Employee health and wellness programme outsourcing for the department of women, youth and persons with disabilities

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TERMS OF REFERENCE SCM /Tender Ref #: DWYPD 04 - 2025/26 OUTSOURCING OF THE EMPLOYEE HEALTH AND WELLNESS PROGRAMME FOR THE DEPARTMENT OF WOMEN, YOUTH AND PERSONS WITH DISABILITIES FOR A PERIOD OF 36 MONTHS

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Bidders must comply with all administrative requirements, including completing Annexures B1–B4 in Excel and submitting all required bid documents (SBD forms). Bids must meet the empowerment requirements (Black PDI, women, youth, or persons with disabilities percentages and empowerment spend). The team must meet the specified qualification, registration, and experience criteria for each role. Bidders must provide at least 3 examples of similar completed projects with contactable references. Bids must be valid for 120 days after closing. Late bids will not be accepted. Bidders must attend the compulsory briefing session if specified on SBD 1. The department reserves the right to reject a bid if the service provider failed to perform satisfactorily on similar projects. Prices must be inclusive of VAT and fully inclusive of all costs; no price variation will be permitted.

SCM /Tender Ref #: DWYPD 04 - 2025/26

Outsourcing of the employee health and wellness programme for

Request for proposals for: THE DEPARTMENT OF WOMEN, YOUTH AND PERSONS WITH DISABILITIES FOR

A period of 36 months

Bid closing date and time as well as the date and time of briefing session (if any) are indicated on the attached SBD1.

Quotations / proposals received after the closing date and time indicated on SBD 1 will not be accepted.

Service Providers must provide 1 original and 5 copies of proposals submitted.

Only 1 original price proposal and SBDs are required.

Expected project

Estimated project start date:

duration (Months)

From date of appointment 36

1. Bid information

Information and guidelines on the format and delivery of bids are contained in the attached bid documents. Please

take note of the closing date and date of compulsory briefing session (if any).

2. Proposal format

A detailed proposal in response to this ToR must be submitted. The proposal should contain all the information

required to evaluate the bid against the requirements stipulated in this terms of reference. The following must be

attached to the proposal as annexures:

• Annexure B1: Proposed team (Must use attached Excel template)
• Annexure B2: Summary of past experience of team members (Must use attached Excel template)
• Annexure B3: Deliverables and allocation of time to team members (Must use attached Excel template).
• Annexure B4: Pricing information. Price proposals must include VAT and should be fully inclusive to deliver the

all outputs indicated in the terms of reference (Must use attached Excel template).

• The published terms of reference (this document, including Annexure A to this document).
• All other forms / certificates required (see bid documents).

3. Conditions of bid

Detailed conditions applicable to all bids are contained in the bid documents accompanying this Terms of

Reference. Only suppliers that meet all the requirements stipulated in the terms of reference and bid documents

will be considered.

No late bids will be accepted. Only bids from Service Providers that attended the compulsory briefing session (if

specified above) will be considered. Bids must be valid for a minimum period of 120 days after the closing date.

Annexure A contains a detailed description of the requirements for this project, including:

• Background / context
• Problem statement / purpose
• Objectives and scope of project
• Proposed methodology / approach
• Deliverables and time frames

2. Experience / skills / team composition / past performance

The attached spreadsheet must be used to summarise qualifications, skills and past experience and to cost the

proposal.

2.1. Service Provider and Team composition

2.1.1. Empowerment/ Ownership requirements

The proposed Service Providers must meet the following empowerment requirements and provide proof thereof:

The proposed team must meet the following empowerment requirements:

• Black PDI%: At least 30% of the person-days required to complete this project must be allocated to

Previously Disadvantaged Individuals (PDIs)1; or

• Women%: At least 40% of the person-days required to complete this project must be allocated to

women; or

• Youth%: At least 30% of the person-days required to complete this project must be allocated to youth

(persons aged 35 or younger); or

• Persons with Disabilities%: At least 7% of the person-days required to complete this project must be

allocated to Persons with Disabilities; and

• Empowerment spend: At least 30% of the fully inclusive resource cost for all deliverables must be

allocated to Black PDIs.

Annexure B1 must be completed and the required details of each team member must be provided. Team members

indicated in the proposal must be available for the duration of the project and must play a meaningful role in the project.

