Objectives

The primary objective is to establish and deliver an effective, ad hoc Employee Assistance Programme (EAP) for all Knysna Municipality staff. The programme aims to provide confidential, short-term counselling and support to address mental health concerns, substance abuse, work-life balance challenges, and trauma exposure. By intervening early, the municipality seeks to mitigate negative impacts such as reduced productivity, increased absenteeism, and compromised employee well-being across various municipal disciplines.

Scope of Work

The appointed service provider will deliver psychological support and trauma counselling on an ad hoc basis. Key deliverables and operational parameters include:

• Conducting face-to-face counselling sessions exclusively within the Knysna municipal area.
• Providing immediate response capabilities when employees require intervention.
• Submitting written proof of attendance for each EAP session within seven days of the consultation.
• Delivering all sessions fluently in isiXhosa, English, and Afrikaans to accommodate diverse staff demographics.
• Supporting personnel across multiple departments, including traffic enforcement, fire services, and refuse management, who are routinely exposed to traumatic incidents.

Technical Requirements

• Pricing & Budget: Bidders must submit a unit price for trauma counselling services. The total contract value shall not exceed R300,000.00 (excluding VAT). All quotations must itemise costs clearly and remain valid for 90 days.
• Compliance Documentation: Submissions must include completed MBD forms (MBD 1, 4, 6.1, 8, 9, 15), a valid Tax Clearance Certificate (TCC 001), a current B-BBEE verification certificate, and CSD supplier registration confirmation. Municipal accounts must be up to date.
• Preference System: Evaluation follows an 80/20 or 90/10 preference point system, allocating points based on competitive pricing and Broad-Based Black Economic Empowerment (B-BBEE) status levels.
• Contractual Terms: Standard municipal general conditions apply, covering performance security, inspection rights, payment terms (within 30 days of invoice), penalties for delays, and termination clauses for default or insolvency.

Skills and Qualification Requirements

Service providers must employ qualified professionals registered with recognised South African regulatory bodies. Mandatory academic credentials vary by discipline:

• Clinical Psychologists: Must hold a Bachelor’s Degree in Psychology and maintain active professional registration.
• Social Workers: Must possess a Bachelor’s Degree in Social Work with corresponding professional body accreditation.
• Medical Practitioners: Must hold a Bachelor’s Degree with undergraduate majors in Psychology, Sociology, or related fields, or possess a dedicated psychology/psychiatry qualification, alongside mandatory professional registration.

All applicants must attach certified proof of academic qualifications and current professional body membership certificates. Failure to meet these compulsory criteria will result in disqualification.

Explanation of Key Terms

• Employee Assistance Programme (EAP): A structured workplace intervention providing confidential counselling, crisis intervention, and referrals to help employees resolve personal or work-related issues that impact job performance and mental health.
• B-BBEE: Broad-Based Black Economic Empowerment, a South African legislative framework designed to promote economic transformation and increase participation of historically disadvantaged groups in the economy through scoring systems that award procurement preference points.
• MBD Forms: Standardised Municipal Bid Documents mandated by South African public procurement regulations to verify bidder eligibility, tax compliance, declaration of interest, past supply chain conduct, and independent bid determination.