Rental of grade a or b office space (80–100 m²) in beaufort west for 36 months

Returnable form

• SBD 4 (Bidder's Disclosure): must be completed and signed, disclosing any state employment or relationship interests held by the bidder, its directors, trustees, shareholders, members or partners.

Mandatory declaration

• SBD 4 (Bidder's Disclosure) must be submitted, signed and truthful; a false declaration disqualifies the bid.

Disqualification

• A bidder appearing on the Register for Tender Defaulters or the List of Restricted Suppliers is automatically excluded from the bid process.

Preference point system: 80/20 (Rand value up to R50 000 000, all taxes included).

Points allocation

• Price: maximum 80 points.
• Specific goals: maximum 20 points.
• Total: 100 points.

Price scoring

• Price points are calculated on the prescribed 80/20 formula, measured against the lowest acceptable tender.
• The 90/10 system applies only to requirements above R50 000 000 and is not used here.

Preference claim form

• SBD 6.1 (Preference Points Claim Form, PPR 2022): must be completed and submitted to claim points for specific goals.
• Failure to submit the proof or documentation required to support a specific-goals claim is treated as no claim for those points.
• The organ of state may call for substantiation of any preference claim before or after adjudication.

Specific goals and points

• Historically disadvantaged individuals: 10 points.
• Women: 8 points.
• Persons with disability: 2 points.

Consequences of a fraudulent claim

• Disqualification from the tendering process, recovery of costs and damages, cancellation of the contract, restriction from doing business with organs of state for up to 10 years, and possible criminal prosecution.

Specific goals points for this tender

• Historically disadvantaged individuals: 10 points.
• Women: 8 points.
• Persons with disability: 2 points.

Claiming the points

• Bidders must submit the proof or documentation required by the tender when claiming these points.
• A claim without the required proof is treated as no claim for specific goals.
• The organ of state may require a bidder to substantiate any preference claim at any time before or after adjudication.

The tender is evaluated under the 80/20 preference point system.

• Price: maximum 80 points, scored on the prescribed 80/20 formula relative to the lowest acceptable tender.
• Specific goals: maximum 20 points.
• Total available: 100 points.

The Road Accident Fund (RAF), a Schedule 3A public entity, requires a suitable service provider to source office space in Beaufort West for 36 months. The RAF provides compulsory social insurance cover to road users and compensates those injured by negligent driving. The office will serve as a Customer Experience Centre.

Closing date: 09 October 2026 at 14:00

RFQ issued date: 30 September 2026

Validity period: 60 days from closing date

Service period: 01 January 2027 – 31 December 2029

Compulsory briefing/site inspection: to be confirmed in due course

Enquiries:

• Contact: Harold N (name as per email)
• Email: [email protected]

Submission:

• Email: [email protected]

Service delivery address:

Beaufort West, Western Cape

Submission method: email only

Submission email: [email protected]

Closing time: 09 October 2026 at 14:00

Late quotations will not be accepted for consideration.

Returnable documents (all must be completed and signed):

• SBD 4 (Bidder's Disclosure): discloses any interest or connection with the state.
• SBD 6.1 (Preference Points Claim in terms of PPR 2022): claims preference points for specific goals.
• Annexure A: Security Measures.
• Full set of clear floor plans at a readable scale, submitted by closing date and time.
• Proof of mandate (if agent/broker) or title deed/registered bond (if owner/landlord), submitted by closing date and time.

Disqualification risks:

• Quotation emailed to the wrong address or not following submission instructions.
• Late submission.
• Failure to complete and sign all annexures.
• Failure to tick 'Comply' or 'Not Comply' on mandatory requirements.
• Submitting more than one proposal from companies with a common director/shareholder, or responding with more than one entity.

Evaluation stages in order:

1. Mandatory Requirements – non-compliance disqualifies.
2. Site Visit – bidders meeting mandatory requirements are assessed; must meet site requirements to proceed.
3. Price and Specific Goals – 80/20 preference point system (Price 80 points, Specific Goals 20 points, total 100).

Mandatory requirements (must tick Comply/Not Comply, failure to tick disqualifies):

• Submit full set of clear floor plans at readable scale.
• Confirm building available from 01 January 2027.
• If agent/broker: signed proof of mandate (RAF pays no commission). If owner/landlord: title deed or registered bond.
• Confirm exterior and shop-front signage and branding allowed.
• Confirm ablution facilities including at least one for physically disabled on ground floor.

Site visit requirements (each building evaluated):

• Ground floor office space.
• 80m2–100m2 gross lettable area.
• Suitable location for safety, security, accessibility, within 200m of public transport.
• Ablution facilities.
• Free movement in/out via entrance/exit.
• Kitchen with hot and cold water.
• Waiting room for ~10 people.
• 2 secure on-site parking bays (1 for disabled) or 2 bays within 100m radius.
• Burglar bars and lockable security gates or allowance for installation.
• Accessible electric distribution boards.
• Existing fire detection and prevention or provision before occupation.
• Disability access (e.g. wheelchair ramp) or allowance.
• Existing building, Grade A or B.
• Natural light and ventilation (air-con).
• No visible defects, water leaks, or pest infestations.

Items 9, 11, 12 (burglar bars/security gates, fire detection, disability access) may be rectified within one month after award if not met.

The RAF requires rental of office space in Beaufort West for 36 months.

