HVAC and pump maintenance — george international airport (5-Year nec3 term service contract)

Maintenance of HVAC systems and pumps at George Airport for a period of 5 years (60 months). Contract Volume 2 contains the agreement, contract data, pricing data, service information, and site information. The employer is Airports Company South Africa SOC Limited. The service manager is Marclen Stallenberg at George Airport.

Closing date: 29 October 2026 at 12:00.

Contract start date: Date of contract signing by both parties.

Service period: 60 months from starting date.

Assessment interval: 15th day of each successive month.

Payment period: 30 days after receipt of valid tax invoice.

Price adjustment: Annually on contract anniversary (CPI for labour content).

B-BBEE and Tax Clearance certificates: Annual submission required.

Early termination notice (for replacement/upgrade/decommissioning): Not less than 30 days' written notice.

No compulsory briefing or site visit dates mentioned in this volume.

Employer: Airports Company South Africa SOC Limited

Address: George Airport, Old Mossel Bay Road, George, 6530

Telephone: +27 44 876 9310

Service Manager (Site 1): Marclen Stallenberg

Address: George Airport, Old Mossel Bay Road, George, 6530

Telephone: +27 44 876 9310

Email: [email protected]

Adjudicator panel (for dispute resolution):

• Adv. Ghandi Badela, Gauteng, +27 11 282 3700, [email protected]
• Mr. Errol Tate Pr. Eng., Durban, +27 11 262 4001, [email protected]
• Adv. Saleem Ebrahim, Gauteng, +27 11 535-1800, [email protected]
• Mr. Sebe Msutwana Pr. Eng., Gauteng, +27 11 442 8555, [email protected]
• Mr. Sam Amod, Gauteng, [email protected]
• Adv. Sias Ryneke SC, Gauteng, 083 653 2281, [email protected]
• Mr. Emeka Ogbugo (Quantity Surveyor), Pretoria, +27 12 349 2027, [email protected]

Arbitration venue: Johannesburg, South Africa.

Arbitrator nominating body: Chairman of Johannesburg Advocates Bar Council.

Submission method and address not specified in this contract volume (Volume 2). Closing date and time: 29 October 2026 at 12:00 (from tender record).

Returnable documents required with the bid:

• Form of Offer and Acceptance (C1.1): signed offer covering all obligations and liabilities under the NEC3 Term Service Contract.
• Contract Data (C1.2): completed with contractor's details, key personnel CVs, direct fee percentage (100%), subcontracted fee percentage (0%).
• Pricing Schedule (C2.2): completed activity schedule with VAT-exclusive rates for all items including human resources, specialised maintenance, provisional sums, and callout labour rates.
• Proof of aviation liability insurance with indemnity limit not less than R300,000, to be submitted before work starts and annually thereafter.
• Valid B-BBEE certificate and Tax Clearance Certificate (required annually during contract).
• Key personnel CVs (minimum three) with responsibilities, qualifications, and experience.
• Safety file including medical examinations (once-off cost).

Disqualification risks:

• Failure to submit any of the above returnable documents.
• Late submission after closing time.
• Non-compliance with mandatory insurance, B-BBEE, or tax clearance requirements.

Evaluation methodology not detailed in this contract volume. The contract uses NEC3 Term Service Contract (April 2013) Option A: Priced contract with price list.

Price adjustment: Secondary Option X1 applies – CPI index on starting date, adjustment only on contract anniversary for labour content.

Low service damages: Option X17 applies – damages per service level table in Service Information (C3).

Limitation of liability: Option X18 (as amended by Z clauses) – neither party liable for indirect/consequential loss; contractor's liability for direct loss limited to total costs incurred/damages to employer's property.

Preference point system (80/20 or 90/10), minimum qualifying score, and functionality weighting not stated in this volume.

Scope: Maintenance of HVAC systems and pumps at George Airport for 5 years (60 months).

Service Information (C3) defines the full scope; key activities include:

• Preventative maintenance: Daily inspections, callouts, weekly inspections, monthly checks.
• Specialised maintenance and testing (bi-annually unless noted):

• OEM parameter testing for central unit (winter and summer settings) – 2 per year.

• Draining, disposal, and refilling of oil on chiller – 2 per year.

• Fire system interface testing for HVAC and smoke extraction fans – 2 per year.

