Medical surveillance services for PRASA east london and gqeberha (36-month contract)

Closing date: 30 October 2026

Closing time: 12:00 PM

Compulsory briefing session: 28 October 2026 at 10:00 (1 hour) at East London station; late arrivals not accommodated, information not repeated.

Bid validity period: 60 working days from closing date (extendable on same terms).

Compulsory RFQ briefing session: 28 October 2026 at 10:00 (1 hour) at East London station. Information will not be repeated for late arrivals. Attendance Certificate of Compulsory Briefing (Section 10) or proof of attendance (signing attendance register) is a mandatory Stage 1A requirement.

Enquiries contact: Nomkhitha Nguqu

Role: SCM contact

Email: [email protected]

Telephone: 043 700 2169

Submission address: 8 Station Street, PRASA Regional Office, East London (bid box, face brick building, sign submission register)

Service delivery locations: East London and Gqeberha, Eastern Cape

Complaints email: [email protected] (must include bid description, reference number, closing date, supplier name, contact details, detailed complaint)

Submission method: Physical delivery to bid box at 8 Station Street, PRASA Regional Office, East London (face brick building). Electronic submissions not accepted. Bidders must sign submission register at SCM offices.

Two-envelope system: Volume 1 (Envelope 1) containing Part A (Mandatory Compliance Response and Specific Goals Response) and Part B (Technical/Functional Response); Volume 2 (Envelope 2) containing Part C (Financial Proposal).

Pricing must strictly follow Price Schedule/Bill of Quantities (Section 9) and Pricing and Delivery Schedule (Section 4); deviation results in non-responsive bid.

Mandatory returnable documents (Stage 1A – disqualification if missing): Price Schedule/BOQ and Pricing Schedule as Volume 2; signed submission register; certified copy of HPCSA-recognised qualification for Occupational Medical Doctor; valid HPCSA registration certificate with practice number; certified copy of SANC registration for Occupational Health Nurse; Attendance Certificate of Compulsory Briefing or proof of attendance.

Other mandatory documents (Stage 1B – due within 7 days if award made): Company registration documents; directors’ ID copies; valid Tax Clearance Certificate and SARS PIN; completed RFQ documentation including all declarations; CSD supplier registration number; proof of bank account; JV/consortium agreement if applicable; valid Letter of Good Standing (COID).

Scoring documents (Stage 1C – zero score if missing): Certified ID copies of owners; audited annual financials/B-BBEE certificate/affidavit; CIPC documents/B-BBEE certificate/affidavit; certified ID copies of owners and doctor’s note confirming disability.

Standard forms required: SBD1 (Invitation to Bid, signed as offer cover page); SBD4 (Declaration of Interest, discloses state employment and relationships); SBD6.1 (Preference Points Claim for specific goals under 80/20 system).

Disqualification risks: Late submission; missing mandatory Stage 1A documents; unsigned submission register; pricing not in prescribed format; incomplete bids.

Three-stage evaluation:

Stage 1: Compliance (administrative responsiveness) – Stage 1A mandatory requirements (disqualification if missing), Stage 1B other mandatory requirements (due within 7 days of request), Stage 1C documents for scoring (zero score if missing).

Stage 2: Technical/Functionality – minimum threshold 60% (100 points total):

• Key Personnel: Nominated Occupational Medical Doctor (25 points) – scored on years of relevant experience: 1 point (≤1 year), 2 points (1-2 years), 3 points (2-3 years), 4 points (3-4 years), 5 points (>4 years); requires CV with ≥5 years experience in occupational medicine/medical surveillance, contactable references on client letterhead with stamp and signature.
• Key Personnel: Nominated Occupational Health Nurse (25 points) – same experience scoring; requires certified Diploma/Degree in General Nursing, CV with ≥5 years relevant nursing experience, contactable references.
• Financial Capacity (50 points) – Operating Cash Flow Ratio (Cash Flows from Operations / Current Liabilities): 5 points (≥1), 4 points (0.5-0.99), 3 points (0.25-0.49), 2 points (0.1-0.24), 1 point (<0.1), 0 points (no submission); requires recent 2 years’ financial statements prepared by registered professional.

