Public perception survey for western cape provincial parliament

Compulsory information session: 3 September 2026 at 10:00 on MS Teams (Meeting ID: 385 754 724 797 432, Passcode: SA3eD6C5). Non-attendance means WCPP accepts no liability to provide information discussed.

Closing date and time: 16 September 2026 at 11:00. No late submissions accepted.

Bid validity period: 90 days from closing date.

Project completion expected by 31 March 2027.

Technical enquiries: Ms Margo Goldstone, [email protected] (written enquiries only; telephonic requests not considered; quote bid reference WCPPT 03/2025).

SCM contacts: Messrs N Diedericks or R Williams, telephone (021) 487-1736 and (021) 487-1619.

Submission address: Manager: SC&AM, Western Cape Provincial Parliament, PO Box 648, Cape Town 8000 OR bid box at Visitors' Centre, Ground Floor, 7 Wale Street, Provincial Legislature Building, Cape Town. Bulky bids: SC&AM Section, 5th Floor, Provincial Legislature Building, 7 Wale Street, Cape Town.

Submission method: Bids may be posted to Manager: SC&AM, Western Cape Provincial Parliament, PO Box 648, Cape Town 8000 (must reach SC&AM before the deadline) OR deposited in the bid box outside the Visitors' Centre, Ground Floor, 7 Wale Street, Provincial Legislature Building, Cape Town. Bulky documents may be delivered to SC&AM Section, 5th Floor, Provincial Legislature Building, 7 Wale Street, Cape Town. Late bids will not be accepted.

Required returnable forms (all must be completed, signed and submitted):

• WCPP 1 (Invitation to Bid): signed offer cover page.
• WCPP 2 (Application for Tax Clearance Certificate): valid original SARS Tax Clearance Certificate or SARS PIN for each party in a consortium/JV.
• WCPP 3.3 (Pricing Schedule and Costing Template): completed for both provincial-level and district/metro survey options, including Annexure A and Annexure B.
• WCPP 4 (Consolidated Declaration of Interest and Past SCM Practices): completed in full and certified by a Commissioner of Oaths; each JV/consortium party must submit.
• WCPP 6.1 (Preference Points Claim Form): for 80/20 preference point system under PPPFA Regulations 2022.
• Memorandum of Understanding (if JV/consortium): signed, detailing roles and responsibilities.
• Contactable references: at least three.
• Electronic copy of the full bid on a flash drive.
• Detailed price schedule including VAT at 15%.

All forms must use the official attached documents; no retyping allowed (photocopies permitted). Each bid must be in a separate sealed envelope with bidder name, address, bid number and closing date on the reverse.

Two-phase evaluation:

Phase 1 – Mandatory documentation (non-compliance disqualifies):

1. Organisational experience and capacity: capability statement (max 1 page), 3 reference letters for comparable assignments within past 8 years, 2 research reports from comparable studies within past 8 years, subcontracting details (work outsourced, percentage, contractor names; subcontractors must be tax compliant and complete WCPP 4).
2. Team qualifications and expertise: CVs for Project Team Leader, Research Design Specialist(s), Sampling and Data Analysis Specialist (preferably postgraduate Statistics qualification, certified copy required), Subject Matter Expert (legislative studies, parliamentary affairs, public policy, political science, governance, public administration, civic participation or related), Field Work Manager. Signed declarations of availability and commitment from Project Team Leader and all core team members.
3. Methodology proposal: overall research design, sampling framework, sample sizes for provincial and district/metro levels, data collection and quality assurance plan, project and risk management plan, stakeholder engagement and communication arrangements, reporting dissemination and use of findings, ethical and legal compliance provisions.
4. Costing: completed Summary Budget (Part A), Detailed Cost Breakdown (Part B), and Pricing Assumptions (Part C) for both survey options.

Phase 2 – Functional/technical evaluation (1–5 scoring, weights shown):

• Organisational Experience and Capacity (20%): track record, scale, relevance, operational readiness, field structures, logistics, data systems, quality assurance.
• Team Qualifications and Expertise (30%): role clarity, depth of experience in similar studies, ability to supervise and deliver at scale across leadership, design, sampling, analysis, field coordination.
• Methodology (30%): scientific rigour, practicality, sample size justification for provincial and district/metro precision, representativeness, fieldwork plan, quality control, pilot/pre-testing, language considerations, informed consent for ages 15–17, weighting, analysis, risk management, coordination, communication, reporting.
• Project and Risk Management (10%): realistic timelines, milestones, responsibility allocation, resource planning, identified risks with practical mitigations.
• Ethical and Legal Compliance (10%): informed consent, confidentiality/anonymity, secure data handling/storage/disposal, POPIA compliance, ethical standards.

