Five-year occupational health and medical surveillance (red ticket) services for aemfc's vlakfontein and klippoortjie mines

Compulsory pre-proposal briefing

• Date: 13 October 2026
• Platform: Microsoft Teams
• Registration: complete the Registration of Prospective Bidders Form (Section 11) and email it to [email protected] by 09 October 2026.
• Attendance is compulsory and the onus is on the bidder to attend; registration allows AEMFC to arrange the virtual session.

Bidding procedure enquiries

• Contact: Bulelwa Mabena
• Telephone: 010 010 6100
• Email: [email protected]

Technical enquiries

• Contact: Bulelwa Mabena
• Telephone: 010 010 6100
• Email: [email protected]

Clarification queries

• Email: [email protected]
• Deadline: 12:00 on 20 October 2026

Post-closing communication

• Email: [email protected]

Submission address (by hand)

African Exploration Mining and Finance Corporation (SOC) Ltd

Building 1, 1st Floor

74 Waterfall Drive

Waterfall City

Gauteng, 2090

Courier address

The Compliance Secretariat, Bid AE/VLAK006/2026

African Exploration Mining and Finance Corporation (SOC) Ltd

Building 1, 1st Floor

74 Waterfall Drive

Waterfall City

Gauteng, 2090

Service delivery locations

• Vlakfontein Mine (opencast coal mine, established 2011)
• Klippoortjie Mine, near Ogies, Mpumalanga Province

Fraud and ethics reporting

• Vuvuzela Fraud and Ethics Hotline (toll free): 0800 333 118
• Email: [email protected]
• Toll free fax: 0867 261 681
• Sms: 30916
• Postal: PO Box 10512, Centurion, 0046
• Online: https://www.thehotline.co.za/report

Submission method

• Two-envelope system: technical/functionality proposal and commercial/financial proposal in separate sealed envelopes.
• Hard copies only, in duplicate: 1 original plus 1 copy of each response, bound or filed; the original must be clearly marked as such.
• Each envelope must show the employer's address and bid identification details plus the bidder's name and contact address.
• Original and copy must be identical; a mandatory document missing from either set can disqualify the bid.

Delivery by hand

• Bid Box: African Exploration Mining and Finance Corporation (SOC) Ltd, Building 1, 1st Floor, 74 Waterfall Drive, Waterfall City, Gauteng, 2090.
• Bid Box access: Monday to Friday, 08:00 to 17:00.
• Closing time: 12:00 on Thursday 29 October 2026.

Delivery by courier

• Address to: The Compliance Secretariat, Bid AE/VLAK006/2026, African Exploration Mining and Finance Corporation (SOC) Ltd, Building 1, 1st Floor, 74 Waterfall Drive, Waterfall City, Gauteng, 2090.
• Obtain a signature from that office as proof of delivery.

Returnable documents

• SBD 1 (Invitation to Bid): bidder, contact, CSD and tax details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses state employment or connections of directors, shareholders or members.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set without collusion.
• Resolution to Sign on Behalf of Company: authorises the signatory to bind the bidder.
• Registration of Prospective Bidders Form (Section 11): registers attendance at the compulsory briefing.
• Certificate of Briefing Session Attendance (Section 12): compulsory proof of attendance.
• Pricing and Delivery Schedule (Section 4): completed bill of quantities.
• CSD registration proof (certificate or report not older than one month) and SARS tax compliance PIN or TCS.
• B-BBEE certificate or sworn affidavit.
• Three years of audited annual financial statements.
• Valid X-ray unit licence with SAHPRA and radiographer registration with HPCSA.
• OMP curriculum vitae, MBChB/MBBCh qualification, occupational medicine qualification and valid HPCSA certificate.
• Signed and contactable reference letters confirming mining-sector experience.
• Company registration documents, ID copy of owner or director, and proof of registered address (municipal account or affidavit).
• Joint ventures and consortia: signed JV or consortium agreement (or written intention with percentage split) plus registration documents of all members.

