Provision of quality management system (qms) for 60 months at airports company south africa

Bid closing: 30 November 2026 at 12:00 PM

Compulsory briefing session: 06 November 2026 at 11:30 AM (online via Microsoft Teams)

Query closing date: 13 November 2026

Site inspection: not applicable

Enquiries (both SCM and technical)

• Contact: Zamo Dlamini
• Role: Procurement Manager
• Email: [email protected]
• Telephone: not provided

Submission address

Airports Company South Africa SOC Limited Offices

North Wing, O.R. Tambo International Airport, 3rd Floor

1 Jones Road

Kempton Park, Gauteng, 1632

Fraud and corruption hotline (ACSA TIP-OFFS ANONYMOUS)

• Free call: 0800 00 80 80 or 086 726 1681
• Email: [email protected]

Submission method: hand delivery into Tender Box A

Address: Airports Company South Africa SOC Limited Offices, North Wing, O.R. Tambo International Airport, 3rd Floor, 1 Jones Road, Kempton Park, Gauteng, 1632

Documents: submit one original and one copy; both are legal and binding. The envelope must carry the bidder's return address, full description of the bid, bid number, and the SCM department details.

All bids must be submitted on the official forms provided (not re-typed). Late bids will not be accepted.

Returnable forms (each must be completed, signed, and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Priced Schedule, Appendix C): completed priced offer.
• SBD 4 (Bidder's Disclosure Form): declares whether any director/shareholder is employed by the state or connected to the procuring institution; also covers independent bidding.
• SBD 6.1 (Preference Points Claim Form): claims preference points for specific goals.
• Declaration of Interest and Politically Exposed Persons (PEP/DPIP) Form: discloses relationships with ACSA employees or officials and PEP/DPIP status.
• Confidentiality and Non-Disclosure Agreement: signed by the bidder.
• Tax Compliance Status (TCS) PIN or Central Supplier Database (CSD) number.
• Certificate of Incorporation showing ownership split.
• Central Supplier Database (CSD) report.
• VAT Questionnaire.
• ACSA Terms and Conditions.
• OEM accreditation/certification to provide, install, support and maintain the proposed solution.
• ISO 27001:2022 certification and an explanation of how ACSA data will be protected.
• B-BBEE certificate or scorecard, or a sworn affidavit for QSE/EME.
• Verifiable medical certificate for disability preference claims (if applicable).
• Proof of authority (e.g., company resolution) for the signatory.

Disqualification risks:

• Any mandatory returnable document omitted or unsigned.
• Altering the content of the bid document in any way.
• Submitting after the closing time.
• Failing to attend the compulsory briefing session.
• Not meeting the mandatory requirements in Stage 1.

Staged evaluation: mandatory requirements, then functionality, then demonstration/presentation, then price and preference, then post-tender negotiations (if applicable).

Stage 1 – Mandatory requirements (must all be met to proceed):

• Complete SBD 3.3 priced schedule.
• OEM accreditation/certification.
• ISO 27001:2022 certification.
• Attendance at the compulsory briefing session.

Stage 2 – Functionality (minimum threshold: 60 out of 100):

• Client reference letters: maximum 100 points. Provide at least 5 contactable reference letters on company letterhead, not older than 7 years. Each qualifying letter (with client contact details, scope, and project duration) earns 20 points. Bidders need 3 qualifying letters to reach the 60-point threshold.
• The bidder must have at least 5 cumulative years of experience implementing, supporting, and maintaining a QMS.

Stage 3 – Demonstration/Presentation (minimum threshold: 60 out of 80):

• Shortlisted bidders present a live demo to the Bid Evaluation Committee, scheduled within a week after functionality evaluation; they are notified by email.
• Demo is scored across:
• Quantitative Monitoring & Reporting: 15 points
• Service Excellence & Improvement: 5 points
• Administrative & Performance Reports: 10 points
• Stakeholder Surveys & Customer Service: 5 points
• Sampling & Data Collection: 10 points
• Audit Modules & Compliance: 15 points
• Escalation & Non-Compliance Handling: 5 points
• Integration & System Capabilities: 15 points

Stage 4 – Price and Preference (80/20 split):

• Price: maximum 80 points.
• Specific goals / preference: maximum 20 points.

