Appointment of a service provider/s for the provision of physical security guarding for raf offices (polokwane, mafikeng and kimberly) for a period of five (5) years.

{"closingDate":"07 AUGUST 2026","closingTime":"11H00 AM","briefingSession":"{"date":"13 July 2026","time":"11h00am","venue":"Date and time","is_compulsory":true}"}

{"name":null,"email":"[email protected]","phone":null,"department":"Supply Chain Management","address":"uiries regarding this bid must be directed to the Supply Chain Management Office"}

Returnable Documents: SBD 1: Completed, attached and signed, SBD 4: Completed, attached and signed, SBD 6.1: Completed, attached and signed, Proof of Construction Industry Development Board (CIDB), Provide Tax TCS Pin to verify Tax Status: Attached, involved, each party must submit a separate Tax TCS Pin.), Registered on the Central Supplier Database of National, https://secure.csd.gov.za/)

2.3 The Evaluation Criteria that were published with a Request for Proposal/ Bids will be

Phase 2: Mandatory Evaluation - At this phase, Bid Responses are evaluated per

evaluated further on the functionality evaluation.

Phase 3: Functionality Evaluation and Site Visit

Part A: Functionality Evaluation - Bidder(s) must meet the minimum threshold of 70

points out of 100 points allocated at Functionality Evaluation to be evaluated further on

Part B: Site Visit - The RAF Bid Evaluation Committee (BEC) will conduct a site visit

Site Visit Requirements will be evaluated further on Price and Specific Goals

evaluation (Phase 4). Bidders will be given a maximum of 5-day notice for the site

further with the evaluation and will be disqualified.

Phase 4: Price and Specific Goals evaluation - At this phase the bid(s) will be

considered for further evaluation on the functionality evaluation.

Points claim form in terms of the preferential procurement

This preference form must form part of all tenders invited. It contains general information and serves

as a claim form for preference points for specific goals.

1.1 The following preference point systems are applicable to invitations to tender

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all

the 90/10 system for requirements with a Rand value above R50 000 000 (all

a) The applicable preference point system for this tender is 80/20 preference point system.

1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall be

(b) Specific Goals.

The maximum points for this tender are allocated as follows

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

tender to claim points for specific goals with the tender, will be interpreted to mean that

4.1 Shifts

Day 06:00 to 18:00 (Monday to Sunday, Weekends and Public

Shift Holidays included)

Night 18:00 to 06:00 (Monday to Sunday, Weekends and Public

Shift Holidays included)

4.2 Security Equipment, Aids and Facilities

• Occurrence books and electronic occurrence book,
• Pocket Books (notebooks),
• Security registers and visitor’s identification stickers,
• Identity Book or Driver’s license scanning machines,
• Have a fully equipped 24/7 security control room for constant

communication with security officers on site, i.e., reporting on duty, hourly/

two-hourly security status report, emergency situations, etc.

Site Equipment and services Quantity

24/7-Armed response + install and monitor alarm 1

system

Guard track patrol monitoring equipment together with 5 1

Polokwane

patrol checkpoints

Csc

Handheld metal detectors 3

Handheld two-way radios 5

Identification/License scanner 2

24/7-Armed response + install and monitor alarm 1

system

Guard track patrol monitoring equipment together with 5 1

Mafikeng

patrol checkpoints

Csc

Handheld metal detectors 2

Identification/License scanner 1

Handheld two-way radios 3

Kimberley CSC 24/7-Armed response + install and monitor alarm 1

system

Guard track patrol monitoring equipment together with 5 1

patrol checkpoints

Handheld two-way radios 2

Handheld metal detectors 1

Identification/License scanner 1

4.3 Requirements for Security Officers

Security Officers The security officers must be registered in terms of the

(Educational Private Security Industry Regulation Act and

Level) accredited by the Security Industry Regulatory Authority.

The security officers must be schooled to at least Grade 12

(Matric).

Security officers shall be able to communicate, read and

write in English and two other official languages.

Security officers must not be younger than 18 years of age.

Security officers provided to render the guarding security

services must have had at least two (2) years of guarding

services security experience. Security officer must have a

minimum of grade C PSIRA registration.

General Security officers must always present an acceptable image

Requirements for and appearance, which implies inter alia that they may not

Security sit, lounge about, smoke, eat or drink while attending clients.

personnel The security officers must have no criminal record.

