Rental of sapoa grade b office space for raf polokwane customer experience centre (6-Month lease)

The Road Accident Fund (RAF) requires office space for rental to house its Polokwane CEC Office for six months, starting 1 September 2026. The space must securely handle RAF’s confidential, private, personal, or sensitive information (files, data, or documents).

The service provider must provide office space for rental for the RAF Polokwane CEC Office. The space must accommodate confidential, private, personal, or sensitive information (files, data, or documents) belonging to the Road Accident Fund (RAF).

Compliance with the Protection of Personal Information Act (POPIA) is mandatory. The service provider must:

• Implement policies and procedures to ensure compliance with POPIA and RAF requirements.
• Ensure all agents, subcontractors, or third parties handling RAF data sign confidentiality agreements and adhere to data protection standards.
• Allow RAF to conduct security screening or vetting of company directors and resources.
• Ensure third-party service providers handling personally identifiable information (PII) are vetted for data protection policies and sign data protection agreements.

The service provider’s premises must:

• Have a fire suppression system or fire extinguishers (carbon dioxide) to prevent damage or loss of documents in the event of a fire.
• Maintain a secure perimeter with controlled access, surveillance systems, secure doors, locks, and alarms to prevent unauthorised access.

The service provider must:

• Ensure physical security of RAF documents and records, including controlled access points, surveillance cameras, and 24/7 monitoring.
• Protect all document storage facilities against unauthorised access.
• Report any real, attempted, or suspected breach of physical security to RAF, providing CCTV footage, police reports, and alarm system records.
• Implement network security measures such as firewalls, intrusion detection, and encryption to prevent unauthorised access or attacks.
• Grant access to systems and data on a need-to-know basis, using strong authentication methods and regularly reviewing permissions.
• Cooperate with RAF audits or assessments to evaluate compliance with data protection and cybersecurity standards.

The service provider must:

• Implement secure protocols for handling and transporting files to and from its premises, including lockable containers or packaging to prevent loss, theft, or damage.
• Maintain accurate records of each document stored, including location, access history, and retention schedule, organised for easy tracking.
• Use secure protocols for retrieving documents, including verifying the identity of the requester and ensuring secure transport.
• Store physical documents in lockable cabinets to prevent unauthorised access or tampering.
• Restrict document access to authorised personnel only, with controlled and monitored access procedures.

The tender is for the rental of office space for the RAF Polokwane CEC Office. The contract duration is six (6) months, starting on 01 September 2026. Bidders must complete and submit the SBD 6.1 Preference Points Claim Form as part of their tender.

Submit the SBD 6.1 Preference Points Claim Form as part of your tender. Include all required proof or documentation to claim preference points for specific goals. Omission of required documentation will result in no preference points being awarded for those goals.

Evaluation uses the 80/20 preference point system. Points are allocated as follows: 80 points for price, 20 points for specific goals (HDI: 10 points, Women: 8 points, Persons with Disability: 2 points). The lowest acceptable tender price (Pmin) determines the price score (Ps) using the formula: Ps = 80

• (Pmin / Pt). Tenderers must claim points for specific goals and provide valid proof. Failure to substantiate claims may lead to disqualification.

Submit proof of B-BBEE status or other documentation to claim preference points for specific goals (Historically Disadvantaged Individuals, Women, Persons with Disability). Fraudulent claims may result in: disqualification from the tendering process, recovery of costs/losses/damages by the organ of state, contract cancellation, business restrictions for up to 10 years, or criminal prosecution.

RAF seeks a six-month lease for 400m² SAPOA Grade B office space in Polokwane CBD for a Customer Experience Centre (CEC). Space must accommodate up to 21 staff, include open plan/enclosed offices, reception, meeting rooms, storeroom, ablutions (with disabled access per floor), kitchen (hot/cold water, appliances), and 19 parking bays (2 disabled). Building must be existing, defect-free, and compliant with OHS/National Building Regulations. Landlord must provide backup power/water, air-conditioning, fire detection, and security. Lease starts 01 September 2026.

