Provision of comprehensive employee wellness services for moses kotane research institute (36-Month contract)

Provision of employee wellness services for 36 months. The supplier will deliver consultation, policy development, communication, orientation, 24/7 care consulting (counselling, management, financial, legal, health information, tele‑health), annual wellness and sports days, and regular reporting to support employee well‑being and productivity at MKRI.

Closing date & time: 26 June 2026, 11:00 am (email submission). Offer validity: 120 days from the closing date.

Technical / SCM contacts:

• Ms Yandisa Kumalo – Supply Chain Management – Tel: 031 266 1777 – Email: [email protected]
• Mr Kwazi Hadebe – Technical – Tel: 031 266 17777 – Email: [email protected]

• Submit the complete bid by 11:00 am on 26 June 2026 to the email address [email protected].
• All bids must be on the official SBD forms – do NOT re‑type the documents; original signatures (or initials on each page) are required.
• Required SBD forms:
• SBD 1 – Invitation to Bid (completed and signed)
• SBD 1 – Terms and Conditions for Bidding (completed and signed)
• SBD 3.1 – Firm Pricing Schedule (grand total; attach detailed breakdown if line items do not fit)
• SBD 4 – Bidder’s Disclosure (completed and signed)
• SBD 6.1 – Preference Points Claim Form (must be completed to claim any specific‑goal points)
• Authority to Sign Tender or Enterprise Resolution Letter (completed and signed)
• Offers must remain valid for 120 days from the closing date.
• Bids that are late, incomplete, not on the official forms, or missing any mandatory SBD form will be disqualified.
• Use of correcting fluid or alteration of the bid text is prohibited; any changes must be initialled.
• No samples may be attached to the bid package.

Authority to Sign Tender / Enterprise Resolution Letter – completed and signed (options for enterprise type, signatory name, capacity, and signature).

Scope – 36‑month Employee Wellness Services for MKRI:

1. Consultation – monitor the Employee Wellness Programme (EWP), advise on health strategies, evaluate effectiveness, and recommend enhancements; virtual meetings with the institute’s coordinator as required.

2. Policy & Procedure Development – produce a wellness policy outlining purpose, scope, referral processes (self‑referral or formal), and confidentiality.

3. Wellness Activities & Communication – regular email communication of benefits, monthly activities, and access channels.

4. Orientation – introduce all new staff to the wellness services.

5. Care Consulting (24/7) – provide to employees and immediate family:

• Psychosocial counselling
• Management consulting

– Critical incident stress management

– Financial counselling

– Legal services consulting

– Health and wellness information

– Tele‑health, webinars and online counselling (mental health, financial distress, stress management).

6. Wellness Day (once per year) – deliver three fitness exercises, three team‑building games (agreed with MKRI), ambulance services, manager and self‑referral support.

7. Sports Day (once per year) – same deliverables as Wellness Day.

8. Reporting – continuous evaluation and provision of monthly, quarterly and annual management reports to optimise the EWP.

9. Submission – company profile, relevant experience, methodology and detailed price quotation covering all items above, including Wellness and Sports Day costs.

• Provide a three‑year project plan that aligns with all scope items.
• The plan must demonstrate a clear understanding of the required deliverables and outline the service‑delivery methodology.
• Scoring: full alignment with scope – 20 points; partial alignment (4‑6 items) – 10 points.

• Submit a company profile and a detailed proposal showing experience in similar employee‑wellness projects.
• Provide at least three (3) signed reference letters (on company letterhead, issued within the last 10 years) confirming delivery of comparable wellness programmes to public‑sector clients.
• Clinical psychology experience: minimum 5 years in employee‑wellness or mental‑health services (10 points); 3‑4 years (5 points); less than 3 years (0 points).
• Academic qualifications: Masters in Organisational Development or Industrial Psychology – 20 points.

• All supplied goods/services must meet the standards and specifications set out in the tender documents.
• Confidentiality: the supplier may not disclose any contract information, specifications, drawings or samples without the purchaser’s prior written consent; disclosure is allowed only to personnel directly involved in performance.
• Ownership of documents: any document other than the contract remains the purchaser’s property and must be returned on completion of the contract.
• Audits: the purchaser may inspect the supplier’s records and conduct audits by appointed auditors.
• Inspection & testing:
• Pre‑bidding testing is at the bidder’s expense.
• If the contract requires inspection of goods/services, the supplier’s premises must be accessible during reasonable hours for inspection by the purchaser or its representative.
• If no inspection is stipulated, the purchaser may arrange inspections at its own cost.
• Inspection costs are borne by the purchaser when the goods/services comply; otherwise, the supplier bears the cost and may be required to replace or remove non‑conforming items at its own expense.
• Rejection: non‑conforming supplies may be rejected and the supplier must replace them promptly; failure to do so may allow the purchaser to procure replacements at the supplier’s cost.

• Complete SBD 3.1 – Firm Pricing Schedule – indicate the grand total and attach a detailed breakdown for each line item if space is insufficient.
• Prices are firm (non‑adjustable) unless the SCC authorises adjustments.
• Payment terms: invoice with delivery note, payment within 30 days of receipt, in Rand.
• Performance security as per SCC (bank guarantee, irrevocable LC or certified cheque) to be provided within 30 days of award.

