Supply and maintenance of amr billing software for electricity and water at king shaka international airport (6 months)

Returnable documents: none are listed in the document. Bidders must complete and submit the pricing schedules for Parts 1, 2, and 3, the total summary pricing (including VAT at 15%), the labour rates schedule, and the travel rate schedule.

Bidders must complete the pricing schedules for Parts 1, 2, and 3, and the total summary pricing including VAT at 15%. Bidders must complete the labour rates schedule and travel rate schedule. No other eligibility criteria are stated in the document.

Part 1 – Once Off Initial Work:

• P1.1: Uninstall and install (new) or upgrade the current installed Billing Software. This cost will be claimed at proven cost.
• P1.2: Implement a server for BMS Factory that will talk to the BMS server to receive billing data.
• P1.3: Move PNPSCADA to a newly updated SCADA, with all hardware and software compatible with ACSA IT.
• P1.4: Spin up another virtual machine with relevant software (or any compatible) and move the data across from one server to the other.
• P1.5: Supply and operate Optical Eye to draw history of up to 6-12 months for tenants with queries.
• P1.6: Perform tariff optimization.
• P1.7: Configure ACSA BMS Contractor to configure Rockwell BMS to read the new tags. This cost will be claimed at proven cost.

Part 2 – Billing and Maintenance for a period of 6 Months (service level agreement to maintain service, generate monthly billing reports, and attend to all call outs):

• P2.1: Generate electricity billing report (quantity 6).
• P2.2: Generate water billing report (quantity 6).
• P2.3: Generate electricity billing report for top 10 users on equipment (quantity 6).
• P2.4: Database, software, field devices maintenance cost, including travelling cost, consumables, accommodation, and labour where applicable (quantity 6).
• P2.5: Call outs, including travel cost and first hour labour – claimed on proven cost (quantity 6).
• P2.6: Annual tariff adjustments, assign and/or remove tenants billing information, license update and patches (quantity 1).
• P2.7: Usage billing reports (graphic hi-end report, high usage customers, ACSA usage report etc.) (quantity 6).
• P2.8: Attend to customers/tenants billing queries (quantity 6).
• P2.9: Perform tariff optimization (quantity sum).
• P2.10: Yearly/according to the period of updating system software (quantity sum).

Part 3 – Preliminary and General:

• P3.1: Travelling cost (quantity 6).
• P3.2: Safety file (quantity 1, unit price R10,000, total R10,000).
• P3.3: Provisional sum for spares (quantity 1, unit price R10,000, total R10,000).
• P3.4: Provisional site vehicle (quantity 6, unit price R5,000, total R30,000).
• P3.4: Airport training (AIT & AVOP) (quantity 1, unit price R10,000, total R10,000).
• P3.5: Provisional annual sum for permit cost (including AIT, AVOP) (quantity 1, unit price R10,000, total R10,000).

Pricing must be submitted in the provided BOQ format, with unit prices and totals for each line item. The total summary pricing must include VAT at 15%. Part 1 initial work includes a provisional sum of R200,000 for P1.1 (claimed at proven cost) and R100,000 for P1.7 (claimed at proven cost). Part 3 includes provisional sums for spares (R10,000), site vehicle (R30,000), airport training (R10,000), and permit cost (R10,000). Bidders must complete the labour rates schedule (normal and after-hours rates for Site Manager, Electrician, Assistant Electrician) and travel rate schedule (rate per km, distance in km return trip, total per trip excluding VAT).

No specific compliance requirements are stated in the document.

Employer's Agent:

• Name: Helen Mahlangu
• Email: [email protected]

Bidding procedure enquiries:

• Email: [email protected]

Submission address: Bids must be emailed to [email protected]

Service delivery location: King Shaka International Airport, KwaZulu-Natal

Submission method: email to [email protected]

Closing time: 05 November 2026 at 13:00 (South African Time)

Bids must be submitted on the official tender documentation only; bids on re-typed forms or in any other format will not be accepted.

Late bids will not be accepted for consideration; ACSA is not liable for late delivery.

Returnable documents must be completed in full and returned with the bid; incomplete submissions may be regarded as non-responsive.

