Employee health and wellness services (ehw) for department of justice, npa and magistrates commission

Prosecuting authority and the

Magistrates commission for a period of

Three (03) years.

Period: three (03) years

Bid response documents must be deposited

In the tender / bid box situated at,

Responses to this RFB must be

Momentum building, 329 pretorius street,

Forwarded to:

(Doj&cd) pretoria central

E-Mail Address: [email protected] ENQUIRIES:

Annexure a1

Request for bid: appointment of a service provider for the employee

Health and wellness services for the department of justice and

Constitutional development, national prosecuting authority and the

Magistrates commission for a period of three (03) years.

RFB number: RFB 01 2026

Date issued: 04 september 2026

CLOSING DATE AND TIME: 30 SEPTEMBER 2026 at 11H00

Bid validity period: 90 days

Tender box address:

Bid response documents must be deposited in the tender / bid box situated

At, momentum building, 329 pretorius street, department of justice and

Constitutional development, pretoria central

Contents

Annex a: introduction .................................................................................................................. 3

1. Purpose and background .................................................................................................................. 3

1.1. Purpose .......................................................................................................................................... 3

1.2. Background .................................................................................................................................. 3

2. Scope of bid ............................................................................................................................................ 6

2.1 Scope of work .............................................................................................................................. 6

2.2 Delivery address for stakeholders ..................................................................................... 10

3. Deliverables ......................................................................................................................................... 11

3.1 Service requirements ............................................................................................................... 11

4. Bid evaluation stages ........................................................................................................................... 12

.......................................................... 13

................................................... 13

............................................................................ 13

........................................... 13

Annex a.2: Technical mandatory requirements ....................................................................... 15

5. Technical mandatory ....................................................................................................................... 15

5.1. Instruction and evaluation criteria ................................................................................... 15

5.2. .................................................................... 15

........................................................................................ 17

Annex a.3: Technical functionality requirements ............................................. 18

....................................................................... 18

6.1. Instruction and evaluation criteria ................................................................................... 18

6.2. Scoring matrix ........................................................................................................................... 19

6.3. Functionality evaluation Matrix ..................................................................................................... 19

Annex a.4: Conditions of contract ............................................................................... 23

7. Special conditions of contract (scc) ........................................................................... 23

8. Declaration of compliance ................................................................................................. 30

Annex a.5: Costing and pricing ......................................................................................... 31

9. Costing and pricing ................................................................................................................... 31

10.1. Costing and pricing evaluation ............................................................................................ 31

10.2. Costing and pricing conditions ............................................................................................. 32

10.3. Bid pricing schedule .................................................................................................................. 33

10.4. Declaration of acceptance ..................................................................................................... 33

Annex a.6: Terms and definitions .................................................................................... 34

10. Abbreviations ........................................................................................................................... 34

11. Definitions ................................................................................................................................... 34

Annex b: bidder substantiating evidence ....................................................................... 35

12. Mandatory requirement evidence .............................................................................. 35

13.1 Bidder certification / affiliation requirements ............................................................... 35

13.2 Bidder declaration ................................................................................................................... 35

13.3 Standard bidding documents (sbd forms) ............................................................................... 36

1. Purpose and background

1.1.1. The Department of Justice and Constitutional Development (DoJ&CD), National Prosecuting

Authority (NPA) and Magistrate Commission (hereinafter referred to as “The Department”)

invite Service providers (hereinafter referred to as “bidders”) to submit bids for the:

Appointment of a service provider for the rendering of Employee Health and Wellness services

for a period of three (3) years.

1.2.1. DoJ&CD has two main constitutional mandates which are as follows: firstly, to provide a

framework for the effective and efficient administration of justice; and secondly, to promote

Constitutional Development through the development and implementation of legislations and

Programme that seek to advance and sustain the Constitution and the rule of law. This is

achieved through the implementation of Programme that deepens and nurture our

constitutional democracy. To achieve its mandate, DoJ&CD provides the following services:

1. State Attorney;

2. State Law Advisor;

3. Court Administration;

4. Corporate Services;

5. Masters;

6. Legislative Development;

7. Family Advocates;

8. Prosecution; and

9. Magistracy.

1.2.2. The National Prosecuting Authority (NPA) derives its mandate from section 179 of the

Constitution, which empowers the prosecuting authority to institute criminal proceedings on

behalf of the state. Legislation requires the NPA to exercise its mandate without fear, favor, or

prejudice. The NPA has six Business Units:

1. National Prosecuting Services (NPS);

2. Investigating Directorate Against Corruption (IDAC);

3. Assets Forfeiture Unit (AFU);

4. Legal Affairs Division (LAD); and

5. Strategy, Operation and Compliance (SOC).

1.2.3. The National Prosecutions Service (NPS) is the core business unit of the National Prosecuting

Authority (NPA). It handles general prosecutions across the ten divisions (Offices of the

Director of Public Prosecutions) in both High and Lower Courts throughout all nine provinces.

