Preventive maintenance of stormwater drainage system, pipes, channels, catch pits and kerb inlets at king phalo airport — three-year contract (RFQ 12100)

Appointment of a prospective bidder for preventive maintenance of the stormwater drainage system, pipes, channels, catch pits and kerb inlets at King Phalo Airport for three years.

Closing date: 11 December 2026 at 10:00.

No briefing or site visit dates are stated in the document.

Service Manager: Mr. Samkelo Luyenge (King Phalo Airport).

Employer address: Airports Company South Africa, King Phalo Airport, 66 Settlersway, Greenfields, East London, 5201.

No email or telephone contacts are stated in the document.

Returnable documents:

• Form of Offer and Acceptance (Part C1.1): signed offer with total price (VAT inclusive) and witness signature.
• Contract Data Part Two (C1.2b): contractor details, key people with CVs appended.
• Activity Schedule (Part C2.2): completed with rates and totals, VAT exclusive.
• Occupational Health and Safety Agreement (C1.3): signed by a Section 16.2 appointee, with written authorisation from the CEO.
• Proof of insurance: aviation liability (min R300 000), public liability, COID good standing letter.
• Safety checklist documentation, including Construction Manager appointment (Construction Regulation 8), submitted 7 days before work commences.
• Material Safety Data Sheets (MSDS) for products used on site.
• Pest Control Operators must hold a valid DAFF P Number.

Submission method and address: not stated in the document.

Closing time: 10:00 on 11 December 2026 (from tender record).

Evaluation is based on the NEC3 Term Service Contract with main Option A (priced contract with price list).

No explicit scoring split or minimum qualifying score is stated in the document.

Preference points: B-BBEE and tax clearance certificates must be presented annually; failure is a material breach that may lead to contract cancellation.

The contract value for comparison is calculated using the Activity Schedule with a 6% CPI escalation for Years 2 and 3.

Scope: preventive maintenance of the stormwater drainage system at King Phalo Airport, including pipes, channels, catch pits and kerb inlets, for a period of three years.

Maintenance activities:

• Remove sand, silt, rubble and refuse from canal beds.
• Clear vegetation from banks and parapets.
• Clear inlets and entrance grids of debris and vegetation; ensure grids are secure and in place.
• Apply weed killer around catch pits (minimum 2 m radius).
• Clear vegetation to a width of 2 m on either side of canals.
• Maintain unrestricted flow in open earth channels and pipes (high pressure water jetting).
• Preventive maintenance every 6 months, on both Airside and Landside.
• At the solar plant: remove sand, silt, rubble and vegetation from the channel; cut grass and trees around the perimeter fence, as per task order.
• Conduct effluent testing where required, in accordance with environmental and regulatory requirements.

Activity Schedule quantities (Part 1 – preventative maintenance, twice annually unless noted):

• Stormwater box culverts: 5
• Stormwater channels: 18
• Stormwater catchpits: 50
• Catchpits 820x160mm: 100
• Catchpits 1320x930mm: 5
• Catchpits 1540x1375mm: 1
• Kerb inlets: 17
• Catch pits (airside and landside) – herbicide application: 156
• Channel at solar plant (monthly): 150 m
• Grass cutting around solar plant (monthly): 3400 m²
• Effluent testing (annually): 1

Part 2 – Stormwater repairs (as and when required, estimated quantities):

• Pipe repairs/replacement: 20 m
• Manhole repairs (including covers and frames): 5

Part 3 – Insurance and permits:

• Insurance (annual): 12 months
• Airport permits and parking fees (AIT & security awareness): once-off, R30 000
• Health & Safety File: annually

Key personnel requirements:

• Supervisor: literate in English, competent in OHS regulations, first aid skills, competent in scope of works, understanding of ISO 14000 and OHS Act for chemical substances.
• Labourer: understands safety, can read/write/speak English, previous work experience, good behaviour, no criminal record.
• All staff must be permanent employees, properly trained, and medically fit.

Key people must be named with CVs appended to the tender schedule, covering job, responsibility, qualifications and experience.

Supervisor requirements: literate in English, competent in OHS regulations, first aid skills, competent in scope of works, understanding of ISO 14000 and OHS Act for chemical substances.

Labourer requirements: understands safety, can read/write/speak English, previous work experience, good behaviour, no criminal record.

All staff must be permanent employees, properly trained, and medically fit.

Quality assurance requirements are referenced in the Service Information (Part C3) but not detailed in the extracted text.

Effluent testing must be conducted where required, in accordance with applicable environmental and regulatory requirements.

All work must be performed under close supervision of trained employees.

Baseline risk assessment must be performed by a competent person before commencement of work.

Pricing is based on an Activity Schedule with lump sum prices per activity.

Prices must be VAT exclusive and include all risks, liabilities, obligations, profit, expenses, allowances, etc.

