Facilitator for a half-day wellness workshop (pretoria)

The service provider will be entrusted with RAF confidential, private, personal or sensitive information and must comply with POPIA.

Returnable documents: none specified beyond the security measures annexure. The bidder must sign the annexure to confirm acceptance of the security measures.

Submission method: not stated in the provided document.

The RAF will evaluate bidders on their ability to comply with the security measures in Annexure A, including POPIA compliance. The RAF reserves the right to conduct security screening or vetting of company directors and resources. No scoring or preference point system is stated.

The service provider will handle RAF confidential, private, personal or sensitive information (files, data, documents) and must implement technical and organisational security measures, including:

• Secure document handling and transportation using lockable containers.
• Accurate record keeping of document location, access history, and retention schedule.
• Secure retrieval protocols with identity verification and secure transport.
• Detailed records of all retrieval activities (date, time, requester identity, reason).
• Secure storage in lockable cabinets.
• Access control restricted to authorised personnel, with monitoring.
• Fire suppression system with carbon dioxide extinguishers.
• Secure premises with controlled access, surveillance, secure doors, locks, and alarms.
• Physical security measures including controlled access points, surveillance cameras, and 24/7 security monitoring.
• Network security with firewalls, intrusion detection, and encryption.
• Access control on a need-to-know basis, strong authentication, and regular review of permissions.
• Data protection obligations under POPIA and other applicable laws.
• Cybersecurity measures against malware, phishing, and unauthorised access, with encryption for data in transit and at rest.
• Regular patching and updates of systems and software.
• Documented incident response plan and timely reporting of security incidents or data breaches to the RAF.
• Subcontractors must adhere to the same data protection and cybersecurity standards.
• Cooperation with RAF audits and monitoring of compliance.

The service provider must comply with the Protection of Personal Information Act (POPIA) and have policies in place to meet RAF requirements. The RAF reserves the right to conduct security screening or vetting of company directors and resources. No other compliance requirements are stated.

The service provider's premises must have a fire suppression system with carbon dioxide extinguishers, secure perimeter, controlled access, surveillance, secure doors, locks, and alarms to prevent unauthorised access.

The service provider must implement technical and organisational security measures as detailed in Annexure A, including physical security, access control, network security, data protection, and incident reporting. The RAF reserves the right to audit and monitor compliance. The service provider is responsible for the compliance of any subcontractors or third parties.

The service provider must comply with POPIA and implement security measures including secure document handling, record keeping, access control, network security, and incident reporting. The RAF may conduct security screening or vetting of company directors and resources.

The Road Accident Fund (RAF) requires a facilitator for a half-day wellness workshop to be conducted around Pretoria. The workshop is for 11 participants and will cover stress, burnout, resilience, psychological safety, and practical wellness tools.

Closing date and time: 15 October 2026 at 11:00.

Workshop date: in the month of October 2026 (exact date to be confirmed).

Workshop time: 09:00.

Workshop duration: 5 hours.

RFQ validity period: 30 days from the closing date.

Compulsory briefing session / site visit: N/A.

Enquiries:

• Contact: Sthembile Mkhatshwa
• Email: [email protected]
• Telephone: 012 621 1929

Submission:

• Email: [email protected]

Service delivery address: Around Pretoria (exact venue to be confirmed).

Submission method: email only.

Submission email: [email protected]

Use reference number PR10118615 in the subject line and all correspondence.

Quotations must be received by the closing time; late submissions will not be considered.

Returnable documents (all must be completed and signed):

• SBD 4 (Bidders Disclosure): discloses any interest or connection with the state.
• SBD 6.1 (Preference Points Claim under PPR 2022): claims preference points for specific goals.
• Annexure A: Security Measures.
• Proof of HPCSA registration for the proposed facilitator (practice card or certificate of good standing).
• List of companies where the facilitator conducted workshops (minimum 4 companies, in the required table format).
• Completed cost breakdown table (Annex E).