Replacement of team members may only be done in consultation with DWYPD and replacement team members must

have the same PDI profile as well as qualifications / experience as those they are replacing.

2.2. Experience, qualification, registration and availability requirements

2.2.1. The Service Provider must establish a multi-disciplinary team that meets the minimum qualification and

experience requirements as detailed in the table below (attach evidence), that is able to render a comprehensive

Employee Health and Wellness services with prior experience in the public or private sector with organisations

Roles* Qualification/s and membership Experience

Project Manager NQF7 qualification in health-related profession Project managed at least 3

or project management. Registration as a employee health and wellness

member in good standing with a relevant programmes

professional body on either health-related

professional body or project management will

be an added advantage

Social Workers NQF7 in Social Work. Registered as a member in Minimum 3 year’s work experience

good standing with the SACSSP in the indicated sector.

Psychologists NQF7 in Psychology. Registered as a member in Minimum 3 years relevant

good standing with HPCSA (e.g. Clinical, experience.

counselling, education, industrial, research

psychologist)

1 By Black PDIs we mean South African citizens who are Black, Indian, or Coloured.

Initials of specification committee members: ________ ________ ________ ________ ________ ________

SCM ToR DWYPD 04 202626 Employee Wellness Programme final Ver: 2025/07/16

Roles* Qualification/s and membership Experience

Nurses NQF7 in Nursing. Registered as a member in Minimum 3 years’ experience as a

good standing with SANCA registered nurse in general nursing.

Financial Advisors Appropriate NQF7 qualification. Registered with Minimum 5 years relevant

a relevant professional body will be an added experience.

advantage

• One team member may not have more than two roles
• Score will be combined for all experts – All experts must meet minimum criteria stipulated above to receive a

score of 3.

• The professionals, as far as possible, must reflect the demographics of South Africa.

2.2.2. The Service Provider shall provide the personnel necessary to provide the services required and service levels

specified herein and ensure that all personnel possess or have access to knowledge and sufficient expertise to

enable it to provide the required services in accordance with the specification.

2.2.3. The following must be submitted for each of the proposed team members:

(a) written confirmation of availability (signed by the proposed team member) for the expected duration of the

project, and an undertaking to render the services and perform the deliverables outlined herein;

(b) detailed CV indicating qualifications, previous experience as well as letters of reference (references must be

contactable); and

(c) copy or copies of qualification/s and professional body registration.

2.2.4. The Department reserves the right to verify all qualifications through the South African Qualifications Authority

and to verify experience indicated on CVs with third parties.

2.3. Past performance & Contactable references

2.3.1. The Service Provider must provide examples of similar projects completed including value and size of similar

nature (see Annexure B).

2.3.2. The past performance of Service Providers in executing similar projects will be evaluated using the references

supplied by Service Providers as well as any other information available to the panel.

2.3.3. The Department reserves the right to reject a bid if the Service Provider failed to perform satisfactorily on similar

projects.

2.4. Proposal

2.4.1. The bid proposal submitted by the Service Provider must include a detailed project plan. As summary of

deliverable dates must be included in Annexure B3. The proposed plan must also include a close of and hand

over process toward the end of the project to ensure successful handover of projects for the purposes of

continuity of services.

2.4.2. The start of the project will commence on date of award. The start of the project will depend on the Department’s

procurement processes. The total duration of the project as indicated in the Service Provider’s proposal is binding

(except for delays due to circumstance beyond the Service Provider’s control).

3. Costing methodology

Prices must be inclusive of VAT (if VAT registered) and must include all costs to fully execute all deliverables

indicated in these terms of reference (ToR). No variation in contract price will be permitted. Annexure B4 must

be used to summarise costing.

4. Evaluation of bids

4.1. Administrative requirements

Initials of specification committee members: ________ ________ ________ ________ ________ ________

SCM ToR DWYPD 04 202626 Employee Wellness Programme final Ver: 2025/07/16

Annexures B1 to B4 must be completed using Microsoft Excel or compatible software. Annexures completed by

hand (in writing) will not be accepted and such bids will be regarded as administratively non-compliant.