They must at all times present a professional and dedicated

attitude/ approach, which shall imply, inter alia that there

shall be no unnecessary argument with visitors/ staff or

discourteous behavior towards them.

They must be physically fit and mentally capable to execute

their security duties.

The service provider or its security officers will under no

circumstance divulge, furnish or disclose any sensitive

information concerning the RAF or any other Stakeholders’

activities to the public or news media.

Security Uniform The security officers will at all times while on duty be dressed

and Identification in a neat, clean and clearly identifiable corporate (not

combat) uniform, which will include raincoats/ suits for rainy

seasons.

A clear identification card of the service provider or issued by

PSIRA with the member’s photo shall be worn conspicuously

on his outer garment at all times.

Inspections by Supervisory/ managerial staff of the service provider must

Supervisors/ inspect the security officers at least once per shift i.e. one

Management inspection during dayshift and one inspection during the

Staff nightshift.

4.4 Duties to be performed by Security Officers:

4.4.1 Act as authorized officers in terms of the Control of Access to

Public Premises and Vehicles Act as amended, which

entail requesting a person who require entry into the premises to:

4.4.1.1 Furnish his/her name, address and any relevant information

required by the authorized officer.

4.4.1.2 Produce proof of his/her identity to the satisfaction of the authorized

officer.

4.4.1.3 Declare whether he/she has any dangerous object in his

possession or custody or under his control.

4.4.1.4 Declare what the contents of any vehicle, suitcase, attaché’ case,

bag, handbag, folder, envelope, parcel or container of any nature

which he has in his possession or custody or under his control and

show those contents to him.

4.4.1.5 Subject him/herself and anything which he/she has in his/her

possession or custody or under his/her control to an examination by

electronic or other apparatus in order to determine the presence of

any dangerous object.

4.4.1.6 Hand to an authorized officer anything which he/she has in his

possession or custody or under his/her control for examination or

custody until he/she leaves the premises.

4.5 Perform Access Control duties which entail:

4.5.1 Recording visitors’ particulars in a Visitors Register and booking them

out on departure. This should include the driver and all passengers in a

vehicle, and pedestrians.

4.5.2 Recording details of all RAF staff members visiting the premises after

normal working hours in After-hours register.

4.5.3 Recording all events/ incidents in the prescribed Occurrence Book

4.5.4 Advising the RAF security personnel of all access control implications,

deficiencies, or imminent or perceived security crime risks occurring at

the entrance gate or its vicinity.

4.5.5 Ensuring that traffic congestion do not occur at the entrance gate

during peak hours, by directing incoming visitors’ vehicles into the first

parking bays where access control can be completed, while making

way for RAF staff members.

4.5.6 Perform other access control duties as may be instructed from time to

time.

4.6 Patrol Duties:

The Service Provider shall provide a patrol monitoring equipment (Guard track)

which shall be used as a patrol tool for the security officers during after-hours.

Patrol duties shall entail patrolling the RAF premises regularly to:

4.6.1 Protect the RAF staff members against injuries, death or any other

offence including Schedule 1 offence of the Criminal Procedure Act , as amended.

4.6.2 Protect the property of RAF at the site against theft, vandalism or any

other criminal activity.

4.6.3 Ensure that all strategic installations, vulnerable points or key areas are

frequently checked to maintain their safety and security against

intrusion for any unauthorized purpose.

4.6.4 Check for intruders, identify strangers and ascertain their right to be

present in that particular area or building.

4.6.5 Check the perimeter fences and security lighting to ensure that both are

fully operational.

4.6.6 Check and report on physical problems along perimeter fence such as

long grass, trees overgrowing or overhanging on the fence, obstruction

of illumination, materials stacked against or in the vicinity of the fence

etc.

4.6.7 Check that all outer doors, windows and gates are secure each time

the patrol passes. A physical examination of each point is required.

4.6.8 Check for actual or potential fire hazards and risks.

4.6.9 Check for potential safety hazards and report them.

4.7 Events Security

4.7.1 Assist RAF to coordinate and render event security as may be required

from time to time.

4.8 On-site supervision and Reporting Protocol

4.8.1 The security officers provided and placed on site by the Service

Provider shall be subject to day-to-day supervision by the RAF security

department personnel. Such supervision shall include, but is not limited

to:

4.8.2 Giving instructions and orders

4.8.3 Redeploying the security officers within the premises as may be

necessary.

