Request for quotation for an automated meter reading (amr) system

Submit the SBD4 Bidder’s Disclosure form as a returnable document. Bidders must ensure the form is fully completed, signed, and dated. Failure to submit a true and complete disclosure will result in automatic disqualification. Bids must be submitted independently without collusion with competitors. Joint ventures or consortia are permitted but must disclose all relevant details.

SBD4 Bidder’s Disclosure form must be submitted. The form requires disclosure of controlling interests, state employment, relationships with procuring institution employees, and interests in related enterprises. Joint ventures or consortia must be declared, including the association's purpose and combined resources.

Persons or enterprises listed on the Register for Tender Defaulters and/or List of Restricted Suppliers will be automatically disqualified. Bidders with state-employed directors/trustees/shareholders must disclose details. Bidders connected to procuring institution employees must declare relationships. The state may reject bids or take action against bidders providing false declarations.

Bidders must declare if they, their directors, trustees, shareholders, members, partners, or any person with controlling interest are employed by the state. If applicable, provide full names, identity numbers, and state employee numbers. Bidders must disclose any relationship with employees of the procuring institution (South African Airways). Bidders must declare any interest in related enterprises, whether or not they are bidding for this contract. Bidders listed in the Register for Tender Defaulters or the List of Restricted Suppliers will be automatically disqualified. Bids must be prepared independently without consultation or agreement with competitors. Collusive bidding is prohibited, except for joint ventures or consortia. Bidders must certify that no discussions, agreements, or arrangements have been made with officials of the procuring institution regarding the bid. Suspicious bids may be reported to the Competition Commission, National Prosecuting Authority (NPA), or result in a 10-year restriction from public sector business under the Prevention and Combating of Corrupt Activities Act.

Bidders must adhere to principles of transparency, accountability, impartiality, and ethics as per the Constitution of South Africa. Bidders must declare any conflicts of interest, state employment, or relationships with procuring institution employees. Collusion with competitors is prohibited. Joint ventures or consortia are allowed but must be disclosed. Bidders must not have been involved in drafting specifications or terms of reference. False or incomplete disclosures may lead to bid rejection, legal action, or a 10-year public sector business restriction.

Submit the following as part of your quotation:

• Proposal for supply, installation, configuration, and commissioning of the AMR system.
• Maintenance plan for the AMR system, including installed meters (calibration, fault finding, remedial actions).
• Quotation for any new installations (requires client approval before execution).
• Contingency reporting plan: must provide a report within 48 hours of identifying a contingency via diagnostic data points.
• Backup and disaster recovery plan: ensure all external access traverses secure gateways (strong firewalling, SSL connection termination for web browsers).

Compliance with South African National Standards (SANS 1524, SANS 62052, SANS 62053, SANA 10142) required. POPIA compliance mandatory for data privacy and protection. Service provider must demonstrate capability for system maintenance, calibration, and fault resolution. Ability to provide service coverage across multiple provinces (Gauteng, Western Cape, Eastern Cape) required.

Scope: Supply, install, configure, and commission an Automated Meter Reading (AMR) system for electricity and water across South African Airways sites.

Sites included:

• Airways Park (Johannesburg)
• South African Airways Technical (Johannesburg)
• South African Airways Cargo (Johannesburg)
• Inflight Services (Johannesburg)
• South African Airways Cargo (Cape Town)
• South African Airways Technical (Cape Town)
• South African Airways Cargo (Port Elizabeth)
• South African Airways Technical (Port Elizabeth)
• South African Airways Cargo (East London)
• South African Airways Technical (East London)

System requirements:

• Enable remote reading, monitoring, and data collection to improve billing accuracy, detect losses, and enhance operational efficiency.
• Comply with South African National Standards: SANS 1524, SANS 62052, SANS 62053, SANA 10142.
• Ensure POPIA compliance for data privacy and protection.

Service requirements:

• Service availability: 98% or greater (average over one month), with a guaranteed minimum of 95%.
• Data storage: Record and save data for a minimum of five years, readily available and extractable.
• Data integrity: Verify data and provide monthly reports indicating trends, outliers, and anomalies.
• Contingency reporting: Submit a report within 48 hours of identifying a contingency.
• Backup and disaster recovery: Secure external access via strong firewalling and SSL connection termination.

Functionality:

• Web-based user interface for:
• Site configuration (name, address).
• Meter configuration (serial number, type, channels, read frequency, access passwords).
• Communications modem configuration (IP address, network provider).
• Scalable AMR platform supporting GPRS wireless IP connectivity.
• Daily automatic meter reading, including:
• 2-channel energy (active and reactive) with min/max voltage per phase (red, white, blue).
• Interval meter data collected in 30-minute intervals.
• Manage data importation, tariff configuration, and linkage to specific LPUs.
• Database storage of time-interval data, meter events, and exceptions reporting.
• Time difference reporting, meter and market register reporting.

