Five-year home-based care service at sivuyile residential facility, stikland hospital (SD03/2026-2027)

Closing

• Date: 30 November 2026
• Time: 11:00
• Bid validity: 90 days from closing

Compulsory site inspection

• Date: Thursday, 12 November 2026
• Time: 10:00
• Venue: Sivuyile Residential Facility, Stikland Hospital, Stikland
• Attendance register is signed before the inspection; an attendance certificate is issued afterwards and must be submitted with the bid. Late arrivals may be refused a certificate.

Compulsory information briefing session

• Date: Friday, 13 November 2026
• Time: 10:00
• Venue: online — https://tinyurl.com/SD03-2026-2027
• Bidders must register for and attend; attendance is tracked on the webinar register. Non-attendance renders the offer non-responsive.

Clarifications

• Bid queries due: 16 November 2026
• Answers published on the e-Tender portal by: 23 November 2026

Enquiries

• Email: [email protected]
• Bid document and technical enquiries are directed to the same address.
• No named contact person or telephone number is provided.

Submission address

Bid box

Ground Floor

14 Queen Victoria Street

Union House

Cape Town

8001

Service delivery site

Sivuyile Residential Facility

Stikland Hospital

Stikland

Submission method

• Hand delivery or courier only, deposited in the bid box on or before the closing date and time.
• Bid box: Ground Floor, 14 Queen Victoria Street, Union House, Cape Town, 8001. The box is generally accessible 24 hours a day, seven days a week.
• Bids must be in a sealed envelope marked with the bid number, bid description and closing date.
• Late bids are not accepted.

Format rules

• Bids must be completed on the official forms; retyped or redrafted forms are not accepted.
• Black or blue ink only; bids completed in red or green ink are rejected.
• Bids sent by telegram, telex or fax are not considered.
• Photocopies of faxed documents are accepted only if lodged in the prescribed way with the forms and certificates signed in ink.
• Bid validity: 90 calendar days from the closing date and time; the Department may request a written extension.

Returnable documents (all mandatory unless noted)

• WCBD 1 — bidder and contact details, signed as the offer cover page.
• WCBD 3.2 Pricing Schedule — priced in all respects, VAT inclusive.
• WCBD 3.2 Detailed Cost Breakdown — labour, overheads and monthly cost build-up.
• Price Adjustment Schedule — factor breakdown (labour, overheads, fixed portion) totalling 100%.
• WCBD 4 — declaration of interest.
• WCBD 6.1 — preference points claim, only where points are claimed; a joint venture must submit a certificate in the joint venture's name, not for individual members.
• Bid Specifications and Special Conditions of Contract and Operational Requirements — signed acknowledgement.
• Annexure A — list of current and past contracts, completed in full on all mandatory fields.
• Valid COIDA letter of Good Standing.
• Attendance certificate issued at the compulsory site inspection.
• WCBD 7 contract form is completed and signed by the successful bidder.

Disqualification risks

• Any mandatory document omitted or left incomplete.
• Failure to provide verifiable references or to complete Annexure A.
• Failure to attend the compulsory briefing session or the compulsory site inspection.
• Late delivery, or delivery to the wrong address.

Evaluation stages

• Bids are first screened against disqualifying conditions; any requirement worded "must" or "will" is treated as a disqualifying condition.
• Mandatory eligibility is then verified: CSD registration at closing time, at least two years' relevant experience with verifiable references, Annexure A completed in full, a valid COIDA letter of Good Standing, and attendance at the compulsory briefing session and site inspection.
• Preference points are claimed only through WCBD 6.1; a joint venture must submit a certificate in the joint venture's name.

Department's rights

• The Department may accept or reject any bid, cancel the process or reject all bids before award, including where circumstances change, funds are no longer available, no acceptable bids are received, or a material irregularity occurs.

Scope

• 24-hour home-based care at Sivuyile Residential Facility, Stikland Hospital, for 110 residents with severe and profound intellectual and physical disabilities, over five years.
• Residents also present with autism, cerebral palsy, epilepsy, behavioural challenges, palliative care needs and psychiatric illness; carers provide 100% of residents' care.

