Raf: operational diagnostic assessment, business process re-engineering, operating model redesign and external capacitation (12 months)

Publication date: 03 November 2026.

Non-compulsory briefing session: 09 November 2026 at 11:00, held on Microsoft Teams.

Closing date for written bid questions and enquiries: 13 November 2026; no telephonic enquiries are entertained.

Publication date for Questions and Answers: 19 November 2026, on the RAF website and eTender portal.

Closing date and time: 01 December 2026 at 11:00.

Enquiries — contact person: Ntanganedzeni Mutheiwana.

Enquiries — email: [email protected].

Enquiries — telephone: not provided; no telephonic enquiries are entertained.

Enquiries — department: Supply Chain Management Office.

Submission address: Road Accident Fund (RAF), Eco Glades 2 Office Park, 420 Witch-hazel Avenue, Centurion, 0046.

Service delivery address: RAF National Office, Centurion (project team required to work on site).

Questions and Answers: published on the RAF website and eTender portal.

Submission method: hand delivery or courier only to the tender box; faxed and emailed proposals are not accepted.

Submission address: tender box at reception, Road Accident Fund (RAF), Eco Glades 2 Office Park, 420 Witch-hazel Avenue, Centurion, 0046.

Packaging: bid response must be clearly marked with the tender number and description.

Copies: original Bid Document or Proposal plus a soft copy enclosed in the same envelope.

Closing: 01 December 2026 at 11:00; late bids are not accepted.

Validity: offer must remain valid for 90 days from the closing date.

Official forms only: bids must be submitted on the official forms provided and must not be re-typed.

Returnable forms — all must be completed, attached and signed:

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): pricing offer signed.
• SBD 4 (Declaration of Interest): disclosure of state employment and relationships.
• SBD 5 (National Industrial Participation Programme): NIP declaration signed.
• SBD 6.1 (Preference Points Claim Form): claim for specific goals signed.

Other returnable documents: specification document, General Conditions of Contract, proof of CIDB registration if applicable, Tax TCS PIN or printed TCS certificate, CSD registration, and joint venture agreement if bidding as a consortium or unincorporated grouping.

All SBDs must be signed, indicating where a requirement is not applicable.

Phase 1 — Legislative and mandatory compliance: CSD registration, valid SARS tax status, completed and signed SBD forms, no directors or members in the service of the state, and not listed on the National Treasury Register of Restricted Suppliers or Tender Defaulters.

Phase 2 — Technical or functionality evaluation: minimum qualifying score is 70 out of 100; bidders below 70 are disqualified and do not proceed.

Phase 3 — Price and Specific Goals evaluation.

Preference point system: 80/20 for requirements up to R50 000 000; 90/10 for requirements above R50 000 000 (applicable system to be confirmed by the RAF).

Price weighting: 80 points under 80/20 or 90 points under 90/10.

Specific goals weighting: 20 points under 80/20 or 10 points under 90/10.

Total points: 100.

Specific goals (minimum 51% ownership required for each):

• South African citizen with no franchise before the 1993 or 1996 Constitution: 5 points under 80/20 or 10 points under 90/10.
• Women: 4 points under 80/20 or 8 points under 90/10.
• Persons with disabilities: 1 point under 80/20 or 2 points under 90/10.

Failure to submit proof for specific goals means no preference points are claimed.

The RAF may require substantiation of any preference claim before or after adjudication.

Fraudulent claims may result in disqualification, recovery of costs, contract cancellation, restriction from state business for up to 10 years, and criminal prosecution.

Scope: comprehensive operational diagnostic assessment, business process re-engineering, operating model redesign and external capacitation for twelve (12) months.

Departments in scope: Legal Department; Claims Department; Supply Chain Management Unit; Technology and Digital environment.

Core deliverables: identify operational challenges, process inefficiencies, governance weaknesses, technology limitations, structural constraints, capacity gaps and service delivery bottlenecks; develop practical solutions, implementation plans and reform initiatives; include a roadmap.

Process mapping and benchmarking: current-state mapping across Legal, Claims, SCM and Technology; root-cause analysis; benchmarking against comparable public sector entities and leading industry practice; future-state operating models and process designs.

