Automated fuel management system installation at five acsa airports (7-Month contract)

The tender appoints a service provider(s) for an automated fuel management system at ACSA's regional airports (George, King Phalo, Kimberley, Upington, Bram Fischer). The system provides smart metering with online monitoring for instantaneous view of fuel volumes. The contract is non-exclusive; ACSA is not obliged to offer minimum volumes and may terminate on written notice. The scope includes installation of offloading and loading meters, tank gauging, tank overfill protection, and a SCADA solution with web-based monitoring.

Closing: 30 October 2026 at 11h00 (hand delivery to the Tender Management Office, Bloemfontein).

Compulsory virtual briefing session: 01 October 2026 at 09h00, via MS Teams (link provided in the RFP), duration ± one hour. Attendance is compulsory; a Certificate of Attendance must be submitted with the proposal. Bidders must confirm attendance and send contact details to [email protected]. The session starts punctually and information is not repeated for late arrivals.

Non-compulsory site inspections (bring ID or driver's licence, safety boots, and reflective clothing):

• 05 October 2026, 09h00 — Upington International Airport, 1 Airport Road, Upington 8800, Fuel Farm.
• 06 October 2026, 09h00 — Kimberley Airport, Patterson Road, Diskonolos, Kimberley, Northern Cape, Fuel Farm.
• 07 October 2026, 09h00 — Bram Fischer International Airport, N8 Thabanchu Road, Bloemfontein, Fuel Farm.
• 08 October 2026, 10h00 — George Airport, R101, George 6530, Fuel Farm.
• 09 October 2026, 09h00 — King Phalo Airport, Lower Explande Street, East London, Fuel Farm.

Query closing: 16 October 2026 at 11h00. Clarification requests must be submitted before this date.

Bid validity: 120 business days from closing date. Bidders may be asked to extend validity; failure to respond to an extension request before expiry excludes the bidder.

Compulsory virtual briefing session: 01 October 2026 at 09h00 via MS Teams (link provided in the RFP), duration ± one hour. Bidders must confirm attendance and send contact details to [email protected]. A Certificate of Attendance (Section 10) must be submitted with the proposal. Failure to attend results in disqualification.

Non-compulsory site inspections (bring ID or driver's licence, safety boots, reflective clothing):

• 05/10/2026 09h00 — Upington International Airport, 1 Airport Road, Upington 8800, Fuel Farm.
• 06/10/2026 09h00 — Kimberley Airport, Patterson Road, Diskonolos, Kimberley, Northern Cape, Fuel Farm.
• 07/10/2026 09h00 — Bram Fischer International Airport, N8 Thabanchu Road, Bloemfontein, Fuel Farm.
• 08/10/2026 10h00 — George Airport, R101, George 6530, Fuel Farm.
• 09/10/2026 09h00 — King Phalo Airport, Lower Explande Street, East London, Fuel Farm.

Bidders are encouraged to send a technical member of the team to the briefing.

Bidding procedure and technical enquiries: Patricia Nkambule, email [email protected] (no fax).

Clarification requests: submit the RFP Clarification Request Form (Section 8) to Patricia Nkambule before 16 October 2026 at 11h00.

Complaints: email [email protected].

After closing, communication only with the delegated individual (BEC chairperson) at [email protected].

Submission address: Tender Management Office, Finance Office, Terminal Building, 1 Old Thaba Nchu Road, Bloemfontein 9300, Bram Fischer International Airport.

Submission channel: hand delivery only, to the Tender Management Office, Finance Office, Terminal Building, 1 Old Thaba Nchu Road, Bloemfontein 9300, Bram Fischer International Airport. The Tender Deposit Register must be completed and signed by the person depositing the bid.

Format: proposals must be in duplicate — an original printed copy and a printed copy of the original — plus an electronic copy on compact disc or flash drive. The original is the legal and binding copy; in any discrepancy it takes precedence.

Signing: every page must be signed, stamped and dated by a person legally authorised to bind the bidder; proof of authority (e.g. company resolution) must accompany the bid.

Returnable documents (all must be completed, signed and returned with the proposal):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule) and the NEC3 pricing schedules: must be completed in full.
• Certificate of Attendance for the compulsory briefing session (Section 10 form).
• B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim preference points.
• Reference letters, project list (Annexure A), CVs and qualification copies for key personnel.
• JV/consortium agreement or written confirmation of intention to form one, if applicable.
• Any other returnable documents listed in the Proposal Form (Section 5).

