Vegetation and drainage maintenance contract – 8 months – king shaka international airport (RFQ 30243)

Drainage maintenance at King Shaka International Airport for a period of 8 months. Project Number: RFQ 30243. Contract form: NEC3 Term Service Contract (TSC 3).

Closing date: 9 October 2026 at 14:00.

No briefing or site visit dates are stated.

Service Manager: Siphiwe Msimango

Address: Airports Company South Africa SOC Limited, King Shaka International Airport, La Mercy, KwaZulu-Natal, 4407

Telephone: not stated

Email: not stated

Returnable documents:

• Form of Offer and Acceptance (Part C1.1): signed offer with the offered total price inclusive of VAT and the pricing schedule.
• Schedule of Deviations: completed only if the bidder deviates from the tender documents.
• Pricing Schedule (Part C2): all rates and prices must be entered, excluding VAT.
• Contract Data Part Two (C1.2b): bidder's details, key personnel (Contract Manager/Operations Manager, Supervisor, Safety Officer) with qualifications and experience.
• Insurance Schedule (C1.4): proof of required insurances upon appointment.
• S37(2) Appointment (Annexure D): completed and signed.
• B-BBEE certificate (annual).

Submission method and address: not stated in the document.

Closing time: 14:00 on 9 October 2026 (from tender record).

Evaluation criteria are not detailed in the document. The contract is a priced contract (NEC3 Option A) where the offered prices form the basis of selection. No preference point system (80/20 or 90/10) or minimum qualifying score is stated.

Scope of work (drainage maintenance at King Shaka International Airport):

• Grass cutting using brush cutters and 4x4 tractors.
• Cutting grass to 10mm height in specified areas.
• Cutting a 3m perimeter verge outside the palisade fence.
• Removing and cleaning all dirt/debris in v-drain channels.
• Discarding all waste.
• Removing and clearing debris/FOD from outfall plinths and concrete dams.
• Disposing of debris/FOD.
• Supply and delivery of 3rd party procurement vegetation maintenance equipment spares.
• Repairs and maintenance of vegetation maintenance equipment via ACSA approved service providers.

Specific areas:

• South outfall: clean gabion baskets, concrete canals, cut vegetation 3m on either side, remove sediment.
• Channel 1736: cut and clean bank, inside channel, 3m on top and either side.
• North Outfall: clean and remove vegetation on both sides of canal/gabion baskets.
• Dams (grass): cut inside dam, banks, 3m around, remove grass and debris off-site.
• Concrete dams: cut inside fenced areas and 3m around fence.
• Fuel line chambers: keep free of debris, cut grass around chambers, along fuel line road verges 1m, around water outlets and drainage points.
• Spray herbicide along subsoil drains.

Service levels and penalties:

• Works must be completed within agreed timeframes; R5,000 penalty for works not completed in specified timeframe.
• 3m fire break around perimeter fence must be maintained monthly; R1,000 per incident of overgrown vegetation (above 200mm) within 3m of fence.
• Waste must be removed from airport premises after every service; R1,000 for every day not removed.
• Proof of dumping from an approved BCMM site submitted quarterly; R3,000 penalty.
• Contractor personnel who can make decisions must attend monthly meetings; R1,500 per scheduled meeting not attended.
• Airport permits must always be displayed; first incident R500 per person, second incident R1,000, third incident permit confiscated for a week.

Method of work:

• Grass cutting using brush cutters and 4x4 tractors.
• Cutting grass to 10mm height in specified areas.
• Cutting a 3m perimeter verge outside the palisade fence.
• Removing and cleaning all dirt/debris in v-drain channels.
• Discarding all waste.
• Removing and clearing debris/FOD from outfall plinths and concrete dams.
• Disposing of debris/FOD.
• Supply and delivery of 3rd party procurement vegetation maintenance equipment spares.
• Repairs and maintenance of vegetation maintenance equipment via ACSA approved service providers.
• Specific areas: South outfall, Channel 1736, North Outfall, Dams (grass), Concrete dams, Fuel line chambers.
• Spray herbicide along subsoil drains.

Key personnel required (to be provided in Contract Data Part Two):

• Contract Manager/Operations Manager
• Supervisor
• Safety Officer

For each, the bidder must provide name, job title, responsibility, qualifications, and experience. No minimum experience levels are stated.

Quality management is not explicitly detailed. The contract includes disallowed cost provisions and a warranty that services are fit for their intended purpose. The Contractor must comply with acceptance and procurement procedures stated in the Service Information and its quality plan.

Pricing format: NEC3 Option A – priced contract with a price list. Prices are entered against items in the Price List (Part C2).

• Prices and rates must be excluding VAT; VAT added last on the summary page.
• Prices are fully inclusive of all costs, profit, overheads, allowances, etc.
• Quantities in the Price List are approximate; payment is based on measured quantities of work completed.
• Payment is made per activity only when complete.
• Variations are measured and priced at rates in the Price List; non-scheduled items agreed and priced.
• Provisional sums and contingency amounts are expended only as directed by the Employer; unspent amounts deducted.
• No commitment to expend contingency or provisional sums is implied.
• Items with no price entered are considered covered by other prices.

Provisional sums and provisions (from Price List):

• Permit costs: R200,000 (provisional sum, proven costs, no handling fees)
• Discarding of existing waste: R40,000 (provision)
• 3rd Party procurement: R200,000 (provision)
• Contingency: R500,000

Payment terms: assessment interval is last day of every month; payment within 4 weeks of receipt of a valid tax invoice.

