122S/2026/27 — term tender for maintenance, repair, refurbishment and testing of on-load tapchangers (oltc) on high voltage power transformers, city of cape town

The City of Cape Town requires a term contract for the maintenance, repair, refurbishment and testing of on-load tapchangers (OLTC) on high voltage power transformers.

• Contract period: from the commencement date until 16 February 2030.
• The CCT intends to appoint a highest-ranked tenderer and one Alternative Tenderer, and may identify a Standby Bidder at award stage.
• Work is executed under the specification at Section C.5 and the special and general conditions of contract at Sections C.6 and C.7.

Advertised: 13 November 2026

Site visit / clarification meeting

• Date and time: 27 November 2026 at 8:30.
• Venue: Microsoft Teams meeting, or by phone on 021 835 5043.
• Meeting ID: 367 416 362 931 341 2; passcode: xJ9HH7V4.
• Attendance: not compulsory, but strongly recommended; a duly authorised, suitably qualified representative should attend.
• No compulsory clarification meeting applies to this tender.

Clarification requests: at least one week before the closing time.

Closing

• Date: 27 January 2027.
• Time: 10:00.

Contract period: from the commencement date of the contract until 16 February 2030.

Bid validity: 120 days after the closing date, with bids remaining valid for acceptance for a further 12 months after that period unless the CCT is notified in writing otherwise; a further extension of up to six months is possible by mutual agreement and City Manager approval.

CCT tender representative

• Email: [email protected]

Site visit / clarification meeting dial-in

• Telephone: 021 835 5043

Supplier registration (CCT Supplier Database)

• Telephone: 021 400 9242/3/4/5
• Address: Supplier Management Unit, Supplier Management / Registration Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town

Appeals and objections

• Email: [email protected]
• Hand delivery: The City Manager, c/o Manager: Legal Compliance Unit, Legal Services Department, Office of the City Manager, 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001
• Post: Private Bag X918, Cape Town, 8000

Access to information requests

• Email: [email protected]
• Hand delivery: The City Manager, c/o Manager: Access to Information Unit, Legal Services Department, Office of the City Manager, 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001
• Post: Private Bag X918, Cape Town, 8000

Data protection requests

• Email: [email protected]
• Hand delivery: The City Manager, c/o Information Officer, Office of the City Manager, 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001
• Post: Private Bag X9181, Cape Town, 8000

Submission address

Tender Box 245

Tender & Quotation Boxes Office

2nd Floor (Concourse Level)

Civic Centre

12 Hertzog Boulevard

Cape Town

Submission method

• Sealed envelope deposited in Tender Box 245 at the Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town, before the closing time.
• Envelope must show the tenderer's name and address, the tender number 122S/2026/27, the tender description (term tender for maintenance, repair, refurbishment and testing of on-load tapchanggers), the tender box number and the closing date.
• If the offer is too large for the box or the box is full, enquire at the public counter (Tender Distribution Office) for alternative instructions; the tenderer remains responsible for correct placement.
• Faxed or emailed offers are rejected.
• Late offers are not considered.
• Tender fee: R200 non-refundable for a hard copy of the document; not payable where the document is downloaded from the website.
• Alternative offers must be submitted on a complete set of documents in a separate sealed envelope marked "Alternative Tender", and only if a main offer is also submitted.

Returnable schedules (all must be completed, signed and returned)

• F.1 Contract Price Adjustment.
• F.2 Certificate of Authority for Partnerships/Joint Ventures/Consortiums, plus the JV founding document and a statement of which work each party will perform.
• F.3 Declaration for Procurement above R10 million.
• F.4 Preference Points Claim Form (Preferential Procurement Regulations 2022).
• F.5 Declaration of Interest – State Employees (MBD 4 amended).
• F.6 Conflict of Interest Declaration.
• F.7 Declaration of Tenderer's Past Supply Chain Management Practices (MBD 8).
• F.8 Authorisation for the Deduction of Outstanding Amounts Owed to the CCT.
• F.9 Certificate of Independent Tender Determination.
• F.10 Proposed Deviations and Qualifications by Tenderer.
• F.11 List of Other Documents Attached by Tenderer.
• F.12 Record of Addenda to Tender Documents.
• F.13 Information to Be Provided With the Tender (company experience and key personnel schedules A1, A2, A3).
• F.14 Appeal Application.

