Five-year contract for fault finding, servicing, repair and testing of civil equipment and supply of mechanical spares at bram fischer international airport

Enquiries (bidding procedure and technical)

• Contact: Kgomotso Mosimane
• Role: Employer's Agent
• Email: [email protected]
• Telephone: not stated

Submission

• Method: email
• Submission email: [email protected]
• Note: do not copy any ACSA employee on the submission email

Issuing office

Airports Company South Africa

OR Tambo International Airport

Briefing and site inspection venue

BFIA Main Boardroom

Bram Fischer International Airport

N8 Thaba Nchu Road

Bloemfontein, 9300

Communication rule

• All communication during the tender period must go to ACSA's Supply Chain Department, not to the Principal Agent.
• Bidders may not contact any other ACSA employee on this tender; contact with ACSA business unit representatives is permitted only after a recommendation to award is approved, or where a pre-existing commercial relationship exists unrelated to this tender.

Submission method

• Bids must be emailed to [email protected] by the closing time. Do not copy (CC) any ACSA employee on the submission email.
• Only one electronic copy is required by email.
• Where paper parts are submitted, provide one original plus one copy, plus an electronic copy on USB flash drive.
• Paper copies must be sealed in separate packages marked "ORIGINAL" and "COPY", each showing the bidder's name and contact address, the bid reference number 8796 and the tender description.
• The Bid Deposit Register must be completed and signed by the person depositing the bid documents, recording the tendering entity's name and the contact details of the person delivering.
• Deliver during working hours, Monday to Friday; no one may be available to receive bids outside working hours.
• Bids must be submitted on the issued tender documentation only; forms may not be retyped.
• The tender document and the contract document must be completed and returned in full with all supporting information.
• Late bids are not accepted and will be returned unopened; the bidder's return address must appear on the outside of the envelope.
• Telegraphic, telephonic, telex, facsimile and emailed tenders are not accepted (email submission to the address above is the stated channel).
• Alternative bids will not be considered.
• Tender offer validity: 12 weeks (84 days) from the closing time.

Returnable documents

• Form of Offer and Acceptance (C.1.1): must be fully completed and signed.
• Contract document (Appendix 1): must be completed, signed and returned with the bid.
• Pricing Assumptions (C2.1) and Pricing/Activity Schedules (C2.2): completed pricing.
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses any director, shareholder or controlling-interest holder employed by the state or connected to anyone at ACSA.
• SBD 6.1 (Preference Points Claim): claims preference points under the applicable preference point system.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses any prior disqualification or restriction.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently with no collusion or price disclosure.
• Proof of authority to sign (for example a company resolution) for the named signatory.
• SARS Tax Compliance Status PIN or CSD number.
• B-BBEE certificate or sworn affidavit supporting the preference points claimed.
• Reference letters or completion certificates for comparable completed projects.
• CVs and qualifications for proposed key personnel.
• Insurance documents as required in the Contract Data and Appendix 2.

Disqualification risks

• Bids received after the closing time.
• Failure to attend the compulsory briefing and compulsory site inspection, or failure to sign the attendance register in the name of the tendering entity.
• Failure to provide a SARS TCS PIN or CSD number.
• Incomplete or unsigned returnable documents; tender offers that do not provide all requested data may be treated as non-responsive.
• Any attempt to influence the tender process, or corrupt or fraudulent conduct.
• Contacting any ACSA employee other than the listed enquiry contact during the tender period.

Evaluation stages

• Stage 1: Test for responsiveness — compliance with the conditions of tender, complete and signed documents, and no material deviation.
• Stage 2: Mandatory administrative criteria — CIDB contractor grading of 1ME or higher; attendance of the compulsory briefing and compulsory site inspection at Bram Fischer International Airport; fully signed Form of Offer (Section C.1).
• Stage 3: Functionality evaluation, scored out of 100.
• Stage 4: Price and preference, under the Preferential Procurement Regulations 2022.
• Stage 5: Objective criteria evaluation.

