Occupational health medical advisory services – PRASA eastern cape (36 months)

Closing date: 15 September 2026. Closing time: 12:00 PM. Compulsory briefing session: Tuesday 8 September 2026 at 10:00 at East London Train Station (duration one hour; late arrivals will not have information repeated). Bid validity period: 60 working days from closing date, extendable on same terms.

Compulsory briefing session: Tuesday 8 September 2026 at 10:00 at East London Train Station. Duration: one hour. Late arrivals will not have information repeated. Attendance certificate/proof of attendance (signing of attendance register) is a mandatory returnable document (Stage 1A).

SCM enquiries: Simnikiwe Nqulo, telephone 043 700 2331, email [email protected]. Complaints: [email protected] (must include bid description, reference number, closing date, supplier name, contact details, detailed complaint). Submission address: Bid Box, No. 8 Station Street, Station Building, East London, 5200.

Submission method: sealed envelope deposited in the bid box at No. 8 Station Street, Station Building, East London, 5200, before the closing date and time. Late bids will not be accepted. All bids must be on the official forms provided (not re-typed).

Mandatory returnable documents (disqualification if missing at closing):

• Completed Price Schedule and Pricing and Delivery Form (Section 4) in the prescribed format; deviation renders the bid non-responsive.
• Signed submission register at SCM reception on submission.
• Proof of valid HPCSA registration for the proposed occupational health medical practitioner(s).
• Attendance certificate or proof of attendance at the compulsory briefing session (signing of attendance register).

Other mandatory documents (due within 7 days if award is made): company registration documents; copies of directors' ID documents; valid Tax Clearance Certificate and SARS PIN; CSD supplier registration number; proof of bank account (cancelled cheque or bank letter); Joint Venture/Consortium agreement if applicable; completion and submission of all RFQ documentation including all declarations and Standard Bidding Documents (SBDs), duly completed and signed.

Scoring documents (zero score if not submitted): audited annual financial statements / B-BBEE certificate / affidavit; CIPC documents / B-BBEE certificate / affidavit.

Disqualification risks: any mandatory returnable document omitted or unsigned; bid received after closing time or at incorrect venue; canvassing of SCM officers or PRASA employees between closing and award; failure to register on CSD (foreign suppliers without local entity exempt).

Returnable documents categorised as: Mandatory (disqualification if missing at closing): price schedule, submission register, HPCSA registration proof, briefing attendance proof. Other Mandatory (due within 7 days if awarded): company registration, directors' IDs, tax clearance + SARS PIN, CSD number, bank proof, JV agreement if applicable, all RFQ documentation including declarations and SBDs. Scoring documents (zero score if missing): audited financials/B-BBEE certificate/affidavit, CIPC documents/B-BBEE certificate/affidavit.

Three-stage evaluation:

Stage 1 – Compliance:

• Stage 1A (mandatory, disqualification if missing): completed price schedule in prescribed format; signed submission register; proof of valid HPCSA registration for proposed practitioner(s); compulsory briefing attendance proof.
• Stage 1B (due within 7 days if awarded): company registration documents; directors' ID copies; valid tax clearance certificate and SARS PIN; CSD registration number; proof of bank account; JV/consortium agreement if applicable; all RFQ documentation including declarations and SBDs completed and signed.
• Stage 1C (scoring documents, zero score if missing): audited annual financials / B-BBEE certificate / affidavit; CIPC documents / B-BBEE certificate / affidavit.

Stage 2 – Technical/Functionality (threshold 60%):

• Company experience (50%): evidence of previous contracts/projects involving occupational health, occupational medicine or medical advisory services; must provide appointment letter and reference letter on client letterhead with contactable references, one indicating value of work; experience must be directly relevant, not general medical services. Scoring: 0 points = no proof; 1 point = 1 project; 2 points = 1 project; 3 points = 1 project; 4 points = 1 project; 5 points = 1 project of similar scope.
• Key personnel experience (50%): CVs for all proposed occupational health practitioners/key personnel including full name, professional designation, qualifications (MBChB), HPCSA registration, occupational health qualifications, years relevant experience, previous occupational health projects, current professional role. Scoring: 0 points = 0 years; 1 point = 1 year; 2 points = 2 years; 3 points = 3 years; 5 points = 4 years; 5 points = 5 years.

Stage 3 – Price and Specific Goals (80/20):

• Price (80 points): formula Ps = 80(1 - (Pt - Pmin)/Pmin) where Pt = price of tender under consideration, Pmin = lowest acceptable price.
• Specific Goals (20 points): EME 51% Black Owned – 10 points supported by audited annual financials/B-BBEE certificate/affidavit; 51% Black Owned – 10 points supported by CIPC documents/B-BBEE certificate/affidavit. Failure to submit proof means points not claimed.