The NPS also encompasses specialised units, including the Sexual Offences unit (SOCA),

which oversees the Thuthuzela Care Centres.

1.2.4. The Magistrate Commission is the statutory body established in terms of the Magistrate Act no

as amended which provides the following objectives:

a) To ensure that no influence or victimization of judicial officers in the lower courts takes

place;

b) To endeavor to promote the continuous training of judicial officers in the respective lower

courts and to make recommendations in regard thereto to the Minister;

c) To compile a code of conduct for judicial officers in the lower courts;

d) To advise the Minister and to make recommendations to him or her regarding the

administrative matters applicable to magistrates, including proposals regarding legislation

purporting to regulate the conditions of service and relevant matters regarding magistrates,

separately;

e) To carry out investigations and make recommendations to the Minister regarding the

suspension of magistrates;

f) To advise the Minister or to make recommendations to him or her regarding the

requirements for appointment and the appointment of judicial officers in the respective

lower courts; and

g) To advise the Minister or to make recommendations to him or her or to report to the Minister

for the information of Parliament regarding any matter which is in the opinion of the

Commission is of interest to:

i. The independence of the dispensing of justice;

ii. The efficiency of the administration of justice, in the lower courts.

1.2.5. The current environment within these three entities necessitates a robust Employee Health

and Wellness Programme that acts as a strategic partner in enhancing the overall well-being

of its personnel. This Programme must focus on the wholistic health and wellness support

services to empower legal professionals and administrative/support personnel within DoJ&CD,

NPA and Magistrates Commission.

1.2.6. The total estimated combined workforce for this bid is about 24 891 and is constituted as

follows: -

1. The Department: -17 960

2. Magistrates Commission: -1 600

3. National Prosecuting Authority: - 5 331

1.2.7. Estimated Provincial breakdown of workforce for DoJ, Magistrate commission and NPA.

Province doj&cd magistrate npa

Commission

Free state 1139 110 331

Gauteng 5000 415 1739

Western cape 2035 249 699

Nothern cape 768 52 231

Eastern cape 2237 186 512

Kwa zulu natal 2845 270 783

Mpumalanga 1108 100 312

Limpopo 1601 136 414

Northwest 1227 82 310

Total 17960 1600 5331

2. Scope of bid

2.1.1. The Department have personnel situated in all nine provinces and located in High and Lower

Courts and in some cases within hospital facilities. The services cover a national footprint in

urban and remote rural areas. It is therefore expected that the appointed service provider

should have at least five (5) years’ experience in rendering the Employee Health and Wellness

(EHW) services in either private, public sector or government.

2.1.2. The scope of work shall cover the following services:

1. Remedial/ Reactive Wellness services

a) Telephonic and online counselling services

1. Provide unlimited telephonic or online counselling services conducted by qualified

and experienced Social worker, Clinical Psychologist, Counselling Psychologist,

Psychiatric Nurse, Psychiatrist and Registered Counsellor. The service must be

available through a toll-free number for twenty-four hours (24 hrs) a day over seven

days (7 days) per week, including public holidays for the duration of the contract.

2. Telephonic counselling shall include therapeutic, referral and advisory services on

various social and wellness issues including but not limited to family matters, legal,

wellness and financial aspects.

b) Face to face or virtual counselling

1. Provide face to face or virtual counselling services to all referred employees and

their immediate family members and assist them to cope with various psycho-

social problems. It is expected that the services will be rendered by a national

network of qualified and registered EHW therapist such as Social worker, Clinical

Psychologist, Counselling Psychologist, Psychiatric Nurse, Psychiatrist and

Registered Counsellor with experience in counselling.

2. The face to face or virtual (where required) counselling and critical incidence stress

debriefing to employees must be provided closer to their residence or workplace.

3. Counselling services shall also be accommodative of the workforce with

disabilities, and it shall be provided in all twelve (12) official languages.

4. A maximum of six sessions per individual per identified problem shall be provided

through counselling.

5. The service provider shall offer counselling services at times suitable to individuals

who would prefer to attend counselling after office hours or on weekends.

c) Trauma Management: Post Incident and cumulative trauma

1. The service provider shall, when required, provide hourly stress trauma

management interventions to assist employees and managers exposed to critical

traumatic incidents or cumulative trauma and related conditions.

2. Trauma management sessions shall be conducted by trained, experienced and

qualified professionals.

3. Trauma management sessions shall either be offered to groups or individuals at

the workplace or at their residence when necessary.

d) Full-day stress trauma management retreat sessions

1. The intervention is required to educate, debrief, and promote self-care activities

and help-seeking behaviours among employees exposed to trauma, stress, and

burnout in line of their duties.