Other submission rules

• The full tender document must be returned, completed in non-erasable ink or electronically if issued that way.
• The offer must be signed by a duly authorised person; JV signatories must identify the lead partner.
• All information requested must be supplied in the tender or within 7 calendar days of a written request; incomplete data may render the offer non-responsive.
• Any material submitted in other documents (cover letters, brochures, catalogues) must be listed in Schedule F.11.
• Alterations to the tender documents are not permitted except to correct the tenderer's own errors or to follow written CCT instructions, and all signatories must initial them.

Evaluation order

• Responsiveness check first: the offer must comply in all respects with the Conditions of Tender, the specifications, the pricing instructions and the contract, and must be fully completed and signed.
• A two-stage system will not be followed.
• Functionality is scored next; only bidders reaching the minimum qualify for price and preference scoring.

Functionality (maximum 100)

• Minimum qualifying score: 70 out of 100.
• Company experience as a service provider for the work in clause 5.1.2.1 of Section C.5 (Schedule F.13 A1): 2 years or less = 0; more than 2 and up to 3 years = 10; more than 3 and up to 5 years = 25; more than 5 years = 35.
• Supervisors/Site managers with at least 5 years' experience on high voltage power transformer OLTC work (Schedule F.13 A2): none = 0; one = 5; two = 20; three or more = 30.
• Service technicians with at least 3 years' experience on high voltage power transformer OLTC work (Schedule F.13 A3): fewer than 2 = 0; 2 = 25; 3 or more = 35.
• Experience is counted up to and including the closing date.
• An individual who meets both the supervisor and technician minimums may be counted in both categories.
• Where the bidder is a joint venture, the tenderer, the OEM and subcontractors are all evaluated on functionality.
• Missing information, or information not supplied within 7 calendar days of request, may prevent the bidder from reaching the minimum score.

Price and preference

• Preference point system: 80/20.
• Applicable table: awards above R750 000 and up to R50 million (VAT inclusive).
• Price points are calculated on the sum of prices/rates against the estimated quantities in the Price Schedule (Section C.4).
• Preference points for specific goals are claimed on Schedule F.4 and allocated on the Preference Schedule table.

Appointment

• The CCT intends to appoint two tenderers: the highest-ranked bidder (the Winner) and one Alternative Tenderer; if too few responsive bids are received, no appointment may be made.
• A Standby Bidder may be identified at award stage to be considered if the contract is later terminated.
• The contract is concluded with the tenderer scoring the highest number of adjudication points.

Scope

• Term tender for the maintenance, repair, refurbishment and testing of on-load tapchangers (OLTC) on high voltage power transformers for the City of Cape Town.
• Work is performed under the specification at Section C.5, with reference to clauses 5.1.1, 5.1.2.1, 5.1.2.2, 5.1.2.3, 5.1.2.4, 5.1.3.1, 5.1.3.2, 5.2.26 and 5.2.27.

Rates and inclusions

• Rates are all-inclusive per unit for inspection and maintenance of OLTCs, covering sundries and labour at normal working hours.
• Labour hours spent travelling from workshop to site and back, and between sites, are included in the rates.
• Material such as bushings, silica gel breathers and valves is excluded and quoted separately.
• Transport is charged at a rate per kilometre under the applicable section A or B of the pricing schedule.
• Maintenance kits, spares and components not listed in the pricing schedules are supplied as OEM-approved or certified equivalent parts compatible with the equipment, at cost price plus 10% mark-up, on request and with CCT approval.

Personnel

• Supervisors/Site managers must have at least 5 years' experience and technical knowledge to supervise inspection, investigation, repair, refurbishment, maintenance and testing of high voltage power transformer OLTCs.
• Service technicians must have at least 3 years' experience and technical knowledge in the same disciplines.
• Key personnel must be in the tenderer's permanent employment as at the closing date, or provided through a signed subcontractor undertaking with CVs, qualifications and OEM competency documentation attached to Schedule F.13.
• A schedule of all key personnel proposed for point allocation, with full names and contact details, must be submitted on Schedule F.13.

Other

• Samples are not required for this tender.
• The CCT may require access to the tenderer's premises during working hours for inspections, tests and analysis.
• Tenderers must cooperate with the CCT's external service provider for due diligence review and risk assessment when instructed in writing.
• Where the document names a trade mark, name, patent, design, type, origin or producer, it is read as "or equivalent".

