1 Netball World Cup 2023 - Invitation to Tender Medical Programme for Netball World Cup 2023 – P layers and o fficials Bid No. NWC2023/02 Bid Description Proposals for the appointment of a service provider for the Medical Programme for Netball World Cup 2023 – Players and Officials Contact Person/s: Technical reference: Terms of Name: Ms Reabetswe Mpete Email address: tenders@nwc2023.org.za Bid Procedures: Name: Mrs. Blanche de la Guerre Email address: blanche@nwc2023.org.za Closing time and date for bid Time and Date: 17:00 25 February 2022 – send to tenders@nwc2023.org.za Condition Bids received after the closing time and date will not to be accepted for consideration. 2 Netball South Africa is excited to be hosting the 2023 Netball Word Cup and the South Africa company that has been set up to manage the 2023 World Cup (NWC2023) is in the process of securing suppliers and service providers to assist in achieving its goals. 1. Netball World Cup 20 23 World Netball ( WN ) has awarded the right to host and conduct the Netball World Cup 20 23 (Event) to Netball South Africa ( NSA ). Netball World Cup 20 23 (NWC20 23 ) has been setup by NSA and the Event Partners, National Department of Sports, Arts and Culture , Western Cape Department of Cultural Affairs and Sport, and The City of Cape Town , as a wh olly owned subsidiary for the delivery of the event including all supplier relationships. 2. General Tournament Information NWC20 23 will be held at the Cape Town International Convention Center (CTICC) from 28 July – 06 August 2023 , with sixteen international teams competing across ten days. Sixty matches will be conducted in a two venues CTICC 1 and CTICC 2 3. Introduction NWC20 23 are seeking the services of an experienced medical service provider to lead, manage and implement the medical programme for NWC20 23 . These services should encompass the provision of sports medicine, including physiotherapy, massage therapy (optional) and general/emergency medicine. A dedicated sports medicine facility must be provided at the competition an d training venue by the provider (NWC20 23 will provide the suitable space for this to operate) The programme will need to cover Players and Match Officials (Umpires) and the scope of coverage will include the competition venue from 28 th July – 06 th Augus t 2023 and training venue from 17 th July – 06 th August 2 023 . This programme does not cover NWC20 23 spectators. Operating Principles The following operating principals should underpin the provision of the medical services programme. The service must: • provide world class support to all players, team officials and technical officials. • be delivered on a non - discriminatory basis; 3 • be delive red at the time and frequency required by service users according to assessed need; • be responsive to differing medical needs and tailored to individual service user circumstances; • be provided in an integrated and coordinated manner; • ensure continuity of ca re; • be culturally appropriate; • be provided by trained staff with appropriate professional support; and • comply with all relevant legislation, standards and requirements. Level of Service The following needs to be incorporated within the programme Healthcare Services Healthcare services will be provided where a health problem has arisen or worsened during the event. There will be limitations to certain healthcare services due to specialist appointment requirements. While the Technical Official group will have access to all services, competing players will always take priority. Medical need will always be the first consideration. Player Care Player care will need to encompass the provisio n of a medical team including medical practitioners at both the competition venue s , CTICC 1 and CTICC 2 , during the venue familiarisation 26 th – 27 th of July 2023 and competition phase of the event; 28 th July – 06 th August 2023 and at the training venue, CTICC 2 Player care should also include user pay access / signposting to the services of pharmacy, optometry, dentistry, podiatry, massage, physiotherapy and general medicine as well as specialist consultations and healthcare liaison, signposting to these services offsite may be required. General Management The proposed management structure for the medical provision must ensure the proper management, administration, patient service and accountability of the services. A Chief Medical Officer (CMO) should be appointed to develop operational policies and procedures in consultation with the NWC 20 23 Organising Committee in the following areas; 4 i. process for receipt of patients, assessment and eligibility for referral for treat ment to in venue practitioners and / or external consulting medical specialists; ii. emergency procedures; iii. privacy and confidentiality procedures; iv. duty of care procedures; v. occupational health and safety procedures; vi. complaints recording and resolution procedure s; and vii. critical incident reporting and action procedures. The CMO should oversee the appointment of adequate numbers of