Repairs to access control system – acsa RFQ at george airport, western cape

Issue date: Friday 28 August 2026.

Closing: Monday 07 September 2026 at 12:00 (noon), by email to [email protected].

Clarification requests: accepted until 07 September 2026; responses will be sent to all invited bidders.

Briefing: no compulsory briefing session.

Site visit: no non-compulsory site view.

Safety file: must be submitted for approval 14 days before commencement of work.

Bidding procedure enquiries: Makhaya J. Mlenze, Buyer, [email protected].

Submission email: [email protected].

Technical enquiries: not specified in the document.

General ACSA switchboard: +27 11 723 1400.

Submission: email only to [email protected] before the closing date and time. Split the submission into at least four attachments of no more than 4 MB each; no other format will be accepted.

Forms: bids must be submitted on the official forms provided, not retyped, signed by an authorised person, and each page signed or stamped. Proof of authority (e.g. company resolution) must be submitted.

Returnable documents: complete and sign SBD 1 (Invitation to Bid), provide the SARS TCS PIN or CSD number, and include the Annexure D template for previous experience on access control systems. Mandatory returnable documents must be submitted; failure to do so disqualifies the bid.

Late bids: bids received after the closing date and time will not be accepted. Changes to a submission after closing are not allowed, and any alteration to the bid document disqualifies the bid.

Contact rules: bidders may not contact ACSA employees other than the named contact. No bidder or consortium/JV member may have an interest in another participating bidder.

Security: ACSA is a National Key Point; bidders may be subjected to security vetting and ACSA will not contract with a bidder that does not comply.

Mandatory returnable documents: ACSA will disqualify any bidder that fails to submit mandatory returnable documents and information.

Other returnable documents: required but not mandatory, or only mandatory at specific stages; ACSA may request them after closing or may already have them on the system. Where a document is only mandatory at a specific stage, ACSA may disqualify only after reasonable efforts to request it.

Bid is subject to the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations.

ACSA may award the whole or part of the bid, split the award, negotiate with shortlisted bidders, award to a bidder other than the highest scoring where objective criteria allow, reject the lowest acceptable bid, or cancel the bid.

Only bidders that submit the mandatory returnable documents will be considered; failure to do so disqualifies the bid.

Bidders must be registered on the Central Supplier Database or provide a SARS Tax Compliance Status PIN.

Locations: Admin Entrance and AVSEC Kitchen at George Airport (first floor); Cute & Cuss (ground floor).

Access control supply and install (qty 2): Dormakaba biometric reader 91 50; integrated intercom with one outdoor entrance unit and two indoor substations with door release (Kocom intercom already installed); RFID card programmer; 200 RFID cards; manual override with at least 10 keys (5 per installation); magnetic lock; contactless infrared exit button; UPS enabling about 3 hours of operation; demonstrate user programming to ACSA maintenance personnel. Distance to nearest DB is ±6 m per installation; include cabling, routing, drilling and masonry.

IT Core Room repair (qty 1): inspect and repair the existing Virdi AC-5000 system; provide a key for the manual override; provide a new PIN for configuration; provide a step-by-step procedure for adding and removing users; replace the faulty door handle; supply a UPS for about 3 hours. If the system cannot be repaired, install a new system with similar functions as a minimum; hand over all replaced items to ACSA.

Emergency exit doors (9 doors): supply, deliver, install, test and commission wooden emergency exit doors at Delivery Area (2100x1300 mm), Wimpy Back Door (2000x1550 mm), New AVSEC Kitchen (2000x1520 mm), Electrical Complex Senior Electrician Office (2100x2000 mm), Electrical Complex Passage (2100x2000 mm), Generator Room (2100x2000 mm), Transformer Room (2100x2000 mm), Main Substation (2100x2000 mm) and Courtyard (2000x1900 mm).