Only bids / quotes that comply with all administrative requirements and that submitted all required bid

documents (acceptable bids) will be considered during the functional evaluation phase. Only acceptable bids /

quotes will be scored by the Bid Evaluation Committee against the functional criteria indicated in this Terms of

Reference.

4.2. Scoring of bids (functional criteria)

The following weighting and scoring system will be applied to the evaluation of all functional criteria:

Weight allocation Scoring system

1 – Value adding requirement (minimum score of 2) 1 – Does not comply with the requirements

3 – Important requirement (minimum score of 6 or 9) 2 – Partial compliance with requirements

5 – Essential requirement / integral part of project 3 – Full compliance with requirements

(minimum score of 15) 4 – Exceeds full compliance requirements

Score per criterion: The final score obtained by a Service Provider for each criterion will be calculated by

multiplying the weight and the score indicated by each Bid Evaluation Panel member and then by averaging the

scores of all panel members. The average score per criterion is expressed as a number.

The overall score obtained by a Service Provider (expressed as a percentage) will be calculated as follows:

Sum of average scores for all criteria

Overall Score (%) = X 100

Sum of weights X 4

4.3. Functional evaluation Part 1 – Quantitative criteria

Part 1: Minimum functional requirements: Only bids that scored at least the minimum score for each criterion

will proceed to functional evaluation part 2. The department reserves the right to verify the information

submitted. The costing and content of proposals may not be amended.

Min.

Functional Evaluation Criteria Weight

Score

Empowerment requirements (par 2.1.1 of ToR and Annexures B and B1):

1= Proposed team does not meet the empowerment/ownership criteria.

1.1 3= Proposed team meets the empowerment/ownership criteria. 9 3

4= Proposed team exceeds minimum criteria and exceeds any of empowerment/

ownership criteria by 1 or 2 criteria

Project Manager (par 2.2.1)

1= Project manager does not meet the qualification and experience

1.2. 9 3

3= Project manager meets the qualification and experience

4= Project manager exceeds the qualification and experience

Social Workers (par 2.2.1)

1= Social workers do not meet the qualification experience and membership in good

standing criteria

1.3 3= Social workers meet the qualification, experience and membership in good 9 3

standing criteria.

4= Social workers exceed the qualification, experience and membership in good

standing criteria

Psychologists (par 2.2.1)

1= Psychologist do not meet the qualification, experience and membership in good

standing criteria

1.4 3= Psychologists meet the qualification, experience and membership in good 9 3

standing criteria.

4= Psychologists exceed the qualification, experience and membership in good

standing criteria

Initials of specification committee members: ________ ________ ________ ________ ________ ________

SCM ToR DWYPD 04 202626 Employee Wellness Programme final Ver: 2025/07/16

Min.

Functional Evaluation Criteria Weight

Score

Nurses (par 2.2.1)

1= Nurses do not meet the qualification, experience and membership in good

standing criteria

1.5 3= Nurses meet the qualification, experience and membership in good standing 9 3

criteria.

4= Nurses exceed the qualification, experience and membership in good standing

criteria

Financial advisors (par 2.2.1)

1= Financial advisors do not meet the qualification and experience criteria

1.6 3= Financial advisors meet the qualification and experience criteria. 9 3

4=Financial advisors exceed the qualification and experience criteria and

membership in good standing

Prior experience in implementing similar projects of Employee Health and

Wellness services (paragraph 2.3)

1= Service Provider did not provide at least 3 examples of similar projects completed.

1.7 9 3

3= Service Provider provided examples of 3 completed projects of a similar nature.

4= Service provider provided examples of more than 3 completed projects of a

similar nature with contactable references.

4.4. Functional evaluation Part 2 – Qualitative criteria

The functional evaluation criteria indicated below will be applied during Part 2 of functional evaluation to all bids

that met the minimum requirements stipulated under Functional Evaluation Part 1. During part 2 the Bid

Evaluation Committee may:

• Evaluate and score bids based on the bid documents and proposals submitted; or
• Provisionally evaluate and score Service Providers based on proposals submitted and then invite Service

Providers that met all requirements under Part 1 and a provisional overall score of at least 60% for both

functional evaluation parts 1 and 2, to present their bids.

