Legal liability and OHS compliance training for the road accident fund

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The service provider must have policies in place to comply with RAF requirements and the Protection of Personal Information Act (POPIA). Third-party service providers handling PII must be screened or vetted for data protection policies and must sign a data protection agreement. RAF reserves the right to conduct security screening or vetting for company directors and resources provided.

provisions of the Protection of Personal Information Act, .

The Service

The service provider's premises must have a fire suppression system or similar in place, including carbon dioxide fire extinguishers, to prevent damage or loss of documents and records in the event of a fire.

The service provider must implement technical and organisational security measures to protect the Road Accident Fund's confidential, private, personal or sensitive information. Key obligations include:

• Document handling and transportation: files must be kept in lockable containers or packaging to prevent loss, theft, or damage; secure transportation system required.
• Record keeping: maintain accurate records of each document stored, including location, access history, and retention schedule.
• Secure retrieval: verify identity of requester and ensure secure transport of documents.
• Secure storage: physical documents stored in lockable cabinets; access limited to authorised personnel with controlled and monitored access.
• Fire suppression: premises must have fire suppression system with carbon dioxide extinguishers.
• Physical security: secure perimeter, controlled access points, surveillance cameras, 24/7 monitoring; report any real, attempted, or suspected breach to RAF, providing CCTV footage, police report, and alarm records.
• Network security: firewalls, intrusion detection, encryption for digital storage systems.
• Access control: grant access on need-to-know basis, use strong authentication, regularly review permissions.
• Data protection: comply with applicable data protection laws (including POPIA), safeguard data against unauthorised access, inform RAF immediately of data breaches, impose confidentiality obligations on agents/subcontractors.
• Cybersecurity: robust measures against malware, phishing, unauthorised access; encryption for data in transit and at rest; regular updates and patching.
• Incident response: documented incident response plan; report security incidents or data breaches to RAF in a timely manner.
• Subcontractors: ensure they adhere to same data protection and cybersecurity standards; service provider responsible for their compliance.
• Audit and monitoring: RAF reserves right to audit and monitor compliance; service provider must cooperate with audits.

The service provider must implement technical and organisational security measures to protect the Road Accident Fund's confidential, private, personal or sensitive information. This includes: document handling and transportation protocols with lockable containers; secure retrieval and record keeping; secure storage in lockable cabinets; access control limited to authorised personnel; secure facility with controlled access, surveillance, and 24/7 monitoring; network security with firewalls, intrusion detection, and encryption; data protection obligations under POPIA; cybersecurity standards including encryption and patching; incident reporting and response; subcontractor oversight; and audit and monitoring rights for the RAF.

The Road Accident Fund (RAF), a schedule 3A Public Entity established under the Road Accident Fund Act, 1996, seeks a service provider to deliver Legal Liability and OHS Compliance training. The RAF head office is in Centurion, with Customer Experience Centres in each province.

Closing date: 21 August 2026 at 10:00. Compulsory briefing/site visit: not applicable. RFQ validity period: 30 days from closing date.

Submission email: [email protected]. Enquiries email: [email protected].

Quotations must be emailed to [email protected]. Late quotations will not be considered. All annexures (Standard Bidding Documents and documents for mandatory evaluation) must be completed and signed. Collusive behaviour, including submitting more than one proposal from companies with a common director/shareholder, disqualifies all involved. Bidders not contacted within 14 working days of the RFQ should consider their quotation unsuccessful. Returnable forms: SBD 4 (Bidders Disclosure), SBD 6.1 (Preference Points Claim under PPR 2022), Annexure A (Security Measures), Annexure B (Bidder Client List).

Evaluation has two phases. Phase 1: Mandatory Requirements — bidders must comply with all four, otherwise disqualified. 1) Accredited and active with QCTO, AQP, or any SETA, with valid proof submitted by closing. 2) Provide address of proposed training venue, subject to verification. 3) Approved by Department of Employment and Labour to present First Aid training per General Safety Regulations, with valid proof of registration. 4) Submit minimum three reference letters confirming OHS training experience, on client letterhead, with contact person, contact numbers/email, indicating OHS training rendered, signed (electronic signatures permitted); incomplete letters not considered. Also complete Annexure B (company experience). Phase 2: Price and Specific Goals — 80/20 preference system. Price 80 points; Specific Goals 20 points: HDI (min 51% ownership) 10 points (proof: CSD report); Women (min 51% ownership) 8 points (proof: ID copy/CSD report); Persons with disabilities (min 51% ownership) 2 points (proof: valid medical certificate). Total 100 points.

The service provider must deliver two training streams. Stream 1: Accredited OHS compliance training for ten (10) SHE Committee Members, one day per course: First Aid (Level 1 or Equivalent), Fire Fighting, Emergency Evacuation Procedures, Incident Investigation, SHE Representative Training, Hazard Identification & Risk Assessment. Stream 2: OHS Legal Liability Training for eleven (11) RAF Managers, one day, covering legal duties, compliance, risk management, and workplace safety responsibilities. Deliverables for both streams: accredited facilitator, training material/manuals, learner guides, attendance registers, assessments (where applicable), certificates of competency/attendance, and a training report upon completion. External venue: to be sourced by the service provider, within 30km radius of Eco Glades Office Park, 420 Witch-Hazel Avenue, Centurion; must accommodate attendees and be equipped with tables, chairs, projector/screen, flipcharts and sound. Training runs 1 day per course, total 7 days. Lunch provided daily, including tea/coffee; menu must include two meats (chicken & beef), two starches, one vegetable, one salad, plus one 500ml bottled still water and one 330ml soft drink or fruit juice per person.

