Raf: facilitator for end-to-end communication strategy development (with security compliance)

The service provider must comply with the provisions of the Protection of Personal Information Act (POPIA).

The service provider must implement security measures to protect confidential and personal information, including:

• Physical security: Controlled access points, surveillance cameras, and/or 24/7 monitoring.
• Document storage facilities must be protected against unauthorised access.
• Report any real, attempted, or suspected security breaches to RAF immediately, providing CCTV footage, police reports, and alarm records.
• Network security: Implement firewalls, intrusion detection, and encryption.
• Access control: Grant access on a need-to-know basis, use strong authentication, and regularly review permissions.
• Data protection: Handle personal and sensitive data in compliance with applicable laws, safeguard against unauthorised access, disclosure, alteration, and destruction.
• Report data breaches to RAF immediately.
• Impose confidentiality obligations on agents, subcontractors, or third parties.
• Comply with legislative and regulatory frameworks for processing personal information.
• Vet third-party service providers handling PII and require data protection agreements.
• RAF reserves the right to conduct security screening of company directors and resources.
• Cybersecurity: Implement robust measures against malware, phishing, and unauthorised access; use encryption for data in transit and at rest; regularly update and patch systems.
• Incident response: Have a documented incident response plan and report security incidents to RAF promptly.
• Subcontractor oversight: Ensure subcontractors adhere to the same data protection and cybersecurity standards; the service provider is responsible for their compliance.
• Audit and monitoring: RAF reserves the right to audit compliance; the service provider must cooperate with audits.

The service provider will handle RAF's confidential, private, personal, or sensitive information (files, data, documents).

• Must comply with the Protection of Personal Information Act (POPIA).
• Document handling and transportation: Have protocols for proper handling and transport; use a secure, lockable transportation system.
• Security measures: Keep files in lockable containers during handling and transportation to prevent loss, theft, or damage.
• Record keeping: Maintain accurate records of each document stored, including location, access history, and retention schedule; organise records for easy tracking.
• Document retrieval and handling: Use secure protocols for retrieval, including verifying requester identity and ensuring secure transport.
• Record keeping for retrieval: Maintain detailed records of all retrieval activities, including date, time, requester identity, and reason.
• Secure storage: Store physical documents in lockable cabinets to prevent unauthorised access or tampering.
• Access control: Ensure only authorised personnel access documents; have policies and procedures to control and monitor access.
• Fire suppression: Premises must have a fire suppression system or similar (e.g., carbon dioxide fire extinguishers) to prevent damage or loss of documents in a fire.
• Security facility: Premises must have a secure perimeter with controlled access and/or surveillance systems; secure doors, locks, and alarms to prevent unauthorised access.
• Physical security: Implement physical security measures, including controlled access points, surveillance cameras, and/or 24/7 monitoring; protect document storage facilities against unauthorised access; report any security breaches to RAF and provide CCTV footage, police reports, and alarm records.
• Document access control: Control access to documents, permitting only authorised personnel to handle, view, or transport them.
• Access monitoring and control: Have procedures to ensure only authorised personnel are granted access to documents and storage facilities.
• Network security: Implement technical security measures (e.g., firewalls, intrusion detection, encryption) for digital document storage systems.
• Access control: Grant access on a need-to-know basis; use strong authentication methods; regularly review and update permissions.
• Data protection obligations: Handle personal and sensitive data in compliance with applicable laws; safeguard against unauthorised access, disclosure, alteration, and destruction; report data breaches to RAF immediately; implement measures to ensure confidentiality, including imposing confidentiality obligations on agents, subcontractors, or third parties; comply with legislative and regulatory frameworks for processing personal information; vet third-party service providers handling PII and require data protection agreements; RAF reserves the right to conduct security screening of company directors and resources.
• Cybersecurity standards: Implement robust cybersecurity measures against threats like malware, phishing, and unauthorised access; use encryption for data in transit and at rest, complying with industry standards; regularly update and patch systems, software, and applications.
• Incident reporting and response: Have a documented incident response plan to address data breaches; report security incidents or data breaches to RAF promptly.
• Subcontractors and third-party oversight: Ensure subcontractors adhere to the same data protection and cybersecurity standards; the service provider is responsible for their actions and compliance.
• Audit and monitoring: RAF reserves the right to audit and monitor compliance; the service provider must cooperate with audits or assessments.

• The RAF seeks to appoint a qualified facilitator to develop an end-to-end Communication Strategy that is fit for purpose.

• Closing date and time: 15 July 2026 at 11:00.
• RFQ validity period: 30 days from the closing date.
• Expected date services are required: 17 May 2026.
• Compulsory briefing session: Not applicable (N/A).

• For submission and RFQ enquiries: Email [email protected].
• For general enquiries: Email [email protected] or contact Duduetsang Sono on 012 621 1962.

• Submit your quotation by email only to [email protected]. Use the reference number PR 10117136.
• Late submissions will not be considered.
• You must complete and sign all Annexures (Standard Bidding Documents and Mandatory Evaluation documents).
• Collusive behaviour is prohibited. Submitting more than one proposal from different companies with common directors/shareholders will result in disqualification of all involved entities.