• Provisional sum for spares and ad hoc work: R200,000 per year.

Human resources required (priced per month):

• 1 Tradesman: 173 hours/month.
• 1 Tradesman's Aid: 173 hours/month.
• Vehicle provision: monthly.
• Monthly office space rental: monthly.

Permits and access: Provisional amount R20,000 per year (covers maximum 2 personnel per annum; additional permits at contractor's cost).

Insurance cost: Yearly (contractor's additional insurances per C1.4).

Callout labour rates (for work outside scope):

• Call-out fee (includes first hour on site and travel to George Airport): rate not fully specified.
• Technician after hours (normal hours rate): 96 hours/year.
• Technician after hours (after hours rate): 48 hours/year.
• Technician assistant (normal hours rate): 96 hours/year.
• Technician assistant (after hours rate): 48 hours/year.

Risk register includes: working at heights, working on moving machinery, handling hazardous chemicals, handling refrigerants.

Compliance: Occupational Health and Safety Act and Construction Regulations (Section 37(2) acknowledgement mandatory).

Key personnel: Minimum three named persons with CVs (responsibilities, qualifications, experience) to be appended to resource proposal.

Direct fee percentage: 100%; subcontracted fee percentage: 0% (subcontracting requires employer consent).

Key personnel requirements:

• Minimum three named key persons with CVs appended to resource proposal.
• Each CV must include: name, responsibility, qualifications, experience.
• Key person with authority to bind contractor (if joint venture) to be notified within 1 week of contract date.
• Direct fee percentage: 100%; subcontracted fee percentage: 0% (subcontracting requires employer consent).
• Contractor must provide resource proposal with plan identified in Service Information (C3).

Pricing Schedule (C2.2) – Activity Schedule:

Part 1: Preventative Maintenance

Human Resources / Key Personnel (monthly rates):

• Tradesman: 173 hours/month
• Tradesman's Aid: 173 hours/month
• Vehicle provision: monthly
• Monthly office space rental: monthly

Provisional amounts:

• Permits and access: R20,000 per year (max 2 personnel/year)
• Insurance cost: yearly

Specialised Maintenance and Testing (bi-annual unless noted):

• OEM parameter testing for central unit (winter/summer): 2/year
• Draining, disposal, refilling oil on chiller: 2/year
• Fire system interface testing for HVAC and smoke extraction fans: 2/year

Provisional sum for spares and ad hoc: R200,000 per year

Callout Labour Rates (for out-of-scope work):

• Call-out fee (includes first hour + travel to George Airport)
• Technician after hours (normal rate): 96 hrs/year
• Technician after hours (after hours rate): 48 hrs/year
• Technician assistant (normal rate): 96 hrs/year
• Technician assistant (after hours rate): 48 hrs/year

Notes:

• Administration, telephone, stationery, PPE at contractor's cost.
• Pricing includes training for certifications and safety file validity.
• Work tasks: daily inspections, callouts, weekly inspections, monthly checks.
• Year 1 rates escalated by CPI annually on contract anniversary.
• Mark-up on spares/sub-contracted work: tiered percentages (10%/7%/5%/3%).
• ACSA may procure parts at lower cost and supply to contractor.
• Contract value guide: twelve-month maintenance expenditure = Sub-Total A + Sub-Total B + Sub-Total C (illustrative only).

Pricing format: VAT-exclusive activity schedule (lump sum per activity). Only items listed in the schedule may be billed.

Payment terms: Assessment on 15th of each month; payment within 30 days of valid tax invoice.

Price adjustment: Annual on contract anniversary based on CPI for labour content (as declared in bid price summary).

Mark-up on spares and sub-contracted work (cost plus, VAT excluded from mark-up calculation):

• R0 – r5,000: 10%
• R5,001 – r30,000: 7%
• R30,001 – r100,000: 5%
• Over R100,000: 3%

ACSA reserves right to procure parts of equal quality at lower cost and supply to contractor.

Provisional sums:

• Permits and access: R20,000 per year (max 2 personnel).
• Spares and ad hoc: R200,000 per year.

Insurance: Aviation liability insurance with indemnity limit not less than R300,000; proof required before work starts and annually.

Bid security, performance bonds, guarantees, retention: Not specified in this volume.

