Panel appointment for workplace ergonomics risk assessment and OHS training (border management authority)

• The Border Management Authority seeks to appoint a panel of service providers for a 36-month period to conduct Workplace Ergonomics Risk Assessments and OHS Training.
• Background: BMA, established as an autonomous entity, inherited infrastructure and assets requiring ergonomic risk assessments to comply with the OHS Act and Basic Conditions of Employment Act.
• Mandate: BMA facilitates legitimate movement of persons and goods at Ports of Entry and coordinates border law enforcement.
• Requirement: South African employers are legally required to conduct ergonomic risk assessments to identify and prioritise hazards.
• Service will be required across 71 Ports of Entry in different provinces; bidders must indicate their preferred province(s) of operation.
• Scope includes risk assessments per Ergonomics Regulations and accredited training for various OHS representative categories.

• Closing Date and Time: 14 August 2026 at 11h00.
• There is no compulsory briefing session or site inspection indicated in the document. An optional site inspection certificate form (Section H) is provided for bidders who choose to visit the site; it is not mandatory for submission.

• For bidding procedure enquiries: Email [email protected].
• For technical enquiries: Contact Avhasei Tshirangwana at [email protected].
• No telephone numbers or physical addresses for submission are provided; all submissions must be via the e-tender portal.

• Submit your bid exclusively through the e-tender portal (e-submissions). No physical submissions are accepted.
• The closing date is 14 August 2026 at 11h00. Late bids, telegraphic, telephonic, telex, or facsimile submissions will not be considered.
• You must use the official bid forms provided. Do not retype them; you may complete them online or use photocopies, but original signatures are required.
• Ensure all required returnable documents are attached, signed, and completed. These include:

• SBD 1: Invitation to bid and terms & conditions.
• SBD 4: Bidder's disclosure form.
• Authority to sign on behalf of the company (with proof like a company resolution).
• Declaration that Central Supplier Database (CSD) information is correct and up to date.

• Bids must be complete. Incomplete submissions or use of correcting fluid may lead to disqualification.
• Queries regarding bidding procedures should be directed to [email protected].

Bidders must be registered on the Central Supplier Database (CSD) with up-to-date information. Foreign suppliers must answer a tax residency questionnaire. Persons in the service of the state or companies with directors in state service are disqualified. Bidders listed on the Register for Tender Defaulters or Restricted Suppliers are automatically disqualified. Service providers cannot utilize non-South African citizens unless vetted and authorized.

• Scope: Appointment of a panel of service providers to conduct Workplace Ergonomics Risk Assessments and OHS Training for the Border Management Authority across its 71 Ports of Entry nationwide, for a period of 36 months.
• Key Deliverables:

• Inception Report including methodology, project plan, and list of assessment tools.
• Comprehensive Ergonomics Risk Assessment Report with hazard identification, risk analysis, risk files per site, recommended controls, and an implementation plan.
• Training for OHS representatives in categories: First Aiders, Fire Marshals, Floor Marshals, OHS Investigators, General OHS Representatives, and any other required OHS training.
• Training must be accredited, aligned with the OHS Act and SAQA unit standards, delivered by qualified facilitators, and include both theoretical and practical components.
• Submission of training manuals, attendance registers, competency reports, and SETA-aligned certificates of competence.

• Timeframe: Risk assessments must be completed within 4 weeks from contract award.
• Service will be on a need basis via request for quotation (RFQ) from the appointed panel.
• The service provider must indicate preferred province(s) of operation; services will be required in multiple provinces.
• Confidentiality: All information is proprietary to BMA and requires a Non-Disclosure Agreement.

• Mandatory requirement: The Project Manager must have a minimum of 3 years of experience in the Ergonomics Risk environment (submit CV).
• The Project Manager must hold an NQF Level 7 or higher qualification in Ergonomics, Occupational Health and Safety, Human Factors, or Industrial Engineering (submit copy of qualification).

• Goods and services must conform to standards specified in the bidding documents.
• The supplier must maintain confidentiality of all contract-related information and documents, which remain the property of the purchaser.
• The purchaser has the right to inspect the supplier's premises and records related to contract performance.
• Pre-bidding testing is at the bidder's cost. If inspections are required and goods comply, costs are borne by the purchaser; if non-compliant, costs are borne by the supplier.
• Non-compliant goods/services may be rejected and must be replaced at the supplier's cost.

• The service provider will be remunerated in South African Rands on a fixed price, inclusive of VAT.
• Payment will be made within 30 days of receipt of an approved invoice, according to an agreed payment schedule.
• Payment is against key deliverables, provided professional-level quality standards are met. Disputes on standards will be referred to an agreed arbitration provider.
• Disbursements (e.g., expenses) must not exceed 10% of the total amount paid and will only be reimbursed against original receipts for pre-agreed costs.
• The contract is subject to price negotiation; BMA reserves the right to negotiate with shortlisted bidders prior to or after award.

• Central Supplier Database (CSD): Registration on the CSD is mandatory. If not registered by the bid closing time, the bid will be disqualified. You must provide your CSD number and declare that your CSD information is correct and up to date.
• Tax Compliance: Bidders must be tax compliant. Submit your SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. If no TCS is available but you are registered on the CSD, provide your CSD number.
• For foreign suppliers: If you answer 'No' to all questions about residency, branch, permanent establishment, income source, and tax liability in RSA, you do not need a SARS TCS PIN.
• B-BBEE: Submit a valid B-BBEE Status Level Verification Certificate or a sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Other: Bidders must not be persons in the service of the state or companies with directors in the service of the state. Complete the SBD 4 disclosure form regarding conflicts of interest and restrictive practices.

• The core service involves Occupational Health and Safety (OHS) compliance, specifically ergonomics risk assessments and training.
• Training must cover: CPR & emergency response (First Aid), fire-safety procedures, hazard identification, emergency floor coordination, basic accident investigation, and ergonomics awareness.
• Training must be accredited through a recognized SETA and delivered by registered, qualified facilitators.
• Certificates of Competence must be issued, meeting SETA requirements and valid for the regulatory period.

• General Conditions of Contract (GCC) apply, covering definitions, standards, confidentiality, patent rights, performance security, inspections, packing, delivery, insurance, incidental services, spare parts, warranty, payment, prices, amendments, assignment, subcontracts, delays, penalties, termination, force majeure, insolvency, dispute settlement, liability, governing language, applicable law, notices, taxes, and restrictive practices.
• Key points for bidders:

• Performance security may be required within 30 days of award (amount and form to be specified).
• Warranty: Goods/services must be defect-free; warranty period is 12 months after delivery or 18 months after shipment, unless otherwise specified.
• Payment: Within 30 days of invoice submission, in Rand.
• Prices are fixed unless adjusted per contract.
• Delays may incur penalties based on prime interest rate.
• Termination can occur for default, corrupt practices, or insolvency.
• Disputes first resolved amicably, then via mediation, then South African courts.
• The contract is governed by South African law.