Supply and delivery of flight progress strips (thermal and pre-printed) to atns centres — 5-Year contract

ATNS is a State-Owned Company established in 1993 under the ATNS Company Act, providing air traffic management, communication, surveillance, navigation, and training services across 21 South African aerodromes and 33 African states via VSAT networks. Regulated activities contribute 90% of revenue; non-regulated activities (10%) focus on regional expansion through ATNS International. This tender appoints a service provider for the manufacture, supply, and delivery of Flight Progress Strips (Thermal Paper Strips and Pre-Printed Flight Strips) to various ATNS operational centres for a 5-year period on an as-and-when-required basis. The strips are critical operational tools used by Air Traffic Controllers for recording and managing flight information to support safe, orderly, and efficient air traffic services.

Issue date: 31 August 2026.

Compulsory briefing session: 09 September 2026 at 11h00 CAT, ATNS Aviation Training Academy, Gate 14 Bonaero Drive, Bonaero Park, Kempton Park, 1622, South Africa. Attendance is mandatory; failure to attend results in disqualification.

Clarification queries deadline (before bid closure): 23 September 2026 at 17h00 CAT. Submit using Form of Questionnaire (Appendix A) to Siyabonga Ncube ([email protected], cc [email protected]).

Consolidated responses to queries: 30 September 2026 at 17h00 CAT.

Bid closing date and time: 07 October 2026 at 11h00 CAT.

Bid validity period: 120 days from submission. Extension may be requested in advance with justification; ATNS may approve or decline.

Before bid closure (Demand Management): Siyabonga Ncube, [email protected] (cc [email protected]).

After bid closure (Acquisition Management): Andy Ngubane, [email protected] (cc [email protected]).

General tender enquiries: [email protected], telephone 011 607 1325.

Physical submission address: ATNS Company Limited, Eastgate Office Park, Block C, South Boulevard Road, Bruma, 2298, South Africa.

Online submission: National Treasury e-Submission (e-Tender) system.

All queries must include the reference number and tender description in the subject line.

Submission method: Bids must be submitted either via the National Treasury e-Submission (e-Tender) system or as hard copy. Email submissions are not accepted.

Hard copy requirements: One original, one copy, and one PDF version on USB. Deliver to ATNS Company Limited, Eastgate Office Park, Block C, South Boulevard Road, Bruma, 2298, South Africa.

Bid structure: Three parcels — Parcel A (Administrative and Mandatory, Phases 1 and 2), Parcel B (Functionality/Technical, Phase 3), Parcel C (Price and Specific Goals, Phase 4).

Parcel A contents: Volume 1A (excluding SBD 3.3 and SBD 6.1), Phase 1 administrative requirements, Phase 2 mandatory requirements.

Parcel B contents: Phase 3 functionality requirements.

Parcel C contents: SBD 3.3 (Pricing Schedule – Professional Services), SBD 6.1 (Preference Points Claim Form), CSD Report, CIPC documents, Shareholder certificates, ID copies of shareholders, valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs).

Closing: 07 October 2026 at 11h00 CAT. Late bids will not be accepted.

Disqualification risks: Missing or unsigned returnable forms; late submission; failure to attend compulsory briefing; incomplete pricing schedule; non-compliance with administrative or mandatory requirements.

Four-stage evaluation:

Stage 1 – Administrative Requirements: Valid SARS Tax Compliance Status (TCS) PIN for full 120-day validity period. Non-compliance may lead to rejection or a 7-day window to submit supplementary administrative information only.

Stage 2 – Mandatory Requirements (failure = automatic disqualification):

1. Attendance at compulsory briefing session (sign attendance register).
2. Minimum one contactable reference letter on client letterhead, signed, dated, with contact details, for supply and delivery of flight progress strips completed within past 5 years. Appointment letters or contracts not accepted.
3. Manufacturer data sheets, technical specifications, or product catalogues showing material composition, stiffness, size, paper weight (GSM), and coating type of proposed product.

Stage 3 – Functionality/Technical (sample testing): Bidders passing Stage 2 must submit samples identical to the offered product for 2-week operational testing. Five criteria, each scored 20 (Fully Compliant) or 0 (Non-Compliant):

1. Physical measurement against specification (dimensions and tolerances).
2. Paper weight (GSM), stiffness, and coating compliance.
3. Print quality and image clarity (legibility, contrast, consistency).
4. Compatibility with ATNS printing equipment (no jamming, misfeeds, interruptions).
5. Durability and performance during operational use (integrity, coating, manual pen annotation support).

Minimum qualifying threshold: 100 out of 100 points. Any zero score on an individual criterion disqualifies the bid regardless of total. ATNS may conduct a site visit to the manufacturing facility.

