Appointment of a rheumatologist for medico-legal assessment of motor vehicle accident claimants (western cape)

Scope of Work:

• Conduct a detailed clinical examination of a motor vehicle accident claimant as a Rheumatologist.

Security and Compliance:

• Comply with the Protection of Personal Information Act (POPIA) for handling RAF confidential, private, personal, or sensitive information.

Mandatory Compliance Requirements:

• Full compliance with the Protection of Personal Information Act (POPIA) for handling personal and sensitive data.
• Implement data protection measures to safeguard against unauthorised access, disclosure, alteration, or destruction.
• Report any data breaches or security incidents to the RAF immediately.
• Impose confidentiality obligations on agents, subcontractors, or third parties handling records.
• Ensure third-party service providers handling PII are vetted for data protection policies and sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting for company directors and resources provided.

Cybersecurity and Physical Security:

• Implement robust cybersecurity measures (e.g., firewalls, intrusion detection, encryption) to protect against threats like malware, phishing, and unauthorised access.
• Use encryption for data in transit and at rest, adhering to industry standards.
• Regularly update and patch systems, software, and applications to address vulnerabilities.
• Maintain a documented incident response plan for data breaches and report incidents to RAF promptly.
• Ensure subcontractors adhere to the same data protection and cybersecurity standards; you are responsible for their compliance.
• RAF reserves the right to audit and monitor your compliance with these standards; cooperate fully with audits.

Physical Security Measures:

• Secure perimeter with controlled access, surveillance systems, secure doors, locks, and alarms to prevent unauthorised access.
• Store physical documents in lockable cabinets to prevent unauthorised access or tampering.
• Implement fire suppression systems (e.g., CO2 fire extinguishers) to prevent document loss or damage.
• Report any real, attempted, or suspected physical security breaches to RAF, providing CCTV footage, police reports, and alarm records.

Access Control:

• Grant access to documents and systems on a need-to-know basis.
• Use strong authentication methods and regularly review/update access permissions.
• Monitor and control access to ensure only authorised personnel handle, view, or transport documents.

Health and Safety Requirements:

• Implement fire suppression systems (e.g., CO2 fire extinguishers) at your premises to prevent damage or loss of documents and records in the event of a fire.
• Ensure physical security of premises with a secure perimeter, controlled access, surveillance systems, secure doors, locks, and alarms to prevent unauthorised access.
• Maintain policies and procedures to control and monitor access to documents and records.

Contractual Security and Compliance Terms:

• Ensure the physical security of all RAF records in your possession, with controlled access points, surveillance cameras, and 24/7 monitoring.
• Protect document storage facilities against unauthorised access.
• Report any real, attempted, or suspected physical security breaches to RAF, providing CCTV footage, police reports, and alarm records.
• Implement technical security measures such as firewalls, intrusion detection, and encryption to protect digital systems against unauthorised access or attacks.
• Grant system access on a need-to-know basis, using strong authentication methods, and regularly review/update access permissions.
• Handle and process personal/sensitive data in compliance with POPIA and other applicable data protection laws.
• Implement measures to safeguard data against unauthorised access, disclosure, alteration, or destruction.
• Inform RAF immediately of any data breaches or incidents impacting information security.
• Ensure confidentiality of personal, confidential, and sensitive data, including imposing obligations on agents, subcontractors, or third parties.
• Vet third-party service providers handling PII for their data protection policies and require them to sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting for company directors and resources.
• Implement robust cybersecurity measures (e.g., encryption, regular updates) to protect against cyber threats.
• Maintain a documented incident response plan for data breaches and report incidents to RAF promptly.
• Ensure subcontractors adhere to the same data protection and cybersecurity standards; you are responsible for their compliance.
• RAF reserves the right to audit and monitor your compliance; cooperate fully with audits.

Special Conditions for Document Handling:

• Handle RAF confidential, private, personal, or sensitive information in compliance with the Protection of Personal Information Act (POPIA).
• Use secure transportation systems (lockable containers) for transferring files to and from your premises to prevent loss, theft, or damage.
• Maintain accurate records of each document, including location, access history, and retention schedule, for easy and accurate tracking.
• Implement secure retrieval protocols, including verifying the identity of requesters and ensuring secure transport of documents.
• Document all retrieval activities, including date, time, requester identity, and reason for access.
• Store physical documents in lockable cabinets to prevent unauthorised access or tampering.
• Control and monitor access to ensure only authorised personnel handle, view, or transport documents.

• Closing date and time: 13 July 2026 at 16:00.
• RFQ validity period: 30 days from the closing date.
• Expected service commencement: Once the award letter is issued.
• No compulsory briefing session or site visit is scheduled.

• For quotation submission and procurement enquiries: Email [email protected].
• For general enquiries regarding this RFQ: Email [email protected].
• Service delivery address: Road Accident Fund (Cape Town), 1 Thibault Square, Long Street, Cape Town.

• Submit your quotation via email only to [email protected]. Use reference number PR10116974.
• Late submissions will not be considered.
• You must complete and sign all Annexures (Standard Bidding Documents and Mandatory Evaluation documents).
• RAF only does business with CSD-registered suppliers.
• Collusive behaviour will result in disqualification. Do not submit multiple proposals from companies with common directors/shareholders, or respond with more than one entity.
• If not contacted within 14 working days after the RFQ closing date, consider your quotation unsuccessful.

• You must complete and sign all Annexures to the RFQ document, including Standard Bidding Documents and Mandatory Evaluation documents.

