Invitation to Quote: REC 73382 — Maintenance of Fire Extinguishers (6 Months)

This RFQ represents a critical safety contract, ensuring compliance, reliability, and safety within airport premises. Below is a full breakdown of the requirements, key considerations, and strategic guidance for bidders.

Key Tender Details

• RFQ / Quote Reference: REC 73382

• Authority / Department: ACSA (Airports Company of South Africa)

• Description of Work: Maintenance of fire extinguishers for a period of six months

• Location / Place of Service: Cape Town International Airport, Cape Town, Western Cape

• Opening / Published Date: 14 October 2025

• Closing / Submission Deadline: 5 November 2025 at 10:00 AM

• Contact / Enquiries:
    Name: Sandra Sebokolodi
    Email: [email protected]
    Tel: 011-723-2636

• Briefing / Site Visit: NO (no compulsory briefing)

• Special Conditions: None (N/A)

• Tender Documents Available:
    REC 73382 FIRE EXTINGUISHER MAINTENANCE FOR 6 MONTHS (PDF ~1.0 MB)
    REC 73382 NEC Maintenance for Fire Extinguisher for 6 months (PDF ~798.3 KB)

This information is sourced from the EasyTenders listing:

“Bid Description: MAINTENANCE OF FIRE EXTIGUISHER FOR 6 MONTHS … Closing Date: Wednesday, 5 Nov 2025 10:00 AM” EasyTenders

Why This RFQ Matters

1. Critical Safety Service
   Fire extinguishers are life safety devices. Ensuring they are maintained, tested, and in working condition is mandatory for regulatory compliance and passenger safety.

2. Airport Environment Sensitivity
   Airports have unique safety, security, and operational constraints. Work must be scheduled to avoid interference with passenger flows, flights, and airport operations.

3. Short-Term Contract, Long-Term Trust Potential
   Although this is a 6-month contract, performing well could position your company for future tenders in fire safety, ongoing maintenance, or other safety systems across ACSA sites.

4. Visibility and Reputation
   Serving a high-profile site like Cape Town International Airport adds credibility and opens doors to further public-sector contracts.

5. Relatively Lower Barriers to Entry
   Because this is a service/maintenance contract rather than major capital works, smaller firms or specialists in fire safety equipment may be competitive provided they meet technical and safety compliance.

Scope of Work & Deliverables

Based on the RFQ title and documents, the expected deliverables include:

• Scheduled inspection, testing, servicing, refilling, and certification of fire extinguishers (types as per spec: CO₂, water, foam, powder, etc.)

• Replacement of extinguishers’ parts (hoses, nozzles, O-rings, gauge, pins, etc.) as needed

• Hydrostatic testing (if required according to type and regulation)

• Tagging, documentation, maintenance logs, certification of each unit serviced

• Immediate corrective maintenance for units failing tests

• Safety checks, leak tests, pressure verification

• Responsiveness in emergencies or breakdowns during the contract period

• Handover of logs, certificates, as-is/as-found reports, maintenance records

Because this is a safety contract, compliance with national fire safety standards, legal regulations, and equipment performance norms is implied.

Who Should Bid / Eligibility Criteria

To bid competitively, potential suppliers should:

• Be registered fire safety / fire systems service providers with experience in maintaining fire extinguishers

• Possess relevant licenses, certifications, or accreditation for fire equipment servicing

• Demonstrate past track record in similar contracts (airport, commercial, institutional settings)

• Be able to supply parts, replacement components, and reactive maintenance support

• Have qualified technicians and safety compliance systems (training, PPE, risk procedures)

• Be financially stable to manage contract cash flow during six months

• Comply with safety, occupational health, and legal fire regulations

• Provide valid insurance, indemnity, and liability coverage

Evaluation / Selection Criteria

Though the RFQ documents define the final criteria, likely considerations include:

Bidders must proactively address each of these in their proposals.

Strategy & Steps for Preparing a Strong Quotation

Below is a recommended roadmap to assemble a solid bid:

1. Obtain & Review Documents Immediately

Download both tender PDFs and study:

• Technical specifications

• Required turnaround times

• Types and quantities of extinguishers

• Documentation and reporting forms

• Terms and conditions of contract

2. Assess the Site / Units

While there is no compulsory briefing, it is wise to request a walk-through or inspection to:

• Estimate number and types of extinguishers

• Identify locations, access, and logistical constraints

• Understand deployment timing and coordination with airport operations

3. Prepare Technical Approach

Draft your methodology, including:

• Inspection & test procedures per type

• Replacement criteria for parts

• Refill / calibration methods

• Safety protocols, quality checks, and risk mitigation

• Emergency response for failing units

4. Resource & Staffing Plan

List the technicians, their qualifications, number of teams, schedule, and how many units can be serviced daily. Include technician safety training.

5. Parts & Consumables Plan

Ensure you have stock or ready procurement of:

• Seals, nozzles, O-rings, pressure gauges

• Dry chemical or other agent refill materials

• Testing gases, calibration equipment

6. Documentation & Reporting Protocol

Define how you will deliver:

• Maintenance logs

• Certificates of service

• As-found/as-left condition reports

• Compliance checklists with required forms

7. Pricing / Cost Breakdown

Provide clear itemization:

• Labor per unit or per hour

• Parts and consumables

• Transport / logistics (on-site travel time)

• Testing / calibration costs

• Overheads & margin

• Any contingency margin

8. Safety & Compliance Plan

Submit:

• HSE / Safety procedures

• Technician PPE and training

• Risk assessments

• Insurance, liability coverage, indemnities

9. Returnables & Compliance Forms

Include all required declaration forms, tax clearance, compliance checklists, company registration, references, and certifications.

10. Final Review & Submission

Use a checklist to confirm completeness and compliance. Submit before 5 November 2025, 10:00 AM per the RFQ instructions.

Potential Risks & How to Mitigate

Added Value Proposals to Differentiate

• Offer extended maintenance beyond 6 months at discounted rates

• Include automatic monitoring or alert systems for pressure drops

• Propose eco-friendly or advanced refill agents

• Provide training modules for ACSA staff in basic checks

• Include mobile app / digital log access for ACSA to track maintenance status

• Supply extra spare units or loan units during maintenance cycles

These offerings show initiative, value, and partner mindset.

Next Steps & Final Call

The REC 73382 RFQ for fire extinguisher maintenance at Cape Town International Airport is a safety-critical contract in an operational environment. Success requires technical rigor, safety compliance, responsiveness, and clarity in your proposal.

Key to winning:

• Submit complete, technically robust, and compliant quotes

• Be realistic in pricing and operational assumptions

• Highlight past experience, safety systems, response ability

• Show how your proposal minimizes operational disruption

• Add value beyond minimum requirements through training or tech add-ons