Employee wellness programme tender – sarah baartman district municipality, eastern cape

Closing date: 14 September 2026 at 12h00 noon (bid box).

Public opening: immediately after closing, Committee Room 1, 6th Floor, 32 Govan Mbeki Avenue, Gqeberha.

No briefing session or site visit is mentioned.

Technical enquiries: Ms Tembukazi Mafongosi, 041 508 7044, [email protected].

SCM enquiries: Ms K Notshulwana, 041 508 7007, [email protected].

Bid document collection: Supply Chain Management Unit, 4th Floor, 32 Govan Mbeki Avenue, Gqeberha, Tel 041 508 7007.

Submission channel: sealed envelope clearly marked with the bid number and title, deposited in the bid box on the 4th Floor, 32 Govan Mbeki Avenue, Gqeberha, before 12h00 noon on 14 September 2026. Bids opened in public in Committee Room 1, 6th Floor, same address.

Returnable documents (all mandatory, failure to submit leads to non-responsiveness):

• Company registration (CK) documents and certified ID copies of directors/owners (certification not older than 6 months).
• Fully completed MBD forms 4 (Declaration of Interest), 6.1 (Preference Points Claim), 8 (Declaration of Past SCM Practices) and 9 (Certificate of Independent Bid Determination).
• Bidder's municipal statement of account for 3 months, or valid lease agreement, or affidavit declaring no municipal services debt over 90 days.
• Directors' municipal statements of account for 3 months, or valid lease agreement, or affidavit as above.
• B-BBEE status level verification certificate or sworn affidavit (to claim B-BBEE points).
• Proof of address of office dealing with the project (lease or municipal account in bidder's name) to claim locality points.
• Financial statements for past 3 years (or since establishment) if bid value exceeds R10 million VAT inclusive.

Disqualification risks:

• Late, incomplete, faxed, emailed or telephonic bids.
• Bids not on official forms or qualified by bidder's own conditions.
• Any page not originally signed in black ink (copies of signatures not accepted).
• Missing any mandatory document or failing to complete the bid in full.
• Bidders in the service of the state (as defined in the Municipal SCM Regulations).

Bid documents: obtainable at non-refundable cost of R227 from the Supply Chain Management Unit, 4th Floor, 32 Govan Mbeki Avenue, Gqeberha, or downloaded free from the E-Tender Portal or municipal website. Original printed documents must be submitted if downloaded.

Bidders must submit: company registration (CK) documents, certified ID copies, MBD forms 4, 6.1, 8 and 9, municipal statement of account or lease agreement, B-BBEE certificate or sworn affidavit, proof of address for locality, financial statements if bid over R10 million. All pages must be signed in black ink. Bids must be in sealed envelope marked with bid number and placed in bid box.

Two-stage evaluation:

Stage 1 — Functionality (minimum threshold 70%, below which bids are excluded):

• Relevant company experience: 40 points. Scoring: 10 or more projects in past 10 years = 40; 5-9 projects = 35; less than 5 = 20.
• Approach/methodology: 20 points. Implementation plan covering timelines and programmes for EAP and training, disease and disability management, primary health care and screening, and occupational health.
• Individual/team capability: 40 points. Scoring based on years post professional registration: 10 or more = 40; 5-9 = 35; less than 5 = 20.
• Total: 100 points.

Stage 2 — 80/20 preference points system (for qualifying bids):

• Price (VAT inclusive): 80 points.
• B-BBEE status level: maximum 10 points (Level 1 = 10, Level 2 = 9, Level 3 = 8, Level 4 = 6, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, non-compliant = 0).
• Locality: maximum 10 points (within SBDM jurisdiction = 10, Eastern Cape = 8, South Africa = 5, outside South Africa = 1).

Tie-breaking: highest specific goal points, then highest functionality points, then drawing of lots.

Contract period: 36 months. Staff complement: 120 employees (may vary).

Services required:

• Health Screening: on-site annual screening by occupational healthcare practitioner, including blood pressure, cholesterol, diabetes, mammograms, pap smears, prostate cancer screening.
• EAP/Wellness Programme: 24/7 toll-free line, online E-care, psychological and psychosocial services, face-to-face counselling up to 6 sessions per employee per case, health and life management, financial and legal services, exercise/nutrition/weight management, psychometric assessment, critical incident trauma debriefing, managerial coaching, team enrichment sessions, preventative services (stress, substance abuse, relationships, financial, retirement).
• Disease and Disability Management: chronic disease management (diabetes, hypertension), progressive disease management, disability management for reintegration or incapacity assistance.
• Employee Wellness Training (voluntary): HIV/AIDS, financial wellness, conflict management, stress and depression, alcohol and drug abuse control.
• Primary Health Care (on-site): IOD case management (as and when needed), coordination of quarterly wellness days (1 day per quarter, 4 per annum), employee referrals, minor ailments, chronic condition management, must dispense stat medication, 2 hours per week (8 hours per month).
• Occupational Health: audiometric, vision/eye, lung testing, annual medical screening for certain positions (e.g. fire fighters, Environmental Health Practitioners).

Requirements:

• Counselling in employee's language of choice; employee may choose counsellor gender.
• Service provider must render services at SBDM premises and provide equipment/infrastructure for primary health care.
• All health professionals must be registered with HPCSA, SANC or SACSSP with valid proof.
• Reporting to Human Resources Division with progress reports on clinic function, improvements and milestones.

