Closing date and time: 20 August 2026 at 11:00. No compulsory briefing session is scheduled.

No compulsory briefing for this Bid.

SCM specific enquiries: Mrs P Williams, [email protected], 045 839 2190. Technical/project enquiries: Mrs S Dyani, [email protected], 045 807 5903. Enquiries may only be directed to these contacts.

Submit online via www.etenders.gov.za before the closing time of 11:00 on 20 August 2026. Late bids are not considered. Use the official tender forms only, not re-typed versions. Complete, sign and initial all pages of every form. Attach a written quotation on company letterhead or a quotation book, stamped with the company stamp, showing clear unit and total prices and signed, even if the pricing schedule has been completed. Bidders must be registered on the Central Supplier Database (CSD) and on LOGIS with active banking details before submitting; the bid commodity must appear on the CSD profile. Provide a confirmation letter from an accredited financial institution that the bidder will be financially assisted once the bid is awarded. All returnable documents listed in the bid pack must be included; omissions or unsigned forms may invalidate the bid. Returnable forms include SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule - Professional Services), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), the latest CSD report, JV/consortium agreement if applicable, declaration of past SCM practices, qualifications, organisation type, organisational structure, nearest-office details, financial particulars, and proof of authority to sign.

Required returnable documents: Completed and signed Invitation to Bid form (SBD 1); Pricing Schedule (SBD 3.1) completed and signed; Declaration of Interest (SBD 4) completed and signed; Preferential Points Claim (SBD 6.1); Latest CSD report; JV or Consortium Agreement (if applicable) with all service providers attaching CSD reports; Declaration of Bidder's Past Supply Chain Management Practices; Qualifications of Bidders details (Schedule F); Partnerships and Legal Entities certificates (Schedule G); Organisational principles details (Schedule H); Details of nearest office (Schedule I); Financial particulars (Schedule J); Preference Points Claim Forms (Schedule K); Proof of valid CSD Registration with bid commodity appearing on CSD; LOGIS registration with active banking details; Written quotation on letterhead or quotation book; Confirmation letter from an accredited financial institution that the bidder will be assisted financially once the bid is awarded; Company stamp on quotation with clear unit price and total price; All prescribed bid forms completed and signed with all pages initialed.

Evaluation runs in two phases. Phase One checks administrative compliance and mandatory requirements; failure on any mandatory requirement invalidates the bid. Phase Two scores functionality (minimum 60 out of 100 to progress), then applies the PPPFA 80/20 system (80 points for price, 20 points for specific goals).

Functionality scoring (100 points):

• Personnel qualifications and experience (20 points): project manager with 5 years' private EMS management experience = 5; detailed CV with contactable references and certified health qualification = 5; project manager with more than 5 years' experience = 5; a further detailed CV with certification = 5.
• Company experience (25 points): 1-5 years in ALS emergency medical services = 20; above 5 years = 25.
• Contractual company experience (20 points): reference letters for similar ALS EMS contracts in the past 5 years = 15; reference letters for 5 years and above = 20. Letters must be on client letterhead, state project name, duration and value, and be signed or stamped by the client.
• Project plan / roll-out (25 points): call management, vehicle dispatch, patient pickup from a clinic, patient management en route and handover, and hospital diversion management - 5 points each.
• Location (10 points): lease agreement = 5; local municipal account = 5.

Award is to a pool of suppliers, not a single provider.

Scope: provision of private Advanced Life Support (ALS) ambulance services for Priority 1 emergency calls and inter-hospital transfers within the Chris Hani Health District, supplementing the Eastern Cape Department of Health's EMS in rural areas. Contract duration is 36 months.

