Resource needs analysis and service delivery model for port health services at south african ports of entry

Closing date: 09 November 2026 at 11:00

Offer validity: 120 days from closing date.

No briefing session or site visit is stated.

Technical enquiries:

• Name: Funeka Bongweni
• Email: [email protected]
• Telephone: N/A

SCM enquiries:

• Email: [email protected]

(Note: do not send quotations to this address; it is for enquiries only.)

Submission: via e-Tender (e-Submission) — submission email/address not explicitly given.

Invoice submission: [email protected]

Submission method: email via e-Tender (e-Submission).

Closing time: 09 November 2026 at 11:00.

Bids must be submitted on the official forms provided — forms must not be retyped or redrafted, but may be completed online without changing words.

Bids must be complete, in a sealed envelope marked with the bid number, closing date, and bidder's name and address. Envelopes must not contain documents for any other bid.

Late bids will not be considered; proof of posting/courier is not proof of delivery.

Bids sent by post/courier received after closing will not be considered. No bids by telefax or telegraph.

All alterations must be initialled; correcting fluid is prohibited.

Bids must not be included in packages containing samples.

Returnable forms (all must be completed and signed):

• SBD 1 (Invitation to Bid / Part A): bidder details and signed offer cover.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm prices only, valid 120 days from closing.
• SBD 4 (Bidder's Disclosure): declaration of interest and any relationship with state employees; false declaration disqualifies.
• SBD 6.1 (Preference Points Claim): claims B-BBEE or specific-goal points; attach valid B-BBEE certificate or sworn affidavit.
• SBD 7.1 (Contract Form – Purchase of Goods/Works): signed by successful bidder.
• Declaration of CSD Registration: certifies CSD information is correct and up to date.
• Company Resolution (Authority to Sign): signed by all directors/members/partners authorising the signatory.
• Proof of tax compliance: SARS TCS PIN or CSD number; each party in a consortium/JV/subcontract must submit separately.
• Foreign suppliers: complete the Questionnaire to Bidding Foreign Suppliers.

Disqualification risks:

• Failure to provide or comply with any of the required particulars.
• Bids from persons in the service of the state, or companies/CCs with directors/members in state service.
• Any returnable form omitted or unsigned.
• Non-South African employees used unless vetted and holding a work permit (may lead to contract termination).

Evaluation stages: administrative compliance and mandatory compliance (returnable forms), then preference points.

Preference point system: 80/20.

Points: 80 for price, 20 for specific goals.

Specific goals and points (via SBD 6.1):

• Company owned by Black people (max 10 points): 100% = 10; ≥51% and <100% = 5; >0% and <51% = 2; 0% = 0.
• Company owned by women (max 4 points): 100% = 4; ≥51% and <100% = 2; >0% and <51% = 1; 0% = 0.
• Company owned by youth (max 3 points): 100% = 3; ≥51% and <100% = 2; >0% and <51% = 1; 0% = 0.
• Company owned by military veterans (max 3 points): 100% = 3; ≥51% and <100% = 2; >0% and <51% = 1; 0% = 0.

Points for specific goals are only awarded if supporting proof/documentation is submitted with the bid; otherwise they are not claimed.

The BMA reserves the right to negotiate with shortlisted bidders before and/or after award, which may include presentations or site visits.

The BMA also reserves the right to accept bids in whole or in part, award to more than one bidder, request further information, verify information, or not make an award.

The department requires the appointment of a service provider to conduct a comprehensive resource needs analysis and develop a service delivery model for Port Health Services (PHS) at all designated and non-designated (non-commercial) ports of entry in South Africa, in line with the International Health Regulations (IHR) 2005, national health legislation, and the BMA mandate.

Objectives:

• Conduct a detailed needs assessment covering infrastructure, human resources, laboratory networks, ICT systems, governance, operational resources, and epidemiological risks.
• Map stakeholder roles (e.g., National Department of Health, SARS, Customs, Port Authorities) and their collaboration with Port Health.
• Design a service delivery model defining core functions of Port Health services.
• Recommend governance and sustainability mechanisms, including financing strategies, cost-recovery options, HR frameworks, training and surge capacity protocols.
• Develop a monitoring, evaluation, and quality assurance framework with KPIs, real-time dashboards, audit processes, and continuous improvement pathways.
• Provide a phased implementation roadmap with pilot plans, resource allocation guidance, risk prioritisation, and alignment to national reporting cycles.
• Identify infrastructure, HR, systems, and coordination gaps.
• Categorise ports of entry based on public health risk exposure and capacity needs.

