Medical surveillance assessments for clanwilliam dam raising (dws construction south)

Bidding procedure enquiries: F. Groenewald / R. de Wee, email [email protected] / [email protected].

Technical enquiries: O.P Jacobs, email [email protected].

Submission address: The Bid Box, Entrance of Training Centre, Department of Water and Sanitation, Construction South, Clanwilliam Dam Site: Old N7 Route, Coordinates 32°11'47.99''S and 18°52'34.96''E.

Bids must be delivered to the Bid Box at the Entrance of Training Centre, Department of Water and Sanitation, Construction South, Clanwilliam Dam Site: Old N7 Route, Coordinates 32°11'47.99''S and 18°52'34.96''E, or to the Supply Chain Management Office, by 11:00 on 10 September 2026. Late bids will not be accepted.

The original bid, with a covering letter and supporting documents, must be sealed in an envelope endorsed with the bid number and title, and the bidder's name clearly shown.

Bids must be submitted on the official forms provided, not re-typed. All spaces must be completed in full. The Pricing Schedule must be fully completed and priced; failure to do so invalidates the bid. Bid documents must not be separated or pages detached.

The bid must be signed on SBD 1 (Invitation to Bid). If signed by a company, a board resolution authorising the signatory must be submitted. Joint ventures must provide the original or notarially certified joint venture agreement and authorisation certificates from each participant.

Returnable forms and documents:

• SBD 1 (Invitation to Bid) – signed cover page with bidder details.
• SBD 3.1 (Pricing Schedule) – fully priced.
• SBD 4 (Declaration of Interest) – discloses any employment by the state or relationships with the procuring institution; false declarations disqualify.
• SBD 6.1 (Preference Points Claim) – claims specific goals points.
• SBD 7 (Contract Form) – to be signed by the successful bidder.
• Certified copies of qualifications for the Occupational Health Medical Practitioner and Occupational Health Nurse.
• CVs of the competent persons (signed, with details as specified).
• Certified Audiometry Calibration Certificate, Vision Screening Test Calibration Certificate, SAHPRA Licence for X-Ray Unit.
• Valid Indemnity Insurance for Fleet and Malpractice Insurance.
• Two reference letters for similar services with contactable details.
• CSD report, SARS tax clearance letter and PIN, COIDA Letter of Good Standing, CIPC certificate, B-BBEE certificate or sworn affidavit, and proof of authority to sign.

Disqualification risks: failure to submit any mandatory Phase 1 document, incomplete or unsigned forms, late submission, or non-compliance with specifications.

Evaluation is in four phases:

Phase 1 – Mandatory Requirements: Bidders must comply with the listed qualifications and submit all required documents (see submission guidelines). Failure to submit any mandatory document renders the bid non-responsive.

Phase 2 – Administrative Compliance: Must be registered on CSD, tax compliant with SARS, provide COIDA Letter of Good Standing, CIPC registration, B-BBEE certificate, and proof of authority to sign. Must complete and submit SBD 1, SBD 3.1, and SBD 6.1.

Phase 3 – Technical Evaluation and Specification Compliance: Only bidders passing Phase 1 are evaluated. The bid must comply with all technical specifications in Technical Information section 3.2.15. CVs must show at least 2 years post-registration experience for both the Medical Practitioner and the Nurse, and include specified details (personal particulars, qualifications, employment, experience, references). Reference letters must include company letterhead, address, email, contact person, bid/quotation number, contract value, number of employees assessed, and period of service.

Phase 4 – Preference Points: 80/20 system – maximum 80 points for price, 20 points for specific goals. Specific goals and points: Women ownership (5), People with disability ownership (5), Youth (35 and below) ownership (5), Location of enterprise in Western Cape (2), B-BBEE status level 1 or 2 (QSE or EME) (3). Total 20 points. Points for ownership are calculated pro-rata based on percentage shareholding. Proof required: Percentage Ownership Affidavit (Annexure 1) for women/disability/youth, Location of Enterprise Affidavit (Annexure 2) with proof of premises for location, and B-BBEE verification certificate or sworn affidavit for EME/QSE. Failure to submit proof means points not claimed.

