Occupational hygiene survey and ergonomics assessment for the raf office in east london

RFQ Issued Date: 03 November 2026

Closing Date and Time: 10 November 2026 at 10:00

RFQ Validity Period: 30 days from the closing date

Mandatory briefing or site visit: Not applicable

Enquiry Contact:

• Name: mihlalim1
• Email: [email protected]
• Telephone: 043 707 4710

Submission and Service Delivery Address:

Phase 6A Waverly Office Park

21 Phillip Frame Road

Chiselhurst East London

The bid will be evaluated using the 80/20 preference point system.

Scoring split:

• Price: 80 points
• Specific Goals: 20 points

Mandatory phase: All service providers must meet mandatory requirements before being considered for price and specific goals evaluation.

Scope of work: Conduct Occupational Hygiene Survey and Ergonomics Assessment for the RAF Office in East London.

Occupational Hygiene Survey requirements:

• Identify health risks related to workplace conditions.
• Focus on exposure to hazardous substances, noise levels, and air quality.
• Assess illumination (SANS 10114), indoor thermal conditions, ventilation, and indoor air quality (CO2, airflow).
• Use calibrated equipment (sound level meter, lux meter, thermal anemometer, etc.).

Ergonomics Assessment requirements:

• Evaluate workstation design for employee comfort and safety.
• Identify ergonomic risks such as repetitive strain injuries.
• Provide recommendations for improving workstation design and work practices.

Deliverables: Hard and electronic copies of comprehensive Occupational Hygiene and Ergonomics Risk Assessment reports.

Pricing format: Itemized quotation for Occupational Hygiene Survey, Comprehensive Occupational Hygiene Survey Report, Ergonomics Assessment, and Comprehensive Ergonomics Assessment Report.

Currency: South African Rand (ZAR).

VAT: All prices must be quoted VAT inclusive.

Payment terms: Services are accepted against an official RAF Award Letter or Purchase Order (PO).

Price changes: Not permitted after the official Award Letter or PO is issued.

Mandatory compliance:

• CSD registration is required.
• Tax compliance: SARS tax matters must be declared in order.
• Mandatory certifications:
• COIDA: Valid letter of good standing (Nature of Business must be related to Occupational Hygiene).
• SANAS: Valid accreditation certificate for Occupational Hygiene Inspection at Workplaces.
• AIA: Valid registration certificate from Department of Employment and Labour for Hazardous Chemical Agents, Noise Exposure, or Lead Regulations.
• SAIOH: Valid registration certificate for the resource conducting the survey.
• Equipment: Valid calibration certificates from SANAS-accredited laboratories for all monitoring equipment.
• Disqualification risks: Failure to meet mandatory requirements, collusive bidding, or failure to comply with statutory requirements.

Closing date: 10 November 2026 at 08:00

Returnable forms required:

• SBD 4 (Bidder's Disclosure): Discloses whether any director or shareholder is employed by a state organ and confirms no related interests exist.
• General Declaration: Certifies the bid was prepared independently, without collusion, and that all statements are true and complete.

Mandatory compliance checks for disqualification:

• Bidder must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Bidder must disclose all active companies registered on the CSD linked to all directors.
• Bidder must certify that the bid was prepared independently and without consultation with competitors.

Service required: Conduct Occupational Hygiene Survey and Ergonomics Assessment.

Location: RAF Office in East London.

Bidder must declare:

• Whether any director or shareholder is employed by an organ of state.
• Any relationship between the bidder or its connected persons and employees of the procuring institution.
• All CSD-registered active companies linked to directors.
• Adherence to anti-collusion and ethical bidding principles.

The service provider must have policies in place to comply with the Protection of Personal Information Act (POPIA) and RAF requirements. They must be able to implement the specified technical and organisational security measures. The RAF reserves the right to conduct security screening or vetting for company directors and resources provided. Third-party service providers handling personal information must be screened or vetted for data protection policies and must sign a data protection agreement.

The service provider must implement technical and organisational security measures to protect RAF's confidential, private, personal or sensitive information. Key requirements include:

• Document handling and transportation: secure, lockable containers or packaging to prevent loss, theft, or damage.
• Record keeping: maintain accurate records of each document stored, including location, access history, and retention schedule.
• Secure retrieval: verify identity of requester and ensure secure transport.
• Secure storage: lockable cabinets to prevent unauthorised access or tampering.
• Access control: only authorised personnel may access documents; policies and procedures must control and monitor access.
• Fire suppression: premises must have a fire suppression system, including carbon dioxide fire extinguishers.
• Physical security: secure perimeter, controlled access, surveillance cameras, 24/7 monitoring, secure doors, locks, and alarms.
• Network security: firewalls, intrusion detection, and encryption for digital storage systems.
• Access control: grant access on a need-to-know basis, use strong authentication, regularly review permissions.
• Data protection: comply with data protection laws, safeguard data against unauthorised access, disclosure, alteration, destruction.
• Cybersecurity: robust measures against malware, phishing, unauthorised access; encryption for data in transit and at rest; regular updates and patching.
• Incident reporting: documented incident response plan; report security incidents or data breaches to RAF promptly.
• Subcontractors: ensure they adhere to same data protection and cybersecurity standards; RAF is responsible for their compliance.
• Audit and monitoring: RAF may audit and monitor compliance; service provider must cooperate.

The service provider must comply with the Protection of Personal Information Act (POPIA) and RAF requirements. They must have policies in place to ensure data protection and security. Third-party service providers handling personal information must be screened or vetted for data protection policies and must sign a data protection agreement. The RAF reserves the right to conduct security screening or vetting for company directors and resources provided.

The service provider's premises must have:

• Fire suppression system, including carbon dioxide fire extinguishers, to prevent damage or loss of documents in case of fire.
• Secure perimeter with controlled access and/or surveillance systems.
• Secure doors, locks, and alarms to prevent unauthorised access.
• Physical security measures: controlled access points, surveillance cameras, 24/7 security monitoring.
• All document storage facilities must be adequately protected against unauthorised access.
• In case of any real, attempted, or suspected breach of physical security, the service provider must inform RAF and provide CCTV footage, police report, and linked alarm system records.

The service provider must implement the following security measures:

• Physical security: controlled access points, surveillance cameras, 24/7 security monitoring, secure perimeter, doors, locks, alarms.
• Access control: grant access on a need-to-know basis, use strong authentication, regularly review permissions.
• Data protection: handle and process personal and sensitive data in compliance with applicable laws; safeguard against unauthorised access, disclosure, alteration, destruction; inform RAF immediately of any data breaches or incidents.
• Confidentiality: impose confidentiality obligations on agents, subcontractors, or third parties who receive records.
• Third-party oversight: screen or vet third-party service providers handling PII for data protection policies; require them to sign a data protection agreement.
• Cybersecurity: implement robust measures against malware, phishing, unauthorised access; use encryption for data in transit and at rest; regularly update and patch systems.
• Incident reporting: have a documented incident response plan; report security incidents or data breaches to RAF promptly.
• Subcontractors: ensure they adhere to same data protection and cybersecurity standards; RAF is responsible for their compliance.
• Audit and monitoring: RAF may audit and monitor compliance; service provider must cooperate.