Ergonomics risk assessment for NLC offices (RFQ 2026-010-017)

Closing

• Date: 26 October 2026
• Time: 11:00 (South African Standard Time)
• Submission: eTenders portal, https://www.etenders.gov.za/

Briefing

• No compulsory briefing session is scheduled.

Clarification enquiries

• Questions must be emailed to the NLC at least three days before the closing date. Responses may be shared with other bidders.

Bid validity

• 120 days from the closing date; the NLC may request an extension on the same terms and conditions.

Assignment duration

• 3 months (approximately 13 weeks) from the date of appointment or signature of the service level agreement, subject to monthly progress.

• No compulsory briefing session is scheduled.
• The appointed bidder must physically inspect the head office and the SABS Campus office block, and also select one NLC-owned and one leased provincial office for assessment. Travel costs for these inspections are carried in the quoted price.

Bidding procedure enquiries

• Contact: Maureen Senyatsi
• Role: SCM contact person
• Telephone: (012) 432 1470
• Email: [email protected]

Technical enquiries

• Contact: Supply Chain Management
• Telephone: (012) 432 1300
• Email: [email protected]

General NLC contact

• Switchboard: +27 (12) 432 1300
• Information centre: 086 00 65383
• Website: www.nlcsa.org.za

Postal address

P.O Box 1556

Brooklyn Square 0083

Pretoria

Submission channel

• Electronic submission only, through the National Treasury eTenders portal: https://www.etenders.gov.za/
• Locate the bid by searching for the National Lotteries Commission under organ of state, open the RFQ and complete the e-submission process.
• Closing time: 11:00 on 26 October 2026. Late and incomplete submissions will not be accepted.
• Bids must be in English and must be submitted on the official forms as provided, not re-typed.

Packaging

• The pricing proposal must be placed in a separate folder from the technical proposal.
• Travel costs for the physical inspections must be built into the quoted price.

Returnable documents — each must be completed, signed and submitted

• SBD 1 (Invitation to Bid): bidder, contact, tax and CSD details, signed as the offer page.
• SBD 6.1 (Preference Points Claim Form): claims preference points for the specific goals under the Preferential Procurement Regulations, 2022.
• SBD 4 (Bidder's Disclosure): discloses any interest in the bid, state employment and relationships with the procuring institution; failing to disclose all active CSD-registered companies linked to directors disqualifies the bid.
• B-BBEE certificate or sworn affidavit; a joint venture must submit a consolidated certificate or affidavit.
• Valid SARS tax compliance status PIN.
• Signed original POPIA consent form.
• Recent full CSD report reflecting SARS tax compliance status.
• Signed and valid joint venture agreement, where applicable.
• Certified COIDA registration certificate or valid letter of good standing.
• Ergonomics Society of South Africa registration as a Professional Ergonomist (CPE) for the team leader or the company; affiliation through the Professional Affairs Board is also accepted.
• The successful bidder must complete and sign SBD 7 (contract form).

Disqualification risks

• Any mandatory document that is missing, incomplete or unsigned.
• Submission after the closing time.
• Pricing not submitted in a separate folder from the technical proposal.
• Failure to disclose active CSD-registered companies linked to the bidder's directors.
• Collusion with competing bidders, or canvassing NLC officials between the closing date and the award.
• Being listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

• SBD 1 (Invitation to Bid), fully completed and signed.
• SBD 4 (Bidder's Disclosure), fully completed and signed.
• SBD 6.1 (Preference Points Claim Form), fully completed and signed.
• B-BBEE certificate or sworn affidavit; consolidated certificate or affidavit for joint ventures.
• Valid SARS tax compliance status PIN.
• Signed original POPIA consent form.
• Recent full CSD report reflecting SARS tax compliance status.
• Signed and valid joint venture agreement, where applicable.
• Pricing proposal, in a separate folder from the technical proposal.
• Certified COIDA registration certificate or valid letter of good standing.
• ESSA registration proof as a Professional Ergonomist (CPE).

Stage 1 — Closing and submission format: bids must arrive through the eTenders portal by 11:00 on 26 October 2026, in English, with pricing in a separate folder.

