Leasing of office space for raf customer experience centres – national tender (multiple locations)

Closing date: 23 October 2026 at 11:00. Non-compulsory briefing sessions are scheduled as follows: Nelspruit Office, 36 Van Rensburg Street, Nelspruit – 15 September 2026 at 11:00 (no parking allocated). Tzaneen Office, No 8 2nd Avenue, Medi Park, Greater Tzaneen EXT 4 – 16 September 2026 at 11:00 (no parking allocated). Vhembe District (Thohoyandou, Sibasa, Shayandima or Makwarela) – Microsoft Teams (link provided) – 17 September 2026 at 11:00. Polokwane Office, 79 Hans van Rensburg Street, Polokwane – 18 September 2026 at 11:00 (no parking allocated). Mafikeng Customer Service Center, 4214 Palmer Crescent, Mafikeng – 22 September 2026 at 11:00 (no parking allocated). Port Elizabeth Office, 575 Govan Mbeki Street, North End, Port Elizabeth (Gqeberha) – 28 September 2026 at 11:00. Kimberly Regional Office, 3 Reginald De Villiers Street, Kimberley – 29 September 2026 at 11:00. Bloemfontein Regional Office, 39 Charlotte Maxeke Street, Bloemfontein – 30 September 2026 at 11:00. Closing date for bid questions and enquiries: 02 October 2026. Publication date for Questions & Answers: 06 October 2026.

Bid enquiries: Ilish Seema, email [email protected]. No telephonic enquiries will be entertained. All questions must be submitted in writing to the email address above. Questions received after 02 October 2026 will not be entertained. Questions and Answers will be published on the RAF website and eTender portal.

Bids must be hand-delivered or couriered to the tender box at the Road Accident Fund, Eco Glades 2 Office Park, 420 Witch-hazel Avenue, Centurion, 0046, before 11:00 on 23 October 2026. Faxed or emailed bids will not be accepted. Submit an original bid document plus one copy, enclosed in the same envelope, clearly marked with the tender number and description. Bids must be valid for 120 days from the closing date. All returnable documents must be completed, signed, and submitted with the proposal on the closing date. Returnable documents include: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Declaration of Interest), SBD 5 (National Industrial Participation Programme), SBD 6.1 (Preference Points Claim Form), the specification document, proof of CIDB registration (if applicable), Tax TCS PIN, and proof of CSD registration. For joint ventures or consortia, each party must submit a separate Tax TCS PIN and a copy of the joint venture agreement. Bids must be submitted on the official forms provided, not re-typed. Late bids will not be accepted.

Returnable documents: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Declaration of Interest), SBD 5 (National Industrial Participation Programme), SBD 6.1 (Preference Points Claim Form), proof of CIDB registration (if applicable), specification document, General Conditions of Contract, Tax TCS PIN, and proof of CSD registration. For joint ventures or consortia, each party must submit a separate Tax TCS PIN and a copy of the joint venture agreement.

Evaluation is conducted in three phases. Phase 1: Initial screening to check that bidders have responded according to the RFB document. Phase 2: Mandatory evaluation for compliance with mandatory requirements. Phase 3: Technical/functional evaluation. Part A: Bidders must achieve a minimum threshold of 70 out of 100 points in the technical evaluation to proceed to Part B (site visit). Bidders scoring below 70 are disqualified. Part B: Site visit evaluation confirms compliance with infrastructure requirements. Bidders who comply are then evaluated on price and functional requirements. The tender uses the 80/20 or 90/10 preference point system. Price is allocated 80 or 90 points, and specific goals 20 or 10 points. Specific goals include: South African citizens who had no franchise in national elections prior to the 1983 or 1996 Constitution (minimum 51% ownership) – 10 points (90/10) or 5 points (80/20); women (minimum 51% ownership) – 8 points (90/10) or 4 points (80/20); persons with disabilities (minimum 51% ownership) – 2 points (90/10) or 1 point (80/20). Bidders must indicate how they claim points for each specific goal and provide supporting documentation. Failure to submit proof of specific goals means no preference points are claimed.

