Professional service provider for occupational health medical tests services on an as and when required basis for a period of 36 months

Closing date: 07 September 2026 at 12h00.

Documents available from 12h00 on 12 August 2026 on the e-Tender Portal and Overberg Water website.

No briefing session or site visit is stated.

All enquiries must be in writing and directed only to:

• Ms. Sarah Mathunyane (HRM / technical queries): 021 851 2155, [email protected].
• Mr. Ayabulela Booi (SCM): 021 851 2155, [email protected].

Submission address: Overberg Water Board's Corporate Office, Trident Park 3, Ground Floor, 1 Niblick Way, Somerset West, Cape Town.

Submission channel: one original completed bid in a sealed envelope, delivered to the reception desk of Overberg Water Board's Corporate Office, Trident Park 3, Ground Floor, 1 Niblick Way, Somerset West, Cape Town. Envelope must be clearly marked with the bid number and description. Deliverers must register the submission in the Lodging Sheet at reception, noting name, number of copies, time and date.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): signed cover page with bidder details; date must fall within the advert period.
• SBD 3.2 (Pricing Schedule): all items priced, totals correctly calculated; total inclusive of VAT is the bid price.
• SBD 4 (Declaration of Interest): discloses employment by the state and interests in other companies; must match CSD records.
• SBD 6.1 (Preference Points Claim): claims specific goals points.
• B-BBEE certificate or sworn affidavit (for EMEs).
• CSD registration report.
• Certificate of authority for signature (one of three forms, as applicable).
• ID copy of the authorised signatory.
• CIPC certificate.

Disqualification risks:

• Late submissions, regardless of reason.
• Telegraphic, telexed, faxed or e-mailed submissions.
• Any mandatory or returnable form omitted, incomplete or unsigned.
• Contacting Overberg Water personnel about the bid outside the named contact persons.
• Misrepresentation of capability or empowerment credentials.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers.

Returnable schedules include: SBD1 (Invitation to Bid), Pricing Schedule (SBD 3.2), Declaration of Interest (SBD 4), Preference Points Claim Form (SBD 6.1), BBBEE Certificate or sworn affidavit, CSD Report, Certificate of Authority for Signature, Copy of Identity Document of authorized individual, and Copy of Company's CIPC Certificate. All schedules must be completed and returned.

Evaluation phases: Administrative Requirements, Mandatory Requirements, Functionality Compliance, and Price and Preference.

Functionality (Phase 3): maximum 100 points, minimum threshold 70 out of 100 to advance. Scoring per criterion uses a 1–5 scale (1 = poor, 2 = average, 3 = good, 4 = very good, 5 = excellent). Criteria and weights:

• Capability (20 points): bidder experience in medical services for a water board, public entity, corporate or government department. 5+ years scores 5; 1 year or less scores 1.
• Substantial evidence (25 points): reference letters, at least one from a water board, public entity, corporate or government client. 4+ letters scores 5; fewer scores lower.
• Company profile (10 points): detailed profile showing experience in medical services for similar entities. 4+ years scores 5; non-submission scores 1.
• Medical practitioner (85 points): HPCSA registration, valid MBChB qualification, and experience in occupational health medical tests. 5–6 years scores 2; >10 years scores 5. CV and proof of qualification and membership must be included.
• Occupational health nurse: qualifications recognised by the South African Medical and Dental Council or South African Nursing Council, professional membership, and experience in health assessments, workplace injury care, hazard monitoring and return-to-work programmes. 1 year scores 2; >6 years scores 5.

Price and Preference: 80/20 system under the Preferential Procurement Regulations 2022. Price scores up to 80 points (lowest acceptable bid gets 80). Specific goals score up to 20 points: women 5, people with disability 5, youth (35 and below) 5, enterprise located in Western Cape 2, B-BBEE level 1 or 2 EME/QSE 3.

Scope: provision of occupational health medical tests on an as-and-when-required basis for 36 months for approximately 77 employees of Overberg Water.

Examinations must align with employees' Occupational Risk Exposure Profile and the nature of work at Overberg Water (water care).

Test sites (practitioner must travel to all):

• Caledon offices, no. 5 New Cross Street (23 individuals).
• A rural site near Swellendam.
• GPS coordinates provided: Rûensveld East WTW S34°04'35.8" E020°14'44.3"; Ruensveld West WTW -34.09498342252505, 19.31453151063868; Caledon Offices -34°14'1.24"S, 19°25'50.07"E.

Required tests per individual:

• Baseline/pre-placement, periodic, transfer and exit medical examination.
• Working at heights medical examination.
• Construction work medical examination.
• Hazardous biological exposure medical examination.
• Hazardous chemical substances exposure medical examination.
• Eye tests.
• Lung function tests.
• Baseline, periodic and exit audiograms.
• Medical evaluations for incapacity investigation.
• Chest X-ray.
• Detailed report of recommendations based on medical evaluation, where needed.

In-hospital examinations (e.g. X-rays) must be arranged and paid for by the appointed practitioner with Caledon and Swellendam Hospitals before on-site examinations. Off-site tests such as eye tests may be arranged similarly if equipment cannot be brought on site.

Signed copies of examinations/assessments (detailed reports) must be supplied to the Corporate Services Manager, Ms. Sarah Mathunyane.

Clinical history or previous treatment documentation must be requested well in advance of examinations.

No advance payments will be made.

Bidder experience: must demonstrate experience in rendering medical services for a water board, public entity, corporate company or government department. Scoring: 5+ years scores 5; 1 year or less scores 1.

Reference letters: at least one must relate to medical services for a water board, public entity, corporate or government client. 4+ letters scores 5; fewer scores lower.

