Office space rental for raf venda client experience centre (cec) - 6 month lease

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.

Returnable Documents: The bidder must complete and submit the required declaration form (SBD 4).

1. Not listed on Register for Tender Defaulters or List of Restricted Suppliers (automatic disqualification). 2. Must truthfully complete SBD 4 declaration regarding state employment, relationships with RAF, and other interests. 3. Must certify bidding independently without collusion with competitors. 4. Must not have consulted with RAF officials about the bid except for clarification. 5. Must not have been involved in drafting the 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

Service providers must demonstrate capability to meet all technical and organizational security requirements outlined in Annexure A, comply with POPIA and other data protection laws, have secure premises with physical security measures, implement robust cybersecurity protocols, maintain proper documentation and records, and ensure subcontractors (if used) adhere to same standards. RAF reserves right to conduct security screening of company directors and resources.

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 technical and organisational security measures as detailed in Annexure A.

The service provider must implement comprehensive data protection and cybersecurity measures.

• Handle personal and sensitive data in compliance with data protection laws.
• Safeguard data against unauthorised access, disclosure, alteration, and destruction.
• Report data breaches or security incidents to RAF immediately.
• Impose confidentiality obligations on agents, subcontractors, or third parties.
• Third-party service providers handling PII must be vetted and sign a data protection agreement.
• RAF reserves the right to conduct security screening of company directors and resources.
• Implement robust cybersecurity measures including encryption, firewalls, and regular patching.
• Have a documented incident response plan.
• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Cooperate with RAF audits and monitoring of compliance.

The service provider's premises must have fire suppression measures.

• Fire suppression system or similar (e.g., carbon dioxide fire extinguishers) must be in place to protect documents and records from fire damage.
• Premises must have a secure perimeter with controlled access, surveillance systems, secure doors, locks, and alarms.
• Physical security measures must ensure safety of documents.

The service provider is entrusted with RAF's confidential information.

• Must comply with the Protection of Personal Information Act (POPIA).
• Must implement detailed security measures covering:
• Document handling and transportation using secure, lockable systems.
• Secure storage in lockable cabinets.
• Access control and monitoring for authorised personnel only.
• Physical security including controlled access, surveillance, and 24/7 monitoring.
• Network security with firewalls, intrusion detection, and encryption.
• Data protection obligations including breach reporting.
• Cybersecurity standards including encryption and regular patching.
• Incident reporting and response plans.
• Oversight of subcontractors to ensure compliance.
• Audit and monitoring by RAF.

• The RAF requires rental of office space (400m²) in Venda for a Client Experience Centre (CEC).
• The lease period is six months, starting 01 September 2026.
• The space must be a Grade B building as per SAPOA, with specific amenities and compliance standards.

• RFQ Issued Date: 20 July 2026.
• Closing Date and Time: 24 July 2026 at 15:00.
• RFQ Validity Period: 30 days from the closing date.
• Expected Service Start Date: 01 September 2026.
• Compulsory Briefing Session/Site Visit: Not applicable (N/A).

• Submission and RFQ Enquiries: Email all quotations to [email protected].
• General Enquiries: Direct enquiries via email to [email protected].
• Delivery Address: Vhembe District (Thulamela Local Municipality: Thohoyandou, Sibasa, Shayandima, Makwarela).

• Submit your quotation via email to [email protected]. Use RFQ number PR10117239 as your reference.
• Late submissions will not be accepted.
• You must complete and sign all required Annexures (Standard Bidding Documents and Mandatory Evaluation documents).
• Failure to follow submission instructions will result in your quote not being considered.
• If you are not contacted within 14 working days after the RFQ closing date, consider your quotation unsuccessful.

Bidders must be CSD registered with tax matters in order with SARS; must submit all required annexures; must not be in a shopping mall; agents must provide proof of mandate; owners must provide title deed; must confirm building availability from 01 Sep 2026; must allow exterior signage; must have disabled ablution facilities on each floor.

• Required Office Space: 400m² gross lettable area, Grade B building as per SAPOA definition.
• Location: Must be in the Vhembe District CBD, near public transport, easily accessible.
• Building Requirements: Existing, complete structure. Must include:

• Reception area, meeting rooms, storeroom, ablutions (including facilities for persons with disabilities on each floor).
• Minimum of 19 secure parking bays, with 2 dedicated for persons with disabilities.
• Full air-conditioning, backup power (generator/UPS) and water supply.
• Compliance with OHS, National Building Regulations, SANS 10400 for fire detection, lighting, and ablutions.
• Safety and security measures: controlled access, burglar proofing, alarms, evacuation plans.

• Lease Term: Six months, commencing 01 September 2026.
• Landlord Responsibilities: Provide layout drawings, maintain air-conditioning and lifts, wash exterior windows bi-annually, maintain gardens.
• Excluded Costs: RAF will not pay for levies, taxes, or 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 will lead to disqualification.
• Complete the provided pricing tables (Part A and Part B) for evaluation. Failure to provide prices in the table will lead to disqualification.
• No price changes accepted after the official Award Letter or Purchase Order is issued.
• Rental rates must be in line with existing market rates.
• 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 declared in order by SARS.
• Points for Preferential Procurement Specific Goals will be verified via CSD.
• Suppliers with a disability must provide a valid medical certificate as proof.
• Collusive behaviour or submitting multiple proposals from related companies will result in disqualification.
• Gifts or hospitality to RAF officials are prohibited and must be reported to the fraud line (0800 005919).