Three-year panel for full occupational medical surveillance — moqhaka local municipality (2/2/005/2026-27)

Compulsory briefing: Thursday, 05 November 2026 at 09:00, SCM Boardroom, Stores Magasyn Building. Attendance is compulsory; bids from bidders who did not attend will not be accepted.

Closing: Tuesday, 03 December 2026 at 12:00.

Bid validity: 120 days after the closing date.

Bid opening: on the closing date immediately after closing time; a bidder present may ask that bidder names and bid amounts be read out.

No contact with the municipality on bid matters between bid opening and contract award.

SCM enquiries

• Unit: Supply Chain Management, Moqhaka Local Municipality
• Telephone: 056 216 9186
• Email: [email protected]

Bid submission address

Bid Box

Corner 11 & 12 Way

Magasyn/Stores

Industrial

Kroonstad

Municipal address

Moqhaka Local Municipality

Hill Street

Kroonstad

9500

Document download

www.etender.gov.za

Submission method: hand delivery, courier or post to the municipal bid box; faxed, e-mailed and late bids are rejected.

Submission address: Bid Box, Corner 11 & 12 Way, Magasyn/Stores, Industrial, Kroonstad.

Closing: 03 December 2026 at 12:00.

Packaging: each document in its own individually sealed envelope, endorsed on the outside with the tender number and title.

Format: the original tender document completed in black ink and signed by the authorised signatory.

Validity: 120 days after the closing date.

Disqualifying defects

• Retyped tender documents.
• Missing pages from the original document.
• Unauthorised alterations; any ambiguity must be raised with the contact person before closing.
• Incomplete or unsigned returnable documents.

Returnable documents

• MBD 1 Invitation to Bid: bidder identification and offer cover page.
• MBD 4 Declaration of Interest: discloses state employment or connections of directors, members or shareholders.
• MBD 6.1 Preference Points Claim: claims preference points under the Preferential Procurement Regulations 2022.
• MBD 7.2 Contract Form – Rendering of Services: binds the successful bidder to the contract terms.
• MBD 8 Declaration of Bidder's Past Supply Chain Management Practices.
• MBD 9 Certificate of Independent Bid Determination: certifies independent pricing and no collusion.
• Bank details form, completed municipal form and the Annexure B pricing schedule.
• Bank details, CSD registration proof, valid tax clearance certificate or SARS TCS PIN, and CIPC registration documents.
• Identity documents of all directors, preferably certified and not older than six months (180 days).
• Municipal rates and taxes statement, clearance certificate, municipal form or lease documentation not older than three months.
• B-BBEE certificate or sworn affidavit, and, where applicable, the CIDB registration and grading certificate.
• Joint venture agreement where applicable.
• Evidence of compliance with the specifications: appointment and reference letters, CVs and certified qualifications, proof of ownership of clinic and equipment, calibration certificates and the turnaround commitment letter.
• The bid document may be downloaded free of charge from www.etender.gov.za.

Pre-qualification

• A valid professional indemnity insurance certificate of at least R2 000 000.00 must be included; bids without it are disqualified.

Stage 1 — technical/functional evaluation (maximum 100 points; minimum 80 points to proceed to further evaluation)

• Company experience in similar projects, weight 40: no appointment letter or reference scores 0; one scores 1; two score 2; three score 3; four score 4; five or more score 5. Proof: signed appointment letters and reference letters on client letterhead for comparable medical surveillance work, with contactable references.
• Key personnel CVs and certified qualifications, weight 30: nothing qualifying scores 0; MBCHB with Occupational Health, psychologist and psychiatrist with HPCSA and SASOHM plus an occupational hygienist with SAIOH-ROH and AIA scores 3; MBCHB (OMP) with Occupational Health, OHP with SANC and SASOHN, psychologist and psychiatrist with HPCSA and SASOHM plus an occupational hygienist with SAIOH-ROH and AIA scores 5. Proof: detailed CVs and certified copies of qualifications.
• Infrastructure and equipment (audiometer, spirometer, vision machine and mobile X-ray), weight 20: not available scores 0; available scores 5. Proof: proof of ownership of the clinic and medical equipment and valid certified calibration certificates for all equipment.
• Time of response to logged calls, weight 10: no commitment letter and no confirmation of technician availability scores 0; both confirmed scores 5. Proof: company letter of commitment stating the tender's turnaround times, such as 24 hours for emergencies and 14 days for reports.

Stage 2 — preference points (80/20 system)

• Price: 80 points.
• Specific goals: 20 points, made up of Locality 10 and Historically Disadvantaged Individuals (Black People) 10.

