RFQ 54426: electronics campaign 'charged – power your tech. Own your journey' at or tambo, cape town and king shaka international airports

Closing date: 04 September 2026 at 12:00pm. Compulsory briefing session: 24 August 2026 at 12:00pm via Microsoft Teams. Meeting link: https://teams.microsoft.com/meet/366689426066981?p=sSBkjGxtJ97tSkTzrt, Meeting ID: 366 689 426 066 981, Passcode: ja65TS7w. Dial-in: +27 21 834 0841,,353455377# (Cape Town), Phone conference ID: 353 455 377#. Site inspection: N/A. Campaign proposed dates: 03 October – 30 November 2026.

Compulsory Briefing Session: 24 August 2026 at 12:00pm via Microsoft Teams. Join link: https://teams.microsoft.com/meet/366689426066981?p=sSBkjGxtJ97tSkTzrt, Meeting ID: 366 689 426 066 981, Passcode: ja65TS7w. Dial in by phone: +27 21 834 0841,,353455377# South Africa, Cape Town. Phone conference ID: 353 455 377#.

Bidding procedure enquiries: Helen Mahlangu, Buyer, Tel: 011 723 2642, Email: [email protected]. Submission email: [email protected]. Bidders may not contact any ACSA employee other than those listed. Contact allowed only between successful bidder and ACSA Business Unit representatives after award.

Bids must be submitted by email to [email protected]. Submissions must be broken into at least four attachments of 4MB each. No other format will be accepted. Bids must be submitted on the official forms provided, not re-typed. Late bids will not be accepted. Each page of the bid documents must be signed or stamped by an authorised person. Mandatory returnable documents: SBD 3.3 (Priced offer), Declaration of Interest Form and Politically Exposed Persons, SBD 4 (Bidder's Disclosure Form), SBD 6.1 (Preference Points Claim Form), Detailed Project Approach including design ideas and features to enhance festive décor, Confidentiality and Non-Disclosure Agreement, BEE Certificate and Scorecard or BBBEE QSE/EME Affidavit, Verifiable medical certificate for disability (for preference claims), Tax PIN number, Certificate of Incorporation showing ownership split, Central Supplier Database (CSD) Report, VAT Questionnaire, and ACSA Terms and Conditions. Failure to submit mandatory documents will result in disqualification. Bidders may not contact any ACSA employee other than the listed contact. ACSA reserves the right to award the whole or part, split the award, negotiate with shortlisted bidders, award to a bidder other than the highest scoring, reject the lowest acceptable bid, or cancel the bid. Any alteration to the bid document will lead to disqualification. Bidders may be subject to security vetting as ACSA is a National Key Point.

Mandatory returnable documents: SBD 3.3 Priced offer, Declaration of Interest Form and Politically Exposed Persons, SBD 4 Bidder's Disclosure Form, SBD 6.1 Preference Points Claim Form, Detailed Project Approach (including design ideas and features to enhance festive décor), Confidentiality and Non-Disclosure Agreement, BEE Certificate and Scorecard or BBBEE QSE/EME Affidavit, Verifiable medical certificate for disability (for preference claims), Tax Pin number, Certificate of Incorporation showing ownership split, Central Supplier Database Report (CSD), VAT Questionnaire, ACSA Terms and Conditions. Other returnable documents may be required at specific stages.

Functionality is evaluated first, with a minimum threshold of 70 out of 100 points to qualify for further evaluation on Price and Preference (80/20 split). Functionality criteria: 1.1 Company Experience (max 35 points): Minimum 5 years as a marketing/advertising/activation agency; more than 5 years with proof of work = 35 points, 5 years = 25 points, less than 5 years = 0. 1.2 Reference letters (max 30 points): Three contactable reference letters/completion certificates; above three = 30, minimum three = 20, below three = 0. 1.3 Campaign Concept (max 35 points): Creative concept design including execution plan with clear timelines and delivery plan to airports (ORTIA, CTIA, KSIA) = 35 points; concept with execution plan = 25; no concept = 0. Total functionality 100 points. Price and preference: 80/20 system, with 80 points for price and 20 for specific goals. Specific goals points: B-BBEE Status Level 1 = 5, 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; Black youth majority-owned entities = 5; Black women majority-owned entities = 5; Company majority owned by people with disabilities = 5.

The campaign 'CHARGED – Power Your Tech. Own Your Journey' will run at CTIA, ORTIA and KSIA from 03 October to 30 November 2026. The supplier must deliver an end-to-end solution including: campaign key visual development and adaptation across print, digital, in-store and airport environments; print production and rollout (A0 snapper frame posters, store-front die-cut standees, till wobblers/POS collateral); digital asset design and delivery (airport LCD screen content 1920×1080, website banner, Wi-Fi landing page banner, ACSA app in-app banner, email signature strip); communications support material (scripts, retailer communications); delivery, setup and branding of activation stands across all three airports with removable vinyl graphics; procurement and controlled distribution of giveaway items (screen cleaning kits, power banks, multi-use charging cables) for the first two weeks; set up and management of entry platform (Google Forms or other) with QR code generation, automated customer journey messaging, receipt upload, OCR tillslip verification, entry validation rules (minimum spend, duplicate detection), and tracking of all valid entries; implementation and management of weekly prize draw (Charged Power Kits and R1,000 vouchers); implementation and management of final grand prize draw (iPhone 17); campaign hosting, maintenance, data security controls and technical support; campaign reporting including weekly performance dashboards and post-campaign wrap report; full coordination and administration of cashier incentive programme (R1,500 weekly prize for top-performing cashier for each of 8 weeks); design, administration, tracking, monitoring and reporting of ACSA Staff Incentive Programme to increase ACSA Mobile App adoption.

