Provision of airfield ground lighting (agl) systems maintenance, repairs and installation at polokwane international airport – 36-Month contract (re-advertised)

Bidding procedure enquiries:

Contact: Julius Ramatjie

Telephone: 087-291-1088

Fax: 015-288-0125

Email: [email protected]

Technical enquiries:

Contact: Christian Mtshweni

Telephone: 087-291-1054

Fax: 015-288-0122

Email: [email protected]

Submission method: physical delivery or courier into the bid box at Polokwane International Airport, Admin Block.

Address:

Admin Block

N1 North to Makhado

Gateway Weg

Polokwane, 0700

Closing time: 20 November 2026 at 11:00

Bids must be submitted on the official forms (not re-typed) and divided into four clearly marked envelopes/exhibits:

• Exhibit 1: Administrative and mandatory documents (Gate 0)
• Exhibit 2: Functionality responses with supporting technical documents, including an electronic copy on USB/memory card/external hard drive
• Exhibit 3: Pricing Schedule / bid offer
• Exhibit 4: Bidder compliance checklist for technical evaluation

Late bids will not be considered.

Mandatory returnable documents (non-submission disqualifies):

• SBD 1 Invitation to Bid: completed and signed, showing a fixed physical business address for in-loco inspection.
• SBD 3.2 / 3.3 Pricing Schedule: completed and signed in full for all service categories; omission of any price category disqualifies.
• SBD 4 Declaration of Interest: discloses whether any director/shareholder is employed by the state or connected to anyone at the procuring institution.
• SBD 6.1 Preference Points Claim Form: includes full CSD report, medical certificate for disability (if claiming), and proof of address not older than three months.
• Proof of CIDB registration Grade 3EP or higher.
• COIDA Letter of Good Standing (electrical).
• Valid Department of Labour registration as an electrical contractor, minimum Installation Electrician.
• Proof of valid qualifications for all key personnel as listed in the scope of work.
• Proof of attendance at the compulsory briefing session (signed register).
• Proof of CSD registration (detailed CSD report).
• Authority to sign: a resolution or agreement of directors/members, signed by a duly authorised person; partnerships need a written partnership agreement; consortia need a signed memorandum of understanding.

All documents must be completed and signed in black ink. Correction fluid is not allowed; cancellations must be initialled by the authorised signatory.

Evaluation is in three gates:

Gate 0 – Administrative/Mandatory: Compliance with all returnable documents listed above. Non-submission of any mandate document disqualifies the bid.

Gate 1 – Functionality (minimum threshold 75 out of 100):

• Bidder's AGL experience: 25 points (below 1 year = 0; 1–3 years = 10; >3–5 = 15; above 5 = 25)
• Number of AGL projects completed: 25 points (none = 0; 1–3 = 10; 4–5 = 15; 6 or more = 25)
• Supervisor experience: 15 points (below 1 year = 0; 1–3 = 5; >3–5 = 10; above 5 = 15)
• Electrician experience: 15 points (same scoring as Supervisor)
• Labourer experience: 10 points (below 1 year = 0; 1–3 = 5; above 3 = 10)
• Financial viability: 10 points (letter from financial institution confirming ability to execute project; below R1m = 0; R1m–R3m = 5; above R3m = 10)

Reference letters must be contactable and clearly state start and end dates (dd/mm/yyyy). CVs with contactable references are required. The entity may conduct a site visit at the bidder's place of business or at a client's site for validation.

Gate 2 – Preference Points: 80/20 system (80 points price, 20 points specific goals).

Appointment of a suitably qualified and experienced service provider for electrical works on Airfield Ground Lighting (AGL) systems at Polokwane International Airport, to ensure continuous maintenance, repairs and servicing that comply with ICAO and SACAA regulations.

Scope includes:

• Repair, replace and/or maintain runway edge lights, Precision Approach Path Indicator (PAPI), runway end and threshold lights.
• Taxiway edge lights and airfield signage.
• Stop bars, wig-wags, wing bar lights.
• Lead-on/off lights and approach lights.
• Constant Current Regulators (CCR), SCADA, mimic panel and UPS.
• Floodlights, windsocks and obstruction lights on the airside.
• AGL electrical circuits.
• Provide AGL spares/materials as required.
• Conduct photometric testing as required; assist with purchase of photometric testing machine.
• Calibrate PAPI as required.
• Install and maintain clicking systems and related systems.