2. The service provider shall be required to facilitate full day interactive, stress and

trauma management retreats sessions, encompassing psychoeducation,

debriefing, and self-care activities. The sessions will be arranged for employees

who are frequently exposed to potentially traumatic work environment.

3. The service provider shall ensure that the trauma management retreat sessions

entail a variety of cost-effective evidence-based tools and techniques widely

recommended in dealing with trauma, stress and related conditions.

4. The full-day stress and trauma management retreat sessions shall take place at

suitable venues supplied by The Department, to support the service provider’s

applications of relevant tools and techniques.

e) Rehabilitation

1. Should an assessment of employee during counselling necessitate an admission

to a rehabilitation facility for substance abuse and other related psychosocial or

health issues, the service provider shall be responsible for ensuring a successful

admission into an available rehabilitation centre.

2. The service provider shall ensure that an individual is successfully admitted into

an available rehabilitation centre by undertaking the following actions:

(i). Identify a suitable rehabilitation centre closer to an employee’s residence if

possible;

(ii). Facilitate and secure the date for admission and discharge of an employee

from the rehabilitation centre;

(iii). Pay the necessary fees due to rehabilitation centre;

(iv). Provide the necessary progress report when required and the final report

once the employee has been discharged from the centre;

(v). Provide aftercare services with the remaining counselling sessions (within

the six allocated sessions).

2. Proactive Wellness services

a) The service provider shall when required, provide a one (1) hour interactive

wellness and health promotion talk sessions on a variety of topics, to educate and

create awareness for promotion of healthy lifestyle and effective management of

chronic diseases.

b) Based on the request of The Department the service provider shall also present

interactive workshops on a variety of health and wellness topics for duration of six

(6) working hours.

c) The service provider will be expected to provide manuals, “Power Point”

presentations, hand-outs and other functional aids associated with the workshops.

3. Management Component

a) The service provider must appoint a dedicated key Account Manager or contact

person to coordinate the programme and ensure that the service is always

appropriately implemented, fully integrated into the organization and professionally

managed.

b) The account manager will be expected to provide project implementation;

monitoring and evaluation support through the regular submission of detailed

project management reports, (monthly, quarterly, annual and close -up report). He

or she will also be expected to attend bi-monthly meetings with the Department, or

when the need arises.

4. Professional Resources and Minimum Provincial Coverage Requirements

4.1. The bidder must demonstrate access to suitably qualified and registered professionals

to provide the required Employee Health and Wellness services.

4.2. The successful bidder shall maintain and make available a multidisciplinary professional

service network with enough capacity to provide uninterrupted services across all nine

(9) provinces for the duration of the contract.

ROLE MINIMUM QUALIFICATION MINIMUN Minimum Provincial

EXPERIENCE Coverage

Non-compulsory virtual briefing session: 14 September 2026 at 10h00. Closing date for written questions: 16 September 2026. Answers published on departmental website: 18 September 2026. Closing date and time: 30 September 2026 at 11h00. Bid validity period: 90 days.

Enquiries: [email protected]. Submission address: Tender/Bid Box, Momentum Building, 329 Pretorius Street, Department of Justice and Constitutional Development, Pretoria Central.

Bids must be deposited in the tender box at Momentum Building, 329 Pretorius Street, DoJ&CD, Pretoria Central, before the closing time. Submit one original, one hard copy, and one copy on a memory stick/USB. Technical and financial proposals must be in separate envelopes (Envelope 1: Technical, Envelope 2: Financial); failure to do so leads to automatic disqualification. Returnable forms: SBD 1 (Invitation to Bid), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim under PPR 2022). Also submit CSD registration number (MAAA), SARS PIN, and all required substantiating evidence. No URL references or links accepted as evidence. Bids not delivered to the correct address or received after the closing time will be rejected.

Evaluation proceeds in five stages: Stage 1 Administrative pre-qualification verification; Stage 2 Technical Mandatory Evaluation; Stage 3 Technical Functionality Evaluation; Stage 4 Special Conditions of Contract verification; Stage 5 Price/Specific goals evaluation. Bidders must pass each stage to proceed. Administrative non-compliance may lead to rejection or conditional acceptance with 7 days to submit supplementary information. Functionality evaluation: minimum threshold score of 50%. Weightings: Relevant Experience 30%, Service Delivery Methodology and Implementation Plan 10%, Professional Resources and Capacity 25%, National Service Delivery Capability 25%, Reporting, Monitoring and Quality Assurance 10%. Scoring: 0 = non-responsive, 1 = good response, 2 = excellent response.

