Objectives

The primary objective is to appoint a qualified service provider to conduct baseline, annual periodic, and exit medical examinations for employees at the Free State National Botanical Garden over a five-year period, as and when required. This initiative ensures compliance with the Occupational Health and Safety Act No. 85 of 1993 by establishing a structured medical surveillance programme aimed at the early detection, monitoring, and management of adverse health effects associated with workplace hazards.

Scope

The service provider will perform comprehensive medical examinations for approximately twenty employees. Required assessments include a physical examination with a urine test, audiometric screening, lung function/spirometry testing, vision screening, and a chest X-ray. The provider must deliver clinical examinations, biological monitoring, and medical testing, followed by written recommendations for continuous occupational health improvement. All medical results and reports must be formally signed by an Occupational Medical Practitioner. Services are to be rendered between 08:00 and 16:00, Monday to Friday. If the provider operates outside Bloemfontein, a mobile medical unit must be deployed. Pricing must be quoted per person, inclusive of VAT, with a detailed breakdown across the five contract years. Bids are evaluated using an 80/20 preference point system, allocating eighty points to price and twenty points to specific socio-economic goals (ten points for one hundred percent black ownership and ten points for one hundred percent female ownership, verified via the Central Supplier Database). Quotations must remain valid for three months post-closing. The contract is subject to mutually agreed terms, with the procuring entity reserving the right to cancel or re-tender in cases of misrepresentation, non-compliance, or failure to finalize agreements within thirty days of appointment.

Technical Requirements

• Submit mandatory compliance documentation, including a valid Compensation Fund letter of good standing, proof of professional registration with relevant South African regulatory councils, and evidence of specialized training.
• Possess calibrated, functional equipment capable of accurately conducting hearing and lung function tests.
• Maintain secure, confidential employee health records and control measures as mandated by occupational health legislation.
• Provide explicit consent for personal information processing during evaluation and verification processes.
• Ensure all submitted quotations are written in English, clearly itemized by activity and contract year, and fully inclusive of VAT.

Skills Requirements

The service delivery team must comprise qualified professionals holding current registrations with South African statutory bodies:

• Occupational Medical Practitioner: Must hold a Bachelor of Medicine and Bachelor of Surgery (MBChB) degree, maintain active registration with the Health Professions Council of South Africa (HPCSA), and possess specialist certification in Occupational Medicine.
• Occupational Health Nursing Practitioner: Must hold a Diploma in General Nursing, be registered with the South African Nursing Council (SANC), and hold specialist certification in Occupational Health Nursing.
• Both practitioners must demonstrate competency in administering the specified medical tests, interpreting clinical data, maintaining confidential employee health records, and issuing legally compliant medical reports.

Explanation of Unusual or Complicated Terms

• COIDA Letter of Good Standing: A compliance certificate issued by the Compensation Fund confirming the employer’s adherence to the Compensation for Occupational Injuries and Diseases Act, which mandates statutory coverage for work-related injuries and illnesses.
• HPCSA, SASOM, SASOHN, SANC: South African regulatory and professional bodies governing healthcare practice. HPCSA licenses medical practitioners; SASOM certifies occupational medicine specialization; SASOHN certifies occupational health nursing specialization; SANC registers and regulates nursing professionals.
• 80/20 Preference Point System: A standard South African public procurement scoring mechanism where eighty percent of evaluation weight is assigned to price competitiveness, and twenty percent to designated socio-economic transformation goals.
• POPIA Consent: Mandatory authorization under the Protection of Personal Information Act permitting the procuring entity to collect, verify, and process bidder personal data for qualification assessment, background screening, and Know Your Customer compliance.