Minimum personnel qualifications (must be maintained for the contract duration):

• Supervisor: Recognised Electrical Trade Test, National Diploma NQF Level 6 (Electrical Heavy/Light Current), and AGL Level 2 Certificate.
• Electrician: Recognised Electrical Trade Test, Certified ORHVS, and AGL Level 2 Certificate.
• Labourer: N2 Electrical Certificate and AGL Level 1 Certificate.

Compliance standards: ICAO Annexure 14, GAAL Aerodrome Manual, ICAO Doc 9137 parts 6/8/9, ICAO 9157 parts 4/5/6, SACAA CARs and CATs.

Health and safety:

• Comply with OHS Act, prepare a Safety Management Plan, and submit an OHS safety file.
• Obtain an access permit to restricted areas; required certificates: AVOP, PARTAC, AIT, security awareness certificate.
• Use a suitable, roadworthy off-road vehicle (e.g. 4x2 or 4x4 bakkie).

Documentation control:

• Complete and sign record sheets with a GAAL representative after each maintenance.
• Submit monthly progress reports by the 2nd week after work completion.
• Record sheets, job cards and history reports remain GAAL's property; provide copies to GAAL by the 5th day of each month. Invoices will not be paid without record sheets.

Reporting requirements:

• Monthly reports must include system availability average per week, percentage of scheduled maintenance completed, maintenance plan for next quarter, assets register, outstanding issues, findings from previous service, and improvement opportunities.
• After each failure/call-out, provide a comprehensive failure report describing the incident, root cause, intervention, and future actions.

The scope of work includes, but is not limited to: repair/replace/maintain runway edge lights, PAPI, runway end and threshold lights; taxiway edge lights and signage; stop bars, wig-wags, wing bar lights; lead-on/off and approach lights; CCR, SCADA, mimic panel and UPS; floodlights and windsocks; obstruction lights on the airside; AGL electrical circuits.

Provide AGL spares/materials as required.

Conduct photometric testing, assist with purchase of testing machine, calibrate PAPI, install clicking system and related systems.

After each failure/call-out, provide a comprehensive failure report describing the incident, root cause, intervention taken, and future actions.

Minimum qualification requirements (must be maintained throughout contract):

• Supervisor: Recognised Electrical Trade Test, National Diploma NQF Level 6 (Electrical Heavy/Light Current), AGL Level 2 Certificate.
• Electrician: Recognised Electrical Trade Test, Certified ORHVS, AGL Level 2 Certificate.
• Labourer: N2 Electrical Certificate, AGL Level 1 Certificate.

Experience evaluation:

• Bidder's AGL experience: 25 points (scoring based on years; above 5 years = 25)
• Number of AGL projects: 25 points (6 or more = 25)
• Supervisor experience: 15 points (scoring based on years; above 5 = 15)
• Electrician experience: 15 points (scoring based on years; above 5 = 15)
• Labourer experience: 10 points (scoring based on years; above 3 = 10)

Financial viability: 10 points (letter from financial institution; above R3m = 10).

Conduct photometric testing as required and assist with the purchase of the photometric testing machine.

Calibrate PAPI as required.

Comply with ICAO Annexure 14, GAAL Aerodrome Manual, ICAO Doc 9137 parts 6/8/9, ICAO 9157 parts 4/5/6, and SACAA CARs and CATs.

Documentation control: complete and sign record sheets after each maintenance, store records for the contract duration, and make them available for inspection.

Submit monthly progress reports by the 2nd week after work completion.

Provide copies of record sheets to GAAL by the 5th day of each month.

All documents prepared under the contract become property of GAAL.

Pricing must be submitted on the SBD 3.2/3.3 form with a complete breakdown per line.

Provide hourly rates for Supervisor, Electrician, Labourer for normal hours, after-hours/Saturdays, and Sundays/public holidays.

Include standby allowance per month, travelling fee per km, accommodation per night, and any other costs.

