Cleaning services for raf bloemfontein office – 12 months (with security and popia requirements) – request for quotation pr10116993

Bidders must comply with the Protection of Personal Information Act (POPIA) and applicable data protection laws. They must have physical and cybersecurity measures in place as detailed in the technical annex. The RAF reserves the right to conduct security screening or vetting of company directors and resources. Bidders must be able to sign a data protection agreement and ensure subcontractors meet the same standards.

The service provider must implement technical and organisational security measures to protect RAF confidential, private, personal or sensitive information. Key requirements include:

• Document handling and transportation: secure, lockable containers for files; accurate records of each document's location, access history, and retention schedule.
• Document retrieval: verify requester identity; maintain detailed logs of retrieval activities (date, time, requester, reason).
• Secure storage: lockable cabinets; access limited to authorised personnel with controlled and monitored access.
• Fire suppression: premises must have a fire suppression system, including carbon dioxide fire extinguishers.
• Physical security: secure perimeter, controlled access points, surveillance cameras, 24/7 security monitoring; report any real, attempted, or suspected breach to RAF, providing CCTV footage, police report, and alarm system records.
• Network security: firewalls, intrusion detection, encryption for digital storage systems.
• Access control: need-to-know basis, strong authentication, regular review of permissions.
• Data protection: comply with data protection laws; safeguard data against unauthorised access, disclosure, alteration, destruction; report data breaches immediately; impose confidentiality obligations on agents and subcontractors.
• Cybersecurity: robust measures against malware, phishing, unauthorised access; encryption for data in transit and at rest; regular system updates and patching.
• Incident response: documented plan to address and mitigate data breaches; report security incidents to RAF in a timely manner.
• Subcontractors: ensure they adhere to same data protection and cybersecurity standards; service provider responsible for their compliance.
• Audit and monitoring: RAF reserves right to audit compliance; service provider must cooperate with audits.

The service provider's premises must have a fire suppression system, including carbon dioxide fire extinguishers, to prevent damage or loss of documents in the event of a fire. The premises must have a secure perimeter with controlled access and/or surveillance systems, secure doors, locks, and alarms to prevent unauthorised access. Physical security measures must include controlled access points, surveillance cameras, and/or 24/7 security monitoring. Any real, attempted, or suspected breach of physical security must be reported to the RAF, with provision of CCTV footage, police report, and linked alarm system records.

{"name":null,"email":null,"phone":null,"department":"SUPPLY CHAIN MANAGEMENT","address":null}

Bidders must complete and submit SBD 4 (Declaration of Interest). Any bidder or person listed on the Register for Tender Defaulters or the List of Restricted Suppliers will be automatically disqualified from the bidding process.

Supply chain management system should

This declaration prove to be false.

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Signature Date

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Position Name of bidder

Bidders must complete and sign SBD 4 (Declaration of Interest), disclosing any employment relationship with the state or connection to the procuring institution. A false declaration may lead to disqualification and referral to the Competition Commission or National Prosecuting Authority.

The RAF is a schedule 3A public entity established under the Road Accident Fund Act, 1996. Its mandate is to provide compulsory social insurance cover to road users. This RFQ seeks a service provider for cleaning services at the RAF Bloemfontein Customer Service Centre for 12 months.

Closing date: Friday, 14 August 2026 at 11:00. No compulsory briefing session or site visit. Services expected to commence 05 January 2027. Quotation validity: 30 days from closing date.

Submit quotations to [email protected]. Enquiries: [email protected] or Ronewa Ramagovhodo on 011 223 0057.

Quotations must be emailed to [email protected]. Late quotations will not be considered. All annexures (Standard Bidding Documents and mandatory evaluation documents) must be completed and signed. Bidders must be CSD registered. Collusive behaviour, including submitting more than one proposal from companies with common directors/shareholders, leads to disqualification. If not contacted within 14 working days of the RFQ, consider the quotation unsuccessful. Bidders with disabilities must submit a valid medical certificate. Gifts or hospitality to RAF officials are prohibited; solicited bribery must be reported to the fraud line at 0800 005919.

Evaluation has two phases: mandatory requirements, then price and specific goals under the 80/20 preference point system. Bidders failing mandatory requirements are disqualified. Price scores 80 points; specific goals score 20 points. Specific goals: HDI ownership (minimum 51%) – 10 points (CSD report); women ownership (minimum 51%) – 8 points (ID copy/CSD report); persons with disabilities (minimum 51%) – 2 points (valid medical certificate). Total 100 points.

