Digital platform for idea management and public participation (3-Year contract)

Closing date: 20 November 2026 at 10:00 am

Clarification meeting (not compulsory, but strongly recommended):

• Date: 19 October 2026
• Time: 10:00
• Venue: Online via Microsoft Teams
• Meeting link: https://teams.microsoft.com/meet/387175842248593
• Meeting ID: 387 175 842 248 593
• Passcode: 367KC3eY

Tender advertised: 09 October 2026

CCT Tender Representative

• Email: [email protected]

Supplier Management Unit (for CCT Supplier Database registration)

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

Appeals (Section 62 of Systems Act)

• Email: [email protected]
• Hand delivery: 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001
• Post: Private Bag X918, Cape Town, 8000

Access to Information (PAIA)

• Email: [email protected]
• Hand delivery: 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001
• Post: Private Bag X918, Cape Town, 8000

POPIA enquiries

• Email: [email protected]
• Hand delivery: 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001
• Post: Private Bag X9181, Cape Town, 8000

Submission method: sealed envelope deposited into the official tender box before closing time.

Envelope marking: name and address of tenderer, endorsement "TENDER NO. 92S/2026/27: PROCUREMENT OF A DIGITAL PLATFORM FOR IDEA MANAGEMENT AND PUBLIC PARTICIPATION 2028/29, 2029/30, 2030/31", tender box number 200, and closing date.

Tender box location: Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town.

Returnable documents (all must be completed and signed):

• Schedule F.1: Contract Price Adjustment
• Schedule F.2: Certificate of Authority for Partnerships/Joint Ventures/Consortiums
• Schedule F.3: Declaration for Procurement above R10 million
• Schedule F.4: Preference Points Claim Form (PPPFA 2022)
• Schedule F.5: Declaration of Interest – State Employees (MBD 4 amended)
• Schedule F.6: Conflict of Interest Declaration
• Schedule F.7: Declaration of Tenderer's Past Supply Chain Management Practices (MBD 8)
• Schedule F.8: Authorisation for the Deduction of Outstanding Amounts Owed to the CCT
• Schedule F.9: Certificate of Independent Tender Determination
• Schedule F.10: Proposed Deviations and Qualifications by Tenderer
• Schedule F.11: List of Other Documents Attached by Tenderer
• Schedule F.12: Record of Addenda to Tender Documents
• Schedule F.13: Information to be Provided with the Tender (including F13A, F13B1-2, F13B3, F13C, F13D)
• Schedule F.14: Appeal Application

Additional requirements:

• Tender offer must be valid for 120 days after closing, extendable by 12 months and further by 6 months with mutual agreement.
• Tenders submitted by facsimile or email will be rejected.
• Late tenders will not be considered.
• Tenderer must be registered on CCT Supplier Database and National Treasury CSD when requested.
• Tenderer must provide a demo on a storage device (memory stick) as part of the submission.

Evaluation stages:

1. Responsiveness check: tender must comply with all conditions, be properly completed and signed, and include all required returnable documents.
2. Functionality evaluation: minimum qualifying score of 70 out of 100. Sections:

• Section A: Expertise of Key Personnel (10 points)
• Section B: Previous Projects (15 points)
• Section C: Implementation Plan (15 points)
• Section D: Platform Demonstration (60 points)

3. Price and preference: 80/20 preference point system applies (price 80 points, preference 20 points).

Functionality scoring details:

• Section A (10 points):
• A1: Project team lead qualification – Postgraduate degree (NQF 8) = 3 points; Degree (NQF 7) = 2 points; Diploma (NQF 6) = 1 point; below NQF 6 = 0 points.
• A2: Team members qualification – Degree (NQF 7) for 2+ members = 3 points; for 1 member = 2 points; below NQF 7 = 0 points.
• A3: Relevant experience over past 5 years (2022 to closing) in software development, platform instance set-up, organisation-wide roll-out, training, technical support – all areas = 4 points; i, ii, v and 1 other = 2 points; i, ii, v = 1 point; not held = 0 points.
• Section B (15 points):
• B1: Market share – 5+ clients with contactable references, at least 1 in Africa = 7 points; 3+ clients, none in Africa = 5 points; 2 clients, 1 in Africa = 3 points; 2+ clients, none in Africa = 2 points; 1 or less = 0 points.
• B2: Public sector clients in South Africa – at least 3 public sector clients and 1 local government = 3 points; at least 2 public sector and 1 local government = 2 points; at least 2 public sector, no local government = 1 point; 0-1 = 0 points.
• B3: Service uptime proof – 99% uptime for 6 months = 5 points; 4-5 months = 3 points; 2-3 months = 2 points; 1 month or less = 0 points.
• Section C (15 points):
• C1: Implementation plan (max 15 pages) covering seven stages: platform instance set-up, importing data from previous platform, training material development, testing, organisation roll-out, training (in-person and online), support. Maximum one month for implementation. Details for all stages = 10 points; stages i, ii, iv, v, vii and 1 other = 7 points; stages i, ii, iv, v, vii = 5 points; stages i, ii, v, vii = 3 points; no details = 0 points.
• C2: Disaster recovery strategy – co-location in 3+ geographic locations with automated fail-over = 5 points; 2 locations with automated fail-over = 3 points; 1 location with automated fail-over = 2 points; 1 location with manual fail-over = 1 point; no indication = 0 points.
• Section D (60 points): Platform demonstration on a storage device. Features include:
• D1: General (10 points) – English primary language with ability to adapt to isiXhosa and Afrikaans; accessible on laptop, tablet, smartphone; accessible on Edge, Firefox, Chrome; data tracking consent; online help.
• D2: Platform administration (22 points) – user self-registration, password reset, profile update, user administration, customisable profile fields, workflow creation, user groups, import/export to open formats, customisable look and feel, reporting and analytics, instance partitioning.
• D3: Submission management (12 points) – attachments in multiple media formats, anonymous submissions, moderation, workflow categorisation, user engagement, email notifications via workflows.
• D4: Campaign management (16 points) – campaign creation, linking to geographical areas, start/end dates, customisable look and feel, email notifications, public/private visibility, collation and grouping, customisable submission form fields.

