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ACSA RESPONSE TO BIDDERS QUESTIONS

REQUEST FOR BIDS FOR RETAIL CONCESSION TENDER AT VARIOUS AIRPORTS OPERATED BY

AIRPORTS COMPANY SOUTH AFRICA SOC LIMITED (ACSA)

# QUESTIONS FROM BIDDERS ACSA RESPONSE

1. Please can you advise as to how I can identify Annexure (v 71 a) - Burger i.e. which AR or DDR at King Shaka International Airport represents this Annexure

AR 23

2. Please be advised that the ground floor

layout plan and outside piazza floor

layout plan for KSIA is not been attached

in the tender documents on the National

Treasury eTender portal. Kindly provide

these plans as matter of urgency.

Included in the revised document

3. In terms of the RFQ COR 192/2018

Retail Concession Tender, I refer to the

following opportunities:

Annexure V (19a) – Shop IDR13 – Central Terminal Building – ORTIA Annexure V (49a) – Shop 6 – International Airside Terminal – CTIA Annexure V (59a) – Shop 207 – Domestic Airside Terminal – CTIA Annexure V (76a) – Shop DDR2 & IDR14 – Domestic Airside and International Airside – KSIA

Can you please send me the floor plans

for these stores? I was not able to find

these in the tender.

Included in the revised document.

4. King Shaka International Airport - Annexure V(83a) - 147sqm & 65sqm - Shop DDR 11 & IDR 13 - Halaal

This opportunity is for 2 shops combined as one, therefore cannot split. Awarded bidder must operate both.

Branded Coffee We require the plans for shop measuring 65 sqm Can we apply only for 1 of these shops? or is this specficially 1 opportunity? Port Elizabeth International Airport - Annexure V (98a) - 80 sqm - Shop PRD 03 - Coffee on the Go We require an expanded / detailed plan that defines the area in detail. Cape Town International Airport - Annexure V (46a) - 117sqm & 60sqm - Shop 307 - Halaal open concept restaurant The plans shows 60sqm yet document "SECTION V RETAIL OPPORTUNITIES" stipulates 117 sqm, which is the correct one?

80sqm is correct. The entire area was not highlighted on the plan. The drawing shows 60m2 which is referring to the Kitchen, and the 117m2 is the size of the seating area for that opportunity.

5. There seems to be confusion with the

following stores:

DFS 22 & DFE 22

How many copies must be provided – “1

original plus 1 copy” as per Page 5 or “4

copies” or per page 7?

Closing Time for submissions on the 5th

June 2018. 16h00 on page 7 or 14h00

page 8

May a tender be handed in at an airport

(i.e ORTIA) when the bid is actually for

another airport (CTIA)? Page 7

Functionality Evaluation

Page 33 Points 1-6 ads up to 42.5 and

not the indicated 60

DFS22 is the correct store number, change has been updated in document 1 set of 4 files of the original submission and a copy of the same original, total of 8 files to submit. The revised document will outline the correct date and time. Yes, a bid can be submitted at any Airport as outlined. The bid needs to be clearly marked for the airport it relates to. The functionality scoring has been adjusted to add up to 60 points. The minimum functionality score has been amended in revision 2 of the RFB document.

section 1.2.1; 1.2.2; 1.2.3 – the scoring

should run from 1 to 5 and not 1 to 1,5

Page 39 - What is the actual score for

QSE/EME affidavits?

A Level 1 should be 105 points (not 100-

105)

Level 2 – 99

Level 4 – 89

A Signed Franchise Agreement is not

possible without a Lease Agreement.

Can the Franchisor provide a Letter of

Undertaking stating that the Full Signed

F A Agreement will be issued, upon

winning the bid?

Do we also include an “example” of the

Franchise Agreement?

On Page 83 Form VI 23 - Should the

words “OTHER CONCESSIONAIRES”

not read “OTHER BIDDERS”?

Must a BIDDER, with a lease with a

shareholding in a company that holds a

lease with ACSA, with less than 50% of

its duration left, declare this in form V

24?

The score for QSE/EME affidavits is as per the updated table showing the maximum points for the stated contributing levels. The table has been updated accordingly ACSA requires a letter of Intent from the Franchisor. Yes, this should be included Concessionaires refers to existing ACSA tenants. Correct all declarations to this effect should be made on Form VI (23).

