Maintenance and repairs of civil and surface infrastructure at polokwane international airport – 3-Year as-and-when-required contract (re-advertisement)

Compulsory briefing session: 17 August 2026 at 10h00 at Polokwane International Airport Conference Hall.

Closing date: 28 August 2026 at 11h00.

Bid validity period: 150 days from the closing date.

Clarification deadline: 7 working days before bid submission deadline; requests by email to the contact person.

A compulsory briefing session will be held on 17 August 2026 at 10h00 at the Polokwane International Airport Conference Hall. Attendance is mandatory and must be recorded by signing the attendance register.

Bidding procedure enquiries:

• Contact person: Julius Ramatjie
• Telephone: 087-291-1088
• Fax: 015-288-0125
• Email: [email protected]

Technical enquiries:

• Contact person: Christian Mtshweni
• Telephone: 087-291-1054
• Fax: 015-288-0122
• Email: [email protected]

Submission address:

Admin Block, N1 North to Makhado, Gateway Weg, Polokwane, 0700.

Bids must be placed or couriered to the bid box at Polokwane International Airport, Admin Block, N1 North to Makhado, Gateway Weg, Polokwane, 0700, before the closing date and time.

Bids must be submitted in clearly marked envelopes containing:

• Exhibit 1: Administrative and mandatory documents (see Gate 0 requirements).
• Exhibit 2: Functionality responses and bidder compliance checklist.
• Exhibit 3: Pricing Schedule/Quotation.
• Exhibit 4: SBD 6.1 Preference Points Claim Form.
• Exhibit 5: Electronic submission on USB/memory card/external hard drive.

All forms must be completed and signed in black ink; correction fluid is not allowed.

Late bids will not be accepted.

Bids must be submitted on official forms provided; not to be re-typed.

Bids must be submitted in clearly marked envelopes with the following exhibits:

Exhibit 1: Administrative and mandatory documents (Gate 0).

Exhibit 2: Functionality responses and bidder compliance checklist for technical evaluation.

Exhibit 3: Pricing Schedule/Quotation.

Exhibit 4: SBD 6.1 Preference Points Claim Form.

Exhibit 5: Electronic submission on USB/memory card/external hard drive.

Three-gate evaluation:

Gate 0 (Administrative/Mandatory): Submission of all listed documents (SBD 1, SBD 3.3, SBD 4, SBD 6.1, CIDB Grade 4CE or higher, ECSA PrEng registration, proof of CSD, compulsory briefing attendance, completed pricing schedule). Non-submission of any document leads to disqualification.

Gate 1 (Functionality): Minimum 70 points out of 100 required to proceed. Scoring:

• Experience of similar projects (civil/surface/pavement/paint/marking/crack sealing on airport runways/taxiways/aprons or highways): 35 points; scoring based on years.
• Number of completed similar projects: 25 points; scoring based on count.
• PrEng (Civil) Engineer with BTech, Project Management certification, and ECSA registration: 25 points.
• PrTech (Civil) Technician with Diploma and ECSA registration: 15 points.

Gate 2 (Price and Specific Goals): 80 points for price, 20 points for specific goals (as per SBD 6.1).

Scope of work includes, but is not limited to:

• Painting and marking of runways, taxiways, aprons, and landside roads.
• Repairing cracks on runways, taxiways, aprons, and landside roads.
• Inspection and repair of surface failures on runways, taxiways, aprons, and landside roads.
• Maintenance of waterways/stormwater channels (airside and landside).
• Friction testing on runways and reports; rubber removal.
• Slurry application on runways, taxiways, aprons, and landside roads.
• Replacing and erecting disclaimer, warning, emergency, and road signs (airside and landside).
• Repairing paved walkways and paved areas.
• Security fence repairs, maintenance, new installations, and replacement.
• ACN-PCN tests on surfaces and reports.
• Periodic surface sweeping with a mobile sweeper (runways, taxiways, aprons, landside roads).

Contractor must undergo airport compliance training (including refresher training) and obtain permits at own cost.

Work must meet the airport's safety and regulatory requirements.

Functionality evaluation includes experience and qualifications criteria:

• Experience of similar nature or relevant projects (civil engineering works, surface/pavement maintenance, paint markings, crack sealing on airport runways/taxiways/aprons or highways): 35 points, scored based on years of experience (none=0, <3=5, 3-5=10, >5-7=20, >7=35).
• Number of completed projects of similar nature: 25 points, scored based on number of projects (none=0, 1-3=10, 4-5=15, 6 and more=25).
• PrEng (Civil) Engineer qualifications with minimum BTech, Project Management certification, and ECSA registration: 25 points.
• PrTech (Civil) Technician with Diploma and ECSA registration: 15 points.

Reference letters or completion certificates on client letterhead, clearly stating start and end dates, must be attached.

The contractor must provide high-quality services that meet the airport's safety and regulatory requirements. The scope includes specific quality-related tasks such as friction testing, ACN-PCN tests, and periodic surface sweeping. The contractor is required to maintain the highest standards of safety and quality.

