Maintenance of central vacuum system at cape town international airport (5-Year ad hoc contract)

Closing date: 22 July 2026 at 11h00 (CAT). Proposals must remain valid for 60 days from submission. Extensions may be requested, with bidders notified accordingly.

For clarifications before bid closure: Demand Management Officer, Bright Blessie, Email: [email protected] (cc: [email protected]). For clarifications after bid closure: Acquisition Management Officer, Sinenhlanhla Mbongwa, Email: [email protected] (cc: [email protected]). Include the reference number and tender description in the subject line. Fraud Hotline: 0800 222 335 (24hrs), Email: [email protected], Website: www.tip-offs.com. Submission address: e-Submission (e-Tender) system. Delivery address for goods: ATNS Control Complex, Gate F3, Tower Road (Off Michigan Street), Airport Industria, Matroosfontein, Cape Town International Airport.

Submit bids exclusively via the e-Submission (e-Tender) system. Email submissions will not be accepted. Bids must be structured into two parcels: Parcel A (Administrative & Mandatory Requirements) and Parcel B (Price & Specific Goals). Parcel A must include Volume 1A (general instructions and administrative requirements), Phase 1 (Administrative Requirements), and Phase 2 (Mandatory Requirements). Parcel B must include SBD 3.3 (Pricing Schedule), SBD 6.1 (Preferential Points Claim Form), CSD Report, CIPC Documents, Shareholder Certificates, ID copies of shareholders, and a valid B-BBEE Certificate or Sworn Affidavit (for EMEs/QSEs). All bids must be submitted on official forms provided and not re-typed. Late bids will not be accepted.

Scope: Routine servicing, maintenance, and inspections of the Central Vacuum System at ATNS Cape Town International Airport (FACT) on an ad hoc basis for five years. Monthly service tasks: clean filters and provide a service report; inspect inlet valves and report on condition and functionality; inspect vacuum piping for blockages, damage, or leaks; inspect vacuum flexible pipes and report on condition; inspect motor brushes and report on wear levels; clean vacuum motors and inspect dust seals. Six-monthly major service as per the service plan. Repairs, spares, and replacement components must be quoted separately and approved by ATNS prior to replacement (except in emergencies). The system includes 34 metal inlet valves and three Central Vacuum power units (2x SC3500EA, 1x SC235EA, all Electrolux brand). Service provider must: maintain a consistent core team; provide all materials, labour, equipment, and transport; submit quoted prices inclusive of all costs (VAT included, valid for 180 days); deliver spare parts within seven working days (immediately in emergencies); provide suitably qualified personnel compliant with OHS regulations; create and submit an OHS Safety File; transfer basic operational knowledge to ATNS staff; and perform ad hoc maintenance upon approval. Contractor responsibilities: provide skilled labour, ensure personnel training and compliance with ATNS site rules, provide necessary tools and equipment, and maintain housekeeping.

Personnel supplied must possess the necessary skills, experience, and qualifications for assigned tasks. ATNS reserves the right to inspect personnel performance, qualifications, and conduct, and may request replacements if performance or conduct is unsatisfactory. Contractors must provide suitably qualified and experienced skilled and unskilled labour for maintenance, servicing, inspection, and repair work.

Maintenance and repair services must be carried out with the highest level of professionalism and competency. All work must comply with relevant standards, OHS Act regulations, and applicable legislation. Personnel must possess necessary skills, experience, and qualifications. ATNS reserves the right to inspect personnel performance and request replacements if unsatisfactory. Contractors must: provide suitably qualified labour; ensure personnel are trained and competent in Central Vacuum System servicing; comply with ATNS site rules and safety regulations; provide all necessary tools, testing equipment, and consumables; and maintain housekeeping, leaving work areas clean, safe, and operational.

Pricing must be submitted using SBD 3.3 (Pricing Schedule for Professional Services). All rates must be in ZAR, include VAT, and remain valid for 60 days from the closing date. The schedule must be 100% completed (all line items priced). Labour rates must include wages, statutory contributions, PPE, supervision, transport, and administrative costs. Mark-up on spares is fixed at 15%. Payment is based on actual work executed using the provided rates. ATNS may set a contract ceiling value. Discounts are only considered if unconditional. Work is undertaken upon formal instruction or approved work order. Deviation from the pricing schedule format results in non-responsive bids.

Pricing must be submitted in ZAR using the provided SBD 3.3 Pricing Schedule (Professional Services). All rates must include VAT and remain valid for 180 days from the closing date. The pricing schedule must be 100% completed (all line items priced). Labour rates must include wages, statutory contributions, PPE, supervision, transport, and administrative costs. Mark-up on spares is fixed at 15%. Payment will be based on actual work executed using the rates provided. ATNS may establish a contract ceiling value. Discounted prices will only be considered if offered unconditionally. Work will only be undertaken upon formal instruction or approved work order. Bids without a price or with incomplete pricing will be deemed non-responsive.

Mandatory compliance requirements: (1) Valid SARS Tax Compliance Status (PIN) or TCS Certificate (valid for 60 days from submission). (2) Registration on the National Treasury Central Supplier Database (CSD) with proof of registration or application. (3) Valid COIDA compliance (Letter of Good Standing or Registered Mutual Association Policy). (4) Declaration of Interest (completed and signed). (5) Completed and signed Invitation to Bid document. (6) Client reference letters (minimum two, for vacuum systems or cleaning equipment maintenance, completed within the past 7 years). (7) Proof of Address in the Western Cape. (8) Registration with professional bodies (if applicable). For preference points: Valid B-BBEE Certificate or Sworn Affidavit (for EMEs/QSEs), CSD Report, CIPC Documents, Shareholder Certificates, and ID copies of shareholders. Consortia/JVs/Sub-contractors must each submit separate proof of TCS/PIN/CSD number.

All personnel must comply with relevant Occupational Health and Safety (OHS) regulations and ATNS site-specific safety requirements. Contractors must ensure personnel are properly trained and experienced in Central Vacuum System servicing, maintenance, and fault diagnosis. An OHS Safety File must be created and submitted where required for task execution. Contractors are responsible for providing all necessary PPE, tools, and equipment. Work areas must be left clean, safe, and operational after service work. Immediate written notice must be given to ATNS if the contractor cannot deliver services within the specified period, price, or scope.

ATNS emphasizes economic, social, and environmental sustainability in its operations. Bidders are expected to align with these principles in their service delivery.

Contract terms include: ATNS reserves the right to vary scope and terms, with written notice to bidders. The successful tenderer must accept standard Terms and Conditions, including retention clauses for non-satisfactory completion, breach of contract, and confidentiality. Professional indemnity insurance is required. ATNS may reject, withdraw, or cancel any or all bids at its discretion. Contracts are only concluded upon signing a formal written agreement. Amendments must be in writing and signed by both parties. Bidders bear all costs related to bid preparation and submission. ATNS reserves the right to negotiate terms, including price, with one or more bidders. Non-compliance with delivery terms must be reported immediately to ATNS.

Evaluation is conducted in three stages: Stage 1 (Administrative Requirements), Stage 2 (Mandatory Requirements), and Stage 3 (Price and ATNS Specific Goals). Stage 1 requires valid SARS Tax Compliance Status (PIN). Stage 2 mandatory requirements include client reference letters, proof of Western Cape address, and COIDA compliance. Stage 3 uses an 80/20 point system: 80 points for price (calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin)) and 20 points for Specific Goals (10 points for 51% Black Owned, 10 points for 30% Black Woman Owned). Preference points require submission of CSD Report, CIPC Documents, Shareholder Certificates, ID copies, and valid B-BBEE Certificate or Sworn Affidavit.