Maintain, service and repair security system at tzaneen cec (6-Month contract)

The document provided is the SBD 6.1 Preference Points Claim Form, a standard National Treasury form. It contains no tender-specific scope details beyond the 80/20 preference point system and the specific goals claimed.

Preference point system: 80/20 (applicable to tenders up to R50 million including taxes). Maximum 80 points for price and 20 points for specific goals. Specific goals and points: historically disadvantaged individuals (10 points), women (8 points), persons with disability (2 points). Bidders claiming these goals must submit supporting proof with the bid; failure to do so results in no preference points for those goals. The organ of state may require substantiation of claims at any time. Fraudulent claims may lead to disqualification, contract cancellation, recovery of costs, damages, restriction from state business for up to 10 years, or criminal prosecution.

Bidders must complete and submit SBD 6.1 (Preference Points Claim Form in terms of the Preferential Procurement Regulations 2022). This form is mandatory for all tenders and serves as a claim for preference points for specific goals under the 80/20 system.

Bidders must provide client references for current or past similar services, using the specified returnable form.

References

• Bidders must not falsify or misrepresent client reference information. Any falsified or misrepresented information will lead to disqualification from the procurement process.
• The RAF reserves the right to contact the listed clients to authenticate the information provided.
• Bidders may submit additional supporting documents for the references listed.

Client References

• Bidders must provide details of current or past contracts for similar services, including:
• Project description.
• Services rendered.
• Contract start and end dates.
• Client name (the entity that obtained the services, not a sub-contractor).
• Client contact person.
• Client contactable details (email address and/or telephone number).
• Up to five references may be listed.

• Signing the Client Reference returnable form certifies that the information provided is accurate; falsification leads to disqualification.

The Road Accident Fund seeks a service provider to maintain, service and repair the security system at its Tzaneen Customer Experience Centre on a month-to-month basis for six months.

Closing date: 02 November 2026 at 11:00

RFQ issued date: 27 October 2026

RFQ validity period: 30 days from closing date

Expected service commencement: six-month agreement from the date of the last signatory

Compulsory briefing: none (N/A)

Enquiries:

• Email: [email protected]

Submission email: [email protected]

Delivery address:

No. 8

2nd Avenue

Medipark

Tzaneen

Submission method: email to [email protected], quoting reference PR10118924. Late quotations are not accepted. All annexures must be completed and signed and returned with the bid.

Returnable forms:

• SBD 4 (Bidders Disclosure): discloses whether any director or shareholder is employed by the state or connected to the RAF.
• SBD 6.1 (Preference Points Claim in terms of PPR 2022): claims specific goals points.
• Annexure A (Security Measures).
• Annexure B: details of two reference companies.

Disqualification risks:

• Non-compliant email address or missing reference number.
• Late submission.
• Omitting or leaving unsigned any annexure.
• Collusive behaviour or submitting more than one bid from companies with common directors/shareholders.

Two-phase evaluation:

Phase 1 – Mandatory Requirements (pass/fail; failure disqualifies):

• Valid COIDA letter of good standing (Compensation for Occupational Injuries and Disease Act).
• Valid PSIRA letter of good standing for the company and directors.
• Valid PSIRA certificate for the registered company.
• Evidence (Annexure B) of at least two companies where similar maintenance, service and repair of security systems was performed.

Phase 2 – Price and Specific Goals (80/20 system):

• Price: 80 points
• Specific Goals: 20 points

Minimum qualifying score: not stated.

Scope: Maintain, service and repair the security system at Tzaneen Customer Experience Centre on a month-to-month basis for six months.

Visits: Twice a month, one technician.

Service tasks (each twice a month unless noted):

• Access control database: analyse alarm reports, backup and restore data, archive offsite.
• Access control hardware: clean enclosures, check overheating/leaks, check wiring, clean PSUs, check battery runtime, check fingerprint readers and release buttons.
• DVR/NVR: verify recording time/date, clean exterior, check remote viewer, clean/adjust cameras, defrag drives.
• Cameras: adjust and clean, check wiring, backup/restore CCTV data, archive offsite.
• CCTV monitors: check functionality, clean exterior and lenses, check wiring and panic buttons.
• Alarm system: clean and check functionality, check panic buttons/batteries.
• Walk-through metal detectors: clean and service mechanism.
• Fixtures: check and repair/replace if required.
• Training and support: train RAF employees quarterly.
• Monthly maintenance report: provide monthly.

