Provision of a 5-Year employee assistance programme (eap) for 70 employees at the national radioactive waste disposal institute

• Clarifications: Moses Shandukani (Email: [email protected]) or Manqoba Simelane (Phone: 072 693 0381)
• Submission email: [email protected]
• Delivery address: 3rd Floor, Building X, Necsa Offices, Elias Motsoaledi Street Ext, R104 Pelindaba, North West 0240

Submit your quotation via email to [email protected] before 27 May 2026 at 17:00. Late submissions or those sent to any other email will be disqualified.

Required documents:

• Fully completed quotation adhering to the price structure/table and scope of work.
• ID copies of owners/directors (as per CIPC, CSD Report, or B-BBEE Certificate/Affidavit).
• Minimum of three reference letters from previous EAP clients (must include contact person, contact details, and be on client letterhead).
• Valid B-BBEE certificate or sworn affidavit (if applicable).
• Completed SBD forms (SBD 4 and SBD 6.1).
• Proof of ISO 9001:2015 certification (if applicable).
• CSD registration confirmation (unless a foreign bidder with no local entity).

Submission notes:

• Email mailbox capacity is 10MB per email. Multiple emails may be sent to accommodate all files, but all must be received before the deadline.
• Clarifications must be directed to [email protected] or Manqoba Simelane at 072 693 0381.
• Quotation validity period: 60 working days from the closing date.

Disqualification risks:

• Incomplete or non-compliant quotations (e.g., missing price table, scope, or mandatory documents).
• Submissions after the deadline or to the wrong email address.
• Non-compliance with tax, CSD, or restricted supplier/tender defaulter status.

Mandatory requirements (failure results in disqualification):

• Submit a complete quotation adhering to the price table and scope of work.
• Submit before 27 May 2026 at 17:00 to [email protected].
• Provide a minimum of three reference letters from prior EAP clients (with contact details and on letterhead).
• Submit ID copies of owners/directors (as per CIPC, CSD, or B-BBEE Certificate/Affidavit).
• Tax compliance at award stage.
• Not listed in the Register of Restricted Suppliers or Tender Defaulters Register.
• No conflicts of interest with NRWDI employees or state institutions.

Functionality evaluation (minimum 70% required to proceed):

• Methodology & Programme Design (30 points): Comprehensive, well-structured, and aligned to NRWDI’s needs. Includes holistic EAP model (preventative, promotive, reactive) and integrated services.
• Service Delivery & Accessibility (30 points): 24/7 multi-channel access (call centre, face-to-face, virtual, digital), national footprint (including rural reach), multilingual support, and fast response times (within 24 hours).
• Experience & Track Record (20 points): Extensive experience (10+ years preferred) in EAP services, particularly in the public sector, with credible references and measurable impact.
• Monitoring, Evaluation & Reporting (10 points): Comprehensive M&E framework with clear KPIs, advanced data analytics, and frequent reporting (monthly/quarterly).
• Innovation & Value-Added Services (10 points): Advanced digital solutions, proactive wellness programmes, and customised interventions.

Price and Specific Goals Evaluation:

• 80/20 preference point system: 80 points for price (lowest acceptable tender scores highest), 20 points for specific goals (B-BBEE ownership: black people max 12 points, women max 8 points).

Scope: Provide Employee Assistance Programme (EAP) services for 70 employees over five years (15 June 2026 to 14 June 2031).

Core services (confidential counselling and referral):

• Bereavement and loss
• Family and relationship problems (marital, divorce, physical/emotional abuse)
• Work-related issues and change
• Anxiety, stress, depression, and suicidal tendencies (including environmental demands)
• Financial planning and difficulties
• Interpersonal communication
• Alcohol, gambling, and substance abuse
• Trauma, HIV/AIDS, and other chronic diseases
• Post-traumatic stress and other trauma
• Online/inbound/outbound telephonic health and wellness information and counselling (internet, website, WhatsApp, call-back)
• Ad-hoc interventions (team analysis, group interventions)
• Reports on service levels and trend analysis
• Lifestyle management
• Health Risk Assessment

Additional requirements:

• Provide a detailed process flow of the EAP life cycle.
• Conduct Staff Wellness Days.
• Develop and implement an annual programme of planned wellness activities (quarterly themes).
• Deliver quarterly workshops on required EAP topics.
• Services must be available in English and other South African languages.

Expected outcomes:

• Promote employee mental health and wellbeing
• Enhance productivity and organisational performance
• Reduce absenteeism and workplace incidents
• Support employees in managing personal and work-related challenges
• Strengthen organisational culture and employee engagement

• Pricing structure: Provide a 5-year breakdown (Year 1 to Year 5) for the total EAP cost for 70 employees. Include VAT as a separate line item. All amounts must exclude VAT unless specified otherwise.
• Quotation validity: 60 working days from the closing date.
• Price evaluation: 80 points allocated under the 80/20 preference system (lowest acceptable tender scores highest).
• Payment terms: Subject to National Treasury’s General Conditions of Contract.

• Central Supplier Database (CSD) registration: Mandatory for all bidders (except foreign bidders with no local entity).
• Tax compliance: Non-compliant bidders will be disqualified.
• B-BBEE: Submit a valid B-BBEE certificate or sworn affidavit. Points awarded for black ownership (max 12) and women ownership (max 8) under the 80/20 system.
• CIPC registration: Submit company registration documents.
• SBD forms: Complete and submit SBD 4 (Bidder’s Disclosure) and SBD 6.1 (Preference Points Claim Form).
• ISO 9001:2015: Indicate if certified (not mandatory but preferred).
• Restricted suppliers: Bidders listed in the Register of Restricted Suppliers or Tender Defaulters Register will be disqualified.
• Proof of ownership: Submit certified copies of IDs for directors/owners and shareholder certificates.
• Reference letters: Minimum of three from previous EAP clients (with contact details and on letterhead).