Soil organic carbon monitoring methodology development – western cape tender

Closing date: 21 September 2026 at 11h00.

Project completion: 15 March 2027.

No briefing or site visit is stated.

Bidding procedure enquiries: Donna Swartz, Tel (021) 483 4471, Email [email protected].

Technical enquiries: Lize Jennings-Boom, Tel (021) 483 0769, Email [email protected].

All enquiries must be made via email and will be responded to via email.

Bids must be delivered to the correct address before the closing time; late bids will not be accepted for consideration. Bids must be submitted on the official forms provided (not re-typed) and only original, signed documents will be considered. Each bid must be in a sealed envelope bearing the bidder's name and address, the bid number, and the closing date. Bids may be posted to the Head: Supply Chain Management, Department of Environmental Affairs and Development Planning, Private Bag X9086, Cape Town, 8000, or deposited in the bid box at the Ground Floor Front Entrance, Utilitas Building, 1 & 3 Dorp Street, Cape Town (accessible 24 hours until closing).

Returnable documents (all must be completed and signed):

• WCBD 1 (Invitation to Bid)
• WCBD 3.1 (Pricing Schedule – Firm Prices)
• WCBD 3.2 (Price Adjustments)
• WCBD 3.3 (Final Pricing Schedule)
• WCBD 4 (Declaration of Interests, Bidder's Past SCM Practices and Independent Bid Determination)
• WCBD 6.1 (Preference Points Claim Form)
• Proof of CSD registration
• Acceptance of GCC, SCC and ToR by initialling every page of the ToR

Proposals must be structured as: organisational overview, workplan and methodology, implementation approach and quality control, and costing/budget. The proposal must be submitted under a full table of contents, and all supporting documentation must be numbered on each page. Bids that fail to complete any section or form may be invalidated.

The bidder is required to submit the following documents with their bid proposal: WCBD 1 Invitation to Bid, WCBD 3.1 Price Schedule, WCBD 3.2 Price Adjustments, WCBD 3.3 Final Pricing Schedule, WCBD 4 Declaration of Interest, Declaration of Bidder’s Past Supply Chain Management Practices and Certificate of Independent Bid Determination, WCBD 6.1 Preference Points Claim Form, proof of CSD registration, and acceptance of GCC, SCC and ToR by initialling every page.

Evaluation is in four phases:

• Phase 1 (Compliance): All Section 7 requirements must be met; failure renders the bid invalid.
• Phase 2 (Pre-qualification): Bidders must score 100% (4 out of 4) on criteria covering experience in SOC methodologies (5+ years), experience in land-based mitigation, alignment with proposal structure, and clear costing/budget breakdown.
• Phase 3 (Functionality): Bidders must score at least 70 out of 100. Scoring per criterion is 0 (does not comply), 2 (partially complies) or 4 (complies fully). Weightings: Service Provider's Qualifications, Skills and Competencies 40; Minimum 5 years' experience for key roles 25; Service provider's project management experience 20; Proven project management in at least 3 similar projects 15.
• Phase 4 (Price and B-BBEE): 80/20 preference points system – 80 points for price, 20 for B-BBEE status. The bid is awarded to the bidder scoring the highest combined points. Bidders who fail to submit an accredited B-BBEE certificate or sworn affidavit may only score price points.

The service provider will develop a science-based, fit-for-purpose soil organic carbon (SOC) monitoring methodology and profile for the Western Cape, to be completed by 15 March 2027. The methodology must establish a spatially explicit SOC baseline and data collection system to estimate current carbon levels and future carbon uptake potential across various soil types, climates and land uses, supporting the AFOLU sector's net zero pathway.

Core deliverables and milestones:

• Project Inception Report: inception minutes, scoping, objectives, stakeholder roles, data gaps, deliverable dates and payment schedules.
• Data Collection Framework: framework for data collection across diverse soil types, climates and land uses.
• Baseline Methodology: robust methodology to estimate current SOC and current/potential carbon uptake, incorporating biophysical and socio-economic variables; tools/models must be provided to WCG.
• Baseline SOC Profile for the Province: aligned with the previous AFOLU emissions profile; provided as one or more GIS layers compliant with departmental requirements.
• SOC Opportunity Assessment Report: identifies high-potential landscapes, evaluates land management practices, estimates carbon credit volumes, and highlights aggregation opportunities.
• Stakeholder Engagement Report: workshops/consultations with government, academia, private sector; stakeholder database with disaggregated demographic data; register of comments and how they were addressed.
• Draft Final Report and spatial products: initial findings on methodology, SOC profile and opportunity assessment.
• Final Project Report and formal handover: final methodology, data, framework, strategic recommendations, lessons learnt, a manual on using the methodology, capacity building sessions, and one presentation of full project scope and outcomes.
• Process documentation: secretariat for Project Steering Committee and all project meetings; minutes within 5 working days.

The methodology must align with the Global Protocol for Community-Scale GHG Inventories and the Land Sector and Removals Standard (GHG Protocol). Work must consider the Agroclimatic Zones in the SmartAgri WCCCR Framework, the Biodiversity Spatial Plan and the Western Cape Spatial Development Framework.

All baseline data, tools, models and methodologies must be handed over to the WCG and must not be linked to subscription services, black-box modelling, or be un-updatable by WCG staff.

GIS requirements:

• GIS-based products must be signed off by a suitably registered GIS practitioner and provided with clear metadata; all attribute data fields populated.
• GIS products must be compatible with the ESRI platform and use Coordinate Reference System with Datum WGS 1984 and Projection UTM 34 S.
• GIS data may be provided as digital copies; map templates/layer files and high-resolution PDF and JPEG exports must be provided.

