RFQ: plumbing line flushing services for raf head office (block f) – gauteng

Scope of work:

• Flush plumbing lines at the Road Accident Fund (RAF) Head Office in Block F, Gauteng.
• The service involves handling RAF confidential, private, personal, or sensitive information (files, data, or documents) in compliance with the Protection of Personal Information Act (POPIA).

Evaluation will assess the following:

• Capability to perform plumbing work for flushing lines at RAF Head Office (Block F).
• Compliance with RAF security requirements, including POPIA alignment.
• Willingness to undergo RAF security screening/vetting for directors and staff.
• Proof of policies and systems for data protection and security.
• Ability to ensure subcontractors meet the same security and compliance criteria.

Scope of work:

• Flush plumbing lines at the Road Accident Fund (RAF) Head Office in Block F, Gauteng.

Security and data handling:

• Service Provider will handle RAF confidential, private, personal, or sensitive information (files, data, or documents).
• Must comply with the Protection of Personal Information Act (POPIA).

Data Protection and POPIA Compliance:

• Full compliance with the Protection of Personal Information Act (POPIA) for handling RAF confidential, private, personal, or sensitive information.
• Implement policies and measures to safeguard data against unauthorised access, disclosure, alteration, or destruction.
• Ensure third-party service providers handling PII are vetted for data protection policies and sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting for company directors and resources provided.

Physical Security:

• Secure perimeter with controlled access, surveillance systems, secure doors, locks, and alarms to prevent unauthorised access.
• Document storage facilities must be protected against unauthorised access.
• Report any real, attempted, or suspected physical security breaches to RAF, including CCTV footage, police reports, and alarm system records.

Document Handling and Transportation:

• Secure transportation system (lockable containers) for transferring files to and from premises.
• Maintain accurate records of document location, access history, and retention schedule.
• Secure retrieval protocols, including identity verification of requesters.

Access Control:

• Access to documents and records restricted to authorised personnel only.
• Implement access monitoring and control procedures for storage facilities.
• Grant access on a need-to-know basis with strong authentication methods.
• Regularly review and update access permissions.

Fire Safety:

• Premises must have a fire suppression system or CO2 fire extinguishers to prevent document loss or damage.

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 to address vulnerabilities.

Incident Reporting:

• Maintain a documented incident response plan for data breaches.
• Report security incidents or data breaches to RAF promptly.

Subcontractor Oversight:

• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Service Provider is responsible for subcontractor compliance.

Audit and Monitoring:

• RAF reserves the right to audit and monitor compliance with security policies.
• Cooperate with RAF audits or assessments.

Fire Safety:

• Premises must have a fire suppression system or CO2 fire extinguishers to prevent damage or loss of documents and records in the event of a fire.

Physical Security:

• Secure perimeter with controlled access and/or surveillance systems.
• Premises must have secure doors, locks, and alarms to prevent unauthorised access.
• Implement policies and procedures to ensure access is controlled and monitored.

Security and Compliance Obligations:

• Ensure physical security of records, including controlled access points, surveillance cameras, and 24/7 monitoring.
• Protect all document storage facilities against unauthorised access.
• Report any real, attempted, or suspected physical security breaches to RAF, providing CCTV footage, police reports, and alarm records.
• Implement network security measures such as firewalls, intrusion detection, and encryption to protect against unauthorised access or attacks.

Data Protection:

• Handle and process personal and sensitive data in compliance with applicable laws and regulations.
• Implement measures to safeguard data against unauthorised access, disclosure, alteration, and destruction.
• Inform RAF immediately of any data breaches or incidents impacting information security.
• Impose confidentiality obligations on agents, subcontractors, or third parties handling records.
• Ensure third-party service providers handling PII are vetted and sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting for company directors and resources.

Cybersecurity:

• Implement robust measures to protect 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 to address vulnerabilities.

Incident Reporting:

• Maintain a documented incident response plan for data breaches.
• Report security incidents or data breaches to RAF in a timely manner.

Subcontractor Oversight:

• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Service Provider is responsible for subcontractor compliance.

Audit and Monitoring:

• RAF reserves the right to audit and monitor compliance with security policies.
• Service Provider must cooperate with RAF audits or assessments.

Network Security:

• Digital document storage systems must have technical security measures such as firewalls, intrusion detection, and encryption to protect against unauthorised access or attacks.

Scope: Flush plumbing lines at the Road Accident Fund (RAF) Head Office in Block F, Gauteng. The tender is governed by the Preferential Procurement Regulations, 2022, and requires submission of the SBD 6.1 Preference Points Claim Form. The form captures company details, type, and preference points claims for specific goals (HDI, women, disability).

Submit the following returnable documents with your bid: SBD 6.1 Preference Points Claim Form (mandatory). Failure to submit required proof or documentation for preference points will result in no points being awarded for specific goals. The form must be completed in full, including company/firm details and type (e.g., Partnership, Sole Proprietorship, (Pty) Ltd, etc.).

