Hygiene survey services for raf hatfield office (RFQ pr10117489)

• The document is a Bidder's Disclosure form (SBD 4) for the tender.
• It requires bidders to declare any employment by an organ of state, relationships with procuring institution employees, and interests in related enterprises.
• Bidders must disclose all CSD-registered active companies linked to directors.
• The form includes a general declaration certifying independence, no collusion, and no involvement in drafting specifications.
• False declarations may lead to disqualification or legal action.

• Complete and submit the SBD 4 (Annexure A) Bidder's Disclosure form as part of the bid returnables.
• The form requires a declaration on employment by an organ of state, relationships with procuring institution employees, and interests in other related enterprises.
• Failure to disclose all CSD-registered active companies linked to all directors will lead to disqualification.
• The bidder must sign and date the declaration; false declarations may result in rejection or legal action.
• Ensure the bid is submitted before the closing date and time (see tender record for details).

• Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers; such listing results in automatic disqualification.
• Bidders must disclose any employment relationship with an organ of state; if yes, provide particulars (names and identity numbers).
• Bidders must disclose any relationship with persons employed by the procuring institution (RAF); if yes, provide particulars.
• Bidders must disclose all CSD-registered active companies linked to directors, trustees, shareholders, members, or partners.
• Bidders must certify independence and no collusion with competitors (no consultations, communications, agreements, or arrangements regarding prices, market allocation, etc.).
• Bidders must not have been involved in drafting the specifications or terms of reference for this bid.
• Suspicious bids will be reported to the Competition Commission and may lead to penalties or restriction from state business for up to 10 years.

• The tender is for conducting a hygiene survey for the Hatfield Office of the Road Accident Fund (RAF).
• The scope is to appoint a suitable service provider to conduct the hygiene survey; specific technical details are not provided in the available document.
• The document focuses on the bidder's disclosure requirements rather than technical specifications.

• Complete and submit the SBD 4 Bidder's Disclosure form.
• Ensure no listing on the Register for Tender Defaulters or List of Restricted Suppliers.
• Disclose any employment by an organ of state and any relationship with RAF employees.
• Disclose all CSD-registered active companies linked to directors.
• Certify independence from competitors and no involvement in drafting specifications.
• No specific B-BBEE, tax, or other compliance requirements are mentioned in the available document.

• The tender is for conducting a hygiene survey for the RAF Hatfield Office.
• The service provider will be entrusted with confidential, private, personal or sensitive information.

• No specific contact details (name, email, phone, department) are provided in the document.
• Submission address is not stated in the document.

• Submit the completed tender documentation before the closing date and time (2026-08-07 at 14:00).
• Ensure all required returnable documents are included as specified in the tender document.
• The document mentions 'Initial here' at several points — ensure these are initialled where required.
• Failure to comply with submission requirements may lead to disqualification.

• The document does not specify formal evaluation criteria such as scoring or preference points.
• The provider must be capable of implementing the required security measures.
• The provider must have policies in place to comply with RAF requirements and POPIA.
• The provider must be willing to undergo security screening or vetting of company directors and resources.
• Any subcontractors must meet the same standards.

• The service provider will be entrusted with RAF's confidential, private, personal or sensitive information.
• Must comply with the Protection of Personal Information Act (POPIA).
• Implement document handling and transportation protocols, including secure lockable containers.
• Maintain accurate records of each document stored, including location, access history, and retention schedule.
• Use secure retrieval protocols, verifying requester identity.
• Store physical documents in lockable cabinets.
• Control access to documents and records, allowing only authorised personnel.
• Have fire suppression systems (e.g., carbon dioxide extinguishers) on premises.
• Ensure secure perimeter, controlled access, surveillance systems, secure doors, locks, and alarms.
• Implement network security measures: firewalls, intrusion detection, encryption.
• Use strong authentication and access control on a need-to-know basis.
• Handle personal data in compliance with data protection laws.
• Implement cybersecurity measures against malware, phishing, unauthorised access.
• Use encryption for data in transit and at rest.
• Regularly update and patch systems.
• Have a documented incident response plan.
• Report security incidents or data breaches to RAF promptly.
• Ensure subcontractors adhere to same standards.
• Cooperate with RAF audits and monitoring.

• Must comply with the Protection of Personal Information Act (POPIA).
• Must have policies in place to comply with RAF requirements.
• Must be willing to undergo security screening or vetting for company directors and resources.
• Third-party service providers handling PII must be screened/vetted and sign a data protection agreement.
• Must comply with applicable data protection laws and regulations.
• Must implement measures to safeguard data against unauthorised access, disclosure, alteration, and destruction.

• The service provider's premises should have a fire suppression system or similar, including fire extinguishers with carbon dioxide.
• Premises should have a secure perimeter with controlled access and/or surveillance systems.
• Secure doors, locks, and alarms to prevent unauthorised access.
• Physical security measures: controlled access points, surveillance cameras, and/or 24/7 security monitoring.
• All document storage facilities must be adequately protected against unauthorised access.