Repairs and maintenance:

• Maintain the AMR system and installed meters.
• Calibrate meters as needed and conduct fault finding and remedial actions.
• Handle new installations with prior client approval and submitted quotation.

Tariffs:

• Apply current and valid tariffs for billing purposes.
• Update tariffs as changes occur across all sites in different provinces.

Installed meters: 26 meters across all sites (detailed list available in the document).

The system must comply with the following standards and regulations:

• South African National Standards: SANS 1524, SANS 62052, SANS 62053, SANA 10142.
• POPIA compliance for data privacy and protection.

Compliance with the following is required:

• South African National Standards: SANS 1524, SANS 62052, SANS 62053, SANA 10142.
• POPIA (Protection of Personal Information Act) for data privacy and protection.

The service provider will be responsible for:

• Servicing the AMR system and conducting monthly audits to verify collected data.
• Ensuring service availability of 98% or greater (average over one month), with a guaranteed minimum of 95%.
• Providing secure external access via strong firewalling and SSL connection termination.
• Maintaining installed meters, including calibration and fault finding.
• Submitting quotations for new installations, requiring client approval before execution.

Special conditions include:

• Contingency reporting: Submit a report within 48 hours of identifying a contingency via diagnostic data points.
• Backup and disaster recovery: Ensure all external access traverses secure gateways (strong firewalling, SSL connection termination).
• Maintenance: Responsible for AMR system and meter maintenance, including calibration and fault resolution.
• New installations: Require prior client approval and a submitted quotation.

Evaluation will focus on the functionality of the proposed AMR system, including its ability to:

• Support web-based configuration for sites, meters, and modems.
• Provide scalable GPRS wireless IP connectivity.
• Perform daily automatic meter reading with 30-minute interval data collection.
• Manage reading exceptions, tariff updates, and data importation.
• Store and report time-interval data, meter events, and anomalies.

Closing date: 8 July 2026 at 16:00. RFQ validity period: 90 days from issue date (29 June 2026).

Email: [email protected]. Department: Global Supply Management (SAA Business Unit).

Submit quotations via email to [email protected]. Maximum email attachment size is 2MB. If files exceed this, send in parts or provide a downloadable link (SAA is not responsible for corrupt links). Late or incomplete submissions will be disqualified. Required returnable documents: SAA Vendor Document (Annexure 1), SBD 4 Document (Annexure 2), General Conditions of Contract (Annexure 3). All documents must be completed, signed, and submitted by the closing date and time.

Required documents: (1) SAA Vendor Document (Annexure 1), (2) SBD 4 Document (Annexure 2), (3) General Conditions of Contract (Annexure 3). Submit via email to [email protected] (max 2MB per email; split or link if larger). Late or incomplete submissions are disqualified.

Scope: Provide meter reading services at SAA Group premises (OR Tambo International Airport, Cape Town, Port Elizabeth, East London). Detailed scope in Annexure 4. Service providers must submit fair and reasonable pricing. SAA reserves the right to negotiate contract terms, including pricing. Deliverables include supply, installation, commissioning, monitoring, hosting, support, and maintenance of an AMR system. System must meet operational requirements for usability, maintainability, functionality, efficiency, scalability, security, and correctness.

Bidders must demonstrate relevant AMR experience via reference letters on client letterhead, including: verifiable client contact details, scope of work, number of meters, contract duration, and contract value. Scoring: >20 meters = 50%, 10-19 meters = 25%, <10 meters = 0%. Number of valid references: 3+ = 30%, 2 = 20%, 1 = 10%, none = 0%.

Use SAA’s provided pricing schedule. Pricing must be exclusive of VAT and firm (fixed, subject only to VAT changes). Breakdown required for: (A) Supply, Installation, and Commissioning (one-time costs), (B) Monthly Monitoring, Hosting, and Support (recurring), (C) Repairs and Additional Services (rates per call-out, meter, hour, or unit).

Pricing must use SAA’s provided pricing schedule (no other formats accepted). All prices must be exclusive of VAT and firm (fixed, subject only to statutory VAT changes). Pricing must be broken down by individual components (e.g., integration, configuration, commissioning, training, hosting, monitoring, maintenance). Three pricing sections: (A) Supply, Installation, and Commissioning (one-time costs), (B) Monthly Monitoring, Hosting, and Support (recurring), (C) Repairs, Maintenance, and Additional Services (rates per call-out, meter, hour, or unit).

