Road Accident Fund Eastern Cape Request for Quotation

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Eastern Cape

RFQ issued: 18 May 2026. Closing date and time: 22 May 2026 @ 15:00. RFQ validity period: 30 days from closing date. Expected service start: 01 September 2026 (6-month lease). No compulsory briefing or site visit scheduled.

Submission email: [email protected]. Enquiries email: [email protected]. Delivery address: Mafikeng. RAF reception hours: 07h45 to 16h00, Monday to Friday.

Submit quotations and supporting documentation via email to [email protected]. Use RFQ number PR10116122 as reference in the subject line. Late submissions will not be accepted. Complete and sign all Annexures, including Standard Bidding Documents (SBD 4, SBD 6.1) and Mandatory Evaluation documents (e.g., lease draft, floor plan). Failure to follow email submission instructions or submit required documents will disqualify your bid. Do not offer gifts, hospitality, or other benefits to RAF officials. Report any solicitation of bribes to the RAF fraud line at 0800 005919; failure to report may result in disqualification.

Evaluation occurs in three phases: Mandatory Requirements, Site Visit, and Price/Specific Goals (80/20 preference point system). Mandatory Requirements: Must comply with all to proceed. These include: submission of a proposed 6-month lease agreement, floor plan, proof of property ownership or mandate (if agent), confirmation of availability from 01 September 2026, confirmation the property is not in a shopping mall, permission for exterior signage/branding, and confirmation of ablution facilities (including disabled access on every floor). Site Visit: Only service providers meeting all Mandatory Requirements will undergo a site visit. The building must meet all site visit criteria (e.g., ground floor preference, accessibility, security, parking, compliance with SANS 10400, fire safety, air-conditioning, and backup power/water). Price and Specific Goals: 80 points for price, 20 points for Specific Goals (HDI ownership 51%+ = 10 points, Women ownership 51%+ = 8 points, Persons with Disabilities ownership 51%+ = 2 points). Points are verified via CSD. Disqualifiers: Late submissions, non-compliance with mandatory criteria, failure to provide VAT-inclusive pricing (if registered), or offering gifts/hospitality to RAF officials.

Scope: Provide 600m² SAPOA Grade B office space for RAF Mafikeng CEC Office for 6 months (01 September 2026 start). Requirements: Ground floor preferred (or multi-floor with lifts and disability access), open plan/enclosed offices, reception area, meeting rooms, storeroom, ablution facilities (including disabled access on every floor), 30 secure on-site parking bays (2 disabled). Building must be existing, Grade B, free of defects (e.g., water leaks, pests), with air-conditioning, ventilation, fire detection/prevention, double-tier cable trays, and SANS 10400-compliant ablutions. Location: Mafikeng Central Business District, near public transport, accessible. Security: Controlled access, burglar proofing, alarms, guards, electric fences, biometrics, and emergency evacuation measures. Landlord must provide: layout drawings (if alterations required), maintenance (air-conditioning, lifts, fire systems, water, power, exterior windows), garden upkeep, and tenant installation allowance. Exclusions: RAF will not pay levies, taxes, or rates. Operational costs: Diesel generator maintenance, aircon maintenance, fire system servicing, backup water maintenance, plumbing/carpentry, exterior window washing. Parking: Right of first refusal for additional parking. Signage: Approval for exterior and shop front signage/branding required.

Pricing must be VAT-inclusive (if VAT-registered) and quoted in ZAR. Non-VAT vendors must not charge VAT. Submit detailed cost breakdown in provided tables: Part A (Rental of 600m² office space and 30m² storage space) and Part B (Parking and operational costs). Include variable costs (refuse/sewerage, water, electricity) and ad-hoc services (diesel for generator). Total price must cover 6 months. Pricing format: Rate per m², price per month, total for 6 months. Separate totals for Part A, Part B, and combined. VAT vendors must include VAT; failure to do so will deem the quoted price all-inclusive. No price changes after award. Rental rate must align with market rates.

