Professional nursing agency database – chris hani district, eastern cape (12-Month tender)

Closing date: 27 August 2026 at 11:00.

No bid briefing session – not applicable.

No bid briefing session – not applicable.

Bidding procedure enquiries: Mrs P Williams, Tel 045 839 2190, Email [email protected].

Technical enquiries: Mr L. Solomane, Tel 045 839 2133, Email [email protected].

24-hour Call Centre: 0800032364.

Website: www.ecdoh.gov.za.

Bids must be submitted through the e-Tender portal (www.etenders.gov.za); no physical bids will be accepted.

All bids must be submitted on the official forms provided and must not be re-typed.

Bids must be valid for 60 calendar days from the closing date.

The department does not bind itself to accept the lowest or any bid and reserves the right to accept the bid in the best interest of the state.

Returnable documents include: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), Joint Venture Agreement (if applicable), financial capacity documents, CIPRO certificate, ID copies, proof of disability/military veteran/locality ownership, updated CSD report (within 7 days), valid COIDA certificate, proof of liability cover or intent letter, at least 3 project references, and proof of staff payroll.

All signatures must be original and in black ink.

Returnable documents include: Invitation to Bid (SBD1) completed and signed; Pricing Schedule (SBD 3.1); Declaration of Interest (SBD 4); Preference Points Claim Form (SBD 6.1); Joint Venture Agreement if applicable; Financial Capacity documents; CIPRO certificate; ID copies; Disability Ownership proof; Military Veterans Ownership proof; Locality Ownership proof; Updated CSD report (within 7 days); Proof of Valid COIDA; Proof of Liability Cover or intent letter; Project References (at least 3); Proof of Staff Payroll.

Project reference forms must be completed by the referee (client) and stamped and signed.

Evaluation is in three stages: Stage 1 – Administrative compliance/pre-qualification and mandatory requirements; Stage 2 – Functionality; Stage 3 – Price and Specific Goals.

Functionality: minimum threshold is 20 out of 40 points. Bidders scoring below 20 are disqualified.

Functionality criteria: Experience in Labour Placement/Recruitment (max 15 points: below 2 years=0, 2-3 years=5, 4-7 years=10, 8 years and above=15); Available staff database (max 25 points: sufficient database of employees=15, clear system for sick/absent staff=5, registered for PAYE=5).

Price: 80/20 or 90/10 preference point system applies.

Specific Goals (max 20 points): HDI Ownership 20% (4 points), Women Ownership 20% (4), Youth Ownership 20% (4), Disability Ownership 10% (2), Military Veterans Ownership 10% (2), Locality Ownership 20% (4).

Tie-breaking: highest specific goals points, then highest functionality, then drawing of lots.

The contract is for the supply of nurses (Professional Nurse, Enrolled Nurse and Nursing Assistant) to Chris Hani District supporting health facilities for a period of 12 months.

This contract is for emergency situations only; placement requests will be made by the Department of Health for emergency requests only.

Service must be available on very short notice.

The successful bidder will be required to sign a written contract form (SBD 7).

Employment must comply with Department of Labour requirements and environmental health protocols.

The service provider is responsible for providing Personal Protective Equipment (PPE) to contracted workers.

The contractor must submit copies of potential staff members' ID documents; ID numbers will be verified against the DPSA Government Employment payroll site.

If a contracted nurse is full-time employed elsewhere, permission to work outside normal hours must be submitted.

The contractor's employees must wear uniforms and name badges for identification.

Bidders must submit pricing details on the Pricing Schedule (Part 5 – Schedule A).

Pricing must be inclusive of VAT and all applicable taxes.

Bidders must indicate the basis of pricing calculation by completing all aspects of the Pricing Schedule.

Bidders must submit detailed information of their experience in the relevant trade together with present contracts (Schedule C).

Functionality evaluation includes experience in Labour Placement/Recruitment: below 2 years=0 points, 2-3 years=5, 4-7 years=10, 8 years and above=15.

Must submit at least 3 project references from current/previous clients for similar services, with referee contact details.

Referee will be contacted to verify; if not contactable, no points awarded.

Project reference forms must be stamped and signed by the referee (client).

Contractor must provide services in compliance with quality and related standards in the Specifications, Bid Conditions, and any service level agreement.

Compliance determined via contractor reports, third-party reports/complaints, user satisfaction surveys, and service reviews/inspections/audits by ECDoH.

ECDoH conducts routine inspections; irregularities may result in penalties ranging from monetary value to reduction in work allocation or termination of service.

The contractor must permit inspection of records and premises by the purchaser.

Non-conforming supplies or services may be rejected; costs of inspection for non-compliant items are borne by the supplier.

Pricing must be submitted on the Pricing Schedule (SBD 3.1).

Pricing must be inclusive of VAT and all applicable taxes.

Award will be on an hourly rate basis; prices must be market-related with no hidden costs.

Unit pricing: monthly charged Unit Price Excluding VAT + VAT = Total Unit Price Including VAT.

Proof of financial capacity required: recent audited financial statements, a good standing letter from a registered financial institution (not an account confirmation letter), or an ECDC Financial Assistance Letter.

