Cleaning services at raf head office, eco glades 2, block f, centurion (6 months, month-to-month)

Bidders must provide client references for current or previous rendering of the required services. The reference form requires details for up to five references, including project description, services rendered, contract dates, client name, contact person, and contact details. Bidders may attach additional supporting documents. Falsified or misrepresented information leads to disqualification, and the RAF may verify references with the clients listed.

Bidders must not provide falsified or misrepresented client reference information; doing so will result in disqualification. The RAF reserves the right to contact the listed clients to verify the information.

Bidders must provide client references for current or previous rendering of the required services. For each reference, the following details are required: project description, services rendered, contract start and end dates, client name (the entity that obtained the services, not a sub-contractor), client contact person, and client contactable details (email address and/or telephone number). Up to five references may be listed. Bidders may provide additional supporting documents. The RAF reserves the right to contact the listed clients to authenticate the information.

The Road Accident Fund (RAF) is a Schedule 3A Public Entity established under the Road Accident Fund Act, 1996. It provides compulsory social insurance cover to road users. This RFQ seeks a service provider for cleaning services at RAF Head Office, Eco Glades 2, Block F, Centurion, on a month-to-month basis for six months.

Closing date and time: 21 August 2026 at 11:00 am. Compulsory briefing session: 18 August 2026, 10:00-11:00, at RAF Head Office, 420 Witch-Hazel Avenue, Eco Glades, Block F, Centurion, 0046. Expected service period: 1 October 2026 to 31 March 2026.

Enquiries: Duduetsang Sono, 012 429 5605, [email protected]. Quotations emailed to [email protected]. Invoices to [email protected].

Quotations must be emailed to [email protected]. Late quotations will not be accepted. All annexures (Standard Bidding Documents) must be completed and signed. Bidders must not submit more than one proposal from companies with common directors/shareholders; collusive behaviour leads to disqualification. Bidders must not offer gifts or hospitality to RAF officials. If not contacted within 14 working days, consider the quotation unsuccessful.

Evaluation is in two phases: Phase 1 Mandatory Requirements, Phase 2 Price and Specific Goals. Mandatory requirements include: valid COIDA letter of good standing, valid letter of good standing for cleaning services, at least two reference letters for cleaning services (with company name, contact person, contact details, and confirmation of service) plus completed Annexure B, and a Matric/Grade 12 certificate for the team supervisor. Price and Specific Goals are evaluated on the 80/20 preference point system: Price 80 points, Specific Goals 20 points.

Scope: Day-to-day office cleaning of Eco Glades II Block F (7,048.45 m² including basement), including consumables, equipment, and labour. Also occasional ad-hoc cleaning against separate POs. Staff: 9 cleaning staff (2 male, 7 female) of which 1 must be at supervisor level. Working hours: Monday to Friday, 7:00-15:00. Detailed cleaning schedule covers daily, weekly, monthly, quarterly, and ad-hoc tasks for ablutions, kitchens, offices, floors, windows, carpets, waste disposal, and specialised cleaning (fogging, deep cleaning, water disaster cleaning). All equipment and consumables must be SABS approved. MSDS must be submitted and approved by SABS before commencement. Defective equipment must be replaced or repaired within 48 hours. The service provider must comply with the Occupational Health and Safety Act, Act 85 of 1993. Staff must wear PPE/safety clothes with company logo.

Prices must be VAT inclusive (if VAT registered) and quoted in ZAR. Non-VAT registered bidders who charge VAT will be disqualified. Prices must be provided in the cost breakdown table; failure to do so leads to disqualification. No price changes after award. No upfront payment; payment on delivery of service and receipt of original invoice submitted to [email protected] by the 18th of the month.

Bidders must be registered on the Central Supplier Database (CSD). Tax matters must be in order with SARS. Bidders must submit a valid COIDA letter of good standing. Bidders must submit a valid letter of good standing for cleaning services (e.g., Office Cleaning, Industrial Cleaning). Bidders with disabilities must provide a valid medical certificate. Bidders must complete and sign SBD 4 (Bidders Disclosure) and SBD 6.1 (Preference Points Claim in terms of PPR 2022).

Returnable documents: SBD 4 (Declaration of Interest) must be completed, signed and submitted with the quotation. The declaration requires disclosure of any directors, trustees, shareholders, members, partners or controlling persons employed by the state, any relationship with persons employed by the procuring institution, and any interest in related enterprises. A false declaration disqualifies the bid. Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

No evaluation criteria are stated in the available document. The only stated requirement is the completion and submission of SBD 4 (Declaration of Interest).

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 the List of Restricted Suppliers. Bidders must complete and submit SBD 4 (Declaration of Interest).

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Bidders must be able to comply with the technical and organisational security measures in Annexure A, covering physical security, access control, network security, data protection, cybersecurity, incident reporting, subcontractor oversight, and audit cooperation. The RAF may conduct security screening or vetting of company directors and resources. No other eligibility criteria are stated in the provided document.

The service provider must implement secure document handling and transportation, including lockable containers or packaging to prevent loss, theft, or damage. Secure retrieval protocols must verify requester identity and ensure secure transport. Physical documents must be stored in lockable cabinets. Access must be controlled and monitored, granted on a need-to-know basis, with strong authentication and regular review of permissions. The premises must have a secure perimeter, controlled access, surveillance systems, secure doors, locks, alarms, and fire suppression with carbon dioxide extinguishers. Digital storage systems must have firewalls, intrusion detection, and encryption. Cybersecurity measures must protect against malware, phishing, and unauthorised access, with encryption for data in transit and at rest, and regular patching. An incident response plan must be documented and implemented.

The service provider must implement secure document handling and transportation protocols, including lockable containers or packaging to prevent loss, theft, or damage. Secure retrieval protocols must verify requester identity and ensure secure transport. Physical documents must be stored in lockable cabinets. Access must be controlled and monitored, with access granted on a need-to-know basis, strong authentication methods, and regular review of access permissions. The premises must have a secure perimeter, controlled access, surveillance systems, secure doors, locks, alarms, and fire suppression systems with carbon dioxide extinguishers. Digital storage systems must have firewalls, intrusion detection, and encryption. Cybersecurity measures must include protection against malware, phishing, and unauthorised access, encryption for data in transit and at rest, and regular patching. An incident response plan must be documented and implemented.

The service provider must maintain accurate records of each document stored, including location, access history, and retention schedule, organised for easy tracking. Detailed records of all retrieval activities must be kept, including date, time, requester identity, and reason.

The service provider must comply with the Protection of Personal Information Act and applicable data protection laws. Measures must safeguard data against unauthorised access, disclosure, alteration, and destruction. Any data breaches must be reported to the RAF immediately. The service provider is responsible for the compliance of subcontractors and third parties, who must adhere to the same data protection and cybersecurity standards. The RAF reserves the right to audit and monitor compliance, and to conduct security screening or vetting of company directors and resources.

The service provider's premises must have a fire suppression system or similar, including carbon dioxide fire extinguishers, to prevent damage or loss of documents in the event of a fire. The premises must have a secure perimeter with controlled access and/or surveillance systems, secure doors, locks, and alarms to prevent unauthorised access. Physical security measures must include controlled access points, surveillance cameras, and 24/7 security monitoring. Storage facilities must be protected against unauthorised access. Any breach of physical security must be reported to the RAF, including providing CCTV footage, police reports, and alarm system records.