Scope: Employee Health and Wellness (EHW) services for DoJ&CD, NPA, and Magistrates Commission, covering approximately 24,891 employees across all nine provinces. Services include: 1) Remedial/Reactive wellness: unlimited 24/7/365 toll-free telephonic and online counselling; face-to-face or virtual counselling (max 6 sessions per individual per problem, in all 12 official languages, accessible to persons with disabilities); trauma management (hourly interventions and full-day retreats); rehabilitation (facilitate admission, pay fees, provide aftercare). 2) Proactive wellness: one-hour wellness talks and six-hour interactive workshops with manuals and handouts. 3) Management: dedicated Account Manager, monthly/quarterly/annual reports, bi-monthly meetings. Professional resources: minimum provincial coverage per category—Case Manager (1 nationally, NQF 7+, HPCSA/SACSSP, 5 yrs), Social Worker (5 per province, NQF 8+, SACSSP, 3 yrs), Clinical Psychologist (5 per province, NQF 9+, HPCSA, 3 yrs), Counselling Psychologist (5 per province, NQF 9+, HPCSA, 3 yrs), Registered Counsellor (5 per province, NQF 8+, SANC, 3 yrs), Psychiatrist (1 nationally, NQF 9+, HPCSA, 3 yrs), Psychiatric Nurse (1 nationally, NQF 8+, HPCSA, 3 yrs).

1. Relevant Experience in Providing Health and Wellness / EHW Services. 30%

2. Service Delivery Methodology and Implementation Plan 10%

3. Professional Resources and Capacity 25%

4. National Service Delivery Capability. 25%

5. Reporting, Monitoring and Quality Assurance 10%

Total 100%

Methodology and and Implementation Plan addressing all six (6) 10

critical incident response; 1 = Good response

4. Wellness promotion and Methodology fully addresses all six (6) required

awareness programmes; elements and demonstrates a clear, practical and

management

• Methodology fully addresses all six (6) required

arrangements. elements and demonstrates a clear, practical

. and compliant approach to service delivery

• Methodology exceeds the requirements by

demonstrating innovative approaches, best-

practice models of service delivery

urban and remote rural areas. It is therefore expected that the appointed service provider

should have at least five (5) years’ experience in rendering the Employee Health and Wellness

(EHW) services in either private, public sector or government.

2.1.2. The scope of work shall cover the following services:

and experienced Social worker, Clinical Psychologist, Counselling Psychologist,

Requirements

Case Manager Relevant applicable qualification Minimum 5 years ‘s 1 Nationally

in either social work, or experience in EHW,

Psychology or related field (NQF counselling, wellness or

7 or higher) and current related field.

registration with HPCSA and/or

Social Worker Relevant applicable qualification Minimum 3 years ‘s 5 per Province

in Social Work at NQF 8 or experience in EHW or

higher and current registration related field.

with SACSSP

Clinical Relevant applicable qualification Minimum 3 years ‘s 5 per Province

Psychologist in Clinical Psychology at NQF 9 experience in EHW or

or higher and current related field.

registration with HPCSA

Counselling Relevant applicable qualification Minimum 3 years ‘s 5 per Province

NQF 9 or higher and current related field.

registration with HPCSA

Registered Relevant applicable qualification Minimum 3 years ‘s 5 per Province

Counsellor as Psychiatric Nurse at NQF 8 or experience in EHW or

higher and current registration related field.

with SANC

Psychiatrist Relevant applicable qualification Minimum 3 years ‘s 1 Nationally

as Psychiatrist at NQF 9 or experience in EHW or

higher and current registration related field.

with HPCSA

Psychiatric Relevant applicable qualification Minimum 3 years ‘s 1 Nationally

Employee Health demonstrating a minimum of five (5) years' experience

and Wellness in providing Employee Health and Wellness

(EHW) Programme (EHW), employee wellness, psychosocial

demonstrate applicable statutory or professional regulatory body

capacity in case governing that specific qualification/profession. and

management. proof of registration with the applicable statutory body,

demonstrating at least five (5) years’ experience in

case management.

Functionality compliance. (Used to evaluate bid)

% Requirements

1. Relevant Experience in The bidder must submit reference letter(s) 30

(EHW) services. Reference letter(s) must not be

Bidder must have at least 5 older than ten (10) years and must comply with the

(five) years’ experience in following minimum requirements:

active provisioning of relevant

Health and Wellness /EHW a) Issued on official client letterhead;

Services. b) Include project name, description, and duration

of services rendered;

c) Include contact details for verification purposes.

similar Health and Wellness / EHW services for a

period of at least five (5) years and fully meets the

requirement, supported by compliant reference

letters.

2 = Excellent response

• Evidence demonstrates a minimum of five (5)

years' extensive experience in delivering Health

and Wellness / Employee Health and Wellness

(EHW) services.

