Occupational hygiene survey and ergonomics assessment — raf east london office

Returnable form

• SBD 6.1 (Preference Points Claim Form): claims preference points for specific goals; must be completed and submitted together with the bid, with supporting proof for every goal claimed.
• A goal claimed without the required proof is treated as not claimed.
• The form records the bidder's company name, registration number and type of entity.

Preference point system: 80/20 (applicable to requirements up to R50 million in Rand value, all taxes included).

Points allocation

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Specific goals under the 80/20 system

• Historically disadvantaged individuals: 10 points
• Women: 8 points
• Persons with disability: 2 points

Claiming and verification

• The bidder states the points claimed for each goal on SBD 6.1.
• Proof or documentation supporting a claim must be submitted with the bid; without it the goal is treated as unclaimed.
• The organ of state may require substantiation of any claim before adjudication or at any time afterwards.
• Fraudulent claims or failure to meet the claimed conditions may result in disqualification, recovery of costs and damages, cancellation of the contract, restriction from doing business with any organ of state for up to 10 years, and criminal prosecution.

Preference points

• SBD 6.1 must be completed and submitted with the bid to claim points for specific goals.
• Supporting proof for each claimed goal must accompany the bid; an unproven claim scores no points.
• Claims may be verified before or after adjudication; unsubstantiated or fraudulent claims can disqualify the bidder and lead to restriction from state contracts for up to 10 years.

The Road Accident Fund requires a service provider to conduct an Occupational Hygiene Survey and an Ergonomics Assessment at its East London office, covering a 4 000 m² office environment.

Purpose

• Bring RAF into compliance with the Occupational Health and Safety Act 85 of 1993, the Ergonomic Regulations and other applicable statutes.
• Identify and assess risks from exposure to hazardous substances, noise and air quality in the office so that they can be actioned.
• Identify ergonomic risks in employee workstations and obtain recommendations to mitigate the findings.

Context

• RAF is a schedule 3A public entity established under the Road Accident Fund Act 56 of 1996, headquartered in Centurion with customer experience centres in each province.
• The East London site is office-based, with no welding, grinding, silica, sandblasting or manufacturing workshop activity.

RFQ issued: 12 October 2026

Closing date and time: 16 October 2026 at 10:00

Compulsory briefing session / site visit / site inspection: none

Quotation validity: 30 days from the closing date

Services required: once a purchase order has been issued

Outcome notification: bidders not contacted within 14 working days of the RFQ being issued may consider their quotation unsuccessful

Enquiries

• Email: [email protected]
• Telephone: 043 707 4710

Submission

• Method: email
• Submission email: [email protected]

Delivery address for goods/services

Phase 6A Waverly Office Park

21 Phillip Frame Road

Chiselhurst

East London

Fraud reporting line

• Toll-free: 0800 005919

Submission method

• Email only, to [email protected]
• Quotations sent to any other address will not be considered.
• Reference number PR10118672 must be quoted on the submission and all supporting documents.

Closing

• 16 October 2026 at 10:00
• Late quotations are not accepted for consideration.

Returnable documents — all annexures must be completed and signed

• SBD 4 (Bidder's Disclosure): discloses any interest held by directors, shareholders or officials connected to the state.
• SBD 6.1 (Preference Points Claim, PPR 2022): claims preference points for specific goals; claims are verified through the CSD.
• Annexure A (Security Measures).
• Mandatory evaluation proof: COIDA letter of good standing, SANAS accreditation certificate, AIA registration certificate, SAIOH registration certificate for the proposed resource, and SANAS-accredited calibration certificates for all monitoring equipment.
• Suppliers claiming disability must attach a valid medical certificate from a registered medical practitioner.

Quotation validity

• 30 days from the closing date.

Disqualification risks

• Quotation received after the closing time.
• Quotation not emailed to the stated address.
• Any annexure left unsigned or omitted.
• More than one proposal submitted by companies sharing a director or shareholder, or one bidder responding with more than one entity.
• Collusive behaviour.
• A supplier that is not VAT-registered charging VAT.
• Prices not completed on the cost breakdown table.
• Mandatory requirements not met.

