Maintenance of the aeronautical ground lighting system at mthatha airport for 36 months (SCMU10-26/27-0020)

Closing

• 16 November 2026 at 11:00, submitted on eSubmission.
• Note: one section of the bid document states the closing date as Monday 09 November 2026 at 11:00. Bidders should confirm the closing date with the department.

Document availability

• Bid documents available from 09:00 on Friday 23 October 2026 on www.ectransport.gov.za and www.etenders.gov.za.

Briefing

• No site inspection and no bidders' meeting will be held.

Other

• Bid validity: 90 days from the closing date.
• Additional information requested by the employer must be furnished within seven days of the request.
• The successful bidder has three months from commencement of the contract to submit the required training.
• CSD registration report must have been printed at least ten days before the closing date.

Technical enquiries

• Name: Noah Khopotse
• Email: [email protected]
• Telephone: 060 987 6975
• Alternative number listed in the bid notice: 079 927 3455

Supply chain management enquiries

• Name: Pilasande Nqikashe
• Email: [email protected]
• Telephone: 067 419 8001

E-submission technical support (National Treasury)

• Email: [email protected]
• Telephone: +27 (0)12 406 9222 / 012 406-9229 / 012 312-5000

Issuing department

Department of Transport

Private Bag X0023

Bhisho

5605

• Telephone: (043) 6047 544
• Fax: (086) 648 6340

Service delivery site

Mthatha Airport

Mthatha

Eastern Cape

Submission method

• Electronic submission only, via the eSubmission facility on the eTender Publication Portal.
• Closing: 16 November 2026 at 11:00.
• A walkthrough video for eSubmission is linked in the bid notice.
• Late, posted, telephonic or faxed bids will not be considered.
• One envelope, marked on the outside with the bidding company's name and the bid number.
• Bid documents must be submitted as issued; unbound and rebound documents may be rejected.
• All forms must be completed in black ink. Errors must not be erased — strike through, write the correction above and initial it. Unauthenticated alterations or incomplete particulars may disqualify the bid.
• No qualifications or unauthorised amendments to the bid form are permitted.
• Bidders may withdraw a bid in writing before the closing date and time without liability.
• Technical queries on eSubmission: National Treasury, [email protected], +27 (0)12 406 9222, 012 406-9229, 012 312-5000.

Returnable documents

• SBD 1 (Invitation to Bid): bidder identification and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule): firm pricing for the contract period, ceiling price inclusive of VAT and disbursements.
• SBD 4 (Declaration of Interest): discloses any director, partner or employee who is employed by the state or connected to the department.
• SBD 6.1 (Preference Points Claim Form): claims preference points for the stated specific goals.
• SBD 7.2 (Contract Form for Services): signed on acceptance of the bid.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• Tax Compliance Status PIN and CSD registration report.
• Letters of reference from previous clients, on the client's letterhead, with office telephone details.
• Proof of UIF registration and proof of workmen's compensation.
• Proof of liability insurance cover of R1 million.
• Proof of CIDB registration, grade 3EP or higher.
• Proof of physical office address (CSD primary address is used).
• CVs and qualifications for key personnel and support staff.
• Consortium or joint venture bidders must attach agreements signed by all partners.

Disqualification risks

• Any returnable document omitted, incomplete or unsigned.
• Failure to meet the minimum requirements, which renders a bid non-responsive.
• Wages proposed below the applicable sectoral determination minimum.
• Additional items not originally included in the bid document.
• Unbalanced rates that the bidder fails to adjust within seven days of being called upon to do so.

System

• 80/20 preference point system under the Preferential Procurement Policy Framework Act and the 2022 Regulations.
• Two phases: functionality first, then price. Functionality is scored separately to test responsiveness.
• Final score = price points + preference points for specific goals. Functionality points are not carried into the final score.
• Points are rounded to two decimals.

Minimum qualifying score

• Functionality: 60%. A bid scoring below 60% is disqualified.