Company experience (Schedule F.13 A1)

• Scored on proven track record as a service provider for the work in clause 5.1.2.1 of Section C.5: 2 years or less = 0; more than 2 and up to 3 years = 10; more than 3 and up to 5 years = 25; more than 5 years = 35.

Supervisors/Site managers (Schedule F.13 A2)

• Minimum 5 years' experience and technical knowledge to supervise and manage inspection, investigation, repair, refurbishment, maintenance and testing of high voltage power transformer OLTCs.
• Scoring: none = 0; one = 5; two = 20; three or more = 30.

Service technicians (Schedule F.13 A3)

• Minimum 3 years' experience and technical knowledge in the same disciplines.
• Scoring: fewer than 2 = 0; 2 = 25; 3 or more = 35.

Employment and evidence

• Key personnel must be in the tenderer's permanent employment as at the closing date, evidenced by CVs per clause 5.2.27 of Section C.5.
• Alternatively, a signed undertaking from a specialist subcontractor confirming the named individuals will perform the work for the contract duration, with CVs, qualifications and OEM competency documentation attached to Schedule F.13.
• A schedule of all key personnel proposed for point allocation, with full names and contact particulars, must be submitted on Schedule F.13.
• Experience is counted up to and including the closing date.
• An individual meeting both supervisor and technician minimums may be counted in both categories.
• Joint ventures are evaluated on the tenderer, the OEM and subcontractors.
• Information must be submitted with the offer or within 7 calendar days of request; otherwise the minimum functionality score may not be reached.

Testing and samples

• Samples are not required for this tender.
• The CCT may require access to the tenderer's premises during working hours for inspections, tests and analysis.
• The CCT bears no cost of testing needed to demonstrate compliance.

Personnel competence

• Supervisors/Site managers require at least 5 years' experience on high voltage power transformer OLTC work; service technicians require at least 3 years.
• Where applicable, OEM competency certificates or equivalent OEM-issued proof of authorisation or certification to work on the equipment must be provided.
• CVs must demonstrate permanent employment with the tenderer, per clause 5.2.27 of Section C.5.

Due diligence

• Tenderers must cooperate fully with the CCT's external service provider appointed for due diligence review and risk assessment, on written instruction.

Rate reasonableness

• The CCT may clarify nil rates and perform a risk analysis on rates that appear unreasonable.

Format

• Prices are stated in Rand and exclude VAT; all duties, taxes (other than VAT) and levies applicable 14 days before the closing time must be included.
• Where a quantity is given, both a rate and a price (quantity × rate) must be entered.
• Every item must be priced; a blank, zero, dash or "included" entry is treated as a nil rate, which the CCT may query and risk-assess.
• Rates are all-inclusive per unit for inspection and maintenance of OLTCs, covering sundries and normal-hours labour, including travel time between workshop, sites and back.
• Material such as bushings, silica gel breathers and valves is excluded and quoted separately.
• Transport is charged at the rate per kilometre in the applicable section A or B of the schedule.
• Unlisted maintenance kits, spares and components are supplied as OEM-approved or certified equivalents at cost price plus 10% mark-up, on request and CCT approval; cost price includes freight, landing costs, dock dues, import duty and similar charges at the South African place of entry, plus transport.
• Rates and prices are fixed for the contract duration except as provided in clause 17 of the Conditions of Contract and Schedule F.1.

Scoring

• Price points are based on the sum of prices/rates against the estimated quantities.
• The 80/20 preference point system applies, with the table for awards above R750 000 and up to R50 million (VAT inclusive).

Corrections

• Words govern over figures; line item totals govern over unit rates; the total of the prices governs and selected item prices may be revised to match it.
• Rates or lump sums that are unpriced, excessively low or high, or out of balance may require supporting evidence and amendment.

Pricing

• Prices are tendered in Rand, excluding VAT, and must include all duties, taxes (other than VAT) and levies applicable 14 days before the closing time.
• Rates must cover all expenses, disbursements, overheads, risk and profit; tendered prices are final and binding.
• Fixed rates and prices apply for the duration of the contract, subject only to the price adjustment provisions in clause 17 of the Conditions of Contract and Schedule F.1.
• Every item in the Price Schedule must be priced; a blank entry, zero, dash or the word "included" is treated as a nil rate, and the CCT may request clarification or perform a risk analysis on unreasonably low or high rates.
• Where a quantity is given, both a rate and a price (quantity × rate) must be entered.
• Unlisted spares and components: cost price plus 10% mark-up, on request and CCT approval.
• Transport: charged at the rate per kilometre in the applicable section A or B of the pricing schedule.

