This Tender Has Expired

This document is the SBD 6.1 Preference Points Claim Form for the Road Accident Fund tender (PR10116501) for Occupational Hygiene Survey and Ergonomic Assessment services. Key points:

• Mandatory form for all tenderers to claim preference points under the Preferential Procurement Regulations 2022.
• Must be completed alongside the full tender submission.
• Applies the 80/20 preference point system for this tender.

Evaluation uses the 80/20 preference point system under the Preferential Procurement Regulations 2022:

• 80 points allocated for price (lowest acceptable tender scores highest).
• 20 points allocated for specific goals (B-BBEE-related):
• Historically Disadvantaged Individuals: 10 points
• Women: 8 points
• Persons with Disability: 2 points
• Tenderers must submit proof/documentation to claim points for specific goals. Failure to do so means no points are awarded for those goals.
• The organ of state may require substantiation of claims at any time.
• Bidders must be a legally registered entity (e.g., Partnership, Joint Venture, Consortium, Sole Proprietor, Close Corporation, Public/Private Company, Non-Profit, or State-Owned Company).

Compliance requirements for preference points:

• Submit proof for specific goals to claim points:
• Historically Disadvantaged Individuals (HDI): Verification documentation required.
• Women: Documentation to verify gender representation.
• Persons with Disability: Medical certificate or proof of disability.
• Must comply with the Preferential Procurement Policy Framework Act, 2000 (Act No. 5 of 2000) and Preferential Procurement Regulations, 2022.
• Standard requirements (implied but not explicitly stated in this document) may include:
• Central Supplier Database (CSD) registration.
• Tax compliance clearance certificate.
• Valid B-BBEE certificate.

The Road Accident Fund (RAF) seeks a Service Provider to conduct Occupational Hygiene Surveys and Ergonomic Assessments. Surveys must comply with OHSA 85 of 1993, SANAS standards, and other statutory requirements. Deliverables include hard and electronic copies of reports (one per stressor), calibration certificates traceable to SANAS-accredited labs, and SANAS-accredited lab results for sample analysis. Surveys must be conducted by qualified personnel.

Closing date and time: 24 June 2026 at 11:00. RFQ validity period: 30 days from closing date. Expected service start: Once Purchase Order is issued.

Enquiries: Email [email protected] or contact Jonathan Matjila at 012 621 1962. Submission email: [email protected]. Delivery address: RAF Head Office, 420 Witch Hazel Avenue, Eco-Glades 2, Centurion, 0046.

Submit RFQ responses via email to [email protected]. Late submissions will be rejected. Complete and sign all Annexures (Standard Bidding Documents and Mandatory Evaluation documents). Collusive bidding or multiple submissions from entities with common directors/shareholders will result in disqualification. Only CSD-registered suppliers will be considered. If not contacted within 14 working days of RFQ closure, consider the bid unsuccessful. Prohibition of gifts/hospitality to RAF officials; report solicitation to 0800 005919 or risk disqualification.

Evaluation follows a two-phase process: Phase 1 (Mandatory Requirements) and Phase 2 (Price and Specific Goals). Mandatory Requirements: CSD registration, tax compliance (SARS), valid COIDA Letter of Good Standing (≤12 months old, for Occupational Hygiene-related business), SANAS registration under 'Occupational Hygiene Inspection at Workplaces', AIA certification per OHSA 85 of 1993 (Hazardous Chemical Agents, Noise Exposure, or Lead Regulations), and SAIOH registration for survey personnel. Failure to meet any mandatory requirement results in disqualification. Phase 2: 80/20 preference point system (80 points for price, 20 points for Specific Goals per PPPFA 2022). HDI status (Black South African, female, or disabled) may contribute to Specific Goals. Disqualifiers: late submissions, incomplete/unsigned documents, non-compliance with statutory requirements, false/unverifiable certifications, or failure to disclose conflicts of interest.

Deliverables: Hard and electronic copies of Occupational Hygiene reports (one per stressor) with findings vs. legal limits. Valid calibration certificates (traceable to SANAS-accredited labs) for all monitoring equipment. Valid SANAS accreditation certificates for laboratories analyzing samples. Surveys must be conducted by personnel with formal Occupational Hygiene qualifications and SAIOH registration. Compliance with OHSA 85 of 1993, Department of Labor/Health requirements, and SANAS standards. Submit a SHE File (per TNPA requirements) upon award. Surveys must include compliance with relevant legal requirements applicable to the facility.

Prices must be VAT-inclusive (if VAT-registered) and quoted in ZAR. VAT vendors must include VAT; non-VAT vendors charging VAT will be disqualified. Only prices in the provided cost breakdown table will be evaluated. No price changes allowed after Purchase Order issuance. Non-compliance with pricing format leads to disqualification. RFQ validity period: 30 days from closing date.

Mandatory: CSD registration. Valid Letter of Good Standing from Compensation Commissioner (COIDA, Act 130 of 1993) for Occupational Hygiene-related business (≤12 months old). SANAS registration under 'Occupational Hygiene Inspection at Workplaces' (valid and active). Approved Inspection Authority (AIA) certification per OHSA 85 of 1993 (Hazardous Chemical Agents, Noise Exposure, or Lead Regulations). Resource conducting surveys must be SAIOH-registered (certificate required). Tax compliance (SARS confirmation). Prohibition of gifts/hospitality to RAF officials; report solicitation to 0800 005919. Disabled suppliers must provide a valid medical certificate.

