Issuing of energy performance certificates (epcs) for city of cape town municipal buildings (90S/2026/27)

Closing: 10 November 2026 at 10:00.

Site visit / clarification meeting:

• Date: 23 October 2026
• Time: 09:00
• Venue: MS Teams (online)
• Attendance: not compulsory, but strongly recommended
• Tenderers should send a duly authorised person who is suitably qualified and experienced to understand the work.

Clarification requests: submit to the City at least one week before the closing time where possible.

Tender validity: 120 days after the closing date, extendable by a further 12 months and then by up to 6 months by mutual agreement.

Objections, complaints, queries and disputes: lodge in writing within 14 days of the decision or action.

Appeals under Section 62 of the Municipal Systems Act: written notice and reasons to the City Manager within 21 days of notification of the decision.

A site visit and clarification meeting will be held on 23 October 2026 at 09:00 via MS Teams. Attendance is not compulsory but is strongly recommended. Tenderers should send a duly authorised person who is suitably qualified and experienced to understand the work involved.

City tender representative:

• Email: [email protected]

Submission address:

Tender Box 183

Tender & Quotation Boxes Office

2nd Floor (Concourse Level)

Civic Centre

12 Hertzog Boulevard

Cape Town

Supplier database registration:

Supplier Management Unit

Supplier Management / Registration Office

2nd Floor (Concourse Level)

Civic Centre

12 Hertzog Boulevard

Cape Town

Telephone: 021 400 9242/3/4/5

Appeals and disputes:

The City Manager

C/o the Manager: Legal Compliance Unit, Legal Services Department, Office of the City Manager

Hand delivery: 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001

Post: Private Bag X918, Cape Town 8000

Email: [email protected]

Access to information requests:

The City Manager

C/o the Manager: Access to Information Unit, Legal Services Department, Office of the City Manager

Hand delivery: 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001

Post: Private Bag X918, Cape Town 8000

Email: [email protected]

Data protection requests:

The City Manager

C/o the Information Officer, Office of the City Manager

Hand delivery: 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001

Post: Private Bag X9181, Cape Town 8000

Email: [email protected]

Submission method: sealed envelope placed in the official tender box before the closing time. Email and facsimile submissions are rejected.

Envelope marking:

• Tenderer's name and address
• Endorsement: "TENDER NO.: 90S/2026/27 - THE ISSUING OF ENERGY PERFORMANCE CERTIFICATES (EPCs) FOR MUNICIPAL BUILDINGS"
• Tender box number and closing date

Tender box: Box 183, Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town.

If the offer is too large for the box or the box is full, enquire at the public counter (Tender Distribution Office) for alternative instructions. Placing the tender correctly remains the tenderer's responsibility.

Documents to return:

• Complete tender document, including the signed Form of Offer and Acceptance, plus all supporting documents.
• One tender offer only, on the original documents issued by the City.
• Original and copies sealed together in one outer package; if this is not possible, mark each package "ORIGINAL" or "COPY".
• Where a two-envelope system applies, seal financial documents in an envelope marked "financial proposal" and the rest in one marked "technical proposal".
• Alternative offers must be submitted as a separate complete set in a separate sealed envelope marked "Alternative Tender".
• Record all additional documents (cover letters, brochures, catalogues) in the List of Other Documents Attached by Tenderer.

Returnable schedules (all must be completed and signed):

• Details of Tenderer.
• Schedule F.2: Certificate of Authority for Partnerships, Joint Ventures or Consortiums, plus the agreement where applicable.
• Schedule F.3: Declaration for Procurement above R10 million.
• Schedule F.4: Preference Points Claim Form (Preferential Procurement Regulations 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 F.13(a) Professional Experience of key personnel and F.13(b) Number of EPC Certificates Issued.
• Schedule F.14: Appeal Application (only if lodging an appeal).

Disqualification risks:

• Tenders received after the closing date and time are not considered.
• Tenders submitted by email or facsimile are rejected.
• Incomplete or unsigned returnable documents may render the tender non-responsive.
• Failure to provide requested clarification or additional information within the stated time may render the tender non-responsive.
• Failure to submit a valid Tax Compliance Status PIN within the stated timeframe may lead to rejection.
• Alterations to the tender documents are not permitted except to correct the tenderer's own errors or to comply with written City instructions; all signatories must initial such alterations.