Disqualification risks:

• Bids received after the closing date and time are not accepted.
• Missing, unsigned or incomplete returnable documents may render the bid invalid.
• Failure to attend the compulsory briefing session disqualifies the bid.
• Pricing submitted in a format other than the prescribed schedule may be declared non-responsive.
• No changes to a submission are considered after the closing date.

Returnable documents include: Completed and signed Proposal Form (Section 5) with list of authorised negotiators, certificate of attendance for compulsory briefing, SBD 1 Form, pricing schedules in NEC3 format, reference letters, project list, CVs of key personnel, copies of qualifications, B-BBEE certificate or sworn affidavit (for EMEs/QSEs) for preference points, JV agreement if applicable, and any other documents indicated as mandatory. Ensure all documents are signed, stamped, and dated. Failure to submit mandatory documents will result in disqualification; missing scoring documents will result in zero score.

Evaluation is a three-stage process, normally sequential (ACSA may run stages in parallel).

Stage 1 — Administrative and substantive responsiveness: bid lodged on time; all returnable documents completed and returned; bid signed by an authorised respondent; priced offer completed in full; material compliance with scope and specification. Mandatory criteria: attendance of the compulsory virtual briefing session and submission of all NEC pricing schedules. This stage must be passed to proceed.

Stage 2 — Functionality (technical) evaluation, minimum threshold 70 out of 100 points:

• Company experience (max 30): evidence of successful Automated Tank Gauging projects in the oil industry. 4 or fewer projects = 0; 5–10 projects = 15; 10 or more = 30. Provide a project list (Annexure A) with name, scope, value, duration and client.
• Company references (max 30): minimum 2 reference letters, not older than 10 years, on client letterhead for Automated Tank Gauging in oil/gas. 2 letters = 15; 3 or more = 30. Letters must be signed and include project name, scope, value, duration and contact details, aligned with the project list.
• Key personnel (max 40):
• Lead Engineer (max 20): experience — none = 0, 1–2 years = 5, more than 2 years = 10; education — lower than BTech = 0, BTech and ECSA Pr Tech (Electronics/Mechatronics) = 5, B-Eng/BSc and ECSA Pr Eng (Electronics/Mechatronics) = 10.
• Installation Technician (max 20): experience — below 4 years = 0, 4–9 years = 5, 10+ years = 10; education — lower than Trade Test = 0, QCTO accredited Trade Test (Electrical/Electronics/Instrumentation) = 5, National Diploma or higher = 10.

Stage 3 — Price and preference points (80/20 system):

• Price and total cost of ownership: 80 points.
• Specific goals: 20 points. B-BBEE status level points: 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; Black women majority-owned entities = 5; non-compliant contributor = 0. Proof (SANAS accredited certificate or sworn affidavit for EMEs/QSEs) must be submitted; failure to provide proof scores zero for that goal but does not disqualify.

Only unconditional discounts are considered in evaluation.

Post-award selection: the top 8 service providers by functionality score are appointed to form the panel. In a tie, B-BBEE certificate points are used, then functionality points, then drawing of lots.

ACSA may conduct post-tender negotiations (PTN) to achieve a market-related price, negotiating sequentially with the highest, then 2nd and 3rd ranked bidders, or cancel the tender.

Scope: installation of an automated fuel management system (smart metering with online monitoring) at five airports — George, King Phalo, Kimberley, Upington and Bram Fischer. The project covers offloading and loading meters, tank gauging and tank overfill protection, with a SCADA solution providing web-based monitoring. The contract period is stated as fifteen (15) months in the background section, while the tender title and SBD 1 state seven (7) months — bidders should clarify.

Meter requirements:

• Bulk meter wet parts compatible with Jet A1 and Avgas; no copper alloys in contact with fuel.
• Meters fitted with temperature compensator and pulser.
• Electronic meter heads with flow rate indicator and preset function for fueller loading.
• Meters must be on the approved list for custody transfer duty.
• Flow rates: 1000 lpm for offloading and 1000 lpm for fueller loading.
• Assess existing meters and propose a solution to bring them to compliance for the web-based solution.

Web-based stock management solution:

• Must integrate with SAP-ERP and ORACLE.
• Firewall protection to integrate across multi-organisational systems.
• Real-time data and analytics; visual display of storage facility and critical components.

Automated tank gauging (ATG):

• Intrinsically safe stainless steel contact type or capacitance-based.
• Design for vertical and horizontal tanks; zone 0 application.
• No copper alloys in components in contact with fuel.
• Screw or flanged solution; specify sizes to allow manhole modifications where needed.