4.8.4 Perusing security registers and any other relevant material used by the

security officers.

4.9 Security Operations Procedures

4.9.1 In addition to these specifications, the security officers provided and

placed on site shall be required to discharge their duties and

responsibilities in accordance with the Security Operations

Procedures compiled and produced by the RAF.

5. Number of security officers per region

Site Minimum Quantity Total

security number

grading

Grade B – 1 Day-05 11

Grade C – 10 Night Mon-

Polokwane

Fri-02

Csc

Day/Night

Weekend/

Holiday-04

Grade B – 1 Day-03 9

Grade C – 8 Night Mon-

Mafikeng CSC Fri - 02

Day/Night

Weekend/

Holiday-04

Grade B – 1 Day-02 8

Grade C – 7 Night Mon-

Kimberly CSC Fri -02

Day/Night

Weekend/

Holiday-04

6. Evaluation criteria and methodology

The Evaluation Process entails the following phases:

Phase 1: Initial Screening - At this phase, Bidders' responses are reviewed to check

if Bidders have responded according to the RAF Request for Bid (RFB) document.

NB: Compulsory Briefing session.

Note: Bidders who do not attend the Compulsory Briefing Session will be disqualified

during the Initial Screening Process and will not be evaluated further on the

Mandatory Requirements.

Phase 2: Mandatory Evaluation - At this phase, Bid Responses are evaluated per

the criteria specified in the Request for Bid (RFB) document for compliance with

Mandatory Requirements. Bidder(s) who meet the Mandatory Requirements will be

evaluated further on the functionality evaluation.

Phase 3: Functionality Evaluation and Site Visit

Part A: Functionality Evaluation - Bidder(s) must meet the minimum threshold of 70

points out of 100 points allocated at Functionality Evaluation to be evaluated further on

the Site Visit (Phase 3 - Part B).

Part B: Site Visit - The RAF Bid Evaluation Committee (BEC) will conduct a site visit

at the premises of the bidders who qualify for the Site Visit (Phase 3 – Part B). At this

phase Bid Responses are evaluated per the criteria specified in the Request for Bid

(RFB) document for compliance to Site Visit Requirements. Bidder(s) who met the

Site Visit Requirements will be evaluated further on Price and Specific Goals

evaluation (Phase 4). Bidders will be given a maximum of 5-day notice for the site

visit. Bidders who do not meet Site Visit Requirements will not be eligible to proceed

further with the evaluation and will be disqualified.

Phase 4: Price and Specific Goals evaluation - At this phase the bid(s) will be

assessed as per the preferential point system specified in the RFB document.

6.1 Mandatory requirements (phase 2)

All Bidders who do not meet Mandatory Requirements will be disqualified and will not be

considered for further evaluation on the functionality evaluation.

Bidders must indicate by ticking (√) the correct box indicating that they Comply OR

Do not Comply.

Not

6.1.1. Mandatory Comply

Comply

The bidder must attach a valid certified copy of the Private Security Industry

Regulatory Authority (PSIRA) Registration Certificate for the company.

6.1.2. Mandatory Comply Not

Comply

The bidder must attach a valid certified copy of the Private Security Industry

Regulatory Authority (PSIRA) letter of good standing for the company.

Note: The letter of good standing must not be older than three (3) months from

date of closing of this bid.

6.1.3. Mandatory Comply Not

Comply

The bidder must attach a valid certified copy of the Private Security Industry

Regulatory Authority (PSIRA) Registration Certificate for ALL the directors.

Note: The bidder must submit the valid certified copies of the PSIRA registration

certificates for all the directors in order to be compliant with this requirement. In the

case where the bidder does not submit valid certified copies for all the directors, the

bidder will be deemed non-compliant with this requirement.

6.1.4. Mandatory Comply Not

Comply

The bidder must attach a valid certified copy of the letter of good standing from the

Compensation Commissioner to comply with the Compensation for Occupational

Injuries and Disease Act, Act (COIDA) clearly indicating security

services. The successful bidder will be required to comply with the requirements of

Occupational Health and Safety Act, Act .

Note: The COIDA letter of good standing must not be older than twelve (12) months

from date of closing of this bid.

