Five-year cleaning services contract for all road accident fund (raf) offices nationwide

Provision of cleaning services for all Road Accident Fund (RAF) offices for a period of five (5) years.

• Briefing sessions (compulsory – attend ONE session only):
• 01 July 2026 – 10:00 & 13:00 – Head Office, 420 Witch‑Hazel Avenue, Eco‑Glades 2, Centurion
• 02 July 2026 – 10:00 & 13:00 – Head Office (second session)
• 03 July 2026 – 11:00 – Mafikeng Customer Service, 4214 Palmer Crescent (no parking)
• 06 July 2026 – 11:00 – Hatfield, 1040 Burnette Street
• 07 July 2026 – 11:00 – Johannesburg Regional Office, 10 Junction Ave, Parktown
• 08 July 2026 – 10:00 & 13:00 – Polokwane Office (no parking)
• 09 July 2026 – 10:00 & 12:30 – Tzaneen Office (no parking)
• 10 July 2026 – 11:00 & 13:00 – Nelspruit Office (no parking)
• 13 July 2026 – 11:00 – Kimberly Regional Office
• 14 July 2026 – 11:00 – Bloemfontein Regional Office
• 15 July 2026 – 11:00 – Port Elizabeth Office
• 16 July 2026 – 11:00 – East London Office
• 17 July 2026 – 11:00 – Cape Town Regional Office
• 21 July 2026 – 11:00 – Durban Regional Office
• Enquiry deadline: 27 July 2026 (questions must be emailed; no phone enquiries).
• Q&A publication: 03 August 2026 on the RAF website and e‑tender portal.
• Closing date & time: 14 August 2026 at 11:00 AM (hand‑delivered or couriered bids only).

• Contact person: Bathabile Mahlangu
• Department: Supply Chain Management (SCM) Office
• E‑mail: [email protected] (all enquiries must be in writing)
• Phone: not provided (no telephonic enquiries accepted)
• Physical address for bid submission: Road Accident Fund (RAF), Eco‑Glades 2 Office Park, 420 Witch‑Hazel Avenue, Centurion, 0046.

• Submit the bid by hand or courier only – faxed or emailed proposals are NOT accepted.
• Deliver the original bid and a copy to the RAF Tender Box at:

Road Accident Fund (RAF)

Eco‑Glades 2 Office Park

420 Witch‑Hazel Avenue, Centurion, 0046.

• Bids must be clearly marked with the tender number RAF/2026/00038 and the description.
• Separate bid for each office you wish to service. A single bid covering more than one office will be disqualified.
• All required Standard Bidding Documents (SBD 1, 3.1/3.2/3.3, 4, 5, 6.1) must be completed, signed and attached.
• Provide a valid Tax Compliance Status (TCS) PIN (or a CSD number if no PIN) and proof of registration on the Central Supplier Database (CSD).
• The proposal must remain valid for 120 days from the closing date.
• Late bids will be rejected; bids must be received on or before 11:00 AM on 14 August 2026.
• No telephonic enquiries are permitted; all questions must be submitted in writing (see contact information).

• SBD 1: Completed, signed and attached.
• SBD 3.1/3.2/3.3: Completed, signed and attached (firm price schedule).
• SBD 4: Completed, signed and attached (declaration of interest).
• SBD 5: Completed, signed and attached (National Industrial Participation Programme).
• SBD 6.1: Completed, signed and attached (preference points claim form).
• Specification document and General Conditions of Contract must be included.
• Tax compliance: Provide TCS PIN (or CSD number) and proof of registration on the CSD.
• Joint‑venture/consortium: Submit a copy of the joint‑venture agreement and a separate TCS PIN/CSD number for each party.
• Submission rule: Only one bid per office; multiple‑office bids will be disqualified.

• Scope of work:
• Daily office cleaning (consumables, equipment, labour) for the entire contract period (5 years).
• Occasional/ad‑hoc cleaning on separate purchase orders.
• Installation, maintenance and servicing of all cleaning equipment; defective equipment to be repaired/replaced within 24 h (emergency) or 8 h (non‑emergency).
• All staff must be vetted by RAF Security, wear PPE with company logo, and comply with the Basic Conditions of Employment Act.
• Compliance with the Occupational Health and Safety Act and provision of an approved Material Safety Data Sheet (MSDS) for all chemicals.
• Experience requirements: Minimum three current/previous clients in cleaning/hygiene services.
• Supervisor qualifications: Matric (Grade 12) + at least 3 years supervisory experience in cleaning.
• Cleaner qualifications: Minimum 2 years cleaning experience.
• Staffing per office: (example) Block A & C – 1 supervisor, 3 cleaners; Block F – 1 supervisor, 8 cleaners; Pretoria – 2 supervisors, 24 cleaners; etc. (full table in tender).
• Infrastructure deliverables: Provide quantified lists of equipment (one‑off, quarterly, monthly), cleaning materials (quarterly), consumables (monthly), SABS‑approved fumigation chemicals, dispensers, and cleaning checklists for kitchens, offices and ablution facilities.
• Reporting: Report to the Manager Facilities Management; submit monthly invoices to [email protected] no later than the 18th of each month.
• Service levels: Equipment repair within 24 h; emergency repairs within 8 h; adherence to daily activity schedules (see detailed activity tables in the tender).