• Maintain a 24/7 operational base with licensed vehicles, equipment and qualified personnel.
• Provide timely pre-hospital care, stabilisation and safe transport of patients between Chris Hani sub-districts and throughout the district.
• ALS ambulances must be staffed by at least one Advanced Life Support practitioner (ECP, ANT or ECT) registered with the Health Professions Council of South Africa as a paramedic.
• Priority 1 calls: on-scene within 60 minutes of dispatch in rural areas.
• Ambulances must comply with EMS Regulations 2017 and 2022 under the National Health Act; vehicles must be dedicated, with a patient compartment separated from the driver, non-porous lining, clear ALS branding, roadworthy, licensed, insured with public liability cover, and equipped with airway/ventilation, circulation, medication, trauma, patient monitoring, and safety/hygiene items as listed in Annexure 1.
• Submit detailed electronic records for every call-out, including patient information, clinical notes and a breakdown of services, within 24 hours.
• An appropriately qualified and registered medical practitioner must supervise the service, with a written agreement between the practitioner and the operational manager.
• Maintain infection control and waste management policies.
• The Department may conduct unannounced audits and monthly performance reviews; the specification will be reviewed annually.
• Provide a risk management and contingency plan covering mass casualty incidents, natural disasters and vehicle breakdowns.
• Service area facilities include hospitals and clinics in Ngcobo, Queenstown and Inxuba Yethemba.
• Billing must follow the standardised billing framework based on government gazette 2025/2026 tariffs.

7.3 It is an express requirement of this invitation to bid that the bidders provide some

transparency in respect to their pricing approach. In this regard, bidders must indicate the

basis on which they have calculated their pricing by completing all aspects of the Pricing

Schedule form Part 5 – Schedule C

Invitation to Bid (SBD 1)

Part 1 – Special Conditions of Bid

Part 2 – Conditions of Contract and Operational Requirements

Part 3 – Bid Strategy

Part 4 – Summary of Scope

Part 5 – Bid Forms and related documentation

Schedule A – Government Procurement: General Conditions of Contract

Schedule B – Tax Clearance Certificate Requirement (SBD 2)

Schedule C – Pricing Schedule (SBD 3.2)

Schedule D – Declaration of Interest (SBD 4)

Schedule E – Qualifications and experience

Schedule F – Organization type

Schedule G – Organizational Structure

Schedule H – Details of Bidder’s nearest office

Schedule I – Financial Particulars

Schedule J - Preference Points Claim Forms (SBD 6.1)

qualifications and and Valid Certified Health Related Qualifications

experience

• Project Manager Project manager with 5 years’ experience in the

management of Private Emergency Medical Services = 5 Points

• Detailed CV with contactable references and Any health-related

qualifications with Valid Certified copy of a qualification = 5

• Project manager with more than 5 years’ experience in the

management of Private Emergency Medical Services = 5points

• Detailed CV with contactable references and Any health-related

qualifications with Valid Certified copy of a qualification = 5

Quality Assurance and Compliance: The Department of Health reserves the right to conduct unannounced audits of the provider's vehicles, equipment, and personnel to ensure compliance with the specification and national regulations. Monthly performance reviews will be conducted to assess compliance with response time targets and other service level metrics. All patient care records and call-out logs must be complete, accurate, and submitted within 24 hours of service delivery. A system for monitoring, assessing, and responding to patient complaints is required. Detailed electronic records must be submitted for every call-out, including patient information, clinical notes, and a breakdown of services rendered.

(Professional Services)

Name of bidder: .........................................................BID NO.: ....................................................

Closing time 11:00 on the .........................

Offer to be valid for 120 days from the closing date of bid.

Nb: use ink, preferably black, to fill in this form

Please use attached spread sheet for full pricing

Item description quantities unit price total price

Advanced Life Support Transport:

1. Per km Distance travelled with patient 1

2. Per km Return non-patient carrying (with maximum of 1

400km):

VAT (15%)

Total bid price

• Required by : Eastern Cape Department of Health

• At : Queenstown

Price must be inclusive of all Taxes

Signature of the Bidder: Company Stamp

..................................................

7.1 The bidder must submit details regarding the bid price for the Services on the Pricing

Schedule form/s attached as Part 5 – Schedule C which completed form/s must be

submitted together with the bid documents.

