Five-year employee wellness programme (ewp) services for road accident fund

• Closing date and time: 19 August 2026 at 11:00.
• Non-compulsory briefing session: 29 July 2026 at 11:00 at RAF Head Office, Eco Glades 2 Office Park, Centurion.
• Deadline for bid questions and enquiries: 03 August 2026.
• Publication date for Questions & Answers: 06 August 2026 (on RAF website and eTender portal).

• A non-compulsory briefing session will be held on 29 July 2026 at 11:00 at RAF Head Office, Eco Glades 2 Office Park, Centurion.

• For bidding procedure enquiries: Ntanganedzeni Mutheiwana.
• Email: [email protected].
• Note: No telephonic enquiries will be entertained.
• For National Industrial Participation (NIP) programme enquiries after award: Mr Elias Malapane, Department of Trade and Industry. Contact: Tel (012) 394 1401, Fax (012) 394 2401, Email: [email protected].

• Submit only hand-delivered or couriered bids. Faxed or emailed bids will not be accepted.
• Deposit bids in the tender box at RAF Head Office, Eco Glades 2 Office Park, 420 Witch-hazel Avenue, Centurion, 0046.
• Clearly mark the tender box with the tender number and description.
• Submit an original hard copy and a soft copy enclosed together.
• Bid validity period: 90 days from the closing date.
• Required returnable documents: SBD 1, SBD 3.1 (or 3.2/3.3), SBD 4, SBD 5, SBD 6.1, CIDB registration (if applicable), specification document, general conditions of contract, Tax TCS Pin, joint venture agreement (if applicable), and proof of Central Supplier Database (CSD) registration.
• Late submissions will not be considered.

• Required documents: SBD 1, SBD 3.1 (or 3.2/3.3), SBD 4, SBD 5, SBD 6.1, CIDB registration (if applicable), specification document, general conditions of contract, Tax TCS Pin, joint venture agreement (if applicable), proof of CSD registration.
• All SBDs must be completed, attached, and signed, noting where not applicable.

Bidder must: be registered on National Treasury's Central Supplier Database (CSD); have a valid Tax Compliance Status PIN from SARS; submit all required SBD forms (1, 3.1, 4, 5, 6.1) fully completed and signed; not be listed on National Treasury's register of Restricted Suppliers/Tender Defaulters; have a business continuity management plan; comply with legislative requirements (proof of CIDB registration if applicable, joint venture agreement if applicable). Foreign suppliers must answer specific questionnaire but may be exempt from some requirements.

Scope: Provide a comprehensive Employee Wellness Programme (EWP) for RAF employees and their immediate families for five years.

Key Service Provider Requirements:

• Minimum five years' experience in EWP/Wellness services.
• National footprint with affiliates (health professionals) in all provinces.
• Services must be available in all 11 official languages.
• Must provide a dedicated Client Relationship Manager.

Core Service Components:

• Employee Assistance Programme: 24/7/365 confidential telephonic counselling (toll-free), face-to-face/virtual counselling (up to 6 sessions per incident per year), management support, trauma debriefing, life management, and personal debt/financial counselling.
• Proactive & Preventative Interventions: Executive wellness programme, health promotion sessions, mental health programmes, change support, capacity building for internal staff, and incapacity/absenteeism management.
• Account Management & Reporting: Dedicated CRM, marketing/awareness campaigns, wellness app/website, and detailed monthly, quarterly, and annual reporting with a 24/7 dashboard.

Mandatory Technical Requirements (Phase 2):

• Minimum six affiliates (Psychologists, Social Workers, or Registered Counsellors) per province (three in Northern Cape), listed in a specified table format.
• All affiliates must be registered with HPCSA or SACSSP at bid closing.
• Minimum 20 clinical call centre staff with full details provided.
• A Key Accounts Manager must be assigned.

• The bidder must demonstrate operational capability during a site visit, including methodology, approach, and processes to execute the scope.
• Site visit participants will have a maximum 5-day notice.
• Key service methodologies include: a multi-channel 24/7 call centre, a network of qualified counsellors, management consultancy, proactive wellness campaigns, and structured reporting.

