Integrated employee health and wellness programme (ehwp) services – government tender in gauteng

Compulsory briefing session

• Date: 12 November 2026
• Time: 10:00
• Venue: 389 Sophie de Bruyn Street, Pretoria, Boardroom, Headquarters Second Floor Boardroom
• Attendance limited to two representatives per bidder; names must be submitted to the contact person.
• A signed attendance certificate (Annexure D) will be issued and must be included in the bid.

Clarification questions

• Last date to submit written questions: 17 November 2026 by 16:00
• Last date for GPW to respond: 19 November 2026 by 16:00

Closing

• Date: 1 December 2026
• Time: 11:00

Bid validity period

• 120 days

Technical enquiries

• Name: Mr Makgale Nkwana

• Email: [email protected]

• Name: Ms Nomthandazo Shandu

• Email: [email protected]

SCM enquiries

• Name: Ms Noko Kekana
• Email: [email protected]

Submission address

Tender Box

Adjacent to the main entrance

389 Sophie de Bruyn Street

Pretoria

0001

Republic of South Africa

Submission method

• Hard copy only; no email or fax submissions accepted.
• Deliver to the Tender Box adjacent to the main entrance, 389 Sophie de Bruyn Street, Pretoria, 0001.
• Late submissions are rejected regardless of reason.
• Complete in black ink; initial every page and sign in full where required.
• Submit one hard copy of the completed RFT.

Returnable documents (all must be completed, signed and included)

• Annexure 1: Pricing Schedule (Section B).
• Annexure 2: Company profile with a project list of similar work and durations.
• Annexure 3: Proof of SANC accreditation and valid HPCSA and SACSSP registrations.
• Annexure 4: Proposal on the implementation approach.
• Annexure 5: Recommended GPW personnel complement.
• Annexure 6: Qualifications of personnel allocated to GPW.
• Annexure 7: Contactable references.
• Annexure A: JV/Consortium agreement, if applicable.
• Annexure B: Term Sheet.
• Annexure C: CSD registration proof.
• Annexure D: Briefing session attendance certificate.
• SBD 1: Invitation to Bid.
• SBD 4: Declaration of Interest.
• SBD 6.1: Preference Points Claim.
• Form IV: Consent form.
• General Conditions of Contract.
• Resolution to sign.
• CIPC registration documents.
• SARS Tax Compliance Status PIN.
• CSD report.

Disqualification risks

• Missing or unsigned returnable documents.
• Non-attendance at the compulsory briefing session.
• Late submission.
• Canvassing GPW officials between the closing date and award.

Evaluation stages

1. Mandatory compliance
2. Administrative compliance
3. Functionality/technical evaluation
4. Price and preference (specific goals)

Minimum qualifying score

• Functionality: 75 points out of 100. Bidders below this threshold are eliminated.

Preference point system

• Either 80/20 or 90/10 will apply.
• Price: 80 or 90 points.
• Specific goals: 20 or 10 points.

Functionality criteria (100 points)

• Company experience and track record: 40 points
• Proven experience (minimum 5 years) in delivering Employee Health and Wellness Services/EAP: 20 points
• Three or more appointment letters/purchase orders/works orders/contracts with corresponding reference letters: 20 points
• Two such documents with reference letters: 15 points
• One such document with reference letter: 10 points
• None: 0 points
• Minimum 10 points required in this sub-category to qualify for any points in the category.
• Proven experience (minimum 5 years) in delivering Occupational Health Services: 20 points
• Three or more appointment letters/purchase orders/works orders/contracts with corresponding reference letters: 20 points
• Two such documents with reference letters: 15 points
• One such document with reference letter: 10 points
• None: 0 points
• Minimum 10 points required in this sub-category to qualify for any points in the category.
• Project management plan: 20 points
• Must cover five key areas: project approach and service delivery model; human resource and staffing plan; referral and network management; risk management and business continuity; implementation schedule.

Evidence requirements for experience

• Appointment letters, purchase orders, works orders or contracts must be provided.
• Where one appointment covers multiple projects or areas, this must be clearly indicated.
• Proof of appointment must be not older than 10 years from the closing date.
• Panel appointment letters are not accepted without accompanying purchase orders, task orders or work orders.
• For subcontracting arrangements, the subcontractor appointment letter or contract or purchase order must be accompanied by a reference letter from the main contractor.
• Signed and contactable reference letters on the company’s letterhead must correspond to each appointment.

