Supply and secure management of canva for teams subscription for raf social digital media team

RFQ issued: 22 May 2026. Closing date and time: 28 May 2026 at 12:00. RFQ validity period: 30 days from closing date. Expected service start: 12-month agreement from date of last signatory.

Submission email: [email protected]. Enquiries email: [email protected]. Technical contact: Ntsako Baloyi, phone: 012 649 2023. Delivery address: RAF Head Office, 420 Witch Hazel Avenue, Centurion, Eco Glades, Pretoria, 0046. Fraud hotline: 0800 005919 (for reporting solicited bribery).

Submit quotations exclusively via email to [email protected]. Late submissions will be disqualified. Include RFQ reference number PR10116076 in all correspondence. Complete and sign all Annexures (Standard Bidding Documents and Mandatory Evaluation documents). Failure to submit to the correct email or incomplete annexures will result in disqualification. RAF reception is accessible 07h45–16h00, Monday–Friday for deliveries (if applicable).

Evaluation follows a two-phase process: Phase 1 (Mandatory Requirements): Service providers must comply with all mandatory requirements, including providing proof of supplying Online Graphic Design and Editing Subscriptions (e.g., Canva for Teams, Figma, Behance, Picsart) to at least two (2) companies. Non-compliance results in disqualification. Phase 2 (Price and Specific Goals): Evaluated on the 80/20 preference point system. Price accounts for 80 points. Specific Goals (20 points total) include: HDI ownership (51% or more) – 10 points (verified via CSD report); Women ownership (51% or more) – 8 points (verified via ID copy/CSD report); Persons with disabilities (51% or more) – 2 points (verified via valid medical certificate).

Scope: Supply and activate a Canva for Teams annual subscription for the RAF Social Digital Media (SDM) team. Deliverables: 1) Annual subscription with full access to Canva Pro features (advanced design templates, brand kits, premium stock images, animations, social media content scheduling, collaborative editing tools). 2) Access for 5 designated SDM team users. 3) Team collaboration features, including shared brand assets and content approval workflows. 4) Vendor support for account setup and user onboarding. Additional support: Technical assistance for new software features.

Pricing must be VAT-inclusive (if VAT-registered) and quoted in ZAR. VAT vendors must include VAT; non-VAT vendors must not charge VAT (disqualification if violated). Submit pricing in the provided cost breakdown table (failure to do so disqualifies the bid). No price changes allowed after Award Letter/PO issuance. Ad-hoc services (if applicable): Remote support (rate per hour), onsite support (rate per hour), travel (per km, based on SARS-approved AA rates).

Mandatory: CSD registration (RAF will only conduct business with CSD-registered suppliers). Tax compliance: Must be in order with SARS. B-BBEE: Points claimed for Specific Goals verified via CSD. Disability: Suppliers with disabilities must submit a valid medical certificate (subject to RAF verification). Standard Bidding Documents: Complete and sign SBD 4 (Bidders Disclosure) and SBD 6.1 (PPR 2022). Prohibition: No gifts, hospitality, or benefits to RAF officials; report solicitation to 0800 005919 or risk disqualification.

Evaluation will focus on the service provider's ability to meet all technical and organisational security measures. Key points: - Demonstrate compliance with the Protection of Personal Information Act (POPIA). - Prove capacity for secure document handling, transportation, storage, and retrieval (e.g., lockable containers, controlled access, surveillance). - Provide evidence of physical security (e.g., fire suppression, secure perimeter, alarms). - Show network and cybersecurity measures (e.g., firewalls, encryption, intrusion detection). - Submit a documented incident response plan for data breaches. - Ensure subcontractors (if used) comply with the same standards; the provider remains liable for their actions. - Accept that RAF may conduct security screening/vetting of directors and resources.

Scope: Provide a Canva for Teams subscription for the RAF’s Social Digital Media (SDM) team for 12 months, while ensuring full compliance with technical and organisational security measures for handling confidential and personal data. Deliverables and requirements: - Secure handling and transportation of documents using lockable containers. - Maintain accurate records of document location, access history, and retention schedules. - Implement secure retrieval protocols, including identity verification and activity logging. - Store physical documents in lockable cabinets with restricted access to authorised personnel only. - Ensure premises have: secure perimeter, controlled access points, surveillance systems, and fire suppression (e.g., CO2 extinguishers). - Deploy network security: firewalls, intrusion detection, and encryption for data in transit and at rest. - Comply with POPIA and other data protection laws. - Develop and maintain an incident response plan for security breaches, with timely reporting to RAF. - Extend all security and data protection standards to subcontractors or third parties. - Allow RAF to audit compliance with these measures.

Mandatory compliance: - Full adherence to the Protection of Personal Information Act (POPIA). - Data protection and cybersecurity standards as outlined in the technical specifications. - Subcontractors must sign data protection agreements and comply with the same standards. - RAF may require additional security screening or vetting for company directors and assigned resources.