Legal Services reform: litigation management redesign, mediation and alternative dispute resolution, legal tracking and reporting systems, State Attorney backlog reduction.

Claims Management reform: current-state claims diagnostic, claims operating structure, end-to-end work breakdown studies, capacity and productivity modelling, process and SOP redesign, backlog eradication, claims-to-legal integration, digital enablement, implementation planning, change management and capability transfer.

SCM review: procurement planning, acquisition, contract management, logistics and supplier performance; policy, SOP and governance framework review; SCM Improvement and Modernisation Plan.

Systems modernisation: technology architecture and ICT contract assessment, digital transformation and workflow automation, business intelligence and dashboards, cybersecurity and business continuity assessment, Technology Modernisation and Digital Transformation Roadmap.

Implementation planning: detailed plans with milestones, timelines, resources, budgets, risks and dependencies; change management, stakeholder engagement and communication strategies; performance indicators and monitoring frameworks.

On-site requirement: project team must work on site at the RAF National Office in Centurion and consult Regional Offices; travel to Centurion is not reimbursed.

External capacity: provide additional external capacity as required and identified.

Approach: current-state process mapping across Legal, Claims, SCM and Technology; identification of bottlenecks, duplication, control weaknesses and compliance gaps; root-cause analysis.

Benchmarking: compare RAF operations with comparable public sector entities and leading industry practice.

Future state: develop future-state operating models and process designs; provide business process re-engineering where redesign is required.

Legal: review litigation management, mediation protocols, legal and business interfaces, tracking systems and State Attorney backlogs.

Claims: end-to-end work breakdown studies, capacity and productivity modelling, process and SOP redesign, backlog eradication, claims-to-legal integration, digital enablement.

SCM: review procurement planning, acquisition, contract management, logistics and supplier performance; develop SCM Improvement and Modernisation Plan.

Systems: assess technology architecture, ICT contracts, cybersecurity and business continuity; implement digital transformation, workflow automation and business intelligence tools.

Implementation: detailed plans with milestones, timelines, resources, budgets, risks and dependencies; change management, stakeholder engagement and communication strategies; performance indicators and monitoring frameworks.

Bidder experience: minimum five (5) years' proven experience in organisational turnaround strategy, redesign or restructuring with business process re-engineering, and implementation of transformation initiatives for organisations with 1,500 or more employees with a national footprint in the public sector, insurance sector or financial services sector.

Project team: propose a multi-disciplinary team with clear roles and responsibilities.

Team Lead: at least 10 years' relevant experience; degree in Industrial Psychology or operations management; certified Organisational Design specialist by an accredited institution.

Business Process Analyst: at least 5 years' experience in reviewing, analysing and mapping business processes; relevant degree with professional certification by an accredited institution.

Other specialists: propose resources for Legal Services, claims, operating model design, data analytics, workflow automation and change management as required.

Client references: company letterheads showing client contact details, contract start and end dates, number of employees, presence in more than one province, and description of services rendered.

Experience scoring: less than 5 years or no valid references scores 0; 5 years scores 20; more than 5 years scores 35; overlapping periods counted once.

Key resources: CVs with relevant experience, qualifications and certifications must be provided.

Business continuity: bidder must have a business continuity management plan available for RAF inspection during the subsistence of services.

Project plan: must include quality assurance throughout the project duration.

Deliverables: project plan must cover activities, milestones, project team, responsibility matrix, duration per deliverable aligned to the 12-month period, and capacitation or support.

Form: SBD 3.3 Pricing Schedule (Professional Services).

Ceiling price: indicate a ceiling price based on total estimated time for completion of all phases, including all expenses and all applicable taxes.

Rates: hourly and daily rates per person and position; certified invoices must be rendered.

Phases: cost per phase and man-days to be spent.

Travel: specify rate per kilometre, total kilometres, class of air travel, etc.; only actual costs recoverable; proof must accompany certified invoices.

Other expenses: accommodation, telephone, reproduction and similar costs; proof must accompany invoices.