• The bidder demonstrates additional value-

added services beyond the minimum

requirements.

• The bidder demonstrates recognised best

practices in the delivery of Health and Wellness

/ EHW services.

(2) The Department reserves the right to –

(a) Negotiate the conditions, or

(b) Automatically disqualify a bidder for not accepting these conditions.

(c) Formal Contract. The Service provider must enter into a formal written Contract

(Agreement) with the Department.

(d) Right of Award. The Department reserves the right to award the contract for required

goods or services to multiple Service providers.

(e) Right to Audit. The Department reserves the right, before entering into a contract, to

conduct or commission an external service provider to conduct a financial audit or probity

to ascertain whether a qualifying bidder has the financial wherewithal or technical

capability to provide the goods and services as required by this tender.

(3) The appointed service provider must provide qualified professionals as per Scope of

Work paragraph 2.1.

(4) If the cross-functional team member leaves the team, the replacement must

have equivalent experience and a Curriculum Vitae must be provided to the Department.

(5) The Department reserve the right to contact the client references as provided by the

bidder.

(6) All information, documents, programmes and reports must be regarded as confidential

and may not be made available to any unauthorised person or institution without the

written consent of the Accounting Officer.

(7) The Department will become the owners of all

information/data, documents, advice and reports collected and compiled by the

successful Service Provider in the execution of this contract.

(8) This procurement is conducted by the Department of Justice and Constitutional

Development (DoJ&CD) on behalf of the following participating institutions:

a) Department of Justice and Constitutional Development (DoJ&CD);

b) National Prosecuting Authority (NPA); and

c) Magistrates Commission.

(9) The successful bidder shall enter into one (1) contractual agreement with the Department

of Justice and Constitutional Development (DoJ&CD) for the provision of services to the

(36) service provider performance reporting

(a) The service provider will be required to provide reports, including presentations on

status of the project as stipulated in the service level agreement.

(b) All reporting will be aligned to the Department approved templates.

(37) certification, expertise and qualification

(a) The service provider represents that:

1. it has the necessary expertise, skills, qualifications and ability to undertake the work

required in terms of the Scope of Work;

2. it is committed to provide the services;

trend analysis reporting. 2= Excellent response

4. Quality assurance and

• Reporting and quality assurance processes

service monitoring fully address all five (5) required elements of

processes. the Reporting, Monitoring and Quality

Magistrates commission for a period of three (03) years.

RFB number: RFB 01 2026

Date issued: 04 september 2026

CLOSING DATE AND TIME: 30 SEPTEMBER 2026 at 11H00

Bid validity period: 90 days

Annex a: introduction .................................................................................................................. 3

1. Purpose and background .................................................................................................................. 3

1.1. Purpose .......................................................................................................................................... 3

1.2. Background .................................................................................................................................. 3

2. Scope of bid ............................................................................................................................................ 6

2.1 Scope of work .............................................................................................................................. 6

2.2 Delivery address for stakeholders ..................................................................................... 10

3. Deliverables ......................................................................................................................................... 11

3.1 Service requirements ............................................................................................................... 11

4. Bid evaluation stages ........................................................................................................................... 12

.......................................................... 13

................................................... 13

............................................................................ 13

........................................... 13

Annex a.2: Technical mandatory requirements ....................................................................... 15

5. Technical mandatory ....................................................................................................................... 15

5.1. Instruction and evaluation criteria ................................................................................... 15

5.2. .................................................................... 15

........................................................................................ 17

Annex a.3: Technical functionality requirements ............................................. 18

....................................................................... 18

6.1. Instruction and evaluation criteria ................................................................................... 18

6.2. Scoring matrix ........................................................................................................................... 19

6.3. Functionality evaluation Matrix ..................................................................................................... 19

Annex a.4: Conditions of contract ............................................................................... 23

7. Special conditions of contract (scc) ........................................................................... 23

8. Declaration of compliance ................................................................................................. 30

Annex a.5: Costing and pricing ......................................................................................... 31

9. Costing and pricing ................................................................................................................... 31

10.1. Costing and pricing evaluation ............................................................................................ 31

10.2. Costing and pricing conditions ............................................................................................. 32

10.3. Bid pricing schedule .................................................................................................................. 33

10.4. Declaration of acceptance ..................................................................................................... 33

Annex a.6: Terms and definitions .................................................................................... 34

10. Abbreviations ........................................................................................................................... 34

11. Definitions ................................................................................................................................... 34

Annex b: bidder substantiating evidence ....................................................................... 35

12. Mandatory requirement evidence .............................................................................. 35

13.1 Bidder certification / affiliation requirements ............................................................... 35

13.2 Bidder declaration ................................................................................................................... 35

13.3 Standard bidding documents (sbd forms) ............................................................................... 36