Tank overfill protection:

• ATG used for High (HL) and High High (HHL) levels.
• Independent HHHL with plant shutdown functionality, SIL 3 rating.
• Designed according to an agreed Cause and Effect produced by the service provider.
• Materials in contact with fuel must not contain copper alloys or anything that compromises fuel quality.

Standards: API 2350 5th Edition (overfill protection), IEC 61508, IEC 61511, ISA 84.

Support: solution must be supported for a minimum of five years, with spares availability for the next 10 years.

Site visits: service provider must visit sites to confirm available nozzles and allow for manhole modifications where nozzle numbers are inadequate.

Key personnel and indicative hours (to be priced): Professional Engineer Electrical (100 hrs), Mechanical Engineer (100 hrs), Control and Instrumentation Engineer (100 hrs), Draughtsman (150 hrs), Administration Secretary (50 hrs), Technician – Control and Instrumentation (150 hrs).

Staff experience: oil and gas industry experience with focus on aviation fuel handling; detailed knowledge of JIG, IATA/SANS/API standards; registration with professional bodies (e.g. ECSA, EAPASA).

The service provider must visit each of the five airports to confirm available nozzles and allow for manhole modifications where nozzle numbers are inadequate.

The proposal must stipulate manhours for various grades of staff, their labour rates, and total hours to be expended.

For other contact sessions, ACSA will visit the bidder's offices or hold meetings via MS Teams.

Travel and subsistence for site visits associated with the appointment will be reimbursed per ACSA travel policy, subject to prior agreement; this excludes site visits associated with the tender process.

Company experience: evidence of successful completion of Automated Tank Gauging projects in the oil industry. Provide a list of projects (Annexure A) with project name, scope, value, duration and client. Scoring: 4 or fewer projects = 0; 5–10 projects = 15; 10 or more = 30.

Company references: minimum 2 reference letters, not older than 10 years, on client letterhead for Automated Tank Gauging in oil/gas. Letters must be signed and include project name, scope, value, duration and contact details. Scoring: less than 2 = 0; 2 = 15; 3 or more = 30.

Key personnel:

• Lead Engineer: design, installation, construction, testing and commissioning experience in Automated Tank Gauging in oil/gas. Experience: none = 0; 1–2 years = 5; more than 2 years = 10. Education: lower than BTech = 0; BTech and ECSA Pr Tech (Electronics/Mechatronics) = 5; B-Eng/BSc and ECSA Pr Eng (Electronics/Mechatronics) = 10.
• Installation Technician: experience in installation and maintenance of Automated Tank Gauging in oil/gas. Experience: below 4 years = 0; 4–9 years = 5; 10+ years = 10. Education: lower than Trade Test = 0; QCTO accredited Trade Test (Electrical/Electronics/Instrumentation) = 5; National Diploma or higher = 10.

Staff must have oil and gas industry experience with focus on aviation fuel handling, detailed knowledge of JIG, IATA/SANS/API standards, and be registered with professional bodies (e.g. ECSA, EAPASA).

The solution must meet the following standards: API 2350 5th Edition (overfill protection), IEC 61508 (functional safety of electronic/programmable electronic safety-related systems), IEC 61511 (functional safety: safety instrumented systems for the process industry sector), and ISA 84 (instrumented systems to achieve functional safety in the process industries).

The independent HHHL overfill protection must have a SIL 3 rating.

The solution must be supported for a minimum of five years, with spares availability for the next 10 years.

Materials in contact with fuel must not contain copper alloys or any material that could compromise fuel quality.

The service provider must design according to an agreed Cause and Effect document.

Complete the NEC3 pricing schedules attached; the price proposal must be completed in full.

Prices quoted in South African Rand inclusive of VAT.

Rates must align with the Guide on Hourly Fee Rates for Consultants by DPSA.

Quantities are estimates only; orders on 'as and when required' basis.

Prices quoted on a delivered basis.

Discounts only considered if unconditional.

If imported goods, use the SARB exchange rate on the date of advertisement.

Manufacturing and delivery lead time from receipt of purchase order in weeks.

Indicate whether prices are firm and fixed for the contract duration, or firm for an initial 12 months subject to adjustment using a specified index.

Any disbursement not specifically priced will not be accepted.

Travel and subsistence for site visits associated with the appointment (not the tender process) will be reimbursed per ACSA travel policy, subject to prior agreement.

Pricing format: complete the NEC3 pricing schedules attached to the RFP; the price proposal must be completed in full. Prices quoted in South African Rand inclusive of VAT.