Door specifications: solid hardwood or fire-rated engineered timber; solid or mineral fire-rated core; minimum 44-50 mm thick; hardwood or fire-rated steel frame; fire-retardant varnish or paint; minimum 60-minute fire rating (FD60) where required; outward opening in the direction of escape; operable without a key from the inside; external lever handle with cylinder lock; optional fire-rated vision panel; non-slip aluminium or hardwood threshold.

Ironmongery and accessories: SANS-compliant panic bar; external lever handle with cylinder lock; three heavy-duty stainless-steel hinges; adjustable hydraulic door closer; intumescent and smoke seals; stainless steel kick plate; fire-rated vision panel if required; illuminated exit signage; emergency lighting; corrosion-resistant fasteners.

New AVSEC Kitchen door alarm: linked to the information desk; sound level 95-105 dB at 1 foot; selectable duration 30 seconds, 3 minutes or continuous; 12/24 VDC hardwired with battery backup; exit alarm or annunciator mode; activation by magnetic door contacts or through-wire hinge; arming by mortise cylinder key switch.

Emergency signage: supply and deliver illuminated exit signs, directional exit arrows left and right, emergency exit door signs, running man exit signs, no obstruction at emergency signs, fire assembly point sign (qty 2), emergency escape route signs and fire door keep closed signs; quantities 20 each unless noted; standards SANS 1186, ISO 7010, SANS 10114, OSH Act and Fire Regulations.

Door closers (qty 10): closing force selectable EN 2, 3 or 4; maximum door width 1100 mm; maximum door weight approximately 80 kg; two independent valves for closing speed (180 to 15 degrees) and latching action (15 to 0 degrees); mounting options standard, parallel arm and transom/frame.

Installation report: required as a delivery note before any invoice is processed. Technical report with before and after pictures, manuals and procedures must be approved by ACSA before payment.

Warranties: door and frame, ironmongery and installation workmanship minimum 12 months; fire-rated components as per manufacturer.

All work must comply with the OHS Act, SANS standards and ACSA quality requirements.

Door closers: closing force selectable between EN 2, 3 and 4; maximum door width 1100 mm; maximum door weight approximately 80 kg; two independent valves for closing speed (180 to 15 degrees) and latching action (15 to 0 degrees); mounting options standard (pull-side), parallel arm (push-side) and transom/frame (push-side).

Bidders should use their expertise and experience to indicate if the listed allowances are inadequate; prices must be per applicable unit (labour per hour/individual).

If the scope is inadequate or an alternative method is proposed, provide an additional quotation (2nd version) detailing the variance, but still quote for the base scope; the base scope will be used to determine the winning bid.

Annexure D provides a template for previous experience on access control systems.

Part B emergency signage schedule: illuminated exit sign, directional exit arrows left and right, emergency exit door sign, running man exit sign, no obstruction at emergency sign, fire assembly point sign (qty 2), emergency escape route sign, fire door keep closed sign; quantities 20 each unless noted; standards SANS 1186, ISO 7010, SANS 10114, OSH Act and Fire Regulations. Total price transferred to BOQ line 12.

Pricing format: official pricing schedule; all prices per applicable unit (labour per hour/individual). Only actual quantities will be invoiced; maximum allowances are indicated.

Alternative quotation: if the bidder considers the scope inadequate, provide an additional quotation (2nd version) detailing the variance, but still quote for the base scope; the base scope quotation will be used to determine the winning bid.

Item 1: supply and install biometric and access card control system at ACSA admin offices and AVSEC Kitchen, qty 2, each.

Item 2: repair access control system at IT Core Room, qty 1, with separate rates for labour and spares (magnetic lock, handle, main interface device, manual override with keys, door closer, UPS supply and installation); only actuals claimed.

Item 3: callouts and repairs plus report, provisional sum R80,000. Rates: call-out fee includes first hour on site; technician hourly rate (normal and after hours); assistant hourly rate if required. Response time 3 hours after the call is logged. Spares markup 10% with original purchase invoices; unknown spares require ACSA approval. Provision valid for 12 months from PO date or until depleted, whichever comes first.

