Request for quotation: executive coaching services for raf head office (6-Month contract)

Closing date and time: 10 July 2026 at 11:00. RFQ validity period: 30 days from closing date. Expected service start: 6-month agreement from date of last signatory.

Enquiries: Email [email protected] or contact Tshilidzi Lithole on 012 429 5886. Submission email: [email protected]. Delivery address: RAF Head Office, 420 Witch Hazel Road, Centurion, Eco Glades, Pretoria, 0046.

Submit all RFQ responses via email to: [email protected]. Late quotations will not be accepted. Complete and sign all Annexures (Standard Bidding Documents and Mandatory Evaluation documents where applicable). Collusive bidding or multiple submissions from entities with common directors/shareholders will result in disqualification. If not contacted within 14 working days, consider your proposal unsuccessful. Prohibition of gifts/hospitality: Do not offer any gifts, hospitality, or benefits to RAF officials. Branded marketing material is considered a gift. Report any solicitation to the RAF fraud line at 0800 005919 or risk being restricted from conducting business with Organs of State.

Scope: Design and deliver an executive coaching programme for 8 RAF executives (CEO, CFO, Chief Claims Officer, Chief Corporate Support Officer, Chief Governance Officer, Chief Strategy and Transformation Officer, Chief Investment Officer, Chief Internal Audit Officer) over 6 months. Objectives: Strengthen strategic leadership, enhance decision-making, improve stakeholder management, build resilience, support culture change, and assist in managing complexity. Deliverables: Detailed implementation plan and schedule, executive intake sessions, 6-10 coaching sessions per executive (60-90 minutes each, virtual/in-person/hybrid), progress monitoring framework, mid-term review, final close-out report, and recommendations for future initiatives. Coaches: Must be the same as proposed in Annexure C; replacements require prior RAF approval and must meet mandatory qualifications. Optional: Include personality/behavioural assessments.

Pricing: Quote rates per 60-minute and 90-minute coaching sessions, and per personality/behavioural assessment. All prices must be VAT-inclusive (if VAT-registered) and in ZAR. Non-VAT-registered suppliers must not charge VAT (disqualification if they do). Only prices in the provided table will be evaluated; missing prices lead to disqualification. No price changes allowed after Award Letter/PO issuance. Payment: Only against an official RAF Award Letter or PO signed by an authorised SCM Manager or delegate. PO must include: description, quantity, delivery date, total amount (VAT-inclusive if applicable).

Mandatory: CSD registration required. Tax compliance: Must be in order with SARS. B-BBEE: Points claimed for Preferential Procurement Specific Goals will be verified via CSD. Disability: Suppliers with disabilities must provide a valid medical certificate (RAF may verify). HDI definition: South African citizen who (a) had no franchise pre-1983/1993 Constitution, (b) is female, or (c) has a disability. Standard Bidding Documents: SBD 4 (Bidders Disclosure) and SBD 6.1 (PPR 2022) must be completed. Annexure A (Security Measures) required.

The service provider must handle RAF’s confidential, private, personal, or sensitive information (files, data, or documents) in compliance with the Protection of Personal Information Act (POPIA). Key requirements include:

• Secure handling, transportation, and storage of physical and digital documents.
• Implementation of lockable containers or packaging for transport to prevent loss, theft, or damage.
• Maintenance of accurate records for document tracking, including location, access history, and retention schedules.
• Secure retrieval protocols, including identity verification of requesters.
• Physical security measures: lockable cabinets, controlled access, surveillance, alarms, and fire suppression systems (e.g., CO2 fire extinguishers).
• Digital security: firewalls, intrusion detection, encryption, and access controls (need-to-know basis, strong authentication, regular permission reviews).
• Compliance with data protection laws, including safeguards against unauthorised access, disclosure, alteration, or destruction.
• Immediate reporting of data breaches or security incidents to RAF.
• Confidentiality obligations for agents, subcontractors, or third parties handling records.
• Vetting of third-party service providers for data protection policies and signing of data protection agreements.
• RAF reserves the right to conduct security screening or vetting for company directors and resources provided.

Mandatory compliance requirements for bidders:

• Full adherence to the Protection of Personal Information Act (POPIA) for handling personal and sensitive data.
• Implementation of data protection measures, including confidentiality obligations for all personnel, subcontractors, and third parties.
• Third-party service providers handling personally identifiable information (PII) must be vetted for data protection policies and required to sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting of company directors and assigned resources.
• Subcontractors must adhere to the same data protection and cybersecurity standards as the primary service provider.
• Service provider is responsible for the compliance of any subcontractors or third parties engaged in the contract.
• Cooperation with RAF audits or assessments to evaluate compliance with data protection and cybersecurity standards.