suitably qualified and experienced staff/volunteers and the provision of the highest service standards. The CMO can also fill a role wi thin the suggest provision section below during the competition. The CMO should hold a briefing will be held prior to the commencement of the tournament. Each team should be invited to bring a maximum of two representatives to this meeting. All medical pr ogramme workforce; doctors, medical support coordinators and physiotherapists may also be required to attend this briefing. The location and logistics for this meeting will be arranged by NWC20 23. A detailed medical plan is required to be submitted to the World Netball (WN ) 6 months prior to the event ( 28 th February 20 23) Suggested provision The following information provides further detail of suggested staff / volunteer resourcing and timings required within this. NWC20 23 will work with the appointed medical provider to establish the suitable provision for the competition, the below is as starting point for costing out the programme. Please include hourly / daily rates as part of the submission: Training Venue : (using pre - dedicated medical room) • Staff will arrive 30 minutes before training and will stay for 1 hour after training ends (or after the last player leaves whichever is later) • Active from 17 th of July - 25 th of July (training hours 08:00 – 20:00) • Active from Wedne sday 26 th of July – Thursday 27 th of July (training hours 08:00 – 16:00) • Active from Friday 28 th of July – Sunday 06 th of August (training hours 08:00 – 18:00) Staffing Resource per Shift • 1 x Doctor post community service with 3 years experience in emergency medicine /sports medicine • 1 Nurse - Senior Nurse with ACLS • 1 A mbulance (only for 17 th – 21 st July, then use this only from Competition Venue) 5 Competition Venue Player Medical Cover : (using pre - dedicated medical room) • Staff will arrive 1.5 hours before competition starts and will stay for 1 hour after competition ends (or after the last player leaves whichever is later) – see appendix 1 for draft competition schedule • Partially active from Wednesday 26 th of July - Sunday 06 th of August (courtside only) • Fully open from Friday 28 th of July – Sunday 06 th of August (courtside and Player Medical Room • 1 ambulance to cover the Player Medical Room, and the Court. Staffing Resource per Shift - Court Side • 1x Doctor post community service with 3 years experience in emergency medicine /sports medicine • 1 Nurse - Senior Nurse with ACLS Staffing Resource Per Shift - Player Medical Room (active from 17 th July – 6 th August 2023 ) • 1 x Doctor ( post community service with 3 years experience in emergency medicine/sports medicine ) • 1 x Physiotherapist (sports medicine) • 1 x Nurse senior nurse with ACLS Hotel Medical Cover • Overnight on call doctor cover will be available for all hotels by contacting a dedicated mobile phone number. This doctor could be the CMO given their continuous presence at the event. • During day time hours those requiring a doctor will be asked to atten d the training venue medical room unless in the case of an emergency where either the doctor from the training venue, or player medical room will attend (with backfill from the CMO) • Hotel cover will be from Thursday 16 th of July – Monday 07 th of August 202 3 Additional Information • Imaging modalities and specialist consultations e.g. dentistry, MRI etc should be provided (at a cost) by a pre - determined Private hospital local to the venue (Exact location TBC) • Determine the emergency case transfers to local Ne tcare Christaan Barnard Hospital • Whilst a dedicate medical space will be provided in both venues, any medical equipment and consumables will not be provided and therefore need to be incorporated into the costs within the tender 6 POPI compliance All software must be compliant with the P rotection of Personal Information Act . All data should be processed and stored on servers based within South Africa . Where a supplier’s Data Centre is located outside the South African Economic Area, all transfers must be made pursuant to an approved certification mechanism (e.g. a data protection seal or mark that has been issued by specified certification bodies, or by the competent Data Protection Authority ). Please provide any relevant certification with your propos al. No additional costs shall be charged to NWC20 23 in order to comply with these regulations. 4. Proposal Submission Instructions Responses should be submitted to tenders@nwc2023.org.za by Frida y 25 th of February 2022 at 17h00 Receipt will be acknowledged via e - mail. Please start the subject line with “RFP – Supplier Response – NWC20 23 Medical Services - <insert company name>”. The RFP should include a document with the following sections: 1. Executiv e Summary 2. Company Profile 3. 3Propsed Solution 4. Project Team & Approach 5. Support & Maintenance 6. Cost & Fee Structure (including any staff hourly / day rates) 7. Project Examples 8. Additional information 4.1 Executive Summary Provide a concise summary of your understanding of the tender and of the products and services requested. 