7.2 Pricing must be stipulated INCLUSIVE OF VALUE ADDED TAX.

24.4 Bidders must be registered on LOGIS with active banking details

24.5 Bidders must submit / attach written quotation on a letterhead or quotation book, even if the

pricing schedule has been filled.

24.6 Quotations must have a company stamp, clear unit price and total price of all goods/service

required and signed.

24.7 Bidders must ensure that they quoted according to our specification.

24.7.3 Form Part 5 schedule J must be completed accordingly

25. Evaluation criteria

25.1 Stage 1 Administrative Compliance/ Pre-Qualification

25.2 Mandatory Requirement

25.3 Functionality Points

25.4 Price

25.5 Specific Goals

Stage 1: administrative compliance

Requirement Please Tick √

A Invitation to Quote (SBD1) completed and signed

B Pricing Schedule (SBD 3.1) completed and signed

C Declaration of Interest (SBD 4) completed and signed

• All billing must be submitted on a standardized invoice template provided by the Department of Health.

• Invoices must include the date of service, patient's full name, a unique incident number, the tariff codes used, and the

corresponding cost breakdown.

3. Clinics and CHCs falling under Cluster 3

Nb: the tender will be awarded to poll of suppliers

SBD 3.1 Part 5 – Schedule

Pricing schedule

(Professional Services)

Name of bidder: .........................................................BID NO.: ....................................................

Closing time 11:00 on the .........................

Offer to be valid for 120 days from the closing date of bid.

Nb: use ink, preferably black, to fill in this form

Pricing must be submitted on SBD 3.1 (Pricing Schedule - Professional Services). Pricing must be inclusive of VAT, although the tariff schedule notes that the stated rates are exclusive of VAT. Offer must remain valid for 120 calendar days from closing.

• Tariffs: Advanced Life Support transport - per km travelled with patient: R93.34; per km return non-patient carrying (maximum 400 km): R17.22.
• All billing on the Department's standard invoice template, showing date of service, patient's full name, unique incident number, tariff codes and cost breakdown.
• Bidders must submit a confirmation letter from an accredited financial institution confirming financial support once the bid is awarded.
• Complete and submit the financial particulars form (Part 5 Schedule J).
• Bidders must be registered on LOGIS with active banking details.
• The Department may withhold disputed amounts pending resolution.

Mandatory compliance (failure invalidates the bid):

• Registration on the Central Supplier Database (CSD); attach the latest CSD report and ensure the bid commodity appears on the CSD profile.
• Tax compliance: submit a SARS Tax Compliance Status PIN or CSD number; where a consortium/JV/subcontractors are involved, each party must provide its own proof.
• B-BBEE: submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs and QSEs) to qualify for preference points.
• Valid provincial Department of Health ambulance service licence.
• Registration with the Board of Healthcare Funders of Southern Africa (BHF).
• Operational base within Chris Hani District, or a satellite base or affiliated provider within a 100 km radius of the district borders, with a designated mailing address.
• All drivers must hold a valid driver's licence and a Professional Driving Permit (PrDP) for goods and passengers.
• Vehicles must be roadworthy and comply with the National Road Traffic Act and relevant safety legislation.
• Medical supervision by a registered medical practitioner with a written agreement.

A B-BBEE Status Level Verification Certificate/Sworn Affidavit (for EMEs & QSEs) must be submitted in order to qualify for preference points for B-BBEE. B-BBEE status level verification may be issued by an Accounting Officer as contemplated in the Close Corporation Act (CCA), a Verification Agency accredited by the South African Accreditation System (SANAS), or a Registered Auditor.

permits and comply with the National Road Traffic Act and

other relevant vehicle safety legislation.

references (criteria for private emergency medical services

• 1-5yrs experience within ALS Emergency Medical Services. = 20

Points 25

• Above 5yrs experience within ALS Emergency Medical Services.

