Provision of christmas décor installation, maintenance, and removal services for nine acsa airports (2026/2027 festive season)

• Closing date and time: 05 August 2026, 12:00pm.
• Compulsory briefing session: 22 July 2026, 12:00pm (Virtual via Microsoft Teams).
• Site inspection: Not applicable (N/A).
• Project timeline: Installation from 01 November 2026 to 31 November 2026, display from 01 December 2026 to 06 January 2027, removal from 07 January 2027 to 13 January 2027.
• Service provider must be available 24/7 during the display period.

• For bid submission and general enquiries: Email [email protected].
• For technical enquiries and clarification: Contact Helen Mahlangu (Buyer). Phone: 011 723 2642. Email: [email protected].
• Do not contact any other ACSA employee regarding this bid.
• ACSA physical address: Western Precinct, Aviation Park, O.R. Tambo International Airport, 1 Jones Road, Kempton Park, Gauteng, 1632. Postal: P O Box 75480, Gardenview, Gauteng, 2047.
• General telephone: +27 11 723 1400. Fax: +27 11 453 9354.

• Submit bid via email only to [email protected].
• Do not email as one large attachment; break submission into at least four attachments of 4MB each.
• Bids submitted after the closing date and time (05 August 2026, 12:00pm) will not be accepted.
• Use official forms provided; do not retype them.
• Ensure all pages of bid documents are signed or stamped at the bottom.
• Mandatory returnable documents include: SBD 3.3 (Priced offer), Declaration of Interest Form and Politically Exposed Persons form, SBD 4 Bidder’s Disclosure Form, Compensation for Injuries on Duty (COIDA) certificate, SBD 6.1 Preference Points Claim Form, Health and Safety Pack.
• Other required documents: Detailed Project Approach, Confidentiality and Non-Disclosure Agreement, B-BBEE Certificate/Scorecard or affidavit, Tax PIN or CSD number, Certificate of Incorporation, Central Supplier Database (CSD) Report, VAT Questionnaire, ACSA Terms and Conditions.
• Failure to provide required documents may render the bid invalid.

Bidder must: 1) Achieve a minimum of 60 out of 100 points in the functionality evaluation. 2) Submit all mandatory returnable documents. 3) Comply with South African tax obligations and provide proof. 4) Adhere to all health, safety, and security regulations (OHS Act, ACSA specs, SAPS vetting). 5) Demonstrate capacity for simultaneous execution across nine airports. 6) Submit original work; AI-generated portfolios are prohibited. 7) Have no conflict of interest with ACSA employees or evaluation committee members.

• Scope: Installation, maintenance, and removal of existing Christmas decorations across nine ACSA airports.
• Key tasks: Install decorations with safe electrical cord covers; perform ongoing maintenance (repair/replace malfunctioning items within 3 days of notification); remove all decorations within 7 days after display ends; dispose of all waste; supply all necessary equipment (lifts, tools); conduct stock audit per airport.
• Additional requirement: Develop a Christmas campaign concept for all nine airports, including marketing collateral, and compile a closeout report with ROI and ROMI analysis.
• Health and safety: Full compliance with Occupational Health and Safety Act and ACSA OHS specifications; submit a project-specific Health and Safety File; personnel may require SAPS vetting (takes up to a week).
• Security: Comply with all security requirements, especially at O.R. Tambo International Airport where certain decor items have special restrictions.
• Permits: Service provider responsible for obtaining all necessary permits (e.g., O.R. Tambo permit costs R580 per person for a 5-day period); include permit costs in budget; report vehicles prior to installation.
• Logistics: Work covers nine airports nationwide; working hours are airport-specific (e.g., O.R. Tambo only between 22h00 and 04h00); decorations stored in various storerooms (some off-site); must demonstrate capacity for simultaneous installations across all sites.
• Quotation must be all-inclusive, covering installation, maintenance, removal, equipment, accommodation, travel, permits, waste disposal, and creative additions.

• Submit a Detailed Project Approach including design ideas and features to enhance festive décor.
• The approach should demonstrate capacity for simultaneous installations across all nine airport sites.

