Raf verification agency appointment for annual b-bbee assessments (3-Year contract)

Must be a suitably qualified Verification Agency accredited to conduct B-BBEE assessments and issue certificates. Must have proven capability to implement and maintain all specified physical, technical, and organisational security measures. Must comply with POPIA and all applicable data protection laws. Must have infrastructure for secure document storage, retrieval, and transportation. Must have documented policies for access control, incident response, and subcontractor oversight. RAF reserves right to conduct security screening of company directors and assigned resources.

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

• Comply with the Protection of Personal Information Act (POPIA).
• Implement technical and organisational security measures including:
• Secure document handling and transportation with lockable containers.
• Accurate record-keeping for document tracking (location, access history, retention).
• Secure retrieval protocols with requester identity verification.
• Physical storage in lockable cabinets.
• Access control limited to authorised personnel.
• Fire suppression systems (e.g., CO2 extinguishers) on premises.
• Secure facility with perimeter control, surveillance, alarms.
• Network security with firewalls, intrusion detection, encryption.
• Cybersecurity measures including encryption for data in transit/at rest and regular system updates.
• Incident response plan for data breaches.
• Oversight of subcontractors to ensure compliance with security standards.
• Cooperation with RAF audits and monitoring.

The service provider must comply with data protection laws, including the Protection of Personal Information Act (POPIA).

• Implement security measures to protect against unauthorised access, disclosure, alteration, or destruction of data.
• Report data breaches or security incidents to RAF immediately.
• Impose confidentiality obligations on agents, subcontractors, or third parties handling records.
• Third-party service providers handling personal information must be vetted and sign data protection agreements.
• RAF reserves the right to conduct security screening or vetting of company directors and resources.

The service provider's premises must have fire suppression systems (e.g., fire extinguishers with carbon dioxide) to prevent damage or loss of documents in a fire.

• Implement physical security measures including secure perimeter, controlled access, surveillance systems, secure doors, locks, and alarms to prevent unauthorised access.

The service provider must ensure physical security of documents and records.

• Implement security measures including controlled access points, surveillance cameras, and/or 24/7 monitoring.
• Protect storage facilities against unauthorised access.
• Report any real, attempted, or suspected physical security breaches to RAF and provide evidence (CCTV footage, police reports, alarm records).
• Implement access control on a need-to-know basis with strong authentication and regular permission reviews.
• Handle personal and sensitive data in compliance with data protection laws.
• Safeguard data against unauthorised access, disclosure, alteration, destruction.
• Inform RAF immediately of data breaches.
• Ensure confidentiality through obligations on agents, subcontractors, or third parties.
• Vet third-party service providers for data protection policies and require data protection agreements.
• RAF reserves the right to conduct security screening of company directors and resources.
• Implement robust cybersecurity measures (e.g., encryption, regular updates).
• Have a documented incident response plan for data breaches.
• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Cooperate with RAF audits and monitoring of compliance.

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

• Document handling and transportation:
• Have secure (lockable) transportation systems for files.
• Use lockable containers to prevent loss, theft, or damage.
• Maintain accurate records of documents (location, access history, retention schedule) for easy tracking.
• Document retrieval and handling:
• Use secure retrieval protocols with requester identity verification.
• Keep detailed records of retrieval activities (date, time, requester identity, reason).
• Store physical documents in lockable cabinets.
• Control and monitor access to documents.
• Implement document access control, permitting only authorised personnel to handle, view, or transport documents.
• Monitor and control access to ensure only authorised personnel access documents and storage facilities.
• Implement network security with appropriate technical measures.

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder.

Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers. Must disclose any state employment of directors/trustees/shareholders. Must disclose any relationships with RAF employees. Must disclose any interests in related enterprises bidding for this contract. Must submit bid independently without collusive arrangements.

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder.

No specific requirements found

Bidders must provide details of current or previous services rendered as a Verification Agency, including project descriptions, services rendered, contract dates, client information, and contact details.

Returnable Documents: Provide a completed 'Bidders Client References' form. Ensure the form includes: Project description, services rendered, contract start and end dates, client name, client contact person, and client contactable details. Submit any additional documents to support the information. Falsified or misrepresented information will lead to disqualification. The RAF reserves the right to contact listed clients to authenticate information.

Must be a suitably qualified Verification Agency (likely SANAS-accredited) with proven experience in conducting B-BBEE verification assessments. Specific accreditation and experience requirements would be detailed in the full tender document.

Bidders must provide details of current or previous services rendered as a Verification Agency. Required information includes: Project description, services rendered, contract start and end dates, client name (entity that obtained your services, not subcontractor), client contact person, and client contactable details (email and/or telephone).

What the document states:

• This document is the SBD 6.1 — Preference Points Claim Form in terms of the Preferential Procurement Regulations 2022.
• It contains general information and serves as a claim form for preference points for specific goals.
• It must form part of all tenders invited.
• Tenderers must study the General Conditions, Definitions and Directives applicable to the tender and PPR2022 before completing the form.
• The form covers: applicable preference point system (80/20 or 90/10), points allocation between Price and Specific Goals, formulae for calculating price points, and the declaration with regard to company/firm.
• Specific goals listed for this tender under the 80/20 system are: Historically Disadvantaged Individuals (10 points), Women (8 points), and Persons with Disability (2 points).

Practical bidder guidance:

• This is a standard preference-points claim form, not the full tender specification. The actual scope (B-BBEE verification agency appointment for three years) and full requirements will be set out in the main RFQ document.
• Use this form to claim your preference points and attach the required supporting documentation.

While not explicitly detailed in the provided document, eligibility likely requires: 1) Accreditation as a B-BBEE Verification Agency by SANAS or relevant authority, 2) Proven experience in conducting B-BBEE verifications, 3) Valid company registration in South Africa, 4) Compliance with Preferential Procurement Regulations 2022, 5) Ability to provide documentary evidence for specific goals claims (ownership by historically disadvantaged individuals, women, persons with disabilities).

What the document states:

• This is the SBD 6.1 Preference Points Claim Form issued under the Preferential Procurement Regulations 2022 (PPR2022).
• The form must form part of all tenders invited and serves as the claim form for preference points for specific goals.
• Tenderers must study the General Conditions, Definitions and Directives before completing the form.
• The tenderer must declare company/firm details: name, company registration number, and type of entity (Partnership/Joint Venture/Consortium, One-person business/sole proprietorship, Close corporation, Public Company, Personal Liability Company, (Pty) Limited, Non-Profit Company, or State Owned Company).
• The tenderer must be duly authorised to sign on behalf of the company/firm.
• The tenderer acknowledges that if specific goals are claimed on a fraudulent basis or contract conditions are not fulfilled, the organ of state may:
• Disqualify the person from the tendering process
• Recover costs, losses or damages incurred
• Cancel the contract and claim damages from less favourable arrangements
• Recommend restriction from obtaining business from any organ of state for up to 10 years (after audi alteram partem process)
• Forward the matter for criminal prosecution if deemed necessary

Practical bidder guidance:

• Sign only if you have proper authority to bind the company.
• Ensure all claims are supportable with documentation — fraudulent claims carry severe consequences including blacklisting and criminal prosecution.