• Equipment & consumables planning: Provide quantified lists of equipment (one‑off, quarterly, monthly), cleaning materials (quarterly) and consumables (monthly). All items must be SABS‑approved.
• Reporting: Report to the Manager Facilities Management; submit monthly invoices to [email protected] by the 18th of each month.
• Delivery: Deliver and install equipment/consumables the day before contract start.
• Ad‑hoc services: Offer pest‑control, fogging, special cleaning (server rooms, hub rooms), deep cleaning of carpets/chairs/ablution facilities, storeroom cleaning, flood‑damage cleaning, curtain washing, blind cleaning – all on request.
• Catering support for meetings: Refill coffee/tea canisters, fill urns, clean urns monthly, provide water jugs and foam cups on request.
• Daily activity schedule: Follow the detailed daily, weekly and monthly cleaning tasks outlined in the tender (e.g., 4 times daily urinal cleaning, daily dusting, weekly blind cleaning, monthly pressure washing, etc.).

• Company experience: Minimum of three current or previous clients confirming experience in cleaning and hygiene services.
• Supervisor qualifications: Matric (Grade 12) certificate + at least 3 years supervisory experience in cleaning.
• Cleaner qualifications: Minimum 2 years cleaning experience.
• Staffing levels: Specific numbers of supervisors and cleaners per office are listed in the tender (e.g., Block A & C – 1 supervisor, 3 cleaners; Pretoria – 2 supervisors, 24 cleaners, etc.).

• Eligibility: Bidder must be a registered service provider under applicable South African laws.
• Business continuity: Must have a documented Business Continuity Management Plan available for RAF inspection during contract performance.
• Evaluation: The published evaluation criteria are final; no amendments will be accepted after the closing date.

• Form: Complete SBD 3.1 – Pricing Schedule (Firm Prices).
• Tax inclusion: Prices must include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levy).
• Delivery costs: Must be incorporated in the quoted price for delivery to the RAF address.
• Validity: Prices are valid for 120 days from the closing date.
• Non‑firm prices: Not accepted; exchange‑rate‑dependent prices will be rejected.
• Invoice submission: Original invoices to be sent to [email protected] no later than the 18th of each month.

• Pricing format: Complete the SBD 3.1 – Pricing Schedule (Firm Prices). Only firm prices are accepted; non‑firm or exchange‑rate‑dependent prices will be rejected.
• All taxes included: Prices must include VAT, PAYE, income tax, UIF, and skills‑development levies.
• Delivery costs: Must be incorporated in the quoted price for delivery to the prescribed RAF address.
• Validity: Prices must remain valid for 120 days from the closing date.
• Invoicing: Submit original invoices to [email protected] by the 18th of each month for services rendered.
• Performance guarantee: Successful bidders will be required to provide a performance guarantee/performance bond as directed by the dti (see NIP section).
• No upfront payment: Payments are made against delivery of services and receipt of a valid invoice.

• Tax compliance: Submit a valid TCS PIN (or CSD number if no PIN). The RAF will verify tax status with SARS; non‑compliant bidders have 7 working days to rectify, otherwise disqualified.
• Central Supplier Database: All bidders must be registered on the National Treasury CSD (https://secure.csd.gov.za/).
• Restricted suppliers: Any bidder or its directors listed on the Restricted Suppliers Register or Tender Defaulters List will be automatically disqualified.
• Service‑of‑the‑State: No person employed by the State (or with a controlling interest) may participate; related parties must be disclosed on SBD 4.
• B‑BBEE: Preference points for specific goals may include B‑BBEE criteria (e.g., South African citizen ownership, women, persons with disabilities) as detailed in the Preference Points Claim Form.
• National Industrial Participation (NIP): If the contract’s imported content exceeds US $10 million, a 30 % NIP obligation applies, with reporting to the dti within 5 working days of award.
• Joint ventures/consortia: Provide a signed joint‑venture agreement and a separate TCS PIN/CSD number for each party.
• Other licences: Provide a valid Pest Control Operator Certificate for any pest‑control services offered.