Office space requirements:

• Grade A or B office accommodation per SAPOA standards.
• Gross lettable area: not less than 80m2 and not more than 100m2.
• Must be on the ground floor.
• Gross lettable area to include kitchenette, ablution facility, waiting room and office space.
• Existing building.
• Exterior and shop-front signage and branding must be allowable.
• Waiting room for approximately 10 people.
• Burglar bars on all external windows/glass fixtures and lockable security gates at all access doors, or allowance for installation before occupation.

Site accessibility:

• Close proximity to public transport routes within 200m of main road.
• Enough space for free movement in/out via entrance/exit.
• Must allow RAF to implement own access control per RAF standards.
• Access for people with special needs/disability (e.g. wheelchair ramp) or willingness to comply within agreeable period after award.

Parking:

• 2 secure on-site parking bays, 1 for physically disabled, or minimum 2 bays within 100m radius if not on premises.
• RAF right of first refusal to additional parking during the 36 months.

Building services:

• Ablution facilities (minimum 1 cubicle).
• Lighting per building regulations.
• Fully air-conditioned and ventilated.
• Back-up water supply for 72 hours (at least 50 litre capacity) or provision before occupation.
• Kitchen with hot and cold water supply.
• Own electric distribution board(s) complying with electrical standards.
• Existing fire detection and prevention services or provision before occupation.

Certificate of Occupancy and Certificate of Compliance (COC) required before occupation.

Complete Annex E cost breakdown table. Prices VAT inclusive (if VAT registered) in ZAR. Table covers three years (2027, 2028, 2029), each with 12 months rentable space (80–100m2) and parking bays. Variable costs per month for refuse/sewerage, water, electricity. Provide total, VAT, and grand total over three-year period. Prices benchmarked against SAPOA rates.

Pricing format: complete the cost breakdown table in Annex E.

• All prices must be VAT inclusive (if VAT registered) and quoted in ZAR.
• If VAT-registered bidder fails to include VAT, quoted price deemed all-inclusive; no VAT added after award.
• Non-VAT-registered bidder charging VAT will be automatically disqualified.
• Only prices in the table accepted; failure to provide prices leads to disqualification.
• No price changes after Award Letter/Purchase Order issued.

Pricing table covers three years (2027, 2028, 2029), each with 12 months of rentable space (80–100m2) and parking bays (unless included in rent – confirm).

Variable costs per month for each year: refuse/sewerage, water, electricity.

Quoted prices benchmarked against SAPOA rates to determine reasonableness.

CSD registration: mandatory – bidders must be registered on National Treasury Central Supplier Database before submitting; registration verified. RAF only conducts business with CSD-registered suppliers.

Tax: RAF will not conduct business with suppliers whose tax matters are not declared in order by SARS.

Preference points (Specific Goals, 20 points):

• HDI (South African citizen with minimum 51% ownership): 10 points – proof via CSD report.
• Women (minimum 51% ownership): 8 points – proof via ID copy or CSD report.
• Persons living with disabilities (minimum 51% ownership): 2 points – proof via valid medical certificate from accredited medical practitioner.

Disability claims: suppliers with disability must provide valid medical certificate from registered medical practitioner; RAF may verify.

Returnable forms: SBD 4, SBD 6.1, Annexure A (Security Measures).

Specific Goals (20 points) under 80/20 system:

• HDI (min 51% ownership): 10 points – CSD report.
• Women (min 51% ownership): 8 points – ID copy or CSD report.
• Persons with disabilities (min 51% ownership): 2 points – valid medical certificate.

Points verified through CSD.

Building must have existing fire detection and prevention services or provision before occupation.

Access for people with special needs/disability (e.g. wheelchair ramp) or allowance.

Burglar bars and lockable security gates required for security.

Lease term: 36 months, with option for further extension and/or 1-month cancellation clause.

Landlord responsible for building maintenance; RAF liable only for wear and tear from day-to-day use.

RAF right of first refusal on additional space and lease renewal.

RAF standard conditions of purchase apply.

Delivery and acceptance only against official RAF Award Letter or Purchase Order (PO) signed by authorised official (SCM Manager or delegate). PO must state item description, quantity, delivery date, total amount inclusive of VAT and other taxes.

RAF may refuse payment/acceptance for goods/services delivered before Award Letter/PO issued.

General Conditions of Contract incorporated by reference (OCPO GCC, including paragraph 34 CIBD).

Prohibition of gifts and hospitality: no gifts, hospitality, or other benefits to RAF officials; branded marketing material is a gift. Report any solicited bribery to toll-free fraud line 0800 005919; failure to report deems bidder an accomplice and restricts business with all Organs of State.

Collusive behaviour disqualifies: no multiple proposals from companies with common director/shareholder; no responding with more than one entity.

If not contacted within 14 working days of RFQ, consider quotation unsuccessful.

Mandatory requirements: submit floor plans; confirm building available from 01 January 2027; provide proof of mandate (agent/broker) or title deed/registered bond (owner/landlord); confirm signage/branding allowed; confirm ablution facilities including disabled access. Bidders must be CSD-registered. Provide full and accurate answers, stating 'Comply' or 'Not Comply' with substantiation.

Evaluation stages: Mandatory Requirements, Site Visit, then Price and Specific Goals (80/20). Mandatory non-compliance disqualifies. Site visit assesses listed requirements; items 9, 11, 12 may be rectified within one month after award. Price 80 points, Specific Goals 20 points.