Provision of comprehensive employee wellness services for moses kotane research institute (36-Month contract)

• Closing date and time: 26 June 2026 at 11:00 am.
• Offer validity: 120 days from the closing date.

• Submission and SCM enquiries: Email [email protected].
• Contact person for bidding procedure enquiries: Ms Yandisa Kumalo – Tel: 031 266 1777 – Email: [email protected].
• Contact person for technical enquiries: Mr Kwazi Hadebe – Tel: 031 266 17777 – Email: [email protected].

• Submit the complete bid by email to [email protected] by 11:00 am on 26 June 2026.
• Use the official SBD forms – do not re‑type them. Original signatures are required.
• Required returnable forms:

• SBD 1 – Invitation to Bid (Part A and Part B – complete and sign)
• SBD 3.1 – Firm Pricing Schedule (grand total; attach detailed breakdown if needed)
• SBD 4 – Bidder’s Disclosure (complete and sign)
• SBD 6.1 – Preference Points Claim Form (mandatory to claim specific‑goal points)
• Section B – Declaration that CSD information is correct and up‑to‑date
• Authority to Sign Tender or Enterprise Resolution Letter

• The offer must remain valid for 120 days from the closing date.
• Late submissions, incomplete bids, or bids not on the official forms will be disqualified.
• Do not use correcting fluid; any alterations must be initialled.
• Initial every page of the bid document.
• Do not include samples with the bid package.

Authority to Sign Tender / Enterprise Resolution Letter – completed and signed (options for enterprise type, signatory name, capacity, and signature).

• Evaluation is in three stages:

• Stage 1: Supply Chain Administrative Compliance – submission of all required SBD forms.
• Stage 2: Functionality – proposals must score a minimum of 70 points to proceed.
• Stage 3: 80/20 Price and preference point system.

• Price carries 80 points.
• Specific‑goal points (20 points total):

• ≥70% Black Ownership: 10 points (submit BBBEE certificate or affidavit)
• ≥51% Women Ownership: 6 points (submit copies of ID documents)
• ≥30% Youth Ownership: 2 points (submit CIPC registration certificate)
• ≥20% Ownership by people living with disabilities: 2 points (submit doctor’s medical certificate or disability letter)

• Failure to complete SBD 6.1 means no specific‑goal points are claimed.
• The 80/20 preference point system applies (Preferential Procurement Regulations 2022).

• Scope: Provision of employee wellness services for 36 months.
• Key deliverables:

• Consultation: Monitor the Employee Wellness Programme, advise on health strategies, evaluate effectiveness.
• Policy and Procedure Development: Produce a wellness policy outlining purpose, scope, referral processes, and confidentiality.
• Wellness Activities and Communication: Regular email communication of benefits and monthly activities.
• Orientation: Introduce all new staff to wellness services.
• 24/7 Care Consulting: Provide psychosocial counselling, management consulting, critical incident stress management, financial counselling, legal services consulting, health and wellness information, tele‑health, webinars and online counselling.
• Annual Wellness Day: Deliver three fitness exercises, three team‑building games, ambulance services, and referral support.
• Annual Sports Day: Same deliverables as Wellness Day.
• Reporting: Provide monthly, quarterly and annual management reports.

• Supplier must submit a company profile, relevant experience, methodology and detailed price quotation.

• Submit a three‑year project plan that aligns with all scope items.
• The plan must demonstrate a clear understanding of deliverables and outline the service‑delivery methodology.
• Scoring: Full alignment with scope – 20 points; partial alignment (4‑6 items) – 10 points.

• Submit a company profile and detailed proposal showing experience in similar employee‑wellness projects.
• Provide at least three signed reference letters (on company letterhead, issued within the last 10 years) confirming delivery of comparable wellness programmes to public‑sector clients.
• Clinical psychology experience: Minimum 5 years in employee‑wellness or mental‑health services (10 points); 3‑4 years (5 points); less than 3 years (0 points).
• Academic qualifications: Masters in Organisational Development or Industrial Psychology – 20 points.

• All goods/services must meet the standards and specifications in the tender documents.
• Confidentiality: Supplier may not disclose contract information without purchaser’s prior written consent.
• Ownership of documents: Any document other than the contract remains the purchaser’s property and must be returned on completion.
• Audits: Purchaser may inspect supplier’s records and conduct audits.
• Inspection & testing:

• Pre‑bidding testing at bidder’s expense.
• Supplier’s premises must be accessible for inspection during reasonable hours if required.
• Inspection costs borne by purchaser if goods/services comply; otherwise by supplier.

