RFQ: ergonomic assessment services for raf hatfield office

• This document is the SBD 6.1 Preference Points Claim Form, which must be completed and submitted as part of the tender for the Ergonomic Assessment for the RAF Hatfield Office.
• It outlines the preference point system (80/20) and the specific goals for which points can be claimed.

• The SBD 6.1 Preference Points Claim Form must be completed and submitted as part of the tender for the Ergonomic Assessment for the RAF Hatfield Office.
• Failure to submit proof or documentation required to claim preference points for specific goals will be interpreted as not claiming those points.
• The form must be signed by a duly authorised representative of the company/firm.
• Complete all required sections: company name, registration number, and type of company/firm.
• The organ of state may require substantiation of any preference claims before or after adjudication.
• Ensure the form is included with the tender submission; it is a mandatory part of the tender documents.

• The applicable preference point system for this tender is the 80/20 system (80 points for price, 20 points for specific goals).
• Price points are calculated using the formula: Ps = 80

• (1 - (Pt - Pmin)/Pmin) for goods and services.

• Specific goals and maximum points: Historically disadvantaged individuals (10 points), Women (8 points), Persons with disability (2 points).
• Tenderers must indicate how they claim points for each specific goal and provide supporting documentation.
• The organ of state reserves the right to verify any claims made.

• This document is the SBD 6.1 Preference Points Claim Form in terms of the Preferential Procurement Regulations 2022.
• It is a mandatory form for all tenders invited.
• The form includes general conditions, definitions, and formulae for price and specific goal points.
• The applicable preference point system for this tender is the 80/20 system.
• Specific goals for this tender: historically disadvantaged individuals (10 points), women (8 points), persons with disability (2 points).

• Pricing must be submitted in accordance with the tender requirements.
• Price points are calculated using the 80/20 formula: Ps = 80

• (1 - (Pt - Pmin)/Pmin) for goods/services.

• The price includes all applicable taxes less unconditional discounts.
• No specific financial capacity, bonds, or guarantees are mentioned in this document.

• Complete and submit the SBD 6.1 Preference Points Claim Form.
• Provide proof/documentation to support any claims for specific goals (e.g., B-BBEE certificates, affidavits for disability, etc.).
• The form includes a declaration that the information is true and correct; fraudulent claims may lead to disqualification, contract cancellation, and restriction from doing business with organs of state for up to 10 years.
• No other compliance requirements (e.g., CSD, tax, CIDB) are specified in this document.

• The tender is for conducting an ergonomic assessment for the RAF Hatfield Office.
• The service provider will handle RAF confidential files, data, and documents.
• Must comply with POPIA and RAF security requirements.

• No specific contact details (name, email, phone, department) are provided in the extracted document.
• Submission address: Not stated in the available document.

• Submit the completed returnable documents as specified in the tender documentation.
• Ensure all required forms and annexures are signed and initialled where indicated (e.g., Annexure A).
• Submit before the closing date and time: 11:00 on 2026-08-11.
• Late submissions will be disqualified.
• Follow the submission method and address provided in the official tender notice (not specified in the extracted document).
• Incomplete submissions or missing mandatory documents may lead to disqualification.

Not explicitly stated in the provided document. However, the service provider must be able to demonstrate compliance with POPIA and have appropriate security measures in place. The RAF may conduct security screening of company directors and resources.

• The service provider must conduct an ergonomic assessment for the RAF Hatfield Office.
• The service provider will be entrusted with RAF confidential files, data, and/or documents during the contract.
• Must comply with the Protection of Personal Information Act (POPIA) and RAF requirements.
• Implement technical and organisational security measures as per Annexure A, including:
• Document handling and transportation: secure, lockable containers; maintain accurate records of each document (location, access history, retention schedule).
• Document retrieval and handling: verify requester identity; record all retrieval activities (date/time, requester, reason); store physical documents in lockable cabinets; control and monitor access.
• Fire suppression: premises must have fire suppression system (e.g., CO2 extinguishers) to protect documents.
• Physical security: secure perimeter, controlled access, surveillance cameras, 24/7 monitoring; secure doors, locks, alarms.
• Access control: only authorised personnel may handle, view, or transport documents; grant access on need-to-know basis; use strong authentication; regularly review permissions.
• Network security: firewalls, intrusion detection, encryption for digital storage systems.
• Data protection: comply with data protection laws; safeguard data against unauthorised access, disclosure, alteration, destruction; report data breaches immediately; impose confidentiality obligations on agents/subcontractors; vet third-party handlers of PII.
• Cybersecurity: robust measures against malware, phishing, unauthorised access; encryption for data in transit and at rest; regular updates and patching.
• Incident response: documented plan; report security incidents/data breaches to RAF promptly.
• Subcontractor oversight: ensure subcontractors adhere to same data protection and cybersecurity standards; service provider responsible for their compliance.
• Audit and monitoring: RAF reserves right to audit compliance; cooperate with audits.

• Must comply with the Protection of Personal Information Act (POPIA).
• Must have policies in place to comply with RAF requirements and POPIA.
• Must implement all security measures outlined in Annexure A.
• Must allow RAF to conduct security screening or vetting of company directors and resources.
• Must cooperate with RAF audits and monitoring of compliance.
• Must inform RAF of any real, attempted, or suspected physical security breach and provide CCTV footage, police report, and alarm records.
• Must maintain confidentiality of personal, confidential, and sensitive data, including imposing obligations on agents/subcontractors.
• Must comply with legislative and regulatory frameworks for processing personal information.