6.1.5 Mandatory Comply Not

Comply

The bidder is required to have an established office/s in the province/s where they

are bidding for. The bidder’s office is required to be within 50 km of the RAF office in

the province/s they are bidding for.

The bidder must submit documentary proof in the form of a Municipality Statement

(Utility Bill) or a valid lease agreement in the name of the bidder or in the name of

the Director/s.

Where the documentary proof does not clearly match the identity of the bidder, the

bidder may submit an explanation on an affidavit for consideration by the RAF

NB: The RAF reserves the right to verify the above information, a site visit will also

be conducted.

6.1.6 Mandatory Comply Not

Comply

Psira certificates

The bidder must provide valid certified copies of the PSIRA registration certificates

for all resources required in accordance with the requirements indicated in the table

below. Where the bidder fails to provide the required number of valid certified copies

of Psira certificates , the bidder will be deemed non-compliant with this requirement.

Site Resources Required (Minimum PSIRA

grading)

Grade B – 1

Polokwane CSC Grade C – 10

Grade B – 1 Mafikeng CSC

Grade C – 8

Kimberly CSC Grade B – 1

Grade C – 7

MATRIC/GRADE12

The bidder must provide valid certified copies of matric/grade 12 certificates for all

resources required in accordance with the requirements indicated in the table below.

In the case where the bidder provides less valid certified copies of matric/grade 12

certificates than the requirements below, the bidder will be deemed non-compliant

with this requirement.

Site Resources Required

Grade B – 1

Polokwane CSC Grade C – 10

Grade B – 1 Mafikeng CSC

Grade C – 8

Kimberly CSC Grade B – 1

Grade C – 7

Note: Bidders are to note that for the purpose of evaluation of this bid, it is not

a requirement that proposed resources must be employed by the bidder at the

date of closing of this bid but must be able to deploy the proposed resources

upon request by the RAF.

Note: bidders who do not comply with the mandatory requirements will not

Be considered for the functionality evaluation (phase 3 – part a).

6.2 Functionality evaluation (phase 3 – part a)

Functionality evaluation is equal to a total of 100 points. The minimum threshold is 70 points.

Bidders who score less than 70 points on the functionality evaluation will be disqualified from further

evaluation.

Bid number: RAF/2026/00035 closing date: 07 august 2026 closing time: 11h00

Description the road accident fund (raf) hereby invites experienced and suitable service provider/s

For the provision of physical security guarding for raf offices (polokwane, mafikeng

And kimberly) for a period of five (5) years.

Bid response documents may be deposited in the bid box situated at (street address)

Road accident fund (raf)

Eco glades 2 office park

operating model, RAF is currently opening Customer Experience Centres in each

province in the country.

services must have had at least two (2) years of guarding

services security experience. Security officer must have a

minimum of grade C PSIRA registration.

2.1 The bidder must be an eligible, registered service provider in terms of the applicable

laws of the country.

2.2 The bidder must have a business continuity management plan, which must be

available for inspection by the RAF during the subsistence of rendering services to

the RAF.

2.3 The Evaluation Criteria that were published with a Request for Proposal/ Bids will be

used to assess bidders’ responses and no amendment after the closing of a bid. Bid

bid document.

Closing date: 07 august 2026 @ 11h00 AM

Note: Faxed and/or Emailed Proposals/ bids will not be accepted, only hand delivered and

couriered Proposals/ bids must be deposited in the tender box on or before the closing date

and time.

Table of contents for bid RAF/2026/00035

1. Part a: invitation to bid

2. Part b: terms and conditions for bidding

3. Sbd 3.1: Pricing schedule (firm prices)

4. Sbd 4: declaration of interest

5. Sbd 5: national industrial participation programme

6. Sbd 6.1: Preference points claim form

Signature of bidder:...................................................

Capacity under which this bid is signed:...................................................

(Proof of authority must be submitted e.g. company resolution)

Sbd 3.1

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted. Non-firm prices (including prices

Subject to rates of exchange variations) will not be considered

Bid Bond: performance guarantee to the dti;

d. The contractor will submit a business concept for consideration and approval by

the dti;

e. Upon approval of the business concept by the dti, the contractor will submit

detailed business plans outlining the business concepts;

f. The contractor will implement the business plans;