Two-phase evaluation

Phase 1 — Mandatory requirements

• Bidders indicate compliance or non-compliance against each mandatory item.
• Any bidder who does not meet the mandatory requirements is disqualified and is not evaluated further.

Phase 2 — Price and specific goals (80/20 preference point system)

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points
• Preference points claimed for specific goals are verified through the CSD.

Applicability of the 80/20 system

• Applies to quotations with a rand value from R2 000.01 up to R1 000 000.00, all applicable taxes included.
• RAF may elect to apply the 80/20 system to quotations below R2 000.01.

No minimum qualifying score for functionality is stated.

Scope

• Occupational Hygiene Survey and Ergonomics Assessment for the RAF office in East London.
• Site extent: 4 000 m².
• The office environment has no welding, grinding, silica, sandblasting or manufacturing workshop activities.

Occupational hygiene survey

• Identify health risks arising from workplace conditions, focusing on hazardous substances, noise levels and air quality.
• Hazardous Chemical Agents Regulations 2021 references are to be read as an Indoor Air Quality assessment for an office environment.
• Agents and parameters to be assessed: carbon dioxide (CO2), carbon monoxide (CO), total volatile organic compounds (TVOCs) from printers, cleaning chemicals and furnishings, inhalable office dust, temperature and relative humidity (thermal comfort), and storage and handling of cleaning chemicals.
• Additional parameters: illumination, office noise, workstation ergonomics and thermal comfort.
• Activities on site: routine office work, kitchenette, boardrooms, stationery and cleaning material storage, and normal printer/copier use.
• RAF does not prescribe the number of samples; the Approved Inspection Authority or Occupational Hygienist determines sampling points on site according to SANS and the HCA Regulations, taking into account occupied offices, boardrooms, open-plan areas, the kitchenette and the number of employees present. The bidder must propose and justify the number of samples in its methodology.

Ergonomics assessment

• Evaluate workstation design for employee comfort and safety.
• Identify ergonomic risks such as repetitive strain injuries and recommend improvements to workstation design and work practices.

Deliverables

• Hard and electronic copies of the Occupational Hygiene report for RAF approval.
• A separate hard and electronic report for each occupational hygiene stressor.
• Comprehensive Occupational Hygiene Survey report and comprehensive Ergonomics Assessment report.
• Reports must compare survey findings against the acceptable legal limits.
• Surveys must comply with the relevant legal requirements applicable to the facility and be conducted according to the applicable South African National Standards.

Personnel and post-award requirements

• Surveys must be conducted by personnel with formal qualifications in Occupational Hygiene.
• After award, the successful bidder must provide competency certificates, qualifications and proof of experience for the Occupational Hygiene personnel conducting the surveys.
• After award, the successful bidder must submit a SHE File in line with client requirements.

Regulatory framework

• Occupational Health and Safety Act 85 of 1993 and all relevant regulations.
• Hazardous Chemical Agents Regulations, 2021; Noise Exposure Regulations; Lead Regulations, 2001.
• Requirements of the Department of Employment and Labour and the Department of Health.
• South African National Accreditation System (SANAS).

Pricing format

• All prices must be quoted in South African Rand (ZAR) and be VAT inclusive for VAT-registered suppliers.
• Prices must be entered on the cost breakdown table only; prices submitted elsewhere will not be evaluated and failure to price on the table leads to disqualification.
• Cost breakdown line items: Occupational Hygiene Survey (1), Comprehensive Occupational Hygiene Survey Report (1), Ergonomics Assessment (1), Comprehensive Ergonomics Assessment Report (1), plus VAT (if registered) and grand total.

VAT

• VAT vendors must include VAT in their proposed prices; if they do not, the quoted price is treated as all-inclusive and accepted as such.
• No VAT amount will be added after award.
• A supplier that is not VAT-registered and charges VAT is automatically disqualified.