Evaluation stages:

1. Responsiveness check by the Bid Evaluation Committee: compliance with the Conditions of Tender, completeness and signing, and conformity with all terms, conditions and specifications without material deviation.
2. Functionality evaluation against a maximum of 40 points.
3. Price and preference scoring under the 80/20 system.

Functionality criteria (maximum 40 points):

• Professional experience of key personnel: 20 points.
• Number of Energy Performance Certificates issued: 20 points.

Minimum qualifying score for functionality: 24 out of 40. Tenders below this score are not responsive.

Experience scoring (each of Project Manager and Registered Professional, maximum 20 points combined):

• More than 8 years: 10 points
• More than 6 years up to and including 8 years: 8 points
• More than 4 years up to and including 6 years: 6 points
• 2 years up to and including 4 years: 3 points
• Less than 2 years: 0 points

EPC certificates issued in the past five years (maximum 20 points):

• More than 51: 20 points
• 25 to 50: 15 points
• 11 to 24: 10 points
• 1 to 10: 5 points

Preference points:

• System: 80/20 price/preference, applied to responsive tenders up to and including R50 000 000 (all taxes included).
• Price: 80 points, scored on the price per item and rates in the Price Schedule.
• Preference: 20 points, allocated for specific goals per the Preference Schedule.
• Specific goals scoring: more than 15% of total expenditure = 6 points; more than 12% up to 15% = 5 points.
• Awards above R750 000 and up to R50 million: promotion of micro and small enterprises (micro turnover up to R20 million; small turnover up to R80 million, per the National Small Enterprise Act, 1996) is allocated 8 preference points.

Appointment:

• The City intends to appoint three tenderers: the highest ranked as winner and two alternatives.
• Work is allocated on a winner-takes-all basis: the highest ranked tenderer is offered the order first, and only on refusal is it offered to the next ranked alternative.
• If insufficient responsive bids are received, the City may appoint fewer tenderers or none.
• A Standby Bidder may be identified at award and considered if the contract is later terminated.
• The City is not obliged to accept the lowest or any tender, and may accept part of a tender or items from multiple manufacturers.
• The City may negotiate final contract terms with a preferred tenderer after competitive selection.

Scope: issuing of Energy Performance Certificates (EPCs) for municipal buildings, in line with SANS 1544:2014 (Edition 2) and any later amendments.

Contract period: 60 months from the commencement date of the contract.

EPC definition and legal context:

• An EPC rates a building's energy performance from A (most efficient) to G (least efficient).
• Under legislation gazetted in December 2020, privately owned buildings with a net floor area above 2 000 sqm and public buildings with a net floor area above 1 000 sqm, in specified occupancy classes, must have an EPC rating by 7 December 2025.
• The EPC must be displayed in the building where the public can see it.

Deliverables and evidence:

• Nominate at least one EPC Professional to perform the services, employed or contracted by the tenderer, with full name and registration details.
• Submit documentary proof of SANEDI registration, such as a valid registration letter or other official SANEDI documentation.
• Complete Schedule F.13(a) with the years of EPC experience of each key team member.
• Complete Schedule F.13(b) with the place, building size, duration and project reference of EPCs issued in the five years before the closing date.
• Joint ventures must include a statement setting out exactly which aspects of the work each party will perform.

Other obligations:

• Provide access during working hours for inspections, tests and analysis where required.
• Cooperate fully with the City's external service provider for due diligence review and risk assessment when instructed in writing.
• Where the transaction value including VAT exceeds R10 million, provide on written request: audited annual financial statements for the past 3 years (or since establishment), a certificate that there are no undisputed municipal service commitments overdue by more than 30 days, particulars of state contracts awarded in the past five years including any material non-compliance or dispute, and a statement on any portion of goods or services sourced outside South Africa and any payment transferred out of the country. Each consortium or joint venture party must submit separate certificates and statements.
• Samples are not required for this tender.

Functionality is scored out of 40 points: professional experience of key personnel (20 points) and number of EPC certificates issued (20 points). The minimum qualifying score is 24 out of 40.

Professional experience of key personnel:

• Complete Schedule F.13(a) in full, showing the years of EPC experience of each key team member.
• Project Manager and Registered Professional are each scored: more than 8 years = 10 points; more than 6 up to and including 8 years = 8 points; more than 4 up to and including 6 years = 6 points; 2 up to and including 4 years = 3 points; less than 2 years = 0 points.