Insurance requirements:

• Employer provides Public Liability Insurance in joint names with limit R100 million; deductible R25,000 for property damage, R250,000 if aircraft involved.
• Contractor must provide insurance for equipment, COID Act, motor vehicle liability, and public liability for the deductible.
• Upon appointment, service provider must secure Assets All Risk insurance (R25,000 limit) and Aviation liability insurance (R300,000 limit). Proof of insurance to be submitted.

B-bbee:

• Contractor must annually present a compliant B-BBEE certificate. Failure is a material breach and may lead to cancellation of the contract.

Health and Safety:

• Contractor must comply with the Occupational Health and Safety Act and Construction Regulations.
• Complete the S37(2) Appointment (Annexure D).
• May be appointed as Principal Contractor.
• Must comply with COID Act coverage for employees.
• Appointment in terms of construction regulation 8 submitted 7 days before work commences.

Environmental:

• Comply with ACSA's Environmental Policy (EMS 048).
• No pollution of storm water, soil or groundwater; clean-up costs borne by contractor.
• Washing, maintenance and refuelling of equipment only in designated areas.
• No leaking equipment or vehicles on airport.
• No open fires on site.
• Waste separated as general or hazardous; disposed at permitted landfill sites; no dumping, burying or burning.
• Hazardous substances handled and stored per Material Safety Data Sheets; spillages cleaned up immediately and reported to ACSA.

Other:

• No specific CIDB grading, tax clearance, CSD registration, or local content requirements are stated in the document.

Health and safety requirements:

• Contractor must comply with the Occupational Health and Safety Act and Construction Regulations.
• Complete the S37(2) Appointment (Annexure D).
• May be appointed as Principal Contractor.
• Must comply with COID Act coverage for employees.
• Appointment in terms of construction regulation 8 submitted 7 days before work commences.
• PPE to be worn at all times.
• No alcohol or intoxicating substances on premises.
• Only authorised representative to sign agreement.
• Compliance with OHS&E audits; rectify findings within stipulated timeframes; penalties for non-compliance (R5,000 first incident, R7,000 second, withhold payment third).
• No repeat findings from audits (R5,000 per repeat finding).
• Compliance with regulations during service (R1,000 per non-compliance).
• Meeting and maintaining standards and frequencies (R1,000 per deviation).
• Disclosure of staffing levels (R1,000 per day of shortage).
• Provision of reliever (R2,000 per incident).
• Damage to existing services and infrastructure repaired by contractor at their cost; business impact cost passed to contractor.

Environmental requirements:

• No solid or liquid material may contaminate or potentially contaminate storm water, soil or groundwater.
• Any pollution that risks contamination must be cleaned up immediately.
• Contractor must have clean-up materials where required.
• Comply with ACSA's Environmental Policy (EMS 048).
• Washing, maintenance and refuelling of equipment only in designated areas.
• No leaking equipment or vehicles on airport.
• Dust, odours and emissions kept to a minimum.
• No open fires on site.
• Noise minimised.
• Waste separated as general or hazardous; disposed at permitted landfill sites; no dumping, burying or burning.
• Hazardous substances handled and stored per Material Safety Data Sheets; spillages cleaned up immediately and reported to ACSA.

Contract form: NEC3 Term Service Contract, April 2013, with Main Option A (Priced contract with price list), Dispute Resolution Option W1, and Secondary Options X1 (Price Adjustment), X2 (Changes in law), X17 (Low Service Damages), X19 (Task Order), and Z (Additional conditions).

Key terms:

• Law of contract: Republic of South Africa.
• Language: English.
• Period of reply: 7 business days.
• Starting date: on signing of contract by ACSA.
• Completion date: 8 months after starting date.
• Access date: to be agreed with Employer before contract start.
• Defects date: 4 weeks after completion of service.
• Defects correction period: 2 weeks.
• Payment assessment interval: last day of every month.
• Payment period: within 4 weeks of valid tax invoice.
• Currency: South African Rand.
• Price adjustment: CPI index, only on contract anniversary.
• Low service damages: as per C3.
• Limitation of liability: neither party liable for indirect/consequential loss; Contractor's liability limited to total losses incurred and/or repairs; excluded matters include loss/damage to Employer's property, delay damages, defects liability, insurance liability, death/injury, third party damage, IP infringement.
• Task Orders: work instructed by Service Manager; includes description, priced list, dates, delay damages, total price; delay damages not more than estimated cost; no Task Order after end of service period.

Z clauses:

• Z1: No waiver without written agreement.
• Z2: Disallowed cost definitions.
• Z4: Service warranty – fit for intended purpose.
• Z5: Termination includes business rescue.
• Z7: Employer's liability for indirect/consequential loss limited to R0.00; insurance proceeds excluded from limitation calculations.
• Z8: No cession, delegation or assignment without written consent.
• Z9: Joint and several liability for consortium; key person notification within 1 week; no material alteration without consent.
• Z10: Ethics – no corrupt practices; compliance with anti-corruption laws; termination for breach.
• Z11: Confidentiality; images require consent; IP vests in Employer.
• Z12: Employer step-in rights after default.
• Z13: Liens and encumbrances waived.
• Z14: IP rights remain with originator; irrevocable licence to Employer; indemnity for infringement.
• Z16: Dispute resolution via adjudicator and arbitrator panels.
• Z17: Notification of compensation event within 4 weeks.
• Z18: B-BBEE certificate annually; failure is material breach.
• Z19: Service Manager requires Employer consent for changes >5% or completion date extension >30 days.
• Z20: OHSA Section 37(2) compliance.
• Z21: Health, safety and environment compliance; Principal Contractor appointment possible.