Provision of a service provider to perform psychometric and behavioural assessments

Closing

• Date: 08 December 2026
• Time: 10:00

Clarification meeting / site visit

• Date: 20 November 2026
• Time: 10:00
• Venue: Microsoft Teams (meeting ID 375 783 111 937 711, passcode 42T2F7V7)
• Attendance: not compulsory, but strongly recommended

Clarification requests

• Submit at least one week before the closing time.

Tender validity

• Offers must remain valid for 120 days after the closing date.

CCT tender representative

• Email: [email protected]

Submission address

Tender Box 242

Tender & Quotation Boxes Office

2nd Floor (Concourse Level)

Civic Centre

12 Hertzog Boulevard

Cape Town

Supplier database registration

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

Appeals

• Email: [email protected]
• Address: 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
• Postal: Private Bag X918, Cape Town 8000

Access to information

• Email: [email protected]

Data protection

• Email: [email protected]

Submission method

• Sealed envelope placed in Tender Box 242 at the Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town.
• Envelope must show the bidder's name and address, the tender number and description, the tender box number and the closing date.
• If the offer is too large for the box or the box is full, ask at the Tender Distribution Office counter for alternative instructions.
• Faxed or emailed offers will be rejected.
• Late offers will not be considered.

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

• Schedule F.1: Contract Price Adjustment.
• Schedule F.2: Certificate of Authority for Partnerships/Joint Ventures/Consortiums, plus a copy of the JV/consortium agreement where applicable.
• Schedule F.3: Declaration for Procurement above R10 million.
• Schedule F.4: Preference Points Claim Form (Preferential Procurement Regulations 2022), with Table B1.
• 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.A: Information to be provided with the tender (organisational experience).
• Schedule F.13.B: Registered Psychologist CV template.
• Schedule F.13.C: Registered Psychometrist CV template (one per psychometrist).
• Schedule F.13.D: Assessment Coordinator CV template.
• Schedule F.14: Appeal Application (only if appealing).
• Annexures A to G as listed in the document index.

Other required attachments

• Company registration certificate.
• Central Supplier Database (CSD) report.
• B-BBEE certificate or qualifying affidavit.
• Valid SARS Tax Compliance Status PIN, recorded on the Details of Tenderer pages.
• For joint ventures, a separate Tax Compliance Status PIN for each party and a statement of work allocation between the parties.

Disqualification risks

• Any returnable form omitted, incomplete or unsigned.
• Material deviation from the tender terms, conditions or specifications.
• Failure to meet the minimum functionality score of 60/100.
• Failure to provide the required HPCSA registrations for the psychologist and psychometrists.
• Submission after the closing time.
• Submission by fax or email.

Evaluation stages

1. Responsiveness check: completeness, signing, compliance with conditions and specifications.
2. Functionality evaluation: scored out of 100; minimum qualifying score 60/100.
3. Price and preference evaluation under the 80/20 preference point system.

Functionality criteria (100 points)

• Scale and complexity of relevant organisational experience: 45 points.
• Supervisory level: more than 1,000 assessments in 5 years = 15; 750–1,000 = 10; fewer than 750 = 5.
• Middle Management level: 1,500 or more assessments in 5 years = 15; 1,000–1,500 = 10; fewer than 1,000 = 5.
• Senior Management level: 300 or more assessments in 5 years = 15; 200–300 = 10; fewer than 200 = 5.
• Only assessments that include simulation exercises count.
• Capacity and capability of the assessment team: 55 points.
• Registered Psychologist (1): more than 7 years' oversight experience = 15; 5 to less than 7 years = 10; less than 5 years = 0. Valid HPCSA registration required.
• Registered Psychometrists (3): more than 5 years' experience = 30; 3 to less than 5 years = 20; less than 3 years = 0. Fewer than three psychometrists scores 0. Valid HPCSA registration required for each.
• Assessment Coordinator (1): more than 3 years' coordination experience = 10; 2 to less than 3 years = 5; less than 2 years = 0.

Price and preference (80/20)

• Price: 80 points, scored on the Price Schedule total using the prescribed formula.
• Preference: 20 points, based on specific goals.
• Specific goal: more than 15% of total expenditure = 6 points.
• The 80/20 system applies to responsive tenders up to and including R50,000,000 (all taxes included).
• Award to the highest total adjudication points.

Scope

• Provision of a service provider to perform psychometric and behavioural assessments for the City of Cape Town.
• Assessments must include simulation exercises and cover Supervisory, Middle Management and Senior Management levels.
• Services include administration of psychometric assessments, administration and/or observation of behavioural simulations, integration of results into competency-based assessment reports, and provision of assessment feedback.

Contract period

• 36 months from the commencement date of the contract.