Stage 2 — Administrative compliance (disqualifying if not met)

• Signed SBD 1.
• Signed SBD 6.1.
• B-BBEE certificate or sworn affidavit; consolidated certificate or affidavit for joint ventures.
• Valid SARS tax compliance status PIN confirming tax affairs are in order.
• Signed POPIA consent form.
• Current full CSD report showing SARS tax compliance status.

Stage 3 — Mandatory compliance (disqualifying if not met)

• Signed SBD 4.
• Signed and valid joint venture agreement, where applicable.
• Pricing proposal submitted separately from the technical proposal.
• Certified COIDA registration or valid letter of good standing.
• ESSA registration as a Professional Ergonomist (CPE) for the team leader or company; Professional Affairs Board affiliation accepted.

Stage 4 — Technical evaluation (100 points)

• Company experience in ergonomics risk assessment: 30 points.
• Contactable reference letters: 30 points — five relevant letters score the maximum, none scores 0.
• Methodology, approach and execution plan: 30 points — five or more activities covered in detail score the maximum.
• Team leader qualifications and experience: 10 points — NQF 6 (National Diploma) or higher in a relevant field; 10 years or more of relevant experience scores the highest; no score if qualifications or CV are not attached.
• Rating scale: Excellent 5, Good 4, Acceptable 3, Minor Reservations 2, Serious Reservations 1, Unacceptable 0.
• Minimum qualifying score: 70 out of 100 to progress to Stage 5.

Stage 5 — Price and specific goals (80/20 system)

• Price: 80 points, calculated as Ps = 80 (1 - (Pt - Pmin) / Pmin), all applicable taxes included.
• Specific goals: 20 points, claimed on SBD 6.1 —
• Black ownership: up to 8 points; evidence is copies of identity documents, CIPC report and recent CSD report.
• Women ownership: up to 4 points — 100% women-owned scores 4, 30% to 99% scores 2, below 30% scores 0; evidence is a B-BBEE certificate or sworn affidavit.
• Youth ownership: up to 4 points — 30% or more youth ownership qualifies; evidence is a B-BBEE certificate or sworn affidavit.
• Disability: up to 4 points — 20% or more owners with a disability scores 4, between 10% and 20% scores 2, below 10% scores 0; evidence is a doctor's letter confirming the disability, not older than one year from the closing date, plus the CSD report.
• Total for price and specific goals: 100 points.

Stage 6 — Due diligence and award

• The NLC may verify the preferred bidder's information through a due diligence exercise.
• Contract negotiation may follow, and bidders may be asked for best and final offers.

Purpose

• Appoint a service provider to conduct a comprehensive ergonomics risk assessment across the NLC's operations, addressing workstation ergonomics, furniture suitability, employee comfort and musculoskeletal risk.

Scope of work

• Physical ergonomics assessment of office workstations, shared and open-plan offices, reception areas, meeting and boardroom seating, filing and storage areas requiring repetitive reaching, lifting or awkward postures, and cleaning and maintenance work.
• Workstation evaluation covering chair design and adjustability, lumbar support and seating condition, desk height and leg clearance, monitor height, viewing distance and screen arrangement, keyboard and mouse positioning, posture of arms, wrists, neck, shoulders and back, foot support and footrests, lighting and glare, space constraints and congestion, and housekeeping or maintenance factors affecting posture.
• Employee consultation on discomfort, pain, workstation usability, the nature of tasks performed and common ergonomic problems.
• Risk analysis rating hazards by likelihood and severity, identifying priority areas for urgent intervention and separating systemic issues from isolated workstation problems.
• Prioritised recommendations on furniture replacement or reallocation, workstation redesign or adjustment, administrative controls and work practice improvements, employee awareness and ergonomics training, justified ergonomic accessories, and follow-up monitoring and review.
• The assessment must take disability accessibility into account.

Deliverables

• Inception report or work plan: proposed methodology, assessment approach, project timelines and key milestones.
• Draft ergonomics risk assessment report: executive summary, methodology, areas and workstations assessed, findings, identified hazards and risks, risk ratings and prioritisation, preliminary recommendations.
• Final report incorporating NLC comments: detailed findings, photographic evidence where appropriate and approved, prioritised corrective actions, immediate, short-term and long-term interventions, an implementation roadmap, and a conclusion with the provider's professional opinion.
• Presentation of findings and recommendations to NLC management and/or the Occupational Health and Safety Committee, if required.

