Energy efficiency schools programme (eesp) 2027/2028/2029 – educational theatre and poster competition for high schools

Closing date: 30 September 2026, 10:00 am.

Site visit/clarification meeting: Not applicable.

Tender advertised: 28 August 2026.

Tender validity: 120 days after closing date, extendable by up to 12 months (and further 6 months by mutual agreement).

CCT Tender Representative: [email protected]

Supplier Management Unit (for CCT Supplier Database registration and tax compliance PIN submission): 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town; Tel 021 400 9242/3/4/5.

Appeals (Section 62): The City Manager, c/o Manager: Legal Compliance Unit, Legal Services Department, Office of the City Manager; hand delivery 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001; post Private Bag X918, Cape Town 8000; email [email protected].

Access to information (PAIA): The City Manager, c/o Manager: Access to Information Unit; email [email protected].

POPIA enquiries: The City Manager, c/o Information Officer; email [email protected].

Submission method: sealed envelope deposited in the official tender box at the Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town, before 10:00 am on 30 September 2026. Envelope must show the tenderer's name and address, the tender number and description, the tender box number (204) and the closing date. Tenders too large for the box: ask at the public counter for alternative instructions. Facsimile and e-mail submissions are rejected. Late tenders are not considered.

Returnable documents (all must be completed and signed):

• Details of Tenderer (C.1)
• Form of Offer and Acceptance (C.2.1)
• Certificate of Authority for Partnerships/Joint Ventures/Consortiums (Schedule F.2), plus the joint venture agreement where applicable
• Declaration of Interest – State Employees (Schedule F.5, MBD 4 amended)
• Conflict of Interest Declaration (Schedule F.6)
• Declaration of Tenderer's Past Supply Chain Management Practices (Schedule F.7, MBD 8)
• Authorisation for the Deduction of Outstanding Amounts Owed to the CCT (Schedule F.8)
• Certificate of Independent Tender Determination (Schedule F.9)
• Schedule F.13 (Information to Be Provided With the Tender), including F13A (experience) and F13B (proposal)
• Tax Compliance Status PIN recorded on the Details of Tenderer pages
• Any other schedules listed as returnable in the tender document

Disqualification risks:

• Any returnable document omitted or unsigned.
• Tender not complying in all respects with the tender conditions, specifications and pricing instructions.
• Tender received after the closing time.
• Tender submitted by facsimile or e-mail.
• Failure to provide all information required for functionality scoring may result in failing the minimum score.

Returnable documents include: Schedule 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 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; F.14: Appeal Application. Also includes Details of Tenderer, Certificate of Authority, Declaration of Interest, Conflict of Interest, Declaration of Past SCM Practices, Certificate of Independent Bid Determination, Authorisation for Deduction, Tax Compliance Status PIN, and other required schedules.

Two-stage evaluation: functionality first, then price and preference.

Functionality (100 points total, minimum qualifying score 60 points):

• Previous Relevant Experience of Bidder (50 points): scored on number of similar projects (educational programmes targeted to youth) as at the closing date. 0 projects = 0 points; 1-3 = 20; 4-5 = 30; 6-9 = 40; 10 or more = 50. Complete Schedule F13A.
• Bidder's Proposal (50 points): evaluated on quality, practicality and completeness of the approach to delivering the Energy Efficiency Schools Programme. Must address all six components: Scope of Works, Schedule, Deliverables, Task Team, Risk Management and Materials. Scoring bands from 0 (little or no understanding) to 50 (exceptional). Complete Schedule F13B.

Price and preference (80/20 system):

• The 80/20 preference point system applies (for tenders up to R50 million, all taxes included).
• Points for price allocated per the formula in the tender; points for preference per the Preference Schedule (Schedule F.4).
• Contract awarded to the tenderer scoring the highest total adjudication points.

Other evaluation notes:

• The CCT may accept or reject any tender, and may cancel the tender process before contract formation.
• The CCT may negotiate with a preferred tenderer.
• The CCT may accept a tender that does not materially deviate from requirements.
• The CCT may consider a tenderer's existing contracts with the CCT when assessing ability to perform.