6. SHOP 9 and 10: Cape Town International

Airport

Could the CAD drawings for SHOP 9 and 10

please be provided so that we can have the

No plans in dwg and autocad, only in .pdf during the bidding phase.

plans and 3D renderings and costings done

from our side?

Form VI (27) Tenant Sales Data

Structure. What is required?

I would like clarification on the amount of

security required as indicated on page

10 para 9 of the incorporated lease

agreement which states:

“….shall be not less than the equivalent

of 3 months total rental (both

Guaranteed Minimum Monthly Rental

and Turnover Rental) payable by the

Lessee to the Lessor during the final

three months of the Lease.”

This reads as the aggregate sum of the

2 amounts is required which is a change

to current ACSA policy and existing

leases.

If this is correct, I would like to point out

that:-

The turnover rental cannot be calculated in advance of it actually transpiring and if the intention is to levy this amount by using the % tendered by the turnover projected in the final lease year, this amount is a nebulous amount as it is only an estimation which can be affected by a myriad of variables over the period;

Could in effect be double or triple the industry norm of 3 months rental;

Could prove a serious inhibiting factor to potential bidders due to the exorbitant cost involved and especially so to new

Refers to the Point of Sale (POS) system that will be used and how this data will be retrievable by ACSA. Turnover rental should be removed. Only refer to 3 months exit rental. Draft will be amended upon award. Security will only be based on the minimum rental.

entrants which ACSA seem to be trying to encourage to participate in these bids;

Could be manipulated by bidders by projecting sales that are higher in preceding years and considerable lower in the final year with no net effect in the scoring of the bid but would lower the security required.

If it is indeed the intention to require the

sum of both “amounts”, I would like to

urge a reconsideration of this change for

the reasons mentioned.

Your urgent feedback would be much

appreciated.

7. I would like to query the range of

BOOKSHOP merchandise required in

the abovementioned tender as follows:

ANNEXURE 15 (a) – SHOPS IDR8 & T2 (both landside) This states excluding stationery

ANNEXURE 32 (a) – SHOPS D005 & DA4 (both airside) This states includes stationery

This product mix seems to be an

anomaly in that stationery would logically

(and by experience) be more highly

sought after in landside and not airside

shops.

Could you please verify if this is indeed

an error?

Lease agreement Paragraph 9.1 refers.

Could you please clarify “both

Guaranteed Minimum Monthly Rental

and Turnover Rental”.

If the basic Guaranteed Minimum is R1

200 000 per annum and the Turnover

Rental is 15% of, say, 8 500 000 with a

Turnover Rental at R1 275 000. What

would the security amount be?

Question – are the shop numbers

misallocated or is the bookshop footprint

moving from D005 to D007? D007 is the

Total Sports current site.

I am struggling to connect to the

Government Website.

It was an error. Shops IDR8 and T2 has been updated to include stationery Turnover rental should be removed. Only refer to 3 months exit rental. Draft will be amended upon award.. Security will only be based on the minimum rental. The website is up and running.

Could you let me know which stores at

CTIA International Departures are up for

renewal?

After reading the tender documents on

your website, I would need 2

clarifications at this stage?

Could you explain in details the following sentence? “The following opportunities are SET ASIDE for Emerging Micro Enterprises (EME) and Qualifying Small Enterprises (QSE) that are black owned entities.” Does it mean that big company can’t participate? What are the criteria’s? Can you confirm that there is no duty free related opportunity in International departures airport in this tender – meaning duty free categories as Liquor Perfume, Confectionery, Tobacco and Gifting?

Exclusive Books OR International Domestic is up for tender. The current site of Exclusive Books has the store number D007 allocated to it. However in the tender doc it is referred to shop number D005 (Total sports). Question – Are the shop numbers misallocated or is the bookshop footprint changing from shop D007 to D005? The tender indicates that the bookshop tender at OR International Domestic includes a site referred to as Shop T2 (looks like a cubicle pop-up). That means the site referred to above (after

The opportunities are published on e-portal and the ACSA Corporate Bulletin on the ACSA website There are 27 opportunities for CTIA outlined in Section V of the tender document. Each opportunity indicates the shop details as well as location in the airport. The statement means that the opportunities are reserved for EME and QSE’s only. For the set aside opportunities large entities cannot participate. The definitions of QSE and EMEs are under Section II points 1.20 and 1.21 There is no core duty free opportunity in this tender. The numbers have been misallocated. D005 is the book shop and D007 is the sports apparel store. Correct this is one opportunity and cannot be unlinked.

you have clarified exactly what shop number it is) and T2 are one tender. Question – can the T2 offer not be a separate tender and not linked to the offer referred to above?