• Pricing must be submitted on SBD 3.1 (Firm Pricing Schedule) showing the grand total; attach a detailed breakdown if necessary.
• Prices are firm (non‑adjustable) unless the contract documents expressly allow adjustments.
• Payment terms are as per the Special Conditions of Contract (SCC): invoice submitted with delivery note, payment within 30 days of receipt, in Rand unless otherwise stated.
• The successful supplier must provide a performance security (bank guarantee, irrevocable LC or certified cheque) within 30 days of award, as specified in the SCC.
• No price variation is permitted after award except for adjustments authorised in the SCC or a formal bid‑validity extension request.

• Tax compliance – submit a valid SARS Tax Compliance Status (TCS) PIN or, if unavailable, a current CSD number. Each consortium/sub‑contractor must provide its own TCS/CSD documentation.
• Central Supplier Database – certify that all CSD information is correct and up‑to‑date; false or outdated data may lead to disqualification or contract cancellation.
• B‑B‑BEE – provide evidence for any specific‑goal claims (BBBEE certificate/affidavit, ID copies, CIPC registration, disability medical certificate). Completion of SBD 6.1 is mandatory to claim the 20 specific‑goal points.
• Prohibited bidders – entities listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• All bidders must sign the declaration confirming compliance with the above requirements.

Specific‑goal points (20 points total):

• ≥70 % Black ownership – 10 points (BBBEE certificate or affidavit)
• ≥51 % Women ownership – 6 points (copies of ID documents)
• ≥30 % Youth ownership – 2 points (CIPC registration certificate)
• ≥20 % Persons with disability – 2 points (doctor’s medical certificate or disability letter)

Required evidence: copy of CIPC registration, ID copies, BBBEE certificate, and disability documentation. Completion of SBD 6.1 is mandatory to claim any of these points.

• All bid documents must be signed originals; photocopies are allowed only with original signatures.
• Bidders must comply with the Public Finance Management Act, Treasury Regulation 16A and the KwaZulu‑Natal Supply Chain Management Policy Framework.
• Any breach of the Competition Act, Prevention and Combating of Corrupt Activities Act or related legislation may result in criminal investigation, reporting to the Competition Commission or NPA, and a possible 10‑year de‑barment from public‑sector contracts.

General Conditions of Contract (GCC) apply unless overridden by Special Conditions of Contract (SCC). Key provisions include:

• Warranty of new, defect‑free goods/services (12 months after acceptance or 18 months after shipment, whichever is earlier).
• Payment terms: invoice with delivery note, payment within 30 days, in Rand.
• Performance security: bank guarantee, irrevocable LC or certified cheque, to be provided within 30 days of award and returned within 30 days of satisfactory completion.
• No contract variations except by written amendment signed by both parties.
• Assignment prohibited without purchaser consent.
• Sub‑contract disclosure required; supplier remains liable.
• Delay management: supplier must notify purchaser of any delay; purchaser may grant extensions or impose penalties.
• Penalties for late delivery or non‑performance: deduction of daily interest‑based amount from contract price; possible termination.
• Termination for default: for non‑delivery, non‑performance, or corrupt/fraudulent conduct; purchaser may procure replacement goods/services and claim damages.
• Force majeure: supplier not liable for delays caused by events beyond its control; must notify purchaser.
• Insolvency: purchaser may terminate without compensation.
• Dispute resolution: amicable settlement, then mediation, then court if necessary.
• Limitation of liability: supplier’s liability limited to contract price, except for penalties, damages, or infringement claims.
• Governing law: South African law; contract language is English.
• Notices: must be sent by registered or certified mail to the address supplied in the bid.
• Tax obligations: foreign suppliers bear foreign taxes; local suppliers bear South African taxes and must provide a valid SARS tax clearance certificate.
• National Industrial Participation (NIP) applies where required.
• Anti‑collusive provisions: any collusive bidding will be reported to the Competition Commission and may result in penalties or de‑barment.

• Subject to Treasury Regulation 16A (Public Finance Management Act 1999) and the KwaZulu‑Natal Supply Chain Management Policy Framework.
• Offers must remain valid for 120 days from the closing date.
• Bids must be submitted in the exact form provided; no re‑typing, correcting fluid, or alterations without initials.
• Late submissions will not be considered.
• All pages must be initialed; missing or duplicated pages may lead to disqualification.

• Declaration of no conflict of interest with state officials or entities.
• Disclosure of any relationships with employees of the procuring institution.
• Disclosure of interests in related enterprises.
• Certification that the information provided is true and complete.
• Acknowledgement that false declarations may result in disqualification, penalties, or criminal prosecution.
• Signatures of authorized representatives.

Definitions used in the evaluation:

• “Tender” – written offer as defined by the organ of state.
• “Price” – amount quoted, inclusive of all taxes, less unconditional discounts.
• “Rand value” – estimated contract value in Rand, including taxes.

Scoring formulas for price points (80/20 or 90/10) are provided in the tender documents. Specific‑goal points are awarded as per the table in the B‑B‑BEE section.