Supply and install two security x-ray baggage scanning machines with 3-Year warranty at raf pretoria regional office (hatfield)

The Road Accident Fund (RAF) wishes to appoint a service provider to supply and install two (2) security X-ray baggage scanning machines with 3 years warranty at the RAF Pretoria Regional Office (Hatfield).

Bidders must submit their bids to the address specified in the tender documentation. The submission method is not specified. Returnable forms required include SBD 4 (Declaration of Interest) and SBD 9 (Certificate of Independent Bid Determination).

Bidders must complete and sign SBD 4 (Declaration of Interest), disclosing any state employment or relationships with procuring institution staff, under penalty of disqualification. Any person listed on the Register for Tender Defaulters or List of Restricted Suppliers is automatically disqualified.

The Road Accident Fund (RAF) wishes to appoint a service provider to supply and install two (2) security X-ray baggage scanning machines with 3 years warranty at the RAF Pretoria Regional Office (Hatfield).

No specific requirements found

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Returnable documents: none specified beyond the security measures annexure. The Service Provider must implement the technical and organisational security measures in Annexure A to protect the RAF's confidential and personal information, in line with POPIA.

The RAF reserves the right to conduct security screening or vetting of company directors and resources. Third-party service providers handling personal information must be screened and sign a data protection agreement. The Service Provider must report any security incidents or data breaches to the RAF promptly.

The Service Provider must implement technical and organisational security measures to protect the RAF's confidential, private, personal or sensitive information, in compliance with the Protection of Personal Information Act. Measures include secure document handling and transportation, record keeping, secure retrieval, access control, fire suppression, physical security, network security, data protection obligations, cybersecurity standards, incident reporting, subcontractor oversight, and audit and monitoring rights for the RAF.

The Service Provider's premises must have a fire suppression system or similar in place, including fire extinguishers with carbon dioxide, to prevent damage or loss of documents and records in the event of a fire. The premises must have a secure perimeter with controlled access and/or surveillance systems, secure doors, locks, and alarms to prevent unauthorised access.

The Road Accident Fund (RAF), a Schedule 3A Public Entity established under the Road Accident Fund Act, 1996 (Act No. 56 of 1996), requires the supply and installation of two (2) security X-ray baggage scanning machines with a 3-year warranty at the RAF Pretoria Regional Office (Hatfield). The RAF provides compulsory social insurance cover to all users of South African roads.

Closing date and time: 28 August 2026 at 11h00.

RFQ validity period: 30 days from the closing date.

Compulsory briefing session: Not applicable.

Expected service delivery date: As soon as a Purchase Order is issued.

Quotations must be emailed to: [email protected]

Enquiries: Jonathan Matjila at [email protected] or 012 621 1962.

Delivery address for goods/services: RAF, 1040 Burnett Street, Hatfield, Pretoria.

Quotations must be emailed to [email protected] with the RFQ number PR10117806 as reference. Late quotations will not be considered. The following returnable documents must be completed, signed and submitted with the quotation:

• SBD 4 (Bidders Disclosure): discloses any interest or connection with the state.
• SBD 6.1 (in terms of PPR 2022): claims preference points.
• Annexure A: Security Measures.
• A completed and signed cost breakdown table in the prescribed format.
• A valid COIDA letter of good standing (not older than 12 months) covering the specified commodity categories.
• A signed declaration certifying that the information submitted is true and correct.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Quotations received after the closing time, regardless of reason.
• Failure to provide pricing in the required cost breakdown table.
• Collusive behaviour or submitting more than one proposal from companies with common directors or shareholders.

The evaluation is based on the 80/20 preference point system, applicable to bids with a value between R2 000.01 and R1 000 000.00 (all taxes included). The RAF may apply the 80/20 system to quotations below R2 000.01.

Phase 1 – Mandatory Requirements: Bidders must indicate compliance or non-compliance by ticking the correct box. Bidders who do not meet mandatory requirements are disqualified and not considered further.

Phase 2 – Price and Specific Goals: Evaluation is based on the 80/20 principle as follows:

• Price: 80 points
• Specific Goals: 20 points

Total: 100 points. Points claimed for Preferential Procurement Specific Goals will be verified through the CSD.

The Road Accident Fund requires the supply and installation of two (2) security X-ray baggage scanning machines with a 3-year warranty at the RAF Pretoria Regional Office (Hatfield).

Key technical specifications:

• Tunnel size: 500mm (W) × 300mm (H)
• Dimensions: 1586mm × 1160mm × 760mm (L x W x H)
• Line resolution: φ0.0787mm 40AWG
• Steel panel penetration: 27mm standard, 30mm typical
• Spatial resolution: 1.0mm (horizontal and vertical)
• X-ray generator: 140kV 0.8mA (adjustable)
• Cooling: Oil cooling/continuous
• Film security: ASA/ISO1600 standard
• Radiation leakage: <1μGy/h, 50mm from device
• Conveyor height: 672mm; speed: 0.2m/s
• Monitoring: 1/2.7" Progressive Scan CMOS sensor, 2ch camera, H.265/H.264/MJPEG compression, max image 1920×1080, 25fps at 50Hz, storage ≥30 days
• Intelligent functions: 41 classes of prohibited goods in 15 major types; fingerprint/password login
• Display: 21.5" single screen, 1920×1080
• Power: 220VAC (±10%), 50±3Hz
• Consumption: <0.56KVA
• Operating humidity: 10% to 90% (no condensation)
• Operating temperature: 0°C to 45°C
• Weight: 340kg

All prices must be VAT inclusive (if VAT registered) and quoted in South African Rand (ZAR). VAT-registered vendors must include VAT in their proposed prices; failure to do so means the quoted price will be deemed all-inclusive. No VAT will be added after award. Non-VAT registered suppliers who charge VAT will be disqualified. No price changes will be accepted after the Award Letter or Purchase Order is issued.

• CSD registration is mandatory; the RAF will only conduct business with CSD-registered suppliers.
• Tax matters must be in order with SARS.
• A valid COIDA letter of good standing (not older than 12 months) covering the specified commodity categories (security screening equipment, electrical installation, electronic security systems, etc.) must be submitted by the closing date and time.
• Bidders must not submit multiple proposals from companies with common directors or shareholders; collusive behaviour leads to disqualification.
• Bidders with disabilities must provide a valid medical certificate as proof.
• Bidders must complete and sign all required annexures.