Functionality (100 points)

• Company experience relevant to the scope of work: 40 points.
• Three or more contracts of R2 million each in AGL work within the last five years: 5.
• Two such contracts: 3.
• One such contract: 2.
• Evidence: award letters on the client's letterhead, signed by an authorised official.
• Locality: 35 points, based on the CSD primary address.
• Company based in the district where the work is performed: 5.
• Company based elsewhere in the Eastern Cape: 3.
• Company based outside the Eastern Cape: 1.
• Experience of key personnel and support staff: 25 points.
• Key personnel with six or more years' supervisory experience in AGL systems and support staff with three or more years' AGL experience: 5.
• Key personnel with four to five years and support staff with two to three years: 4.
• Key personnel with at least three years and support staff with one year: 3.
• Evidence: CVs with relevant qualifications.
• Scoring scale: 1 poor, 2 acceptable, 3 good, 4 very good, 5 excellent. Panel percentages are averaged.

Price (80 points)

• Lowest acceptable price receives 80 points; other bidders score proportionately using the prescribed formula.

Preference points (20 points)

• Claimed on SBD 6.1 and supported by proof.
• Specific goals include ownership by historically disadvantaged individuals (black, women, youth and disabled ownership) and locality.
• Black ownership points are calculated from the percentage black ownership equity shown on the CIPC or CSD record, out of a maximum of 5 points.
• Locality points: preferred CSD address in the Eastern Cape scores 10; an Eastern Cape address unchanged for the last three years scores 7; an address outside the Eastern Cape, or an Eastern Cape address held for less than three years, scores 3.
• Locality means a fully functional office in the Eastern Cape; a satellite office is one staffed full time by no more than three people.
• Proof of ownership equity status and proof of ownership of the local office rest with the bidder.

Tie-breaks

• Equal total points: the bidder with the highest preference points for goals wins.
• Equal total and preference points: the bidder with the highest functionality points wins.
• Still tied: award decided by drawing lots.
• The department is not obliged to award to the highest or lowest scoring bidder.

Scope

• Maintenance of the aeronautical ground lighting (AGL) system at Mthatha Airport for 36 months, plus ad hoc procurement of spares.
• Price must remain firm for the full contract period; all increases must be built into the price.
• The contractor supplies and maintains all equipment needed to execute the contract, including hand radios (121.3 MHz), communication equipment and a serviceable vehicle fitted with a beacon light, branding on both sides and a radio. A serviceable vehicle must be on site during working hours at all times.
• Training needs are for the contractor's account.
• All faults and required spares must be reported to the airport authority.

Runway lights — daily: check edge, approach, taxiway edge, threshold and end lights for burnt-out lamps, broken fittings and lenses and replace; check alignment and adjust; check CCR operation and each brightness level and repair or replace fuses, circuit breakers, IGBT cards and lightning arrestors. Weekly: tighten fasteners, treat corrosion and paint or replace rusted parts, clean lenses and reflectors. Monthly: insulation resistance tests on primary cables of each circuit; inspect primary and secondary cable connections and plugs for faults and burns and replace; fault-find and repair circuits; check and clean seals on threshold and end lights.

PAPI (precision approach path indicators) — daily: check all lights for burnt-out lamps, broken fittings and lenses and replace. Monthly: tighten fasteners, treat corrosion and paint or replace rusted parts, clean lenses and reflectors, check alignment and angles and report misalignment.

Indicator boards — daily: check all lights and replace faulty lamps, fittings and lenses. Monthly: tighten fasteners, treat corrosion and paint or replace rusted parts, clean boards, check and report misalignment.

Windsock and lights — daily: check socks and lights for burnt-out lamps, damaged socks and lenses and replace. Monthly: tighten fasteners, treat corrosion and paint or replace rusted parts, clean the unit, check and report misalignment.

Strobe lights — daily: check lamps and lenses and replace as needed. Monthly: tighten fasteners, treat corrosion and paint or replace rusted parts, clean the unit, check and report misalignment.

