Wellness case management system implementation for necsa

• Closing Date: 27 July 2026.
• Closing Time: 12:00 (noon).
• Quotation Validity: 90 days from the closing date.
• Compulsory Site Briefing: Not applicable (N/A).

• Contact Person: Dimakatso Masemola.
• Email for submissions and queries: [email protected].
• Important: All queries must be in writing to this contact; approaching other Necsa employees may lead to disqualification.

• Submit your quotation by email to [email protected] on or before the closing date and time.
• Ensure your quotation is complete; incomplete quotes may be disqualified.
• Do not approach any other Necsa employee for information; direct all written queries to the contact person provided to avoid disqualification.
• No goods or services should be delivered without an official Necsa purchase order.
• The purchaser reserves the right to cancel or reject any quote, not award to the lowest bidder, award parts to different bidders, or not award at all.
• Strict anti-bribery clause: offering any inducement to Necsa staff constitutes a material breach and grounds for immediate termination.

• Submit with your bid:

• Tax Clearance Certificate (SARS PIN).
• Declaration of Interest (SBD 4).
• B-BBEE Certificate or affidavit if an EME.
• Letter of Good Standing (COID) if applicable.
• Any other requested certifications.

Must submit required documentation: Tax Clearance Certificate, Declaration of Interest (SBD 4), B-BBEE Certificate/EME affidavit, Letter of Good Standing (COID if applicable). Bidders failing Phase 1 technical evaluation (score below threshold) are eliminated. Non-submission of B-BBEE proof means no preference points claimed.

• Scope: Supply and implement an Employee Wellness Case Management System.
• Core Functions:

• Capture and manage employee wellness cases, consultations, referrals, and follow-ups.
• Provide reporting and analytics while ensuring data confidentiality and POPIA compliance.
• Manage wellness events, appointments, and vendor information.

• Deployment: Cloud-hosted (SaaS), on-premises, or hybrid solution. If cloud-based, hosting must be exclusively within South Africa.
• Functional Requirements:

• Employee and case management with anonymisation options.
• Consultation recording, appointment scheduling, referral management.
• Risk classification, document management, role-based access control.
• Event management, registration, and reporting.

• Non-Functional Requirements:

• Security: Role-based access, data encryption, audit logs.
• Privacy: POPIA compliance, consent management.
• Performance: <3-second response time, 99% availability, scalability.

• Vendor Response Required: Provide detailed technical proposal covering solution description, architecture, compliance, and third-party dependencies.

• Necsa adheres to quality and safety standards including ISO 9001, ISO 14001, OHSAS 18001, RD 0034, and ISO 17025.

• Vendor must provide a commercial proposal detailing:

• Pricing model (e.g., subscription, license-based).
• Cost breakdown for setup, customization, training, support.
• SLA terms including support levels, maintenance, and uptime guarantees.
• Implementation plan with timeline, resources, and milestones.

• Pricing Instructions:

• All prices must be fixed and firm, inclusive of all applicable taxes.
• Include additional costs: freight, insurance, duty, disbursements.
• Payment terms: According to Necsa’s General Conditions of Purchase.

• Commercial Proposal Required:

• Specify pricing model (subscription, license-based, user-based, etc.).
• Provide a cost breakdown: setup, customization, training, support.
• Include SLA and support terms: support levels (L1, L2, L3), maintenance updates, uptime guarantees.
• Provide an implementation plan with timeline, resources, and milestones.

• Mandatory Documents:

• Valid Tax Clearance Certificate (Tax PIN from SARS).
• Declaration of Interest (SBD 4).
• B-BBEE Certificate or affidavit if classified as an EME.
• Letter of Good Standing (COID) if applicable to the work.
• Any other documents requested in the RFQ.

• B-BBEE: Proof of B-BBEE status level must be submitted with the bid; failure to submit will result in zero preference points.
• General Compliance: The RFQ is subject to Necsa’s General Conditions of Purchase, PPPFA 2000, Preferential Procurement Regulations 2022, GCC, and other applicable legislation.

• B-BBEE points allocation under the 80/20 system:

• Level 1: 20 points, Level 2: 18, Level 3: 14, Level 4: 12, Level 5: 8, Level 6: 6, Level 7: 4, Level 8: 2, Non-compliant: 0.

• The system must ensure data confidentiality and POPIA compliance.
• Pricing must be fixed, inclusive of all taxes and additional costs.
• Payment as per Necsa’s General Conditions of Purchase.
• Anti-bribery clause: any inducement to Necsa staff is a material breach leading to termination.

• Quotations must be submitted by the closing date and time.
• Orders above R30,000 evaluated under PPPFA 80/20 and functionality scorecard.
• RFQ subject to Necsa’s General Conditions, PPPFA 2000, Regulations 2022, and GCC.
• Failure to submit B-BBEE proof means no preference points.
• Purchaser may require substantiation of B-BBEE claims at any time.
• Necsa reserves the right to cancel, reject, or not award the RFQ.
• Strict anti-bribery and confidentiality clauses apply.

• Functional requirements include:

• Employee management with anonymisation.
• Case management with unique numbering and status tracking.
• Referral management capturing type, date, and outcome.
• Risk classification, document uploads with role-based access.
• Reporting with anonymised analytics.
• User management with role-based access control.
• Wellness event management including registration and scheduling.
• Vendor management for external service providers.

• Two-phase evaluation:

• Phase 1: Technical/functionality assessment out of 100 points; bidders must exceed a threshold to proceed.
• Phase 2: 80/20 scoring (80 for price, 20 for B-BBEE status level).

• Required documents include Tax Clearance, SBD 4, B-BBEE proof, and COID if applicable.