Office space rental with high security requirements for raf tzaneen cec office

While explicit financial or prior experience criteria are not detailed in the provided excerpt, eligibility is heavily contingent on the ability to meet the extensive technical and organizational security measures outlined. The service provider must have policies and physical infrastructure compliant with RAF's security standards and the Protection of Personal Information Act (POPIA). The provider and any subcontractors must be vetted, and RAF reserves the right to conduct security screening on company directors and resources.

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 in place to meet RAF requirements and POPIA.
• Required security measures include:
• Document handling and transportation: Use secure, lockable transport systems and lockable containers to prevent loss, theft, or damage.
• Record keeping: Maintain accurate records of each document's location, access history, and retention schedule for easy tracking.
• Document retrieval and handling: Use secure protocols, verify requester identity, and maintain detailed retrieval logs.
• Secure storage: Store physical documents in lockable cabinets.
• Access control: Restrict access to authorised personnel only, with policies for control and monitoring.
• Fire suppression: Premises must have a fire suppression system or carbon dioxide fire extinguishers.
• Physical security: Premises must have a secure perimeter, controlled access, surveillance systems, secure doors, locks, and alarms; 24/7 security monitoring may be required.
• Network security: Implement firewalls, intrusion detection, and encryption for digital systems.
• Data protection: Safeguard data against unauthorised access, disclosure, alteration, and destruction; report breaches immediately to RAF.
• Cybersecurity: Implement robust measures against malware, phishing, and unauthorised access; use encryption for data in transit and at rest; regularly update and patch systems.
• Incident reporting: Have a documented incident response plan and report security incidents promptly to RAF.
• Subcontractor oversight: Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Audit and monitoring: RAF reserves the right to audit compliance; the service provider must cooperate.

The service provider must comply with data protection laws, including the Protection of Personal Information Act (POPIA).

• Implement measures to safeguard personal and sensitive 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 who handle records.
• Third-party service providers handling personal information must be vetted for data protection policies and sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting of company directors and resources.

The service provider's premises must have:

• Fire suppression systems or carbon dioxide fire extinguishers to protect documents in case of fire.
• Physical security measures including controlled access points, surveillance cameras, and/or 24/7 security monitoring.
• Secure perimeter with controlled access, surveillance systems, secure doors, locks, and alarms to prevent unauthorised access.

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 (POPIA).
• Must implement security measures including:
• Document handling and transportation protocols with secure, lockable systems.
• Record keeping for document location, access history, and retention.
• Secure retrieval with identity verification.
• Secure storage in lockable cabinets.
• Access control restricted to authorised personnel.
• Fire suppression systems on premises.
• Physical security with controlled access, surveillance, and alarms.
• Network security with firewalls, intrusion detection, and encryption.
• Data protection obligations to safeguard data and report breaches.
• Cybersecurity standards including encryption and regular updates.
• Incident reporting and response plan.
• Subcontractor oversight to ensure compliance.
• Audit and monitoring by RAF.

Open to various entity types including partnerships, sole proprietorships, close corporations, (Pty) Ltd companies, and others. Must comply with Preferential Procurement Regulations 2022. Must submit substantiating documentation for B-BBEE claims. Failure to submit proof for specific goals means no preference points will be awarded.

Tenderers must study the General Conditions, Definitions and Directives applicable to the tender and the Preferential Procurement Regulations, 2022.

• The applicable preference point system is the 80/20 system.
• Points are awarded for Price and Specific Goals.
• Specific Goals require supporting proof/documentation as stated in the tender conditions.

• Closing date and time: 14 July 2026 at 11:00.
• RFQ validity period: 30 days from the closing date.
• Expected service commencement: 01 September 2026.
• No compulsory briefing session or site inspection is scheduled.

• For submission of quotations: Email to [email protected].
• For enquiries regarding this RFQ: Email [email protected].
• Delivery address for services: Tzaneen.

• Submit your quotation by email to [email protected]. Use the reference number PR10117049.
• Late submissions will not be considered.
• You must complete and sign all Annexures (Standard Bidding Documents and Mandatory Evaluation documents).
• Ensure your response includes all required mandatory documents, such as a proposed lease agreement, floor plan, and proof of mandate or title deed, by the closing date.
• Failure to follow submission instructions will result in your quote not being considered.

Must be CSD registered; tax matters in order with SARS; submit all required annexures; if agent, provide signed mandate; if owner, provide title deed; building must not be in a shopping mall; allow exterior signage; provide disabled ablutions on each floor; comply with all mandatory requirements or face disqualification.

• Provide 400m² of SAPOA Grade B office space (Gross Lettable Area) in Tzaneen Central Business District for six months from 01 September 2026.
• The space must accommodate up to 21 staff, with open plan and enclosed offices, reception area, meeting rooms, storeroom, and ablution facilities per floor.
• Building must be existing, preferably ground floor, with accessibility for people with disabilities.
• Minimum 19 secure parking bays, including 2 for people with disabilities.
• Required building services: full air-conditioning, backup power (generator and UPS), backup water supply, electrical COC, fire detection, and compliance with SANS 10400 for lighting, fire safety, and ablutions.
• Landlord responsibilities include providing layout drawings, maintaining air-conditioning and lifts, exterior window washing, and garden maintenance.
• Excluded from rental cost: tenant installation and building levies/rates.

• All prices must be VAT inclusive (if VAT registered) and quoted in South African Rand (ZAR).
• Non-VAT registered bidders must not charge VAT; doing so leads to disqualification.
• Complete the pricing schedule tables in the RFQ for evaluation. Failure to provide prices in the table leads to disqualification.
• No price changes accepted after the official Award Letter or Purchase Order is issued.
• Provide a detailed cost breakdown including rent, operational costs, parking, storage, and maintenance.

• You must be registered on the Central Supplier Database (CSD). RAF only conducts business with CSD-registered suppliers.
• Your tax matters must be in order with SARS.
• Points claimed for preferential procurement specific goals will be verified through CSD.
• Suppliers with a disability must provide a valid medical certificate as proof.
• Collusive behaviour or submitting multiple proposals from related companies leads to disqualification.