Returnable forms include:

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 or 90/10 system.
• SBD 6.2 (Declaration for Local Production and Content): declares local production and content.
• SBD 7.1 / 7.2 (Contract Form): purchase of goods / rendering of services.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM practices.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion and no price disclosure.
• Authority to Sign / Board Resolution: authorises the named signatory to bind the bidder.
• Appendix 1 (Contract Document): bidder to complete, sign and return with the bid.
• Appendix 2 (Insurance Requirements): to be completed.
• Appendix 3 (Safety, Environmental etc): for information; successful bidder will be required to complete.
• Proof of authority (e.g. company resolution) must be submitted.
• Foreign suppliers must complete the Questionnaire to Bidding Foreign Suppliers and provide proof if applicable.
• Bids must be submitted as an original plus one copy and in electronic format (USB Flash Drive), with English translation of any non-English documentation.
• Packages must be sealed and marked "ORIGINAL" and "COPY", showing the employer's address and identification details, and the bidder's name and contact address.
• Tenders submitted by telegraph, telephone, telex, facsimile or email will not be accepted (except as stated for email submission).
• Bidders may not contact any ACSA employee on this tender other than the listed contacts; contact with ACSA Business Unit representatives is only allowed after award approval.
• Queries must be directed to the Supply Chain Department, not the Principal Agent.
• Addenda will be issued until ten (10) working days before closing time; bidders must acknowledge receipt of addenda.
• Tender offers must remain valid for 12 weeks (84 days) after closing time; extension may be requested.
• Withdrawal or substitution of a tender must be by written notice before closing time; substitute tenders must be marked "SUBSTITUTE".
• Bidders must not make alterations to tender documents except to correct errors, and all signatories must initial such alterations.
• Alternative bids will not be considered.
• Bidders must provide clarification of their tender offer if requested during evaluation, including breakdown of rates or prices and correction of arithmetical errors.
• Bidders must submit all securities, bonds, guarantees, policies and certificates of insurance required by the contract data before contract formation.
• Bidders must provide any other material requested by the employer, such as notarized joint venture agreements or samples, within the time specified.
• Bidders must provide access during working hours for inspections, tests and analysis as required.
• Bidders must check the final draft of the contract within the time available.
• If instructed, bidders must return retained tender documents within 28 days after expiry of the validity period.

Evaluation stages:

Stage 1: Test for Responsiveness (as per clause C.3.8) - bids must comply with all terms, conditions and specifications without material deviation.

Stage 2: Mandatory Administration Criteria - bidders must have a CIDB contractor grading of 2EB or higher, provide a Letter of Good Standing, and a signed form of offer.

Stage 4: Functionality Evaluation - technical ability based on experience; minimum overall threshold of 60 out of 100 points must be achieved to be eligible for further evaluation on Price and Preference (80/20) split. Bidders failing to achieve the minimum score per criteria will be disqualified.

Functionality criteria and maximum scores:

• Tenderer's resource proposal - 40 points (Qualifications 20, Years of experience 20)
• References and experience - 40 points (at least three different references)
• Maintenance programme - 20 points (Scope of programme 10, Consistency with OEM 10)

Functionality hurdle breakdown:

• Qualifications - 20 points: Proof of qualification attached to CVs. Site Manager: Diploma/Degree (Electrical/Electronic/Electromechanical) (6), NQF level 4/Grade 12/N4 or above (2), Safety Training (1). Electrician: Electrician's Wireman's License (3), Electrical Qualification / N6 electrical with Trade Test (6), Safety Training (2). Electrician's Assistant: 2 points.
• Years of Experience - 20 points: Site Manager: <3 years = 0, 3 years = 6, >3 years = 9. Electrician: <3 years = 2, 3 years = 6, >3 years = 9. Electrician's Assistant: 1 year = 2, less than 1 year = 0.
• References and Experience - 40 points: At least three references = 20, no references = 0, 1 similar reference = 12, more than 2 references = 20. Proof of experience in supply, installation, test and commissioning of AMR systems and related electrical metering infrastructure with contactable reference letters or completion certificates.
• Scope of programme - 10 points: Provide a scope of program covering staff schedule, maintenance schedule, call out after hours, standby, and timelines of works.
• Consistency with OEM - 10 points: Provide maintenance schedule indicating consistency with OEM; OEM letter to be attached.

Stage 4: Price and Preference - based on Preferential Procurement Regulations 2022. Preference point system: 80/20 for bids with rand value equal to or below R50 million; 90/10 for bids above R50 million. Price points scored using formula: Ps = 80(1 - (Pt - Pmin)/Pmin) for 80/20; similar for 90/10.