Mandatory: Valid Original Tax Clearance Certificate (submit if SAA does not have a current one; vendor must ensure SAA always has a valid certificate). Valid Letter of Good Standing (proof required). 100% compliance with statements of compliance (Yes/No with supporting evidence). Failure to comply results in disqualification. B-BBEE: Minimum Level 1-2 for preference points (10 points). 30%+ black women-owned companies earn 10 points. Non-compliant or B-BBEE Level 3-8 = 0 points. Acceptable evidence: B-BBEE Certificate, Sworn Affidavit, or CIPC Certificate (consolidated for JVs). EME/QSE: 51% Black Owned (B-BBEE Certificate, Sworn Affidavit, or CIPC Certificate).

Specific Goals (20 points): B-BBEE Level 1-2 = 10 points, 30%+ black women-owned = 10 points. Non-compliant or B-BBEE Level 3-8 = 0. Evidence: B-BBEE Certificate, Sworn Affidavit, or CIPC Certificate (consolidated for JVs). EME/QSE: 51% Black Owned (B-BBEE Certificate, Sworn Affidavit, or CIPC Certificate).

All goods/services are subject to SAA General Conditions of Contract. Purchases require an official purchase order; no delivery before order/contract receipt. Vendors must certify acceptance of SAA’s General Conditions of Contract and accuracy of submitted information.

Mandatory: 100% compliance with statements of compliance (Yes/No with evidence). Valid Letter of Good Standing (proof required). Valid Tax Clearance Certificate (submit if SAA lacks a current one). Demonstrate credible AMR system/software/platform. Failure to meet any requirement results in disqualification.

Evaluation stages: (1) Administrative (returnable documents), (2) Substantive (mandatory requirements), (3) Technical/functional (70% threshold), (4) Price (80 points), (5) Specific Goals (20 points). Bidders must meet all mandatory requirements to proceed. Functional criteria: reference letters (50%), number of references (30%), AMR system capabilities (20%). Minimum technical threshold: 60%. Specific Goals: B-BBEE Level 1-2 (10 points), 30%+ black women-owned (10 points).

Eligibility is governed by standard public sector criteria: the bidder must be tax-compliant with a valid SARS tax clearance certificate; must not be restricted or listed on the National Treasury's database of prohibited suppliers; must not engage in corrupt, fraudulent, or collusive practices as defined; and must be capable of meeting the contractual obligations, including potential local content and NIP obligations. Foreign suppliers are responsible for taxes/duties outside South Africa.

• The goods supplied must conform to the standards specified in the bidding documents and specifications.
• The supplier must not disclose any contract documents, specifications, plans, drawings, patterns, samples, or information provided by the purchaser without prior written consent, except to employees for contract performance under confidentiality.
• The supplier must not use any such documents or information except for performing the contract.
• All documents (other than the contract) remain the purchaser's property and must be returned upon request after contract completion.
• The supplier must permit the purchaser to inspect and audit records related to contract performance.
• All pre-bidding testing is at the bidder's expense.
• If inspection is a bid condition, the bidder's premises must be open at reasonable hours for inspection by the purchaser's representative.
• If inspections are decided during the contract period without prior mention, the purchaser arranges and pays for them.
• If inspections show supplies comply, the purchaser bears the cost; if non-compliant, the supplier bears the cost.
• Non-compliant supplies or services may be rejected.
• Supplies may be inspected, tested, or analyzed on or after delivery and rejected if non-compliant; rejected supplies are held at supplier's cost and risk and must be removed and substituted immediately at supplier's expense.
• If not removed, rejected supplies are returned at supplier's cost and risk; if substitute supplies are not provided, the purchaser may purchase necessary supplies at supplier's expense.
• These inspection provisions do not prejudice the purchaser's right to cancel the contract for breach.

• Goods must conform to standards in bidding documents and specifications.
• Supplier must maintain confidentiality of contract documents and information; disclosure only to employees for performance under confidence.
• Supplier must not use documents/information except for contract performance.
• Documents remain purchaser's property and must be returned upon request after performance.
• Purchaser may inspect and audit supplier's performance records.
• Pre-bidding testing at bidder's expense.
• If inspection is a bid condition, premises open for inspection by purchaser's representative.
• If inspections decided during contract, purchaser arranges and pays.
• Inspection costs borne by purchaser if supplies comply; by supplier if non-compliant.
• Non-compliant supplies/services may be rejected.
• Supplies may be inspected on/after delivery and rejected if non-compliant; rejected supplies held at supplier's cost/risk, must be removed and substituted immediately at supplier's expense.
• If not removed, returned at supplier's cost/risk; if substitutes not provided, purchaser may purchase at supplier's expense.
• Inspection rights do not prejudice purchaser's right to cancel contract for breach.