Bidders must submit a minimum of three (3) reference letters confirming company experience in providing OHS related training. Each letter must be on client letterhead, include contact person and contact numbers/email, indicate that OHS training was rendered, and be signed (electronic signatures permitted). Letters missing any of these details will not be considered. Bidders must also complete Annexure B (Bidder Client List) detailing company experience.

Bidders must be accredited and active with one of: QCTO, AQP, or any SETA. Valid proof of accreditation must be submitted by closing date and time. The RAF reserves the right to validate and confirm accreditation.

Prices must be VAT inclusive (if VAT registered) and quoted in ZAR. VAT vendors must include VAT; failure means the quoted price is deemed all-inclusive. Non-VAT registered bidders who charge VAT are disqualified. Only prices in the cost breakdown table are accepted; failure to price leads to disqualification. No price changes after award. Cost breakdown items: First Aid (10), Fire Fighting (10), Emergency Evacuation Procedures (10), Incident Investigation (10), SHE Representative Training (10), Hazard Identification & Risk Assessment (10), OHS Legal Liability Training (11), External venue inclusive of catering (7 days), Any Other Costs (1). Provide unit price, total price, VAT, and grand total.

Bidders must be CSD registered; RAF only conducts business with CSD registered suppliers. Tax matters must be declared in order by SARS. Points claimed for Specific Goals are verified through CSD. Suppliers with disabilities must provide a valid medical certificate from a registered medical practitioner. Bidders must be accredited with QCTO, AQP, or a SETA (mandatory). Bidders must be approved by the Department of Employment and Labour for First Aid training (mandatory). Returnable forms: SBD 4 (Bidders Disclosure), SBD 6.1 (Preference Points Claim under PPR 2022), Annexure A (Security Measures), Annexure B (Bidder Client List).

The service provider must deliver accredited OHS compliance training for ten (10) SHE Committee Members, covering First Aid (Level 1 or Equivalent), Fire Fighting, Emergency Evacuation Procedures, Incident Investigation, SHE Representative Training, and Hazard Identification & Risk Assessment, each one day. Also deliver OHS Legal Liability Training for eleven (11) RAF Managers, one day, covering legal duties, compliance, risk management, and workplace safety responsibilities. Facilitators must be qualified and experienced in OHS legislation. Training must comply with applicable South African legislation.

RAF's standard conditions of purchase apply. Goods/services delivered and accepted only against an official RAF Award Letter or Purchase Order (PO) signed by a duly authorised official; RAF may refuse payment or acceptance for deliveries before the PO is issued. The PO must include SCM Manager's signature or authorised delegate, item description, quantity, delivery date, and total amount inclusive of VAT. General Conditions of Contract are referenced via a Treasury link. Collusive behaviour disqualifies; bidders may not submit more than one proposal from companies with a common director/shareholder.

Service providers must not offer any gift, hospitality or other benefit to any RAF official; branded marketing material is considered a gift. Any RAF official requesting a gift must be reported to the toll-free fraud line at 0800 005919. Failure to report solicited bribery results in the provider being deemed an accomplice and restricted from doing business with all Organs of State.

OHS compliance training: accredited facilitator, training manuals and learner guides, training venue (if applicable), practical demonstrations, attendance registers, assessments and moderation, certificates of competency/attendance, and a training report. Legal Liability training: accredited facilitator, training material, learner manuals, attendance registers, practical case studies, assessments, certificates of attendance/competence, and a training report. External venue: within 30km of Eco Glades Office Park, Centurion, equipped with training facilities, 1 day per course (total 7 days), lunch and refreshments daily as specified.

Evaluation based on mandatory requirements and 80/20 preference system. Mandatory: accreditation with QCTO/AQP/SETA, venue address, Department of Employment and Labour approval for First Aid, and three reference letters plus Annexure B. Price 80 points, Specific Goals 20 points.

Returnable documents: SBD 6.1 Preference Points Claim Form, completed and signed. Failure to submit proof for specific goals means those points are not claimed.

80/20 preference point system applies. Price scores a maximum of 80 points; specific goals score a maximum of 20 points. Specific goals: historically disadvantaged individuals (10 points), women (8 points), persons with disability (2 points). Bidders must indicate how they claim points for each goal. The organ of state may require substantiation of claims. Fraudulent claims may lead to disqualification, contract cancellation, and restriction from doing business with organs of state for up to 10 years.

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SBD 6.1 Preference Points Claim Form: claims B-BBEE points under the PPPFA 80/20 system. Bidders must complete the form to claim specific goal points.

Fraudulent claims for specific goals may result in disqualification, recovery of costs, contract cancellation, restriction from doing business with organs of state for up to 10 years, and criminal prosecution.

The 80/20 preference point system applies. Price is allocated 80 points; specific goals are allocated 20 points. Specific goals and points: historically disadvantaged individuals (10), women (8), persons with disability (2). Bidders must indicate how they claim points for each goal. Failure to submit proof for specific goals means those points are not claimed.

Bidders must provide client references for similar services rendered, including project description, contract start and end dates, client name, and client contact details. Bidders may provide additional supporting documents. Falsified or misrepresented information will lead to disqualification. The RAF reserves the right to contact the listed clients to authenticate the information.

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Bidders must complete the Bidders Client References form (Annexure B) and submit it with the quotation. The form requires details of up to five contracts for similar services, including project description, contract start and end dates, client name, and client contact details. Bidders may attach additional supporting documents. Falsified or misrepresented information will lead to disqualification.

The RAF may contact the listed clients to verify the information provided in the client references. Any falsified or misrepresented information will result in disqualification from the procurement process.

The tender is for the provision of Legal Liability and OHS Compliance training. Bidders must provide client references for similar services rendered, including details of the services, contract dates, and client contact information.