Ergonomics assessment for the raf hatfield office

This document is the standard Bidder's Disclosure form (SBD 4) required for all National Treasury bids. It contains declarations regarding employment by organs of state, relationships with procuring institution officials, interests in other enterprises, and independent bid determination. Completion and signature are mandatory.

Closing date: 11 November 2026 at 09:00 (from tender record). No compulsory briefing or site visit mentioned.

Returnable forms: SBD 4 (Bidder's Disclosure) must be completed, signed and submitted with the quotation. The form requires disclosure of any director/shareholder employed by an organ of state, any relationship with a person employed by the procuring institution, and all CSD-registered active companies linked to all directors. Failure to disclose all linked CSD-registered active companies leads to disqualification. Submission method and address not specified in this document.

Mandatory disqualification criteria: Bidder must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. Failure to disclose all CSD-registered active companies linked to all directors results in disqualification. No evaluation scoring, preference point system or minimum qualifying score stated in this document.

CSD registration: Bidders must disclose all CSD-registered active companies linked to all directors. Tax compliance, B-BBEE, CIDB and professional registrations not mentioned in this document.

Closing date: 11 November 2026 at 09:00. No compulsory briefing or site visit stated in the document.

Compliance requirements: CSD registration - bidders must disclose all CSD-registered active companies linked to directors. No specific B-BBEE level, CIDB grade, CIPC registration, or local content percentages stated.

RFQ issued date: 05 November 2026.

Closing date and time: 11 November 2026 at 11:00.

RFQ validity period: 60 days from the closing date.

Expected date services are required: once a Purchase Order has been issued.

Compulsory briefing or site visit: none (N/A).

Outcome feedback: if not contacted within 14 working days of the issued RFQ, consider the proposal unsuccessful.

Enquiries email: [email protected] (direct all enquiries regarding this RFQ by email).

Submission email: [email protected].

Delivery address: Prasa House, 1040 Burnet Street, Hatfield, Pretoria.

RAF reception hours for delivery of goods: 07h45 to 16h00, Monday to Friday.

Fraud line to report gifts, hospitality or solicited bribery: 0800 005919.

Submission method: email all RFQ responses to [email protected].

Quote reference: use PR10119245 as the reference when sending quotations and supporting documentation.

Late bids: quotations received after the closing time will not be accepted.

Incorrect email: failure to follow the email submission instructions will result in the quote not being considered.

Returnable documents: complete and sign all Annexures, Standard Bidding Documents and mandatory evaluation documents.

Pricing table: only prices completed in the cost breakdown table will be accepted for evaluation; failure to provide prices on the table leads to disqualification.

Price changes: no price changes are accepted after the official Award Letter or Purchase Order is issued.

SBD 6.1 (Preference Points Claim): complete to claim specific goals points under the 80/20 system; points are verified through CSD.

Annexure A (Security Measures): complete and sign as part of the returnable documents.

Phase 1 - Mandatory Requirements: bidders must indicate Comply or Do Not Comply for each mandatory requirement by ticking the correct box; bidders that do not meet the mandatory requirements are disqualified and not considered further.

Mandatory professional registration: submit a valid copy of registration as a Certified Professional Ergonomist (CPE) with the Ergonomics Society of South Africa, or as a Certified Professional Associate (CPA), by the closing date and time; the RAF reserves the right to validate and confirm the registration.

Phase 2 - Price and Specific Goals: evaluated on the 80/20 preference point system under the Preferential Procurement Policy Framework Act, 2022.

Price: 80 points.

Specific Goals: 20 points.

Total: 100 points.

80/20 applicability: applies to bids with a Rand value equal to or above R2 000.01 and up to R1 000 000.00 (all applicable taxes included); the RAF may elect to apply the 80/20 system to quotations below R2 000.01.

Specific Goals verification: points claimed for Preferential Procurement Specific Goals are verified through CSD.

Service required: conduct an Ergonomics Assessment for the RAF Hatfield Office.

Scope: conduct an ergonomics assessment of the entire workplace and an in-depth ergonomics risk assessment of the RAF Hatfield building.

Building size: 16 457 square metres, comprising the Basement, Ground, First, Second and Third Floors.

Employees: 900 employees.

Deliverables: a comprehensive report and an Ergonomics Risk Assessment report.

Purpose: enable the RAF to comply with the Occupational Health and Safety Act 85 of 1993 and the Ergonomics Regulations, determine ergonomics risks associated with employee workplaces, and obtain recommendations to mitigate the findings.

Timing: services are required once a Purchase Order has been issued.

Currency: quote all prices in South African Rand (ZAR).

VAT: prices must be VAT inclusive if VAT registered; VAT vendors must include VAT, otherwise the quoted price is deemed all-inclusive and accepted as such, with no VAT added after award.

Non-VAT registered: a service provider that is not VAT registered and charges VAT will be automatically disqualified.

Pricing table: only prices completed in the cost breakdown table are accepted for evaluation; failure to provide prices on the table leads to disqualification.

Cost breakdown items: Ergonomics Assessment (quantity 1) and Comprehensive Ergonomics Risk Assessment Report (quantity 1), plus VAT if registered and a VAT-inclusive grand total.

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 a duly authorised official; the RAF may refuse payment or acceptance of goods or services delivered before a Purchase Order is issued.