Health and safety requirements for the service provider’s premises:

• Installation of a fire suppression system or equivalent (e.g., CO2 fire extinguishers) to prevent damage or loss of documents and records in the event of a fire.
• Secure perimeter with controlled access and/or surveillance systems.
• Secure doors, locks, and alarms to prevent unauthorised access.
• Physical security measures to protect against unauthorised access or tampering, including lockable cabinets for document storage.
• Policies and procedures to ensure access is controlled and monitored, with only authorised personnel permitted to handle, view, or transport documents.

Contractual obligations include:

• Ensuring the physical security of all RAF documents and records in possession, with controlled access points, surveillance cameras, and 24/7 monitoring.
• Protecting document storage facilities against unauthorised access.
• Immediate notification to RAF of any real, attempted, or suspected breach of physical security, including provision of CCTV footage, police reports, and alarm system records.
• Implementing network security measures such as firewalls, intrusion detection, and encryption to protect against unauthorised access or cyber attacks.
• Granting data access on a need-to-know basis, using strong authentication methods, and regularly reviewing/updating access permissions.
• Handling and processing personal/sensitive data in compliance with applicable laws, including safeguards against unauthorised access, disclosure, alteration, or destruction.
• Implementing confidentiality measures for all agents, subcontractors, or third parties handling records.
• Ensuring third-party service providers handling PII are vetted and sign data protection agreements.
• Allowing RAF to conduct security screening or vetting of company directors and resources.
• Maintaining a documented incident response plan for data breaches and reporting incidents to RAF promptly.
• Ensuring subcontractors adhere to the same data protection and cybersecurity standards; the primary service provider remains responsible for their compliance.
• Cooperating with RAF audits or assessments to evaluate compliance with data protection and cybersecurity standards.

Special conditions for handling RAF information:

• All RAF confidential, private, personal, or sensitive information (files, data, or documents) must be managed in compliance with the Protection of Personal Information Act (POPIA).
• Secure transportation system (lockable) required for transferring files to and from the service provider’s premises.
• Security measures must prevent loss, theft, or damage during handling and transportation.
• Accurate record-keeping required for each document, including location, access history, and retention schedule, organised for easy tracking.
• Secure retrieval protocols must verify the identity of requesters and ensure documents are transported securely.
• Detailed records of all retrieval activities must include date, time, identity of the requester, and reason for the activity.
• Physical documents and records must be stored in lockable cabinets to prevent unauthorised access or tampering.
• Access to documents must be restricted to authorised personnel only, with controlled and monitored access.
• Network security measures (e.g., firewalls, intrusion detection, encryption) must protect against unauthorised access or attacks.

Submit the SBD 6.1 Preference Points Claim Form as part of the tender. Failure to include required proof or documentation for specific goals will result in no preference points being awarded for those goals. The organ of state may request substantiation of claims at any time.

Submit proof of compliance for specific goals (Historically Disadvantaged Individuals, Women, Persons with Disability) to claim preference points. Fraudulent claims may result in disqualification, cost recovery, contract cancellation, business restrictions for up to 10 years, or criminal prosecution.

Submit the following returnable documents: Completed CV template (Annexure C) with proof of highest qualification (NQF Level 8 minimum) attached. Signed declaration confirming accuracy of coach's personal information, qualifications, and experience.

Service required: Executive and/or General and/or Senior Management Coaching for RAF Head Office, Centurion. Duration: 6 months. Scope: As-and-when-required executive coaching services. Coach must have minimum 3 years’ experience in Executive, General, or Senior Management coaching. Minimum qualification: NQF Level 8.

Mandatory coach requirements: Proof of highest qualification (NQF Level 8 or higher). Minimum 3 years’ verifiable experience in Executive, General, or Senior Management coaching. Submission of signed CV template (Annexure C) with detailed experience records.

The tender is open to any natural or juristic person. Bidders must submit a declaration of interest as per the provided form, confirming compliance with principles of transparency, accountability, impartiality, and ethics as outlined in the Constitution of South Africa and relevant legislation.

Bidders must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers. Disqualification will occur if: the bidder, its directors, trustees, shareholders, members, partners, or any person with controlling interest is employed by the state; or if there is a relationship with any person employed by the procuring institution (RAF). Bidders must certify that their bid was prepared independently without collusion with competitors or officials of the procuring institution.