Disqualification risks

• Bids received after the closing time or delivered to the wrong address.
• Returnable documents not completed, signed, stamped and dated, or omitted from either the original or the copy.
• Altering the official RFP documents; additional conditions must be in a covering letter.
• Collusion with other bidders, or listing on the register of Bid Defaulters.
• Material deviation from AEMFC's standard terms and conditions.
• Alternative offers submitted without a compliant main offer.

Returnable documents fall into three groups, each with different consequences for non-submission.

Mandatory (non-submission by the closing date and time disqualifies the bid)

• Valid X-ray unit licence with SAHPRA.
• Radiographer registration with HPCSA.
• Reference letters stating years and duration for all mining-sector clients.
• OMP curriculum vitae, valid MBChB/MBBCh qualification and occupational medicine qualification or equivalent.

Used for scoring (non-submission scores zero for the relevant criterion)

• Valid B-BBEE certificate or sworn affidavit.
• ID copy of owner or director.
• Company registration documents.
• Proof of registered address (municipal account or affidavit).

Essential (must remain valid for the contract term; failure to produce them may disqualify the bid)

• Continued valid proof of B-BBEE status and other essential documents.

All returnable sections must be signed, stamped and dated by the bidder.

Evaluation stages

• Step 1 — Administrative responsiveness: bid lodged on time, all returnable documents completed and valid, bid signed by an authorised person. Must be passed to proceed.
• Step 2 — Technical/functionality: minimum qualifying score of 75 points. Must be met or exceeded to proceed.
• Step 3 — Price: bids ranked from lowest to highest acceptable price; award to the lowest acceptable bid unless objective criteria justify otherwise.
• Step 4 — Post-tender negotiations, if applicable.
• Step 5 — Award of business and contract conclusion.

Functionality scoring

• Company experience in occupational medical surveillance for mines: 40 points (more than 5 years scores highest; less than 2 years scores zero).
• Experience and qualifications of the assigned Occupational Medical Practitioner: 20 points.
• OMP registration with the Health Professions Council of South Africa: 20 points; no valid HPCSA certificate scores zero.
• Accuracy, consistency and security of data: 20 points.
• Reference letters must be on the referring company's letterhead, signed by an authorised person, and state years and duration; invalid client contact details or missing letters score zero.
• Missing CV, MBChB/MBBCh qualification or occupational medicine qualification scores zero for the OMP criterion.

Stage 2 — Equipment site inspection

• Only bidders scoring at least 75 points in Stage 1 are inspected.
• The medical facility must be available for inspection and must be owned and registered in the bidder's name with the Department of Health; if not owned, a signed memorandum of understanding or contract between both parties is required.

Preference points

• 80/20 system for requirements up to R50 000 000 (all taxes included); 90/10 system above R50 000 000.
• Bidders must complete the B-BBEE Preference Point Claim Form (Section 8) with supporting proof.
• No valid B-BBEE certificate or sworn affidavit by the closing date scores zero for specific goals.
• A joint venture is scored on one consolidated B-BBEE certificate; failure to provide a consolidated certificate from a SANAS-accredited provider scores zero.

Price formula

• Price score: PS = 80 (1 − (Pt − Pmin) / (Pmax − Pmin)).
• Final price scores are rounded to two decimal places.

Purpose

• Appointment of an occupational health service provider to deliver employee medical surveillance (red ticket) services for AEMFC over five years, in compliance with the Mine Health and Safety Act, 1996 (MHSA).
• Sites: Vlakfontein Mine and Klippoortjie Mine, for approximately 70 employees per year.