Price changes

• No price changes are accepted after the official award letter or purchase order is issued.

Payment

• Goods or services are delivered and accepted against an official RAF award letter or purchase order signed by an authorised official.
• RAF reserves the right not to pay for, or accept, goods or services delivered before the award letter or purchase order is issued.
• RAF will not do business with suppliers whose tax matters are not declared in order by SARS.

No bid security, performance guarantee or retention provision is stated.

Registration and standing

• CSD registration is mandatory; RAF conducts business only with CSD-registered suppliers.
• Tax matters must be declared in order by SARS.

Mandatory evaluation documents — all valid proof must be submitted by the closing date and time

• COIDA: valid letter of good standing from the Compensation Commissioner or an authorised entity, with the nature of business being Occupational Hygiene Specialist, Occupational Hygiene Consulting/Consultant, Industrial Hygienist, Environmental Health and Safety Hygienist, Occupational Health Services, or Occupational Health & Safety.
• SANAS: valid accreditation certificate for Occupational Hygiene Inspection at Workplaces.
• AIA: valid Department of Employment and Labour certificate confirming registration as an Approved Inspection Authority under the Occupational Health and Safety Act 85 of 1993, for Hazardous Chemical Agents Regulations 6 & 12, Noise Exposure Regulations 8, or Lead Regulations 7 & 14.
• SAIOH: valid registration certificate for the resource that will conduct the survey.
• Calibration: valid calibration certificates issued by SANAS-accredited laboratories for all monitoring equipment used, traceable to SANAS-accredited laboratories where applicable.
• RAF reserves the right to validate and confirm the validity of all submitted proof.

Returnable forms

• SBD 4 (Bidder's Disclosure): declares any state employment or connection between the bidder's directors, shareholders or members and officials of the procuring institution.
• SBD 6.1 (Preference Points Claim, PPR 2022): claims preference points for specific goals, verified through the CSD.
• Annexure A (Security Measures).

Conduct rules

• Collusive behaviour results in disqualification.
• A bidder may not submit proposals through more than one registered company with a common director or shareholder, and may not respond to the invitation with more than one entity; doing so disqualifies all entities involved.
• Suppliers must not offer gifts, hospitality or other benefits, including branded marketing material, to any RAF official. Any request for such benefits must be reported to the toll-free fraud line 0800 005919; failure to report solicited bribery makes the supplier an accomplice and restricts it from doing business with all organs of state.
• Suppliers claiming disability must provide a valid medical certificate from a registered medical practitioner; RAF reserves the right to verify it.

The provider will be entrusted with RAF confidential, private, personal and sensitive information (files, data and documents) for the duration of the contract and must hold policies that meet RAF requirements and the Protection of Personal Information Act, 4 of 2013.

Scope

• The appointed provider will hold RAF confidential, private, personal and sensitive information (files, data and documents) for the duration of the contract.
• The provider must have policies in place that satisfy RAF requirements and the Protection of Personal Information Act, 4 of 2013.

Document handling and transport

• Lockable transport system for moving files to and from the provider's premises.
• Files kept in lockable containers or packaging during handling and transport to prevent loss, theft or damage.
• Accurate records of every document stored, covering its location, access history and retention schedule, organised for easy and accurate tracking.

Retrieval and storage

• Secure retrieval protocols, including verification of the requester's identity.
• Detailed record of each retrieval: date, time, requester identity and reason.
• Physical documents and records kept in lockable cabinets.
• Access restricted to authorised personnel, with policies and procedures to control and monitor it.

Facility security

• Secure perimeter with controlled access and/or surveillance systems.
• Secure doors, locks and alarms.
• Controlled access points, surveillance cameras and/or 24/7 security monitoring.
• Fire suppression system or similar, with carbon dioxide fire extinguishers, to protect records from fire damage.
• Any real, attempted or suspected physical security breach must be reported to RAF, supported by CCTV footage, a police report and linked alarm system records.