Capacity building: the service provider must design and implement a structured skills transfer programme, including hands-on training on data management, operation and updating of the SOC baseline model, and knowledge products (SOC model user manual, technical documentation, step-by-step workflow guides).

The service provider will develop a methodology to calculate a SOC profile for the Western Cape, aligning with the Global Protocol for Community-Scale GHG Inventories and the Land Sector and Removals Standard. The methodology must be handed over to the WCG and must not be linked to subscription services or black-box modelling. The work must consider the Agroclimatic Zones in the SmartAgri WCCCR Framework, the Biodiversity Spatial Plan and the Western Cape Spatial Development Framework. The proposal must include a workplan, methodology, list of deliverables, implementation approach and quality control statement.

The service provider must demonstrate expertise in SOC methodologies, with particular experience in the South African and Western Cape context. The team must include:

• Project Manager/Lead: experience managing climate change related projects and understanding of land-based mitigation.
• Technical Expert in SOC methodologies: experience in the South African and Western Cape context.
• GIS practitioner: registered GISc technologist or professional with at least 5 years' experience.
• Data analyst with specific expertise in GHG emissions inventories, particularly the AFOLU sector.
• Climate Change Mitigation Practitioner: understanding of mitigation measures in the AFOLU sector.
• Stakeholder consultation lead: experience with sectors working on land-based mitigation.

The team must have a minimum of 5 years' experience in this area of work. Staff CVs highlighting qualifications and project experience must be submitted.

The proposal must include a statement on quality control method for the project. GIS-based products must be signed off by a suitably registered GIS practitioner and provided with clear metadata. All GIS products must be compatible with the ESRI platform and use a Coordinate Reference System with Datum WGS 1984 and Projection UTM 34 S.

Pricing must be inclusive of VAT (where the bidder is VAT registered). Prices must be firm and must not vary. The Pricing Schedule (WCBD 3.1) must be completed in all respects. The costing/budget must be a final, all-inclusive total price offer broken down into all major cost components. The offer must be valid for 90 days from the closing date.

Pricing must be inclusive of VAT (where the bidder is VAT registered). Prices quoted must be firm and must not vary during the contract. The Pricing Schedule (WCBD 3.1) must be completed in all respects. Only firm prices will be accepted; non-firm prices (including those subject to exchange rate variations) will not be considered. The financial proposal must be a final, all-inclusive total price offer (professional fees, all envisaged travel costs, etc.) broken down into all major cost components. The offer must be valid for 90 calendar days from the closing date. If importing components from a country with a currency other than South Africa's, the bidder is liable to take out forward cover against exchange rate fluctuations.

Bidders must be registered on the Central Supplier Database (CSD) at the time of bid closing and submit proof of registration. Bidders must be tax compliant and provide a SARS TCS PIN or printed TCS certificate; if tax status cannot be verified, 7 working days are allowed to confirm compliance. Bids from persons in the service of the state, companies with directors who are state employees, or closed corporations with members in the service of the state will not be considered. In consortia/JVs/subcontracting, each party must submit a separate TCS certificate and CSD number. Bidders must complete and sign all mandatory forms (WCBD 1, 3.1, 3.2, 3.3, 4, 6.1). B-BBEE status on WCBD 6.1 applies for evaluation, not the CSD status. Bidders must submit an accredited B-BBEE certificate or sworn affidavit to claim preference points. Proof of authority (e.g. company resolution) must be submitted for the signatory.

The 80/20 preference points system applies: 80 points for price, 20 for B-BBEE status. Only the B-BBEE status on WCBD 6.1 applies for evaluation, not the CSD status. Bidders must complete WCBD 4 and WCBD 6.1. To claim preference points, bidders must submit an accredited B-BBEE certificate or sworn affidavit (for EMEs and QSEs). Bidders who fail to submit such evidence may only score price points.

The project supports the Western Cape's 2050 net zero carbon ambition and the AFOLU sector's pathway to net zero emissions. The methodology must align with the Global Protocol for Community-Scale GHG Inventories and the Land Sector and Removals Standard. The work must consider the Agroclimatic Zones in the SmartAgri WCCCR Framework, the Biodiversity Spatial Plan and the Western Cape Spatial Development Framework. The methodology must capture ecological, social and economic co-benefits such as improved soil health, water retention, biodiversity and food security.

The successful bidder must complete and sign a written contract form (WCBD 7.1). The bid is subject to the General Conditions of Contract (GCC) and any applicable Special Conditions of Contract. Service must commence from a date mutually agreed with the Department. The bidder's proposal must be valid for 90 calendar days from the closing date. The Department does not bind itself to accept the lowest or any bid and reserves the right to accept the bid in the best interest of the State, even if it waives minor non-compliance.

The bid is subject to the General Conditions of Contract (GCC) and any applicable Special Conditions of Contract. The successful bidder must complete and sign a written contract form (WCBD 7.1).

Bidders must be registered on the Central Supplier Database (CSD) at the time of bid closing and submit proof of registration. Bidders must be tax compliant and provide a SARS TCS PIN or printed TCS certificate. No bids will be considered from persons in the service of the state, companies with directors who are state employees, or closed corporations with members in the service of the state. Bidders must accept all bid conditions by initialling every page of the ToR. All sections of the bid document must be completed in full; failure to reply to all sections may result in the offer not being considered.

Evaluation is in four phases: Phase 1 Compliance (all Section 7 requirements), Phase 2 Pre-qualification (must score 100%), Phase 3 Functionality (must score at least 70/100), Phase 4 Price and B-BBEE (80/20 system). The bid is awarded to the bidder scoring the highest combined price and B-BBEE points.