Scope: Occupational Health Medical Advisory Services for PRASA Eastern Cape Region for 36 months from commencement per Letter of Appointment, on an as-and-when-required basis (no minimum work guaranteed). Services required at PRASA facilities including operational sites, stations, depots, offices, workshops and other designated facilities.

Service areas:

• Medical Advisory Services: independent medical opinions, review of medical reports, advice on incapacity/medical boarding/reasonable accommodation cases, risk assessments where health risks identified.
• Medical Certificate Verification: review suspicious/extended sick notes, professional opinions on validity, advise management on medical trends impacting attendance.
• Fitness for Duty Assessments: assess and report on fit for duty, fit with accommodations, temporary incapacity, permanent incapacity, alternative placement recommendations.
• Specialist Referral Coordination: referrals to psychiatrists, psychologists, general practitioners, occupational health specialists, other medical specialists with medical motivation.
• COIDA/IOD Medical Support: medical review of IOD cases, fitness for duty opinions, MMI determinations, permanent impairment opinions, return-to-work programmes, Compensation Fund medical documentation guidance.
• Incapacity Management Support: medical input for poor performance linked to medical causes, ill-health incapacity, long-term absenteeism, medical accommodation recommendations.
• Return to Work Programmes: advice on phased return, work restrictions, rehabilitation plans, monitoring requirements.

Deliverables: medical opinion reports, fitness for duty reports, referral recommendations, medical advisory reports, COIDA medical advisory opinions, return-to-work recommendations.

Service model: on request from HCM Wellness, on referral from Employee Relations, on referral from Risk/COIDA management, based on approved management requests.

Minimum requirements for service provider: Medical degree (MBChB); HPCSA registration; Occupational Health or therapy qualification (advantageous); experience with COIDA cases; experience with medico-legal assessments; professional indemnity insurance.

Service model: Services provided on request from HCM Wellness, on referral from Employee Relations, on referral from Risk/COIDA management, based on approved management requests. Scope includes: medical advisory services (independent opinions, report review, incapacity/medical boarding/reasonable accommodation advice, risk assessments); medical certificate verification (review suspicious/extended sick notes, professional opinions on validity, advise on attendance trends); fitness for duty assessments (fit, fit with accommodations, temporary/permanent incapacity, alternative placement); specialist referral coordination (psychiatrists, psychologists, GPs, occupational health specialists, other specialists with medical motivation); COIDA/IOD medical support (medical review, fitness opinions, MMI determinations, permanent impairment opinions, return-to-work programmes, Compensation Fund documentation guidance); incapacity management support (poor performance linked to medical causes, ill-health incapacity, long-term absenteeism, medical accommodation recommendations); return-to-work programmes (phased return, work restrictions, rehabilitation plans, monitoring). Deliverables: medical opinion reports, fitness for duty reports, referral recommendations, medical advisory reports, COIDA medical advisory opinions, return-to-work recommendations.

Technical evaluation criteria: Company experience (50%) – proof of previous contracts/projects involving occupational health, occupational medicine or medical advisory services; must provide appointment letter and reference letter on client letterhead with contactable references, one indicating value of work; experience must be directly relevant, not general medical services. Key personnel experience (50%) – CVs for all proposed occupational health practitioners/key personnel including full name, professional designation, qualifications (MBChB), HPCSA registration, occupational health qualifications, years relevant experience, previous occupational health projects, current professional role.

Prices in ZAR, firm, inclusive of all taxes. Must use prescribed pricing schedule format; deviation renders bid non-responsive. Cost breakdown required. Price escalation basis and formula must be indicated. Discounts considered only at final evaluation on unconditional basis. PRASA may negotiate market-related price with highest, then second, then third highest scorer; if no agreement, RFQ cancelled. Delivery period to be offered by service provider.

Pricing: firm prices in South African Rand inclusive of all applicable taxes. Must use the prescribed pricing schedule format; deviation renders bid non-responsive. Cost breakdown must be indicated. Price escalation basis and formula must be indicated. Discounts considered only at final evaluation on an unconditional basis. PRASA may negotiate a market-related price with the highest scoring bidder, then second highest, then third highest; if no agreement, the RFQ will be cancelled. Delivery period to be offered by the service provider. Payment terms: PRASA pays within 30 days of receipt of correct tax invoice. Price may include adjustment per formula stated in the order/contract.

Mandatory at submission (Stage 1A): completed price schedule in prescribed format; signed submission register at SCM reception; proof of valid HPCSA registration for proposed occupational health medical practitioner(s); attendance certificate/proof of compulsory briefing session.

