Employee mental wellness programme (emwp) for eastern cape department of health – assessment, trauma debriefing & capacity building

• Briefing (online via Microsoft Teams): 02 June 2026, 11:00 hrs – link provided in invitation.
• Closing date & time for bid submission: 10 June 2026, 11:00 hrs.
• No separate site‑visit dates are listed; any clarification must be submitted in writing before the closing time as per bid conditions.

Technical contact: Ms Noluthando Mjuluki

Organisation: Eastern Cape Department of Health (ECDoH)

Telephone: 083 279 7323

Email: [email protected]

All bids are to be uploaded to e‑Tenders – no physical submission address is required.

• Submit the bid online via e‑Tenders no later than 11:00 on 10 June 2026 (late bids will be rejected).
• Use the official forms supplied – SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule), SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim Form). Do not re‑type the forms.
• Attach all required returnable documents: VAT registration, tax‑compliance proof (SARS TCS PIN or CSD number), proof of authority (e.g., company resolution), and any required certifications.
• All forms must be signed and the capacity of the signatory declared.
• Failure to provide any of the above or to comply with the Preferential Procurement Policy Framework Act will invalidate the bid.
• The successful bidder must sign the written contract form (SBD 7) after award.

• All bids must be submitted by the stipulated time online; late bids will not be accepted.
• Use the official forms provided – do not re‑type.
• Required returnables include VAT registration, tax‑compliance proof (SARS PIN or CSD number), proof of authority (e.g., company resolution) and signed signatures.
• Signature of bidder and capacity statement must be included.

• Evaluation follows Regulation 4(1) of the Preferential Procurement Regulations – 80 points for price and 20 points for specific goals (80/20 system).
• Price points are calculated using: Ps = 80 × (1 – (Pt – Pmin)/Pmin), where Pt = bidder’s price and Pmin = lowest acceptable price.
• Specific‑goal points (total 20) are awarded for:

– Race (4 pts)

– Gender – Women (4 pts)

– Disability (4 pts)

– Youth (4 pts)

– Military veterans (2 pts)

– Locally based entity (2 pts)

• To claim specific‑goal points, complete SBD 6.1 and submit supporting evidence (CIPC ownership certificate, ID copies, medical certificate where applicable, address proof, veteran confirmation letter).
• Minimum overall score required: 80 out of 90 points (functionality stage). Bidders scoring zero for specific goals can still be considered on price alone but will have lower total points.
• Evaluation stages:

1️⃣ Administrative compliance – submission of all required forms and CSD registration.

2️⃣ Mandatory requirements – qualified multidisciplinary team, professional registrations, risk‑management and POPIA compliance.

3️⃣ Functionality – experience, facilitator qualifications, project plan, M&E capability (total 90 pts, must achieve ≥ 80 pts).

4️⃣ Price and specific goals – combined score determines award.

Scope:

• Deliver an Employee Mental Wellness Programme (EMWP) over 12 months across selected health facilities and administrative offices.

Phases:

– Phase 1 (Month 1): baseline wellness assessment and mental‑health awareness (no cost to Department); deliver a comprehensive baseline report.

– Phase 2 (Month 2): present findings, recommendations, detailed rollout proposal and budget.

– Phase 3 (Months 3‑12): trauma‑debriefing for EMS, high‑care nurses, forensic staff and call‑centre agents; individual/group counselling; psycho‑educational workshops; capacity‑building for trauma‑informed leadership; continuous monitoring & evaluation.

Deliverables:

• Baseline assessment report.
• Roll‑out proposal & budget.
• Monthly and quarterly progress reports.
• Final impact and evaluation report.
• Session documentation (attendance registers, feedback summaries).

Team composition (minimum):

• Project Manager (project‑management qualification).
• Psychologist (registered).
• Registered Counsellor/Social Worker (registered).
• M&E Officer/Data Analyst.
• Facilitator/Trainer.
• Administrative Coordinator.

All interventions must be evidence‑based, delivered by qualified practitioners, and comply with POPIA, HPCSA/SACSSP codes and Departmental policies.

• Provide a detailed methodology covering assessment, awareness, proposal development, rollout, trauma debriefing, workshops and M&E.
• Include a clear work‑breakdown structure, timelines, deliverables and responsible persons.
• Methodology will be scored (0‑20 pts) on clarity, innovation and evidence‑based approach.

