Medical assessment services – 36-Month contract – phokwane local municipality

Closing date: 03 September 2026 at 12:00.

No briefing session is scheduled.

Technical enquiries: Ms N. Vinger, Wellness Officer, Tel: 053 474 9700, Email: [email protected].

Supply chain matters: Mrs M Viljoen, Tel: 053 474 9700, Email: [email protected].

Submission address: Tender box, ground floor, Phokwane Local Municipality, 24 Hertzog Street, Hartswater, 8570.

Bid documents are downloadable free from the E-Tender portal or municipal website from 03 August 2026. Sealed envelopes marked with the bid name, number and description must be deposited in the tender box at Phokwane Local Municipality, 24 Hertzog Street, Hartswater, 8570 by 12:00 on 03 September 2026. Faxed, e-mailed or late submissions will not be accepted.

Returnable forms (Section A – mandatory, non-submission disqualifies):

• Form of Offer and Acceptance: signed and completed.
• Pricing Schedule: completed and signed in non-erasable black ink.
• MBD 1 (Invitation to Bid): completed and signed.
• MBD 4 (Declaration of Interest): discloses any connection to state employees.
• MBD 6.1 (Preference Point Claim Form): claims specific goal points.
• MBD 8 (Declaration of Bidder's Past SCM Practices): declares past SCM conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Schedule 1A (Authority of Signatory): company resolution or power of attorney.
• Schedule 1B (Compulsory Enterprise Questionnaire).
• Proof of registration with the Health Professions Council of South Africa (HPCSA).
• Proof of active CSD registration (MAAA number).
• Valid SARS Tax Compliance Status PIN.
• Municipal Rates & Taxes account (company and directors) not older than 3 months, or equivalent proof of address.
• Every page of the bid document initialled by the authorised signatory.
• Joint Venture agreement (if applicable).

Section B documents (for functionality/preference scoring):

• Experience and capacity of the organisation.
• Qualifications and expertise of key staff.
• Methodology and quality assurance plan.
• Presentation.
• B-BBEE certificate or sworn affidavit (for preference points only).

Section C documents (verified at award):

• Certified IDs of directors/members/partners.
• CIPC registration documents.
• COIDA letter of good standing.
• Banking details confirmation.

Mandatory documents (Section A): Signed and completed Form of Offer and Acceptance; Completed and signed Pricing Schedule; Completed and signed MBD 1; MBD 4; MBD 6.1; MBD 8; MBD 9; Completed Schedule 1A (Authority of Signatory); Schedule 1B (Compulsory Enterprise Questionnaire); Proof of registration with Legal Practice Council LPC of SA; Proof of active registration on CSD; Valid SARS Tax Compliance Status PIN; Municipal Rates & Taxes account not older than 3 months; Every page initialed; HPCSA registration; JV Agreement if applicable. Section B (for functionality/preference): Experience and capacity documents, qualifications of key staff, methodology and quality assurance, presentation, B-BBEE certificate or affidavit. Section C (pre-award verification): Certified IDs, CIPC registration, COIDA letter of good standing, banking details confirmation.

Two-stage evaluation:

Stage 1 – Functionality (100 points, minimum 75 points to pass):

• Experience and Capacity of the Organisation (30 points): years in similar services (10), completed projects with references (10), company profile and organogram (10).
• Qualifications and Expertise of Key Staff (30 points): certified qualifications (10), proof of professional registration e.g. HPCSA (10), CVs and experience (10).
• Methodology and Quality Assurance (20 points): proposed methodology and service delivery plan (10), quality assurance measures and accreditation (10).
• Presentation (20 points): covers methodology, project approach, capability, capacity, deliverables, timelines, and added value.

Stage 2 – Price and Preference (80/20 system):

• Price: 80 points.
• Specific Goals: 20 points, split as:
• 10 points for contracting with persons historically disadvantaged by unfair discrimination on the basis of race, gender or disability.
• 10 points for local labour and/or promotion of enterprises located in the municipal area.

Tenders remain valid for 90 days.