As per the briefing meeting held on the

16th April at OR Tambo International

Airport, I am getting back to you to check

when we will be receiving the reviewed

version of the tender document as it was

expected to be ready by the end of last

week.

On a separate issue, and particularly

concerning the forex outlet described in

the tender, I would like to verify the exact

location of this unit. It is said to be

located in international arrivals where

there are currently 4 forex operators with

4 forex outlets in a row. Will the new

outlet be added to these operators in the

same row, having a total of 5 forex

outlets? Or is one of the outlets of the

current operators the one in the tender?

If so, please specify.

I hope this e-mail finds you well.

Please could you assist me with my

query.

Would it at all be possible for me to get

permission to re-type some of the

documents in the tender, as noted

above.

If not, please could Ï request all the

written documents in a “Word” format. In

so doing I would be able to type in our

It is one of the 4 outlets. We will consult on this and revert back on this question soon as ACSA would like to control and manage the content of all its documents.

company details and information instead

of writing it all out.

I have just had feedback from my

architect. He has a lot of projects on at

the moment, and has agreed to fit us in

as long as we get the floor plans to him

as soon as possible.

I am under immense pressure to get

these drawings from our

architect. Please could you assist me

with the floor plans as soon as possible?

Please could you kindly let me have

feedback on my query noted below:

In terms of the opportunity as noted on

page 79, Annexure V (76a), you have

the stores noted as DDR2 and

IDR14. However, on our invoices, as

per the attached, our stores are noted as

DDR4 and IDR16.

I am looking for the following information

and would appreciate feedback as soon

as you can provide it to me.

1. Foot traffic DURBAN LANDISDE AND AIRSIDE SEPERATLEY, CAPE TOWN LANDSIDE AND AIRSIDE, JOHANESBURG LANDSIDE AND AIRSIDE.

2. I also wanted to find out when the layout for the landside will be available online as our time for handing in tenders is running out

The numbering has changed, as there is a new layout plan Foot traffic information cannot be further segmented at this stage of the bid. All layouts have been included in the annexures as per the revised document

and we don’t have a plan layout of the stores as yet.

3. Where can I find the actual plan for the stores in question?

4. When will the changes that were mentioned at the tender briefing relating to Emerging Micro Enterprise criteria, be made online as those are also not available as yet?

Could you also clarify how many stores

one entity can tender for at each airport.

I know the question was raised at the

briefing by Mugg and Bean to Mahesh

and would just like to understand that

better.

I would like to submit my name for a site

viewing of the specialty store

opportunities for Shop IDR 24

I would also like to find out if one can

submit the tender documents for all

provinces at the OR Tambo or do they

need delivery to the specific airports

This e-mail serves as Master Currency (Pty)

Ltd Bureau De Change’s intention to tender

for the forex outlet at OR Tambo

International Airport.

Kindly supply us with the following

information to enable us to prepare the

Tender documents:

1. Shop number, floorplan and the AutoCAD layouts and sections of the proposed premises for a foreign

All amendments as discussed are in the revised document There is no limit in participating in bidding, but 2 opportunity rule will apply per airport; Which is: if a bidder has won 2 bids already, and it is found that by awarding a further opportunity to that bidder, the bidder will exceed 5% of the airport’s retail revenue, then the that added bid will be awarded to next highest bidder.

The procedure for the site visits at the various airports has been outlined in the notice published.

Yes, a bid can be submitted at any Airport as outlined. The bid needs to be clearly marked for the airport it relates to. The requested information is part of the tender document. The plans are available in pdf format only at this stage

exchange outlet. This is required by our designers for the 3D design, layout and drawings that match the

store allocation and appropriately serve the concept.

2. Kindly advise if the current tender document available on the ACSA

Tender website is the final tender document or will a final version be supplied at the briefing session on 16 April 2018.

3. Kindly advise if a formal letter is

required indicating our intention to tender for the forex outlet at OR Tambo International Airport as well as the fee payable, if any.

