Medical surveillance services for dws eastern operations (24-Month contract)

• Closing date and time: 16 July 2026, 11:00 am (bids must be received by this time).

Technical enquiries: Ms L Mguni – Tel 033 239 1299 – Email [email protected]

General enquiries: Gerda Lamprecht – Tel 033 239 1903 – Email [email protected]

Written submissions may be addressed to: The Director, Eastern Operations, Department of Water and Sanitation, Private Bag X24, Howick, 3290.

• Submit the original bid, a covering letter and all supporting documents in a sealed envelope clearly labelled: “WTE-2613ES – APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE MEDICAL SURVEILLENCE SERVICES …”.
• Deliver the sealed envelope to the Supply Chain Management Office or place it in the bid box at the entrance of the Department of Water and Sanitation, R103 Prospect Road, Howick, no later than 11:00 am on 16 July 2026. Late submissions will be rejected.
• Use only the official SBD forms supplied with the tender package – SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim Form). Do not re‑type any form.
• All pages of the bid must be initialed by the bidder; no pages may be detached or altered.
• Required returnable documents (see T1.3 List of Returnable Documents) include:
• Completed and signed SBD 1, 3.1, 4 and 6.1
• Bill of Quantities (fully completed and signed)
• Proof of registration on the Central Supplier Database (CSD) and MAAA number on SBD 1
• Valid Tax Clearance Certificate (or TCS PIN) and CIPC registration certificate
• B‑BBEE status verification certificate or sworn affidavit
• Professional registration certificates for occupational medical practitioners
• Calibration certificates for all equipment to be used
• Letter of authority confirming the person authorised to sign the bid
• Disqualification risks:
• Submission after the deadline or to the wrong address
• Missing or incomplete SBD forms or returnable documents
• Non‑firm prices or prices subject to exchange‑rate variation
• Failure to provide tax compliance evidence, CSD number or B‑BBEE proof
• Lack of required signatures/authorisation letters
• Not meeting the mandatory technical requirements (e.g., no mobile medical unit within 150 km of Midmar Dam).

T1.3 List of returnable documents and schedules

3: Certified copies of Identity Documents of shareholders

4: B-BBEE Status Level Verification Certificate or Sworn Affidavit

5: Letter of Authority indicating the person who will be authorized to sign bidding

documents and contract on behalf of bidder

6: General condition of a contract, signed

7: CSD Reports (comprehensive)

8: Check list of returnable documents

• The Department will evaluate proposals in four phases, using an 80/20 preference‑point system (80 points for price, 20 points for specific goals) as prescribed by the Preferential Procurement Regulations 2022.
• Phase 1 – Mandatory Requirements: All documents listed in the Mandatory Requirements table (certificate of practice, proof of medical unit within 150 km, completed Bill of Quantities, completed SBD 3.1). Failure to provide any item results in a non‑responsive bid.
• Phase 2 – Functionality Compliance: Assessment of technical capability, qualifications of occupational medical staff, equipment availability and calibration, and delivery methodology.
• Phase 3 – Administrative Compliance: Verification of CSD registration, tax clearance/TCS PIN, CIPC registration, B‑BBEE certificate or affidavit, signed SBD forms and authorisation letters.
• Phase 4 – Price & Specific Goals:
• Price scoring formula: Ps = 80 × (1 – (Pt – Pmin)/Pt) where Pt is the bidder’s price and Pmin is the lowest acceptable price.
• Specific‑goal points (total 20): Women 5, People with disability 5, Youth 5, Enterprise location (province) 2, B‑BBEE level 3 (QSE/EME). Proof must be supplied (CSD report or B‑BBEE certificate).
• Bids are evaluated on a phased basis; a bid that fails any phase is excluded before the next phase is considered.

Scope of Services:

• Conduct annual occupational medical examinations (physical exam, vitals, urine, glucose, cholesterol, HBA1C, height/weight/BMI, vision screening, chest X‑ray, spirometry, audiometry) for staff at:
• Midmar Dam (Howick) and Klipfontein Dam (Vryheid) using the provider’s mobile medical units.
• Provide entry and exit medical examinations at the provider’s premises within a 150 km radius of Midmar Dam.
• Deliver health‑and‑wellness awareness workshops covering burnout prevention, mindfulness, work‑life balance, self‑care, sleep hygiene, movement breaks, nutrition and fitness.
• All tests must be completed in a single visit per employee.

Mandatory practitioner qualifications:

• Bachelor of Medicine & Bachelor of Surgery
• Post‑Graduate Diploma in Occupational Health
• Registration with HPCSA as an occupational medical practitioner
• Valid certificate of practice with the Board of Health Funders
• SAMSA approval certificate
• Membership of SASOM (occupational medicine) and SASOHN (occupational health nursing)
• Valid spirometry, audiometry and vision‑screening certificates

Equipment requirements:

• Mobile medical unit(s) equipped for all listed tests
• Calibration certificates for audio booth, audiometer, spirometer and Keystone vision screener.

