Employee wellness and health programme service provider – 36-Month contract (KZN growth fund agency)

Closing date: 22 October 2026 at 12:00

RFQ issue date: 09 October 2026

No briefing session or site visit is stated.

Procurement enquiries:

• Contact: Sijabulile Ntshangase (Procurement Officer)
• Telephone: 031 372 3720
• Email: [email protected]

Technical enquiries:

• Contact: Precious Mbambo
• Email: [email protected]

Submission address: email to [email protected], attention Precious Mbambo

Submission method: email only, to [email protected], attention Precious Mbambo.

Closing: 22 October 2026 at 12:00. Late bids will not be accepted.

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

• Signed and fully completed RFQ document.
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals under the PPPFA 80/20 system.
• Company profile detailing experience in employee wellness and health programmes.
• Annexure A (pricing schedule) and Annexure B (one-page CVs for key personnel).
• Proof of CSD registration and tax compliance status (SARS PIN or CSD number).
• B-BBEE certificate or sworn affidavit, CSD report, ID documents of owners, and doctor's certificate/disability database where claiming disability points.

Disqualification risks:

• Omission or non-signature of any mandatory returnable document.
• Submission after the closing time.
• Bids from persons in the service of the state, or companies with directors who are in the service of the state.

Evaluation is in three stages:

Stage 1 – Compliance with mandatory requirements: signed RFQ, SBD 1, SBD 4, SBD 6.1, and company profile. Failure to provide any mandatory information renders the bid non-responsive.

Stage 2 – Functionality (maximum 50 points):

• Reference letters (maximum 15 points): 3 letters = 15, 2 = 10, 1 = 5. Letters must be on company letterhead, signed, dated, and not older than 5 years.
• Team experience (maximum 20 points): CVs of at least two qualified wellness practitioners (Psychologists/Counsellors) registered with HPCSA or SACSSP. 10 points per practitioner. Proof of registration = 5 points; minimum 5 years relevant experience = 5 points; less than 5 years = 3 points. Failure to attach proof of qualifications or to submit a one-page CV using Annexure B results in a score of zero.
• Methodology and approach (maximum 15 points): must cover all three elements – clear methodology, project plan with activities/milestones/timelines, and approach/project management plan from start to finalisation. All three = 15, two = 10, one = 5, none = 0.

Stage 3 – Price and specific goals (maximum 100 points):

• Price: 80 points, evaluated using the 80/20 preference point system.
• Specific goals: 20 points, allocated as per the table below.

Specific goals points:

• Black Ownership: 51-100% = 10, 30-50% = 6, 5-29% = 4, 0-4% = 0.
• Black Women Ownership: 51-100% = 4, 30-50% = 2, 5-29% = 1, 0-4% = 0.
• Black Youth Ownership: 30-100% = 3, 5-29% = 2, 0-4% = 0.
• Disability: 30-100% = 3, 5-29% = 2, 0-4% = 0.

Total specific goals = 20 points.

Proof for claiming specific goals: B-BBEE certificate or affidavit, CSD report, ID documents of owners, doctor's certificate or disability database.

KZNGFA is not obliged to accept the lowest or any bid.

The KZN Growth Fund Agency (KZNGFA) requires a comprehensive Employee Wellness and Health Programme for approximately 45 to 50 employees (including interns and graduate programme participants) and their immediate family members (spouse, children, and financial dependants).

Services required:

• 24-hour unlimited access confidential call centre for psychological and social wellbeing issues.
• Consultation, training and assistance to managers and supervisors on managing stress and improving work performance.
• Outreach and education on availability of the programme.
• Confidential problem identification and assessment, short-term intervention, and referrals for diagnosis, treatment and assistance.
• Case monitoring and follow-up services.
• Linkages between the workplace programme, community resources and individual practitioners.
• Monthly information aligned to the annual National Health Calendar.
• Quarterly reports on service utilisation and employee evaluation.
• Marketing and promotion of the wellness services.
• Collaboration with HR to organise the annual KZNGFA Wellness Day.
• Confidentiality of all information acquired before, during and after the contract.
• Review of the current employee wellness framework and proposals for improvement.
• Development of an integrated plan including counselling services, wellness awareness, Executive Wellness, and other interventions.
• Wellness-related life skills training for staff and support programmes for management (e.g. anti-stress, financial management).
• HIV/AIDS counselling programme (prevention, treatment, care and support).
• Debriefing sessions (trauma, death in the workplace).
• General counselling (personal trauma, death in the family).
• Referral system for childcare or elder care.
• Legal advice.
• Wellness and health promotion, nutritional education and fitness awareness.

Areas of assistance include: marital, family, relationship and domestic violence; substance abuse and addiction; medical and health problems (HIV & AIDS, cancer); workplace violence, accidents and trauma; workplace discrimination or victimisation; personal debt and financial management; stress; legal matters.