Validity: state number of days the offer is valid from the closing date (90 days required).

Commencement: state period required to commence after acceptance of bid.

Man-days: state estimated man-days for completion of project.

Rate basis: indicate whether rates are firm for the full contract period; if not, provide adjustment basis such as CPI.

Pricing format: SBD 3.3 Pricing Schedule (Professional Services); bidders must indicate a ceiling price based on total estimated time for all phases, including all expenses and all applicable taxes.

Rates: hourly and daily rates per person and position; certified invoices must be rendered.

Cost build-up: price per phase and man-days to be spent.

Travel expenses: only actual costs are recoverable; proof of expenses must accompany certified invoices.

Other expenses: accommodation, telephone, reproduction and similar costs require proof with invoices.

Offer validity: 90 days from the closing date.

Commencement and man-days: period required to commence after acceptance and estimated man-days for completion must be stated.

Rate basis: indicate whether rates are firm for the full contract period or provide adjustment basis.

Professional Indemnity: cover required prior to award, extended to include privacy breach and cyber liability.

Indemnity: service provider indemnifies the RAF against claims arising from negligent acts or omissions.

NIP performance guarantee: payable to the dti only if the contract exceeds R10 million or imported content triggers the National Industrial Participation Programme obligation.

CSD registration: mandatory on the National Treasury Central Supplier Database; provide CSD number where no TCS PIN is available.

Tax compliance: SARS Tax Compliance Status PIN or printed TCS certificate; each party to a consortium, joint venture or sub-contracting arrangement must submit a separate PIN; non-compliant bidders have seven (7) working days to rectify, otherwise disqualification.

Restricted suppliers: automatic disqualification if listed on the National Treasury Register of Restricted Suppliers or Tender Defaulters.

State employment: automatic disqualification if the bidder, its directors or members are in the service of the state.

Returnable forms — all must be completed, attached and signed: SBD 1, SBD 3.3, SBD 4, SBD 5 and SBD 6.1.

CIDB: proof of registration if applicable.

Joint venture: copy of joint venture agreement required for consortiums or unincorporated groupings.

Professional Indemnity: cover including privacy breach and cyber liability, available prior to award.

Business continuity: management plan must be available for RAF inspection during the contract.

B-BBEE: claim specific goals through SBD 6.1; 51% minimum ownership applies to each designated goal; no points are claimed without supporting proof.

Eligibility: bidder must be an eligible, registered service provider under applicable laws.

Contract form: successful bidder must complete and sign SBD 7 written contract form.

Governing terms: Preferential Procurement Policy Framework Act 2000, Preferential Procurement Regulations 2017, General Conditions of Contract and any special conditions.

Tax rectification: non-compliant bidders have seven (7) working days to rectify SARS tax matters; failure leads to disqualification.

Professional Indemnity: cover required prior to award, extended to include privacy breach and cyber liability.

Indemnity: service provider holds the RAF harmless from claims arising from negligent acts or omissions.

Privacy: Privacy by Design and Privacy by Default principles must be applied; electronic information protected by encryption, authentication, logging and monitoring.

Data location: RAF information must not be transferred, stored or processed outside South Africa without prior written approval and legal compliance.

Audits: RAF or authorised representatives may conduct privacy, information security and compliance assessments or audits.

NIP: if applicable, performance guarantee to the dti, business concept, business plans and bi-annual progress reports; NIP agreement is between the dti and the contractor, not the RAF.

Phase 1: legislative and mandatory compliance screening (CSD, tax, SBD forms, state employment, restricted supplier list).

Phase 2: technical or functionality evaluation; minimum qualifying score 70 out of 100; bidders below 70 are disqualified.

Phase 3: price and specific goals evaluation.

Preference points: 80/20 system for values up to R50 000 000 or 90/10 above R50 000 000; price carries 80 or 90 points; specific goals carry 20 or 10 points; total 100.

Specific goals require minimum 51% ownership and supporting proof; failure to submit proof means no points claimed.

Evaluation criteria published with the RFP apply and may not be amended after closing.

Bid proposals must be clearly indexed and cross-referenced to a Table of Contents.