This Tender Has Expired

Scope: Provide office space for rental for RAF Venda CEC office for a 6-month period starting 01 July 2026.

Security and Compliance Requirements:

• Handle RAF confidential, private, personal, or sensitive information (files, data, documents) in compliance with RAF policies and the Protection of Personal Information Act (POPIA).

Document Handling and Transportation:

• Implement protocols for secure handling and transport of files to/from premises.
• Use lockable containers or packaging to prevent loss, theft, or damage during transit.
• Maintain accurate records of stored documents, including location, access history, and retention schedule.

Document Retrieval and Handling:

• Use secure protocols for document retrieval, including identity verification of requesters.
• Maintain detailed records of all retrieval activities (date, time, requester identity, reason).
• Store physical documents in lockable cabinets to prevent unauthorised access or tampering.
• Restrict access to authorised personnel only, with controlled and monitored procedures.

Facility Security:

• Equip premises with fire suppression systems (e.g., CO2 fire extinguishers) to protect documents.
• Secure perimeter with controlled access, surveillance systems, secure doors, locks, and alarms.
• Implement 24/7 security monitoring and controlled access points.
• Report any real, attempted, or suspected physical security breaches to RAF, providing CCTV footage, police reports, and alarm records.

Digital and Network Security:

• Protect digital storage systems with firewalls, intrusion detection, and encryption.
• Grant access on a need-to-know basis using strong authentication methods.
• Regularly review and update access permissions.
• Encrypt data in transit and at rest using industry-standard protocols.
• Regularly update and patch systems, software, and applications to address vulnerabilities.

Data Protection and Cybersecurity:

• Comply with all applicable data protection laws and regulations.
• Implement measures to safeguard data against unauthorised access, disclosure, alteration, or destruction.
• Immediately inform RAF of any data breaches or security incidents.
• Impose confidentiality obligations on agents, subcontractors, or third parties handling records.
• Screen or vet third-party service providers for data protection policies and require signed data protection agreements.
• RAF reserves the right to conduct security screening or vetting for company directors and resources.

Incident Reporting and Response:

• Maintain a documented incident response plan for data breaches.
• Report security incidents or data breaches to RAF promptly.

Subcontractors and Third-Party Oversight:

• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Take responsibility for subcontractor or third-party compliance.

Audit and Monitoring:

• Cooperate with RAF audits or assessments to evaluate compliance with security standards.

Compliance with the Protection of Personal Information Act (POPIA).

• Data protection and cybersecurity standards as outlined in technical specifications.
• RAF reserves the right to conduct security screening or vetting for company directors and resources.