Team requirements

• One Registered Psychologist responsible for professional oversight, quality assurance and governance of the assessment process, with at least 5 years' experience in psychometric assessments including simulation exercises and a valid HPCSA registration.
• Three Registered Psychometrists, each with at least 3 years' experience administering psychometric assessments including simulation exercises, integrating findings into competency-based reports and providing feedback, and each with a valid HPCSA registration.
• One Assessment Coordinator with at least 2 years' experience in assessment logistics, scheduling and stakeholder communication.

Experience evidence

• Bidders must demonstrate organisational experience over the past 5 years in providing individual psychometric assessments including simulation exercises at Supervisory, Middle Management and Senior Management levels.
• Evidence must be submitted on Schedule F.13.A, using the prescribed client template for each client cited.

Award model

• The City intends to appoint one highest-ranked tenderer and one alternative tenderer.
• Work will be allocated on a winner-takes-all basis: the highest-ranked tenderer is offered the work first, and the next-ranked tenderer only if the first refuses.

Organisational experience (45 points)

• Must be demonstrated over the past 5 years and must include simulation exercises.
• Supervisory level: more than 1,000 assessments = 15 points; 750–1,000 = 10; fewer than 750 = 5.
• Middle Management level: 1,500 or more assessments = 15 points; 1,000–1,500 = 10; fewer than 1,000 = 5.
• Senior Management level: 300 or more assessments = 15 points; 200–300 = 10; fewer than 200 = 5.
• Evidence must be submitted on Schedule F.13.A using the prescribed client template for each client cited.

Assessment team (55 points)

• Registered Psychologist (1): more than 7 years' oversight experience = 15 points; 5 to less than 7 years = 10; less than 5 years = 0. Valid HPCSA registration required.
• Registered Psychometrists (3): more than 5 years' experience = 30 points; 3 to less than 5 years = 20; less than 3 years = 0. Fewer than three psychometrists scores 0. Valid HPCSA registration required for each.
• Assessment Coordinator (1): more than 3 years' coordination experience = 10 points; 2 to less than 3 years = 5; less than 2 years = 0.
• CV templates must be completed for each team member (Schedules F.13.B, F.13.C, F.13.D).

Joint ventures

• Must include a statement describing exactly what aspects of the work each party will undertake.

Professional oversight

• A Registered Psychologist must provide professional oversight, quality assurance and governance of the assessment process.
• The psychologist must have at least 5 years' experience in psychometric assessments including simulation exercises and a valid HPCSA registration.
• The City may verify HPCSA registration status.

Assessment integration

• Assessment findings must be integrated into competency-based assessment reports.
• Assessment feedback must be provided where applicable.

Due diligence

• The bidder must cooperate fully with the City's external service provider for due diligence review and risk assessment when instructed in writing.

Pricing requirements

• Complete the Price Schedule (Section C.4) in full.
• Prices must cover all goods and services and all obligations under the contract.
• The bidder accepts that mistakes in prices, rates and calculations are at its own risk.

Arithmetic corrections

• Words govern figures.
• Line item totals govern unit rates.
• The total of prices governs; the bidder may be asked to adjust item prices to match the tendered total.
• The City may query rates or lump sums that are unpriced, excessively high or low, or out of balance, and may require supporting evidence.

Scoring

• Price points are calculated on the Price Schedule total using the prescribed formula.
• The 80/20 preference point system applies to tenders up to and including R50,000,000 (all taxes included).

Pricing

• Complete the Price Schedule (Section C.4).
• Prices must cover all goods and services and all obligations under the contract.
• Arithmetic errors will be corrected by the City: words govern figures; line item totals govern unit rates; the total of prices governs and the bidder may be asked to adjust item prices to match.
• The City may query rates or lump sums that are unpriced, excessively high or low, or out of balance, and may require supporting evidence.

Tender fee

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

Preference points

• 80/20 system: 80 points for price, 20 points for specific goals.
• Specific goal: more than 15% of total expenditure = 6 points.

Bid validity

• 120 days after the closing date.

Appeals

• Administration fee: R300.
• Surcharge for vexatious or frivolous appeals: half the administrative cost of the appeal plus 0.25% of the appellant's tender price.

Payment and guarantees

• No bid security, performance guarantee, advance payment guarantee or retention percentage is stated in the available text.

Registration

• Register on the City of Cape Town Supplier Database when requested in writing; otherwise no orders or payments can be processed.
• Register on the National Treasury Central Supplier Database (CSD) at https://secure.csd.gov.za when requested in writing.
• Joint venture parties must each register individually.

Tax

• Tax affairs with SARS must be in order.
• Submit a valid Tax Compliance Status PIN and record it on the Details of Tenderer pages.
• Each joint venture party must submit a separate PIN.

