Psychological assessments for one official – hpcsa-registered psychiatrist required

Closing date: 07 September 2026. Closing time: 11:00. No compulsory briefing session or site visit indicated in the document.

Supply Chain Management (bidding procedure enquiries): [email protected] (no quotes to this address). Technical enquiries: Abigail Ntshani, [email protected]. Invoice submission: [email protected]. No telephone numbers provided.

Submission method: electronic via e-Tender (e-submission) only. Closing date: 07 September 2026 at 11:00. Late bids will not be accepted. All bids must be submitted on the official forms provided (not re-typed). Returnable documents — all must be completed, signed and submitted with the quotation:

• SBD 1 (Invitation to Bid, Part A): signed offer cover page with bidder details.
• Part B (Terms and Conditions for Bidding): signed acceptance of terms.
• Declaration of CSD Registration: certifies CSD information is correct and up to date.
• SBD 3.1 (Pricing Schedule – Firm Prices): completed pricing for the single item.
• SBD 4 (Bidder's Disclosure): declares interests, state employment and relationships.
• SBD 6.1 (Preference Points Claim): claims specific-goal points with supporting B-BBEE certificate or sworn affidavit (EMEs/QSEs).
• SBD 7.1 (Contract Form): signed by successful bidder after award.
• Board Resolution / Authority to Sign: authorises the named signatory to bind the bidder.

Disqualification risks: any returnable form left unsigned or omitted; bids received after closing time; non-firm prices; use of correcting fluid; alterations not initialled.

Returnable documents (all must be completed, signed and submitted):

• SBD 1 Invitation to Bid (Part A)
• Part B Terms and Conditions for Bidding
• Declaration of CSD Registration
• SBD 3.1 Pricing Schedule
• SBD 4 Bidder's Disclosure
• SBD 6.1 Preference Points Claim with active B-BBEE certificate or sworn affidavit
• SBD 7.1 Contract Form
• Declaration that CSD information is correct and up to date
• Board Resolution / Authority to Sign

Two-stage evaluation:

1. Administrative compliance (mandatory): all returnable documents submitted and signed; CSD registration valid and up to date; valid Tax Compliance Status PIN or CSD number; proof of HPCSA registration as a psychiatric doctor attached; B-BBEE certificate or sworn affidavit submitted for preference points; no director/member in service of the state.
2. Preference points (80/20 system): 80 points for price, 20 points for specific goals. Price points calculated as Ps = 80(1 – (Pt – Pmin)/Pmin). Specific goals and maximum points: Black ownership 10, Women ownership 4, Youth ownership 3, Military Veterans ownership 3. Points per ownership threshold: 100% = max; ≥51% <100% = half; >0% <51% = minimal; 0% = 0. Failure to submit proof for a goal = 0 points for that goal. No minimum functionality/quality threshold stated.

Scope: Appointment of a service provider for provision of psychological assessments for one official. Deliverable: comprehensive assessment reports. Quantity: one official. Service location: at the service provider's practice (BMA will bring the official; no travel required). Mandatory professional requirement: psychiatric doctor registered with the Health Professions Council of South Africa (HPCSA) — proof of registration must be attached. Service providers may not utilise non-South African citizens unless vetted and holding a valid work permit (risk of contract termination).

Quality requirements:

• Service must conform to standards mentioned in bidding documents and specifications.
• Professional-level quality standards required; disputes on reasonable standard referred to agreed arbitration provider.
• Supplier must permit purchaser to inspect records and have them audited by appointed auditors.
• Pre-bidding testing at bidder's account.
• If inspection is a bid condition, premises must be open at all reasonable hours for departmental representative.
• Cost of inspections/tests borne by purchaser if supplies comply; by supplier if they do not comply.
• Non-compliant supplies/services may be rejected; supplier must remove and substitute at own cost.
• Purchaser may cancel contract for breach of conditions.

Pricing schedule (SBD 3.1 – Firm Prices):

• Only firm prices accepted; non-firm prices (including exchange-rate variations) rejected.
• Offer valid for 120 days from closing date.
• Single line item: Psychological Assessment and Comprehensive assessment reports for 1 Official.
• Unit price and total price (excluding VAT) to be provided.
• Sub-total, VAT at 15%, Grand Total (bid price in RSA currency with all applicable taxes included).
• All delivery costs included in bid price (no travel required).
• Invoices to [email protected].
• Payment within 30 days of approved invoice; fixed price inclusive of VAT.
• Disbursements not to exceed 10% of total amount; paid only with original receipts for pre-agreed expenses.