Methodology/implementation plan must cover:

• How the service will be provided (e.g. toll-free number, referral network, 24/7/365 availability).
• Staff availability on business days and after hours.
• When and how the referral system works.
• How often the referral network is updated and ease of access.
• Policy on returning calls (e.g. within 24 hours).
• Language policy.
• Confidentiality policy.

Management requirements:

• Monthly utilisation reports to KZNGFA's representative.
• Progress reports to the referring manager.
• Training for managers on the referral process.

Bidders must submit a detailed methodology and implementation plan covering:

• How the service will be provided (e.g. toll-free number, referral network, 24/7/365 availability).
• Staff availability on business days and after hours.
• When and how the referral system works.
• How often the referral network is updated and ease of access.
• Policy on returning calls (e.g. within 24 hours).
• Language policy.
• Confidentiality policy.

The methodology will be scored on whether it covers all three elements: clear methodology, project plan with activities/milestones/timelines, and approach/project management plan from start to finalisation.

Bidders must provide CVs of at least two qualified wellness practitioners (Psychologists/Counsellors) registered with HPCSA or SACSSP. Each practitioner must have a minimum of 5 years relevant experience. Proof of registration and qualifications must be attached; failure to do so results in a score of zero. CVs must be submitted on the one-page Annexure B format.

Reference letters from other clients relevant to Employee Wellness and Health Programme must be on company letterhead, signed, dated, and not older than 5 years.

Pricing must be submitted on Annexure A, with a fixed price inclusive of VAT and all costs. The schedule requires monthly management fees for Year 1, Year 2 (with escalation if applicable), and Year 3 (with escalation if applicable). The price must also cover the provision of monthly and quarterly reports and stats on employee usage, areas of usage, areas of concern, and recommendations, including graphs and dashboards. The offer must remain valid for 90 working days from the closing date.

Pricing format: fixed price, inclusive of VAT and all costs relating to disbursements and accommodation.

Pricing schedule (Annexure A) requires:

• Monthly management of the programme for Year 1, Year 2 (include escalation if applicable), Year 3 (include escalation if applicable).
• Provision of monthly and quarterly reports and stats on employee usage, areas of usage, areas of concern, and recommendations, including graphs and dashboards.

Offer validity: 90 working days from the closing date.

No bid security, guarantee, retention or payment terms are stated.

Mandatory compliance:

• Registration on the National Treasury Central Supplier Database (CSD).
• Compliant tax status; if non-compliant, a SARS PIN must be submitted.
• Signed and completed SBD 1, SBD 4, and SBD 6.1.
• Company profile detailing experience in employee wellness and health programmes.
• Service provider must be registered with the Health Professions Council of South Africa (HPCSA) or the South African Council for Social Service Professions (SACSSP).
• B-BBEE certificate or sworn affidavit (for EMEs/QSEs) required to claim preference points.
• Bids from persons in the service of the state, or companies with directors who are in the service of the state, will not be considered.
• For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Proof of authority (e.g. company resolution) must be submitted with the signed bid.

Preference points for specific goals (maximum 20 points) are allocated as follows:

• Black Ownership: 51-100% = 10, 30-50% = 6, 5-29% = 4, 0-4% = 0.
• Black Women Ownership: 51-100% = 4, 30-50% = 2, 5-29% = 1, 0-4% = 0.
• Black Youth Ownership: 30-100% = 3, 5-29% = 2, 0-4% = 0.
• Disability: 30-100% = 3, 5-29% = 2, 0-4% = 0.

Proof required: B-BBEE certificate or sworn affidavit, CSD report, ID documents of owners, and doctor's certificate or disability database for disability claims.

The service provider must be registered with the Health Professions Council of South Africa (HPCSA) or the South African Council for Social Service Professions (SACSSP).

The programme must include confidential support for psychological and social wellbeing, and must treat all information confidentially before, during and after the contract period.

Contract duration: 36 months, effective from the date agreed during contract negotiation.

Offer must remain valid for 90 working days from the closing date.

The successful bidder will be required to sign a written contract form (SBD 7).

The contract is subject to the Preferential Procurement Policy Framework Act, 2000, the Preferential Procurement Regulations, 2022, and the General Conditions of Contract (GCC).

Contract duration: 36 months, effective from the date agreed during contract negotiation.

Offer must remain valid for 90 working days from the closing date.

KZNGFA is not obliged to accept the lowest or any bid.

Mandatory requirements:

• Signed and fully completed RFQ document.
• Signed SBD 1, SBD 4, and SBD 6.1.
• Company profile detailing experience in employee wellness and health programmes.
• Evidence of CSD registration and compliant tax status (SARS PIN if non-compliant).
• Proof of registration with HPCSA or SACSSP for key personnel.

Failure to provide any mandatory information will result in the bid being deemed non-responsive.

Evaluation is in three stages:

Stage 1 – Compliance with mandatory requirements (pass/fail).

Stage 2 – Functionality (maximum 50 points): reference letters (15), team experience (20), methodology and approach (15).

Stage 3 – Price and specific goals (maximum 100 points): price (80) and specific goals (20), using the 80/20 preference point system. Price is evaluated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).