Minimum functionality threshold: 70/100 points. Bidders below 70 do not proceed.

Phase 3 – Price and preference: 80/20 preference point system (PPPFA Regulations 2022) applied via WCPP 6.1.

Scope: Design and implement a comprehensive Public Perception Survey of the Western Cape Provincial Parliament (WCPP) mandate and effectiveness, covering all research stages from design to reporting.

Core perception dimensions (7): Public Awareness and Understanding; Credibility and Integrity; Effectiveness and Performance; Responsiveness and Accessibility; Trust and Confidence; Public Participation and Engagement; Members – Visibility, Accountability and Engagement.

Target population: Western Cape residents aged 15 years and older.

Sample requirements: Minimum 1,800 completed interviews for provincial-level estimates; 2,500–3,000 for district municipality and metro-level estimates. Probability-based sample design using up-to-date Enumeration Area (EA) frame (preferably latest Stats SA EA). Weighting calibrated to latest Stats SA mid-year population estimates.

Data collection: Face-to-face CAPI province-wide, or mixed-mode including digital methods and/or CATI (detailed framework required if CATI used). Structured supervision, interviewer training, fieldwork protocols for correct sampling implementation and respondent selection.

Quality control: Real-time monitoring, validation of completed interviews, back-checks/call-backs to verify data quality and detect fabrication.

Instrument development: Questionnaire and instruments co-developed with WCPP, structured pre-testing via pilot survey for clarity, sequencing, translation accuracy, contextual appropriateness; revisions in consultation with WCPP; final instruments approved before fieldwork.

Analysis: Descriptive and inferential statistical methods per sample design, qualitative techniques, integration of quantitative and qualitative components. Disaggregation across demographic and geographic segments. Identification of drivers of awareness, trust, engagement. Actionable insights for institutional learning, communication, engagement.

Deliverables and payment milestones:

• Inception report (20%): methodology, sample sizes, sampling strategy, work plan, data management plan.
• Draft survey instruments for pre-testing (0%).
• Finalised survey instruments (20%): revised, validated, WCPP-approved.
• Complete sample design with methodology description (0%).
• Data collection report (20%): processes, outcomes, response rates, demographic breakdowns, challenges.
• Weighting report (0%): detailed weighting steps.
• Key findings (top-line) report (15%): validated findings and analysed results.
• Analytical and summary reports (15%): 5-page executive summary, detailed analytical report with findings and recommendations, concise visual summary report, cleaned dataset in SPSS and Excel with coded open-ended responses.
• Presentation of results (10%): to WCPP leadership and stakeholders.

Reporting: Fortnightly progress meetings with WCPP Steering Committee. Presentations required for Inception Report, Key Findings Report, Comprehensive Analytical Report.

Ethical/legal: Full POPIA compliance. Data Management and Quality Assurance Plan (consent, anonymisation, secure storage, access controls, disposal) submitted with inception report. All team members trained in ethical/legal compliance. Digital data collection must comply with approved security protocols.

Methodology requirements (detailed in Terms of Reference and evaluation criteria):

• Overall research design and approach must be coherent, scientifically rigorous, practical, and aligned to TOR objectives.
• Sampling framework: Probability-based design using up-to-date Enumeration Area (EA) frame (preferably latest Stats SA EA). Must justify sample size for acceptable precision at provincial level (min 1,800 interviews) and district/metro level (2,500–3,000 interviews). Must demonstrate representativeness across age, gender, language, socio-economic conditions, urban–rural distribution.
• Weighting methodology: Must follow accepted sampling theory, calibrate to latest Stats SA mid-year population estimates, justify suitability for sample design.
• Data collection: Face-to-face CAPI province-wide, or mixed-mode including digital methods and/or CATI (detailed framework required for alternative approaches). Sensitive to local conditions, languages, digital literacy.
• Quality assurance: Structured supervision, interviewer training, fieldwork protocols, real-time monitoring, validation, back-checks/call-backs.
• Pilot and pre-testing: Structured pre-testing of questionnaire and instruments for clarity, sequencing, translation accuracy, contextual appropriateness; revisions in consultation with WCPP; final approval before fieldwork.
• Language considerations: Arrangements to accommodate linguistic diversity of Western Cape.
• Informed consent: Procedures for all respondents, including ethical safeguards for ages 15–17.
• Analysis: Descriptive and inferential statistical methods per sample design, qualitative techniques, integration of quantitative and qualitative components. Weight calculation and analysis of survey data.
• Risk management: Integration of risk-management measures into methodology.
• Coordination, communication, reporting: Clear arrangements for coordination with WCPP, fortnightly progress meetings, presentations at inception, key findings, and comprehensive analytical stages.
• Ethical and legal compliance: POPIA compliance, consent, anonymisation, secure data handling/storage/disposal, ethical research principles. Data Management and Quality Assurance Plan submitted with inception report.