Apron flood lights — daily: check lamps and lenses and replace as needed. Monthly: tighten fasteners, treat corrosion and paint or replace rusted parts, clean the unit, check and report misalignment.

Generators

• Units on site: Volvo VP-239966, Caterpillar 7W9160 and Kirloskar 4R1040 (jockey pump generator).
• Daily: check water and coolant levels, oil level, battery voltage for diesels and for the panel, diesel temperature heaters, and any fuel, coolant or oil leaks.
• Weekly: clean and dust the generator room; run a one-hour test and record system frequency, phase-to-phase and phase-to-neutral voltages, system currents, power in watts, engine temperatures, synchronisation with mains and run time; check the change-over switch.
• Monthly: run a mains failure test before normal airport operating hours and record start-to-online time, line currents, system frequency, phase-to-phase and phase-to-neutral voltages, system currents, power in watts, engine temperatures, synchronisation with mains, run time and stop-to-offline time; check the change-over switch.
• A service report and job card must be issued to the airport authority after the annual service.

UPS and CCR

• Daily: check serviceability of the UPS and CCR and report faults to the airport authority.
• Annual: service the UPS and CCR, report, and replace spares such as batteries where necessary. A service report and job card must be issued to the airport authority.
• Once-off procurement of a UPS: 93HD 120 kVA, 3 in 3 out, 6 pulse.

Personnel and capability

• Minimum of two skilled electricians.
• Personnel must be able to read and interpret wiring diagrams and floor plans.
• PPE must always be compliant, including earmuffs and gloves.
• Personnel must understand ICAO Annex 14 and other design manuals, and SANS 10142-1 and other SABS manuals.
• Employees may not work shifts longer than 12 hours; random night supervision must be provided on site.
• Personnel must be able to communicate in the dominant language of the area.
• Staff files with scholastic, registration and medical certificates and security clearances must be kept at the contractor's headquarters and be available for inspection.
• A sign-in and sign-out register must provide physical evidence of employee presence on site; data sheets must be submitted with payment certificates.
• All employees must know the site emergency plans and procedures.

Access control at Mthatha Airport

• All persons working at the airport must be screened by the South African Police Services; a clear criminal record is required for an airport permit.
• Permits issued by the airport authority must be worn at all times.
• Vehicles entering or leaving the airport are searched under civil aviation regulations; vehicles needed airside require a valid airport authority permit.
• All employees must complete airside induction training at the contractor's cost.

Spares and material

• Spares and material are supplied by the appointed service provider as and when required, on request for quotation from the end user.
• The provider submits a retail price list and charges retail price plus a mark-up of no more than 10%, and must offer a discount on the retail price list.
• Additional work is discussed between the contractor and the department.

Site restrictions

• Erecting, installing or altering structures or equipment on site requires prior written approval; no domestic housing is allowed on site.
• The employer is not liable for loss or damage to contractor equipment from theft or vandalism; the contractor replaces it at its own cost.

The service provider maintains the aeronautical ground lighting system at Mthatha Airport for 36 months and procures spares on an ad hoc basis.

• Minimum CIDB grading: 3EP (Electrical).
• Price must remain firm for the contract period, with all increases calculated into the price.

Runway lights

• Daily: inspect edge, approach, taxiway edge, threshold and end lights for burnt-out lamps, broken fittings and lenses and replace as needed; check and adjust alignment; check CCR operation and each brightness level and repair or replace fuses, circuit breakers, IGBT cards and lightning arrestors.
• Weekly: tighten fasteners, treat corrosion and paint or replace rusted parts, clean lenses and reflectors.
• Monthly: insulation resistance testing on primary cables of each circuit; inspect primary and secondary cable connections and plugs for faults and burns and replace; fault-find and repair circuits; check and clean seals on threshold and end lights.