Minimum qualifying score for functionality: 70 out of 100.

Price evaluation: 80/20 preference point system applies to tenders up to R50 million (all taxes included). Award to highest total adjudication points.

Scope: Procurement of a digital platform for idea management and public participation for the City of Cape Town.

Contract period: From commencement date until 30 June 2031.

Platform requirements (evaluated via demonstration):

• Primary language English, with ability to adapt to isiXhosa and Afrikaans.
• Accessible on laptop PC, tablet (Android, iOS), and smartphone (Android, iOS).
• Accessible on Microsoft Edge, Mozilla Firefox, and Google Chrome.
• Must inform visitors of data tracking and obtain consent to opt in/out without impeding functionality.
• Online help functionality for users.
• User self-registration and self-service (password reset, profile update).
• User administration (password reset, access control, individual permissions, disabling users).
• Customisable user profile data fields.
• Create and customise workflows for incoming submissions.
• User group administration (creation, permissions, adding/removing users).
• Import and export information to more than one off-system, open file format.
• Customisable look and feel.
• Reporting and analytics functionality.
• Platform instance partitioning (different sites and/or visibility to specific target users).
• Submissions can include attachments in multiple media formats (text, PDF, documents, videos, images).
• Anonymous submissions where applicable.
• Moderation of incoming submissions.
• Submission stage categorisation based on workflow.
• Registered users can engage on other users' submissions.
• Workflows notify targeted recipients via email when input is required and provide status updates.
• Campaign management: create campaigns, alert specific user groups, link campaigns to geographical areas, set start/end dates for submissions, customise look and feel, email notifications (new campaigns, status, outcomes), make submissions public or closed, collate and group submissions based on criteria, customise submission form fields.

Implementation requirements:

• Implementation plan covering seven stages: platform instance set-up, importing data from previous platform, training material development, testing, organisation roll-out, training (in-person and online), and support.
• Maximum one month for implementation including testing and roll-out.
• Training materials must be reusable and portable to support internal capacity development and continuity beyond contract period.

Disaster recovery:

• Co-location of service in at least two different geographic locations with automated fail-over required.

Implementation plan (Section C) must cover seven stages: platform instance set-up, importing data from previous platform, training material development, testing, organisation roll-out, training (in-person and online), and support. Maximum one month for implementation including testing and roll-out. Training materials should be reusable and portable.

Disaster recovery strategy: co-location of service in at least two geographic locations with automated fail-over.

Key personnel qualifications:

• Project team lead: Postgraduate degree (NQF 8) in Information Systems or equivalent (Computer Science, IT, Software Development) = 3 points; Degree (NQF 7) = 2 points; Diploma (NQF 6) = 1 point; below NQF 6 = 0 points.
• Team members: Degree (NQF 7) for 2+ members = 3 points; for 1 member = 2 points; below NQF 7 = 0 points.

Relevant experience over past 5 years (2022 to closing) in software development, platform instance set-up, organisation-wide roll-out, training, technical support. Cumulative for team members.

Previous projects (Section B):

• Market share: number of active client implementations with contactable references, including in Africa.
• Public sector clients in South Africa with contactable references.
• Service uptime proof: 99% monthly average.

Service uptime requirement: minimum 99% monthly average, with proof required (part of Section B evaluation criteria).

Implementation must be completed within one calendar month including testing and roll-out.

Training materials must be reusable and portable to support ongoing use and continuity beyond contract period.