= 25 Points

Contractual Bidder to Provide Proof of Contracts (Private/Public) Awarded on

Company Experience ALS Emergency Medical Services 20

• Reference letters of a similar ALS Emergency Medical Services

in the past 5 years. Contactable reference letter on the client’s

letterhead detailing project name, duration and value signed or

stamped by the client. = 15 Points

• Reference letters of a similar ALS Emergency Medical Services

5 years and above. Contactable reference letter on the client’s

letterhead detailing project name, duration and value signed or

stamped by the client. = 20 Points

policies at the relevant Institution. The Service Provider shall comply fully with any such reasonable

procedures and policies, including the permit to work procedures and health and safety procedures.

3.6 The Service Provider shall ensure that it and its personnel shall at all times comply fully with any

safety, fire, emergency and security procedures and policies applicable at the relevant Institution.

3.7 Should the DoH at any time believe that any member of Service Provider’s personnel is failing to

comply with any such procedures or policies, the DoH shall be entitled to deny such personnel

member access to the relevant premises and require Service Provider to replace such person

without delay?

3.8 Service Provider’s procedures The Service Provider shall, upon receipt of written request from the

DoH or its appointed Manager:-

The Service Provider:-

❖ acknowledges that he is fully aware of the terms and conditions of the Act;

❖ acknowledges that he is an employer in its own right with duties and responsibilities as prescribed in

the Act;

❖ agrees to comply with all rules and regulations implemented by or on behalf of the DoH at the

relevant Instituion in covering letter relating to health and safety and will inform the DoH immediately

should Service Provider for any reason be unable to comply with the provisions of the Act and such

rules and regulations.

1. Purpose

• 1.1. This document outlines the technical and operational specifications for contracting

private ambulance services to supplement the Department of Health's Emergency

Medical Services (EMS) in rural areas of the Eastern Cape. The scope includes the

provision of Advanced Life Support (ALS) for both primary responses and inter-facility

patient transfers, and to ensure standardisation in service provision and billing. The

ambulance and the service provider must be registered with the relevant provincial

Department of Health and meet all requirements of the EMS Regulations of 2017 and

2022, promulgated under the National Health Act .

one Advanced Life Support practitioner (ECP) (ANT) (ECT) who is registered with the Health Professional Council of South Africa as an

Advanced Life Support (Paramedic). The vehicle must be equipped for intubation, defibrillation, medication administration equipment, and

critical care transport, covering the full scope of the ALS ambulance as per the EMS regulations of 2017.

Response Time Targets (Priority One Calls)

1. Ambulance Requirements according to EMS Regulations of 2017

• The ambulance must be a dedicated vehicle appropriately designed, equipped, and adapted for the treatment and conveyance of

patients in an emergency care situation, with a compartment for patients separated from the driver's cab.

• The patient compartment must be lined with a non-porous material for easy cleaning and infection control.

• It must be clearly marked as an ALS ambulance and conform to all branding and safety standards outlined in the regulations.

• A valid copy of the private EMS service public liability insurance cover.

• The vehicle must be roadworthy with valid licenses and permits and comply with the National Road Traffic Act and other relevant

vehicle safety legislation.

Personal protective equipment (PPE), sharps containers, biohazard waste bags, and cleaning supplies.

Waste management requirements include sharps containers and biohazard waste bags as part of mandatory safety and hygiene provisions.

• All billing and service-related disputes will be handled through a designated liaison from the Department of Health and a

representative from the private ambulance service.

• The provider must submit all supporting documentation for the disputed invoice within 7 working days.

• If a resolution cannot be reached, the matter will be escalated to a senior management committee for a final decision.

Patient Complaints

A system for monitoring, assessing, and responding to patient complaints is required to address feedback and maintain service quality.

8. Implementation and Review

• The contract will be implemented following a successful procurement process and a mandatory site inspection of the provider's

operational base.

• The terms of this specification will be reviewed annually to incorporate new regulations, technological advancements, or changes in

service needs.

9. Risk Management and Contingency Plan

• The provider must maintain a comprehensive risk management plan, including protocols for mass casualty incidents, natural

disasters, and vehicle breakdowns.

• The plan must include a clear contingency for service continuity in the event of unforeseen operational disruptions.