The Energy Efficiency Schools Programme (EESP) runs over three financial years (2027/2028/2029) and involves delivering an educational programme to high schools. The work is structured in four phases:

• Phase A: Play rehearsals and bookings
• Phase B: Play performance and interactive workshop
• Phase C: Poster competition and prize-giving ceremony
• Phase D: Close-out

Deliverables include (examples given): 15 sessions, teacher packs, and a competition.

Materials to be supplied include: costumes, props, backdrop, AV equipment; art materials for the competition (pastels, A1 poster board, magazines, upcycled materials); teacher packs (printed posters in English, Afrikaans, isiXhosa); catering and AV for the prize-giving ceremony; prizes (energy efficiency improvement voucher, stationery vouchers).

The proposal must address the six prescribed components: Scope of Works, Schedule, Deliverables, Task Team, Risk Management and Materials. The schedule must cover activities over the three financial years, noting some activities overlap, and include a booking plan for high schools. The task team details must include names, roles and relevant experience. Risks must be identified and mapped, with mitigation strategies (e.g., arranging escorts for schools in high-risk areas).

The bidder's proposal (Schedule F13B) must address six prescribed components: Scope of Works, Schedule, Deliverables, Task Team, Risk Management and Materials. The proposal is evaluated on quality, practicality and completeness, not merely the inclusion of components. Scoring bands: 0 (little or no understanding), 10 (addresses some requirements but lacks detail), 20 (basic understanding but lacks detail), 30 (sound understanding), 40 (comprehensive understanding), 50 (exceptional understanding). The minimum qualifying score for functionality is 60 points out of 100. For joint ventures, the tender must include a statement describing exactly what aspects of the work each party will undertake.

Bidder's experience is measured as at the tender closing date. Previous Relevant Experience (50 points): 0 similar projects = 0 points; 1-3 = 20; 4-5 = 30; 6-9 = 40; 10 or more = 50. Similar projects are those involving educational programmes targeted to youth. The CCT may assess the tenderer's ability to perform the contract, including professional and technical qualifications, competence, financial resources, equipment, managerial capability, reliability, experience, reputation and personnel. The CCT may consider the tenderer's existing contracts with the CCT.

The CCT may require samples, inspections, tests and analysis as provided in the Conditions of Tender or Specifications. Samples submitted by successful bidders are retained for the duration of the contract; they may not be returned in the same state or at all. Unsuccessful bidders will be advised to collect their samples. Tenderers must cooperate with the CCT's external service provider for due diligence review and risk assessment upon written instruction.

Pricing instructions: Tenderers must comply with all pricing instructions as stated on the Price Schedule. Rates and prices must be in Rand, include all duties, taxes (except VAT) and levies applicable 14 days before closing, and cover all expenses, disbursements, costs, general risks, liabilities, overheads and profit. Prices must be fixed for the contract duration. All items must be priced; nil rates are treated as no charge and may be subject to clarification or risk analysis. Arithmetical errors are corrected per the tender rules: amounts in words govern over figures; line item totals govern over rates; the total of prices governs.

Pricing format: Price Schedule (C.4) must be completed in Rand. Rates and prices must be fixed for the contract duration, not subject to adjustment except as provided in the contract. All duties, taxes (except VAT) and levies applicable 14 days before closing must be included. Prices must cover all expenses, disbursements, costs (e.g., transport, accommodation), general risks, liabilities, overheads and profit. All items in the pricing schedule must be priced; an item with no rate or a nil rate is treated as no charge, and the CCT may request clarification or perform risk analysis on nil rates.

Arithmetical errors: corrected per the tender rules (amounts in words govern over figures; line item totals govern over rates; total of prices governs).

Tender fee: R200 non-refundable for a hard copy of the tender document; not applicable to website downloads.

For transactions above R10 million (VAT inclusive), on written request the tenderer must provide: audited annual financial statements for the past 3 years (or since establishment), a certificate of no undisputed municipal service payments overdue more than 30 days, particulars of contracts with organs of state over the past 5 years, and a statement on foreign sourcing. Each joint venture/consortium party must submit separate statements.

Performance security and advance payment guarantee: pro forma forms are included (Annexures C and D) but the document does not state the required amounts or percentages.

