Rental of office space for raf polokwane customer experience centre (cec) – 6-Month lease

Returnable Documents: Ensure all required forms and documentation are submitted with your tender. Failure to submit proof or documentation to claim specific goal points will be interpreted as not claiming those preference points.

All tenderers are eligible but must comply with the Preferential Procurement Regulations 2022. Companies must declare their type (partnership, sole proprietorship, close corporation, etc.) and provide proof for claimed preference points. Failure to submit required documentation for specific goals means no points will be awarded for those categories.

This is a Preference Points Claim Form. The tender is for the appointment of a service provider to provide office space for rental for the RAF Polokwane CEC Office for a period of six months starting from 01 September 2026.

Tenderers must study the General Conditions, Definitions and Directives applicable in respect of the tender and Preferential Procurement Regulations, 2022. Submit proof or documentation to claim points for specific goals (Historically disadvantaged individuals, Women, Persons with disability). The organ of state reserves the right to require substantiation of any preference claim.

Returnable Documents: The bidder must complete and submit the SBD 4 declaration form. The form requires disclosure of state employment, relationships with procuring institution employees, and interests in other enterprises. Failure to provide a true and complete declaration will result in disqualification.

Bidders cannot be listed in the Register for Tender Defaulters or List of Restricted Suppliers. Must disclose any state employment of directors/trustees/shareholders. Must declare any relationships with RAF employees. Must confirm independent bidding without consultation with competitors. Must not have been involved in drafting tender specifications.

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder.

No specific requirements found

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 implement security measures including:

• Document handling and transportation protocols with secure, lockable systems.
• Secure storage in lockable cabinets to prevent unauthorised access.
• Access control and monitoring for authorised personnel only.
• Fire suppression systems (e.g., carbon dioxide fire extinguishers) on premises.
• Physical security measures: controlled access points, surveillance cameras, 24/7 monitoring.
• Network security: firewalls, intrusion detection, encryption for data in transit and at rest.
• Incident response plan for data breaches and timely reporting to RAF.
• Compliance with data protection laws and cybersecurity standards.
• Subcontractor oversight ensuring adherence to same security standards.
• RAF reserves the right to audit and monitor compliance.

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

Security requirements include:

• Implement measures to safeguard data against unauthorised access, disclosure, alteration, and destruction.
• Immediate reporting of data breaches or security incidents to RAF.
• Confidentiality obligations imposed on agents, subcontractors, or third parties.
• Third-party service providers handling PII must be vetted and sign data protection agreements.
• RAF reserves the right to conduct security screening or vetting for company directors and resources.
• Adherence to cybersecurity standards: encryption, regular system updates, incident response.
• Physical security of records: protected storage facilities, breach reporting with evidence (CCTV, police reports).

The service provider's premises must have:

• Fire suppression systems or similar (e.g., carbon dioxide fire extinguishers) to prevent damage or loss of documents in a fire.
• Secure perimeter with controlled access and/or surveillance systems.
• Secure doors, locks, and alarms to prevent unauthorised access.
• Physical security measures including controlled access points and monitoring.