B-BBEE and preference

• Submit a B-BBEE certificate or a qualifying sworn affidavit to claim preference points.
• Submit documentary proof for any specific goal claimed (company registration, CSD report, B-BBEE certificate, proof of disability, financial statements, commissioned affidavits).

Professional registrations

• Valid HPCSA registration for the proposed Registered Psychologist and for each of the three Registered Psychometrists.
• The City may verify HPCSA registration status.

Eligibility

• The bidder must not be restricted for abuse of the supply chain management system.
• The bidder must not be an advisor or consultant to the City whose obligations create a conflict of interest or unfair advantage.
• The bidder must not be involved with the bid specification committee.
• The bidder must not have been found guilty of contravening the Competition Act.
• The bidder must have the legal capacity to contract and must not be insolvent, in business rescue, bankrupt or under winding-up.

Returnable forms

• Schedule F.5: Declaration of Interest – State Employees (MBD 4 amended) — discloses state employment links.
• Schedule F.6: Conflict of Interest Declaration — discloses any conflict.
• Schedule F.7: Declaration of Tenderer's Past Supply Chain Management Practices (MBD 8) — discloses past SCM breaches.
• Schedule F.8: Authorisation for the Deduction of Outstanding Amounts Owed to the CCT — authorises set-off of municipal debts.
• Schedule F.9: Certificate of Independent Tender Determination — certifies independent pricing and no collusion.
• Schedule F.2: Certificate of Authority for Partnerships/Joint Ventures/Consortiums — authorises the signatory.
• Schedule F.3: Declaration for Procurement above R10 million — declares the bidder's status for high-value procurement.
• Schedule F.4: Preference Points Claim Form — claims preference points under the 2022 Regulations.

Occupational Health and Safety

• The successful bidder must sign the City's Occupational Health and Safety Agreement under Section 37(2) of the Occupational Health and Safety Act.
• The bidder must ensure, as far as reasonably practicable, that all work is performed and all equipment used in compliance with the Act and its regulations.
• The bidder must demonstrate the necessary competencies and resources to deliver the services in accordance with the Act, regulations and health and safety specification.
• Subcontractors must sign a separate health and safety agreement and comply with its conditions.

Contract period

• 36 months from the commencement date.

Award model

• One highest-ranked tenderer is appointed, with one alternative tenderer.
• Work is allocated on a winner-takes-all basis: the highest-ranked tenderer is offered work first, and the next-ranked tenderer only if the first refuses.
• A standby bidder may be identified at award to be considered if the contract is terminated.

City's rights

• The City may accept or reject any offer, cancel the tender, or reject all offers before a contract is formed.
• The City may cancel if needs change, funds are unavailable, no acceptable tenders are received, there is a material irregularity, or market-related pricing cannot be negotiated.
• The City may accept part of a tender or multiple tenders and is not obliged to accept the lowest or any tender.
• The City may negotiate final terms with a preferred tenderer.

Bid validity and withdrawal

• Offers remain valid for 120 days after the closing date.
• Bids remain valid for 12 months after the original validity period unless the bidder notifies the City in writing otherwise.
• Validity may be extended by up to 6 months by mutual agreement and City Manager approval.
• A bidder may request withdrawal in writing after the closing date; the City decides at its discretion.
• Withdrawal in contravention makes the bidder liable for the City's additional costs, which may be recovered by set-off.

Disputes 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 with the City Manager within 21 days of notification of the decision.
• An appeal must be in writing, state the reasons, how the appellant's rights were affected, the remedy sought, and include a copy of the notification.
• An appeal administration fee of R300 applies, payable at Municipal Offices, the Civic Centre, or by EFT to the City's Nedbank account using reference 198158966.
• A surcharge of half the administrative cost plus 0.25% of the appellant's tender price may apply to vexatious or frivolous appeals.
• Unpaid fees may be added to the bidder's municipal account or recovered under the City's credit control by-law.

Personal information

• The City may process personal information for the tender, contract, research and related purposes under POPIA.

Evaluation is in three stages: responsiveness, functionality (minimum 60/100), then price and preference under the 80/20 system.

Functionality (100 points)

• Organisational experience: 45 points, split across Supervisory, Middle Management and Senior Management levels, based on the number of assessments including simulation exercises delivered in the past 5 years.
• Assessment team: 55 points, split between one Registered Psychologist (15), three Registered Psychometrists (30) and one Assessment Coordinator (10).

Price and preference

• Price: 80 points, scored on the Price Schedule total.
• Preference: 20 points, based on specific goals; more than 15% of total expenditure earns 6 points.
• The 80/20 system applies to tenders up to and including R50,000,000 (all taxes included).
• Award goes to the highest total adjudication points.