Functionality (100 points)

• Minimum qualifying score: 90 out of 100. Bidders below this threshold are not evaluated further.
• Company experience: 20 points. No reference letter submitted = 0; one letter = 15; two letters = 20.
• Comparable work means servicing or repair of civil equipment. Proof must be reference letters or completion certificates on the client's official letterhead, with the client's email address and telephone number, a clear description of the work, and start and completion dates. Purchase orders and letters of award are not accepted. Once-off completed projects count.
• Site Manager: 25 points. Qualification — National Diploma (NQF 6) in Mechanical Engineering = 15, no qualification or below NQF 6 = 0. Experience — 2 years or more post-qualification in project management, contract management, staff management or inventory management = 10, less than 2 years = 0.
• Diesel Mechanic Artisan: 25 points. Qualification — Trade Test in Diesel Mechanic = 15, none = 0. Experience — 2 years or more post-qualification servicing or repairing civil equipment or heavy-duty machinery = 10, less than 2 years = 0.
• Millwright Technician: 30 points. Qualification — Trade Test in Mechanical Engineering or Millwright = 15, none = 0. Experience — 2 years or more as an artisan or technician servicing or repairing civil equipment or heavy-duty machinery = 15, less than 2 years = 0.
• Key personnel must be supported by CVs and relevant qualifications, with the relevance of each individual's experience to servicing or repairing civil equipment clearly indicated and start and end dates of experience stated.

Price and preference

• Preference point system: 80/20, for bids at or below R50 million.
• Price carries 80 points, calculated as Ps = 80(1 − (Pt − Pmin)/Pmin), where Pt is the price of the tender under consideration and Pmin is the lowest acceptable tender price.
• Preference (specific goals) carries up to 20 points. Failure to meet the specific goals and submit proof scores zero for that goal; the bid is not disqualified on that basis alone.
• B-BBEE Status Level 1 = 5 points; 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; non-compliant contributor = 0.
• Black youth majority-owned entities = 5 points.
• Black women majority-owned entities = 5 points.
• Company majority owned by people with disabilities = 5 points.
• Proof for preference points: an original or certified copy of a valid sworn affidavit, or a B-BBEE certificate from a SANAS accredited rating agency. A joint venture must submit a consolidated B-BBEE certificate from a SANAS accredited agency.
• Award goes to the highest points scorer unless objective criteria justify award to another bidder; if no bidder meets the objective criteria, the highest points scorer is awarded.

Scope

• Appointment of one service provider to perform fault finding, servicing, repair and testing of civil equipment, and to supply and deliver mechanical spares and parts, at Bram Fischer International Airport for a period of five (5) years.
• Services are performed on a quarterly basis.
• Work includes major servicing, repairs, blade replacement and supply of spares for the equipment listed below.

Equipment and quantities

• Husqvarna LTH2038R lawn mower tractor: major service and repair — 1; supply and delivery of cutting blade — 2
• Heavy-duty Stihl brush cutters (62): major servicing and repairs — 10
• Husqvarna 153R brush cutters: major servicing and repairs — 11; supply and delivery of head and spool — 7
• Husqvarna 580BTS blower: major servicing and repairs — 4
• Stihl chainsaw MS 382: major servicing and repairs — 6
• Husqvarna 460 Rancher chainsaw: major servicing and repairs — 3
• Husqvarna 525 P5S Rancher pole chainsaw: major servicing and repairs — 2
• Husqvarna R152SVH lawn mower: major servicing and repairs — 1
• Subaru EH12 OHV tamping rammer: major servicing and repairs — 1
• BPI 4089 boom sprayer: major service — 1
• Shaktiman SRS 1.80 rotary slasher: major service, repair and blade replacement — 2; supply and delivery of blades with bearings, bolts and nuts — 24
• Falcon F50 180 4 rotary slasher: major service, repair and blade replacement — 1; supply and delivery of blades with bearings, bolts and nuts — 6
• 4 kVA portable generator: major servicing and repairs — 1
• Honda WB20X portable petrol pump: major servicing and repairs — 1; supply and install inlet and outlet water hose — 2
• Hilti TP800 jack hammer: major servicing and repairs — 1
• Power flex wing rotary slashers: major service, repair and blade replacement — 4; supply and delivery of slasher blades (420 mm x 10 mm) with bearings, bolts and nuts — 24
• Renolin CLP 1000 tractor oil: supply and delivery — 210 litres
• Bobcat plant machine: major service — 1; supply and delivery of Bobcat hooks 2380336 — 2
• Mechanical broom: major service — 1
• Tractor baling machine: major service — 1
• Road painting machine with ride-on attachment: major service — 1
• Welding machine: major service — 1
• Concrete saw (Honda): major service — 1
• Plate compactor Honda HS-120: major service — 1
• Bench grinder 150 mm: major service — 1
• MTD ride-on mower Cub Cadet: major service — 1
• Heavy-duty pressure washer: major service — 1
• Petrol water pump: major service — 1
• Wastewater pump HPUMPS004: major service — 1
• Petrol generator JDP10000E: major service — 1
• Jump starter / air compressor 2.0HP 50LT: major service — 1
• Hammer drill: major service — 1
• Angle grinder GA9020: major service — 1
• Safety file — lump sum 1
• Temporary/permanent permits and airside safety induction cost — lump sum 1

Other requirements

• The successful bidder must complete the Occupational Health and Safety Agreement (C1.4) and the Safety, Environmental and related requirements in Appendix 3.
• Site information is provided in Part C4; insurance requirements are in Appendix 2.