Bidders must draft a detailed implementation plan covering all activities for the project duration, focusing on timelines and programmes for:

• Employee Assistance Programme (EAP) and training
• Disease and Disability Management
• Primary Health Care and screening
• Occupational Health

Plan must include an introduction of the multidisciplinary project team, each member's technical competency, role description, and previous experience.

Relevant company experience: demonstrate experience in holistic employee wellness services. List projects with contactable reference letters and appointment letters from past 10 years. Scoring: 10+ projects = 40, 5-9 = 35, less than 5 = 20.

Individual/team capability: provide introduction of multidisciplinary team, detailed CVs with certified attachments, evidence of valid professional registration. Experience based on years post professional registration: 10+ years = 40, 5-9 = 35, less than 5 = 20. Relevant qualifications: Medical Doctor, Nurse, Social Worker, Occupational Health Medical Doctor, Counselling Psychologist.

Service provider must have readily available trained professionals, certified within their respective areas of expertise.

All health professionals must be registered with a recognised professional body such as HPCSA, SANC or SACSSP, with valid proof of registration compulsory.

Pricing schedule (MBD 3.1): firm prices, inclusive of VAT, valid for 90 days.

Price per person per session for: Disability and Disease Management, Employee Wellness Training, Employee Assistance Programme, Health Screening, Occupational Health, Primary Health Care.

Additional line items: Operating Cost for facility (2 hours per week/8 hours per month), Hotline/Helpline (as and when required/pay as you use), Wellness Days (price per wellness day, 4 per annum).

Prices required for year 1, year 2 and year 3.

All costs including travelling and additional costs must be included in the rates.

Pricing schedule (MBD 3.1): firm prices, inclusive of VAT, valid for 90 days from closing date.

Pricing structure: price per person per session for each service line (Disability and Disease Management, Employee Wellness Training, Employee Assistance Programme, Health Screening, Occupational Health, Primary Health Care), plus operating cost for facility (2 hours per week/8 hours per month), hotline/helpline (as and when required, pay as you use), and wellness days (price per wellness day, 4 per annum). Prices required for year 1, year 2 and year 3.

Costing must include all requirements at a rate per employee and a pay-as-you-use rate inclusive of VAT, including travelling and all additional costs.

Bids with a value above R10 million (VAT inclusive) must submit financial statements for the past 3 years or since establishment.

Mandatory registrations and documents:

• Central Supplier Database (CSD) registration — failure renders bid null and void.
• Company registration (CK) documents and certified ID copies of directors/owners (certification not older than 6 months).
• MBD 4 (Declaration of Interest): discloses any director/shareholder employed by the state or connected to the municipality.
• MBD 6.1 (Preference Points Claim): claims B-BBEE points; requires B-BBEE certificate or sworn affidavit.
• MBD 8 (Declaration of Past SCM Practices): discloses past supply chain management conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Municipal statement of account (3 months) or valid lease agreement or affidavit for bidder and directors (no municipal debt over 90 days).
• Proof of address of office dealing with the project to claim locality points.
• Tax clearance requirements (Schedule E) — valid tax compliance status.
• Financial statements if bid exceeds R10 million.

Professional registration: all health professionals must be registered with HPCSA, SANC or SACSSP, with valid proof compulsory.

Occupational health services required: audiometric testing, vision/eye testing, lung testing, and annual medical screening for certain positions (e.g. fire fighters, Environmental Health Practitioners).

Aim: promote and maintain physical, mental and social wellbeing of employees by preventing ill health and controlling risk factors.

Contract duration: 36 months.

Bid validity: offer binding for 90 days from closing date.

Withdrawal or failure to fulfil contract: bidder may be liable for additional expenses incurred by the municipality, recoverable by set-off against any moneys due or guarantees.

Governing law: Republic of South Africa; bidder chooses domicilium citandi et executandi in the Republic.

Bidder accepts full responsibility for proper execution of all obligations.

Bidder must declare any participation in other offers for the same services.

Bidder must be duly authorised to sign the bid.

Special conditions prevail over general conditions where conflict arises.

Contract subject to Supply Chain Management Regulations and General Conditions of Contract.

Bids must be submitted in a sealed envelope clearly marked with bid number and title, deposited in the bid box on 4th Floor, 32 Govan Mbeki Avenue, Gqeberha before 12h00 noon on 14 September 2026.

Bids opened in public in Committee Room 1, 6th Floor.

Late, telephonic, faxed and electronic bids not accepted.

Municipality reserves the right not to accept part of or the full bid.

Mandatory documents: Company registration (CK) documents and certified ID copies of directors/owners; fully completed MBD forms 4, 6.1, 8 and 9; bidder's municipal statement of account for 3 months or valid lease agreement; directors' municipal statements for 3 months or affidavit declaring no municipal services debt over 90 days.

Bidders must be registered on the Central Supplier Database (CSD).

Bids must be submitted on official forms; late, incomplete, faxed or emailed bids not accepted.

Bidders must obtain minimum 70% on functionality to be considered.

Evaluation uses 80/20 preference points system: 80 points for price, 10 for locality, 10 for B-BBEE status.

Functionality assessed on relevant company experience (40), approach/methodology (20), individual/team capability (40), total 100, minimum threshold 70%.

B-BBEE points: level 1=10, 2=9, 3=8, 4=6, 5=4, 6=3, 7=2, 8=1, non-compliant=0.

Locality points: within SBDM jurisdiction=10, Eastern Cape=8, South Africa=5, outside=1.