Panel of mediators for facilitation and mediation services — western cape mobility regulation (3-Year framework contract)

Enquiries

• Contact: Kurt Hendricks
• Role: Purchaser's representative / SCM contact
• Email: [email protected]
• Telephone: 071 871 0439

WCSEB help centre

• Telephone: 021 833 5361
• Email: [email protected]

Submission address (bid box)

Western Cape Mobility Department

27 Wale Street

Cape Town

8001

Courier address

Mobility Regulation

SCM: Tender Office

27 Wale Street

Cape Town

8001

WCSEB annual update address

Provincial Treasury

4 Waterford Place, 2nd Floor

Century City

Cape Town

(Postal: Private Bag X9165, Cape Town, 8000)

Submission method

• Deliver the complete bid document (pages 1 to 85) to the bid box at the Western Cape Mobility Department, 27 Wale Street, Cape Town.
• The bid box is accessible 24 hours a day, seven days a week. The slot is about 35 cm wide and 10 cm high; larger packages must be handed to an SCM official during office hours 08:00–15:00.
• Courier deliveries: Mobility Regulation, SCM: Tender Office, 27 Wale Street, Cape Town, 8001, during office hours 08:00–15:00. Keep proof of delivery.
• Mark each package with Bid No: MTF01/2026.
• Closing time: 11:00 on 11 November 2026.
• Bids sent by fax or email, and late bids, will not be accepted.
• A two-envelope procedure does not apply.
• No alternative bids will be considered.

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

• A1 WCBD1: Bid Form — the bid offer and supplier details.
• A2 Tendering entity and authority of signatory — confirms the entity and the signatory's authority; a board/partner resolution signed by all members is required.
• A3 Compulsory Enterprise Questionnaire — enterprise particulars and record of service of the state.
• A4 WCBD6.1(a): Preference Certificate (80:20) — claims B-BBEE preference points.
• A5 WCBD4: Declaration of Interest — discloses state employment or connections.
• A6 Addenda / Notices issued to tenderers.
• A7 Schedule of required compliance assessment documents.
• B1 WCBD7.1: Contract Form: Purchase of Services.
• B2 Contract Data Part Two: Data provided by the Supplier.
• C1 Pricing Summary and C2 Price Schedule — fully priced.
• D1 Amendments by Supplier.

Returnable documents

• B-BBEE Status Level Verification Certificate or sworn affidavit.
• Printed current Tax Compliance Status (TCS) Result Summary Page.
• All evidence required by Returnable Schedule A7.

Formatting rules

• Use the official forms as issued; do not retype them.
• Schedules not applicable to the bidder must be marked "Not Applicable", not left blank.
• Additional pages must be grouped at the end of the document and marked with the schedule number they belong to.
• Do not disassemble the document or insert pages into the returnable schedules.

Evaluation system: Price and Preference (80/20)

• Price: 80 points, scored using Ps = 80(1-((Pt - Pmin)/Pmin)), where Pmin is the lowest acceptable bid and Pt is the bid under consideration.
• Preference: up to 20 points for B-BBEE status level.
• Maximum combined score: 100 points.
• Points are rounded to two decimal places.
• The bid scoring the highest total points is awarded the contract; the award may go to one or more bidders.

B-BBEE preference points (80/20)

• Level 1: 20
• Level 2: 18
• Level 3: 14
• Level 4: 12
• Level 5: 8
• Level 6: 6
• Level 7: 4
• Level 8: 2
• Non-compliant: 0
• A bidder who does not submit proof of B-BBEE status is not disqualified but scores 0 preference points.

Responsiveness

• Bids are checked for compliance with specifications, completeness, signatures, and submission of all returnable documents.
• Arithmetic errors are corrected: unit rates govern line totals; corrected totals govern; figures govern over words where no schedule of rates applies.
• Bidders must confirm in writing any revised total within 7 calendar days, failing which the bid is rejected.

Risk assessment

• All bids undergo a risk assessment covering financial viability and validation of information provided.
• Additional information may be requested; failure to provide it within 7 calendar days disqualifies the bid.
• An on-site inspection may be conducted before award; each party bears its own costs. Falsification or misrepresentation may disqualify the bid.

Scope

• Appointment to a panel of mediators to provide facilitation and mediation services for the Western Cape Mobility Department's Mobility Regulation unit.
• Contract period: 3 years.
• Framework contract (16A – Goods & Services).
• The successful bidder must sign the written contract form WCBD7.1.
• The purchaser may appoint one or more bidders to the panel.
• The purchaser may average the rates and prices of the highest-ranked bidders and compile a modified common pricing schedule; a contract is awarded only to those accepting the modified schedule.
• The purchaser may disregard bids from bidders without an operational office within 50 km of the Cape Town CBD.