4. According to the tender document there are premises available at Cape Town International Airport, King Shaka International Airport

and Port Elizabeth Airport. Kindly confirm if these premises are for

retail outlets or forex outlet.

I have attached a list of queries that we

have regarding the abovementioned

tender. I was attended the O R Tambo

presentation and noted that all attendees

would be supplied by email with the list

of questions asked by potential bidders

as well as ACSA’s responses thereto. I

have not received anything in this regard

to date.

I look forward to your clarification regarding my attached queries as well as copies of any questions and answers that might have already been raised in terms of this tender

List of Queries for Clarification

Purposes

The revised tender document has been uploaded There is no fee payable or letter required. Please just submit the documents as outlined on the bid document. The opportunities are listed and outlined in the bid document for the respective airports. The questions and answers will be uploaded on the e-portal site, where tender brief is outlined.

a) Opportunity V(11a) Shop T6 – Curio Arts

and African Crafts: Note: This concept

excludes African fashion apparel and

accessories

a. We would like a better

understanding of what ACSA

means by “African fashion

apparel and accessories”. In our

mind African fashion apparel

and accessories implies items

which are inherently fashion

oriented – they have a specific

sense of design and are often

associated with specific

designers or collections.

b. Arts and crafts shops normally

include clothing and accessory

ranges selling t-shirts, caps,

hats, scarves, bags and the like.

They also sell basic costume

jewellery ranges. These are

standard souvenir categories

across the world and are thus

key categories in curio type

stores. Can this store include

such categories as long as they

are not high fashion type

ranges?

c. To exclude such categories will

have a material negative impact

on the potential trading density

of this outlet.

b) Pre-qualification criteria

a. Please can you clarify your

definition of executive

management – there is a hurdle

which requires 30% Black

ACSA refers to African inspired fashion apparel and African inspired accessories. African inspired in fabric, design or graphics. This opportunity (T6) is predominantly African curio products. Corporate structure of the bidding company must at least have 30% of black woman at executive level.

women in executive

management positions.

c) Functionality score

a. Our understanding is that the

bidder has to score at least 70

out of 100 to pass the

functionality test. Each aspect

of functionality has been given a

minimum and maximum score –

is a bidder expected to achieve

at least the minimum score for

each aspect. i.e. if they score

less than the minimum for one

aspect but do well in others and

still score more than 70, will

they pass the functionality test?

b. 3.1.2 of functionality – requires

staff to have certain retail

experience, however does not

specify the nature of retail.

Does the retail experience not

have to tie in to the concept

proposed?

d) Company yet to be formed

a. Is a bidder allowed to bid on

behalf of an entity still to be

formed, and if so, how would

the BBBEE, Tax clearance and

financial security issues be

handled?

e) PE airport tender shop PRL002 and

PRD06/07

a. This opportunity relates to a

craft brew/pub type outlet –

one of the locations is on airside

and the other on landside but

they actually adjoin physically –

could these be combined into

Yes, a bidder must score a minimum of 48 points on the functionality section and a minimum of 12 points on the financial section to proceed to the next phase. General retail experience is required Only registered, legal entities will be considered; and all requested documentation should be submitted. The tender is for 2 separate opportunities. The two areas outlined in the tender opportunities need to be kept separate for security compliance reasons.

one outlet limiting access to

either only airside or landside

pax? This would simplify

operations and provide some

scale to the opportunity.

f) Page 91 – Annexure VII (1) Important

Commercial Terms

a. This document states that

bidders with a BBBEE rating of 4

or worse will have to agree a

timetable with ACSA to achieve

a level 3 rating. The next clause

states that ACSA can impose a

penalty for not achieving a level

2 rating? Surely the penalty

should be if the level 3 rating is

not achieved? The level 3

requirement is consistent with

clause 13.17.2.2.5 of the lease

(page 26) which talks to

maintaining a level 3 status.

g) Requirement to maintain a level 3 status

as per the lease clause 13.17.2.2.5.

a. This clause imposes a penalty

on the operator if they do not

maintain a level 3 BEE status

throughout the tenure of the

lease. Surely there needs to be a

caveat which deals with

potential changes to the Codes?

