Objectives

The primary objective of this tender is to appoint a qualified service provider to implement and manage an Employee Assistance Programme (EAP) within the Department of Mineral and Petroleum Resources. The programme aims to support employees by providing counselling, referral, advisory services, and awareness initiatives to address personal and work-related problems, thereby reducing absenteeism, improving work performance, and promoting overall well-being.

Scope

The scope of work includes:

• Provision of counselling, referral, and advisory services to employees and their families across multiple sites nationwide.
• Delivery of services in eleven official languages, ensuring accessibility at remote locations.
• Implementation of a comprehensive communication strategy, including awareness articles, posters, brochures, and branded materials.
• Development of detailed project plans with clear timeframes and deliverables.
• Regular reporting on service utilization, trend analysis, and programme effectiveness.
• Provision of infrastructure such as call centres, consulting rooms, and transport for service delivery.
• Adherence to evaluation criteria including company experience, team qualifications, project plan, and infrastructure readiness.

Technical Requirements

The technical requirements for the tender include:

• Registration and Certification: The service provider must be registered with the Employee Assistance Professional Association of South Africa (EAPASA) and team members must be registered with the Health Professional Council of South Africa (HPCSA).
• Experience and Qualifications: Minimum of three years’ experience in providing Employee Assistance Program services, with qualified team leaders and members possessing relevant degrees (e.g., Clinical Psychology, Psychiatry, Social Work) and experience.
• Project Plan: Submission of a detailed project plan with timeframes, outlining how services will be delivered, including counselling (24/7/365), referral processes, and reporting mechanisms.
• Infrastructure: Adequate call centres, consulting rooms, materials, equipment, and transport to support service delivery across multiple locations.
• Service Delivery: Face-to-face counselling (70%), telephonic support, and after-hours access, with services available in multiple languages and a national footprint matching DMPR’s geographical spread.
• Reporting and Communication: Regular reports on service utilization, trend analysis, and programme outcomes, along with marketing and communication materials and strategies.
• Compliance: Adherence to procurement policies, tax compliance, confidentiality, and contractual obligations, including signing service level agreements and performance reviews.
• Evaluation Criteria: Bidders will be assessed based on mandatory requirements, functionality (experience, team qualifications, project plan, infrastructure), administrative compliance, and preference points for specific goals (e.g., B-BBEE status, ownership by designated groups).

This comprehensive set of objectives, scope, and technical requirements ensures that the appointed service provider can effectively support the Department’s employees and meet the contractual and operational standards outlined in the tender documentation.