Provide cleaning services for the RAF Bloemfontein Customer Service Centre for 12 months. Premises: Fedsure Building, Ground Floor (235 sqm) and Fifth Floor (260 sqm), total 495 sqm (364 sqm carpet, 131 sqm tiles). One cleaner required, 8 hours per day, Monday to Friday (07:45–15:45).

Contract parts:

• Part A: Day-to-day office cleaning including ablutions, dusting, floor maintenance, waste disposal, window cleaning, kitchens, carpets, shopfronts, walls.
• Part B: Supply of all cleaning consumables and equipment (SABS approved), with monthly delivery and checking by RAF.
• Part C: Ad hoc services (specialised cleaning, deep cleaning, upholstery, water disaster, pest control) at specified rates, not part of contract value.

Equipment must be installed, maintained, and defective items replaced/repaired within 24 hours. All supplies must be SABS approved. MSDS sheets required before commencement. Staff must wear PPE and uniforms with company logo. Report to Manager Facilities – Business Support.

Approach: Provide day-to-day cleaning, occasional ad hoc cleaning (against separate PO), install and maintain all equipment, and ensure staff are equipped with PPE. Contract parts: Part A (daily office cleaning), Part B (monthly consumables and equipment), Part C (ad hoc services). Detailed schedules for daily, weekly, and monthly tasks are specified, including frequencies for ablutions, dusting, floor maintenance, waste disposal, window cleaning, kitchens, carpets, and shopfronts.

No specific experience or qualification requirements stated beyond the mandatory COIDA letter of good standing.

All cleaning materials and equipment must be SABS approved. Cleaning services checklists for kitchens, offices, and ablution facilities must be provided. Compliance with manufacturers' requirements must be confirmed via MSDS sheets.

Prices must be VAT inclusive (if VAT registered) and in ZAR. Only the provided cost breakdown table is accepted. Pricing includes Part A (cleaning services for 12 months), Part B (consumables and equipment), and Part C (ad hoc rates). No price changes after award. Non-VAT registered bidders charging VAT will be disqualified.

Prices must be VAT inclusive (if VAT registered) and quoted in ZAR. Non-VAT registered bidders charging VAT will be disqualified. Only prices in the provided cost breakdown table will be accepted. No price changes after award. Pricing includes: Part A (cleaning services for 12 months), Part B (consumables and equipment), and Part C (ad hoc rates). Prices are fixed and inclusive of all costs; no adjustments for insufficient pricing or labour costs. No upfront payment; invoices to [email protected] by the 18th of the month.

Mandatory: valid COIDA letter of good standing for cleaning services, submitted by closing date. CSD registration required. Tax matters must be in order with SARS. Returnable forms: SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim under PPR 2022), and Annexure A (Security Measures). Bidders claiming specific goals points must provide proof (CSD report, ID copy, or medical certificate).

Comply with the Occupational Health and Safety Act. All staff must wear PPE and safety clothing with the company logo. MSDS sheets must be approved by SABS before work commences. Provide appropriate PPE, ensure uniforms are worn, and comply with OHS requirements such as wet floor signs. Defective equipment must be replaced or repaired within 24 hours of reporting.

No specific environmental requirements stated beyond general cleaning duties such as waste disposal and use of approved chemicals.

RAF's standard conditions of purchase apply. Goods/services delivered before an official Award Letter or Purchase Order is issued will not be paid for. The RAF may terminate the contract once the current tender process is finalised, with notice to the recommended service provider. Prices are fixed and inclusive; no price adjustments or claims for insufficient pricing or labour costs.

Quotations must be emailed to the correct address; late quotations not accepted. RAF reception accessible 07:45–16:00, Monday to Friday. All annexures must be completed and signed. Points claimed for specific goals verified via CSD. Collusive behaviour disqualifies. RAF only deals with CSD registered suppliers. If not contacted within 14 working days, consider quotation unsuccessful. Gifts or hospitality to RAF officials prohibited; report solicited bribery to 0800 005919.

Mandatory: submit a valid COIDA letter of good standing for cleaning services by closing date. RAF reserves the right to validate. Bidders must be CSD registered. Complete and sign all annexures.

Evaluation based on mandatory requirements and 80/20 preference point system. Price 80 points, specific goals 20 points. Bidders failing mandatory requirements are disqualified.