80/20 threshold: the 80/20 preference point system applies to bids valued from R2 000.01 up to R1 000 000.00 (all applicable taxes included).

CSD registration: the RAF will only conduct business with CSD-registered suppliers.

Tax compliance: the RAF will not conduct business with suppliers whose tax matters are not declared to be in order by SARS.

Disability proof: suppliers claiming disability must provide a valid medical certificate issued by a registered medical practitioner; the RAF reserves the right to verify.

Professional registration: valid proof of registration as a Certified Professional Ergonomist (CPE) with the Ergonomics Society of South Africa, or as a Certified Professional Associate (CPA), must be submitted by the closing date and time.

Single entity rule: a bidder may not submit more than one proposal from more than one registered company with a common director or shareholder, and may not respond with more than one entity; non-compliance disqualifies all companies involved.

Collusion: collusive behaviour results in disqualification.

Gifts and hospitality: bidders must not offer gifts, hospitality or other benefits to RAF officials (branded marketing material is considered a gift); solicited bribery must be reported on the fraud line 0800 005919, otherwise the provider is deemed an accomplice and restricted from doing business with all organs of state.

SBD 6.1 (Preference Points Claim): complete and sign to claim specific goals points.

Annexure A (Security Measures): complete and sign.

Late bids: quotations received after the closing time are not accepted.

Annexure A - Technical and Organisational Security Measures

• During the subsistence of the contract, the service provider will be entrusted with RAF confidential files, data and documents.
• The service provider must have policies in place to comply with RAF requirements and the Protection of Personal Information Act.

Document handling and transportation

• The service provider must have protocols for handling and transporting files to and from its premises.
• A secure, lockable transportation system must be used to transfer files to and from the premises.
• During handling and transportation, files must be kept in lockable containers or packaging to prevent loss, theft or damage.
• Accurate records must be maintained for each document stored, including location, access history and retention schedule, organised for easy and accurate tracking.

Document retrieval and storage

• Secure retrieval protocols must verify the identity of the requester and ensure documents and records are transported securely.
• A detailed record of all retrieval activities must be kept, including date and time, identity of the requester and reason for the activity.
• Physical documents and records must be stored in lockable cabinets to prevent unauthorised access or tampering.
• Physical documents must be accessible only to authorised personnel, with access controlled and monitored.

Physical security

• The premises must have a secure perimeter with controlled access and/or surveillance systems.
• Secure doors, locks and alarms must prevent unauthorised access.
• Controlled access points, surveillance cameras and/or 24/7 security monitoring must be in place.
• All document storage facilities must be adequately protected against unauthorised access.
• In the event of a real, attempted or suspected physical security breach, the service provider must inform the RAF and provide CCTV footage, police reports and linked alarm system records.

Access control

• Access to documents and records must be controlled so only authorised personnel may handle, view or transport them.
• Access monitoring and control procedures must ensure only authorised personnel are granted access to documents, records and the storage facility.
• Access must be granted on a need-to-know basis.
• Strong authentication methods must control access to systems and data.
• Access permissions must be regularly reviewed and updated.

Network security and cybersecurity

• Digital document storage systems must have firewalls, intrusion detection and encryption to protect against unauthorised access or attacks.
• Robust cybersecurity measures must protect against malware, phishing and unauthorised access.
• Encryption for data in transit and at rest must use protocols and algorithms complying with industry standards.
• Systems, software and applications must be regularly updated and patched to address security vulnerabilities.

Fire suppression

• The premises must have a fire suppression system or similar, including carbon dioxide fire extinguishers, to prevent damage or loss of documents and records in the event of a fire.

Protection of Personal Information Act (POPIA)

• The service provider must have policies in place to comply with RAF requirements and the Protection of Personal Information Act.
• Personal and sensitive data must be handled and processed in compliance with applicable data protection laws and regulations.
• Measures must safeguard data against unauthorised access, disclosure, alteration and destruction.
• The service provider must inform the RAF immediately of any data breaches or incidents affecting information security.
• Confidentiality obligations must be imposed on agents, subcontractors and third parties who receive records.
• The service provider must comply fully with legislative and regulatory frameworks for processing personal information.

Security screening and vetting

• The RAF reserves the right to conduct security screening or vetting of company directors and resources provided.

Subcontractors and third parties

• Third-party service providers handling personal information must be screened or vetted for their data protection policies and procedures.
• Third parties handling personal information must be required to sign a data protection agreement.
• If subcontractors are engaged, they must adhere to the same data protection and cybersecurity standards.
• The service provider is responsible for the actions and compliance of any subcontractors or third parties engaged.

Audit and monitoring

• The RAF reserves the right to audit and monitor the service provider's compliance with this policy.
• The service provider must cooperate with any audits or assessments conducted by the RAF.

Breach notification and incident response

• The service provider must have a documented incident response plan to address and mitigate data breaches promptly.
• Security incidents or data breaches must be reported to the RAF in a timely manner.
• In the event of a real, attempted or suspected physical security breach, the service provider must inform the RAF and provide CCTV footage, police reports and linked alarm system records.

Audit and monitoring

• The RAF reserves the right to audit and monitor the service provider's compliance with this policy.
• The service provider must cooperate with any audits or assessments conducted by the RAF.

Subcontractor responsibility

• The service provider is responsible for the actions and compliance of any subcontractors or third parties engaged in providing services to the RAF.