Rates: must align with the Guide on Hourly Fee Rates for Consultants by the Department of Public Service and Administration (DPSA).

Quantities are estimates only; orders are on an 'as and when required' basis.

Prices quoted on a delivered basis.

Discounts: only unconditional discounts are considered in evaluation; conditional discounts are implemented at payment but not scored.

Imported goods: rate of exchange must be the South African Rand rate published by the South African Reserve Bank on the date of advertisement.

Price firmness: bidders must indicate whether prices are firm and fixed for the contract duration, or firm for an initial 12 months subject to adjustment using a specified index/formula.

Any disbursement not specifically priced will not be accepted.

Travel and subsistence for site visits associated with the appointment (not the tender process) will be reimbursed per ACSA travel policy, subject to prior agreement.

ACSA may negotiate a market-related price (post-tender negotiation) with the highest ranked bidder, then the 2nd and 3rd, or cancel the tender if no market-related price is agreed.

Tax compliance: bidders must submit a SARS Tax Compliance Status (TCS) PIN or CSD number. For unincorporated consortia/JVs/subcontractors, each party must submit a separate TCS certificate/PIN/CSD number. Foreign suppliers with no local registered entity are exempt from CSD registration.

CSD registration: self-register on National Treasury's Central Supplier Database (https://secure.csd.gov.za/).

B-BBEE: submit a valid B-BBEE Status Level Verification Certificate from a SANAS accredited agency, or a sworn affidavit for EMEs/QSEs, to claim preference points.

Employment Equity Act: comply with the Act, including Section 53.

Security vetting: ACSA is a National Key Point; bidders and their personnel/subcontractors may be required to obtain security clearance to CONFIDENTIAL/SECRET/TOP SECRET level. Non-compliance may prevent contracting.

Confidentiality: all RFP information is confidential; bidders must comply with the Non-Disclosure Agreement. Third parties consulted must sign confidentiality agreements, returned with the bid.

Joint ventures/consortia: state intention in the submission; provide a signed JV/consortium agreement with percentage split and responsibilities, or written confirmation of intention to conclude one. Award only occurs once a signed agreement is submitted. A JV is evaluated on one consolidated B-BBEE certificate.

Professional registration: key personnel must be registered with relevant professional bodies (e.g. ECSA, EAPASA).

For site inspections, bidders must bring an ID document or driver's licence, safety boots, and reflective clothing.

The service provider is responsible for the acts and omissions of persons directly or indirectly employed by them.

Compliance with all applicable laws and regulations is required.

Contract type: non-exclusive service contract; ACSA is not obliged to offer a minimum volume of work and may terminate on written notice at any time.

ACSA may amend the services contract before finalisation; it is not liable for damages from such amendment.

Legal review: proposals are subject to review by ACSA's Legal Counsel; material deviation from standard terms may lead to disqualification.

Confidentiality: all information related to the RFP and subsequent contract is confidential; written approval from ACSA is required to disclose any information. Third parties consulted must sign confidentiality agreements.

Security: ACSA is a National Key Point; bidders may be subject to security vetting. Successful bidder must obtain security clearance for personnel and subcontractors to CONFIDENTIAL/SECRET/TOP SECRET level.

ACSA reserves the right to: modify the goods/services, award only a portion, split the award, cancel the bid, validate information, request audited financial statements, and not accept changes to bid rates after closing.

ACSA may cancel the contract and request placement on the National Treasury Restricted Suppliers database (up to 10 years) if incorrect information was furnished.

If the preferred bidder fails to sign or commence the contract, ACSA may award to the next ranked bidder at the quoted price.

ACSA will not reimburse any preparatory costs.

Collusion: bidders found in collusion are automatically disqualified and restricted from doing business with organs of state.

No canvassing of ACSA officers or employees between closing and award is permitted.

ACSA is a National Key Point; bidders may be subject to security vetting. Successful bidder must obtain security clearance for personnel and subcontractors to CONFIDENTIAL/SECRET/TOP SECRET level.

All RFP information is confidential; bidders must comply with the Non-Disclosure Agreement. Third parties consulted must sign confidentiality agreements.

ACSA reserves the right to modify the RFP goods/services, award only a portion, split the award, cancel the bid, validate information, request financial statements, and not accept changes to bid rates after closing.

ACSA will not reimburse any preparatory costs.

Bidders with JV/consortium must submit a signed agreement or written confirmation of intention with percentage split of business and responsibilities. Award only occurs once a signed agreement is submitted.

Collusion results in automatic disqualification and restriction from doing business with organs of state.