The final evaluation and scoring of bids will based on the proposals submitted, as well as on information provided

by Service Providers during bid presentations (if applicable). Presentations can be used to summarise and clarify

bids and may not substantially depart from the proposals submitted.

If a Service Provider is unable to attend a bid presentation on the date requested by the Bid Evaluation

Committee, then the Service Provider must be afforded another opportunity within 5 workings days. If a Service

Provider is for a second time unable to attend a bid presentation, then the bid must be evaluated based on the

bid documents and proposals submitted only.

Part 2: Minimum functional requirements: Only bids that obtained the minimum score for each criterion for both

functional evaluation parts 1 and 2, will proceed to Price/PPPFA evaluation.

Min.

Functional Evaluation Criteria Weight

Score

Understanding the brief: proposal by the Service Provider (paragraph 2.4.1)

1= Did not address the purpose and objectives of the project.

2= Proposal shows minimal understanding of the sector and partially addresses the

purpose and objectives of the project.

3= Proposal shows good understanding of the Employee Health and Wellness

2.1 15 5

Strategic Framework for the Public Service and fully addresses the purpose and

objectives of the project.

4= Proposal shows exceptional understanding of the Employee Health and Wellness

Strategic Framework for the Public Service, the purpose and objectives of the

project responded innovatively and proposal offered added value to the project.

Initials of specification committee members: ________ ________ ________ ________ ________ ________

SCM ToR DWYPD 04 202626 Employee Wellness Programme final Ver: 2025/07/16

Min.

Functional Evaluation Criteria Weight

Score

Proposed approach (paragraph 2.4.2)

1= Proposed methodology is not aligned to the purpose, objectives and scope of the

project.

2.2 2= Proposed methodology is partially aligned to the purpose, objectives and scope. 15 5

3= Project methodology is aligned to the purpose, objective and scope of the project.

4= Proposed methodology is innovative and will add value beyond the originally

intended purpose, objectives and scope of the project.

Evidence of a 24/7/365 toll free call centre facility (par 3.7 of Annexure A)

1= Service Provider does not meet the minimum requirements.

2.3 9 3

3= Service Provider meets all the minimum requirements.

4= Service Provider exceeds the minimum requirements.

Extent to which the costing methodology is realistic given the scope and time

frames of the project (Annexure A para 4)

1= Costing of the project is not aligned to the scope and times frames of the project.

2= Costing of the project not entirely aligned to scope and time frames and may

2.4 negatively impact delivery. 9 3

3= The costing methodology is realistic given the scope and time frames of the

project.

4= The costing methodology provides innovative solutions to reduce costs associated

with the project.

Project plan (par 2.4.3)

1= No project plan included in bid.

2= Project plan does not fully address all deliverables or does not indicate

completion within the required time frames.

2.5 9 3

3= Project plan addresses all deliverables and indicates completion of the project

within the required time frames.

4= Project plan addresses all deliverables and indicates completion of the project in

significantly less that the envisaged time frames.

4.5. Price and Specific Goals

Only qualifying bids will be evaluated in terms of the Preferential Procurement Policy Framework Act and related

regulations – see attached bid documents. The evaluation method (80/20 or 90/10) and preference points

allocation applicable to this bid are indicated in the attached SBD 6.1.

5. Contract management

The successful Service Provider will be required to enter into a service level agreement (SLA) with the Department

of Women, Youth and Persons with Disabilities. The National Treasury General Conditions of Contract (GCC) will

form part of the SLA to be concluded between DWYPD and the successful Service Provider. A copy of the standard

DWYPD SLA is available on the DWYPD tender’s website. Service Providers should familiarise themselves with

the content of the standard template.

Service Providers should note that:

• All information related to this bid, or information provided to the Service Provider subsequent to the award

of this bid, are confidential, and must be treated as such, and may not be disclosed in any way to third parties

without the explicit written consent of DWYPD.

• All rights, title and ownership of any Intellectual Property developed by or for the Service Provider or DWYPD

independently, and outside of execution/production of the Deliverables related to this bid and provided

during the course of this project (“Background IP”), shall remain the sole property of the party providing the

Background IP.