Evaluation uses the 80/20 Preference Point System. Points are allocated as follows: 80 points for price (lowest acceptable tender scores highest), 20 points for specific goals. Specific goals and their points: Historically Disadvantaged Individuals (10 points), Women (8 points), Persons with Disability (2 points). Proof/documentation is required to claim points for specific goals. Failure to submit proof will result in zero points for specific goals. The organ of state may request substantiation of claims at any time.

Scope: Flush plumbing lines at the Road Accident Fund (RAF) Head Office in Block F, Gauteng. No explicit technical standards, deliverables, or service levels are provided in the document. Compliance with general plumbing standards is implied.

Compliance with Preferential Procurement Regulations, 2022, is mandatory. Submission of the SBD 6.1 form is required. Bidders must certify that all information provided is true and correct. Fraudulent claims may result in: disqualification from the tendering process, recovery of costs/losses/damages by the organ of state, contract cancellation, restriction from obtaining business from any organ of state for up to 10 years, and/or criminal prosecution. Bidders must be registered companies/firms (type must be declared in the form).

The Road Accident Fund (RAF) requires flushing of all plumbing lines at its Head Office in Block F, Centurion. Scope includes bathrooms, urinals, basins, kitchens, hot/cold water distribution pipework, branch lines, and terminal points to remove sediment, debris, and restore system integrity.

RFQ issued: 05 June 2026. Compulsory site inspection: 09 June 2026 at 11h00, 2 Eco Glades, 420 Witch Hazel Road, Centurion. Closing date and time: 12 June 2026 at 11h00. RFQ validity period: 30 days from closing date. Expected service start: Once Purchase Order is issued.

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

Submit all RFQ responses via email to: [email protected]. Late quotations will not be accepted. Complete and sign all Annexures (Standard Bidding Documents and Mandatory Evaluation documents where applicable). Collusive bidding or submitting multiple proposals 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 closing, consider your proposal unsuccessful. Do not offer gifts, hospitality, or benefits to RAF officials; report any solicitation to the RAF fraud line at 0800 005919. Failure to follow submission instructions (e.g., incorrect email) will disqualify your quote.

Evaluation follows a two-phase process: Phase 1 (Mandatory Requirements) and Phase 2 (Price and Specific Goals). Bidders must first comply with all mandatory requirements to proceed to Phase 2. Mandatory: CSD-registered supplier; tax compliance verified by SARS; no late submissions; no multiple bids from related entities; compliance with COIDA, plumber registration, and other mandatory documents. Preferential: 80/20 preference point system applied to bids with a Rand value ≥ R2,000.01 and ≤ R1,000,000.00. Price accounts for 80 points, and Specific Goals (HDI status: South African citizens disenfranchised pre-1993/1994, females, or persons with disabilities) account for 20 points. Points claimed for Specific Goals are verified via CSD. Bidders with disabilities must provide a valid medical certificate.

Scope: Flush all plumbing lines at RAF Head Office, Block F, including bathrooms, urinals, basins, kitchens, hot/cold water distribution pipework, branch lines, and terminal points. Deliverables: Remove sediment, dirt, pipe scale, lubricants, and debris; restore and stabilize disinfectant residuals; ensure system is clean, safe, and operational. Methods: Continuous feed, slug, or spray/swab methods using chlorine solution or other approved disinfectants. Chemical Requirements: Must not damage seals, gaskets, valves, pipe joints, or fixtures; Safety Data Sheets (SDS) must be current (≤5 years old). Pre-flushing: Complete pressure testing and inspections; secure pipe supports, brackets, and anchors; isolate or protect sensitive equipment; confirm all drainage points are operational; ensure all worked points are properly sealed. Safety: Install barriers, warning tape, and signage; provide adequate lighting; use PPE; handle and store chemicals safely; prevent accidental discharge or flooding. Post-flushing: Ensure no leaks at worked points; document the process, materials, and tools used for quality assurance and compliance.

Pricing: Quote in ZAR, VAT-inclusive (if VAT-registered). Non-VAT vendors must not charge VAT; doing so results in disqualification. Only prices completed in the provided table will be evaluated; failure to complete the table leads to disqualification. No price changes accepted after Purchase Order issuance. Payment: Only against an official RAF Award Letter or Purchase Order (PO) signed by an authorised SCM Manager or delegate. Deliveries or services rendered before PO issuance will not be accepted or paid.

Mandatory: CSD registration required. Tax compliance: Must be in order with SARS. COIDA: Valid letter of good standing (≤12 months old) for plumbing/drain-laying, building construction, cleaning, plumbing services, water reticulation, and maintenance services. Plumber: Must be registered with the Plumbing Certificate of Compliance (CoC) and employed by the bidding company; submit valid certificate/card. B-BBEE: Points claimed for Specific Goals verified via CSD. Disability: Suppliers with disabilities must provide a valid medical certificate (subject to RAF verification). Collusion: Prohibited; multiple bids from related entities will disqualify all involved. Standard Bidding Documents: SBD 4 (Bidders Disclosure) and SBD 6.1 (in terms of PPR 2022) must be completed and signed.