Core services

• Initial medical surveillance: vision, hearing, lungs, chest X-ray and urinal 6-in-1 drug test.
• Periodical medical surveillance: same battery of tests.
• Exit medical surveillance: same battery of tests.
• Random drug-related substance checks.
• General fitness examinations.
• Medical advice for employees with occupational and non-occupational health issues affecting work duties.
• Chronic disease monitoring: nurse on site four times a month; on-site chronic monitoring once a week.
• Ambulance services for emergencies, including emergency medical assistance for work-related incidents.
• Annual wellness campaign run by a qualified person: blood pressure, glucose, cholesterol and BMI screening; HIV counselling and testing; cancer awareness; TB awareness and screening; mental health awareness; nutrition education; substance abuse awareness.
• Annual health report with submission to authorities.
• Random drug testing at the mine once a month.
• Prescriptive safety glasses for employees failing the vision test — estimated 50 pairs over five years.
• Induction for all contractors.

Provider obligations before contracting

• Clinic or medical facility located within a 50 km radius of the mine.
• Suitably qualified for the duties under section 13(1) of the MHSA.
• Hold the AEMFC legal appointment as Occupational Medical Practitioner (OMP) under the MHSA.
• Provide first aid equipment (Annexure 1).
• Provide employee rehabilitation services (Road Freight Association).
• If a mobile on-site clinic is used, it must carry all suitable equipment, apparatus and materials in good working order.
• Prepare, maintain and implement occupational health Code of Practices (COPs) per the MHSA mandatory code guidelines.
• Assist in designing the medical surveillance system to identify, control and minimise health risks and advise the mine.
• Keep all employee medical surveillance records per the MHSA, with occupational hygiene measurements linked to the relevant employee records; archiving and IT backups are the clinic's responsibility.
• Comply with the occupational health services code of practice and requirements of authorities such as the Department of Mineral Resources and Energy.
• Provide additional chronic illness monitoring (blood pressure, glucose, cholesterol, lung function, psychological fitness) as required.
• Report operationally to the MHSA 4.1 appointee and functionally to the Mine Manager (3.1 appointee).
• Medical surveillance (initial, periodic and exit) for all employees, contractors and subcontractors.
• Submit quarterly and annual occupational health reports with key statistics.
• The OMP is legally responsible for both Vlakfontein and Klippoortjie mines.

Supplied by the bidder

• Medical surveillance facility.
• Employee induction service at the service provider's cost.

Supplied by AEMFC

• Parking area.

AEMFC selects a preferred service provider using the evaluation methodology and criteria set out in the RFP.

Company experience (40 points)

• More than 5 years providing occupational medical surveillance services scores highest; 5 years, 4 years and 3 years score progressively less; less than 2 years scores zero.
• Evidence: signed, contactable reference letters on the referring company's letterhead, signed by an authorised person, stating years and duration for every client listed. Invalid client contact details or missing letters score zero.

Occupational Medical Practitioner (20 points)

• More than 5 years of occupational medical surveillance experience scores highest; less than 2 years scores zero.
• Evidence: curriculum vitae, a valid copy of the MBChB/MBBCh qualification, and an occupational medicine qualification or equivalent recognised qualification. Missing any of these scores zero.

HPCSA registration (20 points)

• A valid HPCSA certificate must be attached; without it the bid scores zero.

• The Occupational Medical Practitioner must be registered with the Health Professions Council of South Africa; a valid HPCSA certificate must be provided or the bid scores zero.
• Stage 2 is an equipment site inspection, limited to bidders scoring at least 75 points in Stage 1.
• The medical facility must be available for inspection and owned and registered in the bidder's name with the Department of Health; if not owned, a signed memorandum of understanding or contract between both parties is required.

Bill of quantities — Vlakfontein Mine (70 permanent employees)

• Professional fees for administration activities: per month over 60 months.
• Initial medicals: 35 employees × 5 years (175).
• Periodical medicals: 70 employees × 5 years (350).
• Short exit medicals (medical less than 6 months old): estimated 35 per year.
• Full exit medicals (medical older than 6 months): estimated 35 per year.
• Random drug checks: 5 tests per month × 60 months (300).
• Medical advice: 60 consultations.
• Chronic disease monitoring: 4 visits per month over 60 months (240).
• Ambulance call-outs: estimated 300 over 60 months.
• Ambulance service retainer fee: per month over 60 months.
• Emergency medical assistance retainer fee: per month over 60 months.
• Quarterly reports: 20 over 60 months.
• Annual reports: 5 over 60 months.
• Compilation and review of COPs: estimated 10 reviews over 60 months.
• Quarterly SHE meetings: 20 over 60 months.
• Incident investigations: estimated 60 over 60 months.