CSD registration is mandatory; RAF will only conduct business with CSD-registered suppliers. Tax compliance: SARS tax matters must be in order. B-BBEE: Points claimed for Preferential Procurement Specific Goals (HDI, Women, Persons with Disabilities) will be verified via CSD. Disability: Suppliers with disabilities must provide a valid medical certificate issued by a registered medical practitioner. Mandatory documents: SBD 4 (Bidders Disclosure), SBD 6.1 (PPR 2022), Annexure A (Security Measures). Professional registrations: Proof of mandate (agents/brokers) or title deed/bond (owners/landlords) required. Local content: Preference for HDI (51%+ ownership), Women (51%+ ownership), Persons with Disabilities (51%+ ownership).

Evaluation is based on compliance and integrity. Key points: Open to all natural or juristic persons. Automatic disqualification if bidder, directors, trustees, shareholders, members, partners, or controlling persons are listed in the Register for Tender Defaulters or the List of Restricted Suppliers. Bids must be independent, without collusion or prior agreements with competitors. Any suspicious bids may be reported to the Competition Commission, National Prosecuting Authority (NPA), or result in a 10-year public sector restriction.

Mandatory Declaration of Interest form must be completed. Requirements: Disclose if bidder or any director/trustee/shareholder/member/partner is a state employee (provide full names, ID numbers, and employee numbers if applicable). Disclose any relationship with RAF officials. Disclose any interest in other enterprises bidding for this contract. Certify bid was prepared independently without competitor collusion. Confirm no prior discussions with RAF officials about this procurement, except for clarifications. Bidders in the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified. False or incomplete declarations may lead to bid rejection, Competition Act penalties, criminal investigation, or a 10-year public sector restriction.

Evaluation will focus on compliance and security readiness. Key criteria include:

Compliance with POPIA and other relevant data protection laws.
Implementation of physical, digital, and organizational security measures as outlined in Annexure A.
Readiness for RAF audits, including screening or vetting of personnel and systems.
Documented incident reporting and response processes for security breaches.
Subcontractor management to ensure adherence to RAF’s security and compliance requirements.

Scope: Provide office space for rental for RAF Mafikeng CEC office for 6 months starting 01 September 2026.

Security and Compliance Requirements:

Implement policies to comply with RAF requirements and the Protection of Personal Information Act (POPIA).
Document Handling and Transportation:
Use lockable containers for transport.
Maintain accurate records of document location, access history, and retention schedule.
Secure Retrieval:
Verify requester identity.
Transport documents securely.
Log all retrieval activities (date, time, requester, reason).
Secure Storage:
Store physical documents in lockable cabinets.
Restrict access to authorised personnel only.
Physical Security:
Secure perimeter with controlled access and surveillance systems.
Secure doors, locks, and alarms.
Fire suppression systems (e.g., CO2 fire extinguishers) required.
Report any security breaches to RAF with CCTV footage, police reports, and alarm records.
Access Control:
Monitor and control access to documents and storage facilities.
Network Security:
Implement firewalls, intrusion detection, and encryption.
Use strong authentication methods.
Grant access on a need-to-know basis and regularly review permissions.
Data Protection:
Comply with POPIA and other data protection laws.
Safeguard data against unauthorised access, disclosure, alteration, or destruction.
Immediately report breaches to RAF.
Cybersecurity:
Use encryption for data in transit and at rest.
Regularly update and patch systems to address vulnerabilities.
Implement robust measures against cyber threats (e.g., malware, phishing).
Incident Reporting:
Maintain a documented incident response plan.
Report security incidents to RAF promptly.
Subcontractors:
Ensure subcontractors adhere to the same data protection and cybersecurity standards.
Audit and Monitoring:
Cooperate with RAF audits to evaluate compliance with security standards.

Mandatory compliance requirements:

Full compliance with the Protection of Personal Information Act (POPIA).
Data protection agreements required for third-party service providers handling personal information.
RAF reserves the right to conduct security screening or vetting for company directors and resources provided.

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