Health and wellness seminar and webinar provider for raf offices

Returnable Documents: Provide the required client reference information as per the specified format.

Bidders must have demonstrable experience in sourcing, coordinating, and managing health and wellness experts for seminar/webinar delivery. Must provide verifiable client references from entities that directly obtained services (not subcontractors).

Bidders must provide client references for similar services:

• Provide details for up to six (6) past or current projects.
• For each project, include: Project Description, Services rendered, Contract start date, Contract End date, Client Name (entity that obtained your services, not a sub-contractor), Client Contact Person, Client contactable details (Email Address and/or telephone number).
• You may provide additional supporting documents.
• Any falsified or misrepresented information will lead to disqualification.
• The RAF reserves the right to contact listed clients to authenticate the information.

No specific requirements found

Returnable Documents: The bidder must complete and submit the SBD 4 Bidder's Disclosure form. The form requires declarations regarding state employment, relationships with procuring institution officials, and interests in other enterprises. Failure to provide a true and complete declaration will result in disqualification.

Automatic disqualification if the bidder or any connected person is listed on the Register for Tender Defaulters or the List of Restricted Suppliers. The bidder must not be in a conflict of interest situation as defined in the declaration (e.g., undisclosed state employment, undisclosed relationships with RAF staff, collusion). Submission of a false or incomplete declaration will lead to disqualification and potential legal action.

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder.

No specific requirements found. However, bidders must note: Any person listed in the Register for Tender Defaulters or the List of Restricted Suppliers will be automatically disqualified. The SBD 4 form requires declarations regarding state employment and conflicts of interest.

• RFQ Issued Date: 09 July 2026.
• Closing Date and Time: 15 July 2026 at 11:00.
• RFQ Validity Period: 30 days from the closing date.
• Expected Service Start Date: A three-year agreement commencing from the date of the last signatory.
• Compulsory Briefing/Site Visit: Not applicable (N/A).

• For submission of quotations: Email to [email protected].
• For enquiries regarding this RFQ: Email [email protected] or contact Tshilidzi Lithole on 012 429 5886.
• RAF Offices (for delivery of services):

• Gauteng (Parktown): 10 Junction Ave, Parktown, Johannesburg, 2193.
• Gauteng (Pretoria): 1040 Burnett Street, Hatfield, Pretoria, 0028.
• Gauteng (Centurion): 420 Witch Hazel Avenue, Eco Glades Office Park, Centurion, 0046.
• KwaZulu-Natal (Durban): 12th Floor, The Embassy Building, 199 Anton Lembede Street, Durban, 4001.
• Eastern Cape (East London): Metropolitan Life Building, c/o Drury Lane and Caxton Street, East London, 5201.
• Western Cape (Cape Town): 7th Floor, No. 1 Thibault Square, Long Street, Cape Town, 8001.

• Submit your quotation via email to [email protected]. Use the RFQ number PR10116844 as your reference.
• Late submissions will not be accepted.
• You must complete and sign all Annexures (Standard Bidding Documents and Mandatory Evaluation documents).
• Failure to follow submission instructions will result in your quote not being considered.
• If not contacted within 14 working days after the RFQ closing date, consider your quotation unsuccessful.

1. Must be CSD registered; 2) Tax matters must be in order with SARS; 3) Must complete and sign all annexures (Standard Bidding Documents); 4) No collusive behavior or multiple submissions from related entities; 5) VAT registration status must be accurately declared in pricing; 6) Must comply with preferential procurement goals (HDI, female-owned, disability criteria); 7) Submission must be emailed to [email protected] by the deadline.

• Scope: Source, coordinate, and manage qualified Health and Wellness Experts to present seminars and webinars across six RAF offices for three years.
• Key Responsibilities:

• Identify, contract, and manage registered health professionals (e.g., Medical Practitioners, Psychologists, Dietitians, Physiotherapists).
• Ensure experts are registered with relevant professional bodies (HPCSA, SANC, SACSSP) and have corporate presentation experience.
• Coordinate both on-site seminars and virtual webinars.
• Topics include mental health, chronic disease management, nutrition, substance abuse, work-life balance, etc.
• Manage scheduling, speaker logistics, and provide session outlines for approval.
• Ensure compliance with confidentiality and POPIA.

• Important Note: All speakers must be screened and approved by the RAF's Employee Wellness Department before confirmation.

