Employee assistance programme (eap) for psira staff — 60-Month service contract

Bid issue date: 21 October 2026.

Compulsory virtual briefing: 30 October 2026 at 10:00.

Briefing platform: Microsoft Teams.

Briefing link: https://teams.microsoft.com/meet/3100830641486151?p=q2TcN1uecRGihsUeZh

Attendance: compulsory; an attendance record is a required returnable.

Closing: 19 November 2026 at 11:00.

Bid validity: 120 days from the closing date.

Bidding enquiries

• Contact: Ms Nomathemba Mendu
• Role: Bidding contact person
• Email: [email protected]
• Telephone: 012 003 0524/0519

Technical enquiries

• Contact: Mr Kutlwano Mokoro
• Role: Technical contact person
• Email: [email protected]
• Telephone: 012 003 0524/0519

Submission address

PSiRA Head Office Tender Box

420 Witch Hazel Avenue

Eco Glades, Block B2, Eco Park

Centurion, Pretoria

Service and delivery address

PSiRA Head Office

420 Witch-Hazel Avenue

Block B – Eco Glades 2 Office Park

Highveld Ext 70

Centurion

Submission method and packaging

• Method: Deposit a physical bid in the PSiRA Head Office tender box.
• Packaging: Seal the bid and mark it clearly with PSiRA/2026/27/RFB/05.
• Deadline: 19 November 2026 at 11:00. Submissions arriving after this time will be excluded from consideration.
• Document integrity: Use the issued forms without retyping them. Complete all applicable fields and sign and date the forms as required.

Submission address

PSiRA Head Office Tender Box

420 Witch Hazel Avenue

Eco Glades, Block B2, Eco Park

Centurion, Pretoria

Mandatory forms and supporting documents

• SBD 1 (Invitation to Bid): provides the bidder and contact particulars and serves as the signed offer cover.
• SBD 3.1 (Pricing Schedule): records the firm total price, responsible personnel and rates, project phases, man-days and commencement period.
• SBD 4 (Declaration of Interest): discloses state employment, connected interests and related CSD-registered entities and confirms independent pricing.
• SBD 6.1 (Preference Claim Form): claims points for the stated specific goals under the 2022 preferential procurement regulations.
• General Conditions of Contract: initial every page and sign the final page.
• Terms of Reference: initial every page and sign the final page.
• Compulsory-briefing attendance: provide evidence of attendance at the 30 October 2026 virtual session.
• SARS tax evidence: provide a tax compliance status PIN. A printed TCS certificate may be included. If no PIN is available, provide the CSD number of a registered bidder.
• B-BBEE evidence: provide a level verification certificate or, for an EME or QSE, a sworn affidavit to claim preference points.
• Proof of authority: provide a company resolution or equivalent confirmation that the signatory may bind the bidder.

Non-compliance and disqualification risks

• Missing, incomplete or unsigned mandatory documents, including compulsory-briefing attendance.
• Late delivery.
• Failure to provide or comply with the tax-compliance particulars.
• A bid from a person in the service of the state, a company whose directors are in the service of the state, or a close corporation whose members are in the service of the state.
• Listing on the Register for Tender Defaulters or the List of Restricted Suppliers.
• False SBD 4 disclosures or failure to disclose active CSD-linked companies associated with directors.

Preference-point system

• Applicable system: 80/20.
• Total points: 100.
• Price: 80 points, calculated under the 2022 regulations against the lowest acceptable tender.
• Specific goals: 20 points.

Specific-goal allocation

• Enterprise type (EME): 5 points.
• 100% black ownership: 5 points.
• More than 75% women ownership: 5 points.
• People with disabilities: 5 points.

Evaluation and verification

• Price and the four specific goals are the scored components; no separate functionality score is described.
• Specific-goal claims without the required supporting evidence will receive no points.
• PSiRA may request substantiation before adjudication or at any later stage.
• Fraudulent or unfulfilled preference claims may result in disqualification, recovery of costs or damages, contract cancellation, restriction from obtaining state business for up to 10 years and possible criminal referral.