Stage 4 – Price and Preference Points (80/20 system): Price 80 points, Specific Goals 20 points. Specific Goals: 51% Black Owned suppliers (10 points) and 30% Black Woman Owned suppliers (10 points). Evidence required: CSD Report, CIPC documents, Shareholder certificates, ID copies of shareholders, B-BBEE certificate or sworn affidavit. Price formula: Ps = 80(1 – (Pt – Pmin)/Pmin). Applicable to tenders up to R50 million (all taxes included).

Scope: Manufacture, supply, and delivery of Flight Progress Strips to various ATNS operational centres for a 5-year period on an as-and-when-required basis.

Products required:

1. Pre-printed Flight Progress Strips (Shorter) – 145 mm x 25.0 mm.
2. Pre-printed Flight Progress Strips (Longer) – 200 mm x 25.0 mm.
3. Thermal Flight Strips Rolls (145 mm x 25.0 mm) – roll inner diameter ≈ 75 mm, outer diameter ≈ 173 mm, black registration mark breadth 3.0 mm, height 25 mm, spaced at 145 mm.
4. Thermal Flight Strips Rolls (200 mm x 25.0 mm) – roll inner diameter ≈ 50 mm, outer diameter ≈ 173 mm, black registration mark breadth 3.0 mm, height 25 mm, spaced at 200 mm.

Paper weight: 170 gsm ±5% tolerance.

Thermal strips must have no adhesive material on any layer.

Thermal paper top-coating must allow easy hand separation/tearing without scissors.

Strips must support permanent manual pen and pencil annotations by Air Traffic Controllers.

Strips must be compatible with Strip Printer IER 512/400.

ATNS will provide samples at the compulsory briefing for bidder measurements.

Winning bidder must produce samples for authorisation before full production.

Delivery: Within 15 working days of official order (unless agreed otherwise), off-loaded at supplier’s risk and cost to designated ATNS addresses. Official order required before delivery (except emergencies).

Quality: Products should be SABS/SANS certified or equivalent. ATNS may test quality at any time; non-compliance may lead to contract termination. Contractor must adhere to Occupational Health and Safety Act, 1993 (Act No. 85 of 1993) and Construction Regulations 2014 (as amended).

Pricing: Rates for five years to be provided on the attached Pricing Schedule spreadsheet and submitted with bid documents.

Bidder must provide a minimum of one contactable reference letter for supply and delivery of Flight Progress Strips (Thermal Paper Strips and Pre-Printed Flight Strips) completed within the past 5 years. Reference letter must be on client's official letterhead, dated, signed by an authorised representative, and include contact details (phone and/or email) for verification. Letters of appointment, project award notifications, or contracts are not accepted as substitutes. Bidder must indicate bidding structure (Individual, Joint Venture, Consortium, With Sub-Contractors, Other) and primary bidder type (OEM, Authorised Distributor/Reseller, Other). If distributor/reseller, a valid OEM authorisation letter must be attached. JV/consortium members' details (company name, registration number, VAT number, contact person, email, phone, role) must be provided.

Quality standards: Delivery must be of best quality and high class of workmanship. Products should be certified with SABS or equivalent; alternative items accepted conditionally subject to ATNS inspection and testing after receipt. Non-compliance with SABS/SANS specifications requires immediate replacement at no additional cost to ATNS. Quality tests: ATNS may test quality of services at any time; non-compliance may result in contract termination. Functionality testing (Stage 3) includes 2-week operational testing of submitted samples against five criteria (physical dimensions, paper weight/stiffness/coating, print quality, printer compatibility, durability) with a 100/100 minimum threshold. ATNS may conduct site visit and inspection of manufacturing facility. Samples must be identical to the offered product.

Pricing must be submitted on SBD 3.3 (Pricing Schedule – Professional Services), fully completed and signed, included in Parcel C. Rates required for all four product types over the 5-year contract period on the attached Pricing Schedule spreadsheet. All costs must be included in the prescribed format; bids without a price or with incomplete pricing are non-responsive. Omission of any specified cost element (fees, reimbursable costs) may render the schedule non-responsive. Budget amounts in the document are guides only; bidders must submit fair and reasonable costing. Price evaluation uses 80/20 system with formula Ps = 80(1 – (Pt – Pmin)/Pmin). Specific Goals points (20) require submission of CSD Report, CIPC documents, Shareholder certificates, ID copies of shareholders, and B-BBEE certificate or sworn affidavit.

Pricing schedule: SBD 3.3 (Professional Services) must be fully completed, signed, and submitted in Parcel C. All costs over the 5-year contract must be included in the prescribed format. Bids without a price or with incomplete pricing are non-responsive. Omission of any specified cost element (fees, reimbursable costs) may render the schedule non-responsive. Budget amounts in the document are guides only; bidders must submit fair and reasonable costing.

Price evaluation: 80/20 preference point system (price 80 points, specific goals 20 points) for tenders up to R50 million (all taxes included). Price points calculated using formula Ps = 80(1 – (Pt – Pmin)/Pmin).

