Leasing of aircraft uld pallets for south african airways (RFQ GSM082/2026)

Standards

• Supplied goods must conform to the standards and specifications in the bid documents.
• Pre-bid testing is at the bidder's cost.

Inspection

• Where inspection is a bid condition, the bidder's premises must be open at reasonable hours for inspection by the department or its representative.
• If inspection is decided during the contract, the purchaser arranges and pays for it.
• Inspection, test and analysis costs fall on the purchaser where supplies conform, and on the supplier where they do not.
• Non-conforming supplies may be rejected; rejected goods are held, removed and replaced at the supplier's cost and risk.
• If rejected supplies are not replaced promptly, the purchaser may buy replacements at the supplier's expense.
• Rejection does not limit the purchaser's right to cancel the contract for breach.

Payment

• Invoices or claims are paid within 30 days of submission; an invoice must be accompanied by a copy of the delivery note.
• Payment is made in Rand unless the Special Conditions of Contract (SCC) state otherwise.
• Quoted prices are fixed and may change only where the SCC authorises an adjustment or the bid validity is extended.

Performance security

• The successful bidder must lodge the performance security within 30 days of notification of award; the amount is set in the SCC.
• Accepted forms: a bank guarantee or irrevocable letter of credit from a reputable bank, or a cashier's or certified cheque.
• The security is released within 30 days after the supplier completes its obligations, including warranty obligations, unless the SCC states otherwise.
• The purchaser may claim against the security for losses caused by the supplier's failure to perform.

Tax

• No contract is concluded with a bidder whose tax matters are not in order; the department must hold an original SARS tax clearance certificate before award.

Other

• The National Industrial Participation Programme applies to contracts carrying a NIP obligation.
• Corrupt, fraudulent or collusive conduct may be referred to the Competition Commission and can invalidate a bid or terminate a contract.

Framework

• The SAA General Conditions of Contract (GCC, revised July 2010) form part of the bid documents and may not be amended; Special Conditions of Contract (SCC) issued with the bid take precedence where the two conflict.
• The contract is written in English and interpreted under South African law.

Performance and delivery

• Goods and services must meet the standards and specifications set out in the bid documents.
• Delivery follows the schedule in the contract; any delay must be reported to the purchaser in writing with its cause and likely duration.
• Packing must protect the goods against rough handling, temperature extremes, salt, rain and open storage in transit.

Warranty

• Goods must be new, unused, current models and free of design, material and workmanship defects.
• Warranty runs for 12 months from delivery and acceptance, or 18 months from shipment, whichever ends first, unless the SCC states otherwise.
• Defective goods must be repaired or replaced at the supplier's cost within the period set in the SCC.

Penalties and termination

• Late delivery or non-performance attracts a penalty on the delayed value, calculated at the prime interest rate for each day of delay.
• The purchaser may terminate for failure to deliver, failure to meet any other obligation, or corrupt or fraudulent conduct.
• Termination can lead to a bar on doing business with the public sector for up to 10 years; the supplier has 14 days to give reasons against a proposed restriction.
• Conviction under the Prevention and Combating of Corrupt Activities Act can lead to listing on the Register for Tender Defaulters for 5 to 10 years.
• Bankruptcy or insolvency allows termination without compensation to the supplier.

Other terms

• Contract documents and information may not be disclosed or used outside contract performance without the purchaser's written consent.
• The supplier must allow the purchaser to inspect and audit its performance records.
• Assignment requires the purchaser's prior written consent; subcontracts must be notified in writing and do not reduce the supplier's liability.
• Variations are valid only by written amendment signed by both parties.
• Force majeure excuses delay or non-performance if the supplier notifies the purchaser in writing and continues performance where reasonably possible.
• Disputes go first to mutual consultation, then mediation after 30 days, then a South African court.
• Supplier liability is capped at the total contract price, excluding repair or replacement of defective equipment; indirect and consequential losses are excluded.
• The supplier indemnifies the purchaser against third-party patent, trademark or design infringement claims.
• Anti-dumping and countervailing duties imposed after the bid date are for the supplier's account.
• Notices are served by post to the address given in the bid.
• Collusive bidding or bid rigging may be referred to the Competition Commission, can invalidate the bid, terminate the contract, bar the bidder for up to 10 years and trigger a damages claim.

Vendor applications

• Email: [email protected]

Vendor master authorisation (internal sign-off)

• Bertus Steyn — Vendor Master Authoriser: GSM
• Tricia Ally — Vendor Master Authoriser: Finance Manager, Accounts Payable

Submission method: email

Submission email: [email protected]

• The completed vendor application form (AP Form 07) must be emailed together with all supporting documents.
• The form applies to local and domestic stations.

