Security guarding services at raf kimberley customer service centre (6 months)

Returnable documents: the Bidder's Disclosure form (SBD 4) must be completed, signed and submitted with the quotation. The form requires disclosure of any state employment, relationships with procuring institution staff, and interests in related enterprises. A false declaration disqualifies the bid.

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. Bidders must complete and submit the Bidder's Disclosure form, declaring any state employment or connections to the procuring institution. False declarations may lead to bid rejection or action under PFMA SCM Instruction 03 of 2021/22.

Any person (natural or juristic) may make an offer or offers in terms

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The service provider must have policies in place to comply with the Protection of Personal Information Act (POPIA). The RAF reserves the right to conduct security screening or vetting of company directors and resources. The service provider must implement robust cybersecurity measures, including encryption and regular system updates.

The service provider will be entrusted with the RAF's confidential, private, personal or sensitive information (files, data, documents). The service provider must implement technical and organisational security measures, including:

• Document handling and transportation: secure protocols, lockable containers or packaging to prevent loss, theft or damage.
• Record keeping: accurate records of each document stored, including location, access history, and retention schedule.
• Document retrieval: secure protocols, verifying requester identity, detailed records of retrieval activities.
• Secure storage: physical documents in lockable cabinets.
• Access control: only authorised personnel, policies and procedures for controlled and monitored access.
• Fire suppression: fire suppression system or similar, fire extinguishers with carbon dioxide.
• Physical security: secure perimeter, controlled access points, surveillance cameras, 24/7 security monitoring, secure doors, locks, alarms.
• Network security: firewalls, intrusion detection, encryption for digital storage systems.
• Access control measures: need-to-know basis, strong authentication, regular review of permissions.
• Data protection: comply with applicable data protection laws, safeguard data against unauthorised access, disclosure, alteration, destruction.
• Cybersecurity: robust measures against malware, phishing, unauthorised access; encryption for data in transit and at rest; regular updates and patching.
• Incident reporting: documented incident response plan, report security incidents or data breaches to RAF promptly.
• 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 comply with the Protection of Personal Information Act (POPIA). The RAF reserves the right to conduct security screening or vetting for company directors and resources. Third-party service providers handling PII must be screened or vetted for data protection policies and procedures and must sign a data protection agreement.

The service provider must implement technical and organisational security measures to protect the Road Accident Fund's confidential, private, personal or sensitive information, in compliance with the Protection of Personal Information Act. Measures include secure document handling and transportation (lockable containers), record keeping, secure retrieval protocols, secure storage in lockable cabinets, access control, fire suppression systems, physical security (controlled access, surveillance, 24/7 monitoring), network security (firewalls, intrusion detection, encryption), data protection obligations, cybersecurity standards, incident reporting and response, subcontractor oversight, and audit and monitoring rights for the RAF.

The service provider must maintain physical security of records, with controlled access points, surveillance cameras, and 24/7 monitoring. Storage facilities must be protected against unauthorised access. Any real, attempted, or suspected breach of physical security must be reported to the RAF, including providing CCTV footage, police report, and linked alarm system records.

Access to documents and records must be controlled, with only authorised personnel permitted to handle, view, or transport them. Access monitoring and control procedures must be in place.

Network security: digital storage systems must have firewalls, intrusion detection, and encryption.

Access control: grant access on a need-to-know basis, use strong authentication, regularly review and update permissions.

Data protection obligations: handle personal and sensitive data in compliance with applicable laws; safeguard against unauthorised access, disclosure, alteration, destruction; inform RAF immediately of data breaches; impose confidentiality obligations on agents, subcontractors, or third parties; comply with legislative and regulatory frameworks; third-party service providers handling PII must be screened/vetted and sign a data protection agreement; RAF may conduct security screening or vetting of company directors and resources.

Cybersecurity standards: robust measures against malware, phishing, unauthorised access; encryption for data in transit and at rest; regular updates and patching.

Incident reporting: documented incident response plan; report security incidents or data breaches to RAF promptly.

Subcontractors: must 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 or assessments.

The Road Accident Fund (RAF) seeks a service provider to provide security guarding services at its Kimberley Customer Service Centre for up to six months. The site is at 3 Reginald De Villiers Street, Monument Heights, Kimberley.

Closing date and time: Wednesday, 09 September 2026 @ 12:00. RFQ issued date: 03 September 2026. RFQ validity period: 30 days from closing date. No compulsory briefing or site visit (N/A).

Enquiries via email to [email protected], or contact Ronewa Ramagovhodo on 011 223 0057. Submission email: [email protected].

Quotations must be emailed to [email protected]; failure to do so means the quote will not be considered. Late quotations will not be accepted. All annexures (Standard Bidding Documents and Mandatory Evaluation documents) must be completed and signed. Use RFQ number PR10117878 as reference. Returnable forms include SBD 4 (Bidders Disclosure) and SBD 6.1 (Preference Points Claim under PPR 2022).

Evaluation is in two phases. Phase 1: Mandatory Requirements — bidders must tick Comply or Not Comply; failure to meet any mandatory requirement disqualifies the bid. Phase 2: Price and Specific Goals under the 80/20 preference point system (80 points price, 20 points specific goals). Specific goals claimed are verified through the CSD.

Security guarding services at the RAF Kimberley Customer Service Centre, 3 Reginald De Villiers Street, Monument Heights, Kimberley, for a period not exceeding six months. Required personnel: 1 Grade B officer (day shift, Mon–Fri), 1 Grade C officer (day shift, Mon–Fri), 2 Grade C officers (day shift, Sat/Sun/holidays), 2 Grade C officers (night shift, Mon–Sun). Services include access control, patrol duties, event security, VIP protection, and armed response. The service provider must have an office within 50 km of the Kimberley CSC. Officers must be registered with PSIRA, have Grade 12, and meet experience requirements (shift leaders: 3 years with 1 year at same level; officers: 2 years). Equipment to be provided includes guard monitoring system with 5 patrol clock points, handheld metal detectors, alarm system with 24/7 armed response, and other listed items.

Prices must be VAT inclusive (if VAT registered) and quoted in ZAR. If a VAT-registered bidder fails to include VAT, the quoted price is deemed all-inclusive. Non-VAT registered bidders who charge VAT will be disqualified. Prices must be submitted on the provided cost breakdown table; failure to do so leads to disqualification. No price changes after award. Ad hoc services are priced separately and not part of the contract value.

Must be registered on the Central Supplier Database (CSD) — RAF only does business with CSD-registered suppliers. Must submit a valid COIDA letter of good standing. Must submit a valid PSIRA letter of good standing for the company and directors, and a PSIRA certificate for the registered company. Must provide proof of an office within 50 km of the Kimberley CSC (e.g., title deed, lease agreement, or municipality statement not older than 3 months). Tax matters must be in order with SARS. Bidders with disabilities must provide a valid medical certificate. Collusive behaviour or submitting multiple proposals from companies with common directors/shareholders results in disqualification.