Specific Goals points (20 total): 51% Black Owned suppliers (10 points) and 30% Black Woman Owned suppliers (10 points). Evidence: CSD Report, CIPC documents, Shareholder certificates, ID copies of shareholders, B-BBEE certificate or sworn affidavit (EMEs/QSEs).

Tax compliance: Valid SARS Tax Compliance Status (TCS) PIN required for full 120-day bid validity period. Each JV/consortium/sub-contractor party must submit separate TCS PIN/CSD number. CSD registration mandatory before award; proof of registration or application must be submitted with bid.

Professional indemnity insurance: Required per contract terms (adequate cover).

Retention clause: Applies for non-satisfactory completion, breach, or confidentiality breaches.

Mandatory compliance documents and registrations:

• CSD registration: Proof of registration or application required with bid; no award without CSD registration.
• SARS Tax Compliance: Valid TCS PIN for full 120-day validity period (or CSD number if PIN unavailable). Each JV/consortium/sub-contractor party must submit separate proof.
• B-BBEE: Valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) required to claim preference points.
• CIPC documents: Company registration documents.
• Shareholder certificates and ID copies of shareholders: Required for Specific Goals verification.
• SBD 1 (Invitation to Bid): Must be completed, signed, and returned; unsigned = non-responsive.
• SBD 3.3 (Pricing Schedule – Professional Services): Fully completed and signed.
• SBD 4 (Bidder’s Disclosure): Declaration of interest.
• SBD 6.1 (Preference Points Claim Form): For claiming Specific Goals points.
• SBD 6.2 (Local Production and Content): If applicable.
• SBD 7.1/7.2 (Contract Form): For goods/services as applicable.
• SBD 8 (Past SCM Practices): Declaration.
• SBD 9 (Certificate of Independent Bid Determination): No collusion declaration.
• Authority to Sign / Board Resolution: Proof of signatory authority.
• POPIA Consent: Protection of Personal Information Act consent form.
• General Conditions of Contract (GCC): Must be accepted.
• Occupational Health and Safety Act, 1993 and Construction Regulations 2014 compliance.
• Professional body registration/accreditation: Proof required where applicable; bids without proof are non-responsive.
• Foreign suppliers: Must complete questionnaire on RSA residency, branch, permanent establishment, income source, and tax liability; if "No" to all, SARS TCS PIN not required.
• No bids considered from persons in service of the state, companies with directors in state service, or close corporations with members in state service.

Contractor must adhere to the Occupational Health and Safety Act, 1993 (Act No. 85 of 1993) and Construction Regulations 2014 (as amended). ATNS values include 'Safety and Customer Centricity: Prioritising customer needs and ensuring that safety is non-negotiable'. No further specific health and safety requirements detailed in the document.

ATNS mission includes ensuring economic, social, and environmental sustainability. No specific environmental requirements or standards detailed for this tender.

Contract duration: 5 years. ATNS reserves the right to vary scope and terms; bidders rely on their own judgment. Successful tenderer engaged subject to acceptance of a contract containing standard Terms and Conditions, including retention clause for non-satisfactory completion, breach of contract, confidentiality clauses, and requirement for adequate professional indemnity insurance. ATNS may withdraw from commitments if circumstances dictate. All designs and documentation submitted by tenderer treated as confidential. ATNS may reject, withdraw, or cancel any or all proposals at any stage before contract award. Procurement process can be postponed or cancelled at ATNS's sole discretion prior to contract conclusion. Negotiation with one or more bidders on terms and price is permitted but does not constitute an award. Contract only concluded when reduced to writing and signed by designated responsible persons of both parties. ATNS may award one contract for all functions or multiple contracts for different functions. Rejection grounds: proven corrupt/fraudulent acts, abuse of SCM system, proven fraud/improper conduct, failure to perform on previous contracts (communicated to National Treasury). General Conditions of Contract (GCC) must be accepted. Additional information may be requested during evaluation; replies due within 7 working days or as indicated; non-compliance may lead to bid being disregarded. No unsolicited additional information accepted. Confidentiality: bid and all related information held in strict confidence, limited to bid preparation. Copyright of all documentation belongs to ATNS; successful bidder may not disclose without written approval; survives contract termination. Non-compliance with delivery terms: immediate written notice required; ATNS may implement GCC remedies. Bidder warrants ability to conclude agreement to ATNS's satisfaction. Waiver of breach does not prejudice remedies for continuing or other breaches. No favour, delay, or indulgence operates as waiver of rights. On termination, bidder must hand over all documentation and deliverables without right of retention. Contract amendments must be in writing and signed by both parties.

See main evaluationCriteria section for complete four-stage evaluation details. Additional notes: ATNS reserves the right to conduct a site visit and inspection of the manufacturing facility. Samples submitted for testing must be identical to the product proposed in the bid. Testing conducted over 2 weeks under normal operational conditions. Scores based on objective evidence from testing and verification against submitted technical specifications. Failure to submit samples when requested results in a score of 0 for functionality/testing. Bids not covering all required evaluation elements are deemed non-responsive.