Returnable documents

• Cancelled cheque or stamped bank confirmation letter, not older than one year.
• Valid B-BBEE certificate or affidavit.
• Valid tax clearance certificate, or SARS tax compliance PIN on official SARS documentation.
• CSD registration report.
• Contracted suppliers must attach a copy of the contract; bidders who are not yet contracted suppliers must attach a GSM Approval Schedule.
• Vendor verification checklist also covers certified company registration documents, certified identity documents of shareholders and certified shareholder certificates.

Payment terms: 15 days from invoice.

• Banking details to be supplied: bank name, branch name and number, account number.
• VAT registration number must be declared.
• Tax clearance certificate number, approval date and expiry date must be declared.
• Annual turnover for the previous financial year must be declared.

Registration and status

• CSD registration report required.
• Registration on the South African Airways vendor master is required; a GSM Approval Schedule is needed if the bidder is not already a contracted supplier.
• Valid tax clearance certificate, or SARS PIN on official SARS documentation.
• Valid B-BBEE certificate or affidavit.
• Cancelled cheque or stamped bank confirmation letter not older than one year.

B-BBEE detail to be declared

• Applicable scorecard: Exempted Micro Enterprise, Qualifying Small Enterprise or General/Large supplier.
• B-BBEE certificate number, verification date and expiry date.
• B-BBEE status level.
• Enterprise development and value-adding status.
• Percentage black ownership, black women ownership and black people with disabilities.
• Period in operation (months or years) and previous financial year turnover.
• Duly authorised signatory: name, telephone, date, signature and designation.

SAA Cargo requires a suitably qualified and experienced service provider to lease ULD pallets that support its operational, cargo-handling, warehousing and logistics activities.

• Quantity: 100 ULD pallets — 70 PMC and 30 PAJ — for regional and international cargo operations.
• Lease term: three months initially, extendable by a further three months if needed.
• Delivery: DDP to the SAA warehouse at OR Tambo International Airport within 21 working days of the Letter of Award or Purchase Order.
• Pallets must be fit for purpose, structurally sound, safe to handle and suited to the intended cargo, storage and transport.
• The arrangement must give operational flexibility, timely access to pallets, and effective management of pallet movements, maintenance, replacement and returns.
• Bidders must clearly show how they meet the critical and functional criteria, as these determine scoring.

Issue date: 29 October 2026

Closing date and time: 06 November 2026 at 16:00

Quote validity: 90 days

No compulsory briefing or site visit is scheduled.

Enquiries and submission

• Email: [email protected]
• No named contact or telephone number is provided.

Delivery of leased stock

SAA warehouse

OR Tambo International Airport

Submission method

• Email only, to [email protected]
• Attachment limit: 2MB — send large files in parts or provide a downloadable link
• Quotations must arrive before the closing date and time; late quotations will not be accepted
• Incomplete submissions may invalidate the quote

Returnable documents (all must accompany the quote)

• SAA Vendor Document — Annexure 1: vendor registration and company details.
• SBD 4 (Declaration of Interest) — Annexure 2: discloses any director or shareholder employed by the state or connected to the department; a false declaration disqualifies the bid.
• General Conditions of Contract — Annexure 3: acceptance of SAA's standard contract terms.
• Written Quote Form: vendor name, postal address, telephone, cell, email and contact person, signed by the vendor with capacity stated.
• If not quoting, notify the relevant procurement official by return email.

Quote validity: 90 days.

Evaluation runs in three sequential phases; a bid must pass each phase to progress.

Phase 1 — Critical criteria (mandatory, pass/fail)

• Authorised or certified ULD supplier: approval certificate required.
• Digital tracking: ULDs must offer pallet-level location or movement visibility, with a detailed description of the tracking solution covering technologies used, system architecture and tracking methodology.
• Capacity: demonstrated ability to supply 70 PMC and 30 PAJ pallets, with written confirmation or a proposed delivery/lease schedule.
• Technical specifications: PMC and PAJ pallets must meet the RFQ scope specifications, supported by manufacturer technical data sheets.
• Failure to submit the required documents for any critical criterion results in disqualification.

Phase 2 — Price and preference points (only compliant bids proceed)

• Price: 80 points
• Specific goals: 20 points

Specific goals scoring

• B-BBEE Level 1 or 2: 10 points (non-compliant and Levels 3 to 8 score 0)
• EME or QSE that is 51% or more black owned: 10 points
• Bidders must state how they claim each preference point; failure to submit the required proof means the points are treated as unclaimed.

