Invitation to Quote: RFQ29679 — Carpets for King Shaka International Airport

This RFQ is an important opportunity for carpet and flooring firms with experience in large-scale, high-traffic installations in an airport environment. Below is a comprehensive breakdown of what the tender involves, how to prepare a competitive submission, and strategic advice to enhance your chances of success.

Key Tender Details

• RFQ Number / Reference: RFQ29679

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

• Bid Description: Supply and Installation of Carpets at King Shaka International Airport (Once Off)

• Work Location: King Shaka International Airport, La Mercy, Durban, KZN

• Opening / Publication Date: 14 October 2025 (Tuesday)

• Closing / Submission Deadline: 27 October 2025 (Monday), 16:00 (4:00 PM)

• Contact Person / Enquiries:
    Name: Mlungisi Professor Mgobhozi
    Email: Tenders3.ksia@airports.co.za
    Tel: 032-436-6198 

• Compulsory Briefing Session / Site Visit: Yes — compulsory
    Date: 15 October 2025, 12:00 noon 
    Venue: King Shaka International Airport, Reception, Ground Floor, Multi-Storey Office Block 

• Special Conditions: N/A (no special conditions listed) 

• Tender Documents Available:
    * ECSC CONTRACT.pdf (≈ 540.5 KB) EasyTenders
    * RFQ29679 KSIA CIDB ADVERT.pdf (≈ 3.5 KB) EasyTenders

Why This RFQ Matters

1. High Visibility Project
   An airport environment is a showcase space. Work completed here can serve as a reference for further contracts in airports, retail spaces, or government facilities.

2. Complex Installation Environment
   Airports impose strict standards on safety, noise, interference with operations, passenger flow, and disruption — successful delivery requires careful planning and execution.

3. One-Time but High-Value Scope
   Though this is a once-off contract, the scale and visibility make it worthwhile. Delivering excellence could lead to maintenance contracts or further flooring jobs across ACSA’s network.

4. Demonstration of Technical Capability
   Suppliers who can show they have experience in large carpet installations, quality materials, and project management excellence will stand out.

5. Strict Compliance & Risk Management
   With safety and operational continuity prioritized in an airport, compliance with all standards (SHE, quality, schedule) is essential.

Scope of Work & Technical Requirements

While the full technical specification is contained in the tender documents, the following typical tasks can be expected:

• Supply of Carpets
    High-quality carpet tiles or broadloom designed for heavy foot traffic, durability, fire resistance, stain resistance, and aesthetic suitability for airport interiors.

• Site Survey & Measurements
    Precise measurement of floors to be carpeted, taking into account routing, corners, thresholds, and existing obstacles.

• Surface Preparation
    Removal of old flooring (if needed), subfloor preparation (leveling, cleaning), moisture tests, priming.

• Installation & Laying
    Correct layout, alignment, edge finishing, transitions, adhesive or modular fixings per specification.

• Quality Assurance & Inspection
    Inspection during and after installation to meet tolerances, flatness, alignment, seam appearance, and finishing.

• Post-Installation Services
    Warranty, repairs for defects, maintenance advice and possibly maintenance service period (though this is once-off).

• Handover Documentation
    As-built drawings, maintenance guidelines, certificates or guarantees from manufacturer, warranties.

• Safety and Operational Compliance
    Work must not disrupt airport operations unduly; must comply with ACSA’s safety, security, and SHE regulations.

Who Should Tender / Eligibility

Prospective bidders should ideally possess:

• Prior experience in carpet supply and installation in commercial, retail, institutional, or airport settings.

• Access to credible manufacturer warranties or supply chains for quality carpets.

• Skilled workforce capable of executing large-scale installations under strict tolerances.

• Ability to coordinate with airport operations, security requirements, and restricted access.

• Financial stability and capability to carry upfront costs.

• Knowledge of safety protocols (SHE, risk management) especially in operational premises.

• Compliance with local statutes, BEE criteria, and municipal procurement policies (if applicable).