ALS Ambulance Specification (Annexure 1)

This annexure provides detailed requirements for all ALS ambulances contracted under this agreement.

1. Ambulance Requirements according to EMS Regulations of 2017

• The ambulance must be a dedicated vehicle appropriately designed, equipped, and adapted for the treatment and conveyance of

patients in an emergency care situation, with a compartment for patients separated from the driver's cab.

• The patient compartment must be lined with a non-porous material for easy cleaning and infection control.

• It must be clearly marked as an ALS ambulance and conform to all branding and safety standards outlined in the regulations.

• A valid copy of the private EMS service public liability insurance cover.

• The vehicle must be roadworthy with valid licenses and permits and comply with the National Road Traffic Act and other relevant

vehicle safety legislation.

2. Response Time Limit

Priority One (P1) Calls

On-scene within 60 minutes in rural areas.

3. ALS Ambulance Registration

• The ambulance and the service provider must be registered with the relevant provincial Department of Health and meet all

requirements of the EMS Regulations of 2017 and 2022, promulgated under the National Health Act .

4. ALS Ambulance Contents

The ambulance must be equipped with, but not limited to, the following:

Airway and Ventilation

Bag-valve-mask (BVM) devices for adult, paediatric, and infant patients; laryngoscopes with various blade sizes; endotracheal tubes;

supraglottic airway devices (e.g., Laryngeal Mask Airway); oxygen cylinders; pulse oximeter, surgical airway devices, mechanical ventilator

with invasive and non-invasive mechanical ventilation, oro/nasogastric tube and humidification.

Circulation

Automated External Defibrillator (AED) or manual defibrillator; IV and IO cannulas and fluids; tourniquets; blood pressure cuff, infusion

pump, syringe drive and cardioversion.

Medications

A full range of emergency medications as prescribed by the HPCSA for an ALS practitioner, securely stored and controlled including Syringe

drive and infusion pumps. Medical gas: Vehicles must be fitted with medical gas cylinders and outlets that comply with SANS Codes of

Practice and are regularly inspected. Equipment storage: The interior must have secure mounting for medical equipment, and surfaces and

equipment must be visibly free of all contaminants.

Trauma

Splints, cervical collars, bandages, dressings, and spinal immobilization devices.

Patient Monitoring

ECG monitor with 12-lead capability; glucometer.

Safety and Hygiene

Personal protective equipment (PPE), sharps containers, biohazard waste bags, and cleaning supplies.

5. Financial Administration

• All billing must be submitted on a standardized invoice template provided by the Department of Health.

• Invoices must include the date of service, patient's full name, a unique incident number, the tariff codes used, and the

corresponding cost breakdown.

6. Co-operation

• The private service shall maintain a cooperative relationship with all Department of Health personnel, including EMS dispatchers,

operational staff, and hospital staff.

• The provider must participate in joint training exercises and debriefings as required to improve inter-agency coordination.

Please note the ambulance will operate in the following sequence:

Area Facilities

Ngcobo 1. Mjanyana Hospital

2. All Saints Hospital

CHCs and Clinics Falling under Dr. AB Xuma

Queenstown 1. Cala Hospital

2. Dordrecht Hospital
3. Elliot Hospital
4. Sterkstroom Hospital
5. Indwe Hospital
6. Hewu Hospital
7. Molteno Hospital
8. Cofimvaba Hospital
9. Glen Grey Hospital
10. Molteno Hospital
11. Martjie Venter Hospital
12. Frontier Hospital
13. Komani Hospital
14. Clinics and CHCs falling under Cluster 2

Inxuba Yethemba 1. Cradock Hospital

2. Wilhelm Stahl Hospital
3. Clinics and CHCs falling under Cluster 3

Nb: the tender will be awarded to poll of suppliers

SBD 3.1 Part 5 – Schedule

discretion, to withdraw by notice to bidders any Services or combination of Services from

the bid process, to terminate any party’s participation in the bid process or to accept or

reject any response to this invitation to bid on notice to the bidders without liability to any

party. Accordingly, parties have no rights, expressed or implied, with respect to any of the

21.1 The information contained in the invitation to bid has been prepared in good faith. Neither

the DoH nor any of their respective directors, advisors, officers, employees, agents,

representatives make any representation or warranty or give any undertaking express or

implied, or accept any responsibility or liability whatsoever, as to the contents, accuracy or

completeness of the information contained in the invitation to bid, or any other written or

oral information made available in connection with the bid and nothing contained herein is,

or shall be relied upon as a promise or representation, whether as to the past or the future.

