials. Excludes defects due to design, specification, material, or workmanship. Limitations apply to open trenches (2,500m aggregate) and exposed layer works (2,500m aggregate) for flood/rain damage.
• Contractors Public Liability: R100,000,000 per occurrence for death/injury or property damage (excluding the Works).
• Removal of Lateral Support Liability: R50,000,000 per occurrence for damage from vibration, shock, or support removal (excluding tunneling).
• Contract Works SASRIA: R500,000,000 aggregate for SASRIA-covered perils (excludes indirect/consequential loss).
• Aviation Liability: R2,000,000,000 per occurrence for aircraft-related liability.
• Design & Construct Professional Indemnity: R25,000,000 aggregate (shared across all ACSA contracts; no guarantee of sufficiency for this contract). Excludes consequential losses and covers rectification only.

Contractor must:

• Familiarize themselves with Employer’s insurance policies, including limits, exclusions, and deductibles.
• Comply with all terms of Employer-arranged policies. Request copies from Employer if additional clarity is needed.
• Bear the cost of any supplementary insurance they deem necessary.
• Pay deductibles for claims under Employer’s policies: Contract Works (R150,000; R250,000 for testing/commissioning), Public Liability (R75,000), Removal of Lateral Support (R75,000), SASRIA (R25,000 for theft), Aviation Liability (R300,000), Professional Indemnity (R5,000,000 for contracts <R50m; R10,000,000 for contracts >R50m).
• Ensure Subcontractors are aware of and comply with all insurance clauses. Subcontract agreements must enforce this compliance.