• No contract shall be concluded with any bidder whose tax matters are not in order. A valid original tax clearance certificate from SARS must be submitted prior to award.
• The National Industrial Participation (NIP) Programme administered by the Department of Trade and Industry applies to all contracts subject to NIP obligation.
• Collusive bidding (bid rigging) is prohibited under the Competition Act. If engaged in restrictive practices, the purchaser may refer to the Competition Commission, invalidate bids, terminate contract, restrict from public sector business for up to 10 years, and/or claim damages.
• Suppliers must comply with all applicable South African laws and regulations.

• The General Conditions of Contract (GCC) form part of all bid documents and may not be amended.
• Special Conditions of Contract (SCC) supplement the GCC for specific bids; in case of conflict, SCC provisions prevail.
• GCC applies to all bids, contracts, and orders including functional and professional services, sales, hiring, letting, and granting/acquiring rights, excluding immovable property unless stated otherwise.
• Definitions include key terms like closing time, contract, contract price, corrupt practice, fraudulent practice, goods, services, local content, imported content, and force majeure.
• The purchaser is not liable for bid preparation expenses; a non-refundable document fee may apply.
• Bids are published in the Government Tender Bulletin (available from Government Printer or www.treasury.gov.za).
• Supplier must indemnify purchaser against third-party patent, trademark, or industrial design infringement claims.
• Performance security (bank guarantee, irrevocable letter of credit, or certified cheque) must be provided within 30 days of award, as specified in SCC, and returned within 30 days after performance completion.
• Packing must prevent damage during transit, withstand rough handling, extreme conditions, and consider destination remoteness; must comply with special requirements in contract/SCC.
• Delivery and documents as per contract terms; details specified in SCC.
• Goods must be fully insured in freely convertible currency as per SCC.
• Transportation pricing details specified in SCC.
• Incidental services (e.g., on-site assembly, tools, manuals, training) may be required as per SCC; prices agreed in advance and not exceed prevailing rates.
• Spare parts provisions as per SCC, including advance notification of production termination and furnishing blueprints/drawings/specifications at no cost if requested.
• Warranty: goods must be new, unused, current models with all recent improvements; warranty valid for 12 months after delivery acceptance or 18 months after shipment, whichever earlier (unless SCC specifies otherwise). Supplier must repair/replace defective goods promptly at no cost.
• Payment method and conditions specified in SCC; invoice with delivery note required; payment within 30 days of invoice submission, in Rand unless SCC states otherwise.
• Prices cannot vary from bid except as authorized in SCC or bid validity extension.
• Contract amendments require written agreement signed by parties.
• Supplier cannot assign obligations without purchaser's prior written consent.
• Supplier must notify purchaser of all subcontracts if not already specified in bid.
• Delivery and services must follow purchaser's schedule; delays require prompt written notification; purchaser may extend time with or without penalties.
• Purchaser may procure small quantities or minor services outside contract in emergencies or if supplier's services are unavailable.
• Delays render supplier liable to penalties unless extension agreed without penalties.
• Penalties: purchaser may deduct from contract price based on delayed goods/unperformed services using prime interest rate per day until delivery/performance; may also terminate contract.
• Termination for default: if supplier fails to deliver, perform obligations, or engages in corrupt/fraudulent practices; purchaser may procure similar goods/services at supplier's excess cost, impose restriction penalty (prohibition from public sector business up to 10 years), and require supplier to show cause within 14 days before restriction.
• Restrictions reported to National Treasury within 5 working days and loaded into database of prohibited suppliers.
• Court conviction under Prevention and Combating of Corrupt Activities Act may lead to name on Register for Tender Defaulters, prohibiting public sector business for 5-10 years.
• Force majeure relieves supplier from penalties/damages/termination if delay/failure due to uncontrollable event; supplier must notify purchaser and continue performance reasonably.
• Purchaser may terminate contract if supplier becomes insolvent, without compensation.
• Disputes resolved first by mutual consultation, then mediation (rules in SCC), then South African court.
• Parties continue performance during disputes; purchaser pays due monies.
• Supplier's liability limited: no indirect/consequential damages except for penalties/damages; aggregate liability not exceed contract price except for repairing/replacing defective equipment.
• Contract and correspondence in English.
• Contract interpreted under South African law unless SCC specifies otherwise.
• Notices: bid acceptance by registered/certified mail; other notices by ordinary mail to bid address; time reckoned from posting date.
• Foreign supplier responsible for taxes/duties outside purchaser's country; local supplier responsible until delivery.
• Tax clearance certificate required prior to award.
• NIP Programme applies as per SCC.
• Prohibition of restrictive practices: collusive bidding prohibited; purchaser may refer to Competition Commission, impose penalties, invalidate bids, terminate contract, restrict from public sector business up to 10 years, and/or claim damages.