RFQ closing date and time: 15 June 2026 at 14:00. RFQ validity period: 30 days from closing date. Expected service start date: 01 September 2026 (six-month lease).

Submit quotations to: [email protected]. Enquiries: [email protected].

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). Failure to submit required forms, email to the correct address, or comply with anti-corruption rules (e.g., no gifts/hospitality to RAF officials) will result in disqualification. Suppliers with disabilities must provide a valid medical certificate as proof. Only CSD-registered suppliers will be considered. If not contacted within 14 working days of RFQ closure, consider your quotation unsuccessful.

Evaluation follows a two-phase process: Phase 1 (Mandatory Requirements) and Phase 2 (Price and Specific Goals). Mandatory Requirements: Must comply with all listed criteria (e.g., CSD registration, tax compliance, submission of lease agreement draft, floor plan, proof of mandate/title deed, building availability from 01 September 2026, not in a shopping mall, exterior signage allowed, disabled ablutions on every leased floor). Non-compliance with any mandatory requirement leads to disqualification. Phase 2: Site Visit for compliant bidders. Price (80 points) and Specific Goals (20 points) evaluated using the 80/20 preference point system. Specific Goals include HDI status (Historically Disadvantaged Individual) and B-BBEE compliance. Disqualifiers: Late submissions, incomplete mandatory annexures, VAT charged by non-VAT-registered suppliers, or non-compliance with anti-corruption rules.

Scope: Provide 400m² SAPOA Grade B office space for RAF Polokwane CEC Office for six months, starting 01 September 2026. Requirements: Ground floor preferred (with lifts if multi-storey), open plan/enclosed offices, reception area, meeting rooms, storeroom, ablution facilities (including disabled access per floor), 19 parking bays (2 disabled), backup power (generator/UPS), backup water supply, OHS and National Building Regulations compliance. Building must be existing, Grade B, defect-free (no water leaks, pest infestations), with air-conditioning, fire detection, electrical COC, and SANS 10400-compliant ablutions. Additional: 30m² storage space, kitchen area (hot/cold water, appliances), security measures (burglar proofing, alarms, guarding, electric fences, biometrics), emergency evacuation compliance, and disabled access (ramps, handrails). Location: Polokwane CBD, near public transport, easily accessible. Landlord responsibilities: Draft layout drawings, submit for Council approval, maintain air-conditioning, lifts, backup systems, windows, gardens, and provide tenant installation allowance. Exclusions: RAF does not pay levies, taxes, or rates.

Pricing must be VAT-inclusive (if VAT-registered) and quoted in ZAR. Non-VAT vendors must not charge VAT (disqualification if violated). Submit detailed cost breakdown for: rental (400m²), storage (30m²), parking, operational costs (generator maintenance, aircon maintenance, fire equipment servicing, backup water, plumbing/carpentry, window washing). Use provided tables for Part A (rental/storage) and Part B (parking/operational costs). No price changes allowed after Award Letter/PO issuance. Variable costs (refuse, water, electricity) and ad-hoc services (e.g., diesel for generator) must be itemized with mark-ups. Grand total must include VAT if applicable.

Mandatory: CSD registration (RAF only conducts business with CSD-registered suppliers). Tax compliance: SARS tax matters must be in order. B-BBEE: Points claimed for Preferential Procurement Specific Goals verified via CSD. Disability: Valid medical certificate required for disability claims. Mandatory documents: SBD 4 (Bidders Disclosure), SBD 6.1 (PPR 2022), Annexure A (Security Measures). Agent/broker: Proof of mandate required; no commission paid by RAF. Owner/landlord: Title deed or registered bond required. Prohibition of gifts/hospitality: No gifts, hospitality, or benefits to RAF officials; report solicitation to 0800 005919 or risk disqualification.