Request for quotation: panel of baggage delivery service providers for south african airways

Briefing session: 20 May 2026, 13:00-14:00 (GMT+2) via Microsoft Teams (Meeting ID: 321 925 259 019 093, Passcode: Zh2cg74e).

Email: [email protected]. Department: Global Supply Management.

Submit quotations via email to [email protected]. File size limit is 2MB; use multiple emails or a downloadable link if necessary. Ensure all required forms are completed and attached in sequence. Late or incomplete submissions may be disqualified.

The evaluation follows a three-phase process: 1) Compliance with mandatory critical criteria (disqualifying if not met); 2) Functional evaluation (minimum threshold 70%); 3) Price (80 points) and Preference (20 points). Preference points are awarded for B-BBEE Level 1 or 2 (10 points), 51%+ black ownership (5 points), and 50%+ black women ownership (5 points).

Service providers must maintain offices at OR Tambo, King Shaka, Cape Town, and Chief Dawid Stuurman (Port Elizabeth) airports. Requirements include: 30-minute response time for drivers, door-to-door delivery of delayed bags, baggage weighing/wrapping/sealing, and tracking system integration. Fleet requirements per airport: JNB (4+ vehicles, 1 coordinator, 4+ drivers), DUR/CPT (3+ vehicles, 1 coordinator, 3+ drivers), PLZ (2+ vehicles, 1 coordinator, 2+ drivers). All vehicles must be roadworthy, have lockable canopies, and be equipped with tracking devices.

Pricing must be submitted using the provided SBD pricing schedule only. Prices must be firm and exclusive of VAT. SAA is not obligated to accept the lowest quote.

Mandatory documents: SAA Vendor Application (Annexure 1), General Conditions of Contract (Annexure 2), SBD 4 (Annexure 3), valid Tax Clearance Certificate, proof of vehicle ownership/lease, roadworthy certificates, valid Public Driving Permits (PDP) for all drivers, and Goods in Transit insurance.

• Submit the bid by the closing date and time specified in the bidding documents. Late submissions will be rejected.\n• Include all returnable documents: completed bid form, supporting certificates (e.g., tax clearance), and annexes referenced in the Special Conditions of Contract (SCC).\n• Ensure all required signatures are present; unsigned bids will be disqualified.\n• Provide performance security (bank guarantee, irrevocable letter of credit, or certified cheque) within 30 days of contract award, as specified in SCC.\n• Failure to submit required documents or provide performance security may result in disqualification.\n• All correspondence and documents must be in English (clause 29).

• Compliance with General Conditions of Contract (GCC) and Special Conditions of Contract (SCC) will be assessed first.\n• Technical compliance (scope, standards, delivery, warranties) is evaluated before price.\n• Price must not vary from the quoted amount unless authorised in SCC (clause 17).\n• Penalties for late delivery or non-performance (clause 22) will affect the overall score.\n• Risk of termination for default (clause 23) and procurement of replacement supplies will be considered in evaluation.\n• Corrupt or fraudulent practices (clause 1.4, 1.13) will result in disqualification or contract termination.

• Scope: Provide baggage delivery services, including incidental services such as on-site assembly, commissioning, training, and provision of operation and maintenance manuals (as detailed in SCC, clause 13).\n• Standards: Goods and services must conform to standards specified in bidding documents (clause 4).\n• Packing: Must protect goods against damage from rough handling, extreme temperatures, salt, and precipitation during transit and storage (clause 9).\n• Delivery: Must comply with contract terms; required shipping and delivery documents are specified in SCC (clause 10).\n• Warranty: 12 months after delivery or 18 months after shipment, whichever is earlier, unless otherwise stated in SCC (clause 15).\n• Insurance: Must cover loss or damage from manufacture to delivery in a freely convertible currency (clause 11).

• Performance security: Must be provided within 30 days of contract award (clause 7). Acceptable forms: bank guarantee, irrevocable letter of credit, or certified cheque. Amount specified in SCC.\n• Payment terms: As set out in SCC; invoices must be accompanied by delivery notes (clause 16).\n• Payment timeline: Within 30 days of receipt of a correct invoice, in Rand unless otherwise stipulated (clause 16).\n• Price stability: Prices must not vary from quoted amounts unless authorised in SCC (clause 17).

• Tax compliance: Must submit a valid original tax clearance certificate issued by SARS prior to award (clause 32.3).\n• Legal compliance: Must adhere to all applicable South African laws (clause 30).\n• National Industrial Participation Programme (NIPP): Applicable if contract is subject to NIPP obligations (clause 33).\n• Anti-corruption: Must not engage in corrupt, fraudulent, or collusive practices (clauses 1.4, 1.13, 34).\n• Restrictive practices: Collusive bidding or bid rigging will result in bid invalidation, contract termination, or restriction from public sector business for up to 10 years (clause 34).

Department: Supply Chain Management. No specific name, email, phone, or physical address provided.

Submit the SBD4 (Bidder’s Disclosure Form) fully completed. Required declarations include: state employment of bidder/directors/shareholders; relationships with procuring institution staff; interests in related enterprises. Incomplete or inaccurate disclosures will disqualify the bid. Entities listed in the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

Certify compliance with: no collusive bidding (joint ventures/consortia exempted); no prior consultation with competitors or officials on bid terms; no involvement in drafting specifications; not listed in the Register for Tender Defaulters or List of Restricted Suppliers. False declarations may result in bid rejection, administrative penalties, or criminal investigation.