EPC certificates issued:

• Complete Schedule F.13(b) in full, giving the place, building size, duration and project reference of EPCs issued in the five years before the closing date.
• More than 51 certificates = 20 points; 25 to 50 = 15 points; 11 to 24 = 10 points; 1 to 10 = 5 points.

Joint ventures must include a statement describing exactly which aspects of the work each party will perform.

Tenderers must be able to demonstrate the professional and technical qualifications, competence, financial resources, equipment, facilities, managerial capability, reliability, capacity, experience, reputation and personnel needed to perform the contract. The City may consider the tenderer's existing contracts with the City.

Tenderers must cooperate fully with the City's external service provider appointed to perform a due diligence review and risk assessment, on written instruction.

Tenderers must provide access during working hours to premises for inspections, tests and analysis as provided in the Conditions of Tender or specifications.

Samples are not required for this tender.

Pricing is submitted on the Price Schedule (Section C.4).

• State rates and prices in Rand unless instructed otherwise.
• Include all duties, taxes (except VAT) and levies applicable 14 days before the closing time.
• Prices must cover all expenses, disbursements, costs, general risks, liabilities, overheads and profit, and are final and binding.
• Tender in the units specified in the schedule.
• Where a quantity is given, insert a rate and a price (quantity x rate).
• An item with no rate, or with anything other than a rate or a nil rate (for example a zero, dash or the word "included"), is treated as a nil rate, meaning no charge for that item. The City may request clarification and may analyse the reasonableness of such rates.
• Provide fixed rates and prices for the duration of the contract, not subject to adjustment except as provided in clause 17 of the Conditions of Contract and the Special Conditions.

Arithmetical corrections:

• Amounts in words govern over amounts in figures.
• For a line-item error, the line-item total governs and the rate is corrected.
• For an error in the total of prices, the total governs and the tenderer is asked to revise selected item prices to reach the tendered total.
• The City may require evidence for rates or lump sums it considers unpriced, excessively low or high, or out of balance, and may request amendment.

Price scoring:

• Price carries 80 points under the 80/20 system, based on the price per item and rates in the Price Schedule.
• The 80/20 system applies to responsive tenders up to and including R50 000 000 (all taxes included).

Pricing:

• Tender on the Price Schedule (Section C.4) using the units specified.
• Rates and prices in Rand, including all duties, taxes (except VAT) and levies applicable 14 days before the closing time.
• Prices must cover all expenses, disbursements, costs, general risks, liabilities, overheads and profit, and are final and binding.
• Where a quantity is given, insert both a rate and a price (quantity x rate).
• An item with no rate, or with anything other than a rate or a nil rate (for example a zero, dash or the word "included"), is treated as a nil rate, meaning no charge for that item. The City may request clarification and may analyse the reasonableness of such rates.
• Fixed rates and prices for the duration of the contract, not subject to adjustment except as provided in clause 17 of the Conditions of Contract and the Special Conditions.

Tender fee:

• R200.00 non-refundable fee for a hard copy of the tender document, payable to the City of Cape Town. Not applicable to documents downloaded from the website.

Arithmetical corrections:

• Amounts in words govern over amounts in figures.
• For a line-item error, the line-item total governs and the rate is corrected.
• For an error in the total of prices, the total governs and the tenderer is asked to revise selected item prices to reach the tendered total.
• The City may require evidence for rates or lump sums it considers unpriced, excessively low or high, or out of balance, and may request amendment.

Appeal fees:

• Administration fee: R300.00, payable at any Municipal Office or the Civic Centre using the GL Data Capture Receipt, or by EFT to the City's NEDBANK account, reference 198158966. Proof of payment must accompany the appeal.
• Surcharge for vexatious, frivolous or manifestly inappropriate appeals: half the administrative cost of the appeal plus 0.25% of the appellant's tender price.
• Unpaid fees or surcharges are added as a sundry tariff to the bidder's municipal account, or recovered under the City's Credit Control and Debt Collection By-law, 2006.

Costs:

• The City is not liable for any costs incurred in preparing and submitting a tender, including testing costs.