Scope

• PSiRA requires service-provider capacity to deliver an Employee Assistance Programme to its staff.
• Contract period: 60 months.
• Named delivery point: PSiRA Head Office in Centurion.

Bidder's technical response

• State the proposed delivery period, whether the offer complies with the specification and every deviation from it on SBD 3.1.
• Comply with the signed Terms of Reference, which govern the applicable EAP service requirements.

Form and basis

• SBD 3.1 must be used for the firm-price offer.
• State the price in South African rand with all applicable taxes included.
• Non-firm and exchange-rate-adjustable prices will not be considered.
• Use a separate schedule for each delivery point where prices differ.

Required entries

• Bidder, total price, city, country of origin, delivery period and specification compliance.
• All deviations from the specification.
• Personnel and rates, project phases, cost per phase, man-days, estimated completion man-days and commencement after award.
• Whether the offer is fixed and any details relevant to pricing for less than the full period.

Validity

• The offer remains open for 120 days from the closing date.

Pricing basis

• Pricing format: SBD 3.1 firm-price schedule in South African rand.
• Only firm prices are acceptable. Non-firm pricing, including prices subject to exchange-rate changes, will not be considered.
• Include all applicable taxes in the bid price, namely VAT, PAYE, income tax, unemployment insurance fund contributions and skills development levies.
• Submit a separate pricing schedule for each delivery point where the price differs.

Pricing schedule entries

• Total bid price and company name.
• Personnel who will be involved and their applicable rates.
• Project phases, cost per phase and man-days to be spent.
• Period required for commencement after acceptance of the bid.
• Estimated man-days for completion.
• Whether the offer is fixed and, where relevant, details of any proposed departure from full-period pricing.
• Period required for delivery, specification compliance and all deviations.

Offer and contract

• Offer validity: 120 days from the closing date.
• The selected bidder must complete and sign SBD 7.

Tax and registration

• Bidders must be tax compliant and provide their SARS tax compliance status PIN so that PSiRA can verify the tax status.
• A printed TCS certificate may accompany the bid.
• A registered bidder without a TCS PIN must provide its CSD number.
• Each member of a consortium, joint venture or subcontracting arrangement must provide its own TCS certificate, PIN or CSD number.

B-bbee

• Preference claims require a B-BBEE level verification certificate or an acceptable sworn affidavit for EMEs and QSEs.
• Missing B-BBEE evidence results in no preference points rather than automatic rejection.

Bidder status and disclosure

• Persons in the service of the state, companies with directors in the service of the state and close corporations with members in the service of the state are excluded.
• Bidders listed as tender defaulters or restricted suppliers are automatically disqualified.
• SBD 4 must disclose all active CSD-registered companies linked to directors; non-disclosure or a false declaration disqualifies the bid.
• SBD 6.1 must state the company or firm name, company registration number and legal entity type.
• Proof of the signatory's authority must accompany the bid.

Foreign suppliers

• Complete the SBD 1 foreign-supplier questionnaire and provide proof where the bidder has a foreign-based representative in South Africa.
• A TCS PIN is not required where the foreign entity has none of the stated RSA residency, branch, permanent-establishment, income or tax-liability connections.

Duration and delivery

• Contract period: 60 months.
• Delivery location: PSiRA Head Office.

Commercial and legal requirements

• Pricing must be firm, and the offer must state the delivery period and any deviations.
• The bid is subject to the General Conditions of Contract and any applicable special conditions.
• SBD 6.1 must state the bidder's company registration number and legal form.
• The selected bidder must complete and sign SBD 7.

Preference claims

• PSiRA may demand substantiation at any stage. Fraud may result in disqualification, damages, cancellation, restriction from state business for up to 10 years and possible criminal referral.

Additional preference verification

• 80/20 allocation: price 80 points and specific goals 20 points, for 100 points in total.
• Specific goals: EME status 5 points; 100% black ownership 5 points; more than 75% women ownership 5 points; people with disabilities 5 points.
• Unsupported goal claims earn no preference points, and PSiRA may require evidence before or after adjudication.
• Fraudulent claims may lead to disqualification, damages, contract cancellation, state-business restrictions of up to 10 years and possible prosecution.