• To the extent that the Service Provider utilises any of its Background IP in connection with the Deliverables,

such Background IP shall remain the property of the Service Provider and DWYPD shall acquire no right or

interest therein, save that, upon payment of the applicable consideration, the Service Provider shall grant

DWYPD a non-exclusive, royalty-free, non-transferable licence to use such Background IP strictly for purposes

of making beneficial use of the Deliverables into which such Background IP has been incorporated.

Initials of specification committee members: ________ ________ ________ ________ ________ ________

SCM ToR DWYPD 04 202626 Employee Wellness Programme final Ver: 2025/07/16

• All Intellectual Property rights in Bespoke Deliverables are, or will, be vested in and owned by DWYPD unless

specifically agreed otherwise in writing. The Service Provider agrees that it shall not, under any circumstances,

question or dispute the rights and ownership of DWYPD in and to the Bespoke Deliverables. DWYPD shall

grant the Service Provider a non-exclusive, royalty free, non-transferable licence to use the Bespoke

Deliverables for the purpose of performing its obligations under this project.

• The Service Provider may not publish or sell, in whole or in part, any Bespoke Deliverables emanating from

this project without the explicit written consent of DWYPD.

• The Copyright of any Bespoke Deliverables shall vest in DWYPD.

6. Special conditions applicable to this bid

6.1. Due to the protection of organisational information and confidentiality of personal information, all service

practitioners must sign a declaration of confidentiality/oath of secrecy before commencing with any project

activities. Where so required by the Department, any practitioner shall be subjected to security vetting.

6.2. Monthly and quarterly reports on client usage and organisational health trends with recommendations on

interventions to improve the health and wellbeing of employees.

Initials of specification committee members: ________ ________ ________ ________ ________ ________

SCM ToR DWYPD 04 202626 Employee Wellness Programme final Ver: 2025/07/16

CONTRACT MANAGEMENT: The successful Service Provider will be required to enter into a service level agreement (SLA) with the Department of Women, Youth and Persons with Disabilities. The National Treasury General Conditions of Contract (GCC) will form part of the SLA. DWYPD SLA is available on the DWYPD tender’s website. Service Providers should familiarise themselves with the content of the standard template. Service Providers should note that: All information related to this bid, or information provided to the Service Provider subsequent to the award of this bid, are confidential, and must be treated as such, and may not be disclosed in any way to third parties. All rights, title and ownership of any Intellectual Property developed by or for the Service Provider or DWYPD independently, and outside of execution/production of the Deliverables related to this bid and provided to DWYPD. To the extent that the Service Provider utilises any of its Background IP in connection with the Deliverables, such Background IP shall remain the property of the Service Provider and DWYPD shall acquire no right or title. DWYPD a non-exclusive, royalty-free, non-transferable licence to use such Background IP strictly for purposes of the project. The Service Provider agrees that it shall not, under any circumstances, question or dispute the rights and ownership of DWYPD in and to the Bespoke Deliverables. The Service Provider may not publish or sell, in whole or in part, any Bespoke Deliverables emanating from the project.

The Service Provider shall provide the personnel necessary to provide the services required and service levels to enable it to provide the required services in accordance with the specification. The following must be submitted for each of the proposed team members: (a) written confirmation of availability (signed by the proposed team member) for the expected duration of the project; (b) detailed CV indicating qualifications, previous experience as well as letters of reference; (c) copy or copies of qualification/s and professional body registration. The Department reserves the right to verify all qualifications through the South African Qualifications Authority. The Service Provider must provide examples of similar projects completed including value and size. The past performance of Service Providers in executing similar projects will be evaluated using the references supplied as well as any other information available to the panel. The Department reserves the right to reject a bid if the Service Provider failed to perform satisfactorily on similar projects. The bid proposal must include a detailed project plan. The start of the project will commence on date of award and will depend on the Department’s procurement processes. The total duration of the project as indicated in the Service Provider’s proposal is binding. Prices must be inclusive of VAT (if VAT registered) and must include all costs to fully execute all deliverables. No variation in contract price will be permitted.