• Provide a Portfolio of Evidence with pictures and summaries of previous Christmas decoration projects.
• Submit proof of previous work (references) such as signed reference letters, purchase orders, contracts, or letters of award.
• Include a detailed resource plan outlining personnel and resources for installation and project delivery.
• Project Manager position is specified as 'Experienced Lead'.

• The service provider is responsible for obtaining all necessary licenses, inspections, and permits.
• Permit costs (e.g., O.R. Tambo International Airport at R580 per person for a 5-day period) must be clearly stipulated in the budget.
• All vehicles must be reported prior to installation for parking arrangements.

• Use the provided SBD 3.3 pricing schedule template.
• Line items include: Personnel (Project Manager, Health & Safety Officer, Installation & Removal Crew) per hour; Permits (personnel and vehicle); Equipment (lifts/scaffolding per day, tools lump sum); Logistics (transportation per km, accommodation per person/night); Materials & Decorations (replacement parts, new decorations lump sum); Contingency percentage; Total excluding VAT; VAT (15%); Total including VAT.
• Clearly stipulate all permit costs. Failure to use this schedule may lead to disqualification.

• Submit a fully completed pricing schedule using the provided SBD 3.3 template.
• Pricing schedule includes line items for: Personnel (Project Manager, Health & Safety Officer, Installation & Removal Crew) per hour; Permits (personnel and vehicle); Equipment (lifts/scaffolding per day, tools lump sum); Logistics (transportation per km, accommodation per person/night); Materials & Decorations (replacement parts, new decorations lump sum); Contingency percentage.
• Clearly stipulate all permit costs (e.g., O.R. Tambo permit at R580/person).
• Failure to use the prescribed pricing schedule may lead to disqualification.
• Disbursements will be reimbursed at actual cost upon submission of certified invoices.
• Prices must remain firm for a validity period of 120 business/working days.

• Tax compliance: Submit a valid Tax Compliance Status (TCS) PIN from SARS or, if not available, a Central Supplier Database (CSD) number. For consortia/joint ventures, each party must submit separate TCS/CSD documentation.
• B-BBEE: Submit a B-BBEE Certificate and Scorecard or BBBEE QSE/EME affidavit. Points are awarded based on B-BBEE status level.
• Other mandatory documents: Declaration of Interest Form and Politically Exposed Persons form; SBD 4 Bidder’s Disclosure Form; valid COIDA certificate; SBD 6.1 Preference Points Claim Form.
• Company registration: Provide Certificate of Incorporation showing ownership split.
• Authenticity: Submit original work; AI-generated images or portfolios claiming others' work are prohibited and will lead to disqualification.
• Security vetting: ACSA is a National Key Point; bidders may be subject to security vetting; non-compliance will result in no contract.
• Confidentiality: Sign and return a Confidentiality and Non-Disclosure Agreement.

• Full compliance with the Occupational Health and Safety Act and ACSA's specific OHS specifications is mandatory.
• Submit a comprehensive, project-specific Health and Safety File compliant with ACSA standards.
• Exercise extreme caution; any damage to public or private property is the service provider's responsibility and must be repaired/replaced at no cost to ACSA.
• All personnel requiring permits will undergo SAPS vetting, which can take up to one week.
• Comply with all security requirements, especially at O.R. Tambo International Airport where certain decor items have special security restrictions.

• Proper disposal of all waste generated from the work (e.g., zip ties, tape, packaging materials) is required, leaving display areas clean and free of debris.
• The close-out report must include a cost overview and any savings achieved.

• Contract duration: Not explicitly stated, but bid validity period is 120 business/working days.
• Confidentiality: ACSA will not disclose bidder information without written approval; bidders must not disclose ACSA information without written approval; third-party consultants must sign confidentiality agreements.
• ACSA reserves rights: To award whole or part of bid, split award, negotiate with shortlisted bidders, award to other than highest scorer, reject lowest acceptable bid, or cancel bid.
• Changes to bid documents after closing are not allowed.
• Penalties: Fraudulent claims may lead to disqualification, contract cancellation, cost recovery, restriction from state business for up to 10 years, or criminal prosecution.
• Security: ACSA is a National Key Point; bidders must comply with security vetting requirements.