1. CSD registered supplier with tax matters declared in order by SARS. 2. Minimum 3 verifiable client references for facilitation services (Annexure B). 3. Not disqualified for collusive behavior (no multiple proposals from companies with common directors/shareholders). 4. If claiming HDI points for disability, must provide valid medical certificate. 5. VAT vendors must include VAT in pricing; non-VAT vendors charging VAT will be disqualified. 6. Must complete and sign all annexures including Standard Bidding Documents.

• The RAF seeks a seasoned strategic facilitator to develop an end-to-end Communication Strategy.
• The facilitator must demonstrate:

• Strategic communication expertise.
• Public-sector experience.
• Stakeholder management capability.
• Facilitation skills.

• Key responsibilities include:

• Leading development of an integrated RAF Communication Strategy.
• Facilitating engagement sessions with executives, management, employees, and stakeholders.
• Assessing current communication effectiveness and maturity.
• Aligning communication to RAF's Strategic Plan, Corporate Strategy, and Service Delivery objectives.
• Developing a comprehensive framework covering internal and external communications.
• Supporting change management and stakeholder alignment.
• Providing an implementation roadmap, governance framework, performance measures, and monitoring mechanisms.

• All prices must be VAT inclusive (if VAT registered) and quoted in South African Rand (ZAR).
• VAT-registered suppliers must include VAT; failure to do so means the quoted price will be deemed all-inclusive.
• Non-VAT-registered suppliers charging VAT will be disqualified.
• Only prices completed in the provided cost breakdown table will be accepted; failure to provide prices leads to disqualification.
• No price changes accepted after the official Award Letter/Purchase Order is issued.

• RAF will only conduct business with CSD Registered suppliers.
• Suppliers must have tax matters declared in order by SARS.
• Historically Disadvantaged Individuals (HDI) points for Race and Gender will be verified through CSD.
• Suppliers with a disability must provide a valid medical certificate from a registered medical practitioner.
• Prohibition of Gifts & Hospitality: Suppliers must not offer gifts, hospitality, or benefits to RAF officials. Branded marketing material is considered a gift. Any such requests must be reported to the fraud line 0800 005919.

• This document is the SBD 6.1 Preference Points Claim Form in terms of the Preferential Procurement Regulations 2022.
• It must be completed and submitted with the tender to claim preference points for specific goals.
• The form captures company details, entity type, points claimed for historically disadvantaged individuals, women, and persons with disability, and includes a declaration of correctness.

• The SBD 6.1 Preference Points Claim Form must be completed and submitted as part of the tender response.
• Fill in all required fields: company/firm name, registration number, type of entity, and points claimed for each specific goal.
• Attach supporting proof/documentation for each specific goal claimed (historically disadvantaged individuals, women, persons with disability).
• Ensure the declaration is signed by a duly authorised representative.
• Submission method, address, and deadline are not specified in this form; refer to the main tender document for those details.

Open to various company types (Partnership/JV/Consortium, Sole Proprietorship, Close Corporation, Public Company, Personal Liability Company, (Pty) Ltd, Non-Profit Company, State Owned Company). Must meet specific goal criteria for preference points: historically disadvantaged individuals, women ownership/participation, and/or persons with disability. Must provide documentary proof for claimed points.

• This document is the SBD 6.1 Preference Points Claim Form, not a technical specification.
• Technical requirements for the facilitator role (scope, deliverables, standards, capacity) are detailed in the main tender document, which is not included in this extract.

• Pricing evaluated under the 80/20 preference point system using the prescribed formula.
• Price definition: all applicable taxes included, less unconditional discounts.
• Rand value: total estimated contract value including all applicable taxes.
• No information on bonds, guarantees, payment terms, or financial capacity requirements in this form; those would be in the main tender document.

• Compliance with the Preferential Procurement Regulations 2022 is mandatory.
• Submit proof/documentation for specific goals claimed: historically disadvantaged individuals, women, persons with disability.
• Provide company registration details and entity type.
• Sign the declaration confirming accuracy of claims and authorisation.
• Fraudulent claims attract severe penalties including disqualification, financial recovery, contract cancellation, debarment up to 10 years, and criminal prosecution.
• Other standard compliance requirements (CSD registration, tax clearance, B-BBEE certificate, CIDB, CIPC, professional registrations, local content) are not detailed in this form; they are likely covered in the main tender document.

The Road Accident Fund (RAF) seeks to appoint a qualified facilitator to develop an end-to-end Communication Strategy. The tender is open to any natural or juristic person, subject to compliance with transparency, accountability, impartiality, and ethical principles as per South African legislation.

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. They must disclose any state employment of directors/trustees/shareholders, any relationship with RAF employees, and any interest in related enterprises bidding for the contract. The bid must be arrived at independently without collusive practices.

The tender is open to any natural or juristic person. Bidders must adhere to principles of transparency, accountability, impartiality, and ethics as per the Constitution of South Africa and relevant legislation. A declaration of interest is required, including disclosure of any state employment, relationships with procuring institution personnel, or interests in related enterprises.

Bidders listed in the Register for Tender Defaulters or the List of Restricted Suppliers will be automatically disqualified. Bidders must certify that their submission is independent and free from collusion, and that no prohibited consultations or disclosures have occurred. False declarations may result in bid rejection, reporting to the Competition Commission, criminal investigation, or a 10-year public sector restriction under applicable laws.