Pricing must be submitted on SBD 3.3 (Professional Services). The bidder must provide a ceiling price based on total estimated time and all expenses inclusive of all applicable taxes. The pricing schedule includes hourly and daily rates for personnel, phases with cost per phase and man-days, travel expenses (actual costs recoverable with proof), other expenses (e.g., accommodation), and firm or adjustable rates. The bidder must also complete Schedules A to J as detailed in the financial requirements section.

Pricing must be submitted on SBD 3.3 (Professional Services).

Bid valid for 150 days from closing date.

Ceiling price required based on total estimated time and all expenses, inclusive of all applicable taxes.

Pricing schedules (Schedules A to J) must be completed in full; omission of any price category leads to disqualification.

Schedule A: Training courses (R100,000.00 inclusive of VAT).

Schedules B to H: Unit rates for pavement maintenance, pothole repairs, joint sealing, road markings, stormwater drainage, sewage infrastructure, and signs.

Schedule I: Allowance for ad hoc plant hire (hourly rates for various equipment).

Schedule J: Labour rates for site supervisor, skilled laborer, and assistant for normal hours, after hours, Sundays, and public holidays; also accommodation and travel fees.

All prices inclusive of VAT.

Rates may be quoted as firm or adjustable; if adjustable, basis must be provided (e.g., CPI).

Mandatory returnable forms (all must be completed, signed, and submitted; non-submission disqualifies):

• SBD 1 (Invitation to Bid): provides bidder details and physical address for in-loco inspection.
• SBD 3.3 (Pricing Schedule – Professional Services): completed pricing.
• SBD 4 (Declaration of Interest): discloses any state employment or connections to procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points and specific goals; requires full CSD report, medical certificate for disability (if applicable), and proof of address not older than 3 months.
• CIDB registration: Grade 4CE or higher.
• ECSA registration: Civil Engineer registered as PrEng (proof required).
• Proof of registration on Central Supplier Database (CSD).
• Attendance at compulsory briefing session (sign attendance register).

Tax compliance: Provide SARS Tax Compliance Status PIN or CSD number. No bids from persons in service of state.

The airport's operations require compliance with stringent safety and regulatory standards. The contractor must maintain the highest standards of safety and quality, and undergo necessary airport compliance training (including refresher training) and obtain permits at own cost. The work includes safety-related tasks such as security fence repairs and maintenance.

Key contractual terms include:

• Proposed individuals must remain on the project unless exceptional permission is granted by the airport.
• All information derived from the contract is confidential; the successful bidder must sign a confidentiality agreement.
• Copyright of all documents and software prepared under the contract vests in the airport.
• The airport reserves the right to amend or withdraw the TOR without liability.
• Briefing notes are part of the TOR.
• The airport is not liable for any representations or warranties in the TOR.
• Proposals must be accompanied by a company resolution, partnership agreement, or joint venture agreement as applicable.
• Costs of preparing proposals are not reimbursed.
• The preferred bidder must enter into a Service Level Agreement before appointment.
• The airport is not bound to accept any proposal and may negotiate price.
• Clarification requests must be submitted by email 7 working days before the bid deadline.
• Bidders must not contact the airport regarding their bid from submission to award; doing so may lead to rejection.

Special conditions include:

• Proposed individuals cannot be changed without airport permission.
• Confidentiality and copyright provisions.
• Airport may amend or withdraw TOR without liability.
• Briefing notes are part of TOR.
• No representation or warranty from airport.
• Proposals from companies, partnerships, or joint ventures must include appropriate agreements.
• Costs of proposal preparation not reimbursed.
• Preferred bidder must sign SLA.
• Airport may negotiate price and call for best and final offers.
• Clarification requests must be emailed 7 working days before deadline.
• No contact with airport regarding bid from submission to award.

Mandatory requirements (Gate 0):

• SBD 1 (Invitation to Bid) completed and signed with fixed physical address.
• SBD 3.3 (Pricing Schedule) completed and signed.
• SBD 4 (Declaration of Interest) completed and signed.
• SBD 6.1 (Preference Point Claim Form) with full CSD report, medical certificate for disability, proof of address not older than 3 months.
• CIDB Grade 4CE or higher (proof of registration).
• ECSA registration for Civil Engineer (PrEng) – proof required.
• Attendance at compulsory briefing session.
• Proof of registration on Central Supplier Database (CSD).
• Pricing schedule completed in full for all service categories.

Non-submission of any mandatory document leads to disqualification.

Evaluation follows a three-gate process. Gate 0: Administrative mandatory requirements – all documents in Table 1 must be submitted; non-submission leads to disqualification. Gate 1: Functionality – minimum 70 points out of 100; scoring criteria: experience (35 points), number of completed projects (25 points), PrEng Engineer qualifications (25 points), PrTech Technician qualifications (15 points). Gate 2: Preference points – 80 points for price, 20 points for specific goals as per SBD 6.1.