Failure to follow submission instructions or to submit any required document may result in disqualification.

Evaluation is in two phases:

Phase 1 – Mandatory Requirements (pass/fail):

• Proof of HPCSA registration for the facilitator (Industrial, Clinical, or Counselling Psychologist).
• List of at least 4 companies where the facilitator conducted workshops, with all required details (workshop title, client, reference contact, date, target audience).
• Completed and signed SBD 4 and SBD 6.1.
• CSD registration (mandatory – RAF deals only with CSD-registered suppliers).
• SARS tax matters declared in order.

Bidders failing any mandatory requirement are disqualified and not evaluated further.

Phase 2 – Price and Specific Goals (80/20 preference point system):

• Price: 80 points.
• Specific Goals: 20 points.

Total: 100 points.

The 80/20 system applies to bids valued between R2 000.01 and R1 000 000.00 (all taxes included).

The RAF requires a facilitator for a half-day wellness workshop for 11 participants.

Workshop details:

• Date: October 2026 (exact date to be confirmed).
• Duration: 5 hours.
• Venue: Around Pretoria.
• Start time: 09:00.

Content to be covered (not limited to):

• Psycho-education on understanding stress, burnout and resilience.
• Wellness energizer.
• Interactive discussion on psychological safety and difficult conversations.
• Wellness toolbox session with practical demonstrations for emotional, physical and mental wellbeing.
• Personal wellness action plan: participants complete a plan covering triggers, support systems and wellness commitments.

The recommended service provider must provide their own workshop material.

Pricing must be in South African Rand (ZAR).

All prices must be VAT inclusive if the bidder is VAT-registered.

If a VAT-registered bidder fails to include VAT, the quoted price will be deemed all-inclusive and no VAT will be added after award.

Non-VAT registered bidders who charge VAT will be automatically disqualified.

Prices must be submitted in the cost breakdown table (Annex E); failure to do so leads to disqualification.

No price changes will be accepted after the award letter / purchase order is issued.

The cost breakdown must include the facilitator fee, workshop activities and material for one half-day workshop.

CSD registration: mandatory – RAF conducts business only with CSD-registered suppliers.

Tax compliance: suppliers must have tax matters declared in order by SARS.

HPCSA registration: the proposed facilitator must be registered with the Health Professions Council of South Africa as an Industrial, Clinical, or Counselling Psychologist. Proof must be valid at submission (practice card or certificate of good standing).

B-BBEE: preference points claimed under the 80/20 system; points verified through CSD.

Disability: bidders claiming disability must provide a valid medical certificate from a registered medical practitioner.

Collusive behaviour: submitting more than one proposal from companies with common directors/shareholders, or responding with more than one entity, will result in disqualification of all involved.

Gifts and hospitality: offering gifts or hospitality to RAF officials is prohibited; solicited bribery must be reported to the fraud line (0800 005919).

The Road Accident Fund (RAF) wishes to appoint a suitable service provider to source a facilitator for a half-day wellness workshop to be conducted around Pretoria.

Returnable documents: complete and submit the SBD 6.1 Preference Points Claim Form, including company details, registration number, and company type. Bidders claiming specific goal points must provide supporting documentation. The organ of state may require substantiation of any preference claims at any time.

Evaluation uses the 80/20 preference point system (for requirements up to R50 million, all taxes included). Points are allocated as follows: Price: 80 points; Specific Goals: 20 points. Specific goals and points: Historically disadvantaged individuals: 10 points; Women: 8 points; Persons with disability: 2 points. Bidders must indicate how they claim points for each specific goal. Failure to submit proof or documentation for specific goals with the tender means no preference points are claimed for those goals.

Bidders must complete and submit the SBD 6.1 Preference Points Claim Form. Bidders claiming specific goal points must provide supporting documentation. The organ of state may require substantiation of any preference claims at any time.