Scope

• Provide an integrated Employee Health and Wellness Programme (EHWP) for approximately 782 GPW employees across Pretoria, Mmabatho, Polokwane and East London, for a period of five years.
• Services must integrate clinic services, occupational health care, employee assistance programme (EAP), health and wellness services, and occupational hygiene services.

Clinic services

• Operate a fully functional clinic at the Visagie Building, including Saturdays, Sundays, public holidays and after hours on request (overtime).
• Provide primary health care: preventive care, routine check-ups, vaccinations, health screenings (including breast and prostate cancer screening), family planning, treatment of common illnesses, and referral to specialists or hospitals.
• Provide medical and non-medical consumables.
• Additional services, including outbreak response, will be sourced on a quotation basis.
• Service provider must have a network of reputable providers to deliver clinic and EAP services to regional offices.

Occupational health care

• Conduct annual occupational health risk assessments and refer employees for further evaluation.
• Conduct pre-employment, exit and annual medical surveillance for employees identified through risk assessment.
• Provide all equipment, personnel, consumables and reporting for medical surveillance at the employer’s premises using a fully equipped mobile occupational health clinic.
• Perform substance testing and submit comprehensive reports.
• Manage injury on duty (IOD) and occupational diseases, including referral for further assessment.
• Monitor and manage disease outbreaks in the workplace.
• Provide immunisation and management for communicable and non-communicable diseases.
• Conduct health education sessions and workshops aligned with the National Health Calendar and distribute educational materials.
• Provide an Occupational Medical Practitioner (OMP) on-site twice a month, 3 hours per day, at the Visagie Building or any suitable GPW facility.

Employee assistance programme (EAP)

• Provide holistic support to all employees (permanent, fixed-term, interns) and their immediate family members.
• Confidential, accessible through multiple channels:
• Toll-free telephone line including WhatsApp, available 24/7 in all official languages across all provinces.
• Mobile support via “please call me” option.
• Online bookings via desktop or Wellness Unit at no extra cost.
• Face-to-face counselling on-site or close to residence/workplace, approximately one hour per session, up to six sessions per person per condition.
• Counselling sessions must be conducted within 24 hours of referral; first consultation within 48 hours (2 working days) of referral.
• Trauma debriefing: individual debriefing after traumatic incidents; group counselling for teams after traumatic incidents or fatalities.
• Mental health in the workplace: awareness campaigns, psycho-educational workshops (stress, burnout, anxiety, grief), manager support programmes, mental health screening and risk assessments, return-to-work support programmes.
• Management consultation: EAP assists managers upon written request, provides written feedback, confirms action plan and recommendations.
• Life management services:
• Financial: assistance with debt management and financial concerns.
• Legal: telephonic legal advice, precedents, referrals; excludes court representation.
• Family: support for childcare, eldercare and disability issues, including educational workshops at GPW premises limited to one per quarter.
• Employee health and wellness awareness: monthly newsletter and monthly pamphlets/articles in hard copy and electronic format, aligned with National Health Calendar or GPW needs, bearing GPW EHW logo.
• EHW training and development: workshops/training/webinars on health education and coping skills, including training of wellness champions/peer educators; facilitators for monthly and quarterly workshops; presentations at departmental induction and project inception.
• Advertising and marketing: develop and implement a marketing and communications plan at inception, annually and when utilisation is low; provide branded marketing material (wallet card, mouse pad with wrist rest, keyrings) with GPW EHW logo.

Reporting and project management

• Provide monthly, quarterly, biannual and annual reports integrating all services, including trends and recommendations.
• Develop a project charter.
• Develop a monitoring and evaluation system to measure effective utilisation.
• Submit invoices monthly before the 7th of each month; payment within 30 days of submission to GPW Finance office.

Equipment requirements

• Medical equipment: blood pressure monitors, scales, height measures, audiometry equipment (audiometer and booth), spirometer (lung function), vision screening tools.
• Cold chain: medical-grade refrigerator for vaccines and medication.
• Safety: fire extinguishers, first aid kit, secure medicine cabinet.