• Implement physical security measures: controlled access points, surveillance cameras, 24/7 security monitoring.
• Ensure physical security of records at all times; storage facilities protected against unauthorised access.
• Report any security breaches to RAF and provide CCTV footage, police report, and alarm records.
• Control access to documents and storage facility; only authorised personnel.
• Network security: firewalls, intrusion detection, encryption.
• Access control: need-to-know basis, strong authentication, regular review of permissions.
• Data protection: comply with laws, safeguard data, report breaches, impose confidentiality on subcontractors, vet third-party handlers.
• Cybersecurity: protect against malware, phishing, unauthorised access; encryption for data in transit and at rest; regular updates.
• Incident response: documented plan, timely reporting to RAF.
• Subcontractor oversight: ensure compliance with same standards.
• Audit and monitoring: cooperate with RAF audits.

• During the contract, the service provider is entrusted with RAF confidential files, data, and documents.
• Must have policies to comply with RAF requirements and POPIA.
• Must implement security measures including physical security, access control, surveillance, and 24/7 monitoring.
• Must protect records against unauthorised access.
• Must inform RAF of any real, attempted, or suspected physical security breach and provide CCTV footage, police report, and alarm records.
• Must maintain confidentiality of personal, confidential, and sensitive data, including imposing obligations on agents/subcontractors.
• Must comply with legislative and regulatory frameworks for processing personal information.
• RAF reserves the right to audit and monitor compliance.

The Road Accident Fund (RAF) wishes to appoint a suitable service provider to conduct an Ergonomic Assessment for the RAF Hatfield Office. The assessment covers the entire workplace, including employee workstations and work methods, and includes an in-depth Ergonomics Risk Assessment for the building (16,211 square meters, Basement to Third Floor). A comprehensive report and risk assessment report must be provided. The purpose is to ensure compliance with the Occupational Health and Safety Act 85 of 1993 and Ergonomic Regulations, and to identify and mitigate ergonomic risks.

• RFQ issued date: 04 August 2026
• Closing date and time: 11 August 2026 @ 11:00
• RFQ validity period: 30 days from closing date
• Expected service date: Once Purchase Order has been issued
• Compulsory briefing session/site visit: N/A

• Submission email: [email protected]
• Enquiries email: [email protected]
• Delivery address of services: Prasa House, 1040 Burnet Street, Hatfield, Pretoria

• Email your RFQ response to [email protected]. Failure to email to the correct address will result in your quote not being considered.
• Late quotations will not be accepted for consideration.
• Complete and sign all Annexures to this document (Standard Bidding Documents and documents for submission under Mandatory Evaluation, where applicable).
• Use RFQ number PR10117491 as reference when sending quotations and supporting documentation.
• Quotations must be submitted by the closing date and time: 11 August 2026 @ 11:00.
• If you are not contacted within 14 working days of the RFQ issue, consider your quotation unsuccessful.
• Do not offer any gift, hospitality or other benefit to any RAF official. Report any solicitation to the toll-free fraud line at 0800 005919.
• Collusive behaviour or submitting more than one proposal from companies with common directors/shareholders will result in disqualification of all involved companies.
• RAF will only conduct business with CSD registered suppliers.

Eligible providers must: (1) be registered on the CSD; (2) hold valid SAIOH registration or SANAS accreditation; (3) hold Department of Labour accreditation as an Approved Inspection Authority; (4) have no conflict of interest or collusive behavior; (5) not be restricted from doing business with organs of state; (6) comply with the 80/20 preference point system requirements, including specific goals (e.g., HDI ownership, disability, etc.) if claiming points.

• Conduct an Ergonomic Assessment of the entire workplace at the RAF Hatfield Office, covering suitability of employee workstations and manner of work.
• Conduct an in-depth Ergonomics Risk Assessment for the RAF Hatfield building.
• The building area is 16,211 square meters, consisting of Basement, Ground, First, Second and Third Floors.
• Provide a comprehensive report and Ergonomics Risk Assessment report thereafter.
• Purpose: To enable RAF to comply with the Occupational Health and Safety Act 85 of 1993 and Ergonomic Regulations, and to determine ergonomic risks and obtain recommendations to mitigate findings.

• All prices must be VAT inclusive (if VAT registered) and quoted in South African Rand (ZAR).
• If a VAT vendor fails to include VAT, the quoted price will be deemed all-inclusive and no VAT will be added after award.
• Non-VAT registered service providers who charge VAT will be automatically disqualified.
• Prices must be provided in the cost breakdown table provided; failure to do so leads to disqualification.
• No price changes accepted after the official Award Letter / Purchase Order is issued.
• Cost breakdown items: 1) Ergonomic Assessment (as per specification) – quantity 1; 2) Comprehensive Ergonomics Risk Assessment Report (as per specification) – quantity 1.
• Provide unit price, total price, VAT (if applicable), and grand total (VAT inclusive if registered).

• Must be CSD registered – RAF will only conduct business with CSD registered suppliers.
• Tax matters must be declared in order by SARS.
• Must complete and sign all annexures.
• For Preferential Procurement Specific Goals, points claimed will be verified through CSD.
• Suppliers with disabilities must provide a valid medical certificate issued by a registered medical practitioner as proof of disability (RAF reserves the right to verify).
• Must comply with the 80/20 preference point system (applicable to bids with value between R2,000.01 and R1,000,000.00).