Replacement HVAC system for atns sss building at cape town international airport

• ATNS seeks a service provider for the full replacement of the HVAC system at the System Support Suite (SSS) Building, Cape Town International Airport.
• The project encompasses supply, delivery, installation, and commissioning of the new HVAC system.
• ATNS is a state-owned company providing air traffic management services across South Africa and the broader African region.

• Closing date: 29 July 2026.
• Closing time: 11h00 Central African Time (CAT).
• Compulsory briefing session: 09 July 2026 at 12h00 via Microsoft Teams.
• Meeting ID: 322 819 462 732 689; Passcode: 3HU6mx9C.
• Issue date of RFP: 27 June 2026.

• A compulsory briefing session is scheduled for 09 July 2026 at 12h00.
• The briefing will be conducted via Microsoft Teams.
• Meeting ID: 322 819 462 732 689; Passcode: 3HU6mx9C.

• Submit bids via the National Treasury e-Submission (e-Tender) system online.
• Physical submission location: ATNS Company Limited, Eastgate Office Park, Block C, South Boulevard Road, Bruma, 2298.
• Closing date: 29 July 2026 at 11h00 Central African Time (CAT). Late submissions will not be processed.
• Required returnable documents: Bidder Declaration and Structure Clarification Form, indicating bidding structure (Individual, JV, Consortium, etc.) and primary bidder type (OEM, Authorised Distributor/Reseller, or Other).
• For joint ventures/consortia: Provide details of all members, roles, and attach joint responsibility agreements.
• If bidder is a distributor/reseller, attach a valid OEM authorisation letter.
• Bidders bear all costs of bid preparation; ATNS is not liable for these costs.
• Confidentiality: The RFP contents are confidential and may not be disclosed without ATNS written consent.

BID SUBMISSION - Location: ATNS Company Limited, Eastgate Office Park, Block C, South Boulevard Road, Bruma, 2298 PHYSICAL BID SUBMISSION - Submission Process: ONLINE All bid submissions must be made via the National Treasury e-Submission (e-Tender) system - Note: Requests after the deadline will not be processed

• Scope: Full replacement of the HVAC system at the System Support Suite (SSS) Building, Cape Town International Airport (FACT), including supply, delivery, installation, and commissioning.
• Detailed scope includes:
• Site establishment: secure fencing, signage, temporary offices, sanitation, utilities, waste management, fire safety, first aid, tool storage, and evacuation plans.
• General requirements: safety plan by SACPCMP-registered CHSA/CHSM, construction work permit application if triggered, appointment of qualified site manager (refrigeration mechanic trade test or mechanical engineering diploma), safety officer, rigger, mechanical engineer (PrCPM), refrigeration mechanic (SAQCC Gas), controls engineer (PRENG), PPE, permit-to-work system, and equipment for dismantling.
• Demolition and removal: isolate power, disconnect cabling, decommission existing HVAC ensuring continuous operation of at least 2 blow-down units in server room and 1 AC unit in UPS room, dispose of materials compliantly, make good damages.
• Supply and installation: 3 CRAC units (Hiross or similar) with condensers, fresh-air fan (FAN-FA-04), pilot room units and fresh-air fan (FAN-FA-01), extraction fan (FAN-EX-02), rest room cassette unit with fan (FAN-FA-02), boardroom unit with fan (FAN-FA-03), UPS room 1 & 2 units, ducting, accessories, floor grilles, heaters, supports, electrical works, fire detection interfacing.
• Controls and instrumentation: sensors for temperature, humidity, CO2, VOCs, particulate matter, formaldehyde in various rooms; PLC; IoT gateway; SCADA server and monitor; cloud database; REST API; Android app (Kotlin, MVVM); cabling; fresh air and extraction sensors; Modbus TCP/IP integration.
• Testing and commissioning: pre-commissioning checks, full commissioning per design plan, performance verification, on-the-job training for client staff.
• Documentation and handover: as-built drawings, O&M manuals, warranties, defect rectification.
• Project management: skilled workforce, QA/QC, coordination with airport ops, construction programme, progress reports, health, safety, environmental compliance, site management.
• Exclusions: structural engineering beyond minor supports, fire engineering design, major civil works beyond HVAC penetrations, systems outside HVAC/control scope, regulatory approvals (unless assigned), utility provisioning beyond direct interfaces.
• Applicable standards: SANS 10400, SANS 204, SANS 10147, SANS 347/PER, ASHRAE, ISO/EN if referenced, local municipal and airport codes, OEM specifications.
• HVAC equipment specifications detailed for CRAC units, UPS room units, boardroom unit, rest room unit, pilot room units, simulation room, ducting, fans, and controls.
• Project management requirements: workforce competency, supervision, QA/QC, method statements, risk assessments, coordination, programme, reporting, inspections, health/safety/environmental compliance, site management, project status reports monthly, NEC3-compliant schedule.