The supplier must deliver an end-to-end solution including key visual development, production and rollout of print and digital assets, deployment of campaign branding across all agreed touchpoints (in-store POS, airport environments, ACSA digital platforms). Provide customer engagement mechanism including QR code enablement, temporary campaign WhatsApp line, receipt upload, OCR verification, automated messaging for invalid or duplicate entries, entry validation, tracking and reporting. Support procurement and controlled distribution of giveaway items (screen cleaning kits, power banks, multi-use charging cables) for the first two weeks. Transition to weekly reward model with Charged Power Kit and R1,000 cash voucher. Final grand prize draw for iPhone 17. Deliverables include: campaign key visual development, print production (A0 posters, die-cut standees, till wobblers), digital assets (LCD content 1920×1080, website banner, Wi-Fi landing page, app banner), communications support material, activation stand setup with removable vinyl graphics, procurement and distribution of giveaways, set up and management of entry platform (Google Forms or other) with QR codes, OCR verification, validation rules, weekly prize draw implementation, grand prize draw, campaign hosting and technical support, weekly performance dashboards and post-campaign wrap report, cashier incentive programme administration (R1,500 weekly prize for 8 weeks), and ACSA Staff Incentive Programme to increase ACSA Mobile App adoption.

Company Experience: Minimum 5 years experience as a marketing/advertising/activation agency or similar. Submission of at least 2 previous campaigns as proof of work. More than 5 years experience with proof of work = 35 points; 5 years experience with proof = 25 points; less than 5 years = 0 points. Reference letters: Three contactable reference letters/completion certificates from previous clients. Above three = 30 points; minimum three = 20 points; below three = 0 points. Campaign Concept: A presentation of how the work will be executed. Creative concept design including execution plan with clear timelines and delivery plan to airports (ORTIA, CTIA, KSIA) = 35 points; creative concept with execution plan = 25 points; no creative concept = 0 points.

The supplier must provide ongoing quality assurance, technical support, and performance reporting throughout the campaign period. The campaign must be executed in accordance with the specialised quality, reliability and functionality required. The supplier must ensure consistent availability of giveaway items across all activation points.

Pricing must be submitted on SBD 3.3 (Priced offer). A 10% refundable contingency fee must be included in the quotation; it will only be used upon prior approval for unforeseen event-related expenses and refunded in full if not used. The successful bidder will be required to provide proof of expenses for reimbursement; certified invoices will be checked for correctness. Prices must remain valid for a minimum of 30 days from the closing date of the RFQ. ACSA requires a validity period of 120 business/working days for this bid; prices must remain firm during this period.

Bidders must be registered on the Central Supplier Database (CSD) and provide a CSD report. A valid SARS Tax Compliance Status (TCS) PIN must be submitted; alternatively, a printed TCS certificate or CSD number. For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number. B-BBEE certificate and scorecard or BBBEE QSE/EME affidavit required. Certificate of Incorporation showing ownership split required. VAT Questionnaire required. Declaration of Interest Form and Politically Exposed Persons form must be completed. SBD 4 (Bidder's Disclosure Form) must be completed. SBD 6.1 (Preference Points Claim Form) must be completed. Confidentiality and Non-Disclosure Agreement must be signed. Proof of authority (e.g., company resolution) must be submitted. Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers. Bidders may be subject to security vetting as ACSA is a National Key Point.

No specific health and safety requirements are stated in the document.

The bid is subject to the Preferential Procurement Policy Framework Act, 2000, the Preferential Procurement Regulations, the General Conditions of Contract (GCC), and any special conditions. The successful bidder must ensure a fully completed and signed written contract post award. ACSA requires a validity period of 120 business/working days; prices must remain firm. Confidentiality: ACSA will not disclose bidder information without written approval; bidders may not disclose bid information to third parties without ACSA's written approval, and any third parties consulted must complete confidentiality agreements. ACSA is a National Key Point; bidders may be subject to security vetting, and ACSA will not contract with a bidder that does not comply. The Confidentiality and Non-Disclosure Agreement defines confidential information, obligations of the receiving party, restrictions on use and disclosure, return/destruction of information, IP usage requiring prior written consent, penalty of 2% of annual turnover for non-compliance with brand protocols, term of 5 years or 1 year from last disclosure, governed by South African law, exclusive jurisdiction of High Court of South Africa, domicilium and notice provisions.

ACSA is a National Key Point and must comply with security cluster laws. Bidders may be subjected to security vetting depending on goods/services. ACSA will not contract with a bidder that does not comply with security vetting requirements.

Clarification and Communication: Name: Helen Mahangu, Designation: Buyer, Tel: 011 723 2642, Email: [email protected]. Bidders may not contact any ACSA employee other than those listed. Contact allowed only between successful bidder and ACSA Business Unit representatives after award.