Stage 3: Price and Specific Goals (80/20 preference point system):

• Price: 80 points via formula Ps = 80(1 - (Pt-Pmin)/Pmin).
• Specific Goals: 20 points total for: 51% Black Women Owned (4 pts, certified ID copies), 51% Black Youth Owned (4 pts, certified ID copies), EME 51% Black Owned (4 pts, audited financials/B-BBEE certificate/affidavit), 51% Black Owned (4 pts, CIPC documents/B-BBEE certificate/affidavit), Owned by Black People with Disability (4 pts, certified ID copies and doctor’s note).

Bidders scoring below 60% in Stage 2 not considered for Stage 3.

PRASA may negotiate market-related price with highest, then second, then third ranked bidder; RFQ cancelled if no agreement.

Scope: Provision of medical surveillance services as required by Occupational Health and Safety Act No 85 of 1993 and Mines Health and Safety Act No 29 of 1996.

Locations: East London and Gqeberha, Eastern Cape.

Contract period: 36 months.

Key personnel required:

• Nominated Occupational Medical Doctor: Must hold qualification recognised by HPCSA; valid HPCSA registration certificate with practice number; detailed CV demonstrating at least 5 years relevant experience in occupational medicine and medical surveillance; contactable reference letters on client letterhead, signed by authorised representative, with company stamp.
• Nominated Occupational Health Nurse: Must hold certified copy of Diploma or Degree in General Nursing; valid SANC registration certificate; detailed CV with minimum 5 years relevant professional nursing experience including employment history and dates; contactable reference letters on client letterhead, signed by authorised representative, with company stamp.

Both key personnel CVs, qualifications, registrations, and reference letters must be submitted.

Reference letters must be on client’s official letterhead, signed by authorised representative, bear official company stamp.

Nominated Occupational Medical Doctor: Minimum 5 years relevant experience in occupational medicine and medical surveillance; HPCSA registration; certified qualification; CV; contactable reference letters on client letterhead with stamp and signature.

Nominated Occupational Health Nurse: Minimum 5 years relevant professional nursing experience; SANC registration; certified Diploma/Degree in General Nursing; CV with employment history and dates; contactable reference letters on client letterhead with stamp and signature.

Experience scoring: 1 point (≤1 year), 2 points (1-2 years), 3 points (2-3 years), 4 points (3-4 years), 5 points (>4 years) for each key personnel category.

Pricing Schedule (Section 9) and Bill of Quantities must be completed strictly; deviation results in non-responsive bid.

Prices in ZAR, inclusive of all taxes, firm basis clearly indicated.

Cost breakdown required.

Price escalation basis and formula must be indicated.

Discounted prices considered only on unconditional basis at final evaluation.

Financial Proposal submitted separately in Volume 2 (Envelope 2).

Pricing currency: South African Rand (ZAR), inclusive of all applicable taxes.

Price basis: Firm price, basis must be clearly indicated.

Pricing format: Must complete Pricing Schedule (Section 9) and Bill of Quantities strictly; deviation results in non-responsive bid.

Cost breakdown: Must be indicated.

Price escalation: Basis and formula must be indicated.

Discounted prices: Only considered on unconditional basis at final evaluation stage.

Payment terms: PRASA pays within 30 days of receipt of correct tax invoice.

Financial capacity assessment: Operating Cash Flow Ratio (Cash Flows from Operations / Current Liabilities) evaluated in Stage 2 (50 points); requires recent 2 years’ financial statements prepared by registered professional.

No bid security, performance bonds, guarantees, or retention mentioned.

Market-related price negotiation: PRASA may negotiate with highest, second, then third ranked bidder if price not market-related; RFQ cancelled if no agreement.

Central Supplier Database (CSD): Mandatory registration (https://secure.csd.gov.za/); foreign suppliers with no local registered entity exempt.