The service is the provisioning of on and off-site medical surveillance assessments for DWS Construction South for the raising of Clanwilliam Dam in the Western Cape.

The bidder must provide an Occupational Health Medical Practitioner (OMP) and an Occupational Health Nurse Practitioner (OHNP) with the required qualifications and experience.

The bidder must have the necessary equipment with valid calibration certificates (audiometry, vision screening) and a SAHPRA licence for the X-Ray unit.

The bidder must hold valid indemnity insurance for fleet and malpractice insurance.

The bidder must provide two reference letters for similar services rendered, with contactable details.

The CVs of the competent persons must be signed and show at least 2 years post-registration experience, with details of positions, qualifications, employment, and contactable references.

If competent persons are changed after award, the new persons' CVs and competencies must be submitted to the Project Manager for approval; failure to approve may lead to cancellation.

The Occupational Health Medical Practitioner must have MBChB plus postgraduate qualification in Occupational Medicine, registered with HPCSA, and at least 2 years post-registration experience. The Occupational Health Nurse Practitioner must have a Post-basic Diploma in Occupational Health Nursing, registered with SANC, and at least 2 years post-registration experience. CVs must be signed and include personal particulars, qualifications, employment history, experience overview, and contactable references. Two reference letters for similar services are required.

Pricing must be submitted on SBD 3.1 (Pricing Schedule) and fully priced. The pricing schedule is part of the bid document and must be completed in full. No other pricing details (rates, bill of quantities) are provided in the document.

Pricing must be submitted on SBD 3.1 (Pricing Schedule) and fully priced; failure to do so invalidates the bid.

Payments under the contract will be made by Electronic Fund Transfer.

No other financial requirements (bonds, guarantees, payment terms) are stated in the document.

Mandatory qualifications:

• Occupational Health Nurse Practitioner: Post-basic Diploma in Occupational Health Nursing, registered with SANC (South African Nursing Council).
• Occupational Health Medical Practitioner: MBChB plus postgraduate qualification in Occupational Medicine, registered with HPCSA (Health Professions Council of South Africa).

Administrative compliance:

• Registered on National Treasury's Central Supplier Database (CSD) – submit CSD report.
• Tax compliant with SARS – submit tax clearance letter and PIN.
• Valid Letter of Good Standing with the Compensation Commissioner (COIDA).
• Active CIPC registration – attach CIPC/CIPRO certificate.
• B-BBEE Status Level Verification Certificate (or sworn affidavit for EME/QSE) – required to claim preference points.
• Letter of appointment or board resolution authorising the signatory.
• Complete and submit SBD 1, SBD 3.1, SBD 6.1.
• Bidders must not be persons in the service of the state, or companies with directors who are.
• SBD 4 (Declaration of Interest) must be completed and signed.
• SBD 6.1 (Preference Points Claim) must be completed to claim specific goals points.
• SBD 9 (Certificate of Independent Bid Determination) is implied by the declaration in SBD 4; no separate form is listed.

The service relates to occupational health and safety compliance. Bidders must provide qualified Occupational Health Practitioners (OHP) as defined under the Occupational Health and Safety Act and Department of Employment and Labour guidelines. The bidder must have valid equipment calibration certificates and insurance (indemnity for fleet, malpractice).

The contract is governed by the National Treasury General Conditions of Contract (NT GCC), with any variations stated in the Special Conditions of Contract. Payments will be made by Electronic Fund Transfer. The department does not bind itself to accept the lowest or any bid, and is not liable for bidder's expenses. The successful bidder will be required to sign a written contract form (SBD 7).

Evaluation is in four phases: Mandatory Requirements, Administrative Compliance, Technical Evaluation and Specification Compliance, and Preference Points. Bidders must pass Phase 1 to be considered for Phase 3. The 80/20 preference point system applies, with 80 points for price and 20 points for specific goals (women, disability, youth, location, B-BBEE level).