Quantities are maximum estimates; invoicing will be for actual numbers examined.

• Evaluation will be conducted in four phases (Mandatory Requirements, Functionality, Administrative Compliance, Price & Specific Goals) as outlined in the Evaluation Criteria.
• Bids will be scored first on compliance with mandatory documents; only compliant bids proceed to the next phase.
• Price scoring uses the 80/20 formula; specific‑goal points are awarded based on documented ownership and B‑BBEE status.
• The evaluation committee will use electronic fund transfer records to verify payment terms.

• Provide at least three reference letters on company letterhead, stamped and signed, confirming previous delivery of similar occupational medical surveillance services.
• Submit CVs of key personnel demonstrating:
• Medical Doctor with a Bachelor of Medicine & Surgery, Post‑Graduate Diploma in Occupational Health, HPCSA registration, SASOM membership, and SAMSA approval.
• Occupational Health Nurse with a nursing qualification, SASOHN membership, and valid spirometry/audiometry/vision‑screening certificates.
• Evidence of ownership or access to fully equipped mobile medical units and calibration certificates for all testing equipment.

• Complete SBD 3.1 with firm prices for each item listed in the Bill of Quantities (Midmar annual medicals, Klipfontein annual medicals, entry/exit medicals).
• Include transport costs (per kilometre) and any provisional sums.
• Prices must be inclusive of all taxes and delivery costs to the prescribed destination.
• The pricing schedule is valid for 120 days from the closing date.
• Non‑firm prices or prices subject to exchange‑rate variation will be rejected.

• Prices must be firm (no exchange‑rate or conditional adjustments) and entered in SBD 3.1.
• The pricing schedule must be completed for each service item; separate schedules are required if different delivery points affect price.
• Bid validity: 120 days from the closing date.
• All delivery costs, including transport, must be included in the quoted price.
• Payments will be made by Electronic Fund Transfer (EFT) in accordance with the contract terms.
• No performance bonds or guarantees are mentioned in the tender documents.

• Register on the National Treasury Central Supplier Database (CSD) and provide the MAAA number on SBD 1.
• Provide a valid Tax Clearance Certificate or TCS PIN (obtainable via SARS e‑filing). Joint ventures must submit a separate TCS/CSD number for each party.
• Submit a B‑BBEE Level Verification Certificate or a sworn affidavit (required to claim preference points). For QSE/EME entities, a consolidated B‑BBEE certificate is acceptable.
• Submit company registration certificate (CIPC) and certified ID copies of shareholders.
• Professional registrations required: HPCSA (occupational medical practitioner), SASOM, SASOHN, SAMSA approval.
• Provide calibration certificates for all equipment used.
• Bidders who are state officials, have directors who are state officials, or are close corporations with state officials are ineligible.
• Failure to provide any of the above may result in disqualification or loss of preference‑point allocation.

• B‑BBEE Level 1–2 (QSE/EME) contributors may claim up to 3 points under Specific Goals.
• Proof required: valid B‑BBEE verification certificate or sworn affidavit (consolidated for joint ventures).
• Points are allocated proportionally to the percentage of qualifying ownership (women, disability, youth).

• Bidders must comply with the Occupational Health and Safety Act 1993 and related regulations.
• All equipment used on site must have current calibration certificates.
• The provider must ensure a safe working environment for both staff and employees undergoing examinations.
• Proof of valid memberships (SASOM, SASOHN) and SAMSA approval is required as evidence of compliance with health‑safety standards.

• General Conditions of Contract (GCC) are incorporated by reference.
• Contract duration: 24 months from the date of award, with the option to call‑up services “as and when required”.
• The successful bidder must sign the written contract form (SBD 7) before commencement.
• All quotations must remain valid for 120 days after the closing date.
• The Department may terminate the contract for non‑performance, failure to meet technical specifications, or breach of statutory obligations.
• Penalties for non‑compliance include disqualification, recovery of costs, and possible restriction from future public‑sector contracts for up to 10 years.

• Bids must be submitted in a sealed envelope to the bid box at the Department’s entrance or delivered to the Supply Chain Management Office by 11:00 am on 16 July 2026.
• All pages of the bid must be initialed; no pages may be detached.
• The bid package must include all SBD forms, the completed Bill of Quantities, proof of CSD registration, tax clearance, B‑BBEE verification, professional registrations, equipment calibration certificates, and a letter of authority.
• Late, incomplete, or non‑firm bids will be rejected.
• The Department reserves the right to decline any or all bids and is not bound to accept the lowest price.

• The 80/20 preference‑point system applies (80 points for price, 20 points for specific goals).
• Specific‑goal points: Women 5, Disability 5, Youth 5, Province 2, B‑BBEE 3.
• Price points are calculated using Ps = 80 × (1 – (Pt – Pmin)/Pt).
• Bidders must submit supporting documentation (CSD reports, B‑BBEE certificate) to claim specific‑goal points; failure to do so results in loss of those points.
• Evaluation proceeds through the four phases described in the Evaluation Criteria section.