Items 4-12: supply and install emergency doors, each, with specified dimensions.

Item 13: supply and delivery of door closers, qty 10.

Part A: provisional sum price list for lever handles and locks, including lever handle on lock backplate, lever handle on rose, aluminium lever handle on 150x150 mm backplate, vertical tubular pull handle and Builders Emerald 2 lever lockset; specifications include SANS 181 and SANS 10400 compliance.

Part B: emergency signage schedule; total price transferred to BOQ line 12.

Validity: prices firm for 120 business/working days.

Payment: technical report must be approved by ACSA before any invoice is processed.

Tax compliance: submit a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. If no TCS PIN is available, provide a Central Supplier Database (CSD) number. Consortia, joint ventures and subcontractors must each submit a separate TCS certificate/PIN/CSD number.

CSD: bidders must be registered on the CSD or provide a TCS PIN.

Foreign suppliers: complete the questionnaire on RSA residency, branch, permanent establishment, source of income and tax liability; if the answer is no to all, a TCS PIN is not required.

Authority: proof of authority to sign, such as a company resolution, must be submitted.

Security vetting: ACSA is a National Key Point; bidders may be vetted and ACSA will not contract with a bidder that does not comply.

Safety file: submit for approval 14 days before work commencement, including 37(2) agreements, CR 5(k) appointment letter, valid letter of good standing, construction notification/permit, risk assessments, method statements, OHS specification, SHE policy, registers, waste management plan, ACSA EMS 048 environmental specification and appointment letters for the listed roles.

Mandatory returnable documents: failure to submit them disqualifies the bid.

Safety file: submit to ACSA safety department for approval 14 days prior to commencement. Required documentation: mandatory 37(2) agreement; 37(2) agreement of subcontractor; CR 5(k) appointment letter for principal contractor; valid letter of good standing; notification of construction work or construction permit; detailed scope of work; risk assessments; fall protection plan and rescue plan where applicable; confined space rescue plan; method statements; project-specific OHS specification; SHE policy; project-specific safety plan; airside safety plan where applicable; updated employee list with ID/passport copies; medicals where applicable; first aid box register; PPE study and issue register; tools/equipment/plant/scaffolding registers; waste management plan; ACSA EMS 048 environmental specification; and letters of appointment with competencies for roles including OHS 16(1) CEO, OHS 16(2) assistant CEO, construction work manager, construction H&S officer, construction work supervisor, assistant supervisor, risk assessor, excavation supervisor, incident investigator, first aider, electrical tool inspector, firefighting equipment supervisor, construction vehicles and mobile plant operator, ladder inspector, portable hand tool inspector, scaffolding inspector, stacking and storage supervisor, HCS supervisor, SHE committee members and H&S representatives.

Validity: 120 business/working days; prices firm; price changes only in exceptional circumstances.

Confidentiality: ACSA will not disclose bidder information without written approval; bidders may not disclose bid information to third parties without ACSA approval; third parties consulted must sign confidentiality agreements returned with the bid.

Security: ACSA is a National Key Point; bidders may be security vetted; ACSA will not contract with a non-compliant bidder.

Replaced items: all replaced items must be handed over to ACSA for spares or disposal.

Documentation: manuals, warranties and guarantees must be handed over, together with a certificate verifying the installation against an applicable standard; warranty on labour and spares must be indicated.

Technical report: all work must be completed with a technical report approved by ACSA before payment; the report must include before and after pictures, manuals and procedures.

Fraud hotline: Tip-Offs Anonymous free call 0800 00 80 80 or 086 726 1681, email [email protected].

Fraud or corruption may be reported to Tip-Offs Anonymous: free call 0800 00 80 80 or 086 726 1681, email [email protected].

Bidders must supply a UPS enabling about 3 hours of system functionality. All work must comply with applicable legislation and ACSA quality standards.