There is a decent likelihood that

the Codes will change during

the tenure and it might not be

practically possible for the

tenant to maintain the level due

to such changes. It is only fair

that the tender requires the

bidder to achieve a level 3

status according to the Codes at

The tender document has been updated to read Level 3 The tender document has been updated to read Level 3

the time of tendering – it is

unreasonable to expect this

level to be maintained in terms

of future Codes (which are not

known now).

Please can you advise as to how I can identify Annexure (v 71 a) - Burger i.e. which AR or DDR at King Shaka International Airport represents this Annexure I am currently the owner of the Nike

Concept Store located at King Shaka.

I am trying to download all the relevant

information pertaining to the new tender

for the same category – Sports Retailer

landside at KISA.

I am having great difficulty locating the

relevant files on the website.

I have tried calling your office without

success today and also last week.

Please can you assist us so that we may

prepare the necessary for this tender?

Can you perhaps email me all the

documents I would require? If too large,

you could send via WeTransfer.com ?

Please assist thank you….

I could not be able to attend the briefing meeting as stated on three airports, but i wish to take part on this tender. Am i allowed to submit the tender documents?

Kindly furnish us with labelled layouts

as well as labelled locality plans for the

following sites:

1. AR23 ( KSIA)

AR 23 All the documents are on the e-portal site. The opportunities and the annexures are labelled to correspond and for ease of reference. Yes, the briefing session were non-compulsory. Plans that were omitted have been included and updated with the revised tender document.

2. T8 (ORTIA) 3. Shop 311 (CTIA) 4. PRL005(PE)

Can you please inform me if there is an

opportunity for a hair salon at OR Tambo

International Airport in terms of RFB

COR192-2018 Retail Concession

Tender. I have been told that there is

but I cannot find it in the tender

document. Please advise.

2) Please advise if the Halal coffee shop

at Domestic AND International

Departures KSIA fall under one bid or do

we need to submit 2 separate bids?

Acsa can I please have outcast drawing

s for this two shop D 008 and IDR 28

and 29

We are a South African brand with five

stores across the Western Cape. The

majority of products are made here in

South Africa.

We have huge following with

international and local tourists.

We looking for space roughly between

40 to 50 squares, in a busy location.

We are a small brand but we have over

18 years retail experience and all stores

are run by underprivileged woman whom

some have been part of our company for

more than 10years.

If you know of any space that might be

suitable for us please let me know.

Yes there is, the opportunity is listed as V35(a) – Female/Male hair grooming and related products. The opportunity is linked, one bid will be accepted for both. Only pdf drawings are available at the stage in the process. Please review the list of our available opportunities and apply for an opportunity that closely resembles your concept.

Hi could u please advise when are the

date / time for the viewing of the retail

space king shaka international airport

I attended your Briefing session held at

Hilton hotel Cape town on the

17/04/2018.

We were informed that a final Bid

document and Template will be ready

soon. I tried to access

Acsa website nothing showing - it still

the draft Bid Document.

Firstly, thank you for detailed last week. I

think the team managed to clarify most

of our questions.

Please assist me, currently in ORTIA

there are two Sunglass Hut kiosk (

Domestic Departures and International

Arrivals) and PE ( Airside)

They are not on the tender documents,

are they not up for bidding as well?

I would like to know which shops are currently in these premises: KSIA: SHOP DDR 9 Annexure V (61a) - Domestic Airside OR Tambo: 1. SHOP DDR 14 & 15 (Annexure V (20a) - Central Terminal 2. SHOP IDR 21 (Annexure V (23a) - Central Terminal CAPE TOWN: SHOP 212 (Annexure V (61a) - Domestic Airside

All site visit dates have been loaded with the revised tender document. Updated Bid document has been loaded Kiosks are not a part of this tender document. The opportunities are limited to the 97 listed opportunities. KISA: DDR 9 is Alba Easy Lounge ORTIA IDR 14 &15: Markhams ORTIA IDR 21 : Kwa Zinto African Crafts CTIA shop 212: Twill

I signed the attendance register for the

tender briefing for the retail sites

available.

Though I did not add my email address.

May you kindly add me to any

communication that is taking place on

the retail opportunity at OR Rambo as

well as Cape Town International Airport.

I would like to know what was the reason

for KFC leaving that site as well as their

projected monthly income.

In the tender document bid COR

192/2018, store no DFE18 is illustrated

as a single store consisting of 67sqm.