Other evaluation notes

• SAA may require a bidder to substantiate any preference claim at any time, and may conduct a verification site visit to a bidder's premises.
• Contractual requirements are not scored; they are assessed after evaluation and ranking, and proof must be submitted before award. Failure to meet them by the stated deadline may render the bid non-responsive.
• SAA is not obliged to accept the lowest quotation and may withdraw the RFQ at any time.

Scope

• Lease of 100 ULD pallets: 70 PMC pallets and 30 PAJ pallets.
• For use in regional and international cargo operations supporting SAA Cargo's handling, warehousing and logistics requirements.

Lease period

• Initial three months, with an option to extend for a further three months if required.

Delivery

• DDP (Delivered Duty Paid) to the SAA warehouse at OR Tambo International Airport.
• Maximum 21 working days from receipt of the Letter of Award or Purchase Order.
• Bidders must state their lead time for delivery from receipt of the purchase order; the stated lead time must reflect the full period needed to deliver in compliance with the RFQ.

Pallet condition and service

• Pallets must be fit for purpose, structurally sound, safe to handle and suitable for the intended cargo, storage and transport.
• The lease must provide operational flexibility, timely access to pallets, and management of pallet movements, maintenance, replacement and returns.
• Pallets must carry modern digital technology giving pallet-level location or movement visibility.

Technical evidence required

• Manufacturer technical data sheets or specification sheets for the PMC and PAJ pallets offered.
• Written confirmation or a proposed delivery/lease schedule.

Bidders must submit a detailed description of the proposed pallet tracking solution, covering the technologies used, the system architecture and the tracking methodology, demonstrating pallet-level location or movement visibility.

Quote on the supplied pricing schedule, showing for ULD leasing and for any other costs:

• Monthly cost (excl. VAT)

• Total cost (excl. VAT)

• Total cost (incl. VAT)

• Pricing must be built up per individual component of the solution, based on the technical and functional requirements.

• All prices must be inclusive of VAT.

• Prices must be firm; only statutory VAT changes may alter them.

• Service, pricing and availability are all taken into account.

• SAA is not obliged to award to the lowest bidder and may withdraw the RFQ at any time without refund.

Pricing format

• Quote on the pricing schedule, showing monthly cost (excl. VAT), total cost (excl. VAT) and total cost (incl. VAT) for ULD leasing and for any other costs.
• Pricing must be broken down per individual component making up the solution, based on the technical and functional requirements.
• All prices quoted must be inclusive of VAT.
• Prices must be firm — fixed and subject only to statutory VAT changes.

Payment

• Standard payment term: 30 days after receipt of invoice.
• An SME may request a variation to the standard term; this is assessed case by case.

Other

• No bid security or performance guarantee is required.
• No goods may be delivered or services rendered before an official purchase order or contract is received.

Eligibility and mandatory evidence

• Authorised or certified ULD supplier: approval certificate must be submitted.
• Tax compliance: a valid Tax Clearance Status pin or CSD number/report must be provided; if SAA does not already hold a valid original tax clearance certificate, one must accompany the RFQ, failing which the quote may be invalidated.
• B-BBEE: a B-BBEE certificate, sworn affidavit or CIPC certificate is required to claim preference points; a consolidated scorecard is accepted for joint ventures. Level 1 or 2 earns 10 points; Levels 3 to 8 and non-compliant bidders earn 0. An EME or QSE that is 51% or more black owned earns 10 points.
• SBD 4 (Declaration of Interest) must be completed and signed.
• SAA Vendor Document must be completed.
• SAA General Conditions of Contract must be accepted.

Disqualification risks

• Omitting or not signing any critical or returnable document.
• Late or incomplete submissions.
• Failing to submit proof for a claimed preference point, which forfeits those points.
• Due diligence revealing that a director has been charged with, or is involved in, criminal activities.
• Delivering goods or rendering services before an official order or contract is issued.

Bids are assessed in sequence: critical (mandatory) criteria first, then functionality, then price and preference.

Critical criteria — pass/fail, disqualification if not met

• Authorised or certified ULD supplier, evidenced by an approval certificate.
• Digital tracking giving pallet-level location or movement visibility, with a detailed description of the solution (technologies, system architecture, tracking methodology).
• Demonstrated ability to supply 70 PMC and 30 PAJ pallets, with written confirmation or a proposed delivery/lease schedule.
• PMC and PAJ pallets meeting the RFQ technical specifications, supported by manufacturer data sheets.

Price and preference (compliant bids only)

• Price: 80 points
• Specific goals: 20 points
• B-BBEE Level 1 or 2: 10 points (Levels 3 to 8 and non-compliant: 0)
• EME or QSE 51% or more black owned: 10 points
• Bidders must indicate how they claim each preference point; unsubstantiated claims are treated as not claimed.
• SAA may verify claims and conduct site visits, and is not bound to accept the lowest bid.