Pricing format: firm prices only (SBD 3.1); non-firm prices (including exchange-rate variations) will not be considered. Offer validity: 120 days from closing date. Pricing structure: unit price and total price (excluding VAT) for the single item; sub-total; VAT at 15%; grand total in RSA currency with all applicable taxes included. All delivery costs must be included in the bid price. Payment terms: fixed price inclusive of VAT; payment within 30 days of receipt of approved invoice; payment against key deliverables provided professional-level quality standards are met. Disbursements: must not exceed 10% of total amount paid; paid only with original receipts for pre-agreed expenses. Invoices to be submitted to [email protected]. Performance security: required within 30 days of award notification (bank guarantee, irrevocable letter of credit, or certified cheque) per GCC Clause 7; amount specified in Special Conditions of Contract (not stated in this document).

Mandatory compliance items:

• Central Supplier Database (CSD) registration: must be registered; CSD number must be provided; declaration that CSD information is correct and up to date must be signed.
• Tax compliance: valid Tax Compliance Status (TCS) PIN from SARS (or printed TCS certificate); if no TCS PIN, CSD number must be provided; each party in a consortium/joint venture/sub-contractor must submit separate TCS PIN/certificate/CSD number.
• B-BBEE: valid B-BBEE status level verification certificate or sworn affidavit (for EMEs/QSEs) must be submitted to claim preference points.
• Professional registration: psychiatric doctor registered with HPCSA — proof of registration must be attached.
• No bids from persons in service of the state, companies with directors in state service, or close corporations with members in state service.
• Foreign suppliers: must complete the foreign supplier questionnaire; if not resident, no branch, no permanent establishment, no RSA income and no RSA tax liability, TCS PIN not required.
• Standard forms: SBD 1, Part B, SBD 3.1, SBD 4, SBD 6.1, SBD 7.1, CSD declaration, Board Resolution/Authority to Sign — all must be completed and signed.

B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points. Specific goals scoring under 80/20 system: Black ownership 10 pts, Women ownership 4 pts, Youth ownership 3 pts, Military Veterans ownership 3 pts. Points per ownership threshold: 100% = max; ≥51% <100% = half; >0% <51% = minimal; 0% = 0.

Contract terms:

• Written contract form (SBD 7.1) to be signed by both parties in duplicate.
• General Conditions of Contract (GCC) apply; Special Conditions of Contract (SCC) prevail where they conflict.
• Performance security required within 30 days of award notification: bank guarantee, irrevocable letter of credit, or certified cheque; amount specified in SCC (not stated in this document).
• Payment within 30 days of invoice submission; payment in Rand.
• Prices fixed for contract duration except authorised adjustments in SCC.
• No assignment without purchaser's prior written consent.
• Subcontracts must be notified in writing; does not relieve supplier of liability.
• Penalties for late delivery per GCC Clause 22: deduction at current prime interest rate per day of delay; purchaser may terminate per GCC Clause 23.
• Purchaser may procure substitute goods/services at supplier's expense for delays.
• Restriction penalty up to 10 years on National Treasury database for corrupt/fraudulent practices.
• Contract governed by South African law; correspondence in English.
• Foreign suppliers responsible for taxes outside RSA; local suppliers responsible until delivery.
• Tax clearance certificate required prior to award.
• National Industrial Participation Programme applicable where NIP obligation exists.
• Collusive bidding prohibited per Competition Act; may be referred to Competition Commission.

Special conditions:

• BMA reserves the right to: call for presentations from shortlisted suppliers; accept bids in whole or in part; not make any award; award to more than one respondent for the same activity; request further technical/functional information post-closing; verify respondent information and documentation; not accept any bid; withdraw or amend bid conditions by written notice prior to closing and post-award; remedy incorrect award; apply objective criteria.
• Service providers may not utilise non-South African citizens unless vetted and holding a valid work permit (risk of contract termination).
• Price negotiation with shortlisted respondents pre- and/or post-award; terms communicated prior to invitation.
• BMA does not support any form of fronting.
• Professional Indemnity insurance required upon appointment by Head of Department.

Mandatory compliance:

• Psychiatric doctor registered with the Health Professions Council of South Africa (HPCSA) — proof of registration must be attached.
• Administrative compliance requires submission of: SBD 1 (Invitation to Bid, Part A), Part B Terms and Conditions, Declaration of CSD Registration, SBD 3.1 Pricing Schedule, SBD 4 Bidder's Disclosure, SBD 6.1 Preference Points Claim with active B-BBEE certificate or sworn affidavit, SBD 7.1 Contract Form, Declaration that CSD information is correct and up to date, Board Resolution / Authority to Sign.

Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for specific goals. Specific goals and points: Black ownership (10 points), Women ownership (4 points), Youth ownership (3 points), Military Veterans ownership (3 points). Points awarded per ownership thresholds: 100% = max points, ≥51% <100% = half points, >0% <51% = minimal points, 0% = 0 points. Price points calculated using Ps = 80(1 – (Pt – Pmin)/Pmin). Failure to submit proof for specific goals means no points claimed.