Registration:

• CCT Supplier Database: required as a service provider; register when requested in writing, failing which no orders or payments can be processed. Applies individually to each joint venture party.
• National Treasury Central Supplier Database (CSD): required; register when requested, failing which no orders or payments. Applies individually to each joint venture party.

Tax compliance:

• Must be registered with SARS and tax compliant. Submit a valid Tax Compliance Status PIN (recorded on the Details of Tenderer pages). Each joint venture/consortium party submits a separate PIN. The CCT verifies tax compliance before award; a recommended bidder who is not tax compliant may be given 7 working days to provide proof of arrangements with SARS, failing which the bid is rejected.

Declarations and certificates (returnable):

• Declaration of Interest – State Employees (Schedule F.5 / MBD 4 amended): discloses whether any director or shareholder is a state employee; non-compliance renders the tender non-responsive.
• Conflict of Interest Declaration (Schedule F.6): declares any potential conflict of interest.
• Declaration of Tenderer's Past Supply Chain Management Practices (Schedule F.7 / MBD 8): declares past SCM practices; adverse findings may render the tender non-responsive.
• Certificate of Independent Tender Determination (Schedule F.9): certifies no collusion or price disclosure.
• Authorisation for the Deduction of Outstanding Amounts Owed to the CCT (Schedule F.8): authorises the CCT to deduct any outstanding amounts.

Eligibility:

• Must not be restricted under the CCT's SCM Policy.
• Must not be an advisor or consultant contracted with the CCT creating a conflict of interest.
• Must not be involved with the bid specification committee.
• Must not have been found guilty of contravening the Competition Act.
• Must have legal capacity, not be insolvent, in receivership, under business rescue, or subject to related legal proceedings.

B-bbee:

• Preference points claimed under the Preferential Procurement Regulations 2022 (Schedule F.4). Documentary proof required for claims (e.g., B-BBEE certificate, CSD report, company registration, proof of disability, financial statements, sworn affidavits).
• Specific goals include promotion of Micro and Small Enterprises (turnover up to R20 million and R80 million respectively) – 8 points under the 80/20 system.

Occupational Health and Safety:

• Must comply with the Occupational Health and Safety Act and Regulations; an OHS Agreement (C.3) is part of the contract.

Preference Points for Specific Goals: Tenderers must submit documentary proof (Company registration certification, Central Supplier Database report, BBBEE certificate, Proof of Disability, Financial Statements, commissioned sworn affidavits, etc.) in support of claims for preference for specific goals. The specific goals and points are: 1) Ownership (main tendering entity) - points as per table; 2) Enterprise Supplier Development and Socio Economic - >15% of total expenditure = 6 points, >12% up to 15% = 5, >9% up to 12% = 4, >6% up to 9% = 3, >3% up to 6% = 2, >=1% up to 3% = 1, <1% = 0; 3) Skills Development OR Employee Share Scheme - >5% of total profit = 6, >4% up to 5% = 5, >3% up to 4% = 4, >2% up to 3% = 3, >1% up to 2% = 2, >=0.5% up to 1% = 1, <0.5% = 0; Employee ownership: >15% = 6, >12% up to 15% = 5, >9% up to 12% = 4, >6% up to 9% = 3, >3% up to 6% = 2, >=1% to 3% = 1, <1% = 0. Total points = 20.

Occupational Health and Safety: The tenderer must comply with the Occupational Health and Safety Act and regulations, including the Compensation for Occupational Injuries and Diseases Act (COIDA). The tenderer must confirm that all compensation and assessment monies due to the Compensation Commissioner have been fully paid or that they are insured with an approved licensed compensation insurer. COIDA registration number or compensation insurer details must be provided. The tenderer must comply with the Council's Special Conditions of Contract, Way Leave, Lock-Out and Work Permit regulations.

No specific environmental requirements are stated beyond the general risk management component of the proposal, which requires identifying and mapping risks (e.g., schools in high-risk areas) and mitigation strategies such as arranging escorts.