PAPI units

• Daily: check all lights for burnt-out lamps, broken fittings and lenses and replace as needed.
• Monthly: tighten fasteners, treat corrosion and paint or replace rusted parts, clean lenses and reflectors, check alignment and angles and report misalignment to the authorities.

Indicator boards, windsocks and lights, strobe lights and apron flood lights follow the same pattern: daily inspection and replacement of faulty lamps, fittings and lenses, and monthly fastener tightening, corrosion treatment, cleaning and reporting of misalignment.

Key personnel

• Project leader or supervisor: at least three years' experience in aeronautical ground lighting systems.
• Accredited electrician with a wireman's licence as an installation electrician.
• Accredited member of ECASA (Electrical Contractor Association of South Africa).
• Qualification in AGL 1, 2 and 3 (airport maintenance).
• Certificate in theory of switching procedures for medium voltage systems.

Support staff

• At least one year's experience in aeronautical ground lighting systems at an airport.
• Electrician with trade certificates.
• Experience working on medium to high voltage systems.
• CVs and qualifications must be attached.

Company experience

• At least one contract of R2 million or more completed in the last five years in aeronautical ground lighting systems.
• Proof of CIDB registration, grade 3EP or higher.
• Evidence of experience must include the nature of the work, duration of the contract, value of the work and year completed, supported by a bid award letter or signed contract on the client's letterhead.
• Proof of a physical office address, using the CSD primary address.
• Failure to meet any minimum requirement may render the bid non-responsive.

Functionality scoring of experience

• Company experience relevant to the scope: 40 points (three or more R2 million AGL contracts in five years = 5; two = 3; one = 2; award letters on client letterhead signed by an authorised individual required).
• Locality: 35 points (district where the work is performed = 5; elsewhere in the Eastern Cape = 3; outside the Eastern Cape = 1; CSD primary address used).
• Key personnel and support staff experience: 25 points (six or more years' supervisory AGL experience plus three or more years' support staff experience = 5; four to five years plus two to three years = 4; at least three years plus one year = 3; CVs with qualifications required).
• Total functionality points: 100.

Pricing basis

• All bid rates must include VAT.
• Prices must remain firm for the full contract period.
• The ceiling price on the SBD 3.1 Pricing Schedule must reflect all costs, including VAT and disbursements.
• The overall price must be in Rand and inclusive of VAT where applicable.
• Fees charged may not exceed the rates issued by the Department of Labour.
• Staff salaries must be market related; wages below the applicable sectoral determination minimum will lead to rejection.
• Spares are charged at retail price plus a mark-up of no more than 10%, with a discount offered on the retail price list.

Returnable pricing and related documents

• SBD 3.1 (Pricing Schedule): firm pricing for the contract period, inclusive of VAT and disbursements.
• SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 7.2 (Contract Form for Services) and SBD 8 (Past Supply Chain Management Practices).
• Tax Compliance Status PIN and CSD registration report.
• Reference letters from previous clients on the client's letterhead with office telephone details.

Pricing

• All bid rates must include VAT.
• Prices must remain firm for the full 36-month contract period.
• The ceiling price on the SBD 3.1 Pricing Schedule must reflect all costs, including VAT and disbursements.
• The overall price must be in Rand and inclusive of VAT where applicable.
• Fees charged may not exceed the rates issued by the Department of Labour.
• Staff salaries must be market related; bids proposing wages below the applicable sectoral determination minimum will be rejected.
• Spares are charged at retail price plus a mark-up of no more than 10%, with a discount offered on the retail price list.

Insurance

• Proof of liability cover to the value of R1 million is required; failure to comply renders the bid non-responsive.
• Insurance underwriter's certificates must be furnished on the effective date of the agreement.
• The employer, its officers, agents and employees must be named as additional insured parties.
• The insurer must give 30 days' prior written notice of cancellation or material alteration of the policy.
• The insurer must waive rights of subrogation against the employer, and the policy must include a cross-liability clause.
• The contractor's indemnity liability is limited to the public and product liability cover.