• All prices must be VAT inclusive (if VAT registered) and quoted in South African Rand (ZAR).
• VAT-registered suppliers must include VAT; failure to do so means the quoted price will be deemed all-inclusive with no VAT added later.
• Non-VAT-registered suppliers charging VAT will be disqualified.
• Prices must be completed in the provided cost breakdown table. Failure to provide prices in this table leads to disqualification.
• No price changes are accepted after the official Award Letter or Purchase Order is issued.
• The pricing schedule includes items like Speaker Sourcing Fee, Standard/Extended Webinar Sessions, In-Person Seminars, Customised Content Development, etc.
• You must propose percentage escalation rates for year two and year three, applicable to all line items.

• Mandatory CSD Registration: RAF will only conduct business with CSD-registered suppliers. Points for Preferential Procurement will be verified through CSD.
• Tax Compliance: RAF will not conduct business with suppliers whose tax matters are not in order with SARS.
• B-BBEE/Preferential Procurement: The 80/20 preference point system applies. Specific Goals points are part of the evaluation.
• Disability Status: Suppliers with a disability must provide a valid medical certificate from a registered practitioner (RAF reserves verification rights).
• Anti-Collusion: Collusive behaviour is prohibited. Submitting more than one proposal from companies with common directors/shareholders, or responding with multiple entities, will result in disqualification of all involved.
• Prohibition of Gifts: Suppliers must not offer gifts, hospitality, or benefits (including branded marketing material) to RAF officials. Any solicitation must be reported to the RAF fraud line (0800 005919). Failure to report makes the supplier an accomplice and risks restriction from all Organs of State.

Service providers must demonstrate capability to: 1) Source and manage qualified Health and Wellness Experts, 2) Implement all specified technical and organizational security measures, 3) Comply with Protection of Personal Information Act (POPIA) and data protection regulations, 4) Provide secure facilities with physical and cybersecurity controls, 5) Have policies for document handling, access control, and incident response, 6) Allow RAF audit rights and security vetting of personnel.

The service provider must comply with the Protection of Personal Information Act (POPIA).

• The service provider will handle RAF's confidential, private, personal, or sensitive information (files, data, documents).
• The service provider must have policies to comply with RAF requirements and POPIA.
• The service provider must implement technical and organisational security measures as detailed in Annexure A.

The service provider must implement comprehensive data protection and cybersecurity measures:

• Comply with applicable data protection laws and regulations, including POPIA.
• Implement measures to safeguard data against unauthorised access, disclosure, alteration, and 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 handling personal information and require data protection agreements.
• RAF reserves the right to conduct security screening or vetting of company directors and resources.
• Implement robust cybersecurity measures including encryption, firewalls, intrusion detection, and regular system updates.
• Have a documented incident response plan and report security incidents to RAF promptly.
• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Cooperate with RAF audits and monitoring of compliance.
• Maintain physical security measures including controlled access, surveillance, and fire suppression systems.

The service provider must implement fire safety and physical security measures:

• Premises must have a fire suppression system or similar, including carbon dioxide fire extinguishers, to prevent damage or loss of documents in a fire.
• Premises must have a secure perimeter with controlled access and/or surveillance systems, secure doors, locks, and alarms to prevent unauthorised access.
• Implement physical security measures including controlled access points, surveillance cameras, and/or 24/7 security monitoring.

The service provider must implement comprehensive security and data protection obligations:

• Handle RAF's confidential, private, personal, or sensitive information (files, data, documents).
• Comply with the Protection of Personal Information Act (POPIA).
• Implement document handling and transportation protocols with secure, lockable systems.
• Maintain accurate records of document storage, location, access history, and retention schedules.
• Ensure secure retrieval, storage, and access control for documents.
• Implement physical security measures including controlled access points, surveillance, and 24/7 monitoring.
• Have fire suppression systems (e.g., carbon dioxide extinguishers) to protect documents.
• Implement network security measures including firewalls, intrusion detection, and encryption.
• Grant access on a need-to-know basis with strong authentication and regular permission reviews.
• Safeguard data against unauthorised access, disclosure, alteration, and destruction.
• Report data breaches or security incidents to RAF immediately.
• Impose confidentiality obligations on agents, subcontractors, or third parties.
• Screen third-party service providers and require data protection agreements.
• RAF reserves the right to conduct security screening of company directors and resources.
• Implement cybersecurity standards including encryption for data in transit and at rest, and regular system updates.
• Have a documented incident response plan.
• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Cooperate with RAF audits and monitoring of compliance.