The RAF requires leasing of office space for Customer Experience Centre (CEC) offices in eight locations: Mahikeng, Polokwane, Tzaneen, Mbombela, Vhembe District, Kimberley, Gqeberha, and Bloemfontein. Lease periods are 3 years for most locations, but 5 years for Kimberley and Bloemfontein. Bidders must indicate the area/town they are bidding for. If bidding for more than one area, a separate bid must be submitted for each area. The office space must be a minimum Grade B building as defined by SAPOA, preferably on the ground floor, and within the CBD. Building minimum requirements per town: Mahikeng – 600m2 to 700m2 gross lettable area, 50m2 storage, 28 parking bays, 3-year lease. Polokwane – 400m2 to 500m2, 50m2 storage, 20 parking bays, 3-year lease. Tzaneen – 400m2 to 500m2, 50m2 storage, 20 parking bays, 3-year lease. Mbombela – 400m2 to 500m2, 50m2 storage, 28 parking bays, 3-year lease. Vhembe District – 400m2 to 500m2, 50m2 storage, 20 parking bays, 3-year lease. Kimberley – 500m2 to 600m2, 50m2 storage, 20 parking bays, 5-year lease. Gqeberha – 400m2 to 500m2, 50m2 storage, 16 parking bays, 3-year lease. Bloemfontein – 500m2 to 600m2, 50m2 storage, 30 parking bays, 5-year lease. The storage space of 50m2 must be on the ground floor with suitable load-bearing capacity. The rentable area must be in the same building. The building must have access for people with disabilities (handrails, wheelchair ramps, ablutions, lifts) at the time of occupation, at the landlord's cost. The building must be free of defects such as water leaks, pest infestations, cracks, and damp. Legible to scale floor plans must be submitted. The Certificate of Occupancy and all Certificates of Compliance (COC) must be available at the time of occupation. Building systems: lifts if the space spans more than one floor; full air-conditioning and ventilation; functional extraction in ablutions and enclosed areas; full backup power with generator and UPS, or space for RAF to install a backup generator; dedicated electric distribution boards and up-to-date Electrical COC; lighting per SANS 10400; fire detection and prevention per Part T of SANS 10400; ablution facilities per SANS 10400 Parts P and S; at least one toilet for persons with disabilities on each floor if the space spans more than one floor; double tier cable traps in ceiling voids. The space must accommodate open plan and enclosed offices, a reception area, meeting rooms, storeroom, facilities for persons with disabilities, pause areas, and a kitchen area with hot and cold water, wash-up facility, and space for electrical appliances. Health and safety: all safety equipment must be serviced and up to date; compliance with the OHS Act; all building systems serviced per OEM requirements. Security: power connections in ceiling spaces for future cameras; power points in reception for scanners; more than one entrance/exit for emergency evacuation; adequate security measures (alarm, guarding, electric fences, biometrics); flood lights and well-lit at night; fully perimeter enclosed with single point of entry/exit except emergency exits; all openings secured with burglar bars. ICT: provision for routing data cables in ceiling voids, double tier cable trays, ducts and walls; centrally located enclosed and lockable ICT server and hub rooms with no windows; dedicated power, surge arrestors, and UPS to hub/server rooms. Marketing: landlord must allow building wraps, television advert shoots, bathroom posters, digital screens, information kiosk in reception, and branding in lifts. Landlord must provide: office layout submission drawings to City Council for approval and Certificate of Occupancy; a Service Level Agreement (SLA) with specific timelines for all obligations; air-conditioning and maintenance as part of the lease; maintenance of lifts and escalators; washing of exterior windows and glazed doors bi-annually; building maintenance at all times; maintenance of garden areas. The space must include as a minimum: 1200mm x 600mm suspended ceiling grid; plastered ceilings with access panels; double tier cable trays; drop-in energy efficient light fittings (350 lux) per Part O of SANS 10400; double tier power skirting; made good and primed columns and walls; air conditioning/HVAC per Part V of SANS 10400; fire detection and prevention per Parts T and W of SANS 10400; clean and sound screed ready for new floor finishes. Landlord must keep sewerage pipes, drains, and traps free from obstruction; keep electrical, water, and air conditioning installations in good working order; fumigate before occupation and quarterly thereafter; maintain glazing, windows, burglar alarms, automated gates, sprinkler systems, painting, roof leaks, and aircons as detailed in the SLA. Excluded from rental/operational cost: tenant installation at RAF's cost; tenant installation allowance; levies, taxes, and rates are for the landlord's account. Special permissions: approval for exterior and shop front signage and branding; approval for vending machines; right of first refusal for additional space/lease renewal; if property owners are represented by an agent, mandates must be presented. Parking: all required undercover parking bays preferably on site, or a combination of onsite and offsite undercover bays. Onsite parking must cater for people with disabilities per Part S of SANS 10400. If a combination is proposed, minimum requirements per town: Mahikeng – 20 onsite bays (5 for disabilities), 8 offsite; Polokwane – 15 onsite (2 for disabilities), 5 offsite; Tzaneen – 15 onsite (2 for disabilities), 5 offsite; Mbombela – 20 onsite (2 for disabilities), 8 offsite; Vhembe District – 15 onsite (2 for disabilities), 5 offsite; Kimberley – 15 onsite (2 for disabilities), 5 offsite; Gqeberha – 10 onsite (1 for disabilities), 6 offsite; Bloemfontein – 20 onsite (5 for disabilities), 10 offsite. Offsite parking must be within 500m walking distance. Loading zone close to the entrance with ramps. RAF has right of first refusal to additional parking. Parking requirements assessed annually. Tenant installation: the lease must indicate the tenant installation allowance; the landlord has first right of refusal to carry out tenant installation.