Tax compliance: Valid Tax Clearance Certificate (valid on closing date) and SARS-issued PIN/TCS PIN; each JV/consortium party must submit separate TCS certificate/PIN/CSD number.

B-BBEE / Specific Goals (80/20 system, 20 points total): Evidence required for each claim:

• 51% Black Women Owned: Certified copies of ID documents of owners (4 points)
• 51% Black Youth Owned: Certified copies of ID documents of owners (4 points)
• EME 51% Black Owned: Audited annual financials / B-BBEE certificate / affidavit (4 points)
• 51% Black Owned: CIPC documents / B-BBEE certificate / affidavit (4 points)
• Owned by Black People with Disability: Certified copies of ID documents of owners and doctor’s note confirming disability (4 points)

Professional registrations:

• Occupational Medical Doctor: HPCSA registration (certified copy of qualification and valid registration certificate with practice number)
• Occupational Health Nurse: SANC registration (certified copy of registration certificate)

Company documents: Company registration documents; certified copies of directors’ ID documents.

Letter of Good Standing (COID): Valid original or certified copy.

Proof of bank account: Cancelled cheque or bank letter.

Joint Venture/Consortium: Agreement or written intention signed by all parties (if applicable).

Declarations: Complete all RFQ documentation including SBD4 (Declaration of Interest, PEP/PIP disclosure) and SBD6.1 (Preference Points Claim).

Prohibited: Bids from persons in service of the state, companies with directors in state service, close corporations with members in state service.

Administrative responsiveness: Completeness of response, all returnable documents, certificates, warranties, formalities; incomplete bids disqualified.

Services must comply with Occupational Health and Safety Act No 85 of 1993 and Mines Health and Safety Act No 29 of 1996. Medical surveillance to be provided in accordance with these Acts for East London and Gqeberha operations.

PRASA General Conditions of Purchase apply. Contract governed by South African law, non-exclusive jurisdiction of South African courts.

Price and payment: Payment within 30 days of receipt of correct tax invoice. Price may include adjustment per formula in contract.

Delivery: Items/services delivered on or before stated date; late delivery subject to penalty. Supplier must mark consignments, provide packing note, advice note, and detailed priced invoice.

Warranty: Items free from defects for one year from acceptance (unless otherwise stated).

Indemnity: Supplier indemnifies PRASA against claims arising from negligence, infringement of intellectual/legal rights, breach of statutory duty, defective design/materials/workmanship.

Subcontracting: Requires PRASA prior approval; successful bidder remains liable for performance.

Validity: 60 working days from closing date, extendable on same terms.

PRASA rights: Modify RFQ and request re-bid; reject non-conforming quotations; reject late submissions; cancel contract if information proves incorrect; appoint next ranked bidder if preferred bidder fails to sign/commence within reasonable period (e.g., 14 days), fails to provide security/bonds/guarantees, fails condition precedent, or contract negotiations fail.

Bidders must ensure tax compliance and submit SARS PIN or TCS certificate. No bids from persons in service of the state or companies with state-employed directors. Mandatory CSD registration (foreign suppliers with no local entity exempt). Complete all RFQ documentation including all declarations. Administrative responsiveness requires completeness of response and compliance with all returnable document requirements. Incomplete bids disqualified.

Evaluation methodology: Stage 1 Compliance (1A Mandatory Requirements, 1B Other Mandatory Requirements, 1C Documents used for scoring); Stage 2 Technical/Functionality with threshold of 60%; Stage 3 Price (80 points) and Specific Goals (20 points). Technical evaluation criteria: Key Personnel - Nominated Occupational Medical Doctor (25 points), Nominated Occupational Health Nurse (25 points); Financial Capacity (50 points). Scoring for key personnel based on years of experience: 1 point up to 1 year, 2 points 1-2 years, 3 points 2-3 years, 4 points 3-4 years, 5 points more than 4 years. Financial capacity scored on operating cash flow ratio: 5 points X≥1, 4 points 0.5≤X<1, 3 points 0.25≤X<0.5, 2 points 0.1≤X<0.25, 1 point X<0.1, 0 points no submission.