Staffing

• Day shift: 24 home-based care workers per 12-hour shift, 07:00–19:00, seven days a week including weekends and public holidays.
• Night shift: 16 home-based care workers per 12-hour shift, 19:00–07:00, seven nights a week including weekends and public holidays.
• Staff report 15 minutes before shift start for handover; no employee may work more than one shift per day.

Carer profile

• Basic SETA-accredited home-based care qualification.
• Each carer must communicate verbally and in writing in at least two Western Cape official languages; the full staff complement must cover English, Afrikaans and Xhosa.
• Physically fit to lift children and adults.
• Previous experience in intellectual disability or frail care and in residential care.
• Not listed in Part B of the National Child Protection Register and no record of violence, neglect or abuse.

Duties

• Full-time 24-hour supervision of residents and strict adherence to the facility's structured daily programme.
• Physical and hygiene care: bathing, dressing, oral hygiene, basic hair care and nappy changing.
• Feeding, including dishing meals, feeding supplements, tube feeding and preparing milk supplements.
• Keeping cupboards neat and assistive devices clean; assisting cleaners with medical waste removal from units.
• Seating, positioning and turning of residents according to prescribed devices and time frames.
• Facilitating the daily stimulation programme: arts and crafts, recreational sessions, garden walks.
• Maintaining a caring, therapeutic environment and communicating with residents to assess their needs.
• Assisting with self-help activities such as potty training and teeth brushing; managing resident input and output.
• Reporting incidents in writing to nursing staff and documenting behaviour, input and output, personal hygiene, daily occurrences, stimulation programme and reportable incidents.
• Escorting residents to hospital or community health centre appointments, family visits, school and protective workshops.
• Folding and packing washing; participating in in-service training.
• Carers work under a departmental representative (professional nurse, enrolled nurse or enrolled nursing assistant) and collaborate on residents' maintenance programmes.
• A procedure manual is issued per post at commencement; all carers must complete the institution's orientation programme before rendering care.

Conduct

• The facility's code of conduct binds the service provider and its staff. Transgressions include absence without notification, accepting gifts or bribes, alcohol or drug use on duty, harshness, violence or profane language, wilful disobedience, failure to wear the prescribed uniform, failure to complete the occurrence book, sleeping on duty, theft, eating residents' food, withholding residents' rights, and sexual harassment (zero tolerance).
• A serious deviation may lead to the Department requiring the person's permanent removal and replacement.

Operational requirements

• Proof of Hepatitis B injections for all deployed staff at commencement, with proof of top-ups during the contract.
• Proof of submission of Form 29 under the Child Care Act for all deployed staff at commencement, then annually.
• Police clearances for all deployed staff at commencement, then annually.
• The Department may require replacement of any non-compliant employee; replacement staff must be made available for induction and orientation.
• Carers are subject to gate control and must carry a company identity card with photo, full name and identity number; prohibited items such as firearms and alcohol may not be brought onto the premises.
• No labour or disciplinary meetings with trade unions may be held at the facility during working hours without prior written consent.
• Carers must complete individual care plans, hygiene registers and communication books, and sign confidentiality and non-disclosure forms.
• Equipment or goods damaged by carers must be repaired or replaced immediately.
• Particulars of carers must be supplied two weeks before contract commencement.
• On-site orientation of no more than three days is paid for by the Department; staff attendance costs are for the service provider.
• Carers sign timesheets daily and wear the Department of Health-prescribed uniform, supplied at the service provider's cost, with at least two sets per carer suitable for summer and winter.
• No articles may be sold or distributed on site.

Bidder experience

• Minimum two years' relevant experience in home-based or frail care for intellectually or physically disabled children or adults.
• Relevant experience categories: home-based care for intellectually disabled adults, physically disabled adults, intellectually disabled children, physically disabled children; frail care for the elderly; hospice care.
• Annexure A must be completed in full with type of experience, years of experience, client organisation, contract period, client email address and telephone numbers.
• Verifiable references are mandatory; failure to provide references or to complete Annexure A's mandatory fields disqualifies the bid.