• Non‑conforming supplies may be rejected; supplier must replace promptly at its own cost.

• Complete SBD 3.1 – Firm Pricing Schedule – indicate the grand total and attach a detailed breakdown for each line item if space is insufficient.
• Prices are firm (non‑adjustable) unless the SCC authorises adjustments.
• Payment terms: Invoice with delivery note; payment within 30 days of receipt, in Rand.
• Performance security as per SCC (bank guarantee, irrevocable LC or certified cheque) to be provided within 30 days of award.

• Submit pricing on SBD 3.1 (Firm Pricing Schedule) showing the grand total. Attach a detailed breakdown if space is insufficient.
• Prices are firm (non‑adjustable) unless the contract documents expressly allow adjustments.
• Payment terms: Invoice submitted with delivery note; payment within 30 days of receipt, in Rand.
• The successful bidder must provide a performance security (bank guarantee, irrevocable letter of credit or certified cheque) within 30 days of award, as specified in the Special Conditions of Contract.

• Tax compliance: Submit a valid SARS Tax Compliance Status (TCS) PIN or, if unavailable, a current Central Supplier Database (CSD) number. Each consortium/sub‑contractor must provide its own TCS/CSD documentation.
• Central Supplier Database: Certify that all CSD information is correct and up‑to‑date (Section B declaration). False or outdated data may lead to disqualification.
• B‑BBEE: Provide evidence for specific‑goal claims: BBBEE certificate/affidavit, ID copies, CIPC registration certificate, disability medical certificate. Completion of SBD 6.1 is mandatory to claim points.
• Prohibited bidders: Entities listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• No person in the service of the state, or companies with directors who are state employees, may bid.
• Bidders must disclose any relationship with employees of the procuring institution and any interest in other related enterprises.

Specific‑goal points (20 points total):

• ≥70% Black ownership – 10 points (submit BBBEE certificate or affidavit)
• ≥51% Women ownership – 6 points (submit copies of ID documents)
• ≥30% Youth ownership – 2 points (submit CIPC registration certificate)
• ≥20% Persons with disability – 2 points (submit doctor’s medical certificate or disability letter)

Required evidence: copy of CIPC registration, ID copies, BBBEE certificate, and disability documentation. Completion of SBD 6.1 is mandatory to claim any of these points.

• General Conditions of Contract (GCC) apply unless overridden by Special Conditions of Contract (SCC).
• Warranty: Goods/services must be new, defect‑free; warranty period is 12 months after acceptance or 18 months after shipment, whichever is earlier.
• Payment: Invoice with delivery note; payment within 30 days, in Rand.
• Performance security: Bank guarantee, irrevocable letter of credit or certified cheque required within 30 days of award; returned within 30 days of satisfactory completion.
• No contract variations except by written amendment signed by both parties.
• Assignment prohibited without purchaser’s prior written consent.
• Sub‑contracts must be disclosed; supplier remains liable.
• Delays: Supplier must notify purchaser; purchaser may grant extensions or impose penalties.
• Penalties: Daily interest‑based deduction from contract price for late delivery or non‑performance; possible termination.
• Termination: For non‑delivery, non‑performance, or corrupt/fraudulent practices; purchaser may procure replacements and claim damages.
• Force majeure: Supplier not liable for delays beyond its control.
• Governing law: South African law; contract language is English.

• Subject to Treasury Regulation 16A (Public Finance Management Act 1999) and the KwaZulu‑Natal Supply Chain Management Policy Framework.
• Offers must remain valid for 120 days from the closing date.
• Bids must be submitted in the exact form provided; no re‑typing, correcting fluid, or alterations without initials.
• Late submissions will not be considered.
• All pages must be initialed; missing or duplicated pages may lead to disqualification.

• Declaration of no conflict of interest with state officials or entities.
• Disclosure of any relationships with employees of the procuring institution.
• Disclosure of interests in related enterprises.
• Certification that the information provided is true and complete.
• Acknowledgement that false declarations may result in disqualification, penalties, or criminal prosecution.
• Signatures of authorized representatives.

Definitions used in the evaluation:

• “Tender” – written offer as defined by the organ of state.
• “Price” – amount quoted, inclusive of all taxes, less unconditional discounts.
• “Rand value” – estimated contract value in Rand, including taxes.

Scoring formulas for price points (80/20 or 90/10) are provided in the tender documents. Specific‑goal points are awarded as per the table in the B‑BBEE section.