The road accident fund (raf) wishes to appoint a suitable service provider to provide once-off deep cleaning of carpet for johannesburg office.

Returnable Documents: The tender must include the SBD 6.1 Preference Points Claim Form. Failure to submit required proof or documentation to claim specific goal points will be interpreted as not claiming those preference points.

The tender must include a written offer as defined by the organ of state.

• Key definitions:
• 'Price' includes all applicable taxes less unconditional discounts.
• 'Rand value' is the total estimated contract value including taxes.
• 'Tender for income-generating contracts' refers to offers for contracts generating revenue for the organ of state (e.g., leasing, concessions).

All tenderers are eligible but must comply with Preferential Procurement Regulations 2022. Specific goals points are awarded based on ownership/participation by historically disadvantaged individuals, women, and persons with disabilities. Failure to submit required proof/documentation means no specific goals points will be awarded.

Scope: Once-off deep cleaning of carpets for the RAF Johannesburg Office. No further technical details are provided in the extracted text.

The tenderer must complete and submit the SBD 6.1 Preference Points Claim Form.

• The form requires company/firm name, registration number, and type of entity (Partnership, Sole Proprietor, Close Corporation, etc.).
• A duly authorised representative must sign a declaration certifying the accuracy of information and acknowledging that:
• Documentary proof of claims may be required.
• Fraudulent claims or breach of conditions can lead to disqualification, cost recovery, contract cancellation, restriction from state business for up to 10 years, and criminal prosecution.
• Specific goals for preference points relate to Historically Disadvantaged Individuals, Women, and Persons with Disability.

Preference points are awarded for specific goals as per Table 1 in the SBD 6.1 form.

• The goals relate to Historically Disadvantaged Individuals, Women, and Persons with Disability.
• Points must be claimed for each applicable preference point system (80/20 or 90/10).
• The tenderer must indicate how they claim points for each system.

The tenderer must provide company/firm name, registration number, and select the type of entity.

• A duly authorised representative must sign a declaration certifying:
• Information is true and correct.
• Preference points claimed comply with the General Conditions.
• Documentary proof of claims may be required if the contract is awarded.
• Fraudulent claims or breach of contract conditions may result in:
• Disqualification from the tendering process.
• Recovery of costs, losses, or damages.
• Contract cancellation and claim for damages.
• Recommendation for restriction from obtaining business from any organ of state for up to 10 years.
• Criminal prosecution.

Points for price are calculated using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is your tender price and Pmin is the lowest acceptable tender price.

• For disposal or leasing of state assets and income-generating procurement, a different formula applies: Ps = 80(1 + (Pt - Pmax)/Pmax), where Pmax is the highest acceptable tender price.

Suitable service providers must demonstrate capability in: 1) Implementing comprehensive physical and digital security measures. 2) Handling confidential information with protocols aligned with POPIA. 3) Providing secure transportation and storage for documents. 4) Maintaining accurate records and access controls. 5) Having cybersecurity infrastructure including encryption and intrusion detection. 6) Cooperating with RAF audits and security vetting processes.

The service provider will handle RAF's confidential, private, personal, or sensitive information (files, data, documents).

• Must comply with the Protection of Personal Information Act.
• Must implement security measures including:
• Document handling and transportation protocols with secure, lockable systems.
• Secure storage in lockable containers or cabinets.
• Accurate record-keeping for document location, access history, and retention.
• Secure retrieval with identity verification.
• Physical security measures: controlled access, surveillance, 24/7 monitoring.
• Fire suppression systems (e.g., carbon dioxide extinguishers).
• Network security: firewalls, intrusion detection, encryption.
• Access control on a need-to-know basis with strong authentication.
• Data protection compliance and immediate breach reporting.
• Cybersecurity standards including encryption and regular updates.
• Incident response plan and timely reporting to RAF.
• Subcontractor oversight to ensure same standards.
• Audit and monitoring cooperation with RAF.

The service provider must:

• Comply with the Protection of Personal Information Act.
• Implement data protection measures to safeguard against unauthorised access, disclosure, alteration, and destruction.
• Report data breaches immediately to RAF.
• Impose confidentiality obligations on agents, subcontractors, or third parties.
• Screen or vet third-party service providers handling personal information and require data protection agreements.
• Allow RAF to conduct security screening or vetting of company directors and resources.
• Adhere to cybersecurity standards and maintain robust measures.
• Have physical security measures including controlled access, surveillance, and 24/7 monitoring.
• Ensure secure facilities with fire suppression systems.
• Cooperate with RAF audits and monitoring.

The service provider must:

• Have fire suppression systems (e.g., carbon dioxide extinguishers) to prevent damage or loss of documents in a fire.
• Ensure secure facilities with controlled access, surveillance, alarms, and physical security measures.

The service provider must:

• Ensure physical security of documents with controlled access, surveillance, and 24/7 monitoring.
• Protect document storage facilities against unauthorised access.
• Report any real, attempted, or suspected breach of physical security to RAF and provide evidence (CCTV footage, police report, alarm records).
• Implement access control on a need-to-know basis with strong authentication and regular permission reviews.
• Handle personal and sensitive data in compliance with data protection laws.
• Safeguard data against unauthorised access, disclosure, alteration, and destruction.
• Report data breaches immediately to RAF.
• Ensure confidentiality by imposing obligations on agents, subcontractors, or third parties.
• Comply with legislative frameworks for processing personal information.
• Screen or vet third-party service providers handling personal information and require data protection agreements.
• Allow RAF to conduct security screening of company directors and resources.
• Implement robust cybersecurity measures, including encryption for data in transit and at rest.
• Regularly update and patch systems.
• Have a documented incident response plan and report security incidents promptly to RAF.
• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Cooperate with RAF audits and monitoring.