Eligibility:

• Submit a clear, irrevocable and unambiguous offer that complies in all respects with the tender, Conditions of Tender, specifications, pricing instructions and contract conditions.
• Nominate at least one EPC Professional registered with SANEDI for EPC issuance, employed or contracted by the tenderer, with documentary proof. Registration must be valid at the tender closing date; the City may verify directly with SANEDI. Unverifiable registration makes the tender non-responsive.
• Tax affairs in order with SARS, or a foreign supplier not required to register for tax compliance. Submit a valid Tax Compliance Status PIN and record the PIN on the Details of Tenderer pages. Each consortium or joint venture party must submit a separate PIN. The City verifies tax compliance before award and may reject a bid where proof is not provided in time.
• Register on the City of Cape Town Supplier Database and on the National Treasury Central Supplier Database (CSD) when requested in writing; failure means no orders can be raised or payments processed. Joint venture parties must each register.
• Not restricted for abuse of the supply chain management system, and no principals under restriction or notice served for such abuse.
• Not found guilty of contravening the Competition Act.
• Not an advisor or consultant contracted to the City whose prior or current obligations create a conflict of interest or unfair advantage, and not directly or indirectly involved with the bid specification committee.
• Have the legal capacity to contract, and not be insolvent, in receivership, under business rescue, bankrupt, in winding-up, under court administration, with suspended business activities, or subject to related legal proceedings.
• Able to perform the contract free of conflicts of interest.
• Comply with the Occupational Health and Safety Act and its regulations, and sign the Occupational Health and Safety Agreement.

Declarations and certificates to submit:

• Details of Tenderer, completed and signed.
• Schedule F.2: Certificate of Authority for Partnerships, Joint Ventures or Consortiums, plus the agreement where applicable.
• Schedule F.3: Declaration for Procurement above R10 million.
• Schedule F.4: Preference Points Claim Form (Preferential Procurement Regulations 2022), with sufficient, relevant and verifiable proof for any claimed preference points.
• 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.13(a) and F.13(b) for functionality scoring.

B-BBEE: preference points are claimed under the 80/20 system for specific goals; sufficient, relevant and verifiable documentary proof must be submitted, failing which the claimed points are not awarded.

The tenderer must comply with the Occupational Health and Safety Act and its regulations, and with the Health and Safety Specification, in sufficient detail to demonstrate the necessary competencies and resources to deliver the services. The tenderer must sign the Occupational Health and Safety Agreement in terms of section 37(2) of the Act. Subcontractors must enter into a separate health and safety agreement and comply with its conditions.

Tender validity: offers remain valid, irrevocable and open for acceptance for 120 days after the closing date, extendable by a further 12 months and then by up to 6 months by mutual agreement, subject to administrative processes and approval by the City Manager, unless the extension arises from an appeal or court ruling.

Withdrawal: a tenderer may request withdrawal in writing after the closing date; the City decides at its sole discretion. Withdrawal in contravention of this process makes the tenderer liable for additional expenses or losses, recoverable by set-off against monies due or against any guarantee or deposit.

Cancellation: the City may cancel the tender before a contract is formed if there is no longer a need, funds are unavailable, no acceptable tenders are received, there is a material irregularity, or market-related pricing cannot be negotiated.

The City intends to appoint three tenderers: the highest ranked as winner and two alternatives. Work is allocated on a winner-takes-all basis; the highest ranked tenderer is offered the order first, and only on refusal is it offered to the next ranked alternative. If insufficient responsive bids are received, the City may appoint fewer tenderers or none. A Standby Bidder may be identified at award and considered if the contract is terminated. The contract period is 60 months from the commencement date.

The tenderer must nominate at least one EPC Professional registered with SANEDI for the issuance of Energy Performance Certificates, employed or contracted by the tenderer, and submit documentary proof of registration. Registration must be valid at the tender closing date; the City may verify directly with SANEDI, and unverifiable registration makes the tender non-responsive.

The tenderer must register on the City of Cape Town Supplier Database and on the National Treasury Central Supplier Database (CSD) when requested in writing. Joint venture parties must each register.

Functionality is scored out of 40 points: professional experience of key personnel (20 points) and number of EPC certificates issued (20 points). The minimum qualifying score is 24 out of 40. Schedules F.13(a) and F.13(b) must be completed in full for scoring.

Experience scoring (Project Manager and Registered Professional each): more than 8 years = 10 points; more than 6 up to and including 8 years = 8 points; more than 4 up to and including 6 years = 6 points; 2 up to and including 4 years = 3 points; less than 2 years = 0 points.

EPC certificates issued: more than 51 = 20 points; 25 to 50 = 15 points; 11 to 24 = 10 points; 1 to 10 = 5 points.