Returnable Documents: The Service Provider must have protocols for handling and transporting RAF's confidential files, data, and documents. This includes:

• A secure, lockable transportation system for moving files to and from your premises.
• Lockable containers or packaging during handling and transport to prevent loss, theft, or damage.
• Accurate record-keeping for each document, including its location, access history, and retention schedule.
• Secure retrieval protocols that verify requester identity and ensure secure transport.
• Detailed logs of all retrieval activities (date, time, requester identity, reason).
• Secure storage in lockable cabinets to prevent unauthorised access or tampering.
• Access control policies to ensure only authorised personnel handle, view, or transport documents.
• Access monitoring and control procedures for the storage facility.
• Network security measures including firewalls, intrusion detection, and encryption.

To be eligible, service providers must demonstrate: established policies and procedures for data protection and physical/document security; compliance with POPIA and other relevant data protection laws; the capability to implement all specified technical and organizational security measures (e.g., secure facilities, fire suppression systems, encryption); a history of handling sensitive information securely; and willingness to undergo RAF audits and security vetting. The use of subcontractors is permitted only if they meet the same standards.

The Service Provider must comply with the provisions of the Protection of Personal Information Act (POPIA).

The Service Provider must implement security measures to protect RAF's confidential information. Key requirements include:

• Physical security: Controlled access points, surveillance cameras, and/or 24/7 monitoring at your premises. All storage facilities must be protected against unauthorised access.
• Immediate reporting to RAF of any real, attempted, or suspected physical security breach, providing CCTV footage, police reports, and alarm system records.
• Data protection: Handle personal and sensitive data in compliance with applicable laws. Safeguard data against unauthorised access, disclosure, alteration, and destruction.
• Immediate reporting of any data breaches or security incidents to RAF.
• Impose confidentiality obligations on agents, subcontractors, or third parties who receive records.
• Third-party service providers handling PII must be vetted for data protection policies and sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting of company directors and resources.
• Cybersecurity: Implement robust measures against malware, phishing, and unauthorised access.
• Use encryption for data in transit and at rest, complying with industry standards.
• Regularly update and patch systems, software, and applications.
• Have a documented incident response plan for data breaches.
• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Cooperate with RAF audits and monitoring of compliance.
• Fire suppression: Premises must have a fire suppression system or similar (e.g., carbon dioxide fire extinguishers) to prevent document loss in a fire.
• Secure facility: Premises must have a secure perimeter, controlled access, surveillance systems, secure doors, locks, and alarms.

The Service Provider's premises must have:

• A fire suppression system or similar (e.g., carbon dioxide fire extinguishers) to prevent damage or loss of documents and records in a fire.
• A secure perimeter with controlled access and/or surveillance systems.
• Secure doors, locks, and alarms to prevent unauthorised access.
• Physical security measures including controlled access points, surveillance cameras, and/or 24/7 security monitoring.

The Service Provider must ensure the security of RAF's documents and data. Key contractual obligations include:

• Physical security: Implement controlled access points, surveillance cameras, and/or 24/7 monitoring. Always ensure the physical security of records in your possession.
• Immediate reporting to RAF of any real, attempted, or suspected physical security breach, providing supporting evidence (e.g., CCTV footage, police reports).
• Data protection: Handle personal and sensitive data in compliance with applicable laws. Safeguard data against unauthorised access, disclosure, alteration, and destruction.
• Immediate reporting of any data breaches or incidents impacting information security to RAF.
• Implement measures to ensure confidentiality, including imposing confidentiality obligations on agents, subcontractors, or third parties.
• Third-party service providers handling PII must be vetted for data protection policies and sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting of company directors and resources.
• Cybersecurity: Implement robust measures against cyber threats (malware, phishing, unauthorised access).
• Use encryption for data in transit and at rest, complying with industry standards.
• Regularly update and patch systems, software, and applications.
• Have a documented incident response plan for data breaches.
• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Cooperate with RAF audits and monitoring of compliance.

The Service Provider will handle RAF's confidential, private, personal, or sensitive information (files, data, documents) and must comply with the Protection of Personal Information Act (POPIA). Specific conditions include:

• Document Handling and Transportation: Have protocols for secure handling and transport. Use a secure, lockable transportation system for files to and from your premises.
• Security Measures: Use lockable containers or packaging during handling and transport to prevent loss, theft, or damage.
• Record Keeping: Maintain accurate records for each document, including location, access history, and retention schedule. Organise records for easy and accurate tracking.
• Document Retrieval and Handling: Implement secure retrieval protocols.
• Secure Retrieval: Verify requester identity and ensure secure transport of documents and records.
• Record Keeping: Maintain detailed logs of retrieval activities (date, time, requester identity, reason).
• Secure Storage: Store physical documents in lockable cabinets to prevent unauthorised access or tampering.
• Access Control: Have policies and procedures to control and monitor access.
• Document Access Control: Control access so only authorised personnel handle, view, or transport documents.
• Access Monitoring and Control: Implement procedures to ensure only authorised personnel access documents, records, and the storage facility.
• Network Security: Implement technical security measures (firewalls, intrusion detection, encryption) for digital storage systems.