Chiller and cooling tower services at or tambo international airport — 6-Month contract (CIDB 4me)

Bidding procedure enquiries

• Contact: Lerato Phalo
• Email: [email protected]
• Telephone: 010 207 2000

Submission

• Method: email
• Submission email: [email protected]

Communication rules

• All tender-period communication must go to ACSA's Supply Chain Department, not to the Principal Agent.
• Bidders may not contact any other ACSA employee about this tender.
• Responses to queries are shared with all bidders who responded to the invitation.

Submission method

• Email submission to: [email protected]
• Telephonic, telegraphic, telex and facsimile bids are not accepted.
• Late bids are rejected; proof of posting is not accepted as proof of delivery.
• Alternative bids will not be considered.

Copies and packaging

• Paper parts: one original plus one copy, plus an electronic copy on USB flash drive.
• Mark the packages "ORIGINAL" and "COPY"; the outer package must show only the employer's address and the bid identification details.
• Documents issued electronically must be returned in the same format.
• Documentation in a language other than English must be accompanied by an English translation.
• Do not alter the tender documents; any correction must be initialled by all signatories.

Returnable documents

• SBD 1 (Invitation to Bid): bidder identification and contact details, signed as the offer cover page.
• Form of Offer and Acceptance (C1.1): completed and signed in full — a mandatory administration requirement.
• SBD 4 (Declaration of Interest): discloses whether directors or shareholders are employed by the state or connected to anyone at the employer.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points under the 80/20 system.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses past SCM conduct.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently with no collusion.
• Contract Data (C1.2), Forms of Securities (C1.3), Occupational Health and Safety Agreement (C1.4) and Insurance Schedule (C1.5).
• Pricing Assumptions (C2.1) and Pricing/Activity Schedules (C2.2).
• Appendix 1 contract document: complete, sign and return with the bid.
• Proof of authority to sign, such as a company resolution.
• SARS Tax Compliance Status PIN or CSD number.

Disqualification risks

• Bid received after the closing time.
• Form of Offer unsigned or incomplete.
• Returnable documents not completed in full and in the required form.
• Contacting ACSA employees other than the listed enquiry contacts.

Evaluation stages

1. Stage 1 — responsiveness test: completeness, proper signing and conformity with the tender terms.
2. Stage 2 — mandatory administration criteria: CIDB contractor grading 4ME or higher, and a completed and signed Form of Offer.
3. Stage 4 — functionality (technical) evaluation: minimum qualifying score 80/100; bidders below this are not evaluated further.
4. Stage 4 — price and preference: 80/20 preference point system under the Preferential Procurement Regulations 2022, for bids of R50 million or less.
5. Stage 5 — objective criteria: not applicable.

Functionality scoring (100 points)

• Tenderer's resource proposal: 70 points (qualifications 35, years of experience 35).
• Company references and experience: 30 points.

Qualifications — Site Manager/Supervisor

• SAQA-accredited trade test as Refrigeration Mechanic, Fitter (Fitter & Turner) or Millwright plus an OHS1 training certificate: 20 points.
• The same trade test plus a Mechanical Engineering Diploma or higher plus an OHS training certificate: 35 points.
• Proof of qualification (certificates, registrations, diplomas or degrees) must be attached to the CV.

Years of experience — Site Manager/Supervisor

• 2 to 4 years on maintenance, installation, commissioning, decommissioning or servicing of chiller plants and cooling towers: 20 points.
• More than 4 years on the same work: 35 points.
• Proof of experience must be included in the CV.

Company references

• One reference letter: 15 points; two reference letters: 30 points (maximum 30).
• References must be on the client's letterhead, describe the type of work and reference number, and give a contactable email address and telephone number.

Price and preference (80/20)

• Price: 80 points, scored as Ps = 80(1 − (Pt − Pmin)/Pmin).
• Preference (specific goals): 20 points.
• B-BBEE Level 1: 5; Level 2: 4.5; Level 3: 4; Level 4: 3; Level 5: 2; Level 6: 0.5; Level 7: 0.3; Level 8: 0.1; non-compliant: 0.
• Black youth majority-owned entities: 5 points.
• Black women majority-owned entities: 5 points.
• Company majority owned by people with disabilities: 5 points.
• Failure to meet the specific goals and submit proof scores zero for preference; it does not disqualify the bid.
• Award goes to the highest points scorer unless objective criteria justify another bidder.

Scope

• Annual chiller and cooling tower services at OR Tambo International Airport.
• Contract period: 6 months.
• Work covers maintenance, installation, commissioning, decommissioning, servicing and repairs of chiller plants and cooling towers.
• Site information is provided in Part C4; the scope of work is in Part C3.

Key personnel

• A Site Manager/Supervisor must be proposed, holding a SAQA-accredited trade test (Refrigeration Mechanic, Fitter (Fitter & Turner) or Millwright) and OHS training.
• The Site Manager/Supervisor must have experience on chiller plants and cooling towers; 2 years or more is required, and more than 4 years scores full marks.
• Qualification and experience requirements for the role apply concurrently.

• Pricing: rates and prices are fixed, final and binding for the full contract duration; no contract price adjustment or foreign fluctuation applies.
• Prices must be stated in Rand and include all duties, taxes (except VAT) and levies applicable 14 days before the closing time.
• VAT payable by the employer must be shown separately as an addition to the tendered total.
• Tender validity: 12 weeks (84 days) from the closing time.
• Securities, bonds, guarantees, policies and insurance certificates must be submitted for the employer's acceptance before contract formation, if requested.
• Insurance: cover provided by the employer may not meet the full requirements of the contract; bidders should obtain qualified insurance advice.

Eligibility

• CIDB contractor grading 4ME or higher.
• Registered on the Central Supplier Database (CSD), or a SARS Tax Compliance Status (TCS) PIN.
• Not under any restriction preventing business with the employer; not insolvent, in receivership, under business rescue, bankrupt or being wound up.
• Legal capacity to enter the contract and no conflict of interest.

Tax and registration

• SARS TCS PIN or a printed TCS certificate; where no PIN is available but the bidder is CSD-registered, a CSD number must be provided.
• Consortia, joint ventures and subcontractors: each party must submit its own TCS certificate/PIN/CSD number.

B-bbee

• Claim preference points with an original or certified copy of a valid sworn affidavit, or a B-BBEE certificate from a SANAS-accredited rating agency.
• Joint ventures must submit a consolidated B-BBEE certificate from a SANAS-accredited agency.
• Proof supporting the specific goals claimed must be submitted; without it the bidder scores zero for preference.

Mandatory forms

• Form of Offer (C1.1): signed in full — mandatory administration criterion.
• SBD 1 (Invitation to Bid): bidder details and signature.
• Proof of authority to sign, such as a company resolution.
• Conflict of interest must be declared in the tender submission.