Bidders must be registered on the Central Supplier Database (CSD) and furnish proof of registration (CSD report must be recent within 7 days from closing date).

Bidders must comply with tax obligations and provide a SARS Tax Compliance Status PIN or CSD number.

Bidders must submit a valid COIDA certificate from the Department of Labour.

Bidders must submit an existing Public Liability Policy contract or a letter of intent to take out insurance.

Bidders must be a legal entity or partnership; consortia/joint ventures are acceptable subject to conditions.

Bidders must submit CIPRO certificate (Company Registration Documents) and ID copies, certified with original stamp within 3 months from closing date.

Bidders must provide proof of business address (municipal account or valid lease agreement).

Nursing staff must have individual valid registration with the South African Nursing Council; proof must be submitted at time of contracting.

No bids will be considered from persons in the service of the state, or companies with directors who are in the service of the state.

B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.

Contractor must comply with the Occupational Health & Safety Act, acknowledge duties as an employer, and comply with ECDoH health and safety rules.

Contractor must inform ECDoH immediately if unable to comply with the Act or rules.

Compliance with Department of Labour requirements (UIF & Workman's Compensation).

Contractor is responsible for providing PPE to contracted workers.

Contractor must comply with safety, fire, emergency, and security procedures at the institution.

Employment must be in accordance with environmental health requirements/protocols and any pandemic regulations if required.

Contractor is solely responsible for issuing Personal Protective Equipment (PPE) to contracted workers.

Contract comes into being on the date of the letter of acceptance and continues for 12 months.

Award is on an hourly rate basis; no additional values beyond the original quotation will be claimed.

Payment terms: unit pricing including VAT, no hidden costs; ECDoH may withhold disputed amounts.

Service requirements: employment per Department of Labour, environmental health protocols, PPE provision, ID verification against DPSA payroll, permission for nurses with primary employers.

General responsibilities: comply with operational requirements, report problems, cooperate with third parties, comply with legislation and procedures.

Hazardous materials liability: contractor liable for damage or injury due to poor quality products.

Occupational health and safety compliance required.

Performance measurement: periodic checks, service complaints, user satisfaction surveys.

Breach and termination per GCC paragraph 23.

Project deliverables: delivery dates agreed, notification of delays, non-compliance leads to cancellation.

Indemnity: contractor liable for damages due to personnel negligence.

Uniforms and identification required.

Penalties for various infractions: no valid ID card R100, no uniform R100, late for duty within 1 hour R200, late beyond 1 hour pro rata, reporting off duty prematurely R500, sleeping/not alert R500, under influence of alcohol R500, leaving designated area without authority R500, failing to comply with health care regulations R500, failing to hand/take over shifts R100, playing games/listening to music on cell phone R500, inability to produce valid SANC registration R500.

Bids must be submitted via e-tender portal, no physical bids accepted.

Bids must be submitted on official forms, not re-typed.

Bids valid for 60 calendar days from closing date.

The DoH does not bind itself to accept the lowest or any bid and reserves the right to accept the bid in the best interest of the State.

Bidders must submit a signed declaration of interest (SBD 4).

Bidders must submit details of experience in relevant trade (Schedule C).

Partnerships/legal entities must submit certificates of partners/members/directors (Schedule D).

Consortia/JV must comply with specific requirements including lead member nomination and agreement copy.

Bidders must submit organizational principles (Schedule F), details of nearest office (Schedule F), financial particulars (Schedule G), and preference points claim forms (Schedule H).

Mandatory requirements: Bidders must be registered on the Central Supplier Database (CSD) and furnish proof of registration.

Must submit a valid COIDA certificate from the Department of Labour.

Must submit an existing Public Liability Policy contract or a letter of intent of taking out insurance.

Must submit proof of financial capacity: recent audited financial statements, good standing letter from a registered financial institution bank (not an account confirmation letter), or ECDC Financial Assistance Letter.

Must submit CIPRO certificate (Company Registration Documents) and ID copies (certified with original stamp within 3 months from closing date).

Must submit proof of business address (municipal account or valid lease agreement).

Bidders must be a legal entity or partnership (consortia/joint ventures acceptable).

Bidders must be registered with the South African Nursing Council for nursing staff; valid proof of registration must be submitted at time of contracting.

Bidders must comply with tax obligations and provide TCS PIN or CSD number.

No bids will be considered from persons in the service of the state.

Evaluation stages: Stage 1 – Administrative compliance/pre-qualification and Mandatory Requirements; Stage 2 – Functionality; Stage 3 – Price and Specific Goal Points.

Functionality: minimum threshold 20 points out of 40.

Criteria: Experience in Labour Placement/Recruitment (max 15 points: below 2 years=0, 2-3 years=5, 4-7 years=10, 8 years and above=15); Available staff database (max 25 points: sufficient database of employees=15, clear system for sick/absent staff=5, registered for PAYE=5).

Price: 80/20 or 90/10 system.

Specific Goals: HDI Ownership 20% (4 points), Women Ownership 20% (4), Youth Ownership 20% (4), Disability Ownership 10% (2), Military Veterans Ownership 10% (2), Locality Ownership 20% (4). Total 20 points.

Tie-breaking: highest specific goals points, then highest functionality, then drawing of lots.