Risk assessment

• All bids undergo a comprehensive risk assessment covering financial viability and sustainability, and validation of the information provided in the returnable schedules.
• The purchaser may request additional information in writing; failure to provide it within 7 calendar days disqualifies the bid.
• Bids presenting an unacceptable high risk are rejected.
• An on-site inspection of the bidder's business and operations may be conducted before award; each party bears its own costs.
• Falsification or misrepresentation found during a site inspection may disqualify the bid.

Pricing data

• The bid uses a Price Schedule (Schedule C2) and Pricing Summary (Schedule C1), both returnable and fully priced.
• Rates and prices must be physically written into the Price Schedule; electronic printouts are not accepted.
• All items must be priced; omitted prices must be cross-referenced to where they are included.
• The Bid Form total is for evaluation only; the offer reverts to "NIL, Rates-Only" upon award.
• The purchaser may average the rates of the highest-ranked bidders and apply a common pricing schedule across the panel.

Pricing

• Bidders must physically write their rates and prices into the Price Schedule; electronic spreadsheet printouts or substitutes are not accepted.
• All items in the Price Schedule must be priced. Unpriced items must be cross-referenced to where the price is included elsewhere; a pattern of unpriced items leads to rejection.
• Summarising sections into lump sums without a breakdown is not acceptable and the bid will be rejected.
• The total cost on the Bid Form is for evaluation and comparison only; the offer reverts to "NIL, Rates-Only" upon award.
• No alterations may be made using erasing or masking fluid; corrections must be struck through, corrected and initialled.

Bid validity

• The bid offer is valid for 3 months, expiring 11 February 2027. The purchaser may request an extension; only bidders accepting it are considered.

Registration

• CSD: bidders must be registered and active (not suspended) on the Central Supplier Database by bid closing.
• WCSEB: registration is not compulsory at closing, but the appointed service provider must register on the Western Cape Supplier Evidence Bank for annual updates during the contract.
• Tax: bidders must be tax compliant, verified via CSD or SARS before award. Submit a printed current Tax Compliance Status (TCS) Result Summary Page. Joint ventures, consortia and subcontractors must each submit separate proof.

B-bbee

• Submit a B-BBEE Status Level Verification Certificate or a sworn affidavit, together with a completed WCBD6.1(a), to claim preference points.
• EMEs (revenue up to R10 million) may submit a certified affidavit confirming turnover and black ownership.
• QSEs (revenue R10 million to R50 million) that are 50% or less black owned must be verified on the QSE scorecard; those 51% or more black owned may submit a certified affidavit.
• Large enterprises (revenue above R50 million) must submit a valid B-BBEE verification certificate.
• Misrepresentation of B-BBEE status is a criminal offence.

Disqualification risks

• Bid not in full compliance with specifications, or not fully completed and signed.
• Complete bid document and all returnable documents not submitted.
• Failure to clarify or provide supporting documentation within 7 days of a written request.
• Bidder or its directors/members/partners listed on the Register of Bid Defaulters or National Treasury's prohibited suppliers database.
• Abuse of the purchaser's SCM system, or failure to complete a previous contract due to the bidder's own fault for any organ of state within the last 2 years.
• More than one offer submitted, including through joint venture or consortium arrangements.
• Conflicts of interest.
• Late, faxed or emailed bids.

Contract

• The contract is between the successful bidder(s) and the purchaser identified in the Contract Data.
• The contract period is 3 years.
• The terms and conditions in the bid document are the only terms on which the bid is awarded; no other bidder terms are accepted.
• The purchaser may cancel the bid before award if there is no longer a need, funds are unavailable, no acceptable bids are received, or there is a material irregularity.

B-BBEE definitions relevant to this bid

• EME: annual total revenue of R10 million or less.
• QSE: annual total revenue between R10 million and R50 million.
• Large Enterprise: annual total revenue above R50 million.
• Firm price: subject only to adjustments from changes in customs, excise or other binding duties, levies or taxes.
• Non-firm prices: all prices other than firm prices.

Preference point system

• The 80/20 system applies to requirements with a Rand value up to R50 million (all applicable taxes included).
• The 90/10 system applies above R50 million.
• This bid uses the 80/20 system.
• Preference points are awarded for B-BBEE status level of contribution.
• Price and B-BBEE points together may not exceed 100.
• A bidder must submit proof of B-BBEE status to claim preference points; without it the bid is not disqualified but scores 0 preference points.
• Points are rounded to two decimal places.
• The bidder with the highest total points is awarded the contract.