4. Evaluation of bids

documents (acceptable bids) will be considered during the functional evaluation phase. Only acceptable bids /

quotes will be scored by the Bid Evaluation Committee against the functional criteria indicated in this Terms of

The following weighting and scoring system will be applied to the evaluation of all functional criteria

1 – Value adding requirement (minimum score of 2) 1 – Does not comply with the requirements

3 – Important requirement (minimum score of 6 or 9) 2 – Partial compliance with requirements

(minimum score of 15) 4 – Exceeds full compliance requirements

Score per criterion: The final score obtained by a Service Provider for each criterion will be calculated by

multiplying the weight and the score indicated by each Bid Evaluation Panel member and then by averaging the

scores of all panel members. The average score per criterion is expressed as a number.

The overall score obtained by a Service Provider (expressed as a percentage) will be calculated as follows

Sum of average scores for all criteria

Overall Score (%) = X 100

4.3. Functional evaluation Part 1 – Quantitative criteria

Part 1: Minimum functional requirements: Only bids that scored at least the minimum score for each criterion

will proceed to functional evaluation part 2. The department reserves the right to verify the information

Functional Evaluation C

4.5. Price and Specific Goals

regulations – see attached bid documents. The evaluation method (80/20 or 90/10) and preference points

{"briefingSession":"{"date":null,"time":"8:00","venue":"E N/A TIME N/A","is_compulsory":true}"}

{"name":null,"email":"[email protected]","phone":"012 359 0320","department":"Central Suppliers Database Registration Report Attached – Not older than 30 days","address":"DING PROCEDURE MAY BE DIRECTED TO"}

Returnable Documents: Bidder SCM Unit Central Suppliers Database Registration Report Attached – Not older than 30 days NB: Only suppliers registered on CSD may bid. All required CSD information up to date. Invitation to bid (SBD 1) Declaration of interest (SBD 4) Preference Points Claim (SBD 6.1) Valid DETAILED B-BBEE Certificate (Original or Certified Copy) bearing SANAS logo. QMEs/EMEs: Sworn affidavit / CIPC confirmation of turnover etc. Additional documentation required for certain types of bids. If applicable the Check Verified additional documents will be distributed as part of the tender / bid documentation Bidder SCM Unit Declaration certificate for local production and content for designated sectors (SBD 6.2) N/A N/A and all applicable Annexures. Related certificates as indicated in the Bid document (Terms of Reference)

Bidders must be registered on the Central Supplier Database (CSD) and be tax compliant (submit SARS TCS pin or CSD number). A valid detailed B-BBEE certificate (SANAS) or sworn affidavit for EMEs/QMEs is required. Bidders must complete and submit SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), and any other required forms. Bids from persons in the service of the state, or companies with directors/members in the service of the state, are disqualified. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Supply Chain

Management instructions issued by the National Treasury, General Conditions of Contract published by National

Treasury (GCC), the B-BBEE Act (Act 53 pf 2003), applicable Departmental Policies and any other special conditions

of contract indicated in bid documents.

• Lead times / delivery periods should be clearly indicated in the quotati

Citizenship status (individuals); Company information; Criminal records (individuals); Previous tender and

government contracts track records; Government employment status (individuals); Company / closed corporation

ownership / membership status (individuals); Suitability to handle confidential government information;

government employment status of bidders/staff/directors; Qualifications of bidders / contractors / team members;

and any other information contained in bid documents

Tax compliance requirements

tax compliance status (TCS) certificate or pin may be made via e-filing through the SARS

tax compliance status on CSD will be utilised by the Department

tax compliance requirements are not applicable to foreign bidders / individuals with no South African tax

tax compliance requirements) will be

Tax compliance status

Tax compliance

Tax compliance status (tcs) pin may be made via e-filing through the SARS

TCS pin is available but the bidder is registered on the central supplier database (CSD), a CSD number

TCS Pin (if no CSD #)

Tcs pin is available but the bidder is registered on the central supplier database (csd),

CSD number

CSD report

Csd number must be provided

CSD report provided

central supplier database (CSD), a CSD number

Central supplier database (csd),

Preference points claim form in terms of the preferential procurement regulations 2022 (sbd 6.1)

Of interest (sbd 4)

employee / PERSAL numbers must be indicated in the CSD report provided.

2. Tax compliance requirements

2.3. Applications for a tax compliance status (TCS) certificate or pin may be made via e-filing through the SARS

2.4. Where no TCS pin is available but the bidder is registered on the central supplier database (CSD), a CSD number

must be provided and the tax compliance status on CSD will be utilised by the Department.

certificate / pin / CSD number.