Tender fee

• R200 non-refundable for a hard copy of the tender document; not payable for website downloads.

Financial capacity

• Where the transaction value including VAT exceeds R10 million, the CCT may require audited annual financial statements for the past 3 years (or since establishment), a certificate that no undisputed municipal service payments are overdue by more than 30 days, particulars of state contracts awarded in the past 5 years, and a statement on any portion of goods or services sourced outside South Africa. Each JV or consortium party submits these separately.

Guarantees and security

• Pro forma performance security/guarantee: Annexure C.
• Pro forma advance payment guarantee: Annexure D.
• Pro forma insurance broker's warranty: Annexure A.
• Monthly project labour report: Annexure B.

Arithmetical corrections

• Amounts in words govern over amounts in figures.
• A line item total governs over the unit rate, and the rate is corrected.
• The total of the prices governs; the tenderer may be asked to revise selected item prices to match the tendered total.

Bid validity: 120 days after the closing date, extendable as set out in the Conditions of Tender.

Registration

• National Treasury Central Supplier Database (CSD) registration is required; register at https://secure.csd.gov.za. Each JV party must register individually.
• CCT Supplier Database registration is required on written request; failure prevents orders and payments under the contract.

Tax

• A valid Tax Compliance Status PIN issued by SARS must be submitted with the tender or to the Supplier Management Unit, and the PIN must be recorded on the Details of Tenderer pages.
• Each JV or consortium party submits a separate PIN.
• Before award the CCT verifies tax status; a non-compliant recommended bidder has 7 working days to provide written proof from SARS of an arrangement to meet outstanding obligations, failing which the bid is rejected.
• Only foreign suppliers answering "no" to all questions in the Questionnaire to Bidding Foreign Suppliers are exempt from SARS tax compliance registration.

Eligibility

• The offer must comply in all respects with the tender, Conditions of Tender, specifications, pricing instructions and contract.
• The tenderer, its representatives, directors or members must not be restricted under the SCM Policy, must not have been found guilty of contravening the Competition Act, and must not be a CCT advisor or consultant with a conflict of interest or unfair advantage.
• The tenderer must not be directly or indirectly involved with the bid specification committee.
• Tax affairs must be in order.

Returnable schedules (one line each)

• F.1 Contract Price Adjustment; F.2 Certificate of Authority for Partnerships/Joint Ventures/Consortiums; F.3 Declaration for Procurement above R10 million; F.4 Preference Points Claim Form; F.5 Declaration of Interest – State Employees (MBD 4 amended); F.6 Conflict of Interest Declaration; F.7 Declaration of Tenderer's Past Supply Chain Management Practices (MBD 8); F.8 Authorisation for the Deduction of Outstanding Amounts Owed to the CCT; F.9 Certificate of Independent Tender Determination; F.10 Proposed Deviations and Qualifications; F.11 List of Other Documents Attached; F.12 Record of Addenda; F.13 Information to Be Provided With the Tender; F.14 Appeal Application.
• Signing these commits the bidder to the declarations each form contains; a false declaration disqualifies the bid.

B-BBEE and preference

• Preference points for specific goals are claimed on Schedule F.4 under the 80/20 system.
• Documentary proof must support each claim: company registration certificate, CSD report, B-BBEE certificate, proof of disability, financial statements or commissioned sworn affidavits.

Occupational health and safety

• Compliance with the Occupational Health and Safety Act and its Regulations is required, with all costs allowed for in the pricing.
• A Health and Safety Plan must be submitted on written request, demonstrating the competencies and resources to deliver the services.
• The Occupational Health and Safety Agreement at Section C.3 must be concluded.

Joint ventures

• A founding document signed by all parties, the lead partner's identity and a statement of which work each party will perform must accompany the tender.

Disqualification risks

• Late submission, faxed or emailed submission, or an unsealed or incorrectly marked envelope.
• Any returnable schedule left incomplete or unsigned.
• Material deviation or qualification of the tender terms.
• Corrupt or fraudulent practices.
• Failure to provide clarification or additional information within the time stated in a written request.