Klippoortjie Mine

• Non-operational; operations resume in the 2027/2028 financial year, with pre-mining activities in the interim. Bidders must account for this in their pricing.

General

• Quote excluding and including VAT; bidders not registered for VAT must submit proof of application to register.
• Payment is based on actual services rendered and quantities executed.

Pricing format

• Complete the Pricing Schedule / Bill of Quantities (Section 4) with unit prices excluding VAT and including VAT.
• Bidders not registered for VAT must submit proof of application to register.
• Price scores are rounded to two decimal places.
• Payment is based on actual services rendered and actual quantities executed; the successful bidder invoices only for services delivered.

Vlakfontein Mine (70 permanent employees)

• Professional fees for administration activities: per month over 60 months.
• Initial medicals: 35 employees × 5 years (175).
• Periodical medicals: 70 employees × 5 years (350).
• Short exit medicals (medical less than 6 months old): estimated 35 per year.
• Full exit medicals (medical older than 6 months): estimated 35 per year.
• Random drug checks at the mine: 5 tests per month × 60 months (300).
• Medical advice: 60 consultations.
• Chronic disease monitoring: 4 visits per month over 60 months (240).
• Ambulance service call-outs: estimated 300 over 60 months.
• Ambulance service retainer fee: per month over 60 months.
• Emergency medical assistance retainer fee: per month over 60 months.
• Quarterly reports: 20 over 60 months.
• Annual reports: 5 over 60 months.
• Compilation and review of COPs: estimated 10 reviews over 60 months.
• Quarterly SHE meetings: 20 over 60 months.
• Incident investigations: estimated 60 over 60 months.

Klippoortjie Mine

• Currently non-operational; operations are scheduled to resume in the 2027/2028 financial year, with selected pre-mining activities in the interim. Bidders must factor this into their quotations.

Other financial matters

• AEMFC may request audited financial statements or other documentation for due diligence.
• AEMFC may conduct a risk assessment on the preferred bidder, including on unduly high or low tendered prices.
• AEMFC does not reimburse bid preparation costs.

Mandatory registration and status

• CSD registration is compulsory before bidding; business may not be awarded to an unregistered bidder. Submit the CSD registration certificate or a report not older than one month, with the supplier number (MAAA…) and unique registration reference number. Only foreign suppliers with no local entity are exempt.
• Tax compliance: submit a SARS tax compliance status PIN or printed TCS; bidders must remain tax compliant for the contract term. Consortia, joint ventures and subcontractors must each submit separate proof of TCS, PIN or CSD number.
• B-BBEE: submit a valid B-BBEE certificate or sworn affidavit (EMEs and QSEs) to claim preference points; failure to submit by the closing date scores zero for specific goals.

Professional and facility requirements

• The OMP must be registered with the Health Professions Council of South Africa; a valid HPCSA certificate must be attached or the bid scores zero on that criterion.
• The OMP must hold an MBChB/MBBCh qualification and an occupational medicine qualification or equivalent recognised qualification.
• Valid X-ray unit licence with SAHPRA.
• Radiographer registration with HPCSA.
• The clinic or medical facility must be within 50 km of the mine and registered with the Department of Health in the bidder's name, or supported by a signed MOU or contract.
• The service provider must be qualified for section 13(1) of the MHSA and hold the AEMFC legal appointment as OMP.

Company documents

• Company registration documents, ID copy of owner or director, and proof of registered address (municipal account or affidavit).
• Three years of audited annual financial statements.
• Signed and contactable reference letters confirming mining-sector occupational medical surveillance experience.