21.2 This invitation to bid may not contain all the information that may be required to evaluate a

possible submission of a response to this invitation to bid. The bidder should conduct its

own independent analysis of the operations to the extent required to enable it to respond to

this bid.

2.1 Payment of any consideration in terms of the contract shall not constitute acceptance of any

defective or non-conforming Services or otherwise relieve Service Provider of any of its obligations

under the contract.

2.2 To the extent that the DoH disputes the correctness, nature, extent or calculation of any fees or

expenses payable to Service Provider in terms of the contract, DoH shall be entitled to withhold

payment of such disputed amounts until such time as such dispute is resolved.

quality and related standards stipulated in the Specifications and the service level agreement (if any)

contemplated in clause 11 above.

The provisions of Clause 10 document contain the manner in which Service Provider’s performance

will be measured throughout the term of the contract.

9.2 Compliance. For purposes of the contract the compliance by Service Provider with the stipulated

responsibilities and service standards will be determined: -

▪ with reference to reports provided by Service Provider;

▪ with reference to reports or complaints received from third parties;

▪ by means of user satisfaction surveys conducted by DoH

▪ by means of service reviews, inspections or any audit carried out by or on behalf of the DoH.

9.3 Records. Service Provider shall at all times keep full and accurate records of all Services provided

in terms of the contract and shall retain such records for the currency of the contract. Upon

termination of the contract such records must be provided to the DoH upon request.

9.4 Measurement of performance

▪ Periodic checks: DoH and/or its appointed Technical Support Manager shall carry out periodic

checks (the intervals to be determined by DoH) the purpose of which shall be to determine

whether Service Provider is providing the Services in accordance with the terms and conditions

of the contract if accepted by DoH.

▪ Service complaints: All service complaints, deviations, non-conforming services and

suggestions that are reported to Service Provider by DoH, its appointed facilities manager, or

any other party shall be given proper and speedy consideration by Service Provider. The Service

• Ensure the availability of high-quality, reliable, and compliant ambulance services.

• Establish clear service level agreements and response time targets.

• Implement a standardised and transparent billing framework to prevent fraudulent or

excessive charges, particularly for long-distance travel.

• Define a clear process for quality assurance, compliance, and dispute resolution.

Part 5 – Schedule B

7. Dispute Resolution

• All billing and service-related disputes will be handled through a designated liaison from the Department of Health and a

representative from the private ambulance service.

• The provider must submit all supporting documentation for the disputed invoice within 7 working days.

• If a resolution cannot be reached, the matter will be escalated to a senior management committee for a final decision.

24.1 Bidders must complete, sign all the prescribed bid forms and all pages must be

initialed.

24.2 Bidders must submit a confirmation letter from an accredited financial institution that the

bidder will be assisted financially once the bid is awarded.

24.3. Bidders must attach a proof of a valid CSD Registration (Central Supplier Database) and

Ensure that bided commodity appear on CSD.

24.4 Bidders must be registered on LOGIS with active banking details

24.5 Bidders must submit / attach written quotation on a letterhead or quotation book, even if the

pricing schedule has been filled.

24.6 Quotations must have a company stamp, clear unit price and total price of all goods/service

required and signed.

