Maintenance and servicing of air-conditioning units at raf cape town office (three occasions)

{"name":null,"email":null,"phone":null,"department":null,"address":"............................................................"}

Preference point system: 80/20 (price 80 points, specific goals 20 points). Specific goals and points: historically disadvantaged individuals 10 points, women 8 points, persons with disability 2 points. Failure to submit proof for specific goals means points are not claimed. The organ of state reserves the right to require substantiation of any preference claim.

income-generating contracts)

Returnable forms — all must be completed, signed and submitted with the quotation:

• SBD 6.1 (Preference Points Claim Form): claims B-BBEE points under the 80/20 system for specific goals (historically disadvantaged individuals, women, persons with disability). Supporting proof must be attached; failure to submit proof means points are not claimed.
• Company/firm name and CIPC registration number required.
• Company type declaration (partnership, sole proprietor, close corporation, public company, personal liability company, (Pty) Ltd, non-profit company, state-owned company).
• Declaration that information furnished is true and correct; fraudulent claims may lead to disqualification, recovery of costs, contract cancellation, restriction from state business for up to 10 years, and criminal prosecution.

Returnable forms — all must be completed, signed and submitted with the quotation:

• SBD 6.1 (Preference Points Claim Form): claims B-BBEE points under the 80/20 system for specific goals (historically disadvantaged individuals, women, persons with disability). Supporting proof must be attached; failure to submit proof means points are not claimed.
• Company/firm name and CIPC registration number required.
• Company type declaration (partnership, sole proprietor, close corporation, public company, personal liability company, (Pty) Ltd, non-profit company, state-owned company).
• Declaration that information furnished is true and correct; fraudulent claims may lead to disqualification, recovery of costs, contract cancellation, restriction from state business for up to 10 years, and criminal prosecution.

Preference point system: 80/20 (price 80 points, specific goals 20 points). Specific goals and points: historically disadvantaged individuals 10 points, women 8 points, persons with disability 2 points. Failure to submit proof for specific goals means points are not claimed. The organ of state reserves the right to require substantiation of any preference claim.

The Road Accident Fund (RAF) wishes to appoint a service provider to provide maintenance and servicing of the air-conditioning units at its Cape Town office on three (3) separate occasions.

Service Provider must have policies and procedures to comply with RAF requirements and the Protection of Personal Information Act (POPIA). Must implement all security measures specified in Annexure A. Must ensure subcontractors adhere to the same data protection and cybersecurity standards. Company directors and resources may be subject to RAF security screening or vetting. No specific CIDB grading, B-BBEE level, turnover threshold, or professional registration is stated in the provided document.

Scope: Maintenance and servicing of air-conditioning units at RAF Cape Town office on three separate occasions.

Security requirements per Annexure A:

• Document handling and transportation: secure protocols, lockable containers, secure transportation system, accurate record keeping of location, access history, and retention schedule.
• Document retrieval and handling: secure retrieval with identity verification, detailed retrieval activity logs, lockable cabinet storage, access control for authorised personnel only, fire suppression system with CO2 extinguishers.
• Physical security: secure perimeter with controlled access/surveillance, secure doors/locks/alarms, controlled access points, surveillance cameras, 24/7 security monitoring, mandatory breach reporting with CCTV footage, police reports, and alarm records.
• Access control: need-to-know basis, strong authentication, regular permission reviews.
• Network security: firewalls, intrusion detection, encryption for digital storage systems.
• Data protection: POPIA compliance, safeguards against unauthorised access/disclosure/alteration/destruction, immediate breach notification, confidentiality obligations on agents/subcontractors/third parties, data protection agreements with third parties handling PII.
• Cybersecurity: robust measures against malware, phishing, unauthorised access; encryption for data in transit and at rest per industry standards; regular system patching and updates.
• Incident response: documented incident response plan, timely reporting of security incidents/data breaches to RAF.
• Subcontractor oversight: subcontractors must adhere to same data protection and cybersecurity standards; Service Provider responsible for their compliance.
• Audit and monitoring: RAF reserves right to audit/monitor compliance; Service Provider must cooperate with assessments.

Service Provider must have policies and procedures to comply with RAF requirements and POPIA.

Document handling: protocols for secure transport, lockable containers, accurate record keeping of location/access history/retention schedule.

Document retrieval: secure protocols with identity verification, detailed activity logs (date/time, requester identity, reason).

Storage: lockable cabinets, access limited to authorised personnel, controlled and monitored access.

Physical security: controlled access points, surveillance cameras, 24/7 monitoring, breach reporting obligations.

Access control: need-to-know basis, strong authentication, regular permission reviews.

Network security: firewalls, intrusion detection, encryption.

Data protection: POPIA compliance, safeguards, immediate breach notification, confidentiality obligations on all parties handling data.

Cybersecurity: robust measures, encryption per industry standards, regular patching.

Incident response: documented plan, timely reporting.

Subcontractor oversight: same standards apply, Service Provider responsible.

Audit cooperation: must cooperate with RAF audits/assessments.

CSD registration and valid tax compliance status (implied standard requirement).

POPIA compliance mandatory.

Security screening/vetting of company directors and resources may be conducted by RAF.

Subcontractors must meet same data protection and cybersecurity standards.

No specific CIDB grading, B-BBEE level, turnover threshold, or professional registration stated in the provided document.

Fire suppression system or similar required on premises, including CO2 fire extinguishers, to prevent damage or loss of documents and records in the event of fire.

Secure premises with controlled access, surveillance, secure doors/locks/alarms to prevent unauthorised access.

Service Provider must implement all security measures in Annexure A for the duration of the contract.

Physical security: secure perimeter, controlled access, surveillance, 24/7 monitoring, breach reporting with CCTV/police/alarm records.

Access control: need-to-know basis, strong authentication, regular permission reviews.

Network security: firewalls, intrusion detection, encryption for digital systems.

Data protection: POPIA compliance, safeguards against unauthorised access/disclosure/alteration/destruction, immediate breach notification, confidentiality obligations on agents/subcontractors/third parties, data protection agreements with third parties handling PII.

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

Incident response: documented plan, timely reporting to RAF.

Subcontractor oversight: subcontractors must adhere to same standards; Service Provider responsible for their compliance.

Audit rights: RAF reserves right to audit/monitor compliance; Service Provider must cooperate.

Security screening: RAF reserves right to conduct security screening/vetting of company directors and resources.

Closing date and time: 2 September 2026 at 14:00 (from tender record).

No compulsory briefing session, site visit, or clarification deadline is stated in the provided document.

Supply Chain Management department (no named contact, email, phone or address provided in the document).

Returnable form — SBD 4 (Bidder's Disclosure): must be completed, signed and submitted with the quotation. The form requires disclosure of any director, trustee, shareholder, member, partner or person with a controlling interest who is employed by the state, any relationship with an employee of the procuring institution, and any interest in other related enterprises. A false declaration disqualifies the bid.

Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified. Bids must be independently prepared without collusion, consultation, communication or agreement with competitors regarding quality, quantity, specifications, prices or market allocation. No undisclosed consultations with officials of the procuring institution. No involvement in drafting the specifications or terms of reference.

Maintenance and servicing of air-conditioning units at the RAF Cape Town office on three separate occasions.

No further scope details (number of units, types, capacities, service standards, response times, reporting requirements, or schedule) are stated in the provided document.

CSD registration, valid tax compliance status (SARS tax PIN), and B-BBEE status are standard requirements for RAF tenders but are not specified in this document extract.