Carer qualifications

• Basic SETA-accredited home-based care qualification.
• Verbal and written communication in at least two Western Cape official languages per carer; the staff complement must cover English, Afrikaans and Xhosa.
• Physically fit to lift children and adults.
• Previous experience in intellectual disability or frail care and in residential care.
• Not listed in Part B of the National Child Protection Register; no record of violence, neglect or abuse.
• All carers must complete the institution's orientation programme before rendering care.

Pricing form

• WCBD 3.2 Pricing Schedule, priced in South African rand and VAT inclusive.
• Item 1: 24 home-based care workers per 12-hour day shift (07:00–19:00), seven days a week including weekends and public holidays — price per month.
• Item 2: 16 home-based care workers per 12-hour night shift (19:00–07:00), seven nights a week including weekends and public holidays — price per month.
• Total monthly price, then total price for the 60-month contract period.

Price adjustment schedule

• Bidders must break the price into factors (for example labour, transport, clothing, footwear) that total 100%.
• Index: PO 141 Table E, Consumer price indices for all urban areas, all items (CPI Headline), May 2026 = 106.7.
• A fixed factor of at least 15% of the original bid price is not subject to escalation.
• The escalation formula applies 85% of the original bid price to the weighted index movement, plus the 15% fixed portion.

Detailed cost breakdown

• Labour table: capacity (for example home-based carer, supervisor), quantity, salaries and wages, levies, allowances and total per month.
• Other overhead costs must be specified with monthly charges.
• Totals required: labour per month, other overheads per month and total cost per month.

Pricing

• Prices must be quoted VAT inclusive on the WCBD 3.2 Pricing Schedule, completed in all respects.
• A WCBD 3.2 Detailed Cost Breakdown must be completed, showing labour (wages, levies, allowances) and other monthly overheads.
• Pricing schedule quantities: 24 day-shift carers and 16 night-shift carers per 12-hour shift, priced per month, giving a total monthly price and a total price for the 60-month contract period.
• Price adjustment factors (labour, overheads, fixed portion) must total 100%; the index is PO 141 Table E, CPI Headline for all urban areas, May 2026 = 106.7.

Price escalation

• Bid prices remain firm for the first 12 months.
• Thereafter annual adjustments may be applied for, calculated on CPI indices, with the anniversary measured from the end of the first 12 months.
• At least 15% of the original bid price remains firm and is not subject to escalation.

Insurance

• The successful bidder must obtain public liability insurance at its own cost, covering vicarious losses for which it or its staff may be responsible, and must provide proof of validity on demand.

Payment

• Invoices are submitted at the end of each calendar month with certified timesheets.
• The accounting period runs from the first to the last day of the month; March is invoiced by proforma at the beginning of the month.
• Invoices must be submitted within seven calendar days after the last day of the previous month, with a timesheet signed by the operator.
• Payment terms: 30 days after receipt of invoice.

Penalties (levied per incident and deducted pro rata from the monthly contract amount; amounts escalate annually with inflation)

• Late posting, up to 30 minutes after schedule time: R500 per posting.
• Posting more than two hours after scheduled time: R800 per posting.
• Failure to post a person on a day: R1000 per posting.
• Asleep on duty: R500 per occurrence.
• Failure to wear or display identity cards: R200 per occurrence.
• Failure to adhere to the dress code: R200 per occurrence.
• Absent from point of duty without permission: R500 per occurrence.
• Posting untrained staff: R1000 per occurrence.
• Ending a shift before the prescribed time: R500 per posting.
• Possession or use of a cell phone on duty: R500 per occurrence.

Registration and statutory

• Registered on the Central Supplier Database (www.csd.gov.za) at the closing time of the bid.
• Valid COIDA letter of Good Standing, or a Department of Labour letter confirming that good standing has been applied for or that registration is in progress.
• Public liability insurance at the bidder's own cost.