4.2 Company Profile Provide the following information about the company. If the proposed solution involves any third party supplier (e.g. implement ation, hosting) please also provide their details: 5. Name and address 6. Registration number 7. Registration address 8. Main telephone number 9. Website 10. Company background 11. Company management team 12. Number of full time, part time, and contractor staff broken down by de velopment, technical support, testing, training, project support and administration 7 13. Company public liability and employers liability insurance policy coverage 4.3 Proposed Solution Please detail the medical programme and provision that is proposed for the project, detailing the processes and procedures, staff / volunteer resources / structures, equipment and consumables for the medical programme 4.4 Project Team & Approach Detail how many people will be assigned to the project and their roles within the provision. Please outline the company’s project management methodology. Please provide a project timeline for completion. 4.5 Cost & Fee Structure Please provide estimated costs in ZAR and add any additional details regarding equipment and services pricing that may be helpful in our analysis. Cost should be broken down in the following way: • Initial Implementation/ set - up cost • Analysis/ Scope • Staffing (hourly / daily rates) • Implementation (Including any test and training) • Equipment and consumables • Ongoing Costs (if applicable) • Accommodation and per diems for all staff / volunteers • Any further costs connected to the delivery of the medical programme Please note that we would l ike where possible proposals to include both a fully paid staff medical programme and also a volunteer workforce programme as well. 4.8 Previous Examples of Medical Provision Provide details of three comparable events / medical provision services (size and complexity) which the company has delivered. 4.9 Additional Information Please provide any additional information which you feel will assist our evaluation of the proposal. 5. Tender Timings NWC20 23 will determine at its sole discretion which compa ny to appoint. Cost will be an important factor but equally so will be demonstrating an understanding of the event and industry, a knowledge of volunteer and workforce management, and an understanding of how to provide the most suitable and efficient prod uct. 8 Deadline for Submission 25 th of February 2022 at 17h00 Awarding of Work No later than 14 th of March 2022 Work to begin TBC but medical plan needs to be submitted to World Netball by 28 th February 20 23 Work completed including testing 31 st of August 20 23 Tender Process and Requirements: Applicants should submit their complete proposals electronically to tenders@nwc2023.org.za In order to support the appointment of a medical services provider the following should be provided as part of your proposal: • Demonstration of understanding of the requirements, including its context and deliverables both in production capabilities and in providing support services • A summary on how the bidder would approa ch this project such as key management, resources and process elements of the proposal (including timescales) • Clear identification of the services and provision that the bidder is submitting a proposal for • The financial breakdown proposed to include an estimate of basic costs, a shopping list of service enhancements and identification of risk factors • A step by step programme of how the work would be undertaken • Statement on the bidder team i.e. who would be working on this project and should include expe rience and which areas of the project they will work on • A demonstration of quality and expertise by providing at least three previous examples of relevant and similar work • 2 x references • Identify any exclusions or non - conformance with NWC20 23 ’s requireme nts and additional innovations that NWC20 23 may want to consider 6. Selection Process The tender panel will have a selection criterion against which they will evaluate the applicants, based on: • Applicants ability to satisfy NWC20 23 ’s requirements • Commercial terms of the bid – competitive price, price clarity, adherence to requirements, financial strength of the company • Project management and service levels 9 • Experience with similar work, specifically other federations, or high - profil e sports events • Referees • Capability/Capacity • Innovation and added value 7. General Comments and Disclaimers These instructions are designed to ensure that all proposals are given equal and fair consideration. It is important therefore that you provide all the information asked for in the format and order specified. All queries relating to the information contained in this document or the tender process should be directed to tenders@nwc2023.org.za . Suppliers sh ould read these instructions carefully before submitting their proposals. Failure to comply with these requirements for completion and submission of