24.7 Bidders must ensure that they quoted according to our specification.

24.7.3 Form Part 5 schedule J must be completed accordingly

Mandatory Requirements (failure to comply invalidates the bid): A private ambulance service must be licensed by the provincial Department of Health to operate legally (registration certificates required); must be registered with the Board of Healthcare Funders of Southern Africa (BHF); must have a registered place of operation within the boundaries of Chris Hani District or maintain a satellite base or have affiliated service providers located within a 100 km radius of Chris Hani District borders, along with a designated mailing address (proof of address required); all drivers must hold a valid driver's license and a PrDP for goods and passengers; vehicles must be roadworthy with valid licenses and permits and comply with the National Road Traffic Act and other relevant vehicle safety legislation (vehicle registration documents and roadworthy certificates required). An appropriately qualified and registered medical practitioner must supervise the service with a written agreement between the medical practitioner and the service's operational manager.

25.1 Stage 1 Administrative Compliance/ Pre-Qualification

25.2 Mandatory Requirement

25.3 Functionality Points

25.4 Price

25.5 Specific Goals

Stage 1: administrative compliance

Requirement Please Tick √

Comply Not

Comply

A Invitation to Quote (SBD1) completed and signed

B Pricing Schedule (SBD 3.1) completed and signed

C Declaration of Interest (SBD 4) completed and signed

Eastern Cape Department of Health

D Preferential Points Claim (SBD 6.1)

E Latest CSD report attached

F JV or Consortium Agreement (if applicable) All service providers to

attach CSD reports

25.2 Mandatory requirements

Bidder should ensure they comply with the following mandatory

Requiremnts. Failure to comply with any one of them will invalidate the

Bid

Mandatory Requirement Please Tick √

Comply Not

Comply

A A private ambulance service must be licensed by the provincial

Department of Health to operate legally.

Registration certificates

B A private ambulance service must also be registered with

the Board of Healthcare Funders of Southern Africa (BHF)

C The service provider is required to have a registered place of

operation within the boundaries of Chris Hani District or

maintain a satellite base or have affiliated service providers

located within a 100 km radius of Chris Hani District

borders, along with a designated mailing address.

Proof of Address

D All drivers must hold a valid driver's license and a PrDP for

goods and passengers.

E The vehicle must be roadworthy with valid licenses and

permits and comply with the National Road Traffic Act and

other relevant vehicle safety legislation.

Vehicle Registration Documents and Roadworthy

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

25.4. Formulae for disposal or leasing of state assets and income

Generating procurement

Points awarded for price

A maximum of 80 or 90 points is allocated for price on the following basis:

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

Part 2

Conditions of Contract and Operational Requirements

1. Contract

The contract for the supply of the required Service in terms of this invitation to bid shall come into

being on the date of issue of the letter of acceptance of the bidders bid by the DoH or any other

authorized authority or person (as the case may be). The bidder is further obliged for the future

support while the contract is in force.

2. Fees and charges

2.1 Payment of any consideration in terms of the contract shall not constitute acceptance of any

defective or non-conforming Services or otherwise relieve Service Provider of any of its obligations

under the contract.

2.2 To the extent that the DoH disputes the correctness, nature, extent or calculation of any fees or

expenses payable to Service Provider in terms of the contract, DoH shall be entitled to withhold

payment of such disputed amounts until such time as such dispute is resolved.

3. General responsibilities of the service provider

3.1 The DoH’s operational requirements. The Service Provider shall, in the provision of the required

service, have due regard to the operational requirements of the DoH and other parties occupying or

operating from the relevant institution, clinic and Office and shall not do, or permit to be done,

anything which may negatively impact on such parties’ operational requirements.

3.2 Problem identification and reporting. The Service Provider shall be proactive in reporting any

matters which it may become aware of which may impact on the business continuity or operations of

the DoH at the relevant institution, clinic and office. Without detracting from the generality of this

statement, Service Provider shall:-

• Without delay inform the DoH of all incidents or accidents which may occur at the relevant Complex

which involve Service Provider’s personnel;

• Co-operate fully with the DoH in analyzing and investigating such incidents or accidents.

3.3 Other Service Providers The Service Provider acknowledges that it may be required to provide

the Services in conjunction with third party service providers and shall, where requested by the DoH,

co-operate fully with such persons.