Digital and network security

• Firewalls, intrusion detection and encryption on digital document storage systems.
• Access granted on a need-to-know basis, using strong authentication, with permissions reviewed and updated regularly.
• Encryption of data in transit and at rest, using industry-standard protocols and algorithms.
• Regular patching and updating of systems, software and applications.

Incident response

• A documented incident response plan to address and mitigate data breaches promptly.
• Security incidents and data breaches reported to RAF without delay.

Subcontractors

• Subcontractors must meet the same data protection and cybersecurity standards.
• The provider remains responsible for the actions and compliance of subcontractors and third parties.

Audit

• RAF may audit and monitor the provider's compliance, and the provider must cooperate with audits and assessments.

Data protection

• Compliance with the Protection of Personal Information Act, 4 of 2013 and other applicable data protection legislation.
• Safeguards against unauthorised access, disclosure, alteration and destruction of data.
• Immediate notification to RAF of any data breach or incident affecting information security.
• Confidentiality obligations imposed on agents, subcontractors and any third party that receives records.
• Third parties handling personal information must be screened or vetted for their data protection policies and must sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting of company directors and the resources provided.

Facility and physical security

• Secure perimeter with controlled access and/or surveillance systems; secure doors, locks and alarms.
• Controlled access points, surveillance cameras and/or 24/7 monitoring of the premises.
• Fire suppression system or similar, with carbon dioxide fire extinguishers, to prevent loss of records in a fire.
• Physical security of records maintained at all times, with storage facilities protected against unauthorised access.
• Real, attempted or suspected breaches of physical security reported to RAF with CCTV footage, a police report and linked alarm records.

Document handling

• Lockable transport for files moving to and from the provider's premises; files kept in lockable containers or packaging during handling and transport.
• Records of each document stored, covering location, access history and retention schedule.
• Secure retrieval with verification of the requester's identity; retrieval activities logged with date, time, requester and reason.
• Physical records kept in lockable cabinets, accessible only to authorised personnel.

Access and systems

• Access controlled and monitored; only authorised personnel may handle, view or transport documents.
• Digital storage protected by firewalls, intrusion detection and encryption.
• Access on a need-to-know basis with strong authentication and regular review of permissions.
• Data encrypted in transit and at rest using industry-standard protocols; systems patched and updated regularly.

Data protection and incidents

• Personal and sensitive data processed in line with applicable data protection law.
• Safeguards against unauthorised access, disclosure, alteration and destruction.
• Data breaches and security incidents reported to RAF promptly, with a documented incident response plan in place.
• Confidentiality obligations imposed on agents, subcontractors and third parties receiving records.
• Subcontractors must meet the same data protection and cybersecurity standards, and the provider remains responsible for their compliance.
• RAF may audit and monitor compliance, and the provider must cooperate with audits and assessments.

Obligations during the contract

• The provider holds RAF confidential, private, personal and sensitive information for the contract period and must maintain policies meeting RAF requirements and the Protection of Personal Information Act, 4 of 2013.
• Physical security of records in the provider's possession must be maintained at all times, and storage facilities must be protected against unauthorised access.
• Any real, attempted or suspected breach of physical security must be reported to RAF, with CCTV footage, a police report and linked alarm system records.
• Access to documents and records is limited to authorised personnel, granted on a need-to-know basis with strong authentication and regular permission reviews.
• Personal and sensitive data must be processed in line with applicable data protection law, with safeguards against unauthorised access, disclosure, alteration and destruction.
• Data breaches and security incidents must be reported to RAF promptly, and a documented incident response plan must be in place.
• Confidentiality obligations must be imposed on agents, subcontractors and any third party that receives records.
• Subcontractors must meet the same data protection and cybersecurity standards, and the provider remains responsible for their compliance.
• RAF may conduct security screening or vetting of company directors and the resources provided.
• RAF reserves the right to audit and monitor compliance, and the provider must cooperate with audits and assessments.