Statutory compliance

• The tenderer is deemed to have read and understood the Occupational Health and Safety Act and its Regulations and to have allowed for all compliance costs in its pricing.
• The Occupational Health and Safety Agreement at Section C.3 must be concluded, under which the supplier undertakes to ensure, as far as reasonably practicable, that all work and all equipment, machinery or plant used complies with the Act and Regulations.

Health and Safety Plan

• On written request by the CCT, the tenderer must submit a Health and Safety Plan detailed enough to show the competencies and resources needed to deliver the goods or services in line with the Act, the Regulations and the Health and Safety Specification.

Subcontractors

• Subcontractors must conclude the health and safety agreement separately and comply with its conditions.

Contract period

• From the commencement date of the contract until 16 February 2030.

Bid validity and withdrawal

• Offers remain valid, irrevocable and open for acceptance for 120 days after the closing date.
• Bids remain valid for acceptance for a further 12 months after that period unless the CCT is notified in writing otherwise; a further extension of up to six months is possible by mutual agreement and City Manager approval.
• Withdrawal after the closing date is at the CCT's sole discretion; unauthorised withdrawal makes the tenderer liable for the CCT's additional costs or losses, recoverable by set-off against money due or against any guarantee or deposit.

Cancellation and rejection

• The CCT may accept or reject any offer, or cancel the tender, before a contract is formed, including where needs change, funds are unavailable, no acceptable offers are received, there is a material irregularity, or market-related pricing cannot be negotiated.
• Written reasons are given on written request.

Appointment structure

• Two tenderers may be appointed: the Winner and one Alternative Tenderer.
• A Standby Bidder may be identified at award stage and considered if the contract is terminated.

Alternative offers

• Only permitted if a compliant main offer is also submitted, on a complete set of documents in a separate sealed envelope marked "Alternative Tender".
• Only the alternative of the highest-ranked acceptable main offer is considered; the CCT has sole discretion.

Price adjustment

• Rates are fixed for the contract duration except as provided in clause 17 of the Conditions of Contract and Schedule F.1 (Contract Price Adjustment).

Arithmetical errors

• Words govern over figures; line item totals govern over unit rates; the total of the prices governs and selected item prices may be revised to match it.
• Unreasonably low, high or unbalanced rates may require supporting evidence and amendment.

Objections and appeals

• Objections, complaints, queries or disputes must be lodged in writing within 14 days of the decision or action.
• Appeals under section 62 of the Municipal Systems Act must be lodged in writing with the City Manager within 21 days of notification, stating the reasons, how rights were affected, the remedy sought, and attaching the notification.
• Appeal administration fee: R300, payable at Municipal Offices or the Civic Centre, or by EFT to the CCT's Nedbank account using reference 198158966, with proof of payment.
• Surcharge for vexatious, frivolous or manifestly inappropriate appeals: half the administrative cost of the appeal plus 0.25% of the appellant's tender price.
• Unpaid fees or surcharges are added as a sundry tariff to the bidder's municipal account, or recovered under the Credit Control and Debt Collection By-law, 2006.

Personal information

• Personal information is processed under POPIA for the tender, contract and related purposes, including by the CCT's due diligence provider, professional advisors and the Appeal Authority.

Functionality (maximum 100; minimum qualifying score 70)

• Company experience as a service provider for the work in clause 5.1.2.1: 2 years or less = 0; more than 2 and up to 3 years = 10; more than 3 and up to 5 years = 25; more than 5 years = 35.
• Supervisors/Site managers with at least 5 years' OLTC experience: none = 0; one = 5; two = 20; three or more = 30.
• Service technicians with at least 3 years' OLTC experience: fewer than 2 = 0; 2 = 25; 3 or more = 35.
• Experience is measured up to and including the closing date.
• One individual may be counted as both supervisor and technician if they meet both minimums.
• Joint ventures are evaluated on the tenderer, the OEM and subcontractors.
• Information must be submitted with the offer or within 7 calendar days of request.

Price and preference

• 80/20 preference point system applies.
• Applicable table: awards above R750 000 and up to R50 million (VAT inclusive).
• Price points are based on the sum of prices/rates against the estimated quantities in the Price Schedule.
• Preference points for specific goals are allocated on the Preference Schedule table and claimed on Schedule F.4.