Evaluation & Selection Criteria

Though the official criteria are in the tender documentation, bids will likely be evaluated on:

Bidders should address each of these criteria directly in their submission.

How to Prepare a Competitive Quotation

Below is a suggested approach to structuring and preparing a winning submission:

1. Register / Confirm Access to Documents

Ensure you have downloaded all relevant technical and legal tender documents from EasyTenders, including specification annexures.

2. Attend the Compulsory Briefing / Site Walk

Date: 15 October 2025, 12:00
Venue: King Shaka International Airport main reception (ground floor)
Your attendance is mandatory — missing this may disqualify you. Use this opportunity to inspect site conditions, ask clarifications, and note access constraints.

3. Site Evaluation & Measurements

Post-briefing, conduct your own site inspection if allowed, re-measure areas, identify obstacles, routing, thresholds, and confirm base conditions.

4. Technical Proposal & Methodology

Detail your approach including:

• Carpet product type, backing, fire rating, durability specs.

• Subfloor preparation methods, adhesive type, installation techniques.

• Layout visuals, seam alignment, edge treatments.

• Quality checkpoints, tolerance thresholds, inspection plan.

5. Project Schedule & Phasing

Define a timeline including:

• Mobilization and material delivery

• Flooring removal and preparation

• Installation phases, shifts / work windows

• Quality inspections

• Handover and adjustments

If working during off-hours or phased rollout, explain disruption minimization strategy.

6. Pricing / Cost Breakdown

Offer a clear breakdown:

• Carpet cost (per m²)

• Adhesives / consumables

• Subfloor prep / leveling

• Labor costs

• Transport and logistics

• Waste disposal / old flooring removal

• Overheads, profit margins

• Contingency / risk allowances

Justify high-value line items in your narrative.

7. Warranty & After-Sales Support

Describe your warranty coverage (e.g. defects, seam issues), maintenance or repair support for a defined period, and commitment to rectify issues.

8. Safety, SHE & Compliance Plan

Include:

• Safety protocol and site safety plan

• Risk assessments, PPE usage

• Work hours and impact mitigation (especially in airport setting)

• Security coordination (airport badge, access policies, supervision)

9. Corporate Credentials & References

Supply:

• Company profile, relevant past projects

• CVs of key personnel

• References or contactable clients (especially large installations)

• Financial statements (if required)

• BEE / local content certificates (if required by ACSA)

10. Returnable Documents & Annexures

Ensure all forms, declarations, compliance checklists, tax clearance documents, and tender-specific returnables are completed, signed, and included.

11. Review & Compliance Check

Cross-check your submission with the tender’s compliance checklist (often included in RFQ). Make sure everything is packaged as required.

12. Submit Before Deadline

Submit by 27 October 2025, 16:00 (4:00 PM). Late submissions are typically rejected. Confirm whether submission is physical, electronic, or via EasyTenders platform.

Risks & Challenges — How to Mitigate

Value-Added Suggestions to Distinguish Your Bid

• Propose modular carpet tile systems that allow isolated tile replacement rather than full carpet changes (cost saving for the client).

• Offer acoustic or anti-slip carpet variants for high footfall or retail zones.

• Include warranty extension options or multi-year maintenance agreements.

• Demonstrate green / sustainable carpet options (e.g., recycled fiber, low VOC).

• Use visual mock-ups or 3D layouts to help the client envision finish and layout.

• Offer fast replacement services for damage spots (with discounted rates).

These extras show initiative, client-centric thinking, and can help your bid stand out in technical scoring.

Final Thoughts & Next Steps

The RFQ29679 procurement for carpet supply and installation at King Shaka Airport is a compelling, high-visibility opportunity for firms specialized in flooring and high-end installations. Its success depends not just on cost, but finesse of planning, compliance, and execution.

• Ensure strict compliance with mandatory meeting and site visit attendance.

• Tailor your technical response to the high-traffic, operational airport environment.

• Emphasize risk planning, safety, and minimal disruption.

• Present a transparent, well-structured pricing model.

• Use your experience and references to build credibility.