Award

• The municipality is not bound to accept the lowest bid or the bid scoring the highest points, and may withdraw, re-advertise or accept part of any bid.

Purpose: appointment of a panel to provide full occupational medical surveillance to Moqhaka Local Municipality employees over three years, as and when needed, to meet the municipality's Occupational Health and Safety Act obligations by monitoring employees exposed to health hazards.

Occupational health and safety

• Entry, periodic and exit medical examinations for all employees, priced per employee.
• A medical surveillance programme aligned to employee risk exposure and applicable industry standards.
• Examinations per legislation and identified risks, with adverse health effects from work exposure identified and medical and workplace interventions recommended.
• Certificates of fitness or unfitness issued after examinations and findings communicated to employees.
• Case management of workplace ailments and injuries, including specialist referrals, and management of temporary or permanent incapacity.
• Medical records and information kept confidential at all times.

Wellness

• Risk-based health education and advocacy programmes, and health promotion through medical surveillance.
• Reviews and management of incapacity cases with recommendations to the employer.

Risk assessment

• Baseline health risk assessment (HIRA/HCBA HRA).
• Reporting to the employer on health risks, hygiene measurements and remedial actions, with recommendations to protect and maintain a healthy work environment.

Priced service items (Annexure B, unit prices excluding VAT)

• Medicals per employee: pre-employment/entry (comprehensive), periodic/annual (risk-based) and exit.
• Tests per test: blood pressure, blood tests (cholesterol, blood glucose and similar), urine, audiogram, spirometry/lung function, chest X-ray, vision screening and multi-drug testing on request.
• Vaccinations per dose: Hepatitis B and Hepatitis A for at-risk employees.
• Per assessment or programme: baseline health risk assessments, development and implementation of a risk-based medical surveillance programme, and health education and advocacy sessions per annum.
• Reporting: certificates of fitness/unfitness per certificate, employee health reports per report, and employer reports per report.
• Case work: case management per case, specialist referrals per referral, incapacity reviews and recommendations per case.
• Mobile/on-site clinic: mobile clinic deployment per visit and physical clinic operational costs per month.
• Administration: medical records management and confidentiality per month, equipment calibration and maintenance per annum, and travel per kilometre for Kroonstad, Steynsrus and Viljoenskroon.
• Contract period: three years, with prices fixed for the first twelve months and escalation provided for in the Service Level Agreement.

Contract variation approach: where the value of an intended change does not exceed 15% of the original contract value, the contractor may simply be instructed to deliver the goods or render the services; for measurable quantities the contractor may be asked to reduce the unit price, and such offers may be accepted provided there is no escalation.

Experience in similar projects (weight 40 of 100)

• No appointment letter or reference letter: 0 points; one: 1; two: 2; three: 3; four: 4; five or more: 5.
• Evidence: signed appointment letters and reference letters on client letterhead for comparable medical surveillance projects, with contact details the municipality can use to verify them.

Key personnel (weight 30 of 100)

• Nothing qualifying: 0 points.
• MBCHB plus Occupational Health, psychologist and psychiatrist with HPCSA and SASOHM, plus an occupational hygienist with SAIOH-ROH and AIA: 3 points.
• MBCHB (OMP) plus Occupational Health, OHP with SANC and SASOHN, psychologist and psychiatrist with HPCSA and SASOHM, plus an occupational hygienist with SAIOH-ROH and AIA: 5 points.
• Evidence: detailed CVs and certified copies of qualifications or certificates.

Infrastructure and equipment (weight 20 of 100)

• Audiometer, spirometer, vision machine and mobile X-ray not available: 0 points; available: 5 points.
• Evidence: proof of ownership of the clinic and medical equipment, and valid certified calibration certificates for all equipment.

Turnaround time (weight 10 of 100)

• No commitment letter and no confirmation of technician availability: 0 points; both confirmed: 5 points.
• Evidence: a company letter committing to the tender's turnaround times, such as 24 hours for emergencies and 14 days for reports.

• Pre-bid testing is for the bidder's account.
• Where inspections, tests or analyses form part of the bid conditions, the bidder's or contractor's premises must be open at reasonable hours for inspection by the purchaser or its representative.
• Inspections arranged during the contract period are arranged and paid for by the purchaser.
• Where goods or services fail inspection and testing, the supplier bears the cost, whether or not the goods or services are accepted.
• Non-compliant goods or services may be rejected, must be removed and replaced at the supplier's cost and risk, and the purchaser may buy substitutes at the supplier's expense if the supplier fails to replace them.
• Tenders are opened publicly immediately after closing; names and, where practicable, bid amounts may be read out and are recorded in a closing register open to public inspection.