Other financial terms

• Bid validity: 90 days from the closing date.
• The department will not reimburse any costs incurred in preparing a bid.
• Failure to produce the registers specified in the project specification may result in a deduction of 5% of the invoice amount.
• Invoices are certified by a project steering committee before payment.
• A bidder who fails to enter into a contract after acceptance, or who withdraws within the validity period, is liable for additional costs incurred in re-advertising or accepting a less favourable bid.

Registration and tax

• Registration on the Central Supplier Database (CSD) is mandatory before submitting the bid; no contract will be signed until CSD registration is confirmed.
• The CSD registration report must have been printed at least ten days before the closing date.
• A SARS Tax Compliance Status PIN must be submitted and must be valid at any time before award.

Statutory and insurance documents

• Proof of UIF registration.
• Proof of workmen's compensation.
• Proof of liability insurance cover of R1 million.

Construction and technical registration

• CIDB registration, grade 3EP or higher (Electrical).
• Accredited electrician with a wireman's licence as an installation electrician.
• Accredited membership of ECASA (Electrical Contractor Association of South Africa).
• Qualification in AGL 1, 2 and 3 (airport maintenance).
• Certificate in theory of switching procedures for medium voltage systems.

Company and personnel requirements

• The company must have completed a contract of R2 million or more in aeronautical ground lighting systems within the last five years.
• The project leader or supervisor must have at least three years' experience in AGL systems.
• Support staff working at the airport must have at least one year's experience in AGL systems, hold an electrician trade certificate and have experience on medium to high voltage systems.
• CVs and qualifications must be attached.
• Proof of a physical office address is required; the CSD primary address is used.
• Failure to meet any minimum requirement may render the bid non-responsive.

Preference and ownership

• Preference points are claimed on SBD 6.1 and supported by proof of ownership equity status.
• Ownership and locality claims are verified against the CIPC and CSD records.

Other

• The department will not contract with a company whose directors, partners or employees are employed by the state without permission from the executive authority.
• All submitted documents become the property of the Department of Transport.

Occupational Health and Safety Act

• The contractor must comply with the Occupational Health and Safety Act and all regulations and standards promulgated under it, including those carried over from the former Machinery and Occupational Safety Act.
• The contractor acknowledges that it is an employer in its own right with the duties and responsibilities the Act prescribes, and accepts accountability for its employees and sub-contractors.
• The contractor must comply with all health and safety rules implemented by or on behalf of the employer and must report immediately if it cannot comply.
• A duly authorised representative must be appointed to discharge the contractor's duties under section 16(1) and (2) of the Act for the term of the contract.
• The contract constitutes an agreement contemplated in section 37(2) of the Act.

Site safety and personnel

• PPE must always be compliant, including earmuffs and gloves.
• Employees may not work shifts longer than 12 hours.
• Random night supervision must be provided on site at all times.
• All employees must be fully conversant with the site emergency plans and procedures and must support them during an emergency.
• The contractor is responsible for training staff on the emergency plan guidelines provided by the employer's emergency co-ordinator.
• New personnel must be mentored by existing personnel during induction.
• The contractor must provide initial and refresher training so that personnel maintain the expertise required by the specification.
• Required training includes PARTAC and AVOP (refresher every two years), medium voltage training with a certificate, and AGL 1 and 2 with certificates.
• The successful bidder has three months from commencement of the contract to submit the required training.

Airport access

• All persons working at the airport must be screened by the South African Police Services; a clear criminal record is needed for an airport permit.
• Permits must be worn at all times; vehicles are searched on entry and exit and require a permit to operate airside.
• All employees must complete airside induction training at the contractor's cost.

Records

• Staff files with scholastic, registration and medical certificates and security clearances must be kept up to date at the contractor's headquarters and be available for inspection.
• A sign-in and sign-out register must provide physical evidence of employee presence on site, with data sheets submitted together with payment certificates.