The service provider must:

• Have policies to comply with RAF requirements and the Protection of Personal Information Act.
• Implement measures including:
• Document handling and transportation protocols with secure, lockable systems.
• Secure storage in lockable containers or cabinets.
• Accurate record-keeping for documents.
• Secure retrieval with identity verification.
• Physical security measures: controlled access, surveillance, 24/7 monitoring.
• Fire suppression systems.
• Network security: firewalls, intrusion detection, encryption.
• Access control on a need-to-know basis.
• Data protection compliance and breach reporting.
• Cybersecurity standards including encryption and updates.
• Incident response plan.
• Subcontractor oversight.
• Audit and monitoring cooperation.

• RFQ Issued Date: 09 July 2026.
• Closing Date and Time: Wednesday, 15 July 2026 at 11:00.
• RFQ Validity Period: 30 days from the closing date.
• Expected Service Commencement: Date of the last signatory on the contract.
• Compulsory Briefing/Site Visit: Not applicable (N/A).

• For quotation submissions and enquiries: Email [email protected].
• For further enquiries: Contact Ronewa Ramagovhodo at 011 223 0057 or email [email protected].
• Delivery/Service Address: Road Accident Fund (Johannesburg), 8-10 Junction Avenue, Parktown, Johannesburg.
• Reception hours: Monday to Friday, 07:45 to 16:00.

• Submit your quotation by email only to [email protected].
• Use the reference number PR10116994 in all correspondence.
• Late submissions will not be considered.
• Ensure you complete and sign all Annexures (Standard Bidding Documents and documents for Mandatory Evaluation).
• If you are not contacted within 14 working days after the RFQ closing date, consider your quotation unsuccessful.
• Collusive behaviour (e.g., submitting multiple proposals from related companies) will result in disqualification.
• Do not offer gifts or hospitality to RAF officials; report any solicitation to the fraud line at 0800 005919.

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

1. Must be CSD registered, 2) Tax matters must be in order with SARS, 3) Must submit valid COIDA letter of good standing for cleaning services, 4) Must not be involved in collusive bidding or submit multiple proposals under different entities, 5) Must comply with prohibition of gifts/hospitality to RAF officials.

• Scope: Once-off deep cleaning of carpets at the RAF Johannesburg office.
• Floor area: 5046 square meters.
• Deliverables: Deep clean carpets and remove stains; deliver safe and effective services.
• Standards: All services must comply with Occupational Health and Safety Regulations.
• Equipment and consumables: Service provider must supply all necessary equipment, devices, and consumables.
• Consumables must be SABS approved.
• PPE: Provide personal protective equipment (PPE) clothing, equipment, and devices to employees.
• Material data sheet: Submit a material data sheet for all consumables to be used, prior to work commencement.

• All prices must be quoted in South African Rand (ZAR), VAT inclusive if VAT-registered.
• Non-VAT registered suppliers must not charge VAT; doing so will lead to disqualification.
• Complete the pricing table in Annex E (Cost Break Down) with unit and total prices for the service.
• Failure to provide prices in the table will result in disqualification.
• No price changes are accepted after the official Award Letter or Purchase Order is issued.

• Mandatory: Must be registered on the Central Supplier Database (CSD). RAF only does business with CSD-registered suppliers.
• Tax compliance: RAF will not conduct business with suppliers whose tax matters are not in order with SARS.
• B-BBEE/Specific Goals: Points for HDI, women, and persons with disabilities ownership will be verified via CSD and supporting documents.
• Disability proof: Suppliers claiming disability points must provide a valid medical certificate from a registered medical practitioner.
• Anti-collusion: Collusive behaviour (multiple submissions from related entities) leads to disqualification.
• Gift prohibition: Do not offer gifts, hospitality, or benefits to RAF officials; report any solicitation.
• COIDA: Submit a valid letter of good standing from the Compensation Commissioner (COIDA) for cleaning services.

• Points for Specific Goals (HDI, women, disability ownership) under preferential procurement will be verified through the Central Supplier Database (CSD).

• All cleaning services must be performed in accordance with Occupational Health and Safety Regulations.
• Service provider must provide all necessary PPE (clothing, equipment, devices) to employees.
• Consumables used must be SABS approved.
• A material data sheet for all consumables must be provided prior to work commencement.

• RAF's standard conditions of purchase apply.
• Contract duration and specifics will be as per the official Award Letter or Purchase Order.
• The RAF reserves the right to not pay for goods/services delivered before an official Purchase Order is issued.
• The prohibition of gifts and hospitality is strictly enforced; violations may lead to restriction from doing business with all Organs of State.

• Suppliers claiming disability status must provide a valid medical certificate from a registered medical practitioner.
• Collusive behaviour (e.g., multiple submissions from related companies) is prohibited and leads to disqualification.
• RAF only conducts business with suppliers registered on the Central Supplier Database (CSD).

• The RFQ uses an 80/20 preference point system for evaluation.
• Points for Specific Goals (HDI, women, disability ownership) are verified through CSD.