Architectural services for repairs and renovations of stellenbosch magistrate's office (heritage site)

Closing date: 16 November 2026 at 11:00

Compulsory clarification meeting: 05 November 2026 at 10:00, at Customs House Building, Lower Heerengracht Street, Cape Town (Venue: The Dome). Attendance is compulsory; failure to attend and sign the register will render the bid non-responsive.

Tender validity period: 84 calendar days from tender closure.

Project manager / enquiries:

• Name: Ms Zinzi Ntanjana
• Role: Departmental Project Manager
• Telephone: 021 402 2373
• Cell: 082 814 8864
• Email: [email protected]

Address: Customs House Building, Lower Heerengracht Street, Cape Town.

Submission method: Sealed tender delivered in person. Telephonic, facsimile, electronic and late tenders will not be accepted.

Address for delivery: Customs House Building, Lower Heerengracht Street, Cape Town (delivery details as per Tender Bulletin).

Envelope identification: On the back of the envelope write the tenderer's name, contact address and telephone number. On the top left corner write: "Tender no. [CPTC004/26]", "WCS no. [6527/5979/6]", and "Tender for Architectural Services".

Each page of the tender must be initialled by the Authorised Signatory.

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

• C1.1 Form of Offer and Acceptance: the signed offer cover page.
• DPW-09 (PSB): Particulars of Tenderer's Projects: lists current and completed projects with scope, value, dates and contacts.
• Activity Schedule (C2.2.2 for Value Based Fees or C2.2.3 for Time Based Fees): completed pricing schedule; the total financial offer must be carried over to the Form of Offer and Acceptance.
• DPW-16.1 (PSB): Tender Clarification Meeting Certificate: signed proof of attendance at the compulsory site briefing.
• DPW-21 (PSB): Record of Addenda to Tender Documents: records any addenda received.
• PA-11: Bidder's Disclosure: declaration of interest.
• PA-16: Preference Points Claim Form: claims specific goals points.
• PA-16.1 (PSB): Ownership Particulars: lists all partners, proprietors, members or shareholders with ownership percentages and professional registrations.
• PA-40: Declaration of Designated Groups: lists owners' demographic details.
• PA-15.1, PA-15.2 or PA-15.3: Resolution authorising the signatory to bind the entity/consortium/JV.
• Proof of registration on the Central Supplier Database (CSD): supplier registration number to be inserted on the offer form.
• Valid original or certified copy of B-BBEE certificate (or sworn affidavit where applicable).
• Proof of professional registration with SACAP and other relevant councils for all registered principals and key persons, with registration numbers.
• CVs and ID copies of all principals and employed workforce, company organogram.
• Proof of acceptable Professional Indemnity insurance as per Contract Data.
• Any additional documentation required for the risk assessment (form DPW-09 (PSB)).

Disqualification risks:

• Any returnable document missing, unsigned or incomplete.
• Tender not properly received by closing date and time.
• Use of correction fluid (prohibited).
• Failure to attend the compulsory site briefing and sign the attendance register.
• Failure to carry the total financial offer to the Form of Offer and Acceptance.
• Failure to submit fully completed DPW-09 (PSB).
• Providing information that does not enable the evaluation panel to assess the risk criteria.
• Failure to respond to a request for clarification or additional documentation within 7 calendar days.

Evaluation method: Method 2 – Financial Offer and Preference.

Functionality: Not applicable for this tender.

Specific goals (preference points) apply based on tender value:

• For transactions > R2,000 up to R1 million (incl. taxes): up to 20 points allocated as follows:
• 10 points: EME/QSE at least 51% owned by black people (mandatory).
• 2 points: Located in the specific local municipality/district/metro/province where work is done (mandatory).
• 4 points: EME/QSE at least 51% owned by black women (mandatory).
• 2 points: EME/QSE at least 51% owned by black people with disability (mandatory).
• 2 points: EME/QSE at least 51% owned by black youth (mandatory).
• For transactions > R1 million up to R50 million (incl. taxes): up to 20 points allocated similarly (same criteria, but any entity qualifying).
• For transactions > R50 million (incl. taxes): up to 10 points allocated as follows:
• 4 points: At least 51% owned by black people (mandatory).
• 2 points: Location (mandatory).
• 2 points: At least 51% owned by black women (mandatory).
• 2 points: Either at least 51% owned by black people with disability OR at least 51% owned by black youth (mandatory, choose one).

Documentation to validate specific goals:

• For ownership claims: SANAS accredited B-BBEE certificate or sworn affidavit where applicable.
• For black disability claims: medical certificate, SASSA registration, or NCPPDSA registration.
• For black youth claims: ID copy.
• For location claims: official municipal rates statement, account/statement in bidder's name, PTO from local chief (rural), or lease agreement.

Risk assessment (evaluation of risk to the Employer) – each criterion is evaluated; unacceptable risk on any criterion disqualifies the tender:

• Criterion 1: Experience on comparable projects during the past 10 years (based on DPW-09 (PSB) and reference checks).
• Criterion 2: Contractual commitment and quality of performance on comparable projects over the past 10 years.
• Criterion 3: Suitably qualified and appropriately experienced human resources (key persons and principals).
• Criterion 4: Proof of Professional Indemnity Insurance.
• Criterion 5: Attendance of compulsory bid clarification meeting (if applicable).
• Commercial risk: Financial viability assessment, including rates tendered, bank rating, financial capacity, liquidity, legal actions and guarantees.