Duration and reporting

• Completion within 3 months (approximately 13 weeks) from appointment or signature of the service level agreement, with monthly progress.
• A detailed work plan with clear timelines for each project phase must be submitted.

Sampling and locations

• Compulsory physical inspection of the head office and the SABS Campus office block in Pretoria.
• The bidder must also select one NLC-owned office and one leased office from the provincial offices: East London (owned), Welkom (owned), Durban (leased), Nelspruit (owned), Kimberley (owned) and Cape Town (leased).
• Travel costs for the inspections must be included in the quoted price.

Scope of work

• Physical ergonomics assessment of office workstations and work areas: shared and open-plan offices, reception areas, meeting and boardroom seating, filing and storage areas that require repetitive reaching, lifting or awkward posture, and cleaning and maintenance work.
• Workstation evaluation covering chair design and adjustability, lumbar support and seating condition, desk height and leg clearance, monitor height, viewing distance and screen arrangement, keyboard and mouse positioning, arm, wrist, neck, shoulder and back posture, foot support and footrests, lighting and glare, space constraints and congestion, and housekeeping or maintenance that affects posture or movement.
• Employee consultation to obtain feedback on discomfort, pain and workstation usability, understand the tasks performed, and identify common ergonomic challenges.
• Risk analysis rating identified hazards by likelihood and severity, determining priority areas for urgent intervention and distinguishing systemic issues from isolated workstation problems.
• Prioritised recommendations on furniture replacement or reallocation, workstation redesign or adjustment, administrative controls and work practice improvements, employee awareness and ergonomics training, justified ergonomic accessories, and follow-up monitoring and review.

Deliverables

• Inception report or work plan: methodology, assessment approach, timelines and milestones.
• Draft ergonomics risk assessment report: executive summary, methodology, areas and workstations assessed, findings, hazards and risks, risk ratings and prioritisation, preliminary recommendations.
• Final report incorporating NLC comments: detailed findings, approved photographic evidence, prioritised corrective actions, immediate, short-term and long-term interventions, implementation roadmap, conclusion and professional opinion.
• Presentation of findings to NLC management and/or the Occupational Health and Safety Committee, if required.

Timing and sampling

• Completion within 3 months (approximately 13 weeks) from appointment or signature of the service level agreement, subject to monthly progress.
• Compulsory physical inspection of the head office and the SABS Campus office block; the bidder also selects one NLC-owned office and one leased office.
• Travel costs are included in the quote.

Company experience — 30 points

• Judged on a company profile showing the number of years the business has conducted ergonomics risk assessments: more than 10 years scores highest, working down through 7 to 10 years, 5 to 7 years, 3 to 5 years and 2 to 3 years, with 2 years or less, or no experience, scoring 0 points.

Contactable reference letters — 30 points

• Letters on client letterhead, dated and signed by the client, for services delivered within the past five years.
• References must be verifiable; one letter per client counts as a single reference, and appointment letters are not accepted.
• Five relevant letters score 5; four score 4; three score 3; two score 2; one scores 1; none, or no letters attached, scores 0.

Methodology, approach and execution plan — 30 points

• Project implementation plan covering deliverables, timeframes, systems and tools, and the five activities (planning and administration, employee consultation, workstation evaluation, workplace ergonomics assessment, reporting and analysis). Five or more activities covered in detail scores 5, falling to 0 where nothing is provided.

Team leader qualifications and experience — 10 points

• NQF 6 (National Diploma) or higher in ergonomics, occupational hygiene, physiotherapy, biokinetics, human factors, safety management or a related field, plus proven experience in workplace ergonomics assessments in office or administrative environments and in developing practical recommendations.
• Scoring is based on years of relevant experience: 10 years or more scores 5; 7 to under 10 years scores 4; 5 to under 7 years scores 3; 3 to under 5 years scores 2; under 3 years scores 1; no relevant experience or qualifications, or no CV or qualifications attached, scores 0.

Total technical weighting: 100 points, with a minimum of 70 points required to proceed.

Final report content

• Detailed ergonomic findings, photographic evidence where appropriate and approved, prioritised corrective action recommendations, immediate, short-term and long-term interventions, a practical implementation roadmap, and a conclusion with the provider's professional opinion.
• The final report must incorporate the NLC's comments on the draft.