• The service provider must implement technical and organisational security measures during the subsistence of the contract.
• Must have policies in place to comply with RAF requirements and POPIA.
• Must maintain accurate records of document storage and retrieval.
• Must inform RAF immediately of any real, attempted, or suspected breach of physical security, providing CCTV footage, police report, and alarm system records.
• Must report any security incidents or data breaches to RAF in a timely manner.
• Must ensure subcontractors adhere to same data protection and cybersecurity standards.
• RAF reserves the right to audit and monitor compliance with this policy.
• Service provider must cooperate with audits or assessments conducted by RAF.

The Road Accident Fund (RAF) wishes to appoint a suitable service provider to conduct a hygiene survey for the Hatfield Office. The survey must cover illumination, indoor air quality, ventilation, and overall hygiene of the building, including ablution facilities and kitchens. The building is 16,211 square meters across five floors. A comprehensive hygiene report must be provided to help RAF comply with the Occupational Health and Safety Act and identify risks.

• Closing date and time: 07 August 2026 @ 14:00.
• RFQ issued date: 03 August 2026.
• RFQ validity period: 30 days from the closing date.
• Compulsory briefing session / site visit: N/A.
• Expected service start: Once Purchase Order has been issued.

• Submission email: [email protected]
• Enquiries email: [email protected]
• Delivery address for services: Prasa House, 1040 Burnet Street, Hatfield, Pretoria.

• Email your quotation and all supporting documents to [email protected] before the closing date and time (07 August 2026 @ 14:00).
• Use the RFQ number PR10117489 as reference in your submission.
• Late quotations will not be accepted.
• Complete and sign all annexures to the RFQ document, including the Standard Bidding Documents and any mandatory evaluation documents.
• Provide a valid copy of your SAIOH or SANAS registration and Department of Labour accreditation as an Approved Inspection Authority by the closing date.
• Complete the cost breakdown table in the RFQ — only prices in that table will be evaluated; failure to provide them leads to disqualification.
• Do not submit more than one proposal from more than one registered company with a common director/shareholder — both/all companies will be disqualified.
• Collusive behaviour will result in disqualification.
• Do not offer gifts or hospitality to RAF officials; report any solicited bribery to the toll-free fraud line at 0800 005919.
• If you are not contacted within 14 working days of the RFQ issue, consider your quotation unsuccessful.

• Phase 1: Mandatory Requirements — you must comply with all mandatory requirements or be disqualified. These include:
• Valid registration with SAIOH (Southern African Institute for Occupational Hygiene) as an Occupational Hygienist, OR valid SANAS (South African National Accreditation System) accreditation for Occupational Hygiene Inspection at Workplaces.
• Accreditation by the Department of Labour as an Approved Inspection Authority for Occupational Health and Hygiene.
• Submit valid proof of the above registrations/accreditations by the closing date and time.
• RAF reserves the right to validate and confirm these registrations.
• Phase 2: Evaluation for Price and Specific Goals using the 80/20 preference point system (80 points for price, 20 points for specific goals).
• Specific goals points claimed will be verified through the CSD.
• The 80/20 system applies to bids with a Rand value between R2 000.01 and R1 000 000.00 (all taxes included). RAF may apply it to lower-value quotations.

• Conduct a comprehensive hygiene survey of the RAF Hatfield building.
• The survey must focus on illumination, indoor air quality, ventilation, and overall hygiene of the building.
• Include ablution facilities (24 male and female) and kitchens (18) in the hygiene assessment.
• The building area is 16,211 square meters, covering Basement, Ground, First, Second, and Third Floors.
• Provide a comprehensive hygiene report after the survey.
• Purpose: To ensure compliance with the Occupational Health and Safety Act 85 of 1993 and other applicable regulations; to identify risks associated with illumination, indoor air quality, and overall hygiene; and to help assess and action identified risks.

• All prices must be quoted in South African Rand (ZAR) and be VAT inclusive if VAT registered.
• If you are VAT registered, include VAT in your prices; if you fail to do so, the quoted price will be deemed all-inclusive and no VAT will be added after award.
• If you are not VAT registered and charge VAT, you will be automatically disqualified.
• Complete the cost breakdown table with quantities: 1 for Hygiene Survey and 1 for Comprehensive Hygiene Report.
• No price changes will be accepted after the official Award Letter / Purchase Order is issued.
• Payment will only be made against an official RAF Award Letter or Purchase Order signed by an authorised RAF official.

• Must be registered on the Central Supplier Database (CSD) — RAF will only conduct business with CSD-registered suppliers.
• Tax matters must be declared in order by SARS — RAF will not do business with suppliers whose tax matters are not in order.
• Must hold valid SAIOH or SANAS registration for occupational hygiene inspection.
• Must hold Department of Labour accreditation as an Approved Inspection Authority for Occupational Health and Hygiene.
• Must comply with the Preferential Procurement Policy Framework Act, 2022, and provide proof for specific goals claimed (including HDI status, disability, etc.).
• Suppliers with disabilities must provide a valid medical certificate from a registered medical practitioner as proof.
• Must not engage in collusive behaviour or submit multiple proposals from related entities.