3.4 Regulations and statutes The Service Provider shall, in the provision of the Services observe and

comply with all relevant provisions of all applicable legislation and regulation

3.5 Compliance with procedures.

It is recorded that during the currency of the contract the DoH may implement procedures and

policies at the relevant Institution. The Service Provider shall comply fully with any such reasonable

procedures and policies, including the permit to work procedures and health and safety procedures.

3.6 The Service Provider shall ensure that it and its personnel shall at all times comply fully with any

safety, fire, emergency and security procedures and policies applicable at the relevant Institution.

3.7 Should the DoH at any time believe that any member of Service Provider’s personnel is failing to

comply with any such procedures or policies, the DoH shall be entitled to deny such personnel

member access to the relevant premises and require Service Provider to replace such person

without delay?

3.8 Service Provider’s procedures The Service Provider shall, upon receipt of written request from the

DoH or its appointed Manager:-

The Service Provider:-

❖ acknowledges that he is fully aware of the terms and conditions of the Act;

❖ acknowledges that he is an employer in its own right with duties and responsibilities as prescribed in

the Act;

❖ agrees to comply with all rules and regulations implemented by or on behalf of the DoH at the

relevant Instituion in covering letter relating to health and safety and will inform the DoH immediately

should Service Provider for any reason be unable to comply with the provisions of the Act and such

rules and regulations.

8. Service level agreement

It is recorded that the DoH and the service provider will enter into a Service Level Agreement

stipulating exact deliverables and terms of payment. Performance measurement provisions shall be

reduced to writing in a service level agreement if required and signed by both parties.

9. Performance measurement provisions

9.1 Introduction.

Service Provider shall provide the Services during the term of the contract in compliance with the

quality and related standards stipulated in the Specifications and the service level agreement (if any)

contemplated in clause 11 above.

The provisions of Clause 10 document contain the manner in which Service Provider’s performance

will be measured throughout the term of the contract.

9.2 Compliance. For purposes of the contract the compliance by Service Provider with the stipulated

responsibilities and service standards will be determined: -

▪ with reference to reports provided by Service Provider;

▪ with reference to reports or complaints received from third parties;

▪ by means of user satisfaction surveys conducted by DoH

▪ by means of service reviews, inspections or any audit carried out by or on behalf of the DoH.

9.3 Records. Service Provider shall at all times keep full and accurate records of all Services provided

in terms of the contract and shall retain such records for the currency of the contract. Upon

termination of the contract such records must be provided to the DoH upon request.

9.4 Measurement of performance

▪ Periodic checks: DoH and/or its appointed Technical Support Manager shall carry out periodic

checks (the intervals to be determined by DoH) the purpose of which shall be to determine

whether Service Provider is providing the Services in accordance with the terms and conditions

of the contract if accepted by DoH.

▪ Service complaints: All service complaints, deviations, non-conforming services and

suggestions that are reported to Service Provider by DoH, its appointed facilities manager, or

any other party shall be given proper and speedy consideration by Service Provider. The Service

Provider shall investigate complaints, deviations and non-conforming services in accordance

with procedures approved by the DoH.

▪ User satisfaction survey: A user satisfaction survey shall be conducted by DoH at such intervals

as DoH may determine to assess service user satisfaction. The user satisfaction survey shall be

conducted in such form and in accordance with such procedures as the parties may agree to in

writing from time to time.

9.5 Results of checks, audits and surveys DoH shall be entitled to utilize the findings of the

surveys, checks, audits and reports contemplated above to determine compliance by Service

Provider with the service standards and responsibilities stipulated in the contract. It is recorded that

the results of the above checks shall, save to the extent that Service Provider can prove otherwise

be binding on Service Provider and DoH shall be entitled to exercise its remedies stipulated in the

contract based on such findings.

10. Breach and termination

Bidders are referred to Paragraph 23 of General Conditions of Contract (GCC) relating to failure to

comply with conditions of this contract.

Part 3

Bid strategy

Bid No. SCMU3-P26/27-0616-EMSCH

Bid Description

Procurement of private ambulance services for the chris hani health district