Required expertise and qualifications:

• Institutional Experience and Capacity: Capability to manage and deliver large-scale, methodologically robust surveys, supported by strong organisational systems, infrastructure, quality assurance. Organisational capability statement (max 1 page) describing capacity, field structures, logistics, data systems, quality assurance, financial resourcing (working capital/internal funding).
• Verifiable track record: Reference letters from at least 3 clients for comparable assignments within past 8 years (client name, organisation, designation, contact number, email). Two research reports from comparable studies within past 8 years.
• Technical and Methodological Expertise: Capability to design and implement sound research approaches, sampling frameworks, data-collection methodologies ensuring representativeness, validity, reliability.
• Project Leadership and Team Composition (CVs required for each role):

• Project Team Leader

• Research Design Specialist(s)

• Sampling and Data Analysis Specialist (preferably postgraduate Statistics qualification; certified copy required)

• Subject Matter Expert (legislative studies, parliamentary affairs, public policy, political science, governance, public administration, civic participation or related field)

• Field Work Manager

Relevant qualifications include Communications, Social Science, Public Policy, Data Science/Statistics, Development Studies, Business Science or related fields.

• Signed declarations of availability and commitment from Project Team Leader and all core team members for full project duration.
• Project Management and Risk Mitigation: Capability to plan, resource, coordinate delivery efficiently with effective risk management, milestone tracking, reporting.
• Stakeholder Engagement and Communication: Capacity for structured, responsive, professional communication with WCPP and stakeholders.
• Reporting and Analytical Capability: Ability to translate findings into clear, actionable, policy-relevant insights.
• Ethical and Legal Compliance: Adherence to ethical research principles, full POPIA compliance.
• Subcontracting: If any work outsourced, details of work, percentage, contractor names required; subcontractors must be tax compliant and complete WCPP 4 Declaration of Interest.

Quality assurance requirements:

• Structured supervision system for fieldwork, including interviewer training and clear fieldwork protocols to ensure correct implementation of sampling design and respondent selection.
• Robust quality control system: real-time monitoring, validation of completed interviews, back-checks or call-backs to verify data quality and detect inconsistencies or fabrication.
• Pilot survey with structured pre-testing to assess question clarity, sequencing, translation accuracy, contextual appropriateness; pilot results evaluated and revisions made in consultation with WCPP; final instruments approved before main fieldwork.
• Data Management and Quality Assurance Plan required in inception report, covering consent, anonymisation, secure storage, access controls, data disposal.
• All team members trained in ethical and legal compliance; digital data-collection processes must comply with approved data-security protocols.
• Weighting methodology must follow accepted sampling theory and calibrate to latest Stats SA mid-year population estimates.
• Clean, quality-checked dataset with all calculated weights delivered in Excel and SPSS formats; open-ended responses coded and included.
• Analysis using suitable descriptive and inferential statistical methods per sample design, qualitative techniques, integration of quantitative and qualitative components.
• Evaluation criteria include quality assurance arrangements as part of Methodology (30% weight) and Ethical and Legal Compliance (10% weight).

Pricing schedule requirements (WCPP 3.3 and Annexure B):

• All prices in ZAR, VAT inclusive at 15%.
• Two survey options must be priced: (1) Provincial-level only; (2) District Municipality and Metropolitan Municipality level.
• Part A: Summary Budget for each option with cost categories: project management, research design and sampling, questionnaire development and pre-testing, fieldwork, travel and logistics, data processing/weighting/analysis, reporting and presentations, other costs. Totals shown excl. VAT, VAT, incl. VAT.
• Part B: Detailed Cost Breakdown for each option in bidder's own format, corresponding to Part A totals, identifying major cost components, distinguishing professional fees, direct costs, disbursements, sufficiently detailed for reasonableness assessment.
• Part C: Pricing Assumptions for each option: proposed sample sizes, survey mode (CAPI, CATI, mixed-mode), fieldwork duration, travel/accommodation assumptions, translation requirements, subcontractor use, software/licensing costs, other material assumptions affecting price.
• Completed WCPP 3.3 Pricing Schedule and Costing Template (including Annexure A) must be submitted.
• Payment milestones linked to deliverables: Inception report (20%), Finalised instruments (20%), Data collection report (20%), Key findings report (15%), Analytical and summary reports (15%), Presentation of results (10%). Draft instruments and sample design/weighting reports are non-payment milestones.
• Payment terms: Valid tax invoices paid within 30 days from statement date; supporting documents required; invoices to Office of the Chief Financial Officer, WCPP Finance Section.