1.2.6. The total estimated combined workforce for this bid is about 24 891 and is constituted as

follows: -

1. The Department: -17 960

2. Magistrates Commission: -1 600

3. National Prosecuting Authority: - 5 331

1.2.7. Estimated Provincial breakdown of workforce for DoJ, Magistrate commission and NPA.

NQF 8 or higher and current related field.

registration with HPCSA

2.2.1. The Employee Health and Wellness Programme covers employees of the Department of

Justice and Constitutional Development (DoJ&CD), the National Prosecuting Authority

(NPA), and the Magistrates Commission. The addresses listed below identify the

participating entities and their operational locations for purposes of service delivery,

coordination, communication and contract administration, including engagement with

designated stakeholder contacts.

2.2.2. The listed addresses are not intended to restrict service delivery to those locations. The

appointed service provider shall provide the required services to the participating entities

and their employees in accordance with the scope of work and service delivery

requirements specified in this bid.

3.1.1 To increase productivity, promote healthier lifestyle and encourage employees to be

more responsive and mitigate psycho-social challenges on employees’/Magistrates’

wellbeing through:

a) Telephonic counselling and advisory services provided through a dedicated toll-

free number;

b) Face to face counselling and support services for employees across all

occupational levels and their family members;

c) Hourly stress trauma management interventions to assist employees and managers

exposed to or dealing with critical traumatic incidents or cumulative trauma and related

conditions;

d) Full- Day Stress Trauma Management interventions to educate, debrief, and promote

self-care activities and help-seeking behaviours among employees exposed to trauma,

stress, and burnout in line with their duties;

e) Wellness talks, presentations, dialogues, and conversations to raise awareness and

encourage healthy practices, promote work life balance, and promote the management

of both communicable and non-communicable diseases, including HIV, STI and TB;

f) Wellness workshops to foster and enhance healthy workplace relationships,

management of mental health issues, address the impact of alcohol, drugs and

addictions in the workplace as well as to empower employees and managers on any

identified wellness issues;

g) Prevention of a decline in work performance and reduction in absenteeism

through:

i. Training and empowerment of managers, supervisors and employees on how

to promote a healthy work environment that provides support and assistance

beyond the scope of the external counselling component;

ii. Promotion of work life balance;

iii. Management of health-related programmes such as HIV&AIDS, TB, and other

chronic diseases; and

iv. Provision of trauma counselling and debriefing services to all the employees.

b) A Magistrate refers to a Judicial Officer appointed in terms of section 9 of the Magistrate

Courts Act read in conjunction with section 10 of the Magistrates Commission

Prices must be quoted on a fixed price basis for the duration of the contract. Payment model: Fee for Service and Capitation model. Bidders must complete the Bid Pricing Schedule and Declaration of Acceptance. No bonds or guarantees specified.

CSD registration: must be registered on Central Supplier Database and submit CSD MAAA number. Tax: must be in good standing with SARS and provide SARS PIN. Professional registrations: all proposed professionals must be registered with HPCSA, SACSSP, or SANC as applicable. Minimum 5 years' EHW experience evidenced by reference letters (not older than 10 years, on official letterhead, with project details and contact info). Must demonstrate national face-to-face counselling capability and 24/7/365 toll-free support. Dedicated Case Manager with NQF 7+ and 5 years' case management experience. Returnable forms: SBD 1, SBD 4, SBD 6.1.

5. Confidentiality and

• Reporting and quality assurance processes

information management exceed the requirements through advanced

measures analytics, benchmarking, trend analysis,

continuous improvement mechanisms, and

best-practice quality management systems.

Total 100 %

7. Special conditions of contract (scc)

(1) The successful service provider will be bound by Government Procurement: General

Conditions of Contract (GCC) as well as this Special Conditions of Contract (SCC), which

will form part of the signed contract with the successful service provider. However, The

(10) The National Prosecuting Authority (NPA) and the Magistrates Commission shall utilise

the contract as participating institutions in accordance with the terms and conditions of

the contract.

(11) Each participating institution shall designate a Contract Manager who shall be

responsible for:

a) Coordinating and authorising service requests relating to that institution;

b) Monitoring the service provider's performance against the agreed service levels

and contractual obligations;

c) Verifying and certifying that services have been rendered in accordance with the

contract;

d) Approving invoices for payment in respect of services rendered to that institution;

and

e) Facilitating the processing of payments in accordance with the applicable

financial management and governance requirements.

(12) The Contract Manager designated by the Department of Justice and Constitutional

Development (DoJ&CD) shall be responsible for the overall contract administration,

governance, coordination, and reporting of the contract.

(13) The successful service provider shall be required to provide adequate service in all

provinces.

(14) The successful service provider shall render services in all official languages in order to

meet individuals’ needs.