Annexure B is a schedule of unit prices excluding VAT covering:

• A. Medicals per employee: pre-employment/entry (comprehensive), periodic/annual (risk-based) and exit examinations.
• B. Tests per test: blood pressure, blood tests (cholesterol, blood glucose and similar), urine, audiogram, spirometry/lung function, chest X-ray, vision screening and multi-drug testing on request.
• C. Vaccinations per dose: Hepatitis B and Hepatitis A for at-risk employees.
• D. Per assessment or programme: baseline health risk assessments, development and implementation of a risk-based medical surveillance programme, and health education and advocacy programmes per session per annum.
• E. Reporting: certificates of fitness or unfitness per certificate, employee health reports per report, and employer reports on health risks, hygiene measurements and remedial actions per report.
• F. Case work: case management of workplace ailments and injuries per case, specialist referrals per referral, and incapacity reviews with recommendations per case.
• G. Mobile/on-site clinic: mobile clinic deployment per visit and physical clinic operational costs per month.
• H. Administration: medical records management and confidentiality per month, equipment calibration and maintenance per annum, and travel per kilometre for Kroonstad, Steynsrus and Viljoenskroon.
• Prices are fixed for the first 12 months, with escalation provided for in the Service Level Agreement.
• Bidders must also complete MBD 1, bank details, MBD 4, MBD 6.1, MBD 7.2, MBD 8 and MBD 9, and return the supporting documents listed in the document set.

Pricing

• Prices are quoted in the Annexure B bill of quantities as unit prices excluding VAT, charged per employee, test, dose, assessment, session, certificate, report, case, referral, visit, month, annum or kilometre.
• Prices are fixed for the first twelve months; escalation thereafter is as provided for in the Service Level Agreement.
• Quoted prices may not vary except for authorised adjustments or on extension of bid validity.

Insurance pre-qualification

• Professional indemnity insurance of at least R2 000 000.00, evidenced by a certificate; omission disqualifies the bid.

Payment

• Payment within 30 days of invoice or claim, in Rand, with a delivery note where applicable.
• Tax invoices must meet VAT Act requirements and show VAT clearly; invoices above R5 000 must reflect the recipient's VAT number. Moqhaka Local Municipality VAT number: 4000846578.

Variations and penalties

• The municipality may instruct variations of up to 15% of the original contract value; unit prices may be reduced without escalation.
• Late delivery or performance attracts a penalty on the delayed value at the current prime interest rate for each day of delay, and may lead to termination.
• The municipality is not liable for costs incurred in preparing or submitting a bid.

Registration and tax

• Proof of Central Supplier Database (CSD) registration must be attached; the municipality cannot do business with unregistered suppliers.
• A valid original income tax clearance certificate and/or SARS TCS PIN must accompany the bid; consortium or joint venture members must each submit a separate certificate or PIN. If it is not attached, the municipality may obtain it after closing; if it cannot be obtained within the period it sets, the bid is disqualified. No contract will be concluded where tax matters are not in order.

Company documents

• CIPC/CK registration documents showing the company name, registration number, date of registration and active directors or members; omission disqualifies the bid.
• Identity documents of all directors, preferably certified, not older than six months (180 days); omission disqualifies the bid.

Municipal accounts

• Municipal rates and taxes statement, clearance certificate, completed municipal form, tribal authority letter, or a signed unexpired lease with a supporting statement, in the company's name and not older than three months. Where the statement is in a landlord's or director's name, an affidavit certified by a commissioner of oaths confirming the business address is required. No contract will be concluded with a bidder whose municipal rates, taxes or service charges are in arrears.

B-bbee

• A B-BBEE certificate issued through CIPC/DTIC or by a SANAS-accredited institution, or a sworn affidavit signed by a commissioner of oaths, is required to claim preference points. Failure to comply forfeits the Historically Disadvantaged Individuals (Black People) preference points.

Construction registration

• Where applicable, a copy of the bidder's CIDB registration and grading certificate must be included; omission disqualifies the bid.

Other

• Joint venture agreement where the bid is submitted jointly.
• Bidders must not contact the municipality on bid-related matters between bid opening and contract award.