• Submit CVs for Project Manager, Psychologist, at least one Registered Counsellor/Social Worker and one Administrator.
• CVs must show relevant qualifications and registration with recognised professional bodies.
• Demonstrate at least three completed mental‑health or employee‑wellness projects in the public/health sector with references.
• Provide evidence of facilitator accreditation with SETA where applicable.

• Submit a consolidated pricing schedule (SBD 3.1) covering all service packages (capitated and fee‑for‑service), travel, accommodation and material costs.
• Prices must be firm for 60 days from the closing date and inclusive of all taxes.
• Provide separate schedules for each delivery point if pricing differs.
• Attach a supporting spreadsheet detailing travel calculations (kilometre rates, vehicle type, fuel).

• Submit a consolidated pricing schedule using SBD 3.1 (firm prices, all taxes inclusive).
• Provide separate schedules for each delivery point if pricing varies.
• Offer validity: 60 days from the closing date – price must remain unchanged for this period.
• Travel & accommodation costs to be calculated per Department rates (R3.95‑R7.50 /km; R1 500 per night per person) and shown in a supporting spreadsheet detailing vehicle type, fuel, and kilometre calculations.
• All amounts must be quoted in South African Rand (ZAR).
• Payment terms are not explicitly stated; assume standard Department of Health terms and include any required performance bonds or guarantees as per the General Conditions of Contract.

• Tax compliance: submit SARS TCS PIN or, if unavailable, a valid CSD number.
• Register on the National Treasury Supplier Database (CSD) and provide the registration number.
• B‑BBEE: minimum Level 20; points for specific goals are awarded as per the evaluation criteria.
• Provide CIDB, CIPC and professional registration certificates for all key personnel.
• No participation allowed from persons employed by the State, directors who are State employees, or entities with close ties to State employees.
• To claim specific‑goal points, attach supporting documents (CIPC ownership certificate, ID copies, medical certificate where applicable, address proof, veteran confirmation letter).
• Non‑compliance with mandatory requirements (missing forms, lack of qualifications, failure to meet B‑BBEE criteria) will result in disqualification.

• Complete SBD 6.1 to claim points for specific goals.
• Provide supporting documents: CIPC ownership certificate, ID copies, medical certificate (if applicable), address proof and veteran confirmation letter.
• Points allocation: Race 4, Women 4, Disability 4, Youth 4, Military veterans 2, Locally based entity 2 (total 20 pts).
• Failure to submit proof results in zero points for specific goals.

• Compliance with Occupational Health and Safety (OHS) legislation is mandatory.
• Submit a risk‑assessment for all on‑site activities (travel, venue setup, counselling sessions) before commencement.
• All staff must complete a safety induction and adhere to Departmental safety policies, including any applicable COVID‑19 protocols.

• Successful bidder must sign contract form SBD 7.
• Contract is subject to the Preferential Procurement Policy Framework Act 2000, Preferential Procurement Regulations, General Conditions of Contract (GCC) and any special conditions.
• ECDoH may request written clarifications, amend timelines or the closing date, or reject all bids and re‑tender.
• Contract duration: 12 months from the purchase order date, with a 30‑day delivery period for any required deliverables after PO issuance.
• Non‑compliance with mandatory requirements (e.g., missing forms, insufficient qualifications, failure to meet B‑BBEE criteria) results in disqualification; the Department may recover costs or impose penalties per the GCC.

• Bid is subject to the Preferential Procurement Policy Framework Act 2000, Preferential Procurement Regulations, General Conditions of Contract (GCC) and any special conditions listed.
• Successful bidder must sign the written contract form (SBD 7).
• ECDoH reserves the right to amend the process, request clarifications or re‑tender at its discretion.

• Tax compliance (SARS PIN or CSD number) and proof of authority.
• Registration on the National Treasury Supplier Database (CSD).
• Submission of all mandatory forms (SBD 1, 3.1, 4, 6.1).
• No participation from State employees or entities with direct State ties.
• Adherence to B‑BBEE Level 20 minimum.

Evaluation follows the 80/20 preference point system (80 pts for price, 20 pts for specific goals). Price points are calculated with the formula Ps = 80 × (1 – (Pt – Pmin)/Pmin). Specific‑goal points are allocated as: Race 4, Women 4, Disability 4, Youth 4, Military veterans 2, Locally based entity 2. Complete SBD 6.1 and submit required proof to claim these points. Minimum overall score: 80 out of 90 pts (functionality stage). Evaluation stages: 1️⃣ Administrative compliance, 2️⃣ Mandatory qualifications & risk management, 3️⃣ Functionality (experience, facilitator credentials, project plan, M&E), 4️⃣ Price & specific goals.