Cleaning services for raf head office, eco-glades, centurion (6-Month contract)

The tender is for the appointment of a service provider to provide cleaning services at the Road Accident Fund Head Office, Eco-Glades, Centurion Block A & C, on a month-to-month basis for a period of six (6) months. The service provider will be entrusted with confidential, private, personal or sensitive information and must comply with security measures as per Annexure A.

No specific contact information is provided in the document. Bidders should refer to the tender advertisement or contact the RAF procurement office for any clarifications.

Returnable documents: The tender document does not specify a detailed list of returnable documents. Bidders should prepare a comprehensive submission including a completed quotation form, company profile, and any required annexures as per the RFQ. Ensure all documents are signed and submitted before the closing date and time.

The tender document does not specify formal evaluation criteria. However, the service provider must be a suitable company capable of providing cleaning services at the RAF Head Office. The provider must have appropriate policies in place to comply with RAF requirements and POPIA, implement the security measures described in Annexure A, ensure confidentiality obligations for agents and subcontractors, and be willing to undergo RAF security screening or vetting for company directors and resources.

The service provider will be entrusted with RAF's confidential, private, personal or sensitive information. The provider must implement technical and organisational security measures as per Annexure A, including:

• Document handling and transportation: secure lockable containers, accurate record keeping.
• Document retrieval: secure protocols, identity verification, detailed logs.
• Secure storage: lockable cabinets, access control, fire suppression (CO2 extinguishers).
• Physical security: secure perimeter, controlled access, surveillance, 24/7 monitoring.
• Network security: firewalls, intrusion detection, encryption.
• Data protection: comply with POPIA, implement safeguards, report breaches.
• Cybersecurity: robust measures, encryption, regular updates.
• Incident response: documented plan, timely reporting.
• Subcontractor oversight: ensure compliance.
• Audit and monitoring: cooperate with RAF audits.

No specific compliance requirements are stated in the document. However, the service provider must comply with the Protection of Personal Information Act (POPIA) and any other applicable data protection laws. The provider must have policies in place to meet RAF requirements and must be willing to undergo security screening or vetting for company directors and resources.

Network security: digital storage systems must have firewalls, intrusion detection, and encryption.

The contract will be on a month-to-month basis for a period of six (6) months. The service provider must implement security measures as per Annexure A, including:

• Physical security: controlled access, surveillance, 24/7 monitoring.
• Access control: need-to-know basis, strong authentication, regular reviews.
• Data protection: comply with POPIA, safeguard data, report breaches.
• Cybersecurity: robust measures, encryption, regular updates.
• Incident reporting: documented plan, timely reporting.
• Subcontractor oversight: ensure compliance.
• Audit and monitoring: cooperate with RAF audits.

The document is a Preference Points Claim Form (SBD 6.1) in terms of the Preferential Procurement Regulations 2022. It outlines the preference point system applicable to the tender for cleaning services at the Road Accident Fund Head Office.

• Submit the completed SBD 6.1 Preference Points Claim Form as part of the tender.
• Ensure all required documentation supporting specific goals claims is included with the submission.
• Failure to submit proof for specific goals will result in no preference points being claimed.
• The organ of state may request substantiation of any preference claims before or after adjudication.
• The tender is for a month-to-month cleaning services contract for six months.

• The 80/20 preference point system applies (for requirements up to R50 million).
• Maximum 80 points for price, 20 points for specific goals.
• Specific goals: Historically disadvantaged individuals (10 points), Women (8 points), Persons with disability (2 points).
• Bidders must be a registered legal entity and able to provide cleaning services.
• Bidders must meet the specific goals claimed and provide supporting documentation.

• Provide cleaning services at the Road Accident Fund Head Office, Eco-Glades, Centurion Block A & C.
• Contract period: month-to-month for six (6) months.
• Services must be delivered in accordance with the tender specifications and any applicable standards.

• Must be a registered legal entity (e.g., company, close corporation, sole proprietor, etc.).
• Must comply with the Preferential Procurement Regulations, 2022.
• Must submit the SBD 6.1 form and any required supporting documentation for specific goals.

The Road Accident Fund (RAF) requires cleaning services at its Head Office in Eco Glades, Centurion, Block A & C, on a month-to-month basis for six months. The building is multi-tenant; RAF is not responsible for ablution facilities. The service provider must be available from 07:00 to 15:00, Monday to Friday. A compulsory site visit is required to calculate an all-inclusive rate. Ad-hoc services (e.g., specialized sanitation, deep cleaning) will be part of the contract but may not be used; they must be quoted separately.