Your drawings however indicated this

store as well as DFE18.

Please kindly provide the drawings for

DFE18 only. Please confirm that indeed

DFE18 is on offer as single store & not

as DFE17 & 18.

With reference to the Tender for Shop 005 in

respect of the Port Elizabeth Airport, please

will you clarify the following;

1. The space of 160 sq meter has an odd configuration so will not suit the standard Family restaurant

2. The Kitchen space poses issues with getting the food out to the customer timeously due to these constraints

3. ACSA is requesting that this be a Family Restaurant – We are of the view that we have the right solution

All communication will be uploaded on the e-portal website These items are confidential and cannot be communicated on any platform. The drawings have been updated accordingly. The two are separate opportunities. The retail concept is as per defined in the bid, number V90(a).

for this space with a Mugg & Bean Limited Service restaurant so will you find this concept to be appropriate for the space?

I have read the RFB and request clarity

on the following:

1. Are the following shops as contained in the 2nd block of Page 30 included in SET ASIDE for EME and QSE: Curio, Arts and Crafts

All Food & Beverage

Sunglasses

Books

Electronics

Luggage and

Jewellery

2. Why has pillows been excluded from Electronics concept as these have formed part of assortment for the past 10 years at airports, and why Electronics products not also excluded from other opportunities like Sports shops, Clothing retailers, Book shops etc.

3. If a tenderer tenders for 2 opportunities but is awarded 1 which is a lessor opportunity as a standalone than the 2 tendered for, could they opt to decline the award?

4. How long will beneficial occupation be for?

The following opportunities are open to QSE/EMEs as well large entities: Curio Arts and Crafts All Food and Beverage Sunglasses Books Electronics Luggage Jewellry The following opportunities have no minimum ownership criteria and management control levels. Forex National Chain Stores Usage criteria has clearly been defined in the bid document. The bidder is within their rights to decline the opportunity. This depends on concept and shop size and will be resolved post bid award. Yes, this forms a part of the contractual terms of the Lease Agreement

5. If the Lessee has provided adequate security, will they still be obliged to sign the Deed of Suretyship

Please kindly clarify the following :

1. How many hard copies of the proposed tender should be submitted?

2. How many Usb‘s should be supplied ? Please supply a detailed breakdown of what each Usb should consist of.

3. Should financials be supplied in

hard copy & usb as well?

4. How many sets of mandatory

documents are required, if more than 1 please specify.

We refer to the above mentioned tender

document that was published on the 29th of

March 2018 and have the following

questions:

Please can we receive copies of any and all

questions and answers iro the above

mentioned tender? Information to be send to

the following e-mails:

Page 5 point 3

Refers to the number of documents and

copies that needs to be submitted as one (1)

original and one (1) copy, but at the bottom

of page 7 iro bid submission details it refers

to (4) four copies

How many copies do we have to submit of

the bid document

1 set of 4 files of the original submission and a copy of the same original set, making it a total of 8 files to be submitted. 2 x USBs each must contain a copy of your original submission in Pdf and soft excel version of your financials. Yes hard copy should be supplied. For USB please pdf two copies and also include an excel version of the financials. Only 1 copy of each document is required per original file. All information will be uploaded on the e-tender portal for ease of access.

Page 93 point 7

Refers to the BBEEE levels that the

successful bidder must have as follows:

If you have a level 4 or lower you will be

required to up it to a level 3 iro a timetable

agreed with ACSA

But point 8 (the next point) states that if you

do not have a level 2 certificate you will be

penalised at 5% of the monthly turnover for

a period of 12 months

Which point is correct?

- Section V

Annexure V (62a) : Retail opportunity iro

Domestic airside shop 213 – pub and

brewery with craft beer restaurant

Please can you let us know if we would we

would be allowed to brew beer on site (ie in

the retail space) or can it be off-site (ie in the

basement of the ACSA building, but still

within the premises of the airport)

Annexure V (90a) : Retail opportunity iro

Domestic landside terminal – shop PRL 005

– family restaurant

Is the floor plan of the airport / indication of

where the site is situated correct as the

coloured area does not seem to be a 160 sqm

area?

The tender document has been updated to reflect level 3 Yes brewery can be onsite, limited within the leased area. Uploaded with revised tender document.