The municipality requires a service provider to render medical assessments on an as-and-when-required basis for 36 months. Services include:

• Entry and exit medical examinations.
• Annual eye tests.
• Lung function tests (twice per year).
• Audiometric tests (once per year).
• Tetanus injections (once per year).
• Completion of drug and alcohol dependency documents.
• Medical evaluation for incapacity to work investigations.
• Completion of disability application forms.
• Full medical examinations (hearing, lung function, vision, blood pressure, blood glucose, urine, chest x-rays, ECG) and certificate of fitness.
• Follow-ups and referrals, with monthly updates to the HR department.
• First aid training.
• Incident investigations.
• Hazard identification and risk assessments.
• OHS induction.

Additional tests as required.

Bidders must submit a proposed methodology and service delivery plan (worth 10 points) and a quality assurance plan (worth 10 points) as part of the functionality evaluation. A presentation covering the proposed methodology, project approach, capability, capacity, deliverables, timelines, and added value is also required (worth 20 points).

Bidders must provide evidence of experience and capacity (30 points): number of years in similar medical assessment services (10 points), number of completed projects with traceable references (10 points), and company profile with organogram (10 points). Key staff qualifications and expertise (30 points): certified copies of practitioners' qualifications (10 points), proof of registration with professional bodies such as HPCSA (10 points), and CVs with experience (10 points).

Quality assurance measures and accreditation (e.g. an assurance review plan) are required as part of the methodology and quality assurance evaluation criteria, worth 10 points out of 20 for that element.

Only firm prices accepted. All delivery costs must be included. The pricing schedule must be completed in non-erasable black ink; no correction fluid. Mistakes must be crossed out and initialled. Bidders must indicate VAT vendor status. The total offer price inclusive of VAT for the 36-month contract must be stated.

Only firm prices will be accepted. All delivery costs must be included in the bid price. The pricing schedule must be completed in non-erasable black ink; no correction fluid may be used. Mistakes must be crossed out and initialled. Bidders must indicate whether they are a registered VAT vendor. The total offer price inclusive of VAT for the 36-month contract must be stated. The municipality reserves the right not to accept the lowest bid if it is below market-related rates.

Mandatory compliance documents:

• Proof of active CSD registration (MAAA number).
• Valid SARS Tax Compliance Status PIN (verified electronically).
• Municipal Rates & Taxes account (company and directors) not older than 3 months, or equivalent proof of address.
• Proof of registration with the Health Professions Council of South Africa (HPCSA).
• MBD 4 (Declaration of Interest): discloses any connection to state employees.
• MBD 8 (Declaration of Bidder's Past SCM Practices): declares past SCM conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• B-BBEE Status Level Verification Certificate or sworn affidavit (for preference points only; non-submission results in zero preference points).

The service includes OHS induction, hazard identification and risk assessment, incident investigations, and first aid training. The medical surveillance service supports legal compliance with the Occupational Health and Safety Act. Employees exposed to hazardous environments (sewer, water treatment, refuse operations) require periodic health assessments.

Employees exposed to soil and waste have a risk of tetanus, so tetanus injections are required annually.

The contract is for 36 months. The Form of Offer and Acceptance commits the bidder to perform all obligations and liabilities of the Contractor under the Contract. The agreement comes into effect when the bidder receives a fully completed original copy of the agreement. The bidder must notify the employer within five working days if unable to accept the contents, otherwise it becomes a binding contract. The successful bidder will be required to sign a written contract form (MBD 7.1).

Bid documents are downloadable free from the E-Tender portal or municipal website from 03 August 2026. Sealed envelopes marked with bid name, number and description must be deposited in the tender box at Phokwane Local Municipality, 24 Hertzog Street, Hartswater, 8570 by 12:00 on 03 September 2026. Faxed, e-mailed or late submissions are not accepted. The municipality does not bind itself to accept the lowest or any tender and reserves the right not to appoint the lowest bidder if below market-related rates.

Bids are evaluated under the 80/20 preference points system. Stage 1: Functionality (100 points, minimum 75 points to pass). Stage 2: Price (80 points) and Specific Goals (20 points). Specific goals: 10 points for contracting with historically disadvantaged persons (race, gender, disability) and 10 points for local labour/enterprises in the municipal area.