Medical aid scheme brokerage services for PRASA employees (3-Year contract)

Appointment of a service provider for medical scheme brokerage services for a duration of 36 months (3 years). The successful bidder will be required to fill in and sign a written contract form (SBD7).

Compulsory tender briefing session: 31 July 2026 at 10:00, venue: 30 Wolmarans Street, Umjantshi House, Braamfontein. Closing date for bids: 19 August 2026 at 12:00.

A compulsory tender briefing session will be held on 31 July 2026 at 10:00 at 30 Wolmarans Street, Umjantshi House, Braamfontein. Bidders failing to attend will be disqualified.

Bid submission address: Bid box at 30 Wolmarans Street, Umjantshi House, Braamfontein, 0001. Tender documents available for download from 17 July 2026 on the National Treasury eTender website: https://www.etenders.gov.za.

Submit bids by the stipulated closing date and time (19 August 2026, 12:00) to the bid box at: 30 Wolmarans Street, Umjantshi House, Braamfontein, 0001. Late bids will not be accepted. Bids must be submitted on the official forms provided (do not re-type) or online. Bidders must register on the Central Supplier Database (CSD) to upload mandatory information (business registration, directorship, membership, identity numbers, tax compliance status, and banking details). If not registered on CSD, mandatory information cannot be submitted with the bid. Attendance at the compulsory tender briefing session is required; failure to attend will result in disqualification.

Additional returnable forms: Form D (Site Inspection / Pre-Tender Briefing Session) – Certifies attendance at the compulsory briefing session. Includes acknowledgment of familiarity with contract, specifications, and conditions.

The successful bidder will be required to provide medical aid scheme brokerage services for a period of 36 months (3 years). The bidder must sign a written contract form (SBD7).

Bidders must comply with the following: Register on the Central Supplier Database (CSD) and upload mandatory information (business registration, directorship, membership, identity numbers, tax compliance status, and banking details). If not registered on CSD, mandatory information cannot be submitted with the bid. Submit a Tax Compliance Status (TCS) or Personal Identification Number (PIN) issued by SARS. TCS/PIN can be obtained via e-Filing (register at www.sars.gov.za). A printed TCS may also be submitted with the bid. For consortia, joint ventures, or sub-contractors, each party must submit separate proof of TCS/PIN/CSD number. If no TCS is available but the bidder is registered on CSD, provide the CSD number. Foreign bidders: If the bidder is not a resident of RSA, has no branch in RSA, no permanent establishment in RSA, and no source of income in RSA, a TCS/PIN from SARS is not required. Failure to provide required tax or CSD details may render the bid invalid. Bidders must ensure compliance with all tax obligations. This bid is subject to the Preferential Procurement Policy Framework Act 2000 and the Preferential Procurement Regulations 2022.

This bid is subject to the Preferential Procurement Policy Framework Act 2000, the Preferential Procurement Regulations 2022, the General Conditions of Contract (GCC), and any other applicable legislation or special conditions of contract.

Foreign bidders must answer the following: Is the bidder a resident of RSA? Does the bidder have a branch in RSA? Does the bidder have a permanent establishment in RSA? Does the bidder have any source of income in RSA? If the answer is 'no' to all, a TCS/PIN from SARS is not required. Failure to provide these particulars may render the bid invalid.

The scope includes the following elements:

• Service delivery model
• Strategic services

Technical specifications require the following to be addressed:

• Service delivery model
• Strategic services

The methodology must cover:

• What guides communication
• Communication objectives
• Key messages
• Service delivery model
• Objectives
• Strategic services
• Risk mitigation
• Reporting

Evaluation will include monitoring of the proposed methodology and communication plan.

Scope: Appointment of a service provider for medical aid scheme brokerage services for 36 months (3 years).

Key deliverables and requirements:

• Provide brokerage services for PRASA’s medical aid scheme.
• Demonstrate a detailed implementation plan for the scope of work.
• Present a value proposition tailored to PRASA employees and Group HCM.
• Include reporting mechanisms as part of the service delivery.

Bidder must provide details on company constitution and ownership structure.

In case of a tie among bidders meeting minimum functional/technical requirements, tied bidders must deliver a 45-minute presentation to assist the evaluation team in selecting the final successful bidder.

Appointment of a service provider for Medical Scheme Brokerage Services for PRASA. The service provider will act as a Healthcare Consultant under the Medical Schemes Act, advising PRASA employees on medical scheme options, managing membership, and contributing to PRASA’s employee benefits strategy over 3 years. The scope includes all PRASA divisions, subsidiaries, and employees (12,568 total).

Closing date for bids: 19 August 2026 at 12:00. Compulsory briefing session: 31 July 2026 at 10:00, Umjantshi House, 30 Wolmarans Street, Braamfontein, Gauteng. Closing date for questions: 07 August 2026. Closing date for responses to clarifications: 14 August 2026. Briefing session minutes and clarifications will be issued on 14 August 2026. Attendance at the briefing is mandatory; failure to attend will result in disqualification. Certificate of Attendance (Form D) must be submitted with the proposal.

Compulsory briefing session: 31 July 2026 at 10:00, Umjantshi House, 30 Wolmarans Street, Braamfontein, Gauteng. Bidders must provide their own transportation and accommodation. Late arrivals will not receive repeated information. Certificate of Attendance (Form D) must be completed and submitted with the proposal as proof of attendance. Bidders must also appear on the Compulsory Briefing Session Register. Failure to attend will result in disqualification.

Primary contact: Ali Maupa, email: [email protected], phone: 011 013 0169. Secondary contact: Rosemary Moagi, email: [email protected], phone: 011 013 1789. For complaints: [email protected]. Submission address: Umjantshi House, 30 Wolmarans Street, Braamfontein, Johannesburg, Gauteng.