• Scope: Conduct a detailed clinical examination of a motor vehicle accident claimant to assess Fibromyalgia and related conditions.
• Key tasks:

• Review all relevant medical records (pre-accident history, emergency care, specialist reports, imaging, rehabilitation records, medication history).
• Assess evidence of pre-existing Fibromyalgia or chronic pain.
• Evaluate if the accident caused, precipitated, triggered, or accelerated Fibromyalgia.
• Determine if the accident aggravated a pre-existing condition.
• Assess symptom timing and progression consistency with trauma.
• Consider alternative contributing factors (psychological stress, other medical comorbidities).
• Differentiate Fibromyalgia from other rheumatological/musculoskeletal conditions.

• Deliverable: A comprehensive medico-legal expert report addressing:

• Summary of reviewed records.
• Medical background on Fibromyalgia and trauma triggers.
• Assessment of pre-accident and post-accident status.
• Expert opinion on causation and nexus.
• Impact on claimant's earning capacity.
• Conclusion on causal relationship.

• Location requirement: The medical expert must have an office within a 50km radius of the RAF Cape Town office.
• Professional registration: The Rheumatologist must be registered with the Health Professions Council of South Africa (HPCSA).
• Timeline: The report must be completed within one month after receipt of the award letter.
• RAF will provide: Full medical records, accident report, employment details, previous expert reports, imaging, and claimant documentation.

• All prices must be VAT inclusive (if VAT registered) and quoted in South African Rand (ZAR).
• VAT-registered suppliers must include VAT; if omitted, the quoted price will be deemed all-inclusive.
• Non-VAT-registered suppliers who charge VAT will be disqualified.
• You must complete the pricing table in Annex E (Cost Break Down). Failure to provide prices in this table leads to disqualification.
• No price changes are allowed after the official Award Letter or Purchase Order is issued.
• Ad hoc services (e.g., addendum reports, joint minutes, court attendance, travel) must be priced separately. Travel expenses must use the SARS-prescribed rate per kilometre.

• Mandatory registration: The Rheumatologist must be registered with the Health Professions Council of South Africa (HPCSA).
• Central Supplier Database (CSD): RAF only conducts business with CSD-registered suppliers. Points for Specific Goals will be verified via CSD.
• Tax compliance: RAF will not do business with suppliers whose tax matters are not in order with SARS.
• B-BBEE/Preferential Procurement: Specific Goals points are allocated for HDI, women, and persons with disabilities ownership (minimum 51%). Proof required via CSD report, ID copy, or valid medical certificate.
• Proof of address: Must provide proof of office location within 50km of RAF Cape Town (title deed, lease agreement, or utility bill not older than three months).
• Anti-corruption: Gifts, hospitality, or benefits to RAF officials are prohibited. Report any solicitation to the fraud line (0800 005919).
• Collusion: Submitting multiple bids from companies with common directors/shareholders is prohibited and leads to disqualification.

• Historically Disadvantaged Individual (HDI) definition: A South African citizen who (a) had no franchise in national elections prior to the 1983 or 1993 Constitutions due to apartheid policy, (b) is female, or (c) has a disability.

• Gifts, hospitality, or benefits to RAF officials are prohibited. Branded marketing material is considered a gift.
• Report any solicitation of gifts by RAF officials to the toll-free fraud line (0800 005919). Failure to report makes the supplier an accomplice and may restrict business with all Organs of State.

• Late quotations will not be accepted.
• RAF reception is accessible Monday to Friday, 07:45 to 16:00, for deliveries.
• Suppliers with disabilities must provide a valid medical certificate as proof.
• Collusive behaviour leads to disqualification; do not submit multiple bids from related entities.
• If not contacted within 14 working days after RFQ issuance, consider your quotation unsuccessful.

• The RFQ uses an 80/20 preference point system for bids valued at or above R2,000.01 up to R1,000,000. RAF may apply this system to lower-value quotations.
• Points for Preferential Procurement Specific Goals will be verified through the Central Supplier Database (CSD).

Price must include all applicable taxes and exclude unconditional discounts. The rand value of the contract is the total estimated value at bid invitation, including all taxes.

Compliance requirements include:

• Submission of the SBD 6.1 Preference Points Claim Form as part of the tender.
• Proof/documentation must be provided to claim points for specific goals (HDI, Women, Persons with Disability).
• Company/firm must declare its type (e.g., Partnership, Close Corporation, (Pty) Ltd, etc.).
• Certification that all information is true and correct, with acknowledgment of penalties for fraudulent claims, including:
• Disqualification from the tendering process.
• Recovery of costs, losses, or damages.
• Contract cancellation and damages claims.
• Restriction from obtaining business from any organ of state for up to 10 years.
• Criminal prosecution.
• Compliance with the Preferential Procurement Policy Framework Act, 2000.

Specific goals and points for this tender:

• Historically Disadvantaged Individuals: 10 points (80/20 system).
• Women: 8 points (80/20 system).
• Persons with Disability: 2 points (80/20 system).

Tenderers must indicate how they claim points for each system.

Contractual terms require:

• Submission of a signed declaration certifying the accuracy of preference points claimed.
• Acknowledgment that fraudulent claims or non-fulfillment of conditions may result in:
• Disqualification from the tendering process.
• Recovery of costs, losses, or damages by the organ of state.
• Contract cancellation and damages claims.
• Restriction from obtaining business from any organ of state for up to 10 years (after audi alteram partem).
• Criminal prosecution.
• Documentary proof may be required at any time to substantiate claims.

If unclear whether the 80/20 or 90/10 system applies, the organ of state must stipulate the applicable system in the tender documents, using the highest or lowest acceptable tender to determine it.