2.6. The tax compliance requirements are not applicable to foreign bidders / individuals with no South African tax

Only proposals that comply with all administrative requirements (including tax compliance requirements) will be

tenders and for 120 days for open tenders or RFP’s, from the closing date indicated on SBD 1. Prices dependent on

B-BBEE Details: Commissioner of oaths.

Are you the accredited representative in South Africa for the goods /services /works offered? If yes

Yes NO

attach proof

Are you a foreign based supplier for the goods /services /works offered? Yes NO

If yes, answer the questionnaire below:

Is the entity a resident of the Republic of South Africa (RSA)? YES NO

Does the entity have a branch in the RSA? YES NO

Does the entity have a permanent establishment in the RSA? YES NO

Does the entity have any source of income in the RSA? YES NO

Is the entity liable in the RSA for any form of taxation? YES NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance

Status system pin code from the south african revenue service (SARS) and if not register as per 2.3

Below.

Total bid price (Incl. VAT)

DWYPD of 13

DWYPD 04 202526 SBDs RFPs and Tenders Version 2023 02 01

Invitation to bid (sbd 1)

Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be

Accepted for consideration.

1.2. All bids must be submitted on the official forms provided – (not to be re-typed) or in the

Manner prescribed in the bid document.

1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the

Preferential procurement regulations, 2017, the general conditions of contract (gcc) and, if

Applicable, any other special conditions of contract.

1.4. The successful bidder will be required to fill in and sign a written contract form (sbd7) or

As directed in the bid document.

2. Tax compliance requirements

2.1 Bidders must ensure compliance with their tax obligations.

2.2 Bidders are required to submit their unique personal identification numb

for this bid. Unless otherwise indicated in the ToR / specifications sheet, only service providers that submitted

acceptable bids and that met all functional / specifications requirements will proceed to the PPPFA evaluation

phase.

5. Price evaluation: the PPPFA

DWYPD applies the provisions of the PPPFA and Regulations to all bids with an estimated cost from R30,000. Bid

amounts in the case of this particular RFQ/RFP/Tender are estimated to be R30,000 or more and the PPPFA

preference points system will be applied, even if all bids received are below R30,000.

the ToR / specifications sheet will be evaluated in terms of the PPPFA and related regulations. Points will be

awarded to a bidder for attaining the Specific goals in accordance with the table contained in SBD 6.1. The

applicable evaluation method is indicated in SBD 6.1.

Consortia or joint ventures must take note of SBD 6.1, paragraphs 2.5 regarding requirements for B-BEEE

certificates.

If the 80/20 preference point system is specified on SBD 6.1 and all bids received exceed R50,000,000, the bid will

be evaluated on the 90/10 preference point system.

9.1. The Service Provider undertakes to:

9.1.1. Conduct business in a courteous and professional manner.

9.1.2. Provide the necessary documentation as requested prior to the awarding of the contract.

9.1.3. Comply with all relevant employment legislation and applicable bargaining council agreements,

including UIF, PAYE, etc. DWYPD may monitor compliance for the duration of the contract and

implement penalties for non-compliance.

9.1.4. Manage internal disputes among his/her staff in such a way that DWYPD is not affected by those

disputes.

9.1.5. Comply with the DWYPD security and emergency policies, procedures and regulations at DWYPD

premises.

9.1.6. Ensure that all work performed and all equipment used at DWYPD facilities are in compliance with

the Occupational Health and Safety Act, 1993 (Act no. ) and any regulations promulgated

in terms of this Act and the standard instructions of DWYPD;

9.1.7. Ensure that all staff working on this project are adequately trained prior to the commencement of

the project.

9.1.8. Ensure that DWYPD is informed of any changes in staff related to the execution of the project. For

security reasons, DWYPD reserves the right to vet all persons working on this project.

9.1.9. Store and hand over all data generated by the project (if any) to DWYPD in an accessible and

confidential manner.

9.1.10. Not proceed with any work and not to incur any expense for which DWYPD could be liable, until such

time as an official written government purchase order has been issued by DWYPD.

9.2. DWYPD undertakes to:

9.2.1. Manage all contracts in a professional manner.

9.2.2. Provide appropriate information as and when required and only in situations where it is required by

the service provider to fulfil their duties.