• The contractor must prepare an installation management plan covering methodology, site logistics, lifting procedures, shutdown planning, and coordination with existing services.
• A resource allocation plan for personnel, equipment, and subcontractors is required.
• Method statements for high-risk activities such as HVAC equipment installation, working at heights, lifting operations, electrical work, and confined space entry (if applicable) are necessary.

• The contractor must implement quality assurance and quality control (QA/QC) systems.
• Method statements and risk assessments for all construction activities are required.
• Testing and inspection documentation must be maintained.
• Hold point notifications for employer approval must be submitted where required.
• Compliance with SANS, ASHRAE, ISO/EN, and OEM specifications is mandatory.

• Central Supplier Database (CSD) registration is required.
• SARS Tax Clearance Certificate(s) are required.
• B-BBEE requirements apply; a minimum B-BBEE level is referenced.
• Registration certificates and accreditation with OEMs or professional bodies are required.
• Standard Bidding Documents (SBDs) must be completed, including SBD 1, SBD 3.2, SBD 4, SBD 6.1.
• Compliance with the Occupational Health and Safety Act, Construction Regulations, and other applicable legislation is mandatory.
• The contractor must provide a Project Health and Safety Plan, safety file, legal appointments, risk assessments, and method statements.

• The contractor must develop and implement a safety plan and baseline risk assessment by a SACPCMP-registered CHSA/CHSM.
• If triggered, apply for a construction work permit at least 30 days before work commencement.
• Appoint a qualified site manager (refrigeration mechanic trade test or mechanical engineering diploma), safety officer, rigger, and other specialists.
• Ensure all workers are trained and equipped with necessary PPE.
• Implement a permit-to-work system and daily toolbox meetings with risk assessments.
• Provide all necessary equipment for dismantling, including safety harnesses for work at heights.
• Comply with the OHS Act, Construction Regulations, and ATNS safety policies.
• Establish a health and safety file on site.

• The contractor must ensure regular removal and disposal of waste in compliance with environmental regulations.
• Maintain site cleanliness and good housekeeping.
• Protect existing finishes, equipment, and infrastructure.
• Dispose of removed materials in compliance with environmental and site regulations.

• The RFP includes standard bidding documents (SBDs) and general conditions of contract.
• Key sections cover invitation to bid, pricing schedule, bidder's disclosure, preference points claim form, and contract terms.
• Confidentiality and intellectual property clauses are included.
• The contractor must ensure continuous operation of critical HVAC units during the project.

• For joint ventures/consortia including both OEM and distributor/reseller, clearly indicate each party's role and attach joint responsibility agreements.
• If the bidder is a distributor/reseller, a valid OEM authorisation letter must be attached.
• The RFP is confidential; bidders may not reproduce, use, or disclose the information without ATNS prior written consent.
• ATNS disclaims liability for the accuracy of the RFP content.
• ATNS reserves the right to reject any or all bids and to accept the bid most advantageous to the company.

• Evaluation follows a four-stage process: Administrative, Mandatory, Functionality/Technical, and Price/Preference Points.
• Preference points are awarded per the Preferential Procurement Regulations 2022.
• ATNS Specific Goals are verified.
• Diversity and inclusion are considered in the evaluation.

Project Overview: Appointment of a service provider for the replacement of the Heating, Ventilation, and Air-Conditioning (HVAC) system at the System Support Suite (SSS) Building, Cape Town International Airport (FACT).

Scope of Work:

• Supply, delivery, installation, and commissioning of a new HVAC system.
• Includes all associated equipment, documentation, training, spare parts, and maintenance aids.
• Project is governed by the conditions and form of contract outlined in Volume 1B of the tender documents.