(15) The services must be accessible to all employees and Magistrates including persons

with disabilities;

(16) Should the agreement be terminated, the service provider shall be entitled to outstanding

payment for services already rendered, subject to the satisfaction of the Department.

(17) The Department will not be responsible for any travelling and accommodation costs on

behalf of the successful service provider.

(18) The Department reserves the right to terminate the contract and seek remedies in

accordance with the regulations as specified in the General Conditions of Contract

should the service provider not confirm or adhere to contractual responsibilities as

specified in the contract. The service provider will still be obliged to submit outstanding

reports.

(19) The copyright of all documents and reports compiled by the service provide will vest in

the Department and may not be reproduced or distributed or made available in any other

way without the written consent of The Department.

(20) The service provider is entitled to general knowledge acquired in the execution of this

agreement and may use it, if it shall not be to the detriment of tithe Department.

(21) Should either party fail to carry out any of its obligations in terms of the agreement, then

the other party shall be entitled to give the defaulting party notice to comply therewith

within a period of 10 days.

(22) Should the other party fail to do so, then the other party may without prejudice to any

other rights it may have, terminate the agreement without further notice.

(23) On termination of the agreement, for whatever reason, all documents, programmes,

reports, any other related organisational data must be handed to The Department. The

service provider relinquishes the right of retention thereof.

(24) A Service Level Agreement between the service provider and the Department will be

drawn up and agreed upon within 60 days after commencement of the project.

(25) The successful service provider must always comply with The Department’s policies and

procedures as well as maintain a high level of confidentiality of information.

(26) The Department will not be held responsible for any costs incurred by the service

provider in the preparation and submission of the bid;

(27) Bidders should refrain from communicating directly with The Department’s officials from

the date of publication as this could be perceived as attempts to unduly influence the bid

adjudication process. Any communication relating to SCM / Technical processes must

be directed ONLY to the [email protected] email address.

(28) The enforcement of a penalty does not exempt the bidder from resolving a problem nor

stops the repetitive levying of the penalty at the stipulated percentage value of a particular

service level. The penalty shall be enforced for subsequent periods of non-performance

until resolved. Only penalties will apply, and no service credits will accrue.

(29) Bidders are requested to submit their price quotes, which require prices to be quoted on

the fixed price basis for the duration of the contract.

(30) The Department reserves the right to verify any information provided, through or

independently from the bidder including the right to contact or conduct site visits to the

referees before and after the award.

(31) The contract will be legally constituted once the Department has notified the successful

bidder of the acceptance of the bid and the bidder has fully complied with all terms and

conditions contained therein;

(32) The Department reserve the right not to award on any of the responses to this bid;

(33) Bids proposals must be submitted in an original hardcopy.

(34) The payment model for the bid is Fee for Service and Capitation model

(35) Definition of term employee/ Magistrate

a) An Employee refers to an Official appointed in terms of Public Service Act and National

Protection of Personal Information Act, 2013 (POPIA).

(40) personnel security clearance

(a) The Service provider personnel who are required to work with Government classified

information or access government restricted areas must be South African Citizens and

at the expense of the service provider be security vetted (pre-employment screening,

criminal record screening and credit screening).

(b) The Service provider must ensure that the security clearances of all personnel involved

in the contract remains valid for the period of the contract.

(c) The Service provider must provide proof of security vetting

(41) confidentiality and non-disclosure conditions

a) The Service provider, including its management and staff, must before commencement

of the Contract sign a non-disclosure agreement regarding Confidential Information.

b) Confidential Information means any information or data, irrespective of the form or

medium in which it may be stored, which is not in the public domain and which

becomes available or accessible to a Party because of this Contract, including

information or data which is prohibited from disclosure by virtue of:

(i) the Promotion of Access to Information Act, 2000 (Act no. );

(ii) being clearly marked "Confidential" and which is provided by one Party to

another Party in terms of this Contract;

(iii) being information or data, which one Party provides to another Party or to

which a Party has access because of services provided in terms of this contract and in

which a Party would have a reasonable expectation of confidentiality;

(iv) being information provided by one Party to another Party in the course of

contractual or other negotiations, which could reasonably be expected to

prejudice the right of the non-disclosing Party;

(v) being information, the disclosure of which could reasonably be expected to

endanger a life or physical security of a person;

(vi) being technical, scientific, commercial, financial and market-related

information, know-how and trade secrets of a Party the disclosure of which would be likely

to cause harm to the commercial or financial interests of a non-disclosing Party;

