RFQ for occupational hygiene survey and ergonomic assessment services at road accident fund (raf)

This document (SBD 4 - Declaration of Interest) is a mandatory returnable document that must be submitted with your bid. The SBD 4 form requires bidders to declare: (1) whether any directors/trustees/shareholders are employed by the state, (2) relationships with persons employed by the procuring institution, and (3) interests in other related enterprises. Submission must be made by the closing date and time specified in the tender record. Note: This document alone does not contain complete submission instructions — refer to the full tender documentation for submission address and method.

Not listed on Register for Tender Defaulters or List of Restricted Suppliers; no undisclosed conflicts of interest; independent bidding without collusion; compliance with South African procurement legislation (Competition Act, Prevention and Combating of Corrupt Activities Act).

This document (SBD 4) does not contain technical specifications for the Occupational Hygiene Survey and Ergonomic Assessment. The document is solely the Standard Bidding Document - Declaration of Interest form. Technical requirements, scope of work, deliverables, and service standards should be contained in a separate part of the tender documentation not included in this file.

This SBD 4 form requires declaration of interest matters. Bidders must disclose: (1) state employment status of directors/trustees/shareholders/members/partners or persons with controlling interest, (2) relationships with anyone employed by the Road Accident Fund, and (3) interests in other related enterprises. The declaration certifies that the bid was prepared independently without collusion. False declarations may result in disqualification and/or reporting to the Competition Commission or National Prosecuting Authority under applicable legislation.

No specific dates other than the tender closing date are stated in this document. The SBD 6.1 form does not include briefing dates, site visit dates, or clarification deadlines.

No contact details are provided in this document. The SBD 6.1 form is a standalone preference points claim form without SCM or technical contact information.

The document provided is only the SBD 6.1 Preference Points Claim Form. No specific submission guidelines, returnable documents list, or submission address are included in this document. Bidders must refer to the full tender documentation for submission requirements.

Must be a legally registered company/firm (Partnership, Joint Venture, Consortium, Sole Proprietor, Close Corporation, Public Company, Personal Liability Company, (Pty) Limited, Non-Profit Company, or State Owned Company); Must comply with preferential procurement requirements; Must submit all required documentation with tender; No automatic disqualification based on company type, but points allocation depends on B-BBEE status.

The document provided is the SBD 6.1 Preference Points Claim Form only. No technical specifications for the Occupational Hygiene Survey and Ergonomic Assessment services are included. Bidders must obtain the full tender document for scope, deliverables, and technical requirements.

No financial requirements are stated in this document. The SBD 6.1 form does not include pricing format requirements, bonds, guarantees, or payment terms.

Bidders claiming preference points must submit supporting documentation for specific goals:

• Historically Disadvantaged Individuals: Documentation to verify HDI status
• Women: Documentation to verify gender
• Persons with Disability: Medical certificate or proof of disability

Note: The SBD 6.1 form references the Preferential Procurement Policy Framework Act 2000 and Preferential Procurement Regulations 2022. Standard requirements likely include CSD registration, tax compliance clearance, and B-BBEE certificate, though these are not explicitly detailed in this document.

To be eligible, service providers must demonstrate: established policies and procedures for data protection and physical/document security; compliance with POPIA and other relevant data protection laws; the capability to implement all specified technical and organizational security measures (e.g., secure facilities, fire suppression systems, encryption); a history of handling sensitive information securely; and willingness to undergo RAF audits and security vetting. The use of subcontractors is permitted only if they meet the same standards.

The Service Provider must comply with the provisions of the Protection of Personal Information Act (POPIA).

The Service Provider must implement security measures to protect RAF's confidential information. Key requirements include:

• Physical security: Controlled access points, surveillance cameras, and/or 24/7 monitoring at your premises. All storage facilities must be protected against unauthorised access.
• Immediate reporting to RAF of any real, attempted, or suspected physical security breach, providing CCTV footage, police reports, and alarm system records.
• Data protection: Handle personal and sensitive data in compliance with applicable laws. Safeguard data against unauthorised access, disclosure, alteration, and destruction.
• Immediate reporting of any data breaches or security incidents to RAF.
• Impose confidentiality obligations on agents, subcontractors, or third parties who receive records.
• Third-party service providers handling PII must be vetted for data protection policies and sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting of company directors and resources.
• Cybersecurity: Implement robust measures against malware, phishing, and unauthorised access.
• Use encryption for data in transit and at rest, complying with industry standards.
• Regularly update and patch systems, software, and applications.
• Have a documented incident response plan for data breaches.
• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Cooperate with RAF audits and monitoring of compliance.
• Fire suppression: Premises must have a fire suppression system or similar (e.g., carbon dioxide fire extinguishers) to prevent document loss in a fire.
• Secure facility: Premises must have a secure perimeter, controlled access, surveillance systems, secure doors, locks, and alarms.

The Service Provider's premises must have:

• A fire suppression system or similar (e.g., carbon dioxide fire extinguishers) to prevent damage or loss of documents and records in a fire.
• A secure perimeter with controlled access and/or surveillance systems.
• Secure doors, locks, and alarms to prevent unauthorised access.
• Physical security measures including controlled access points, surveillance cameras, and/or 24/7 security monitoring.

The Service Provider must ensure the security of RAF's documents and data. Key contractual obligations include:

• Physical security: Implement controlled access points, surveillance cameras, and/or 24/7 monitoring. Always ensure the physical security of records in your possession.
• Immediate reporting to RAF of any real, attempted, or suspected physical security breach, providing supporting evidence (e.g., CCTV footage, police reports).
• Data protection: Handle personal and sensitive data in compliance with applicable laws. Safeguard data against unauthorised access, disclosure, alteration, and destruction.
• Immediate reporting of any data breaches or incidents impacting information security to RAF.
• Implement measures to ensure confidentiality, including imposing confidentiality obligations on agents, subcontractors, or third parties.
• Third-party service providers handling PII must be vetted for data protection policies and sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting of company directors and resources.
• Cybersecurity: Implement robust measures against cyber threats (malware, phishing, unauthorised access).
• Use encryption for data in transit and at rest, complying with industry standards.
• Regularly update and patch systems, software, and applications.
• Have a documented incident response plan for data breaches.
• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Cooperate with RAF audits and monitoring of compliance.

The Service Provider will handle RAF's confidential, private, personal, or sensitive information (files, data, documents) and must comply with the Protection of Personal Information Act (POPIA). Specific conditions include:

• Document Handling and Transportation: Have protocols for secure handling and transport. Use a secure, lockable transportation system for files to and from your premises.
• Security Measures: Use lockable containers or packaging during handling and transport to prevent loss, theft, or damage.
• Record Keeping: Maintain accurate records for each document, including location, access history, and retention schedule. Organise records for easy and accurate tracking.
• Document Retrieval and Handling: Implement secure retrieval protocols.
• Secure Retrieval: Verify requester identity and ensure secure transport of documents and records.
• Record Keeping: Maintain detailed logs of retrieval activities (date, time, requester identity, reason).
• Secure Storage: Store physical documents in lockable cabinets to prevent unauthorised access or tampering.
• Access Control: Have policies and procedures to control and monitor access.
• Document Access Control: Control access so only authorised personnel handle, view, or transport documents.
• Access Monitoring and Control: Implement procedures to ensure only authorised personnel access documents, records, and the storage facility.
• Network Security: Implement technical security measures (firewalls, intrusion detection, encryption) for digital storage systems.