Design, supply, installation and commissioning of high-efficiency vrv/vrf air-conditioner units in the airside corridors beyond boarding gates at o.R. Tambo international airport

Bidding procedure and technical enquiries (same contact)

• Contact name: Davis Mthethwa
• Role: Employer's Agent and enquiry contact
• Email: [email protected]
• Telephone: 011 723 1400

Communication rules

• All communication during the tender period must go to ACSA's Supply Chain Department, not to the Principal Agent.
• Bidders may not contact any other ACSA employee on this tender. Contact with ACSA business unit representatives is permitted only after a recommendation to award is approved, or where a pre-existing commercial relationship exists unrelated to this tender.
• Responses to queries and clarifications are circulated to all entities that responded to the invitation.

Submission address

Tender Box B

1 Jones Road

ACSA North Wings Offices

International Terminal Building, 3rd Floor

O.R. Tambo International Airport

Kempton Park, Gauteng

1632

Service delivery site

Airside corridors beyond the boarding gates

O.R. Tambo International Airport

Kempton Park, Gauteng

Closing: 05 November 2026 at 13h00 (South African time).

Method: physical delivery into Tender Box B. Electronic, telephonic, telegraphic, telex and facsimile bids are not accepted.

Delivery address:

Tender Box B

1 Jones Road

ACSA North Wings Offices

International Terminal Building, 3rd Floor

O.R. Tambo International Airport

Kempton Park, Gauteng

1632

Delivery window: Monday to Friday, 08h00 to 16h00 only.

Deposit register: the person depositing the bid must complete and sign the Tender Deposit Register, giving the tendering entity's name and the depositor's name and contact details.

Copies: 1 original and 1 copy on paper, plus an electronic copy on USB flash drive.

Packaging: seal the original and the copy as separate packages marked "ORIGINAL" and "COPY"; each package must show the bidder's name and contact address and the employer's address and bid identification on the outside; seal both packages together in an outer package marked only with the employer's address and bid identification.

Envelope marking: bid reference ORTIA8074/2025/RFP, the tender title, and the bidder's return address, which ACSA may use to return late bids.

No alterations or additions may be made to the issued documents; documents must not be retyped, and any alteration must be initialled by all signatories.

Returnable documents — complete, sign and return in full (Part T2 lists them):

• SBD 1 (Invitation to Bid): the bidder's signed offer cover page, carrying supplier, contact, VAT and CSD details and the capacity in which the bid is signed; proof of authority such as a company resolution must be attached.
• Form of Offer and Acceptance (C1.1): completed in full and signed — a mandatory administration requirement for responsiveness.
• Contract document (Attachment 1): completed, signed and returned with the bid.
• Pricing assumptions (C2.1) and pricing/activity schedules (C2.2): priced and returned.
• SARS Tax Compliance Status PIN, or a printed TCS certificate, or a CSD number where no PIN is available.
• B-BBEE proof supporting the preference points claimed (sworn affidavit or SANAS-accredited certificate).
• Signed client reference letters for each completed project, on the client's letterhead, confirming project, scope, dates and client contact details.
• Signed tender-specific availability and commitment letters from every key resource named in the organogram.
• Attachment 3 (safety and environmental): supplied for information; the successful bidder completes it.

Disqualification risks:

• Bids received after the closing date and time — late bids are returned unopened and not considered.
• Non-responsive bids, including bids that are incomplete, unsigned or materially non-conforming; a non-responsive bid cannot later be corrected into a responsive one.
• Failure to provide the tax compliance PIN, TCS certificate or CSD number.
• Failure to return the tender document and contract document in their entirety.
• Alternative bids will not be considered.
• Contacting any ACSA employee during the tender period other than the listed enquiry contact.

Evaluation stages (in order)

• Stage 1: responsiveness check — completeness, full signature and conformity with the tender documents.
• Stage 2: mandatory administration — completed and signed Form of Offer (C1.1); valid CIDB grading of 7ME or higher.
• Stage 3: functionality — minimum qualifying score of 85 out of 100; a bidder below 85 is not considered further on price and preference.
• Stage 4: price and preference on the PPPFA 80/20 preference point system.

Functionality allocation (100 points)

• Contractor's previous qualifying experience: 10.
• Qualification and experience of key resources: 85.
• Bid-specific organogram: 5.

Contractor's previous experience (10)

• Similar completed project means completed design, supply, installation, testing, commissioning or major replacement of commercial or industrial VRV/VRF, central air-conditioning, packaged HVAC, fresh-air ventilation or ducted air distribution.
• 0 points for none, 5 points for one qualifying project, 10 points for two or more.

