Provision of occupational hygiene surveys and ergonomics risk assessment services for raf bloemfontein office

• RFQ issued: 06 July 2026.
• Closing date and time: Monday, 13 July 2026 at 11:00.
• RFQ validity period: 30 days from closing date.
• Expected service start: Once Purchase Order (PO) is issued.
• No compulsory briefing session, site visit, or inspection.

• Submission email: [email protected].
• Enquiries email: [email protected].
• Enquiries contact: Ronewa Ramagovhodo, phone: 011 223 0057.
• Delivery address: Road Accident Fund (Bloemfontein), 49 Fedsure Building, Ground Floor and Floor 5, Charlotte Maxeke Street, Bloemfontein.
• RAF reception hours: 07h45 to 16h00, Monday to Friday.

• Submit RFQ responses via email to: [email protected]. Failure to use this address will result in disqualification.
• Late quotations will not be accepted.
• Complete and sign all Annexures (Standard Bidding Documents and Mandatory Evaluation documents).
• Collusive bidding or multiple submissions from entities with common directors/shareholders will lead to disqualification.
• Suppliers with disabilities must provide a valid medical certificate from a registered practitioner.
• 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.
• If not contacted within 14 working days of RFQ closing, consider the proposal unsuccessful.

• Scope: Conduct Occupational Hygiene Surveys and Ergonomics Risk Assessment for RAF Bloemfontein Office.
• Surveys required:
• Illumination Survey: Determine if lighting in work areas meets the illuminance values specified in the Environmental Regulations for Workplaces (1987) under the Occupational Health and Safety Act (Act 85 of 1993). Specialized lighting must be provided where necessary.
• Indoor Air Quality Survey: Evaluate temperature, relative humidity, and air composition. Acceptable if no harmful contaminants are present and ≥80% of employees are satisfied. Ensure time-weighted CO2 concentration does not exceed 0.5% by volume over 8 hours.
• Ergonomic Risk Assessment: Identify ergonomic-related risk factors, affected personnel, and health risks. Must include hazard identification, analysis, evaluation, and prioritization of risks. Conducted by a competent person with required knowledge, training, and experience in ergonomics (qualifications registered under the National Qualifications Framework Act, 2008).
• Frequency: Ergonomic Risk Assessment must be repeated every 24 months or immediately if premises change.
• Compliance: Must adhere to Ergonomics Regulations (2019) and Occupational Health and Safety Act (Act 85 of 1993).

• Pricing must be VAT-inclusive (if VAT-registered) and quoted in ZAR.
• VAT-registered vendors must include VAT in their prices. Non-VAT-registered vendors must not charge VAT or risk disqualification.
• Only prices listed in the provided cost breakdown table will be evaluated. Failure to complete the table will lead to disqualification.
• No price changes will be accepted after the Award Letter/PO is issued.
• Pricing must cover: Illumination Surveys, Indoor Air Quality Surveys, Ergonomics Risk Assessment, and any other related costs.
• Payment terms: Services delivered against an official RAF Award Letter or PO signed by an authorized SCM Manager or delegate.

• Mandatory registrations/certifications:
• CSD registration (RAF will only conduct business with CSD-registered suppliers).
• SANAS registration (valid and active).
• Approved Inspection Authority (AIA) registration under the Occupational Health and Safety Act, 1993 (valid and active).
• Letter of Good Standing under COIDA (not older than 12 months), with business nature aligned to Occupational Hygiene or related fields.
• Tax compliance: Suppliers must have tax matters in order with SARS.
• B-BBEE: Points claimed for Preferential Procurement Specific Goals will be verified via CSD.
• Standard Bidding Documents: SBD 4 (Bidders Disclosure) and SBD 6.1 (in terms of PPR 2022) must be completed.
• Additional: Annexure A (Security Measures) must be submitted.

The tender is open to any natural or juristic person. Bidders must submit a declaration of interest as part of their bid, confirming compliance with principles of transparency, accountability, impartiality, and ethics as per the South African Constitution and relevant legislation.

Bidders must declare if they, their directors, trustees, shareholders, members, partners, or any person with controlling interest are employed by the state. Bidders must also disclose any relationships with employees of the procuring institution or interests in other related enterprises. Failure to provide a true and complete declaration may result in disqualification. Bidders listed in the Register for Tender Defaulters or the List of Restricted Suppliers will be automatically disqualified.

The service provider must conduct Occupational Hygiene Surveys and Ergonomics Risk Assessments for the RAF Bloemfontein Office. The scope includes handling, transporting, and securing RAF’s confidential, private, personal, or sensitive information (files, data, or documents) in compliance with the Protection of Personal Information Act (POPIA).

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

• Implement data protection measures to safeguard personal and sensitive information.
• Ensure all agents, subcontractors, or third parties handling data sign confidentiality agreements and adhere to data protection policies.
• Allow RAF to conduct security screening or vetting of company directors and assigned resources.
• Third-party service providers handling personally identifiable information (PII) must be vetted for their data protection policies and required to sign a data protection agreement.

The service provider’s premises must include:

• A fire suppression system (e.g., CO2 fire extinguishers) to prevent damage or loss of documents in case of fire.
• A secure perimeter with controlled access, surveillance systems, secure doors, locks, and alarms to prevent unauthorised entry.
• Physical security measures to ensure the safety of documents, including controlled access points and 24/7 monitoring.

The service provider must:

• Ensure physical security of all RAF documents and records, including 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 system records.
• Implement network security measures such as firewalls, intrusion detection, and encryption to prevent unauthorised access or attacks.
• Grant data access on a need-to-know basis, using strong authentication methods and regularly reviewing permissions.
• Allow RAF to audit and monitor compliance with security policies, with full cooperation required from the service provider.

The service provider must:

• Handle and transport RAF files, data, or documents using secure, lockable containers to prevent loss, theft, or damage.
• Maintain accurate records of each document, including location, access history, and retention schedule, organised for easy tracking.
• Use secure protocols for document retrieval, including identity verification of requesters and 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.
• Implement cybersecurity measures, including encryption for data in transit and at rest, regular system updates, and patching to address vulnerabilities.
• Develop and maintain a documented incident response plan for data breaches and report any security incidents to RAF promptly.
• Ensure subcontractors and third parties adhere to the same data protection and cybersecurity standards, with the service provider remaining responsible for their compliance.
• Comply with all legislative and regulatory frameworks for processing personal information.