Joint ventures and consortia

• A signed JV or consortium agreement by all members, with registration documents, or written confirmation of intent stating the percentage split and each party's responsibilities.
• A consolidated B-BBEE certificate from a SANAS-accredited provider is required; without it the bid scores zero.

Disqualification

• Late submission or delivery to the wrong address.
• Unsigned, incomplete or omitted returnable documents.
• Collusion with other bidders, or listing on the register of Bid Defaulters under the Prevention and Combating of Corruption Activities Act, 2004.
• Material deviation from AEMFC's standard terms and conditions.
• Failure to attend the compulsory briefing.

• AEMFC supports Broad-Based Black Economic Empowerment and expects bidders to contribute to redressing past imbalances.
• Preference point system: 80/20 for requirements up to R50 000 000 (all taxes included); 90/10 above R50 000 000, per the PPPFA and Preferential Procurement Regulations 2022.
• Bidders must complete the B-BBEE Preference Point Claim Form (Section 8) and attach the proof it requires.
• A valid certified B-BBEE certificate or sworn affidavit must be submitted by the closing date; otherwise the bid scores zero for specific goals.

Submission and communication requirements repeated in this section:

• Bids must be signed and dated on every page by a legally authorised person.
• A duplicate set of documents is required.
• Technical/functionality and commercial/financial proposals go in two separate envelopes.
• Changes to a submission are not accepted after the closing date.
• The bid validity period is 120 business days from the closing date.

The service provider is responsible to AEMFC for the acts or omissions of anyone it employs directly or indirectly, and must comply with all requirements in the RFP.

AEMFC reserves the right to:

• modify the goods or services and request re-bids;
• reject non-conforming proposals;
• disqualify late proposals;
• award at any time after the closing date, for part of the scope only, or split the award between bidders;
• cancel the bid;
• verify information and request supporting evidence;
• run evaluation stages in parallel;
• accept no changes to bid rates after closing or award unless the contract allows;
• award to the next ranked bidder if the preferred bidder does not sign or commence;
• request audited financial statements for due diligence;
• terminate the contract if it was awarded on incorrect information;
• conduct a risk assessment on the preferred bidder, including on unduly high or low prices.

AEMFC does not reimburse bid preparation costs and is not liable if bidders fail to monitor the e-tender portal or AEMFC website.

Before contracting, the service provider must:

• operate a clinic or medical facility within 50 km of the mine;
• be qualified for the duties under section 13(1) of the Mine Health and Safety Act, 1996;
• hold the AEMFC legal appointment as Occupational Medical Practitioner under the MHSA;
• provide first aid equipment (Annexure 1);
• provide employee rehabilitation services (Road Freight Association);
• if using a mobile on-site clinic, carry all suitable equipment, apparatus and materials in good working order;
• prepare, maintain and implement occupational health Code of Practices per the MHSA mandatory code guidelines;
• help design the medical surveillance system to identify, control and minimise health risks and advise the mine;
• keep employee medical surveillance records per the MHSA, with occupational hygiene measurements linked to the relevant employee records; archiving and IT backups are the clinic's responsibility;
• comply with the occupational health services code of practice and requirements of authorities such as the Department of Mineral Resources and Energy;
• provide additional chronic illness monitoring (blood pressure, glucose, cholesterol, lung function, psychological fitness) as required, with on-site chronic monitoring once a week;
• report operationally to the MHSA 4.1 appointee and functionally to the Mine Manager (3.1 appointee);
• conduct initial, periodic and exit medical surveillance for all employees, contractors and subcontractors;
• submit quarterly and annual occupational health reports with key statistics;
• provide emergency medical assistance for work-related incidents;
• accept legal responsibility as OMP for both Vlakfontein and Klippoortjie mines.

• Functionality criterion for accurate, consistent and secure data: 20 points.
• Price score formula: PS = 80 (1 − (Pt − Pmin) / (Pmax − Pmin)).