Employee distribution

• Total: 782 (412 male, 370 female)
• Visagie & Head Office: 723 (373 male, 350 female)
• Zandfontein: 26 (18 male, 8 female)
• East London: 10 (6 male, 4 female)
• Polokwane: 13 (9 male, 4 female)
• Mmabatho: 10 (6 male, 4 female)

Bidders must submit a project management plan covering five key areas: project approach and service delivery model; human resource and staffing plan; referral and network management; risk management and business continuity; and implementation schedule. The plan is evaluated for 20 points.

Bidders must demonstrate a minimum of five years’ proven experience in delivering Employee Health and Wellness Services/EAP and a minimum of five years’ proven experience in delivering Occupational Health Services. Evidence must include appointment letters, purchase orders, works orders or contracts, accompanied by signed and contactable reference letters on the company’s letterhead. Proof of appointment must be not older than 10 years from the closing date. Panel appointment letters are not accepted without accompanying purchase orders, task orders or work orders. For subcontracting arrangements, the subcontractor appointment letter or contract or purchase order must be accompanied by a reference letter from the main contractor. Key personnel must be registered with the relevant statutory bodies: HPCSA for Occupational Medical Practitioners and Psychologists, SANC for Occupational Health Nurses, and SACSSP for Social Workers. A valid dispensing certificate for the Occupational Health Nurse is required.

Pricing

• Complete the pricing schedule in Section B (Annexure 1).
• Where no price is charged, indicate R0.00 or a dash (-).
• If an alternative pricing schedule is used, the supplied schedule must also be completed.

Payment terms

• Invoices must be submitted monthly before the 7th of each month.
• Payment will be made within 30 days of invoice submission to GPW Finance office.

Bid validity

• 120 days from closing date.

No bid security, performance bond or retention requirements are stated.

Mandatory compliance (Stage 1)

• Submit a price offer.
• Submit a signed compulsory briefing certificate (Annexure D).
• Valid dispensing certificate for the Occupational Health Nurse.
• Proof of registration with relevant statutory bodies:
• HPCSA registration certificate for the Occupational Medical Practitioner.
• SANC registration certificate for the Occupational Health Nurse.
• HPCSA registration certificate for Psychologists.
• SACSSP registration for Social Workers.

Administrative compliance (Stage 2)

• Fully complete, sign and submit all Standard Bidding Documents:
• SBD 1: Invitation to Bid.
• SBD 4: Declaration of Interest.
• SBD 6.1: Preference Points Claim.
• Tax Compliance Status PIN.
• CSD registration proof.
• CIPC registration documents.
• Company profile.
• Form IV consent form.
• Resolution to sign.
• Signed and completed pricing schedule (Section B).

Other requirements

• CSD registration number must be provided; include CSD report.
• Tax affairs must be in order or arrangements made with SARS.
• For JVs/consortia: submit a signed JV/consortium agreement stating percentage split, responsibilities, and joint and several liability; submit a joint B-BBEE certificate from a SANAS-accredited agent.
• B-BBEE: preference points claimed via SBD 6.1; a B-BBEE certificate or sworn affidavit is required to claim points.

The service provider must comply with the Occupational Health and Safety Act by providing a healthy and safe working environment. The provider must conduct annual occupational health risk assessments, medical surveillance (pre-employment, exit and annual), substance testing, management of injuries on duty and occupational diseases, disease outbreak management, and immunisation programmes. An Occupational Medical Practitioner must be on-site twice a month for 3 hours per day. The provider must supply all required equipment, personnel, consumables and reporting, including a fully equipped mobile occupational health clinic.

The contract will be for a period of five years. The successful bidder will be required to comply with three quotation processes submitted to GPW. Invoices must be submitted monthly before the 7th of each month, and payment will be made within 30 days of submission to GPW Finance office. The contract is subject to the General Conditions of Contract (GCC) 2010 and any special conditions. The bid validity period is 120 days.

Bids are evaluated in four stages: mandatory compliance, administrative compliance, functionality/technical evaluation, and price and preference. Bidders failing mandatory compliance are disqualified. A minimum of 75 points on functionality is required to proceed to price and preference. The preference point system is either 80/20 or 90/10, with price worth 80 or 90 points and specific goals worth 20 or 10 points. Functionality is scored out of 100: company experience and track record (40 points, split equally between EAP and occupational health experience, each requiring a minimum of 10 points to earn any points in the category), and project management plan (20 points).