Preference points for specific goals (80/20 and 90/10 systems):

• B-BBEE Status Level 1: 5 / 5
• Level 2: 4.5 / 4.5
• Level 3: 4 / 4
• Level 4: 3 / 3
• Level 5: 2 / 2
• Level 6: 0.5 / 0.5
• Level 7: 0.3 / 0.3
• Level 8: 0.1 / 0.1
• Black youth majority-owned entities: 5 / 5
• Black women majority-owned entities: 5 / 5
• Company majority owned by people with disabilities: 5 / 5
• Non-compliant contributor: 0 / 0

Bidders must provide proof to support preference points claimed: original or certified copy of valid sworn affidavit OR B-BBEE certificate from a SANAS accredited rating agency. For joint ventures, a consolidated B-BBEE certificate from a SANAS accredited agency is required.

Stage 5: Objective Criteria Evaluation - tender awarded to highest point scorer unless objective criteria justify award to another bidder.

Scope of work: Provision of billing software for a period of 6 months at King Shaka International Airport.

Background: The airport's existing meters have passed their end of life (10 years) and many are failing or cannot communicate with the AMR software. There are gaps in billing (50% target of tenant billing never reached), and energy costs have risen from R35 million (2016-2018) to R48.9 million (2023-2024).

The project is a stop-gap for 6 months while awaiting appointment of a professional service provider for metering maintenance.

Scope includes:

• Uninstall/configure the current installed Billing Software and associated patches.
• Implement a server for BMS Factory that will talk BMS server to receive billing data.
• Move PNPSCADA to a newly updated SCADA, with hardware and software compatible with ACSA IT.
• Spin up another virtual machine with relevant software and move data across from one server to the other.
• Supply and operate Optical Eye to draw history of up to 6-12 months for tenants with queries.
• Do Tariff Optimization.
• Configure ACSA BMS Contractor to configure Rockwell BMS to read the new tags (cost claimed at proven cost).

Monthly deliverables:

• Generate Electricity Billing Report.
• Generate Water Billing Report.
• Maintenance cost (including travelling cost, consumables, accommodation and labour).
• Call out (including travel cost and first hour labour).
• Attend to tenant queries within 48 hours.

General requirements:

• Labour rates for Supervisor, Engineer, Technician, Artisan and Semi-skilled. Operating hours 08h00-17h00. Rates to be quoted for operating hours and after hours.
• Travelling cost (return trip) fixed from place of business to King Shaka Airport.
• Provisional annual sum for permit cost.
• Safety file.
• Provisional sum for spares.

Pricing: Rates and prices must be fixed for the duration of the contract; no contract price adjustments or foreign fluctuations. All rates and prices remain fixed, final and binding.

Prices must include all duties, taxes (except VAT) and levies payable by the successful tenderer, applicable 14 days before closing time.

VAT must be shown separately as an addition to the tendered total.

Rates and prices must be stated in Rand.

If the validity period lapses before evaluation, the contractor reserves the right to review the price based on Consumer Price Index (CPI).

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

Eligibility: CIDB contractor grading of 2EB or higher.

Tax compliance: Bidders must be tax compliant and provide a SARS TCS PIN or CSD number. If a consortium, joint venture or sub-contractors are involved, each party must submit a separate TCS certificate/PIN/CSD number.

Central Supplier Database (CSD): If no TCS PIN is available, a CSD number must be provided.

Letter of Good Standing: Required.

Signed form of offer: Required.

B-BBEE: Bidders must provide proof to claim preference points - original or certified copy of valid sworn affidavit OR B-BBEE certificate from a SANAS accredited rating agency. For joint ventures, a consolidated B-BBEE certificate from a SANAS accredited agency is required.

Foreign suppliers: Must complete the Questionnaire to Bidding Foreign Suppliers. If the entity is not a resident of RSA, has no branch, no permanent establishment, no source of income, and is not liable for taxation in RSA, then it is not required to register for a TCS PIN.

Insurance: Bidders must be aware that employer-provided insurance may not be full cover; advised to seek qualified advice.

Conflict of interest: Bidders must declare any potential conflict of interest in their tender submissions.

Restrictions: Bidders must not be under restrictions preventing participation in the employer's procurement.

Financial capacity: Bidders must demonstrate financial resources, equipment, managerial capability, reliability, experience and reputation to perform the contract.

Legal capacity: Bidders must have legal capacity to enter into the contract and must not be insolvent, in receivership, under business rescue, bankrupt, or being wound up.