Contract period

• 36 months from the date of acceptance of the award or purchase order.
• The successful bidder must sign a service level agreement and the SBD 7.2 contract form immediately on acceptance.
• The latest General Conditions of Contract and contract law apply; where special conditions conflict with the general conditions, the special conditions prevail.

Performance and monitoring

• A project management steering committee comprising departmental contract management, the end user, the service provider and other relevant stakeholders will be established to monitor performance and certify invoices before payment.
• The contractor must attend meetings with officials whenever required.
• The employer may test the service at any time; such tests do not relieve the contractor of its responsibilities.
• The contractor must be able to perform work when required and must provide random night supervision on site.
• Employees may not work shifts longer than 12 hours.
• Strikes by the contractor's personnel may not affect service delivery.

Personnel

• Only personnel approved in writing by the employer may work on site; the employer may require any employee to be withdrawn, without a claim for damages.
• Replacement of key personnel is not allowed except in extreme cases, and replacements must hold equal or higher qualifications, agreed in writing.
• Personnel must be able to communicate in the dominant language of the area.

Sub-contracting and transfer

• Sub-contracting requires prior written consent of the employer, and the contractor remains liable for performance.
• On termination for any reason, the contractor must assist with transferring the service to the employer or a nominated provider and supply the necessary information and documentation, excluding proprietary or confidential material.

Insurance and indemnity

• The contractor is responsible for loss, damage, theft or destruction of Department of Transport property it is contracted to secure, and must report it immediately.
• Insurance underwriter's certificates must be furnished on the effective date of the agreement, naming the employer as an additional insured, with 30 days' notice of cancellation or material alteration, waiver of subrogation and a cross-liability clause.
• The contractor indemnifies the employer against claims arising from its acts or omissions, limited to the public and product liability cover.
• The employer must give prompt notice of any claim or suit and the contractor may participate in its defence.

Other conditions

• The contractor acts as an independent contractor and has no authority to bind the department.
• All documents submitted become the property of the Department of Transport.
• The department will not reimburse bid costs.
• Failure to submit prescribed documentation may render a bid non-responsive.
• Ties in evaluation are resolved by preference points, then functionality points, then drawing lots.

Evaluation runs on the 80/20 preference point system under the PPPFA and the 2022 Regulations, in two phases: functionality and price.

Functionality

• Minimum qualifying score: 60%. Bids below this are disqualified.
• Functionality is scored out of 100 and is not added to the final score; it only establishes capability.
• Panel members' percentages are averaged.
• Company experience relevant to the scope: 40 points (three or more R2 million AGL contracts in five years = 5; two = 3; one = 2; award letters on client letterhead required).
• Locality: 35 points (district where the work is performed = 5; elsewhere in the Eastern Cape = 3; outside the Eastern Cape = 1; CSD primary address used).
• Experience of key personnel and support staff: 25 points (six or more years' supervisory AGL experience plus three or more years' support staff experience = 5; four to five years plus two to three years = 4; at least three years plus one year = 3; CVs with qualifications required).
• Scoring scale: 1 poor to 5 excellent.

Price and preference points

• Price carries 80 points, awarded to the lowest acceptable price with others scored proportionately.
• Preference points for specific goals are calculated separately and added to the price points.
• Points are rounded to two decimals.
• The department is not obliged to award to the highest or lowest scoring bidder.

Tie-breaks

• Highest preference points for goals wins; if still tied, highest functionality points wins; if still tied, award by drawing lots.

Returnable documents for the bid

• SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 7.2 (Contract Form for Services), SBD 8 (Past Supply Chain Management Practices), Tax Compliance Status PIN and CSD registration report, and reference letters on client letterheads with office telephone details.

Briefing and closing

• No site inspection or bidders' meeting.
• Closing: 16 November 2026 at 11:00 on eSubmission. One section of the document states 09 November 2026 at 11:00; bidders should confirm.

Enquiries

• Technical: Noah Khopotse, 060 987 6975, [email protected].
• Supply chain management: Pilasande Nqikashe, 067 419 8001, [email protected].