Pricing instructions: Tenderers must comply with all pricing instructions as stated on the Price Schedule (Section C.4).

Price evaluation: 80/20 preference point system applies to tenders up to R50 million (all taxes included).

Arithmetic errors will be corrected by CCT; amounts in words govern over figures; line item totals govern over unit rates; total of prices governs.

Tender fee: R200 non-refundable for hard copy of tender document (not applicable for website downloads).

Pricing: Tenderers must comply with all pricing instructions as stated on the Price Schedule (Section C.4).

Price evaluation: 80/20 preference point system applies to tenders up to R50 million (all taxes included).

Arithmetic errors: CCT will correct errors; amounts in words govern over figures; line item totals govern over unit rates; total of prices governs.

Tender validity: 120 days after closing, extendable by 12 months and further by 6 months with mutual agreement.

CCT may cancel tender if: changed circumstances, no funds, no acceptable tenders, material irregularity, or unable to negotiate market-related pricing.

Mandatory registrations:

• CCT Supplier Database registration (upon request, failing which no orders or payments).
• National Treasury Central Supplier Database (CSD) registration (upon request, failing which no orders or payments).

Tax compliance:

• Valid Tax Compliance Status PIN must be submitted with the tender.
• Each party to a Joint Venture/Consortium must submit a separate Tax Compliance Status PIN.
• CCT will verify tax compliance via CSD or e-Filing before award.

Declarations (all must be completed and signed):

• Schedule F.5: Declaration of Interest – State Employees (MBD 4 amended) – discloses whether any director/shareholder is employed by the state.
• Schedule F.6: Conflict of Interest Declaration – declares any potential conflict of interest.
• Schedule F.7: Declaration of Tenderer's Past Supply Chain Management Practices (MBD 8) – discloses past SCM practices.
• Schedule F.9: Certificate of Independent Tender Determination – certifies no collusion.
• Schedule F.8: Authorisation for the Deduction of Outstanding Amounts Owed to the CCT.

Disqualification risks:

• Non-compliance with any of the above declarations.
• Tenderer or any representative/director restricted under SCM Policy.
• Tax matters not in order with SARS.
• Being an advisor/consultant to CCT with conflict of interest.
• Involvement with bid specification committee.
• Found guilty of contravening the Competition Act.
• Failure to achieve minimum functionality score of 70.
• Late submission.
• Submission by fax or email.
• Failure to provide all required information in the prescribed format.

Compliance with Occupational Health and Safety Act required. Tenderer must demonstrate necessary competencies and resources to deliver goods/services in accordance with the Act, Regulations, and Health and Safety Specification.

Contract period: From commencement date until 30 June 2031.

Contract subject to CCT's Supply Chain Management Policy.

Abuse of SCM system may result in tender rejection, contract cancellation, supplier restriction, or other remedies.

Conflicts of interest must be declared.

Communication during tender process only binding if in writing.

CCT may accept or reject any tender and may cancel the process under specified circumstances.

Disputes and appeals per MFMA regulations and Section 62 of Systems Act.

POPIA compliance for processing personal information.

Appeals: written notice to City Manager within 21 days of notification of decision. Administration fee R300, payable at Municipal Offices or via EFT to CCT NEDBANK account (reference 198158966). Surcharge for vexatious appeals: 1/2 (administrative cost) + 0.25% of appellant's tender price.

Objections/complaints: written objection within 14 days of decision or action.

Contract period: From commencement date until 30 June 2031.

Tender fee: R200 non-refundable for hard copy.

Tender validity: 120 days after closing, extendable by 12 months and further by 6 months with mutual agreement.

CCT may cancel tender under certain circumstances.

Appeals process: administration fee R300, possible surcharge for vexatious appeals.

Eligibility criteria:

• Submit a clear, irrevocable and unambiguous offer.
• Complete all required declarations (Details of Tenderer, Certificate of Authority for JV/Consortium, Declaration of Interest – State Employees, Conflict of Interest, Past SCM Practices, Certificate of Independent Bid Determination, Authorisation for Deduction of Outstanding Amounts).
• Not be restricted under SCM Policy.
• Tax matters in order with SARS.
• Not be an advisor/consultant to CCT with conflict of interest.
• Not be involved with bid specification committee.
• Not guilty of contravening the Competition Act.
• Meet other SCM Policy requirements.

Registration on CCT Supplier Database and National Treasury CSD required when requested.

Functionality evaluation: Minimum qualifying score is 70 out of 100. Sections: A – Expertise of Key Personnel (10 points), B – Previous Projects (15 points), C – Implementation Plan (15 points), D – Platform Demonstration (60 points). Detailed scoring criteria provided for each section. Bidders must submit a demo on a storage device and may be required to present.

Price and preference: 80/20 preference point system applies.