Company profile: detailed profile showing background in medical services for similar entities. 4+ years scores 5; non-submission scores 1.

Medical practitioner: HPCSA registration, valid MBChB qualification, and minimum 5 years' experience in overseeing medical projects in the water sector, government or private sector providing occupational health tests. 5–6 years scores 2; >10 years scores 5. CV, qualification and professional membership must be submitted.

Occupational health nurse: qualifications recognised by the South African Medical and Dental Council or South African Nursing Council, valid professional membership, and experience in health assessments, workplace injury care, hazard monitoring, and return-to-work programmes. 1 year scores 2; >6 years scores 5.

Pricing must be quoted on SBD 3.2 for each listed service item, with rates per individual medical examination. Items include baseline/pre-placement, periodic, transfer and exit examinations, working at heights, construction work, hazardous biological and chemical exposure, eye tests, lung function, baseline/periodic/exit audiograms, incapacity investigations, chest X-rays, detailed reports, travelling charges (per km) and accommodation. All prices exclusive of VAT, with VAT shown separately. Travel and accommodation costs must be included. Price escalation: CPI + ____ % for years 2 and 3. Validity: 120 days.

Pricing format: per individual medical examination, quoted on SBD 3.2 (Pricing Schedule). All items must be quoted; failure to quote on any item renders the bid non-responsive.

Prices must be exclusive of VAT, with VAT shown separately. Travel and accommodation costs must be included where applicable.

Price escalation: CPI + ____ % for years 2 and 3 (percentage to be completed by bidder).

Validity: bid prices must remain valid for 120 days from the closing date. (Note: the terms section also states 90 days; the pricing schedule and instructions state 120 days.)

No advance payments will be made by Overberg Water.

Mandatory requirements (failure to meet any results in disqualification):

• Service conducted by a registered medical practitioner under the Occupational Health and Safety Act, with valid HPCSA registration and proof of registration.
• Valid MBChB qualification.
• Detailed company profile.
• Pricing schedule (SBD 3.1/3.2) quoting on all items.
• Valid COIDA certificate.
• Proof of occupational health qualifications recognised by the South African Medical and Dental Council or South African Nursing Council, plus valid professional membership.

Other compliance:

• CSD registration and tax compliance PIN or CSD printout.
• Valid B-BBEE certificate from a SANAS-accredited verification agency, or sworn affidavit for EMEs.
• CIPC certificate.
• Certificate of authority for signature and ID copy of authorised signatory.
• Compliance with Regulation 13(c) of the Public Service Regulations 2016 (no public service employee conducting business with the state).
• Bidders must not be on the Register for Tender Defaulters or List of Restricted Suppliers.
• Misrepresentation of information leads to disqualification; Overberg Water may conduct due diligence at any time.

B-BBEE points: valid B-BBEE verification certificate from a SANAS-accredited agency required for empowerment points. EMEs may submit a sworn affidavit from a Commissioner of Oaths confirming turnover and black shareholding.

Specific goals (20 points total): women 5, people with disability 5, youth (35 and below) 5, enterprise located in Western Cape 2, B-BBEE level 1 or 2 EME/QSE 3.

Medical examinations must comply with health and safety regulations pertaining to Water Care. The purpose includes early detection of diseases, ensuring safe performance of duties, and compliance with statutory requirements. Required tests cover working at heights, construction work, hazardous biological and chemical substance exposure, eye tests, lung function, audiograms and chest X-rays. The occupational health practitioner is responsible for assessing medical fitness based on a complete examination, knowledge of occupational health risks, and legislative requirements.

Contract duration: 36 months, commencing once evaluation is concluded.

General conditions:

• All submissions become the property of Overberg Water and will not be returned.
• Submission does not commit Overberg Water to proceed with any respondent or project.
• No costs incurred in preparing submissions will be reimbursed.
• Overberg Water is not liable for claims, damage or accidents to people, property or vehicles arising from the contract.
• Overberg Water reserves the right not to accept any submission.
• Bidders must comply with Regulation 13(c) of the Public Service Regulations 2016.
• Tender prices must remain valid for 90 days from closing date (per terms section).

Supplier due diligence: Overberg Water may conduct due diligence before award or during the contract, including site visits and requests for additional information. Bidders must cooperate fully within two days of notification. Misrepresentation leads to disqualification.

Preference given to respondents complying with Overberg Water Supply Chain Management Policy. PPPFA and PFMA apply. Overberg Water reserves the right not to accept the lowest proposal. No advance payments. Bid valid for 120 days from closing. Prices per individual medical examination including VAT. Services on as-and-when-required basis for 36 months.

Mandatory requirements: registered medical practitioner under the Occupational Health and Safety Act, HPCSA registration, valid MBChB qualification, detailed company profile, pricing schedule quoting all items, valid COIDA certificate, and proof of occupational health qualifications recognised by the South African Medical and Dental Council or South African Nursing Council with valid professional membership. Failure to meet any mandatory requirement renders the bid non-responsive.

Medical examiners: all pre-employment and periodic examinations must be conducted by an approved occupational health practitioner; where unavailable, a HPCSA registered general practitioner may conduct pre-employment examinations. Certified proof of registration must be submitted with the bid; failure leads to automatic disqualification.

80/20 preference point system under the Preferential Procurement Regulations 2022. Price scores up to 80 points; specific goals up to 20 points. Evaluation in phases: administrative, mandatory, functionality (minimum 70/100), then price and preference. Functionality criteria: capability (experience), substantial evidence (reference letters), company profile, medical practitioner experience, and occupational health nurse experience, each scored 1–5.