Medical surveillance services for dws eastern operations (24-Month contract)

The tender seeks a single service provider to deliver occupational medical surveillance services for the Department of Water and Sanitation – Eastern Operations over a 24-month period. Services include annual on-site medical examinations at Midmar Dam (Howick) and Klipfontein Dam (Vryheid), entry/exit examinations at the provider’s premises within 150 km of Midmar Dam, and health-and-wellness workshops.

• Closing Date and Time: 16 July 2026 at 11:00 AM.

• Technical Enquiries: Ms L Mguni | Tel: 033 239 1299 | Email: [email protected]
• General Enquiries: Gerda Lamprecht | Tel: 033 239 1903 | Email: [email protected]
• Written Submissions: The Director: Eastern Operations, Department of Water and Sanitation, Private Bag X24, Howick, 3290.

• Submit the original bid, a covering letter, and all supporting documents in a sealed envelope clearly endorsed: “WTE-2613ES: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE MEDICAL SURVEILLANCE SERVICES FOR THE DEPARTMENT OF WATER AND SANITATION: EASTERN OPERATIONS AS AND WHEN REQUIRED FOR A PERIOD OF 24 MONTHS”.
• Deliver to the Supply Chain Management Office or deposit in the bid box at the entrance of the Department of Water and Sanitation, R103 Prospect Road, Howick.
• Deadline: No later than 11:00 AM on 16 July 2026. Late submissions will not be accepted.
• Use official SBD forms (SBD 1, SBD 3.1, SBD 4, SBD 6.1) and do not re-type them.
• All pages of the completed document must be initialed by the bidder.
• Do not separate or detach any pages from the original documents.
• Disqualification risks: Late submission, incomplete forms, non-firm prices, or failure to provide mandatory technical/compliance documents.

• Certified copies of Identity Documents of shareholders.
• B-BBEE Status Level Verification Certificate or Sworn Affidavit.
• Letter of Authority indicating the person authorized to sign bidding documents and contract.
• General condition of a contract, signed.
• CSD Reports (comprehensive).

• The evaluation follows a four-phase approach: (1) Mandatory Requirements, (2) Functionality, (3) Administrative Compliance, and (4) Price & Specific Goals.
• Preference Point System: 80/20 system (80 points for price, 20 points for specific goals).
• Specific Goal Points (20 total):

• Women: 5 points
• People with disability: 5 points
• Youth (35 and below): 5 points
• Location of enterprise (Province): 2 points
• B-BBEE status (Level 1 to 2, QSE/EME): 3 points

• Price scoring formula: Ps = 80 × (1 – (Pt – Pmin) / Pt).
• Note: Bidders must submit supporting documentation (e.g., CSD reports) to claim specific goal points.

• Scope of Work: Occupational medical surveillance for 24 months.
• Services include:

• Annual on-site medical examinations (Physical exam, vitals, urine, glucose, cholesterol, HBA1C, height/weight/BMI, vision screening, chest X-ray, spirometry, audiometry) at Midmar Dam (Howick) and Klipfontein Dam (Vryheid) using mobile units.
• Entry and exit medical examinations at the provider's premises (must be within 150km of Midmar Dam).
• Health and wellness awareness workshops (Burnout prevention, mindfulness, stress management, etc.).

• Mandatory Practitioner Requirements:

• Bachelor of Medicine and Bachelor of Surgery.
• Post Graduate Diploma in Occupational Health.
• Registration as an occupational medical practitioner with HPCSA.
• Valid certificate of practice with the board of health funders.
• SAMSA Certificate of Approval.
• Membership of SASOM and SASOHN.
• Valid spirometry, audiometry, and vision screening certificates for the OHNP.

• Equipment: Mobile medical units must be provided; all equipment (audio booth, audiometer, spirometer, keystone vision screener) must have valid calibration certificates.

• Evaluation will be conducted in four phases: (1) Mandatory Requirements, (2) Functionality, (3) Administrative Compliance, and (4) Price & Specific Goals.
• Bids are scored first on compliance with mandatory documents; only compliant bids proceed to the next phase.
• Price scoring uses the 80/20 formula; specific-goal points are awarded based on documented ownership and B-BBEE status.
• The evaluation committee will use electronic fund transfer records to verify payment terms.