• Specific‑goal points may be claimed for:
• South African citizenship (minimum 51 % ownership) – 10 points (90/10) / 5 points (80/20).
• Women ownership (minimum 51 %) – 8 points (90/10) / 4 points (80/20).
• Persons with disabilities (minimum 51 % ownership) – 2 points (90/10) / 1 point (80/20).
• Bidders must provide supporting documentation for each claim; failure to do so results in zero points for that goal.
• The Preference Points Claim Form (SBD 6.1) must be completed and attached.

• Legal compliance: All work must comply with the Occupational Health and Safety Act and related regulations.
• Staff PPE: All personnel must wear approved personal protective equipment (safety boots, gloves, masks, overalls, aprons) with the company logo.
• Incident reporting: Any breach of health‑safety regulations may result in penalties under the Competition Act, the Prevention and Combating of Corrupt Activities Act, and possible criminal prosecution.
• Scope: Cleaning services must be performed safely in all RAF offices; the bidder must ensure staff are vetted and trained in OHS requirements.

• Cleaning frequency: Detailed daily, weekly and monthly cleaning schedules are provided for single‑tenant and multi‑tenant buildings (e.g., 4 times daily for urinals, daily dusting, weekly window cleaning, monthly pressure washing, etc.).
• Waste disposal: Empty and clean waste receptacles twice daily; dispose of waste in designated bins.
• Chemicals: Use only SABS‑approved fumigation chemicals that are non‑harmful to humans.
• Materials: All cleaning supplies, consumables and equipment must be SABS‑approved and sourced in accordance with environmental best practices.

• Delivery address: 420 Witch‑Hazel Avenue, Eco‑Glades 2, Centurion, 0046.
• Bid delivery: Must be received by the stipulated time (11:00 AM on 14 Aug 2026). Late bids are not accepted.
• Form usage: All bids must be on the official SBD forms; no re‑typing allowed.
• Contract signing: The successful bidder will sign the written contract form (SBD 7).
• NIP obligations (if applicable): After award, the contractor and the dti will determine the NIP obligation, sign an NIP agreement, submit a performance guarantee, a business concept, detailed business plans, implement the plans and provide bi‑annual progress reports.
• Company information: Provide company name, registration number and tick the appropriate entity type (e.g., partnership, private company, state‑owned, etc.).
• Declarations: The bidder must certify truthfulness of information, disclose any state‑employee connections, and acknowledge penalties for false statements, including possible disqualification, contract cancellation, restriction from future contracts (up to 10 years) and criminal prosecution.

• Bids must be valid for 120 days from the closing date.
• Only hand‑delivered or couriered bids are accepted; faxed or emailed bids are rejected.
• Late bids will not be considered.
• All required SBD forms must be fully completed and signed; incomplete submissions result in disqualification.

• Legislative compliance: Submit all required SBD returnable documents (SBD 1, 3.1/3.2/3.3, 4, 5, 6.1) signed and attached.
• Tax compliance: Provide a valid TCS PIN or CSD number; the RAF will verify tax status with SARS.
• CSD registration: All bidders must be registered on the National Treasury Central Supplier Database.
• Restricted suppliers: Bidders listed on the Restricted Suppliers Register or Tender Defaulters List are automatically disqualified.
• State‑employee disclosure: Complete the declaration on SBD 4 regarding any directors, shareholders or related persons employed by the State.
• Joint ventures/consortia: Provide a joint‑venture agreement and separate tax compliance documents for each party.
• B‑BBEE/NIP: Preference points may be claimed for specific B‑BBEE goals; NIP obligations apply if the contract’s imported content exceeds US $10 million.
• Documentation deadline: All returnable documents must be submitted with the bid by the closing date.

• Preference point system: 80/20 (contracts ≤ R50 million) or 90/10 (contracts > R50 million).
• Points allocation: Price – 80 points (80/20) or 90 points (90/10); Specific goals – 20 points (80/20) or 10 points (90/10); Total – 100 points.
• Specific‑goal evidence: Must be supported by documentation; failure to provide proof results in zero points for that goal.
• Scoring formulae: Provided in the tender (e.g., Ps = (Pmin / Pt) × 80 or 90). The lowest acceptable price receives the maximum price points.
• Verification: The organ of state may request additional evidence before or after award.
• Definitions: Includes definitions of “tender”, “price”, “rand value”, and “income‑generating contract” as per the Preferential Procurement Regulations.