9.2.3. Not accept any responsibility for any damages suffered by the service provider or their staff for the

duration of the project.

9.2.4. Not tolerate any unfair labour practices between the service provider and their staff that happen

during the execution of the project activities.

9.2.5. Not accept any responsibility for accounts/expenses incurred by the service provider that was not

agreed upon by the contracting parties.

9.2.6. Pay all valid invoices within 30 calendar days.

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Invitation to bid (sbd 1)

be true and complete in every respect:

3.1 I have read and I understand the contents of this disclosure;

3.2 I understand that the accompanying bid will be disqualified if this disclosure is found not to be true and complete

in every respect;

3.3 The bidder has arrived at the accompanying bid independently from, and without consultation, communication,

agreement or arrangement with any competitor. However, communication between partners in a joint venture

or consortium3 will not be construed as collusive bidding.

3.4 In addition, there have been no consultations, communications, agreements or arrangements with any

competitor regarding the quality, quantity, specifications, prices, including methods, factors or formulas used to

calculate prices, market allocation, the intention or decision to submit or not to submit the bid, bidding with the

intention not to win the bid and conditions or delivery particulars of the products or services to which this bid

invitation relates.

3.5 The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly,

to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.

3.6 There have been no consultations, communications, agreements or arrangements made by the bidder with any

official of the procuring institution in relation to this procurement process prior to and during the bidding process

except to provide clarification on the bid submitted where so required by the institution; and the bidder was not

involved in the drafting of the specifications or terms of reference for this bid.

3.7 I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive

practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission

for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act

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DWYPD 04 202526 SBDs RFPs and Tenders Version 2023 02 01

Bidders declaration of interest (sbd 4)

No and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and

or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in

terms of the Prevention and Combating of Corrupt Activities Act No or any other applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS CORRECT.

I accept that the state may reject the bid or act against me in terms of paragraph 6 of PFMA SCM

Instruction /22 on preventing and combating abuse in the supply chain management

4.3 Name of company/firm:............................................................................

4.4 Company registration number:...................................................................

4.5 Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6 I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the points

claimed, based on the specific goals as advised in the tender, qualifies the company/ firm for the preference(s)

shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and

4.2, the contractor may be required to furnish documentary proof to the satisfaction of the organ of

state that the claims are correct;

iv) If the specific goals has been claimed or obtained on a fraudulent basis or any of the conditions of

contract have not been fulfilled, the organ of state may, in addition to any other remedy it may have –

(a) disqualify the person from the bidding process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of having to make

less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only the

shareholders and directors who acted on a fraudulent basis, be restricted be restricted from

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DWYPD 04 202526 SBDs RFPs and Tenders Version 2023 02 01

Preference points claim form in terms of the preferential procurement regulations 2022 (sbd 6.1)

obtaining business from any organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution.

Signature(s) of Tenderer(s) Date:

Name and Surname of bidder(s)

points claimed, after the closing date and time for the bid.

their proposals. The Bid Evaluation Committee may decide to amend the scoring assigned to a particular bid

considered acceptable for further evaluation. Incomplete and late bids may be rejected. All documents indicated

the ToR / specifications sheet will be evaluated in terms of the PPPFA and related regulations. Points will be

awarded to a bidder for attaining the Specific goals in accordance with the table contained in SBD 6.1. The

applicable evaluation method is indicated in SBD 6.1.

If the 80/20 preference point system is specified on SBD 6.1 and all bids received exceed R50,000,000, the bid will

be evaluated on the 90/10 preference point system.

Any effort by a bidder to influence the bid evaluation, comparisons or award decisions in any manner, may result

• B-BBEE Level and specific goals (as indicated on detailed B-BBEE certificate or sworn affidavit)

Framework Act (PPPFA), the Preferential Procurement Regulations, 2017 (PPR), Supply Chain

competitor regarding the quality, quantity, specifications, prices, including methods, factors or formulas used to

provisions of the PPPFA and Regulations to all bids with an estimated cost from R30,000. Bid

amounts in the case of this particular RFQ/RFP/Tender are estimated to be R30,000 or more and the PPPFA

preference points system will be applied, even if all bids received are below R30,000.