Supply, lease and maintenance of indoor and outdoor pots and plants for king phalo airport (5-Year contract)

• Bid closing date and time: 12 June 2026 at 15:00.
• Compulsory briefing/site inspection session: 02 June 2026 at 11:00 at the information desk, King Phalo Airport.
• Query closing date: 05 June 2026. All clarification requests must be submitted by this date.
• Bid validity period: 120 business days from submission.

• For bidding procedure and technical enquiries: Joseph Rulash, Buyer.
• Telephone: 011 409 3943.
• Email: [email protected].
• Email for bid submissions: [email protected].
• Do not contact any other ACSA employee regarding this bid except the listed contact.
• ACSA head office details: Tel +27 11 723 1400, Fax +27 11 453 9354, Western Precinct, Aviation Park, O.R. Tambo International Airport, 1 Jones Road, Kempton Park, Gauteng, 1632; PO Box 75480, Gardenview, Gauteng, 2047.

• Submit your bid via email only to [email protected] by 15:00 on 12 June 2026.
• Do not email as one large attachment. Break your submission into at least four attachments, each no larger than 4MB.
• Ensure all attachments are sent before the closing time and date.
• Reference the RFQ number (12157) in the email subject line.
• Bids must be submitted on the official forms provided (not retyped) or as prescribed in the bid document.
• Late bids will not be accepted.
• Mandatory returnable documents include: fully completed and signed form of offer and acceptance (C1.1 from NEC3 TSC document) and proof of attendance at the compulsory briefing session.
• Other required documents include: SBD 3.3 (Priced offer), Declaration of Interest Form, SBD 4, SBD 6.1, Confidentiality Agreement, B-BBEE certificate/affidavit, tax PIN, CSD report, Certificate of Incorporation, VAT Questionnaire, and ACSA Terms and Conditions.
• Each page of the bid documents must be signed or stamped at the bottom.
• Bids must be signed by a person with authority to act on behalf of the bidder; proof of authority (e.g., company resolution) must be submitted.
• Failure to provide required particulars may render the bid invalid.

• Evaluation uses a staged approach: Stage 1 (Mandatory Requirements), Stage 2 (Functionality), Stage 3 (Price and Preference), Stage 4 (Post-tender negotiations where applicable).
• Stage 1 Mandatory Requirements: Fully completed and signed form of offer and acceptance (C1.1) and attendance of the compulsory briefing session.
• Stage 2 Functionality: Evaluates technical ability based on experience. Points are awarded for references for supply/lease/maintenance of live plants and pots.

• Provide less than two relevant reference letters: 0 points.
• Provide two to five relevant reference letters: 20 points.
• Provide more than five relevant reference letters: 40 points.
• References must be on company letterhead with contactable referee details.

• An overall minimum threshold of 50 points out of 100 must be achieved in Functionality to proceed to Price and Preference evaluation.
• Stage 3 Price and Preference: Uses the 80/20 preference point system (80 for price, 20 for specific goals).
• Specific goals points are awarded for B-BBEE status level and for black youth/women/disabled majority-owned entities as per SBD 6.1.
• Bidders failing to meet minimum requirements or submit mandatory documents will be disqualified.

• Scope: Supply, lease, and maintenance of indoor and outdoor pots and plants at King Phalo Airport for 5 years (60 months).
• Service includes: supplying, delivering, and maintaining mature indoor/outdoor plants in leased pots; bi-weekly maintenance.
• Maintenance requirements: regular cleaning (dust removal, dead leaves), regular watering, bi-weekly cleaning and weed removal, application of insecticides and fertilisers as required, replacement of substandard plants within 48 hours.
• Pot specifications: all pots must have a self-watering system with no external drainage leaking onto floors/carpets; use material (e.g., stones or bark) to protect soil; pot styles and sizes are detailed in Annexure A.
• Plant requirements: low-maintenance, air-purifying plants suitable for indoor spaces with limited natural light; must thrive in airport lighting, temperature, and humidity conditions.
• Quantities by area:

• Arrivals Terminal: 17 x 60 cm pots.
• Passage between Arrivals and Check-in: 5 x 60 cm pots.
• Check-in Area: 5 x 60 cm pots.
• Outside front entrance at Check-in: 14 x troughs.
• Passage to Departure Lounge: 3 x 60 cm pots.
• Departure lounge security screening: 2 x 60 cm pots.
• Departure lounge holding area: 3 x 60 cm pots and 2 x troughs.
• VIP Lounge: 4 x troughs.
• Viewing Deck: 1 x trough.
• Offices: 15 x 40 cm pots.