• Provide at least three reference letters on company letterhead, stamped and signed, confirming previous delivery of similar occupational medical surveillance services.
• Submit CVs of key personnel demonstrating:

• Medical Doctor: Bachelor of Medicine & Surgery, Post-Graduate Diploma in Occupational Health, HPCSA registration, SASOM membership, and SAMSA approval.
• Occupational Health Nurse: Nursing qualification, SASOHN membership, and valid spirometry/audiometry/vision-screening certificates.

• Evidence of ownership or access to fully equipped mobile medical units and calibration certificates for all testing equipment.

• Complete SBD 3.1 with firm prices for each item listed in the Bill of Quantities (Midmar annual medicals, Klipfontein annual medicals, entry/exit medicals).
• Include transport costs (per kilometre) and any provisional sums.
• Prices must be inclusive of all taxes and delivery costs to the prescribed destination.
• The pricing schedule is valid for 120 days from the closing date.
• Non-firm prices or prices subject to exchange-rate variation will be rejected.

• Pricing: Must be firm (no exchange rate variations or conditional adjustments) and submitted via SBD 3.1.
• Invoicing: Based on actual number of employees examined (quantities in BOQ are maximum estimates).
• Transport: Claims based on actual Kms travelled at prevailing Department of Transport rates.
• Validity: Quotations must remain valid for 120 days from the closing date.
• Payment Method: Electronic Fund Transfer (EFT).

• CSD: Must be registered on the National Treasury’s Central Supplier Database (provide MAAA number).
• Tax: Must be tax compliant with SARS (provide TCS PIN or certificate).
• B-BBEE: Valid B-BBEE Status Level Verification Certificate or original sworn affidavit.
• CIPC: Valid company registration certificate.
• Professional: Valid HPCSA registration, SASOM/SASOHN memberships, and SAMSA approval.
• Documentation: Certified ID copies of shareholders, letter of authority for the signatory, and signed General Conditions of Contract (GCC).

• B-BBEE Level 1–2 (QSE/EME) contributors may claim up to 3 points under Specific Goals.
• Proof required: valid B-BBEE verification certificate or sworn affidavit (consolidated for joint ventures).
• Points are allocated proportionally to the percentage of qualifying ownership (women, disability, youth).

• Bidders must comply with the Occupational Health and Safety Act 1993 and related regulations.
• All equipment used on site must have current calibration certificates.
• The provider must ensure a safe working environment for both staff and employees undergoing examinations.
• Proof of valid memberships (SASOM, SASOHN) and SAMSA approval is required as evidence of compliance with health-safety standards.

• General Conditions of Contract (GCC) are incorporated by reference.
• Contract duration: 24 months from the date of award, with services provided as and when required.
• The successful bidder must sign the written contract form (SBD 7) before commencement.
• All quotations must remain valid for 120 days after the closing date.
• The Department may terminate the contract for non-performance, failure to meet technical specifications, or breach of statutory obligations.
• Penalties for non-compliance include disqualification, recovery of costs, and possible restriction from future public-sector contracts for up to 10 years.

• Bids must be submitted in a sealed envelope to the bid box at the Department’s entrance or delivered to the Supply Chain Management Office by 11:00 AM on 16 July 2026.
• All pages of the bid must be initialed; no pages may be detached.
• The bid package must include all SBD forms, the completed Bill of Quantities, proof of CSD registration, tax clearance, B-BBEE verification, professional registrations, equipment calibration certificates, and a letter of authority.
• Late, incomplete, or non-firm bids will be rejected.
• The Department reserves the right to decline any or all bids and is not bound to accept the lowest price.

• The 80/20 preference-point system applies (80 points for price, 20 points for specific goals).
• Specific-goal points: Women (5), Disability (5), Youth (5), Province (2), B-BBEE status level 1-2 (3).
• Price points are calculated using the formula: Ps = 80 × (1 – (Pt – Pmin) / Pt).
• Bidders must submit supporting documentation (CSD reports, B-BBEE certificate) to claim specific-goal points; failure to do so results in loss of those points.
• Evaluation proceeds through four phases: Mandatory Requirements, Functionality, Administrative Compliance, and Price & Specific Goals.