Bidders must be eligible, registered service providers in terms of the applicable laws of the country. Bidders must have a business continuity management plan. Bidders must have Professional Indemnity cover, including privacy breach and cyber liability, available prior to award. Bidders must provide proof of authority for the signatory. Bidders must be registered on the CSD and have a valid Tax TCS PIN.

Bidders must have a business continuity management plan available for inspection by the RAF during the contract. The building must be free of defects such as water leaks, pest infestations, cracks, and damp. All building systems must have been serviced per OEM requirements. The office space must be fully air-conditioned and ventilated as per Grade B buildings. The building must have a Certificate of Occupancy and all Certificates of Compliance available at the time of occupation. The landlord must maintain the building at all times in line with the SLA.

Pricing must be submitted on SBD 3.1 (Pricing Schedule – Firm Prices). Only firm prices will be accepted; non-firm prices, including those subject to exchange rate variations, will not be considered. A detailed cost per item schedule must be provided, covering rental space, operational cost, parking, storage, etc. The rental rate must at the maximum be in line with current SAPOA rates for the area. The offer must be valid for 120 days from the closing date. All applicable taxes must be included in the bid price. The successful bidder will be required to sign a written contract form (SBD 7).

Bidders must be registered on the National Treasury Central Supplier Database (CSD). Bidders must provide a SARS Tax Compliance Status (TCS) PIN or CSD number. If the recommended bidder is non-compliant with SARS, they will be allowed seven (7) working days to rectify their tax matters; failure to rectify will result in disqualification. Bidders must not be persons in the service of the state, nor have directors or members who are. Bidders must not be listed on the National Treasury register of Restricted Suppliers or Tender Defaulters. Bidders must submit proof of authority for the signatory (e.g., company resolution). Bidders must have Professional Indemnity cover, including privacy breach and cyber liability, available prior to award. Bidders must have a business continuity management plan available for inspection. Bidders must be eligible registered service providers in terms of applicable laws. Bidders must comply with the Preferential Procurement Policy Framework Act and the 80/20 or 90/10 preference point system. Proof of CIDB registration is required if applicable. For joint ventures or consortia, each party must submit a separate Tax TCS PIN and a copy of the joint venture agreement. Returnable forms: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Declaration of Interest), SBD 5 (National Industrial Participation Programme), SBD 6.1 (Preference Points Claim Form).

All safety equipment must be serviced and up to date (e.g., firefighting extinguishers, first aid box) as per legislative requirements. All requirements in terms of the OHS Act must be complied with. All building systems must have been serviced per OEM requirements (Electrical, HVAC, Fire, etc.). The building must have fire detection and prevention services in compliance with Part T of SANS 10400. Ablution facilities must comply with SANS 10400 Parts P and S. The building must allow for more than one entrance/exit for emergency evacuation. The area must be fully perimeter enclosed with a single point of entry/exit except for mandatory emergency exits.

The successful bidder will be required to sign a written contract form (SBD 7). The lease agreement will include special conditions. The lessor must provide a Service Level Agreement (SLA) with specific timelines for all obligations. The lease must provide the RAF with right of first refusal for additional space/lease renewal. The lessor must be willing to undertake tenant installation at RAF's cost and provide a tenant installation allowance. The RAF shall not pay for levies, taxes, and rates. The lessor must indemnify the RAF against claims, losses, damages, or expenses arising from the service provider's negligent acts or omissions. The bidder must not transfer, store, or process RAF information outside South Africa without prior written approval. The bidder must permit the RAF to conduct privacy, information security, and compliance audits. The RAF reserves the right to award the bid in full or in parts.

Evaluation is conducted in three phases. Phase 1: Initial screening. Phase 2: Mandatory evaluation. Phase 3: Technical/functional evaluation. Part A: Bidders must achieve a minimum threshold of 70 out of 100 points in the technical evaluation to proceed to Part B (site visit). Part B: Site visit evaluation confirms compliance with infrastructure requirements. Bidders who comply are then evaluated on price and functional requirements. The tender uses the 80/20 or 90/10 preference point system. Price is allocated 80 or 90 points, and specific goals 20 or 10 points. Specific goals include: South African citizens (10 or 5 points), women (8 or 4 points), persons with disabilities (2 or 1 point). Bidders must indicate how they claim points for each specific goal and provide supporting documentation.