• Minimum five years' experience providing comprehensive EWP services.
• Must provide reference letters from clients detailing services, contract period, and contact details.
• Experience scoring: 5 years = 60 points, more than 5 years = 70 points (out of 100 functionality points).
• Must have a national footprint with affiliates in all provinces.
• Clinical call centre staff must be qualified and licensed health professionals.

• The bidder must have a business continuity management plan available for RAF inspection during service delivery.
• Bid proposals must be clearly indexed and cross-referenced to a table of contents.
• Evaluation criteria as published will be used strictly; no amendments after bid closing.

• Use SBD 3.1: Pricing Schedule – Firm Prices.
• Only firm prices accepted.
• Include all applicable taxes and delivery costs.
• Closing time: 11:00 on the closing date.

• Pricing must be submitted on SBD 3.1: Pricing Schedule – Firm Prices.
• Only firm prices are accepted. Non-firm prices or prices subject to exchange rate variations will not be considered.
• All applicable taxes (VAT, PAYE, income tax, UIF, skills levies) must be included in the bid price.
• All delivery costs must be included.
• For contracts with imported content exceeding US$10 million, a National Industrial Participation (NIP) obligation applies (30% of imported content). A performance guarantee may be required.

• Mandatory for all bidders:

• Registration on the National Treasury Central Supplier Database (CSD).
• Tax Compliance Status (TCS) PIN from SARS or CSD number.
• For consortia/JVs/sub-contractors, each party must submit separate TCS PIN/CSD number.

• Foreign suppliers must complete a questionnaire; if answer is 'No' to all questions, TCS PIN registration is not required.
• Bidders or directors on the National Treasury register of Restricted Suppliers/Tender Defaulters are automatically disqualified.
• The RAF will verify CSD registration and tax compliance prior to award. Non-compliant bidders get 7 working days to rectify.
• Required SBD forms (1, 3.1/3.2/3.3, 4, 5, 6.1) must be fully completed, signed, and submitted.
• CIDB registration proof is required if applicable.
• Joint venture agreement must be provided if applicable.
• Preference points are claimable under the Preferential Procurement Policy Framework Act.

• Preference points under the 80/20 system: Price (80 points), Specific Goals (20 points).
• Specific goals points: South African citizens who had no franchise pre-1996 (5 points), women-owned (4 points), persons with disabilities-owned (1 point). Minimum 51% ownership required.
• Points must be claimed with supporting documentation in SBD 6.1.

• The EWP must include trauma debriefing and crisis response services for workplace incidents.
• The executive wellness programme includes comprehensive health assessments and a safe, private care facility.
• Mental health programmes include awareness campaigns, screenings, and return-to-work support.
• The service provider must ensure psychological safety in all communications and interventions.

• Contract duration: Five years.
• The successful bidder must sign a written contract form (SBD7).
• For contracts with imported content exceeding US$10 million, a National Industrial Participation (NIP) obligation agreement with the dti is required, including submission of a performance guarantee, business plans, and bi-annual progress reports.
• The NIP obligation is separate from the RAF contract.
• Bidders must declare any conflicts of interest, state employment, or relationships with RAF officials (SBD 4).
• Collusive bidding is prohibited.
• The organ of state may cancel the contract or impose restrictions for fraudulent claims.

• Bidders must be eligible, registered service providers under South African law.
• Must comply with tax obligations and submit TCS PIN or CSD number.
• Persons in the service of the state are not eligible.
• Mandatory technical requirements include minimum affiliate numbers, professional registrations, and staffing levels.
• National Industrial Participation (NIP) applies if imported content thresholds are met.

• The 80/20 preference point system applies.
• Points awarded for price (80) and specific goals (20).
• Price points calculated based on lowest acceptable tender.
• Specific goals points are as defined in SBD 6.1.
• Failure to submit proof for specific goals means no points are claimed.