No canvassing of ACSA officers or employees between closing and award is permitted.

Tax compliance: submit SARS TCS PIN or CSD number; each party in a consortium/JV/subcontractor must submit separately.

CSD registration: self-register on the Central Supplier Database unless a foreign supplier with no local entity.

Proof of authority to sign (company resolution) must be submitted.

Comply with the Employment Equity Act, including Section 53.

All returnable documents must be completed, signed, stamped and dated.

Bidders must attend the compulsory briefing session and submit the Certificate of Attendance.

Bidders must submit a priced offer in full; failure to do so may render the bid non-responsive.

Three-stage evaluation:

Stage 1 — Administrative and substantive responsiveness: bid on time, all returnable documents completed, bid signed by authorised respondent, priced offer in full, material compliance with scope. Mandatory: compulsory briefing attendance and NEC pricing schedules.

Stage 2 — Functionality (minimum 70/100): company experience (max 30), company references (max 30), key personnel (max 40).

Stage 3 — Price (80) and specific goals (20). Top 8 functionality scorers form the panel.

ACSA may conduct post-tender negotiations to achieve a market-related price, negotiating sequentially with the highest, then 2nd and 3rd ranked bidders, or cancel the tender.

Bidders must be able to comply with the insurance requirements set out in the tender, including accepting the Employer-arranged insurance deductibles or obtaining buy-down cover. The contract is subject to the insurance clauses for airside construction contracts where the awarded value does not exceed R150 million. No other eligibility criteria are stated in the provided document.

provision by the Contractor of any other insurances) the Employer shall effect

and maintain for the duration of the construction and maintenance

The Employer arranges and pays for the principal insurances (Contract Works, Public Liability, Removal of Lateral Support, SASRIA, Aviation Liability, Design & Construct Professional Indemnity). The Contractor must not include premium charges for these in its pricing, except for any supplementary insurance it deems necessary. The Contractor is liable for the deductibles under the Employer-arranged policies: Contract Works R150,000 (R250,000 for testing and commissioning), Public Liability R75,000 per property damage claim, Removal of Lateral Support R75,000 per claim, SASRIA theft R25,000 per occurrence, Aviation Liability R300,000 per loss/damage/injury, Design & Construct Professional Indemnity R5,000,000 for contracts under R50 million at award and R10,000,000 for contracts over R50 million. The Contractor must maintain its own insurances: Construction Plant and Equipment, Employer's Liability/Workers' Compensation (minimum R20,000,000), Motor Vehicle Liability (minimum R5,000,000), and if applicable, Marine Cargo Insurance (sum insured not less than largest single shipment, CIF plus 10%). The Contractor must produce its insurance policies to the Employer within 28 days of contract commencement.

No specific compliance requirements are stated in the provided document.

The contract is for airside construction where the awarded value does not exceed R150 million, the construction period does not exceed 36 months, and the defects liability period does not exceed 24 months. The Employer arranges and maintains principal controlled insurance (PCI) in joint names of Employer, Contractor and relevant Sub-Contractors for the construction and maintenance periods. The Contractor must familiarise itself with the Employer-arranged policies and comply with all their terms and conditions. The Employer pays the premiums and is entitled to all return premiums, dividends, discounts or adjustments. The Contractor must not include premium charges for Employer-arranged insurance in its pricing, except for supplementary insurance it deems necessary. The Contractor is liable for the deductibles under the Employer-arranged policies as specified. In the event of a claim, the Contractor must notify the Employer and brokers immediately, complete the Claim Advice Form (Appendix A), preserve damage, take photographs, inform police if theft, advise of other insurances, assist insurers, not proceed with making good without authorisation, keep separate cost records, negotiate settlement if required, and sign an 'Agreement of Loss' form. Claim proceeds are paid net of deductible to the Employer unless otherwise agreed. The Contractor must maintain its own insurances as specified, including Construction Plant and Equipment, Employer's Liability/Workers' Compensation (minimum R20,000,000), Motor Vehicle Liability (minimum R5,000,000), and if applicable, Marine Cargo Insurance. The Contractor must produce its insurance policies within 28 days of contract commencement. If the Contractor fails to maintain required insurances, the Employer may effect them and deduct premiums from amounts due to the Contractor. The Contractor must ensure Sub-Contractors are aware of and comply with these insurance clauses.

If Contractor receives notice of cancellation or restrictive modification to required insurance, Contractor must immediately notify Employer in writing and advise remedial action. If Contractor fails to effect/maintain insurances, Employer may effect them and deduct premiums from amounts due to Contractor or recover as debt.