(vii) being information supplied by a Party in confidence, the disclosure of which

could reasonably be expected either to put the Party at a disadvantage in

contractual or other negotiations or to prejudice the Party in commercial

competition; or

(viii) information the disclosure of which would be likely to prejudice or impair the

safety and security of a building, structure or system, including, but not limited

to, a computer or communication system; a means of transport; or any other

property; or a person; methods, systems, plans or procedures for the

protection of an individual in accordance with a witness protection scheme;

the safety of the public or any part of the public; or the security of property;

information the disclosure of which could reasonably be expected to cause

prejudice to the defence of the Republic; security of the Republic; or

international relations of the Republic; or plans, designs, drawings, functional

and technical requirements and specifications of a party, but must not include

information which has been made automatically available, in terms of the

Promotion of Access to Information Act, 2000; and information which a party

has a statutory or common law duty to disclose or in respect of which there is

no reasonable expectation of privacy or confidentiality;

c) Notwithstanding the provisions of this contract, no party is entitled to disclose

confidential information, except where required to do so in terms of a law, without the

prior written consent of any other party having an interest in the disclosure;

d) Where a party discloses confidential information which materially damages or could

materially damage another party, the disclosing party must submit all facts related to

the disclosure in writing to the other party, who must submit information related to

such actual or potential material damage to be resolved as a dispute;

e) Parties may not, except to the extent that a party is legally required to make a public

statement, make any public statement or issue a press release which could affect another

release to the other Party and obtaining the other Party's prior written approval for such

public statement or press release, which consent must not unreasonably be withheld.

(42) intellectual property rights

(a) The Department retains all Intellectual Property Rights in and to The Department's

exclusive license, for the continued duration of this contract, to perform any lawful act

including the right to use, copy, maintain, modify, enhance and create derivative works

of the Department's Intellectual Property for the sole purpose of providing the Products

or Services to the Department pursuant to this contract; provided that the service

provider must not be permitted to use the Department's Intellectual Property for the

benefit of any entities other than the Department without the written consent of the

discretion. Except as otherwise requested or approved by the Department, which

approval is in the Department’s sole and absolute discretion, the service provider must

cease all use of the Department's Intellectual Property, at of the earliest of:

(i) termination or expiration date of this Contract;

(ii) the date of completion of the Services; and

(iii) the date of rendering of the last of the Deliverables.

(b) If so, required by the Department, the service provider must certify in writing to the

possession or under its control.

(c) The Department, always, owns all Intellectual Property Rights in and to all Bespoke

(d) Save for the license granted in terms of this contract, the service provider retains all

Intellectual Property Rights in and to the service provider’s pre-existing Intellectual

Special Conditions of Contract: The successful service provider will be bound by GCC and SCC. The Department reserves rights to negotiate conditions, disqualify bidders, award to multiple providers, and conduct audits. The provider must provide qualified professionals as per scope. Replacement of team members must have equivalent experience. All information is confidential. The Department owns all information/data. The contract is with DoJ&CD on behalf of NPA and Magistrates Commission. Each institution designates a Contract Manager. Services must be provided in all provinces and official languages, accessible to persons with disabilities. Termination provisions, copyright vesting in Department, penalty clauses, fixed pricing, and payment model (Fee for Service and Capitation) are specified.

Technical Mandatory Requirements: Bidders must comply with all requirements by providing substantiating evidence. Requirements include: Two Envelope System (separate technical and financial proposals), current registration with recognised professional statutory bodies (HPCSA, SACSSP, SANC), minimum five years' EHW experience with reference letters, capability to provide face-to-face counselling nationally, capability to provide 24/7/365 counselling through toll-free channel, and dedicated Case Manager with CV and qualifications.

4. Bid evaluation stages ........................................................................................................................... 12

5.1. Instruction and evaluation criteria ................................................................................... 15

Annex a.3: Technical functionality requirements ............................................. 18

6.1. Instruction and evaluation criteria ................................................................................... 18

6.3. Functionality evaluation Matrix ..................................................................................................... 19

10.1. Costing and pricing evaluation ............................................................................................ 31

ld. To be eligible to proceed to the next stage of the evaluation the bid must

achieve a minimum threshold score of 50 %.

No. Functionality evaluation requirements Weighting

5. Reporting, Monitoring and Quality Assurance 10%

Score Meaning Explanation

Functionality compliance. (Used to evaluate bid)

valuation process consists of several stages that are applicable according

ii. The bidder must qualify for each stage to be eligible to proceed to the next stage

of the evaluation.

Stage Description Applicable for this

Stage1 Administrative pre-qualification verification YES

Stage 2 Technical Mandatory Evaluation Requirements YES

Stage 3 Technical Functionality Evaluation Requirements YES

Stage 4 Special Conditions of Contract verification YES

Stage 5 Price / Specific goals evaluation YES

be accepted for evaluation.

(b) Accept the bid for evaluation, on condition that the Bidder must submit within 7

4. Bid evaluation stages

i. The bid evaluation process consists of several stages that are applicable according