Assessment coverage

• The appointed bidder must physically inspect the head office and the SABS Campus office block.
• The bidder must also select one NLC-owned office and one leased office for the assessment.
• Travelling costs for these inspections are carried in the quoted price.

• The pricing proposal must be submitted in a separate folder from the technical proposal.
• Travel costs for the physical inspections of the head office, the SABS Campus office block and the selected owned and leased offices must be included in the quoted price.
• Price carries 80 of the 100 award points under the 80/20 preference point system, applied to bids from R30 000 up to R50 million inclusive of all applicable taxes.

Pricing format

• The pricing proposal must be submitted in a separate folder from the technical proposal.
• Travel costs for the physical inspections must be included in the quoted price.
• Price is scored out of 80 under the 80/20 preference point system for bid values from R30 000 up to R50 million, inclusive of all applicable taxes: Ps = 80 (1 - (Pt - Pmin) / Pmin).
• No cost breakdown template or bill of quantities is prescribed; the bidder's own pricing proposal is required.

Payment and validity

• No goods or services may be supplied before an official NLC purchase order is received.
• Bid validity period: 120 days from the closing date.

Registration, tax and database status

• Registration on National Treasury's Central Supplier Database (CSD) is mandatory; only foreign suppliers with no locally registered entity are exempt. A full CSD report reflecting SARS tax compliance status must be submitted.
• Valid SARS tax compliance status PIN. Consortia, joint ventures and subcontractors must each submit a separate TCS certificate or PIN and CSD number.
• Bidders in the service of the state, and companies or close corporations whose directors or members are in the service of the state, will not be considered.
• Listing on the Register for Tender Defaulters or the List of Restricted Suppliers disqualifies a bidder automatically.

Statutory cover

• COIDA registration certificate or valid letter of good standing; the bidder warrants that its own employees and those of any subcontractor are covered under the Compensation for Occupational Injuries and Diseases Act for the duration of the adjudication and any resulting agreement, with proof of good standing available on request.
• Signed original POPIA consent form.

Preferential procurement and professional registration

• B-BBEE certificate or sworn affidavit in terms of the Codes of Good Practice; joint ventures must submit a consolidated certificate or affidavit.
• Team leader or company registered with the Ergonomics Society of South Africa (ESSA) as a Professional Ergonomist (CPE); affiliation via the Professional Affairs Board is accepted.
• Team leader must hold an NQF 6 (National Diploma) or higher qualification in ergonomics, occupational hygiene, physiotherapy, biokinetics, human factors, safety management or a related field.

Returnable forms and documents

• SBD 1, SBD 4, SBD 6.1, B-BBEE certificate or sworn affidavit, SARS tax PIN, POPIA consent form, CSD report, joint venture agreement where applicable, COIDA certificate, ESSA registration proof.

Conduct

• Collusion between bidders results in automatic disqualification and restriction from doing business with organs of state.
• Canvassing NLC officers between the closing date and the award is prohibited.

• The assignment supports the NLC's compliance with occupational health and safety regulations and requirements.
• The bidder warrants that all its employees, including employees of any subcontractor it appoints, are covered under the Compensation for Occupational Injuries and Diseases Act, and that cover remains in force for the adjudication period and any resulting agreement.
• The NLC may request documentary proof of registration and good standing with the Compensation Fund, or similar proof it accepts.
• Findings and recommendations may need to be presented to NLC management and/or the Occupational Health and Safety Committee.

Duration

• The assignment must be completed within 3 months (approximately 13 weeks) from the date of appointment or signature of the service level agreement, at the NLC's discretion and direction, subject to monthly progress.

Bid validity

• 120 days from the closing date. The NLC may request an extension on the same terms and conditions; a bidder who does not respond in writing will not be considered further once the original validity period expires.

Orders, precedence and confidentiality

• No services may be rendered or goods delivered before an official NLC purchase order is received.
• The RFP takes precedence over any other document; where the RFP is silent, the PPPFA stipulations apply. Bidders may not add their own stipulations except as clearly marked recommendations the NLC may accept or ignore.
• The RFP and its contents are NLC property; copyright and intellectual property vest in the NLC. No news or press releases about the bid or the award without the NLC's consent.
• Bid proposals are confidential and are treated as contractually binding.