Pricing

• Prices must be submitted on the issued Pricing Assumptions (C2.1) and Pricing/Activity Schedules (C2.2).
• Rates and prices must be fixed, final and binding for the full duration of the contract; the contract is not subject to contract price adjustments or foreign fluctuations.
• All duties, taxes (excluding VAT) and levies applicable 14 days before the closing time must be included in the rates and prices.
• VAT payable by the employer must be shown separately as an addition to the tendered total.
• Prices must be stated in Rand unless instructed otherwise.
• Where amounts in words and figures differ, the amount in words governs.

Contract period

• Five (5) years, with services rendered quarterly.

Tender validity

• The tender offer must remain valid for 12 weeks (84 days) after the closing time; the employer may request an extension.
• If the validity period lapses before evaluation, the contractor reserves the right to review the price based on the Consumer Price Index (CPI).

Securities and insurance

• If requested, the bidder must submit all securities, bonds, guarantees, policies and certificates of insurance required by the contract conditions before the contract is formed.
• Insurance requirements are set out in the Contract Data and Appendix 2; the employer's insurance may not provide full cover, and bidders are advised to obtain qualified insurance advice.
• No bid security amount is stated in the document.

Eligibility and pre-qualification

• CIDB contractor grading: 1ME or higher.
• Attendance of the compulsory briefing session and compulsory site inspection at Bram Fischer International Airport, with the attendance register signed in the name of the tendering entity.
• Fully signed Form of Offer (Section C.1).
• Tax compliance: a valid SARS Tax Compliance Status PIN must be submitted; a printed TCS certificate may be submitted with the bid. Where no TCS PIN is available but the bidder is registered on the Central Supplier Database, a CSD number must be provided.
• Consortia, joint ventures and subcontractors: each party must submit a separate TCS certificate, PIN or CSD number.
• The bidder must not be under restriction preventing participation in the employer's procurement, must have the legal capacity to contract, must not be insolvent, in receivership, under business rescue, bankrupt or being wound up, and must be able to perform free of conflicts of interest.
• Any potential conflict of interest must be declared in the tender submission.
• Bidders must have the professional and technical qualifications, competence, financial resources, equipment, managerial capability, experience, reputation and personnel to perform the contract.

B-BBEE and preference evidence

• A valid sworn affidavit (original or certified copy) or a B-BBEE certificate from a SANAS accredited rating agency must be submitted to claim preference points.
• Joint ventures must submit a consolidated B-BBEE certificate from a SANAS accredited agency.
• Preference points are claimed for B-BBEE status levels 1 to 8, black youth majority ownership, black women majority ownership, and company majority ownership by people with disabilities; supporting proof relevant to each specific goal is required.
• Failure to meet a specific goal and submit proof scores zero for that goal but does not disqualify the bid.

Key personnel requirements

• Site Manager: National Diploma (NQF 6) in Mechanical Engineering and at least 2 years' post-qualification experience in project, contract, staff or inventory management.
• Diesel Mechanic Artisan: Trade Test in Diesel Mechanic and at least 2 years' post-qualification experience servicing or repairing civil equipment or heavy-duty machinery.
• Millwright Technician: Trade Test in Mechanical Engineering or Millwright and at least 2 years' experience as an artisan or technician servicing or repairing civil equipment or heavy-duty machinery.
• CVs, qualifications and clearly stated start and end dates of experience must be attached for each proposed resource.

Project experience evidence

• Reference letters or completion certificates for comparable completed projects, on the client's official letterhead, with the client's email address and telephone number, a description of the work, and start and completion dates.
• Purchase orders and letters of award are not accepted as proof of completion.

Other compliance

• The successful bidder must have a fully completed and signed written contract in place after award.
• The successful bidder must comply with the Occupational Health and Safety Agreement and the safety, environmental and airside induction requirements, including permits for site access.