Responsiveness: To be considered, the tender must meet all eligibility criteria, include all returnable documents, and comply with all substantive criteria listed in the Tender Data.

The project is the repairs and renovations of the Stellenbosch Magistrate's Office, including electrical and mechanical work, and is a heritage site.

Professional architectural services are required, as described in C3 Scope of Services and the 2023 DPWI Scope of Architectural Services and Tariff of Fees.

The work is on a heritage site, requiring consideration of heritage constraints.

The architectural work must be under the full-time supervision of a registered professional architect (SACAP) who owns the majority shares or voting power of the architectural business, OR, for multidisciplinary practices, the architectural division must be under such supervision.

The tender document does not require a separate methodology or method statement. The approach is defined by the scope of services and the activities in the Activity Schedule. The single-volume tender format is used.

Experience and qualifications are assessed as risk criteria:

• Criterion 1: Experience on comparable projects during the past 10 years (size, nature, locality, complexity, similar client, time scales) – based on DPW-09 (PSB) and reference checks.
• Criterion 2: Contractual commitment and quality of performance on comparable projects.
• Criterion 3: Suitably qualified and appropriately experienced human resources – key persons and principals with relevant qualifications, CVs, IDs, professional registrations, and demonstration of capacity.
• Company organogram and proof of professional registration must be provided.
• The Employer may contact references not listed.

Quality of performance on comparable projects is a risk criterion. The bidder must demonstrate adherence to contractual commitments, quality of detailed designs, conformance to specifications and quality compliance, time management, and other quality aspects. No specific QA/QC certifications are required.

Pricing is via an Activity Schedule: either Value Based Fees (C2.2.2) or Time Based Fees (C2.2.3), as applicable. The total financial offer must be carried to the Form of Offer and Acceptance. The pricing must be based on the Pricing Assumptions (C2.1). No bill of quantities or rates schedule is provided.

Pricing format: Activity Schedule – either Value Based Fees (C2.2.2) or Time Based Fees (C2.2.3), as applicable per C2.1.1.1.

The total financial offer on the Activity Schedule must be carried over to the Form of Offer and Acceptance (C1.1); failure to do so disqualifies the tender.

Professional Indemnity Insurance: acceptable level as per Contract Data clause 5.4.1; confirmation must be provided in C1.2.3 (Data provided by the Service Provider).

Tender deposit: R 100.00 non-refundable, payable in cash only, if collecting tender documents in person.

No bid security or guarantee specified.

Financial viability will be assessed (commercial risk).

CSD registration: Required – proof of registration on the National Treasury's Central Supplier Database; supplier registration number must be inserted on the offer form.

Professional registration:

• The bidder must be an architectural business under full-time supervision of a registered professional architect (SACAP) owning the majority shares/voting power, or a multidisciplinary practice with an architectural division under such supervision.
• All registered principals must be registered with SACAP as Professional Architects; for multidisciplinary practices, registration with the relevant councils (Architectural, Landscape Architectural, Engineering, Construction/Project Management, Quantity Surveying) is required.
• Copies of certificates/proof of current professional registration, with registration numbers, must be included for all registered principals and key persons.

B-bbee:

• A valid original or certified copy of a B-BBEE status level verification certificate (SANAS accredited) or sworn affidavit (where applicable) must be submitted.
• Specific goals claims require a SANAS accredited B-BBEE certificate or sworn affidavit as applicable.
• Trusts, consortia or joint ventures must submit a consolidated B-BBEE certificate issued by a SANAS accredited service provider.

SACAP registration is a mandatory responsiveness criterion.

No CIDB grading requirement stated (this is a professional services tender).

No specific OHS requirements are stated beyond the general requirement to comply with relevant regulations. The tender is not a construction contract itself but professional services for a construction project. No separate health and safety plan is required.

No specific environmental or sustainability requirements are stated. The heritage status of the site is noted, implying heritage compliance, but no further details are provided.

Contract terms: The contract will be based on the Standard Professional Services Contract, with the CIDB Standard for Uniformity in Engineering and Construction Works Contracts as the conditions of tender. The Employer is the Government of the RSA, Department of Public Works & Infrastructure. The contract is a single-volume approach. The tenderer must provide access for inspections to its offices as required. The Employer will provide one paper copy of the signed contract. Errors, omissions or rate imbalances in the tender will be corrected as per C.3.9.4; the tenderer must accept corrected totals or be declared non-responsive. Professional Indemnity Insurance is required as per contract data. The tender validity period is 84 calendar days.

Additional evaluation details: The tender is evaluated using Method 2 (Financial Offer and Preference). Functionality is not applicable. Preference points for specific goals are awarded as described in the main evaluation criteria, with documentation requirements. Risk assessment covers experience, contractual performance, human resources, professional indemnity insurance, and compulsory meeting attendance.