Performance management

• Supplier performance is reviewed against the deliverables: at least annually for contracts longer than a year and at completion for shorter contracts, plus ad hoc reviews where non-performance is identified.
• Non-performance is raised in writing with the specific areas and remedial actions and timeframes; failure to comply leads to escalating performance management action.
• Either party may request a joint performance review.

Personal information

• Bidder personal information is processed under POPIA and the NLC data privacy policy, and may be shared with bodies to which the NLC is legally obliged to report, such as the National Treasury's Database of Restricted Suppliers.
• Within seven working days of award, the contract description and bid number, successful bidder and preference points claimed, contract price, contract period, names of directors and the award or completion date are published on the eTenders portal.

Bid validity

• 120 days from the closing date; an extension may be requested on the same terms, and a bidder who does not respond in writing will not be considered further after the original validity lapses.

Registration and statutory cover

• CSD registration with a CSD report reflecting tax compliance is required.
• The bidder warrants that its employees and any subcontractor's employees are covered under COIDA, with proof of good standing available on request.

Precedence and conduct

• The RFP takes precedence over other documents; PPPFA stipulations apply where the RFP is silent.
• Bids must be in English.
• No news or press releases without NLC consent.
• Canvassing NLC officers between the closing date and the award is prohibited; collusion leads to automatic disqualification and restriction from state business.
• Late and incomplete submissions are not accepted, and nothing may be supplied before an official NLC purchase order is received.

Performance

• Supplier performance is reviewed against deliverables, at least annually for contracts longer than a year and at completion for shorter contracts, with ad hoc reviews where non-performance is identified; remedial action is required within set timeframes and failure to comply escalates.

Mandatory documents

• Fully completed and signed SBD 1, SBD 4 and SBD 6.1.
• B-BBEE certificate or sworn affidavit; consolidated certificate or affidavit for joint ventures.
• Valid SARS tax compliance status PIN.
• Signed original POPIA consent form.
• CSD registration with a full recent CSD report showing SARS tax compliance.
• Signed and valid joint venture agreement, where applicable.
• Pricing proposal submitted in a separate folder from the technical proposal.
• Certified COIDA registration certificate or valid letter of good standing.
• Team leader or company registered with the Ergonomics Society of South Africa (ESSA) as a Professional Ergonomist (CPE); Professional Affairs Board affiliation accepted.
• Team leader holding an NQF 6 (National Diploma) or higher qualification in ergonomics, occupational hygiene, physiotherapy, biokinetics, human factors, safety management or a related field, with a CV and certified qualification copies attached.

Technical submissions

• Company profile showing years of experience in ergonomics risk assessment.
• Reference letters on client letterhead, dated and signed, for work done within the past five years.
• Project implementation plan covering deliverables, timeframes, systems or tools, and the five methodology activities.

Stage 1 — Closing date and submission instructions: bids through the eTenders portal by 11:00 on 26 October 2026, in English, with pricing in a separate folder.

Stage 2 — Administrative compliance (disqualifying): SBD 1, SBD 6.1, B-BBEE certificate or sworn affidavit, valid SARS tax PIN, signed POPIA consent form, CSD report reflecting SARS tax compliance.

Stage 3 — Mandatory compliance (disqualifying): SBD 4, signed joint venture agreement where applicable, pricing proposal in a separate folder, certified COIDA registration or letter of good standing, ESSA registration as a Professional Ergonomist (CPE).

Stage 4 — Technical evaluation (100 points): company experience 30, contactable reference letters 30, methodology approach and execution plan 30, team leader qualifications and experience 10. Rating scale: Excellent 5, Good 4, Acceptable 3, Minor Reservations 2, Serious Reservations 1, Unacceptable 0. Minimum 70 points to proceed.

Stage 5 — Price and specific goals (80/20): price 80 points using Ps = 80 (1 - (Pt - Pmin) / Pmin); specific goals 20 points — black ownership up to 8, women ownership up to 4, youth ownership up to 4, disability up to 4.

Stage 6 — Due diligence, contract and award: the NLC may verify the preferred bidder's information and may negotiate or request best and final offers.