Appointment of one or more registered service provider (s)for the provision of employee assistance programme (EAP) of Rustenburg Local Municipality for a period of 36 months

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(a) Management reports on detailed expenses per quarter must be submitted during the first week of the following month. (b) The service provider shall assign a team of qualified personnel with technical expertise. 6. EVALUATION CRITERIA (a) Administrative Evaluation (b) 65% functionality (c) 80/20 Preferential point RUSTENBURG LOCAL MUNICIPALITY SPECIFICATIONS/TERMS OF REFERENCE 1.3.1 Direct Services 1.3.1.1 Telephonic counselling (24/7/365) 1.3.1.2 Face to face counselling 1.3.1.3 Life management services (Legal, Financial and Family care) 1.3.1.4 Health advisory 1.3.1.5 Trauma Response Services 1.3.1.6 Debriefing 1.3.1.7 Sign language services 1.3.2. Communication and marketing 1.3.3 Promotional Materials 1.3.4. Employee Assistance Awareness Sessions (Managers and Employees) 1.3.5. Training Interventions 1.3.6 Training Materials 1. AVAILABILITY OF INFRASTRUCTURE 1.1. The service provider must have accessible infrastructure within Rustenburg. 1.2. The Municipality will verify whether the successful bidder has the accessible infrastructure within Rustenburg. 2. DURATION OF THE CONTRACT The contractual period is for 36 months (3) years. 3. TERMS OF PAYMENT 3.1. The Employee Assistance Programme Service Provider appointed by the Municipality will agree on the terms of payment and the terms will be clearly stated on the Service Level Agreement. Submission of invoices will be on monthly basis as per work. 4. COMPANY EXPERIENCE • Bidders should have a minimum of 6 years’ experience in rendering Employee Wellness Programme. 5. INFRASTRUCTURE • Bidders are required to indicate the infrastructure available. • Bidders are required to provide proof of physical address and the Municipality visit. RUSTENBURG LOCAL MUNICIPALITY FUNCTIONALITY RLM/DCS/0095/2025/2026-APPOINTMENT OF ONE OR MORE REGISTERED SERVICE PROVIDERS FOR THE PROVISION OF EMPLOYEE ASSISTANCE PROGRAMME (EAP) OF THE RUSTENBURG LOCAL MUNICIPAPLITY FOR A PERIOD OF 36 MONTHS ON “AS AND WHEN BASIS. RUSTENBURG LOCAL MUNICIPALITY FUNCTIONALITY REQUIREMENTS a) Within fourteen (14) days of appointment, the successful service provider(s) or firm will be required to submit a project plan, which will be agreed upon with Rustenburg Local Municipality’s Directorate: Corporate Support Services – Employee Wellness Division. After the agreement, the service provider will provide the final project plan with outcomes and delivery dates / time frames. The project plan submitted must also suggest the approach and the procedures to be followed in the implementation of the EAP Services. The project plan should entail the following: - • Telephonic counselling (24/7/365) • Face to Face counselling • Life Management Services (Legal, Financial, & Family Care) • Health Advisory • Trauma Response Services • Debriefing • Sign Language Services • Communication and Marketing • Promotional Materials • Employee Assistance Awareness Sessions (Managers & Employees) • Training Interventions • Training Material b) The performance monitoring mechanism of providing an Employee Wellness Programme / Employee Assistance Programme will be outlined in the Service Level Agreement (SLA). c) Director and Support Staff must have valid certificates of membership with any of the following professional bodies: • Registration with Employee Assistance Professionals Association of South Africa (EAPASA) • Registration with the South African Council for Social Service Professions (SACSSP) • Registration with South African Medical Association for Medical Doctors (SAMA) • Health Professions Council of South Africa (HPCSA) • Personnel of the company should individually submit CV of the work experience as a proof. • All those requirements should be attached to the bid document as will be used as pre-qualifying requirements criteria. RUSTENBURG LOCAL MUNICIPALITY NB: For a bidder to qualify, it is a requirement for a prospective bidder to score a minimum of 65 out of 100 points for functionality. Rustenburg Local Municipality reserves the right to verify all the information provided. Values: non-submission/ less=0, 1 = Poor, 3 =Good, 5 = Excellent ITEM CRITERIA WEIGHT VALUE SCORE VERIFICATION METHOD Company experience 40 1.1 Company experience: Reputable track 40 The bidder must attach Reference letters record in conducting Employee Assistance (stamped by the referee of the work done in Program. relation to EAP. NB! Reference letters of the company to be used for evaluation 6 reference letters and above (Value= 5) 5 reference letters (Value = 3) 3 - 4 reference letters (Value = 1) 1 - 2 reference letters (Value = 0) 2. Key Personnel 30 2.1 Clinical Psychologist (Attach CV with relevant 20 Must attach CV and certified qualifications. experience) Must have completed Doctorate: (PhD) in psychology. Must be registered with the relevant statutory body (HPCSA). 6 Years’ and above experience (Value = 5) 5 - 6 Years’ experience (Value = 3) 3 – 4 Years’ experience (Value = 1) 1 – 2 Years’ experience (Value = 0) 2.2 Social Worker (Attach CV with relevant 7 Must attach CV and certified qualifications have qualifications experience) a bachelor’s degree in social work Must be registered with the relevant statutory body (SACSSP) 6 Years’ and above experience (Value = 5) 5 – 6 Years’ experience \(Value = 3) 3 – 4 Years’ experience (Value = 1) RUSTENBURG LOCAL MUNICIPALITY 1 – 2 Years’ experience (Value = 0) 2.2.1 Sign Language (with qualifications and 3 Must attach CV and relevant certificate in sign experience in sign language experience) language. 5 Years’ and above experience (Value = 5) 3 – 4 Years’ experience (Value = 3) 1 – 2 Years’ experience (Value = 1) 3. Locality/Infrastructure 30 Bidders are required to indicate the infrastructure available and proof of physical address. Bidders are required to provide/attach proof of ownership, lease agreement or letter of intent. A site inspection will be conducted to verify the availability of the infrastructure Locality within Rustenburg (Value = 5) Locality within Bojanala District (Value = 3) Locality within Northwest (Value = 1) TOTAL 100 Calculate the points scored according to the following formula: Ps = [So] X Ap Ms Where: Ps = percentage scored for functionality by the bid under consideration So = total score of bids under consideration, i.e. weight X value = score Ms = maximum possible score = 500 Ap = percentage allocated Total percentage scored by the bidder on functionality: Ps = x 100 ________ = NB: No tender will be regarded as an acceptable tender/responsive if it fails to achieve the minimum qualifying score for functionality of 65 out of a maximum of 100 points. RUSTENBURG LOCAL MUNICIPALITY AUTHORITY FOR SIGNATORY RLM/DCS/0095/2025/2026-APPOINTMENT OF ONE OR MORE REGISTERED SERVICE PROVIDERS FOR THE PROVISION OF EMPLOYEE ASSISTANCE PROGRAMME (EAP) OF THE RUSTENBURG LOCAL MUNICIPAPLITY FOR A PERIOD OF 36 MONTHS ON “AS AND WHEN BASIS. RUSTENBURG LOCAL MUNICIPALITY SIGNATORY AUTHORISATION (TO BE COMPLETED BY THE BIDDER) I/We the undersigned, am/are authorized to enter into this contract on behalf of ------------------------------------------------------------------------------------------------------------------------------- (Name of Firm) By resolution taken at a meeting held on the ................ day of (month)...................................2026 resolved to authorise .................................................... holder of ID number ...................................................... to sign all the documents on behalf of the company. Print name of authorised representative: .......................................... Signature: ................................................................... RUSTENBURG LOCAL MUNICIPALITY NAME AND SURNAME OF THE DIRECTORS SIGNATURE PLEASE NOTE: Failure to complete all blank spaces on this form or attend to other details mentioned therein will render the bid/tender liable to rejection. RUSTENBURG LOCAL MUNICIPALITY MBD 1 INVITATION TO BID RLM/DCS/0095/2025/2026-APPOINTMENT OF ONE OR MORE REGISTERED SERVICE PROVIDERS FOR THE PROVISION OF EMPLOYEE ASSISTANCE PROGRAMME (EAP) OF THE RUSTENBURG LOCAL MUNICIPAPLITY FOR A PERIOD OF 36 MONTHS ON “AS AND WHEN BASIS. RUSTENBURG LOCAL MUNICIPALITY PART A MBD 1 INVITATION TO BID YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE RUSTENBURG LOCAL MUNICIPALITY

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