Other mandatory (Stage 1B, due within 7 days if awarded): company registration documents; copies of directors' ID documents; valid Tax Clearance Certificate (valid on closing date) and SARS PIN; CSD supplier registration number; proof of bank account (cancelled cheque or bank letter); Joint Venture/Consortium agreement if applicable; completion and submission of all RFQ documentation including all declarations and Standard Bidding Documents (SBDs) duly completed and signed.

Scoring documents (Stage 1C, zero score if missing): audited annual financial statements / B-BBEE certificate / affidavit; CIPC documents / B-BBEE certificate / affidavit.

General compliance: CSD registration mandatory (foreign suppliers without local registered entity exempt); tax compliance (TCS PIN or printed TCS certificate); no bids from persons in service of the state, companies with directors in service of the state, or close corporations with members in service of the state. Bid subject to PPPFA 2000, Preferential Procurement Regulations 2022, General Conditions of Contract, and any special conditions. Specific Goals under 80/20: EME 51% Black Owned (10 points via audited financials/B-BBEE certificate/affidavit) and 51% Black Owned (10 points via CIPC/B-BBEE certificate/affidavit).

Specific Goals under 80/20 preference point system: 20 points total. EME 51% Black Owned – 10 points supported by audited annual financials/B-BBEE certificate/affidavit; 51% Black Owned – 10 points supported by CIPC documents/B-BBEE certificate/affidavit. Bidders must submit proof to claim points; failure to submit means points not claimed. Organ of state reserves right to substantiate claims.

Service includes occupational health medical advisory services covering: medical surveillance, employee fitness for work, occupational health risks, Injury on Duty (IOD) medical processes, COIDA case management, medical certificate verification, fitness for duty assessments, specialist referrals, incapacity management, return-to-work programmes, rehabilitation plans, work restrictions, monitoring requirements.

Contract period: 36 months from commencement per Letter of Appointment. PRASA General Conditions of Purchase apply: price may include adjustment formula; payment within 30 days of correct tax invoice; late delivery may incur penalty; title and risk pass on acceptance; rejection rights with written notice; warranty: items fit for purpose and defect-free for 1 year; supplier indemnifies PRASA against negligence, IP infringement, statutory breach, defective design/materials/workmanship; subcontracting only with PRASA prior approval; governing law: Republic of South Africa, non-exclusive jurisdiction of SA courts.

Bid subject to Preferential Procurement Policy Framework Act 2000, Preferential Procurement Regulations 2022, General Conditions of Contract (GCC), and any special conditions of contract. No canvassing of SCM officers or PRASA employees between closing and award. Changes to quotations not considered after closing. PRASA reserves right to modify RFQ and request re-bid, reject non-conforming or late quotations, cancel contract if award based on incorrect information, award to highest scorer unless objective criteria justify otherwise, award to next highest if preferred fails to sign/commence. Proposed contractual terms subject to legal review. CSD registration mandatory (foreign suppliers without local entity exempt). Personal data processed only for evaluation/award per applicable law; no disclosure to third parties without consent. Bid validity 60 working days, extendable on same terms. Awards published on National Treasury e-tender portal with prices and preferences.

Minimum requirements: Medical degree (MBChB); HPCSA registration; Occupational Health or therapy qualification (advantageous); Experience with COIDA cases; Experience with medico-legal assessments; Professional indemnity insurance. Mandatory at submission (Stage 1A): completed price schedule in prescribed format; signed submission register at SCM reception; proof of valid HPCSA registration for proposed practitioner(s); attendance certificate/proof of compulsory briefing session. Other mandatory (Stage 1B, due within 7 days if awarded): company registration documents; directors' ID copies; valid tax clearance certificate and SARS PIN; CSD supplier registration number; proof of bank account; JV/consortium agreement if applicable; completion of all RFQ documentation including all declarations and SBDs. Scoring documents (Stage 1C, zero score if missing): audited annual financials/B-BBEE certificate/affidavit; CIPC documents/B-BBEE certificate/affidavit.

Three-stage evaluation: Stage 1 – Compliance (1A mandatory disqualification if missing, 1B due within 7 days post-award, 1C scoring documents). Stage 2 – Technical/Functionality (threshold 60%): Company experience (50%) – evidence of previous occupational health/occupational medicine/medical advisory contracts with appointment letter and reference letter on client letterhead, one indicating value; scoring 0-5 points per project. Key personnel experience (50%) – CVs with full name, designation, qualifications (MBChB), HPCSA registration, occupational health qualifications, years relevant experience, previous projects, current role; scoring 0-5 points based on years (1 point per year up to 5). Stage 3 – Price and Specific Goals (80/20): Price 80 points using formula Ps = 80(1 - (Pt-Pmin)/Pmin); Specific Goals 20 points for EME 51% Black Owned (10 points via audited financials/B-BBEE certificate/affidavit, 10 points via CIPC/B-BBEE certificate/affidavit). Validity period: 60 working days from closing.