Scope: Supply, delivery, installation, and commissioning of a replacement Heating, Ventilation, and Air-Conditioning (HVAC) system at the System Support Suite (SSS) Building, Cape Town International Airport (FACT).

Key Deliverables:

• Complete HVAC system replacement, including all necessary equipment, components, and accessories.
• Factory Acceptance Testing (FAT) and Site Acceptance Testing (SAT) as per specified procedures.
• Documentation, including technical manuals, test reports, and compliance matrices.
• Training for ATNS staff on operation and maintenance of the new HVAC system.
• Provision of spare parts and maintenance aids as outlined in the Integrated Logistic Support Plan.

Standards and Compliance:

• All supplies and services must meet the specifications outlined in Volume 1A of the tender documents.
• Systems must comply with ICAO standards and other relevant regulations for airport environments.
• Equipment must be suitable for operation in an Airport Security Area, adhering to safety and security protocols.

Performance Requirements:

• The HVAC system must achieve and maintain specified performance levels, including temperature control, air quality, and energy efficiency.
• The system must be validated through a Period of Beneficial Use (PBU) and a Guarantee Period of at least 12 months post-acceptance.
• Latent defects must be addressed during the Guarantee Period at no additional cost to ATNS.

Quality Assurance:

• All supplies and services must meet the specifications outlined in Volume 1A of the tender documents and the Systems Engineering Management Plan.
• Contractor must conduct Factory Acceptance Testing (FAT) and Site Acceptance Testing (SAT) in accordance with approved test procedures (FATP and SATP).
• Physical Inspection of supplies and services is required for items not subject to FAT or SAT (e.g., training, documentation, spare parts).

Inspection and Testing:

• Contractor must notify the Engineer at least 14 days prior to FAT or SAT and provide rehearsal test records.
• FAT and SAT must be conducted in the presence of the Engineer.
• Contractor is responsible for the costs of inspections, tests, and analyses unless otherwise specified.
• Supplies or services failing to meet specifications may be rejected, and the contractor must rectify defects at its own cost.

Acceptance Certificates:

• Interim Acceptance Certificates may be issued for minor defects, which must be corrected within 5 days or as agreed.
• Final Acceptance Certificate is issued upon successful validation of the Integrated Logistic Support System and completion of all contractual obligations.
• Acceptance Certificates do not relieve the contractor of its obligations under the contract.

Documentation and Reporting:

• Contractor must provide all required documentation, including test reports, compliance matrices, and manuals, as per the Delivery Schedule and Contract Data Requirements List.
• Documentation must be accurate, complete, and submitted in the specified format and timeline.

Continuous Improvement:

• Contractor must address latent defects and ensure the system meets performance specifications throughout the Guarantee Period.
• Persistent failures may require redesign or replacement of components at no cost to ATNS.

Pricing and Payment:

• Contract Price: Total price for supplies and services as outlined in the Contract Price Schedule.
• Milestone Payments: Payments tied to specific deliverables and acceptance stages (e.g., FAT, SAT, Final Acceptance). Invoices must be submitted to the Engineer for approval.
• Payment Terms: Milestone payments are processed 30 days after presentation of a correctly completed invoice and acceptance by the Engineer.

Financial Guarantees:

• Performance Guarantee: A bank-issued guarantee ensuring full and due performance of the contract according to plans and specifications.
• Bid Bond: Required as part of the tender submission to secure the bid.

Cost Adjustments:

• Prices may be fixed or subject to adjustment based on exchange rate fluctuations, indices (e.g., Central Statistical Services, SEIFSA), or other approved cost adjustment mechanisms.
• Adjustments for statutory costs, such as taxes, levies, and duties, may apply as per the contract terms.

Insurance:

• Contractor must maintain comprehensive insurance, including public liability, workers' compensation, and coverage for supplies and services until final acceptance.
• Insurance must cover risks such as loss, damage, theft, and accidents during transport, installation, and the Guarantee Period.

B-BBEE Compliance:

• Bidders must meet the Broad-Based Black Economic Empowerment (B-BBEE) requirements as per the B-BBEE Act and Codes of Good Practice.
• B-BBEE status must be maintained for the duration of the contract.
• Subcontracting is limited to 25% of the project value to entities with an equal or higher B-BBEE status, unless subcontracted to an Exempted Micro Enterprise (EME) with proven capability.