ACSA reserves the right to award the whole or part of the bid, split the award, negotiate with shortlisted bidders, reject any bid, or cancel the bid.

Design, development, and implementation of an automated Quality Management System (QMS) for a period of 60 months at Airports Company South Africa.

The QMS must align with ISO 9001 and regulatory requirements. Required capabilities:

• Workflow automation for audits, corrective/preventive actions (CAPA), non-conformance reporting, document control, and review cycles.
• Compliance management with built-in support for ISO 9001 and other quality frameworks, with audit trail capabilities.
• Document management: central repository for policies, procedures, SOPs, with version control and approval workflows.
• Non-conformance tracking: log, track, analyse non-conformances and initiate CAPA.
• Real-time reporting and dashboards: customisable dashboards for quality metrics, audit status, compliance gaps, corrective actions.
• Role-based access control.
• Integration readiness with enterprise systems (ERP, QMS modules, Microsoft AD, SNOW).
• Mobile accessibility (responsive design or mobile app).
• Audit trail and traceability of user actions and process changes.
• Training records management: track training status, completions, certifications.

Contract term: 60 months.

A staged evaluation will be used: Stage 1 mandatory requirements, Stage 2 functionality, Stage 3 demonstration/presentation, Stage 4 price and preference, Stage 5 post-tender negotiations. The demonstration must cover the evaluation areas listed in the scope of work.

Bidders must provide a minimum of 5 contactable reference letters on company letterhead as proof of installation, software supply, maintenance, and support of a QMS. Each qualifying letter must include client contact details, scope of services, and project duration, and must not be older than 7 years. Bidders must have at least 5 cumulative years of experience in implementing, supporting, and maintaining a QMS.

The QMS must meet ISO 9001 standards. Required capabilities include: workflow automation, compliance management with audit trail, document management with version control, non-conformance tracking, real-time dashboards, role-based access control, integration readiness, mobile accessibility, full audit trail, and training records management.

Pricing must be submitted on SBD 3.3 Pricing Schedule in Appendix C.

Preference point system: 80/20 split (price 80 points, specific goals 20 points).

Bid validity period: 120 business/working days; prices must remain firm for that period.

Tax compliance: submit a SARS Tax Compliance Status PIN or CSD number. If bidding as a consortium/JV/sub-contractors, each party must submit a separate TCS certificate/PIN or CSD number. Foreign suppliers must complete the foreign supplier questionnaire and may not need a TCS PIN if they have no South African income or tax liability.

B-BBEE: submit a valid B-BBEE certificate or scorecard, or a sworn affidavit for QSE/EME, to claim preference points. Points are awarded per B-BBEE status level (e.g., Level 1: 5 points, 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). Additional points are available for black youth majority-owned, black women majority-owned, and majority-owned by people with disabilities entities (5 points each). Non-compliant contributors score 0.

Security: ACSA is a National Key Point; bidders may be subject to security vetting.

Validity period for bids: 120 business days. Confidentiality: ACSA will not disclose bidder information without written approval; bidders must obtain written approval before disclosing bid-related information to third parties, and any consulted third party must sign a confidentiality agreement to be returned with the bid. Security: ACSA is a National Key Point; bidders may be subject to security vetting, and ACSA may refuse to contract with non-compliant bidders. The confidentiality and non-disclosure agreement (Form 5.5) is a returnable document.

Price scoring formula (80/20 system): Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the price under consideration and Pmin is the lowest acceptable tender price. Preference points for specific goals are awarded per the B-BBEE status level and ownership categories, as listed in the compliance requirements.