Key resources (85 in total)

• Project/Construction Manager (15): multidisciplinary engineering works. 10 points for a SAQA-accredited BTech in engineering or the built environment with active SACPCMP PrCPM or PrCM and more than three years post-registration experience; 15 points for a BSc or BEng with the same registration and experience.
• Mechanical Engineer (15): commercial/industrial HVAC design and commissioning, VRV/VRF, central plant, ventilation or ductwork. 10 points for BTech Mechanical Engineering with active ECSA PrTechEng; 15 points for BSc or BEng Mechanical Engineering with active ECSA PrEng; more than three years post-registration in each case.
• Control and Instrumentation Engineer (15): HVAC controls, PLC/controllers, alarm matrices, energy monitoring and BMS/IMCS/SCADA integration. 10 points for BTech Electronic or Mechatronics Engineering with active ECSA PrTechEng; 15 points for BSc or BEng in the same fields with active ECSA PrEng; more than three years post-registration.
• Electrical Engineer (10): electrical distribution, HVAC supplies, panels, protection, metering, earthing and certification. 5 points for BTech Electrical Engineering with active ECSA PrTechEng; 10 points for BSc or BEng Electrical Engineering with active ECSA PrEng; more than three years post-registration.
• Civil/Structural Engineer (10): equipment plinths, support frames, anchors, penetrations, roof or external plant support and structural verification in operational facilities. 5 points for BTech Civil Engineering with active ECSA PrTechEng; 10 points for BSc or BEng Civil Engineering with active ECSA PrEng; more than three years post-registration.
• Refrigeration and Air-conditioning Specialist (10): SAQA-accredited refrigeration and air-conditioning trade qualification, diploma or higher, plus active SAQCC Gas registration through SARACCA as a Category B6 Air Conditioning and Refrigeration Practitioner and a current SAQCC Gas practitioner card. Experience in VRV/VRF or commercial HVAC installation, brazing, pressure testing, evacuation, charging, recovery and commissioning. 0 points if the qualification or registration is missing or no project is proven; 5 points for one qualifying project; 10 points for two or more.
• Construction Health and Safety Agent (10): multidisciplinary engineering construction. 5 points for a National Diploma in safety, OHS, engineering or the built environment with active SACPCMP PrCHSA; 10 points for a bachelor's degree in those fields with active SACPCMP PrCHSA; more than three years post-registration.

Bid-specific organogram (5)

• Name the seven distinct key resources for the roles above with reporting lines, responsibilities and interfaces, and submit a signed tender-specific availability and commitment letter from each.
• 5 points only for a complete organogram with no duplicated person; 0 points if it is incomplete or a resource is repeated.
• A person may fill one key role only; a person proposed for more than one role scores zero for every duplicated role.

Functionality rules

• Qualifications must be SAQA-accredited, or carry a valid SAQA evaluation certificate for a foreign qualification.
• Professional registrations must be active at evaluation; registration status is verified during evaluation, and only active registrations score.
• Only completed projects supported by signed client reference letters are considered; each letter must be on client letterhead and confirm the project, scope, dates and client contact details.
• More than three years post-registration experience means experience gained after the initial professional registration date, exceeding 36 completed months at the closing date.

Price and preference (80/20)

• Price: maximum 80 points, using Ps = 80(1 − (Pt − Pmin)/Pmin), where Pt is the price under consideration and Pmin the lowest acceptable tender.
• Preference: maximum 20 points for specific goals. A bidder who does not meet a goal or does not submit proof scores zero for that goal but is not disqualified.
• Specific goals: B-BBEE 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; non-compliant contributor = 0; black youth majority-owned entity = 5; black women majority-owned entity = 5; sub-contracting to South African EMEs and/or QSEs that are 51% owned by black people, youth, women or disabled people = 5.
• Preference proof: original or certified copy of a valid sworn affidavit, or a B-BBEE certificate from a SANAS-accredited rating agency; a joint venture must submit a consolidated B-BBEE certificate from a SANAS-accredited agency.

Arithmetic checking

• Where figures and words differ, the amount in words governs.
• Line item totals govern over unit rates where they differ; the total of prices governs and the bidder may be asked to revise item prices to reach the tendered total.

Scope: appointment of a contractor to design, supply, install and commission high efficiency VRV/VRF air-conditioner units in the airside corridors beyond the boarding gates at O.R. Tambo International Airport.