Scope of work:

• Situational and Needs Analysis: map all operational ports of entry; assess current capacity (HR, infrastructure, equipment, SOPs); evaluate IHR compliance and Environmental Health Norms and Standards; analyse public health and port activity data; benchmark against international best practice; conduct validation workshops.
• Port Categorisation Framework: develop methodology to classify ports by health risk (High/Medium/Low); identify risk indicators; prioritise ports and functions.
• Stakeholder Mapping and Engagement: identify stakeholders, assess inter-agency collaboration, document expectations, facilitate workshops.
• Service Delivery Model Development: propose multi-tiered model with core functions; develop integrated framework adaptable to port size and risk; recommend infrastructure standards, HR norms, SOPs, organisational and reporting structures, ICT-enabled workflows, and training frameworks.
• Governance and Financial Framework: propose steering committee arrangements, cost-recovery mechanisms, funding sources, and capital/recurrent cost estimates.
• Monitoring and Evaluation Framework: specify KPIs, data flows, reporting tools, dashboards, audit protocols, and feedback mechanisms.
• Implementation Roadmap: submit a detailed project plan with timelines before commencement; outline pilot, scale-up, and continuous improvement phases; cost the implementation and phased roll-out.

Deliverables and timelines:

• Inception Report (methodology, work plan, stakeholder mapping) — within 2 weeks.
• Situational and Needs Analysis — within 1 month.
• Draft Situational and Needs Analysis Report (findings, SWOT, preliminary gap analysis, risk prioritisation) — within 3 weeks.
• Validation Workshops — within 1 month.
• Stakeholder Engagement (schedules, field visits, surveys) — within 3 weeks.
• Draft Service Delivery Model (full design, governance, financials, M&E framework) — within 1 month.
• Final Report with Costed Implementation Plan (consolidated needs analysis, finalised model, cost estimates, implementation roadmap) — within 3 weeks.
• Presentation to BMA Management — within 1 week.

All reports must be submitted in editable Word and PowerPoint formats.

Reporting:

• Service provider reports to BMA Health Specialised Functions or appointed official.
• Oversight by a Steering Committee comprising BMA managers, National Department of Health, WHO, and other stakeholders.
• Monthly progress written updates; formal sign-off at each deliverable milestone.
• Travelling and accommodation costs for the provider's staff are for the provider's account.
• All information shared is the property of BMA and must be kept confidential; management of information must comply with POPIA.

Methodology requirements:

• Analyse public health and port activity data (passenger/cargo volumes, past outbreak responses).
• Benchmark against international best practices.
• Conduct validation workshops on situational analysis outcomes.
• Perform site visits at identified pilot ports of entry.
• Develop a methodology to classify ports based on health risk (High, Medium, Low) using risk indicators such as traffic volume, disease threats, and response capacity.
• Conduct stakeholder consultations with BMA Health Corporate, BMA officials at ports, NDOH, and other stakeholders.
• Facilitate multi-sectoral workshops to validate findings.
• Submit a detailed Project Plan with timelines aligned to the Scope of Work before project commencement.

Quality standards: The service provider must deliver work at a professional-level quality, and payment is made against key deliverables only when this standard is met. Disputes on what constitutes a reasonable standard are referred to an agreed arbitration provider.

Deliverables: All reports must be submitted in editable Word and PowerPoint formats.

Monitoring and Evaluation: The provider must develop an M&E framework with KPIs, real-time dashboards, audit processes, and continuous improvement pathways. Oversight is by a Steering Committee (BMA, NDOH, WHO, etc.).

Inspection: The purchaser may inspect the supplier's records and have them audited. Pre-bidding testing is at the bidder's cost; non-compliant supplies may be rejected at supplier's cost.

Pricing must be on SBD 3.1 (Pricing Schedule – Firm Prices). Only firm prices are accepted; non-firm prices (including exchange-rate-variable) will not be considered.