Pricing: All prices in ZAR, VAT inclusive at 15%.

Costing submission (Annexure B):

• Part A: Summary Budget for both provincial-level only and district/metro survey options (cost categories: project management, research design and sampling, questionnaire development and pre-testing, fieldwork, travel and logistics, data processing/weighting/analysis, reporting and presentations, other costs; totals excl. VAT, VAT, totals incl. VAT).
• Part B: Detailed Cost Breakdown for both options in bidder's own format, corresponding to Part A totals, identifying major cost components, distinguishing professional fees, direct costs, disbursements, sufficiently detailed for reasonableness assessment.
• Part C: Pricing Assumptions for both options: proposed sample sizes, survey mode (CAPI, CATI, mixed-mode), fieldwork duration, travel/accommodation assumptions, translation requirements, subcontractor use, software/licensing costs, other material assumptions.

Payment terms: Valid tax invoices paid in full within 30 days from statement date. Supporting documents for services rendered must accompany invoices. Invoices submitted to Office of the Chief Financial Officer, WCPP Finance Section.

Bid validity: 90 days from closing date. Withdrawal within validity period renders bidder liable for damages if less advantageous bid accepted. WCPP may request validity extension in writing; bidder may not modify proposal if extension granted.

Mandatory compliance:

• Central Supplier Database (CSD) registration or IPS (ARIBA) registration.
• Valid original SARS Tax Clearance Certificate or SARS PIN (verified for compliance) for bidder and each JV/consortium/subcontractor party.
• WCPP 4 Declaration of Interest certified by Commissioner of Oaths (each JV/consortium party).
• WCPP 6.1 Preference Points Claim Form for 80/20 system (PPPFA Regulations 2022).
• B-BBEE status: Preference points claimed via WCPP 6.1 for HDI and other specified goals.
• Subcontractors: Must be tax compliant and complete WCPP 4 Declaration of Interest Form; notification does not relieve main contractor of liability.
• Team: Sampling and Data Analysis Specialist (or designated member) preferably holds postgraduate Statistics qualification (certified copy required). Signed availability and commitment declarations from Project Team Leader and all core team members.
• Ethical/legal: POPIA compliance, informed consent, anonymisation, secure data handling/storage/disposal, ethical research principles. Data Management and Quality Assurance Plan required in inception report.
• Use of official bid forms (WCPP 1, 2, 3.3, 4, 6.1) – no retyping; photocopies permitted.
• General Conditions of Contract (GCC) apply, plus any special conditions.

Contract: Successful bidder must sign a written Service Level Agreement. General Conditions of Contract (GCC) apply, plus any special conditions. Bid validity 90 days from closing date; withdrawal within validity period renders bidder liable for damages if less advantageous bid accepted. WCPP may request validity extension in writing; bidder may not modify proposal if extension granted. Subcontracting: Details of work outsourced (percentage and contractor names) required; subcontractors must be tax compliant and complete WCPP 4 Declaration of Interest; notification does not relieve supplier of liability. Payment: Valid tax invoices paid within 30 days from statement date; supporting documents must accompany invoices; invoices submitted to Office of the Chief Financial Officer, WCPP Finance Section. Project completion expected by 31 March 2027. Compulsory information session attendance required; WCPP accepts no liability to provide session information to non-attendees. All ethical standards and POPIA requirements must be observed; Data Management and Quality Assurance Plan (consent, anonymisation, secure storage, access controls, disposal) submitted with inception report. Team members must be trained in ethical/legal compliance; digital data collection must comply with approved security protocols. Fortnightly progress meetings with WCPP Steering Committee required. Presentations required for Inception Report, Key Findings Report, Comprehensive Analytical Report.

Additional evaluation criteria details (supplements main evaluationCriteria):

• Phase 1 mandatory documentation includes: organisational capability statement (max 1 page), 3 reference letters (past 8 years), 2 research reports (past 8 years), subcontracting details, CVs for 5 core roles (Project Team Leader, Research Design Specialist, Sampling and Data Analysis Specialist, Subject Matter Expert, Field Work Manager), signed availability declarations, methodology proposal covering 8 specified areas, costing submission (Summary Budget, Detailed Cost Breakdown, Pricing Assumptions for both survey options).
• Phase 2 functional scoring (1–5 scale) with weights: Organisational Experience and Capacity 20%, Team Qualifications and Expertise 30%, Methodology 30%, Project and Risk Management 10%, Ethical and Legal Compliance 10%. Minimum threshold 70/100.
• Scoring guidelines for each criterion at each score level (1–5) with percentage allocations provided in document.
• Phase 3: 80/20 price/preference points via WCPP 6.1.