responses may result in the rejection of the proposal. Suppliers are advised therefore to acquaint themselv es fully with the extent and nature of the services specified and contractual obligations. These instructions constitute the Conditions of Participation. Participation in the tender process automatically signals that the bidders accepts these Conditions o f Participation. If an organisation is successful it will be required to enter into a formal agreement with Netball World Cup 2 023 Any contract concluded as a result of this Tender process shall be governed by South African law and all financial transact ions shall be processed in ZAR All costs and expenses associated with the preparation of this proposal and the tender process are the responsibility of the applicant, irrespective of whether the tender process is successful or completed. The tender documentation is an indication of NWC20 23 needs. It should not be seen as an exhaustive list of requirements. NWC20 23 expects the successful applicant to work with NWC20 23 to further define NWC20 23 ’s requirements and provide additional support as and whe n required. All information supplied by NWC20 23 in connection with this tender shall be treated as confidential by prospective tenderers, except that such information may be disclosed so far as is necessary for the purpose of obtaining referees and informa tion necessary for the preparation and submission of the tender. NWC20 23 must be made aware of any potential conflicts of interest at the time of submitting a proposal. By submitting the tender, NWC20 23 will assume that the tenderer has sufficient authorit y to enter into an agreement on behalf of the organisation and work in South Africa on behalf of NWC20 23 Documentation provided by the tenderer during this process will be held on file for three years (as evidence of the tender) and/or disposed of in a secure manner. The tender is issued on the basis that nothing contained in it shall constitute an inducement or incentive, nor shall have in any other way persuaded a tenderer to submit a tender or any other contractual agreement. 10 NWC20 23 reserves the rig ht to: • Amend the terms and conditions of the invitation to tender process • Cancel the evaluation process at any stage • Require the applicant to clarify its tender in writing and/or provide additional information. (Failure to respond adequately may result in the tender application not being selected or proceeding to the next stage) • Annul the tender process completely • Reject all quotes and tenders Appendix 1 – Competition Schedule 11 C o u r t D o o r T i m e S e s s i o n S t a r t S e s s i o n E n d D u r a t i o n S e s s i o n 1 0 8 : 0 0 0 9 : 0 0 1 2 : 3 0 0 3 : 3 0 S e s s i o n 2 1 4 : 1 5 1 5 : 0 0 2 1 : 3 0 0 6 : 3 0 S e s s i o n 1 0 8 : 0 0 0 9 : 0 0 1 2 : 3 0 0 3 : 3 0 S e s s i o n 2 1 4 : 1 5 1 5 : 0 0 2 1 : 3 0 0 6 : 3 0 S e s s i o n 3 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 4 1 4 : 1 5 1 5 : 0 0 2 0 : 1 5 0 5 : 1 5 S e s s i o n 3 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 4 1 4 : 1 5 1 5 : 0 0 2 0 : 3 0 0 5 : 1 5 S e s s i o n 5 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 6 1 4 : 1 5 1 5 : 0 0 2 0 : 1 5 0 5 : 1 5 S e s s i o n 5 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 6 1 4 : 1 5 1 5 : 0 0 2 0 : 3 0 0 5 : 1 5 S e s s i o n 7 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 8 1 4 : 1 5 1 5 : 0 0 2 0 : 1 5 0 5 : 1 5 S e s s i o n 7 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 8 1 4 : 1 5 1 5 : 0 0 2 0 : 3 0 0 5 : 1 5 S e s s i o n 9 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 1 0 1 4 : 1 5 1 5 : 0 0 2 0 : 1 5 0 5 : 1 5 S e s s i o n 9 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 1 0 1 4 : 1 5 1 5 : 0 0 2 0 : 3 0 0 5 : 1 5 S e s s i o n 1 1 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 1 2 1 4 : 1 5 1 5 : 0 0 2 0 : 1 5 0 5 : 1 5 S e s s i o n 1 1 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 1 2 1 4 : 1 5 1 5 : 0 0 2 0 : 3 0 0 5 : 1 5 S e s s i o n 1 3 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 1 4 1 4 : 1 5 1 5 : 0 0 2 0 : 1 5 0 5 : 1 5 S e s s i o n 1 3 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 1 4 1 4 : 1 5 1 5 : 0 0 2 0 : 3 0 0 5 : 1 5 S e s s i o n 1 5 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 1 6 1 4 : 1 5 1 5 : 0 0 2 0 : 3 0 0 5 : 1 5 S e s s i o n 1 7 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 1 8 1 4 : 1 5 1 5 : 0 0 2 0 : 3 0 0 5 : 1 5 S e s s i o n 1 9 0 8 : 0 0 0 9 : 0 0 1 3 : 1 5 0 4 : 1 5 S e s s i o n 2 0 1 4 : 1 5 1 5 : 0 0 2 0 : 3 0 0 5 : 1 5 C o u r t O n e * A l l t i m i n g s a n d c o m p e t t i o n s c h e d u l e a r e s u b j e c t t o c h a n g e D a y 2 D a y 1 F r i d a y 2 8 / 0 7 C o u r t O n e C o u r t O n e D a y 5 D a y 4 D a y 3 C o u r t O n e C o u r t T w o C o u r t O n e C o u r t T w o C o u r t O n e C o u r t T w o C o u r t O n e C o u r t T w o D a y 1 0 D a y 9 D a y 8 D a y 7 D a y 6 C o u r t O n e C o u r t T w o C o u r t O n e C o u r t T w o C o u r t O n e C o u r t T w o