Submit bids in a sealed envelope to: The Secretariat / Tender Office, Umjantshi House, 30 Wolmarans Street, Braamfontein, Johannesburg, Gauteng. Address envelope with RFP No: HO/HCM/517/07/2026 and bid description. Include mandatory returnable documents: SBD 4 (Bidder’s Disclosure), Form D (Site Inspection Certificate / Pre-Tender Briefing Session), Form E (Statement of Work Successfully Carried Out), Form F (Security Screening Form), Form G (Acknowledgement). Bids must be deposited in the PRASA tender box at the main entrance of PRASA House. Late or incorrectly addressed bids will be disqualified. Validity period: 180 working days from closing date. Submit 1 original + copies (if applicable) + electronic version (memory card/external hard drive). All pages must be consecutively numbered, bound, and in A4 format (except graphics, max A3). Originals must be signed in black ink. Non-original documents must be certified by a Commissioner of Oaths. Joint Ventures/Consortiums must submit a signed agreement or written confirmation of intent, including percentage split and responsibilities. Amendments to the Draft Contract must use track changes and be in Word format (unprotected).

Mandatory returnable documents: SBD 4 (Bidder’s Disclosure), Form D (Site Inspection Certificate / Pre-Tender Briefing Session), Form E (Statement of Work Successfully Carried Out), Form F (Security Screening Form), Form G (Acknowledgement). All originals must be signed in black ink; non-originals must be certified by a Commissioner of Oaths.

Scope: Appointment of a service provider for Medical Scheme Brokerage Services for 36 months. Services must cover all PRASA divisions, subsidiaries, and employees (12,568 total), including fixed-term contractors. Key deliverables: Medical Scheme membership management (min. 1 dedicated consultant at PRASA Gauteng Head Office, rotating to other locations: Corporate, KZN, EC, WC). Call Centre/Help Desk services for PRASA employees and pensioners. Escalated query assistance. Site visits in all 9 provinces. Annual road shows in all 9 provinces (bidder-funded) for year-end reviews. At least 1 annual Wellness Day at major PRASA sites (bidder-funded for non-Medical Scheme members). Induction of new members. 24/7 employee assistance and trauma response (preferred). Marketing and communication: posters, pamphlets, brochures, newsletters, and early warnings on legislative/benefit changes. Strategic services: risk analyses, healthcare assessments, wellness/medical scheme strategy development, and collaboration with Employee Assistance Programme (EAP). Reporting: scheme/option comparisons, legislative reviews, market trend analysis, industry developments, and annual actuarial valuations (bidder-funded). Programme management: year-end revision process, member profile reviews, post-retirement provision management, and data validation against Home Affairs. PRASA’s approved medical aid providers: Discovery, Bonitas, Sizwe Hosmed (broker must be accredited with these; Transmed has no brokerage contracts).

Preferred: Experience in facilitating and implementing a 24/7 employee assistance and trauma response through a Call Centre or Help Desk. Bidders must demonstrate capability in providing Call Centre accessibility for PRASA employee queries/applications, including escalated query assistance and multilingual support.

Pricing must be submitted as per Section 3 (Pricing and Delivery Schedule). Disclosure of quoted prices is required. Performance and bid bonds may apply. Ownership of design (if applicable) must be clarified. Service levels, Total Cost of Ownership (TCO), and continuous improvement initiatives will be evaluated. Financial stability will be assessed via annual financial statements or other due diligence documentation. Validity of returnable documents: 180 working days from closing date. PRASA will not accept changes to bid rates post-closing or post-award unless the contract allows it.

Pricing must be submitted as per Section 3 (Pricing and Delivery Schedule). Performance and bid bonds may be required. Financial stability will be assessed; bidders may be required to submit annual financial statements signed by a professional accountant for due diligence. PRASA reserves the right to validate all submitted financial information and request supporting evidence. Bid rates cannot be altered after closing date or award unless the contract explicitly allows it. Total Cost of Ownership (TCO) and continuous improvement initiatives will be considered. Validity of returnable documents: 180 working days from closing date.

Mandatory compliance: Registration on National Treasury’s Central Supplier Database (CSD) (https://secure.csd.gov.za). Provide Supplier Number and Unique Registration Reference Number. Tax compliance: Must comply with all applicable tax legislation (Income Tax Act, VAT Act). Provide Tax Compliance Status (TCS) PIN for verification via SARS’ TCS system. Foreign bidders must also comply. B-BBEE: Submit SBD 4 (Bidder’s Disclosure) and B-BBEE details. Joint Ventures/Consortiums must submit signed agreements or written confirmation of intent, including percentage splits and responsibilities. Each party in a JV/Consortium must be CSD-registered and tax-compliant. Legal compliance: Full compliance with all applicable laws and regulations. Confidentiality: Sign Non-Disclosure Agreements (NDAs) as required by PRASA. Protection of Personal Data: Process personal information in accordance with applicable laws (e.g., POPIA).

Draft Contract (Service Level Agreement) provided in Annexure C. Bidders must review, amend, or delete sections as needed, using track changes. The marked-up contract must be submitted in Word format (unprotected) and will form part of contract negotiations with the preferred bidder.

Evaluation will be conducted per the Preferential Procurement Policy Framework Act (PPPFA). Technical and functional responses will be scored (Section 5, page 35). PRASA may negotiate Best and Final Offers (BAFO) if no proposals meet requirements or demonstrate value for money. Post-tender negotiations may apply. Evaluation includes compliance checks, technical/functional scoring, and financial assessment.