Payment is made for each activity only when complete.

Variations to scope are measured and priced at rates in the Activity Schedule; non-scheduled items agreed separately.

Provisional sums and contingency amounts are expended as directed by the employer; unspent amounts deducted from contract sum.

Estimated quantities for repairs (Part 2) are for budgeting only; payment based on actual quantities at tendered rates.

Contract value calculated using the Activity Schedule; ACSA not obliged to spend full amount.

Travelling time charges not paid separately; included in rates.

Labour rates include personnel insurance, holidays with pay, incentive bonuses; no labour charged for travel.

Rates include labour, equipment and spares; no additional claims accepted.

Year 2 and Year 3 subtotals calculated with 6% price escalation for comparison.

Pricing format: Activity Schedule with lump sum prices per activity; VAT exclusive rates.

Payment: assessed on the 15th of each month; payment within 30 days of receipt of a valid tax invoice.

Interest rate on late payment: prime lending rate of Nedbank Bank.

Price adjustment: CPI index at contract anniversary; for comparison, use 6% CPI escalation for Years 2 and 3.

Contract value: calculated from the Activity Schedule; ACSA is not obliged to spend the full amount.

Insurance requirements:

• Aviation liability insurance: minimum indemnity limit R300 000; proof to be submitted before work starts and annually.
• Public liability insurance and other cover adequate for losses/claims.
• COID cover for all employees; letter of good standing with Compensation Fund or licensed insurer before work commences.

No bid security, bonds, or guarantees are stated in the document.

B-BBEE: compliant B-BBEE certificate must be presented annually; failure is a material breach that may lead to contract cancellation.

Tax clearance: valid tax clearance certificate must be presented annually; failure is a material breach.

OHS: signed Occupational Health and Safety Agreement under Section 37(2) of the OHS Act and Construction Regulation 5.1(k); signed by a Section 16.2 appointee with written authorisation from the CEO.

COID: employees covered under COID Act; letter of good standing required before work commences.

Pest Control Operators: valid Department of Agriculture, Forestry and Fisheries P Number.

No CIDB grading or CSD registration requirements are stated in the document.

Occupational Health and Safety Agreement required under Section 37(2) of the OHS Act and Construction Regulation 5.1(k).

Contractor must comply with OHS Act and Construction Regulations.

Baseline risk assessment required before work commences.

Competent persons appointed and trained on OHS aspects.

PPE to be issued and worn at all times.

No alcohol or intoxicating substances on premises.

Incidents/accidents to be reported to Provincial Director: Department of Labour and to the client.

Safety checklist documentation, including Construction Manager appointment (Construction Regulation 8), must be submitted 7 days before work commences.

No work may commence until the OHS Agreement is signed and received by the client.

Non-compliance may lead to immediate cancellation of the contract.

Environmental constraints and management are referenced in the Service Information (Part C3) but not detailed in the extracted text.

Supervisor must demonstrate understanding and working experience of environmental regulations as set out in ISO 14000.

Effluent testing must be conducted where required, in accordance with applicable environmental and regulatory requirements.

Contract type: NEC3 Term Service Contract (April 2013) with main Option A (priced contract with price list), dispute resolution Option W1, and secondary options X1 (price adjustment for inflation), X2 (changes in law), X17 (low service damages), X18 (limitation of liability), X19 (task order), and Z (additional conditions).

Contract period: three years from starting date (on signing of contract by both parties).

Law of contract: Republic of South Africa. Language: English.

Period for reply: 7 calendar days.

Contractor's plan: to be provided within 14 calendar days from contract date.

Payment: assessed on the 15th of each month; payment within 30 days of valid tax invoice; interest at Nedbank prime rate.

Limitation of liability: neither party liable for indirect or consequential loss; contractor's liability limited to total loss/damage to employer's property.

Additional conditions (Z clauses):

• No cession, delegation or assignment without written consent.
• Joint ventures: joint and several liability; notify key person within 1 week of contract date.
• Ethics: no corrupt practices; breach grounds for termination.
• Confidentiality: all information confidential; images of works require prior written consent.
• Employer's step-in rights: if contractor defaults and fails to remedy within 2 weeks, employer may remedy at contractor's cost.
• Intellectual property: IP remains with originator; employer gets irrevocable licence to use for works.
• Dispute resolution: adjudicator and arbitrator appointed from panels; arbitration in Johannesburg under Association of Arbitrators rules.
• Compensation events: notification period reduced from 8 weeks to 4 weeks.
• Communication: employer's written consent required for changes to design/scope/service information of 5% or more, or completion date extension over 30 days.
• B-BBEE and tax clearance: annual presentation required; failure is material breach.
• Termination: business rescue proceedings added as termination event.
• Employer's liability for contractor's indirect/consequential loss limited to R0.00.

No additional evaluation criteria beyond the standard sections are stated in the document.