• The municipality must provide a safe and healthy working environment under the Occupational Health and Safety Act; medical surveillance monitors employees exposed to health hazards so that adverse effects are detected early and interventions provided.
• The panel must conduct entry, periodic and exit medical examinations and run a medical surveillance programme aligned to each employee's risk exposure and applicable industry standards.
• Certificates of fitness or unfitness must be issued after examinations, with findings communicated to employees and appropriate advice given.
• Adverse health effects linked to work exposure must be identified, with recommendations on medical and workplace interventions.
• Workplace ailments and injuries must be case managed, including specialist referrals, and conditions causing temporary or permanent incapacity must be managed.
• Medical records and information must be kept confidential at all times.
• Baseline health risk assessments (HIRA/HCBA HRA) and hygiene measurements must be reported to the employer with remedial recommendations to protect a healthy work environment.
• Equipment such as audiometers, spirometers, vision machines and mobile X-ray units must be available with valid certified calibration certificates.

• Duration: three years; the contract may be extended if additional funds become available.
• Where the Special Conditions of Contract conflict with the General Conditions of Contract, the special conditions prevail.
• Warranty: goods and services must be free of defects from design, materials or workmanship for 12 months after delivery and acceptance, or 18 months after shipment, whichever ends first; the supplier repairs or replaces defects at its own cost.
• Payment: within 30 days of invoice or claim, in Rand.
• Prices: as quoted and not variable, except for authorised adjustments or an extension of bid validity.
• Variations: instructions up to 15% of the original contract value; unit prices may be reduced without escalation.
• Assignment and subcontracting: only with the purchaser's prior written consent, and subcontracts must be notified in writing.
• Delays: the supplier must notify the purchaser in writing of the delay and its cause; the purchaser may extend time with or without penalties.
• Penalties: calculated on the delayed value at the current prime interest rate for each day of delay.
• Termination: permitted for failure to deliver or perform, or for corrupt or fraudulent practices; the purchaser may procure replacement goods or services and recover excess costs from the supplier.
• Restriction: a defaulting supplier may be barred from public sector business for up to 10 years, after being allowed 14 days to give reasons.
• Insolvency: the purchaser may terminate without compensation if the supplier becomes bankrupt or insolvent.
• Disputes: amicable consultation, then mediation after 30 days, then a South African court; both parties continue performing during dispute resolution.
• Liability: indirect and consequential losses are excluded and aggregate liability is capped at the contract price, except for penalties, damages and repairing or replacing defective equipment.
• The successful bidder carries all duties and costs on legal documents establishing the contract, plus sureties and retentions.
• If a contract was awarded on incorrect information, the municipality may recover all costs, losses and damages it suffers.
• Governing law: South African law, with the contract and correspondence in English.
• The municipality may change the quantity of items required; the successful bidder may assess the new scenario and, if it declines, the work is offered to the next bidder.

Contract duration: three years.

Pre-qualification

• Valid professional indemnity insurance certificate of at least R2 000 000.00; bids without it are disqualified.

Stage 1 — technical/functional evaluation, maximum 100 points, minimum 80 points to proceed

• Company experience in similar projects, weight 40: 0 points for no appointment or reference letter; 1 point for one; 2 for two; 3 for three; 4 for four; 5 for five or more. Proof: signed appointment and reference letters on client letterhead for comparable medical surveillance projects, with contactable references the municipality can verify.
• Key personnel CVs and certified certificates, weight 30: 0 for nothing qualifying; 3 for MBCHB plus Occupational Health, psychologist and psychiatrist with HPCSA and SASOHM plus occupational hygienist with SAIOH-ROH and AIA; 5 for MBCHB (OMP) plus Occupational Health, OHP with SANC and SASOHN, psychologist and psychiatrist with HPCSA and SASOHM plus occupational hygienist with SAIOH-ROH and AIA. Proof: detailed CVs and certified copies of qualifications.
• Infrastructure and equipment (audiometer, spirometer, vision machine, mobile X-ray), weight 20: 0 if not available, 5 if available. Proof: proof of ownership of the clinic and medical equipment and valid certified calibration certificates for all equipment.
• Time of response to logged calls, weight 10: 0 without a commitment letter and confirmation of technician availability, 5 with both. Proof: letter of commitment stating turnaround times such as 24 hours for emergencies and 14 days for reports.

Stage 2 — preference points under the 80/20 system

• Price: 80 points.
• Specific goals: 20 points, split Locality 10 and Historically Disadvantaged Individuals (Black People) 10.

Pricing input

• Annexure B bill of quantities with unit prices excluding VAT for medicals, tests, vaccinations, assessments, programmes, certificates, reports, case work, mobile clinic services, records management, calibration and travel.