• Maintenance type: planned preventative maintenance with required plant care schedule (details in PART 3 and PART 4 of the document).
• Benefits aimed at improving air quality, aesthetics, passenger satisfaction, brand visibility, and sustainability.

• Pricing must be submitted using SBD 3.3: Priced offer and the pricing schedule found in NEC3 PART C2: PRICING DATA.
• Costs must be provided per pot style and size (or nearest thereto) as per Annexure A.
• Prices quoted must remain firm and valid for the bid validity period of 120 business days.
• No specific bonds, guarantees, or payment terms are detailed in the extracted text.

• Tax compliance: Provide your SARS tax compliance status PIN or CSD number. If no PIN, provide CSD number. For consortia/JV/subcontractors, each party must submit separate TCS certificate/PIN/CSD number.
• B-BBEE: Submit a valid B-BBEE certificate and scorecard or BBBEE QSE/EME affidavit. Points are awarded for B-BBEE status level and specific goals (black youth/women/disabled majority-owned entities).
• Central Supplier Database (CSD): Submit a CSD report.
• Company registration: Provide Certificate of Incorporation showing ownership split.
• Other mandatory documents: Declaration of Interest Form and Politically Exposed Persons declaration, SBD 4 (Bidder’s Disclosure Form), SBD 6.1 (Preference Points Claim Form), Confidentiality and Non-Disclosure Agreement, VAT Questionnaire, ACSA Terms and Conditions.
• Foreign suppliers: If foreign-based, complete the foreign supplier questionnaire; tax compliance registration may not be required if no RSA presence/income/tax liability.
• Security vetting: ACSA is a National Key Point; bidders may be subject to security vetting, and non-compliance can lead to disqualification.
• All submitted documents and information must remain valid for the contract duration; updated documents must be provided if they expire.

Phone: +27 11 723 1400. Address: Western Precinct, Aviation Park, O.R. Tambo International Airport, 1 Jones Road, Kempton Park, Gauteng, South Africa, 1632. Postal: P O Box 75480, Gardenview, Gauteng, South Africa, 2047. Website: www.airports.co.za.

Evaluation will prioritize:

• Demonstrated experience as a service provider in plant supply, delivery, installation, and maintenance.
• Proven ability to meet the bi-weekly preventative maintenance schedule.
• Capacity to replace damaged or substandard plants within 48 hours (2 working days).
• Financial accountability for damages caused by leakage from pots.
• Compliance with the specified plant types (e.g., Aglaonema 'Maria', Zamioculcas Zamiifolia, Dracaena Reflexa, Ficus Benjamina, Yucca Elephantipes, etc.).

Scope: Supply, lease, deliver, install, and maintain indoor and outdoor potted plants at King Phalo Airport for 60 months (5 years).

Service Requirements:

• Rental basis with bi-weekly preventative maintenance.
• Maintenance tasks: Clean plants (dust/leaf removal), water regularly, clean pots bi-weekly, remove weeds bi-weekly, apply insecticides/fertilizer as needed, prune/trim monthly, and add humus mixtures where necessary.
• Replace substandard or damaged plants within 48 hours.
• All pots must have a self-watering system; no external drainage causing leaks is permitted.

Deliverables by Area:

• Arrivals Terminal: 17 x 90cm pots.
• Passage between Arrivals and Check-In: 5 x 90cm pots.
• Check-In Area: 5 x 90cm pots.
• Outside Front Entrance (Check-In): 14 x troughs.
• Passage to Departure Lounge: 3 x 90cm pots.
• Departure Lounge (Security Screening): 2 x 90cm pots.
• Departure Lounge (Holding Area): 3 x 90cm pots + 2 x troughs.
• Viewing Deck: 1 x trough.
• VIP Lounge: 4 x troughs.
• Offices: 15 x 40cm pots.

Approved Plant Types: Aglaonema 'Maria', Zamioculcas Zamiifolia, Dracaena Reflexa, Ficus Benjamina, Yucca Elephantipes, Chamaedorea Seifrizii, Aglaonema 'Silver Bay', Dracaena fragrans ‘Massangeana’, Succulents (Aloe Plants).