• RFQ issued date: 4 August 2026
• Compulsory briefing session: 6 August 2026 at 11:00-12:00 at RAF Head Office, 420 Witch-Hazel Avenue, Eco Glades, Block A & C, Centurion, 0046
• Closing date and time: 11 August 2026 at 12:00
• Expected service commencement: 1 October 2026 to 31 March 2027
• RFQ validity period: 30 days from closing date

• For submissions: [email protected]
• For enquiries: [email protected] or Duduetsang Sono on 012 429 5605
• Delivery address for goods/services: RAF Head Office, 420 Witch-Hazel Avenue, Eco Glades, Block A & C, Centurion, 0046

• Email your quotation and all supporting documents to [email protected] before the closing date and time (11 August 2026 at 12:00).
• Use the RFQ reference number PR 10117515 in all correspondence.
• Late quotations will not be accepted.
• Complete and sign all annexures, including Standard Bidding Documents (SBD 4, SBD 6.1) and Annexure A: Security Measures.
• Submit all mandatory documents (COIDA letter, cleaning services letter of good standing, reference letters, supervisor's Matric certificate) by the closing date.
• Ensure your company is registered on the Central Supplier Database (CSD).
• Do not submit multiple proposals from related companies; collusive behaviour leads to disqualification.
• If you are not contacted within 14 working days after closing, consider your quotation unsuccessful.

• Phase 1: Mandatory Requirements – must comply with all mandatory items, otherwise disqualified.
• Phase 2: Price and Specific Goals – evaluated on 80/20 preference point system (80 points for price, 20 points for specific goals).
• Specific goals points are claimed for Historically Disadvantaged Individuals (HDI) – race, gender, disability – and will be verified through CSD.
• Provide proof of disability (medical certificate) if claiming disability points.
• Price must be VAT inclusive (if VAT registered) and in South African Rand.
• Only prices provided in the required cost breakdown table will be accepted for evaluation.

• Provide day-to-day office cleaning services at Eco Glades Block A & C, Centurion, for a period of six months on a month-to-month basis.
• Services required from 07:00 to 15:00, Monday to Friday.
• Staffing: 4 cleaning staff (including 1 supervisor) – 3 cleaners for Block A and 1 cleaner for Block C.
• Supply all cleaning consumables, equipment, and labour, including detergents, soaps, toilet paper, hand towels, etc.
• Provide ad-hoc services (specialized sanitation, deep cleaning, carpet cleaning, etc.) on a separate purchase order.
• Install, maintain, and service all equipment; defective equipment must be repaired or replaced within 24 hours.
• All staff must be vetted by RAF Security and comply with PPE/safety clothing with company logo.
• Comply with the Occupational Health and Safety Act (Act 85 of 1993) and provide Material Safety Data Sheets (MSDS) approved by SABS.
• Provide cleaning checklists for kitchens and offices.
• All supplies must be SABS approved.
• Deliver equipment and consumables the day before contract start date.
• Report to the Manager Facilities.
• Detailed cleaning schedule includes daily, weekly, monthly, and ad-hoc tasks (e.g., dusting, floor maintenance, kitchen cleaning, waste disposal, window cleaning, etc.).

• Prices must be VAT inclusive (if VAT registered) and quoted in ZAR.
• Non-VAT registered suppliers must not charge VAT; doing so leads to disqualification.
• Provide a cost breakdown for monthly cleaning services and total for 6 months, including consumables and equipment.
• Provide rates for ad-hoc services (e.g., fogging, deep cleaning, etc.) on a per unit basis.
• No upfront payment; payments made after service delivery and receipt of original invoice to [email protected] by the 18th of the month.
• No price changes after award.

• Must be registered on the Central Supplier Database (CSD).
• Must have a valid letter of good standing from the Compensation Commissioner (COIDA).
• Must have a valid letter of good standing for cleaning services (e.g., Office Cleaning, Industrial Cleaning, etc.).
• Must provide at least two reference letters confirming cleaning services experience, with company name, contact person, and contact details.
• Must submit a Matric/Grade 12 certificate for the proposed supervisor.
• Must complete and sign all annexures.
• Must comply with HDI requirements if claiming specific goals points.
• Must not have collusive behaviour or submit multiple proposals from related companies.

Any person (natural or juristic) may make an offer in terms of this invitation to bid. The bidder is required to make a declaration in respect of the details required, in line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa, 1996.

Complete and submit the SBD 4 Bidder's Disclosure form. Ensure all declarations are accurate and fully disclosed. Failure to disclose all CSD-registered active companies linked to all Directors will lead to disqualification. Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers will be automatically disqualified.

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. They must not have any undisclosed interests in related enterprises. They must comply with all disclosure requirements and be capable of providing cleaning services at the specified location for the contract period.

Provide cleaning services at the Road Accident Fund Head Office, Eco-Glades, Centurion Block A & C on a month-to-month basis for a period of six (6) months. The service provider must adhere to the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa, 1996.

Complete the SBD 4 Bidder's Disclosure form. Disclose any employment by an organ of state, relationships with persons employed by the procuring institution, and any interests in related enterprises. Ensure all CSD-registered active companies linked to all Directors are disclosed. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.