The bid price must be inclusive of VAT and all applicable taxes; the total cost must cover all costs associated with the service.

Offer must be valid for 120 days from the closing date.

The quote is for a single item: Appointment of a service provider to conduct resource needs analysis and service delivery model for Port Health Services (quantity 1).

Payment is against key deliverables per the agreed payment schedule; disbursements capped at 10% of total paid.

Pricing: fixed price, inclusive of VAT, quoted in South African Rands.

Only firm prices are accepted — non-firm prices (including those subject to exchange rate variations) will not be considered.

Payment: within 30 days of receipt of the approved invoice, according to an agreed payment schedule, against key deliverables and provided professional-level quality standards are met.

Disbursements: must not exceed 10% of the total amount paid to the service provider; paid only on original receipts against expenses agreed in advance.

Professional Indemnity insurance: minimum cover of R160 million required on appointment.

Disputes on reasonable standards referred to an agreed provider of arbitration services.

CSD registration: Bidders must be registered on the Central Supplier Database and provide a CSD number (or SARS TCS PIN). The Declaration of CSD Registration must be completed.

Tax compliance: Bidders must submit their unique SARS Tax Compliance Status (TCS) PIN, or a printed TCS certificate, or a CSD number if no PIN is available. Consortia/JVs/subcontractors must each submit separate PIN/certificate/CSD number.

State employment: Bids will not be considered from persons in the service of the state, or companies/CCs with directors/members in state service.

B-BBEE: A valid B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.

Foreign suppliers: Complete the Questionnaire to Bidding Foreign Suppliers; if the entity is not a resident, has no branch, no permanent establishment, no source of income, and is not liable for tax in RSA, a SARS TCS PIN is not required.

Employees: Service providers may not use non-South African citizens unless vetted and holding a work permit.

No specific OHS requirements are stated in the document beyond general GCC provisions on inspection of premises. The scope of work is for a needs analysis and service delivery model, not physical construction; no additional safety plan is required.

The service provider must evaluate current compliance with IHR (2005) core capacities and Environmental Health Norms and Standards as part of the situational and needs analysis. The service delivery model must align with these norms and standards.

General Conditions of Contract (GCC) apply, supplemented by Special Conditions if any.

Warranty: goods supplied must be new and free from defects; warranty valid 12 months after delivery/acceptance or 18 months after shipment, whichever ends earlier (unless SCC states otherwise).

Payment: within 30 days of receipt of invoice; payment in Rand unless otherwise specified.

Prices: must not vary from quoted prices except as authorised in SCC or bid validity extension.

Contract amendments: only by written amendment signed by both parties.

Assignment: supplier may not assign obligations without purchaser's prior written consent.

Subcontracts: supplier must notify purchaser in writing of all subcontracts; notification does not relieve liability.

Delays: supplier must notify purchaser in writing of any delay; purchaser may grant extension with or without penalties.

Penalties: for late delivery or performance, a sum calculated on the delayed price using the current prime interest rate per day of delay may be deducted; purchaser may also terminate.

Termination for default: purchaser may terminate if supplier fails to deliver or perform, or engages in corrupt/fraudulent practices. Supplier liable for excess costs of replacement procurement; possible restriction from doing business with public sector for up to 10 years.

Restriction procedure: supplier has up to 14 days to provide reasons against a proposed restriction.

Confidentiality: supplier must not disclose contract documents or information without purchaser's written consent; must return documents on completion; purchaser may audit supplier's records.

Inspection: purchaser may inspect premises and test supplies; costs of failed inspections borne by supplier.

Insurance: successful bidder must have Professional Indemnity insurance of minimum R160 million cover.

Intellectual property: supplier indemnifies purchaser against third-party infringement claims.

BMA reserves the right to negotiate prices pre/post award, accept bids in whole or part, award to more than one bidder, and withdraw or amend bid conditions.

Evaluation stages: Administrative compliance and mandatory compliance (all returnable forms), then preference points.

Preference point system: 80/20 (price 80, specific goals 20).

Specific goals points as detailed in SBD 6.1 (Black, Women, Youth, Military Veterans ownership).

The BMA reserves the right to call for presentations from shortlisted suppliers and to negotiate before/after award.