5-Year solar plant maintenance contract – king phalo & chief dawid stuurman airports – eastern cape province tender

The contract is for solar plant maintenance at King Phalo Airport and Chief Dawid Stuurman International Airport for a period of five years, under an NEC3 Term Service Contract (TSC).

Starting date of the contract: 01/11/26. Service period: five years. No briefing, site visit, or clarification deadline is stated in the document.

Service Managers: Xolile Bekwa and Siyamcela Ncombo. Employer addresses: King Phalo Airport, 68 Settlers Way, East London, 5200; Chief Dawid Stuurman International Airport, Allister Miller Dr, Walmer, Gqeberha, 6070. No email or phone contacts are stated in the document.

Returnable documents: the completed NEC3 Form of Offer and Acceptance (Part C1.1), the completed Contract Data Part Two (Part C1.2b) with key personnel CVs appended, the priced Activity Schedule and Price List (Part C2), and the signed Occupational Health and Safety Agreement (Part C1.3). All must be signed by a duly authorised representative. Bids must be submitted before the closing time; late submissions are disqualified. The offered total of prices must be stated inclusive of VAT, and the Activity Schedule prevails over the stated total in any conflict.

Bidders must be registered on the National Treasury Central Supplier Database (CSD) and hold a valid SARS Tax Clearance Certificate or Tax PIN. A valid B-BBEE certificate is required, evaluated under the PPPFA 80/20 or 90/10 preference point system. The contractor must provide a valid COID letter of good standing, proof of Aviation Liability Insurance of at least R300,000, and Professional Indemnity Insurance. Bidders must not be in business rescue and must declare any director or shareholder employed by the state (SBD 4). The evaluation includes price and preference points; no minimum qualifying score or functionality threshold is stated in the document.

Scope: maintenance of the solar plants at King Phalo Airport and Chief Dawid Stuurman International Airport. The contract is an NEC3 Term Service Contract (TSC) with main option A (priced contract with activity schedule) and cost reimbursable elements for operation and maintenance. The service includes planned maintenance work (Annex B), corrective maintenance, and supply of critical spares. The contractor must provide a method statement and maintain a Risk Register. The accepted plan is included in Part C3 (Service Information).

The contractor must provide a method statement and include planned maintenance work (Annex B) in the Risk Register. The accepted plan is part of Part C3 (Service Information).

The contractor must provide key personnel details, including name, job, responsibility, qualifications and experience, with CVs appended to the tender schedule.

Pricing is based on the Activity Schedule and Price List (Part C2), VAT exclusive. The contractor may insert additional items and rates. Payment is per completed activity. Provisional sums include R20,000 for permits at CDSIA, R20,000 for permits at KPA, R10,000 for safety file at CDSIA, and R10,000 for safety file at KPA. Pricing covers once-off repairs, preliminary and general costs, preventive maintenance for both plants, corrective maintenance, and critical spares supply with mark-up percentages.

Pricing is VAT exclusive and based on the Activity Schedule and Price List (Part C2). The contractor may insert additional line items, quantities and rates. Payment is made per activity only when complete. Provisional sums are included: R20,000 for permits at CDSIA, R20,000 for permits at KPA, R10,000 for safety file at CDSIA, and R10,000 for safety file at KPA. Payment is assessed on the 25th of each month and made within 30 days of a valid tax invoice. Interest on late payment is at Nedbank prime lending rate. The contractor must provide Professional Indemnity Insurance and Aviation Liability Insurance of at least R300,000, with proof submitted before work starts and annually. The employer provides contract works, SASRIA, marine/air cargo, and public liability insurance.

CSD registration and valid SARS Tax Clearance Certificate or Tax PIN are required. A valid B-BBEE certificate must be presented annually; failure is a material breach. A valid COID letter of good standing is required before work commences. The contractor must sign the Occupational Health and Safety Agreement under Section 37(2) of the OHSA and Construction Regulation 5.1(k). The contractor must not be in business rescue. SBD 4 (Declaration of Interest) and SBD 9 (Certificate of Independent Bid Determination) are required as standard returnable forms.

The contractor must sign an Occupational Health and Safety Agreement under Section 37(2) of the OHSA and Construction Regulation 5.1(k). Requirements include compliance with OHSA and COID Act, insurance cover, baseline risk assessment, competent supervision, PPE, incident reporting to the Department of Labour and ACSA, permits for high-risk work, no alcohol on premises, and submission of safety documentation including Construction Manager appointment 7 days before work commences. Non-compliance may lead to contract cancellation.