• The contractor delivers the full design, supply, installation, testing and commissioning of the units in an operational airport environment.
• Detailed works information and scope of work: Part C3 of the tender document.
• Site information: Part C4.
• Work covers VRV/VRF or commercial HVAC installation, brazing, pressure testing, evacuation, charging, recovery and commissioning.
• Control and instrumentation scope covers HVAC controls, PLC/controllers, alarm matrices, energy monitoring and BMS/IMCS/SCADA integration.
• Electrical scope covers distribution, HVAC supplies, panels, protection, metering, earthing and certification.
• Civil/structural scope covers equipment plinths, support frames, anchors, penetrations, roof or external plant support and structural verification in operational facilities.
• Seven key disciplines must be resourced: project/construction management; mechanical engineering; control and instrumentation engineering; electrical engineering; civil/structural engineering; refrigeration and air-conditioning (SAQCC Gas Category B6); construction health and safety.
• A tender-specific organogram must identify each of the seven resources by name, with reporting lines, responsibilities and interfaces, plus a signed availability and commitment letter from each resource.
• Insurance requirements: Attachment 2 to the bid document.
• Safety and environmental requirements: Attachment 3, issued for information, to be completed by the successful bidder.

Pricing

• Rates and prices must be fixed, final and binding for the full contract duration; no contract price adjustment mechanism, foreign fluctuation or escalation applies.
• Prices must be quoted in Rand and must include all duties, taxes other than VAT, and other levies applicable 14 days before the closing time.
• VAT payable by the employer must be shown separately as an addition to the tendered total of prices.
• Pricing assumptions and pricing/activity schedules: Parts C2.1 and C2.2 of the bid document.

Securities, guarantees and insurance

• If requested, all securities, bonds, guarantees, policies and certificates of insurance required under the contract must be submitted for the employer's acceptance before the contract is formed.
• Forms of securities: Part C1.3.
• Insurance schedule: Part C1.5; insurance requirements: Attachment 2.
• The employer's insurance may not provide the full cover required under the contract, so bidders should obtain qualified insurance advice.

Contract and payment terms

• The successful bidder must hold a fully completed and signed written contract after award.
• Tender offer validity: 12 weeks (84 days). If the validity period lapses before evaluation, the contractor may review the price based on the Consumer Price Index.
• Bid preparation and submission costs, including any testing needed to prove compliance, are for the bidder's account; the employer does not compensate tenderers.

Eligibility

• CIDB contractor grading designation of 7ME or higher is mandatory; only bidders registered at 7ME or above, or able to be so registered before evaluation, are eligible to have their tenders evaluated.
• Joint ventures: every member must be registered with the CIDB; the lead partner must hold an ME class grading not lower than one level below the required designation and possess the required recognition status; the combined grading must equal or exceed the required ME class designation.

Statutory and registration requirements

• Central Supplier Database (CSD) registration: a CSD number is required where the bidder has no Tax Compliance Status PIN.
• SARS tax compliance: a unique Tax Compliance Status PIN issued by SARS, or a printed TCS certificate submitted with the bid.
• Consortia, joint ventures and sub-contractors must each submit a separate TCS certificate, PIN or CSD number.
• Proof of authority to sign, such as a company resolution, must accompany the bid.
• Bidders, or their principals, must not be under any restriction preventing them from doing business with the employer.
• Bidders must have legal capacity to contract, must not be insolvent, in receivership, under business rescue, bankrupt or being wound up, and must be able to perform free of conflicts of interest.
• Any potential conflict of interest must be declared in the tender submission.

B-BBEE and preference evidence

• To claim preference points: an original or certified copy of a valid sworn affidavit, or a B-BBEE certificate from a SANAS-accredited rating agency.
• A joint venture must submit a consolidated B-BBEE certificate from a SANAS-accredited agency.
• Supporting proof must relate to the specific goals claimed; without relevant proof the bidder scores zero for that goal but is not disqualified.
• B-BBEE status levels score as set out in the evaluation criteria (Level 1 = 5 points down to Level 8 = 0.1 points, non-compliant = 0).

Returnable forms

• SBD 1 (Invitation to Bid): bidder's signed offer cover page carrying supplier contact details, VAT registration, tax compliance and CSD details, with proof of authority to sign.
• Form of Offer and Acceptance (C1.1): completed and signed; mandatory for a responsive bid.
• Contract document: completed, signed and returned with the bid.
• Pricing schedules and the returnable schedules listed in Part T2: completed and returned in full.
• Conflict of interest disclosures required by the bid document: completed and signed.

Conditions with consequences

• Alternative bids will not be considered.
• Bids may not be submitted without a firm intention and the capacity to proceed with the contract.
• The employer may cancel the tender before award where the need falls away, funds are unavailable, no acceptable tenders are received, or a material irregularity occurs.