Contract value: Estimated twelve-month maintenance expenditure to be calculated from activity schedule (Sub-Total A + Sub-Total B + Sub-Total C). Illustrative only; ACSA not obligated to expend full amount.

Mandatory annual submissions:

• Valid B-BBEE certificate (or qualifying sworn affidavit for EME/QSE per revenue thresholds).
• Tax Clearance Certificate (SARS tax compliance status PIN).

Failure to submit constitutes material breach, sanction may be contract cancellation.

Health and safety:

• Contractor acknowledges employer status under OHS Act Section 37(2) and must comply with Construction Regulations.
• Safety file required including medical examinations (once-off cost).
• Risk register covers working at heights, moving machinery, hazardous chemicals, refrigerants.

Insurance:

• Aviation liability insurance: minimum indemnity R300,000.
• Contractor to provide additional insurances per Insurance Schedule (C1.4).

Key personnel: Three named persons with CVs (qualifications, experience) submitted with bid.

Joint venture/consortium: Joint and several liability; key person with binding authority to be notified within 1 week of contract date; composition changes require employer written consent.

Cession/assignment: Contractor may not cede, delegate, or assign rights/obligations without employer's written consent (not unreasonably withheld).

Ethics: Anti-corruption compliance (Prevention and Combating of Corrupt Activities Act); breach grounds for termination.

Confidentiality: All contract information confidential; prior written consent needed for disclosure or images.

Intellectual property: IP rights remain with originator; employer gets irrevocable, royalty-free licence for contract purposes.

CIDB grading, CSD registration, local content thresholds: Not specified in this volume.

Health and safety requirements:

• Risk register includes: working at heights, working on moving machinery, handling hazardous chemicals, handling refrigerants.
• Contractor acknowledges employer status under OHS Act Section 37(2) and must comply with Construction Regulations.
• Safety file required including medical examinations (once-off cost).
• PPE, administration costs, telephone costs for site team at contractor's expense.
• Training for upkeep of valid certifications included in pricing.
• OHS compliance mandatory for all work performed and equipment used.

Environmental requirements not explicitly detailed in this volume. Contractor obligations include handling of refrigerants (in risk register) and hazardous chemicals. Waste management (cutting and waste, return of packaging) included in item descriptions. No specific environmental impact assessments or sustainability targets mentioned.

Contract: NEC3 Term Service Contract (April 2013) with Option A, W1, X1, X17, X18, Z clauses.

Employer: Airports Company South Africa SOC Ltd, George Airport.

Service period: 60 months from contract signing date.

Starting date: Date of contract signing by both parties.

Assessment interval: 15th each month.

Payment: 30 days after valid tax invoice; interest at Nedbank prime rate.

Insurance: Employer provides contract works, SASRIA, marine/air cargo, public liability. Contractor provides additional insurances per C1.4.

Aviation liability insurance: minimum R300,000 indemnity, proof before start and annually.

Termination: Early termination for replacement/upgrade/decommissioning of HVAC systems with 30 days' notice; contractor entitled to payment for services rendered and unavoidable costs for procured plant/materials; no loss of profit or consequential loss recoverable.

Limitation of liability: Neither party liable for indirect/consequential loss. Contractor's direct liability limited to total costs incurred/damages to employer's property. Employer's liability to contractor for indirect loss limited to R0.

Dispute resolution: Adjudication from panel (listed), then arbitration in Johannesburg under Rules for Conduct of Arbitrations 2013 (7th Edition).

Z clauses: Include ethics (anti-corruption), confidentiality, IP rights, employer step-in rights, liens waiver, cession/assignment restrictions, joint venture joint and several liability, communication consent thresholds (5% scope change or 30-day extension).

Contractor to provide bonds, guarantees, proof of insurance within two weeks of receiving completed agreement.

Law: Republic of South Africa. Language: English. Period for reply: 5 working days.

Contractor's plan due: 5 calendar days from contract date.

Evaluation criteria not detailed in this volume. Contract uses NEC3 Option A (priced contract with price list). Price adjustment via CPI annually (Option X1). Low service damages per service level table in C3 (Option X17). Limitation of liability per Option X18 (as amended by Z clauses): no liability for indirect/consequential loss; direct liability limited to total costs incurred/damages to employer's property. Preference point system, minimum scores, and functionality weighting not stated.