Legal and Regulatory Compliance:

• Contractor must comply with all applicable South African laws, regulations, and by-laws, including tax obligations (VAT, income tax, PAYE, UIF, etc.).
• Contractor must adhere to ATNS and ACSA safety, security, and operational regulations, particularly for work conducted in Airport Security Areas.

Certifications and Documentation:

• Contractor must provide a valid Statement of Compliance (Compliance Matrix) as part of the tender response (Schedule E).
• All documentation, including test reports, certificates, and manuals, must be submitted as per the Delivery Schedule and Contract Data Requirements List.

Anti-Corruption and Ethical Standards:

• Contractor must warrant that it has not engaged in corrupt, collusive, or fraudulent practices in competing for or executing the contract.
• Contractor must comply with anti-bribery and anti-corruption policies as outlined in the tender documents.

Safety Requirements:

• Contractor must comply with all ATNS and ACSA safety regulations, particularly for work conducted in Airport Security Areas and airside locations.
• Contractor is responsible for implementing and maintaining a Health, Safety, and Environment (HSE) management system to prevent accidents, injuries, and property damage.

Airport-Specific Safety:

• Work in airside areas must adhere to ICAO standards and airport operational protocols.
• Contractor must coordinate with ATNS and ACSA to ensure compliance with movement, security, and communication requirements on the airport premises.
• Barricades, lights, and markings must be used as required to ensure safety during construction activities.

Hazard Management:

• Contractor must identify and mitigate risks related to dust, pollution, and other environmental hazards during construction and installation.
• Contractor is responsible for the clearance of the site upon completion of work.

Insurance and Liability:

• Contractor must maintain workers' compensation insurance to cover all employees and subcontractors.
• Contractor is liable for all injuries or damages arising from its actions or omissions and must indemnify ATNS against related claims.

Emergency Preparedness:

• Contractor must have contingency plans for responding to accidents, fires, or other emergencies during the execution of the contract.

Contract Duration:

• Acquisition Phase: 1 year from Effective Date to end of Period of Beneficial Use (PBU).
• Warranty Period: 1 year post-acquisition.
• Maintenance and Support Phase: 5 years following the warranty period.

Key Contractual Obligations:

• Contractor must adhere to the Delivery Schedule, including dates for delivery, installation, and commissioning.
• All amendments to the contract must be in writing and signed by both parties.
• Contractor is responsible for the care of works, risk management, and site clearance upon completion.

Testing and Acceptance:

• Supplies and services are subject to Factory Acceptance Testing (FAT), Site Acceptance Testing (SAT), Physical Inspection, Substantial Completion, and Final Acceptance.
• Contractor must notify the Engineer at least 14 days prior to testing and provide rehearsal test records.
• Interim Acceptance Certificates may be issued for minor defects, which must be rectified within 5 days or as agreed.
• Final Acceptance occurs upon validation of the Integrated Logistic Support System and completion of all obligations.

Warranties and Guarantees:

• Contractor warrants the system against faulty components, materials, workmanship, and design for a minimum of 12 months.
• Guarantee Period commences upon issuance of the Completion Certificate or one month after Beneficial Use, whichever is later.
• Contractor must replace or repair defective equipment at no cost to ATNS during the Guarantee Period.

Insurance and Liability:

• Contractor must maintain public liability, workers' compensation, and contract works insurance.
• Contractor is liable for all losses, damages, and claims arising from its actions or omissions during contract execution.
• ATNS is indemnified against all third-party claims related to the contractor's work.

Dispute Resolution:

• Disputes are first resolved through negotiation and mediation.
• If unresolved, disputes may be referred to arbitration under the AFSA Commercial Rules or a competent court.
• Arbitration is conducted in Johannesburg, South Africa, and is binding on all parties.

Termination and Default:

• ATNS may terminate the contract for non-compliance, delayed execution, or other breaches.
• Contractor is liable for liquidated damages for late delivery or installation, as specified in the contract.
• In case of contractor insolvency or incapacity, ATNS may take over the contract or appoint a replacement at the contractor's expense.