Contractors must comply with ACSA's Environmental Terms and Conditions (EMS 048). This includes preventing pollution of storm water, soil and groundwater, reporting spills immediately, using designated service areas for washing/refuelling, controlling dust, odours, emissions, noise and fires, separating and disposing of waste at permitted sites, handling hazardous chemical substances per MSDS, and keeping waste management records. Penalties for infringements range from R200 to R20,000, imposed by ACSA's Environmental Management Representative, and the contractor must make good any damage.

The contract is governed by South African law, in English. The period for reply is 7 calendar days. The contractor must provide its plan within 14 days of the contract date. The starting date is 01/11/26 and the service period is five years. Payment is assessed on the 25th of each month and paid within 30 days of a valid tax invoice, in ZAR, with interest at Nedbank prime rate. Main option A (priced contract with activity schedule) applies, with dispute resolution under W1. Secondary options include X1 (price adjustment for inflation on contract anniversary), X2 (changes in law), X18 (limitation of liability), and X19 (task order not used). Additional Z clauses cover waiver, fitness for purpose, business rescue termination, liability limits, cession/delegation, joint and several liability, ethics, confidentiality, step-in rights, liens, intellectual property, dispute resolution panels, compensation event notification (four weeks), annual BEE and tax clearance, communication consent thresholds (5% scope change, 30-day extension), and OHSA delegation.

Insurance Schedule: Successful bidder must source aviation liability insurance with indemnity limit not less than R300,000 and submit proof before work starts and annually.

The tender covers the maintenance of solar plants at King Phalo Airport (KPA) and Chief Dawid Stuurman International Airport (CDSIA) for a period of 5 years. It includes once-off repairs, scheduled maintenance, and ad hoc services as detailed in the Bill of Quantities.

Returnable documents: SBD 1 (Invitation to Bid) as the offer cover page; SBD 4 (Declaration of Interest); SBD 6.1 (Preference Points Claim); SBD 6.2 (Declaration for Local Production and Content); SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices); SBD 9 (Certificate of Independent Bid Determination); signed Authority to Sign / Board Resolution. All must be completed, signed, and submitted with the bid.

Bidders must be registered on the Central Supplier Database (CSD) and have a valid SARS Tax Clearance Certificate or tax pin. B-BBEE status level verification (SBD 6.1) is required for preference points under the PPPFA. Declaration of Local Production and Content (SBD 6.2) may apply. No CIDB grading or specific turnover requirements are stated.

Scope includes supply and installation of solar plant components for CDSIA 1000kWp plant: inverters (with required MPTs, mounting, cable terminations, accessories, total minimum 1000kWp), new solar panels (total 17.5kWp), PV DC cable (6mm², 5000m), AC cable (4 core 16mm, 500m), bonding wire (6mm², 3000m), Export Power Manager (Huawei Fusion Solar or equivalent, including fuses, CB, CTs, housing panel), communication cable (3000m), trenching (1000m, depth 600mm, 110mm sleeve). Commissioning includes load management and synchronisation with grid, drawings, Certificate of Compliance, professional sign-off, handover pack. Maintenance activities for both CDSIA and KPA 1000kWp plants include module cleaning (6 monthly), module connection integrity (3 monthly), junction/string combiner box checks (3 monthly), hot spots thermography (annual), inverter servicing (as per OEM), structural integrity (3 monthly), balance of plant (monthly), vegetation control (monthly), general reporting (ad hoc), unscheduled maintenance (response within 2 hours, repair within 48 hours), performance monitoring, training (3 monthly), inventory management.

Pricing must be submitted in the Bill of Quantities (BoQ) format provided. Table A covers once-off repairs for CDSIA; Table B covers annual maintenance for CDSIA; Table C covers annual maintenance for KPA; Table D provides ad hoc rates; Table E1/E2 summarise totals; Table F covers warranties. Provisional sums include: permits (R20,000), safety file (R10,000), AIT/AVOP/security training (R50,000), annual spares (R50,000), as-built drawings (R40,000), modification of existing panels (R100,000), additional security (R300,000), callouts and spares (R1,000,000), unscheduled maintenance (R1,000,000), performance monitoring (R50,000), training (R50,000), inventory (R50,000), water trailer (R10,000), snake repellent/training (R100,000). VAT at 15% must be added. Total tender price carried forward to Form of Offer.

CSD registration and valid SARS Tax Clearance Certificate or tax pin. B-BBEE status level verification (SBD 6.1) for preference points. Declaration of Local Production and Content (SBD 6.2) may apply. No CIDB grading or specific turnover requirements stated.