Contract period: from commencement date until 30 June 2029. The CCT intends to appoint a single tenderer; if insufficient responsive bids, may not appoint. A Standby Bidder may be considered for award if the contract is terminated. Disputes/objections: aggrieved persons may lodge a written objection within 14 days of the decision. Appeals under Section 62 of the Systems Act: written notice and reasons to the City Manager within 21 days of notification; appeal must state reasons, how rights were affected, remedy sought, and include a copy of the notification. Appeal authority may confirm, vary or revoke the decision. Appeals Policy: fixed upfront administration fee of R300, payable at municipal offices or via EFT to the CCT's NEDBANK account (reference 198158966); a surcharge may be imposed for vexatious or frivolous appeals, calculated as half the administrative cost plus 0.25% of the appellant's tender price. Unpaid fees may be added to the bidder's municipal account or recovered per the Credit Control and Debt Collection By-law. The CCT may cancel the tender before contract formation if circumstances change, funds are unavailable, no acceptable tenders are received, there is a material irregularity, or market-related pricing cannot be negotiated.

Site visit/clarification meeting: NOT APPLICABLE. Tenderers must submit tender in sealed envelope with name, address, endorsement 'TENDER NO:56S/2026/27 TENDER DESCRIPTION: ENERGY EFFICIENCY SCHOOLS PROGRAMME (EESP) 2027/2028/2029', tender box number, closing date. If too large, enquire at public counter. Tenderers must not make alterations to documents except to comply with CCT instructions or correct errors, all alterations initialled. Alternative tender offers allowed only if main offer submitted, as separate sealed envelope marked 'Alternative Tender'. Only alternative of highest ranked acceptable main offer considered. Tenderers must submit one offer only, on original documents, signed by authorised person. Joint ventures must provide formation document. Two-envelope system not used. Tenders submitted by fax or email rejected. Tenderers must deposit bid in designated tender box before closing time. Tenderers must record and reference all information in List of Other Documents. Tenderers must complete all information and data in all respects. Tenderers must acknowledge and comply with notices. Tenderers must seek clarification at least one week before closing time. Tenderers must attend clarification meeting if required. Tenderers must comply with pricing instructions. Tenderers must not distribute tender documents to other potential bidders.

Eligibility criteria: Tender must comply in all aspects with tender conditions, specifications, pricing instructions, and contract. Must submit clear, irrevocable, unambiguous offer. Must complete Details of Tenderer, Certificate of Authority for Partnerships/Joint Ventures/Consortiums, Declaration of Interest – State Employees, Conflict of Interest Declaration, Declaration of Past Supply Chain Management Practices, Certificate of Independent Bid Determination. Must not be restricted under SCM Policy, must have tax matters in order with SARS (or be foreign supplier not required to register), must not be advisor/consultant with conflict of interest, must not be involved with bid specification committee, must complete Authorisation for Deduction of Outstanding Amounts Owed to CCT, must not have contravened Competition Act, must not be guilty of other SCM Policy violations. Tenderers must be registered on CCT Supplier Database and National Treasury CSD. For Joint Ventures, must provide statement describing aspects of work each party will undertake.

Functionality evaluation criteria: 1) Previous Relevant Experience of Bidder (weight 50): No similar projects = 0 points; 1-3 similar projects = 20 points; 4-5 similar projects = 30 points; 6-9 similar projects = 40 points; 10 or more = 50 points. Similar projects refer to educational programmes targeted to youth. 2) Bidder's Proposal (weight 50): evaluated on quality, practicality, completeness of proposed approach to delivering Energy Efficiency Schools Programme. Proposal must address six components: Scope of Works (Phase A: Play rehearsals and bookings; Phase B: Play performance & interactive workshop; Phase C: Poster competition & prize-giving ceremony; Phase D: Close-out), Schedule (timeline over 3 financial years, booking plan of high schools), Deliverables (e.g., 15 sessions, teacher packs, competition), Task Team (details of team), Risk Management (identify and map risks, e.g., high-risk area mitigation), Materials (costumes, props, backdrop, AV equipment, art materials, teacher packs, catering, prizes). Scoring: 0 points = little/no understanding; 10 = addresses some requirements but lacks detail; 20 = basic understanding but lacks detail; 30 = sound understanding; 40 = comprehensive understanding; 50 = exceptional understanding. Minimum qualifying score for functionality is 60 points (60%) out of 100. Tenderers must submit all relevant information in prescribed format (Schedule F13A for experience, F13B for proposal).