Experience

• Minimum two years' relevant experience in home-based or frail care for intellectually or physically disabled children or adults.
• Verifiable references must be supplied; failure to provide references disqualifies the bid.
• Annexure A (current and past contracts) must be completed in full on all mandatory fields; incomplete Annexure A disqualifies the bid.

Staff suitability

• No carer may be listed in Part B of the National Child Protection Register.
• No carer with a record of violence, neglect or abuse of persons may be deployed.
• Proof of Hepatitis B injections, Form 29 submission and police clearances for all deployed staff at commencement, then annually.

Preference points

• Preference points are claimed on WCBD 6.1; a joint venture must submit a certificate in the joint venture's name, not for individual members.
• No B-BBEE level threshold is specified for this bid.

Legislation

• The service provider must comply with the Basic Conditions of Employment Act, Labour Relations Act, Children's Act (section 123), Employment Equity Act, Skills Development Act and SAQA requirements, Skills Development Levies Act, Mental Health Act, National Health Act, COIDA, Occupational Health and Safety Act, Unemployment Insurance Fund Act, smoking and workplace legislation, Codes of Good Practice, Public Holidays Act, Promotion of Access to Information Act, Promotion of Equality and Prevention of Unfair Discrimination Act, Protected Disclosures Act and National Credit Act.

Health and safety

• The service provider must comply with the Occupational Health and Safety Act and COIDA.
• Proof of Hepatitis B injections for all deployed staff at commencement, and proof of top-ups during the contract.
• Police clearances for all deployed staff at commencement, then annually; no person with a record of violence, abuse or negligence may be deployed.
• No carer may be listed in Part B of the National Child Protection Register; proof of Form 29 submission under the Child Care Act is required at commencement and annually.
• Carers must be physically fit to lift children and adults.
• Carers assist with clearing medical waste from units.
• All reportable incidents must be reported in the prescribed manner, with written incident reports to nursing staff.
• Prohibited items such as firearms and alcohol may not be brought onto the premises.
• Carers are subject to gate control and must carry a company identity card with photo, full name and identity number.
• Zero tolerance for sexual harassment and related offences; violence, harshness or abuse of residents is a code of conduct transgression.

Contract period

• Five years (60 months) from commencement.

General conditions

• The original bid document prevails and bidders may not change it; forms may be photocopied but must be signed in the original.
• Bid validity: 90 calendar days from closing; the Department may request a written extension.
• The Department may accept or reject any bid, cancel the process or reject all bids before award.
• The successful bidder may be required to sign a Service Level Agreement.
• The successful bidder must maintain the operational status on which the bid was awarded and notify the Department of any change.

Operational obligations

• Carers' particulars must be supplied two weeks before commencement.
• On-site orientation of up to three days before services start; the Department pays for the training, the service provider pays staff attendance costs.
• No carer may render care without completing the orientation programme.
• Carers sign daily timesheets and wear the prescribed uniform, supplied at the service provider's cost, with at least two sets per carer for summer and winter.
• The Department may require the replacement of any non-compliant employee.
• Labour and disciplinary matters may not be dealt with at the facility during working hours without prior written consent.
• Carers must complete care documentation and sign confidentiality and non-disclosure forms.
• Damage to Departmental equipment or goods caused by carers must be repaired or replaced immediately.
• No articles may be sold or distributed on site.
• All bid requirements remain in force for the duration of the contract.

Price adjustment

• Prices are firm for the first 12 months; thereafter annual CPI-linked adjustments may be applied for, with at least 15% of the original bid price remaining firm.

Breach and termination

• Failure to comply with contract conditions is dealt with under paragraph 23 of the General Conditions of Contract.
• Payment does not constitute acceptance of defective or non-conforming services, nor does it relieve the service provider of its obligations.

Payment

• Monthly invoice with certified timesheets, submitted within seven calendar days after month end; payment within 30 days of receipt of invoice.

Penalties

• Penalties are levied per incident and deducted pro rata from the monthly contract amount, escalating annually with inflation.