Provide consolidated bid offer including VAT at 15% if applicable.

Specify percentage markup on materials and specialised equipment hire; quotations must be submitted for approval.

Offer must be valid for 150 days.

If rates are not firm, state adjustment basis (e.g. CPI).

Pricing must be submitted on the provided pricing schedule (SBD 3.2/3.3), with a complete price breakdown per line.

Pricing categories (for each year over the 3-year period):

• Hourly rates (normal hours, after-hours/Saturdays, Sundays/public holidays) for Supervisor, Electrician, Labourer.
• Standby allowance per month (after hours, public holidays, weekends) for Electrician and Labourer.
• Travelling fee per kilometre (if applicable).
• Accommodation per night (if applicable).
• Any other costs (specify).

Additional pricing requirements:

• Provide a consolidated bid offer (total).
• Show VAT at 15% if applicable.
• Indicate percentage markup on materials and on specialised equipment hire; quotations must be submitted for approval by GAAL.
• Offer must be valid for 150 days from closing date.
• Rates asked whether firm for the full contract period; if not, state adjustment basis (e.g. CPI).

Payment conditions: Invoices will only be paid if required record sheets are provided.

Foreign suppliers: Must answer the questionnaire in SBD 1 if applicable; if not resident/branch/permanent establishment/source of income/tax liability in RSA, a tax compliance PIN is not required.

Mandatory registrations and documents:

• CSD registration (detailed CSD report) – failure disqualifies.
• CIDB contractor grading designation 3EP or higher.
• COIDA registration, evidenced by a Letter of Good Standing (electrical).
• Department of Labour registration as an electrical contractor, minimum Installation Electrician.
• Valid tax compliance: submit SARS TCS PIN or CSD number; each consortium/JV/subcontractor must provide separately.
• All personnel must be South African citizens.

B-bbee:

• The applicable preference system is 80/20, with 80 points for price and 20 for specific goals.
• Specific goals are claimed via SBD 6.1; failure to submit supporting documentation results in zero points for specific goals.
• Non-submission of SBD 6.1 documentation leads to zero score on specific goals.

Restrictions:

• Bids from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state will not be considered.
• Bidders on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

Legal entity requirements:

• Company/CC/legal person: resolution or agreement of directors/members signed by authorised person.
• Partnership: written partnership agreement.
• Consortium: signed memorandum of understanding covering conditions, duration, authorised representatives, participation, benefits, and appraisal information.

Comply with the OHS Act.

Prepare a Safety Management Plan covering all electrical works risks.

Develop and submit an OHS safety file.

For access to restricted areas, the successful bidder must apply for an access permit and provide certificates: AVOP, PARTAC, AIT, and Security Awareness Certificate.

Use a suitable, roadworthy off-road vehicle (e.g. 4x2 or 4x4 bakkie) for maintenance, repairs and installations.

Contract term: 36 months.

Key personnel must remain on the project unless the airport grants permission for a change; changes only in exceptional circumstances.

All project information is confidential; the successful bidder must sign a confidentiality agreement.

Copyright of all materials/software prepared under the contract vests in the airport.

The airport may amend, modify or withdraw the TOR at any time without liability.

Briefing notes form part of the TOR.

If negotiations for a Service Level Agreement fail, the airport is not obliged to appoint the preferred bidder and incurs no liability.

The airport is not bound to accept any bid; may request best and final offers, hold interviews, and negotiate price.

Clarification requests must be submitted by email to the contact person no later than 7 working days before the closing date; questions and answers will be published on the entity's website.

From bid submission to award, bidders may not contact the airport regarding the bid; any attempt to influence evaluation may result in rejection.

The preferred bidder must enter into an SLA before appointment.

Costs of preparing the bid are not reimbursed.

Three-gate evaluation:

Gate 0 – Administrative/Mandatory: compliance with all required documents; non-submission disqualifies.

Gate 1 – Functionality: minimum threshold 75/100, scored on bidder AGL experience (25), number of AGL projects (25), Supervisor experience (15), Electrician experience (15), Labourer experience (10), financial viability (10).

Gate 2 – Price and Specific Goals: 80/20 preference point system.