Equipment on site:

• Access control: 1 PC, 4 biometric readers, 1 walk-through metal detector, 1 network switch, 2 emergency releases, 2 door closers, 1 twin terminal.
• CCTV: 1 PC, 1 NVR/DVR, 6 dome cameras, 1 monitor, 1 network switch.
• Alarm system: 1 control panel, 7 PIRs.

Call-out response times:

• Priority 1 (urgent): 2 hours
• Priority 2 (high): 4 hours
• Priority 3 (medium): 6 hours
• Priority 4 (low): normal schedule

Job cards must be provided on all visits, and a monthly report is required. An hourly rate must be quoted for work outside working hours. Parts supplied must be invoiced.

Pricing format: Fixed monthly unit price for six months; priced on the cost breakdown table. All prices must be VAT inclusive (if VAT registered) and in ZAR. Failure to include VAT at award time means no VAT will be added later.

Other rates required (inclusive of VAT):

• Call-out fee (per call)
• Labour rate during working hours (per hour)
• Labour rate outside working hours, including weekends and public holidays (per hour)
• Travelling rate per km (based on approved AA rates)
• Material mark-up percentage (with supplier quotation to verify)

Disqualification:

• Charging VAT without being VAT-registered.
• Not completing the price table.

CSD: Bidder must be registered on the Central Supplier Database.

Tax: Tax matters must be in order with SARS.

COIDA: Valid letter of good standing from the Compensation Commissioner required by closing date.

PSIRA: Valid letter of good standing for the company and directors, plus a valid PSIRA certificate for the registered company, required by closing date.

Experience: Minimum of two reference companies for maintenance/service/repair of security systems (Annexure B).

Disability: Bidders with disabilities must provide a valid medical certificate.

Gifts: Offering gifts, hospitality, or branded material to RAF officials is prohibited; report via fraud line 0800 005919.

The service provider must maintain, service and repair the security system at the Tzaneen CEC on a month-to-month basis for six months. It will handle RAF confidential, private, personal or sensitive information and must comply with RAF requirements and the Protection of Personal Information Act.

The service provider must maintain, service and repair the security system at the Tzaneen CEC on a month-to-month basis for six months. The provider will be entrusted with RAF confidential, private, personal or sensitive information and must comply with RAF requirements and the Protection of Personal Information Act. Security measures required:

• Document handling and transportation: secure lockable containers, accurate records of stored documents including location, access history and retention schedule.
• Secure retrieval: verify requester identity, maintain detailed records of retrieval activities (date, time, requester identity, reason).
• Secure storage: lockable cabinets, access limited to authorised personnel with controlled and monitored access.
• Fire suppression: premises must have a fire suppression system and carbon dioxide fire extinguishers.
• Physical security: secure perimeter, controlled access, surveillance cameras, 24/7 monitoring; report any real, attempted or suspected breach, providing CCTV footage, police report and alarm system records.
• Network security: firewalls, intrusion detection and encryption; access on a need-to-know basis; strong authentication; regular review of permissions.
• Data protection: comply with data protection laws; implement safeguards; immediately inform RAF of any data breaches; impose confidentiality obligations on agents, subcontractors and third parties.
• Screen or vet third-party providers handling PII; require them to sign a data protection agreement; RAF may 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; regularly update and patch systems.
• Incident reporting: documented incident response plan; report security incidents or data breaches to RAF promptly.
• Subcontractors: ensure they adhere to the same data protection and cybersecurity standards; provider responsible for their compliance.
• Audit: cooperate with RAF audits and assessments of compliance.

The service provider must have policies in place to comply with the Protection of Personal Information Act. Third-party providers handling PII must be screened or vetted and sign a data protection agreement. RAF reserves the right to conduct security screening or vetting of company directors and resources. The provider must comply with applicable data protection laws and regulations and implement safeguards against unauthorised access, disclosure, alteration and destruction of data.

Fire suppression: the provider's premises must have a fire suppression system or similar, and carbon dioxide fire extinguishers, to prevent damage or loss of documents in case of fire.

Physical security: secure perimeter with controlled access and/or surveillance; secure doors, locks and alarms to prevent unauthorised access.

During the contract the provider will be entrusted with RAF confidential, private, personal or sensitive information and must have policies to comply with RAF requirements and POPIA. Security measures include:

• Secure facility: perimeter with controlled access, surveillance, secure doors, locks and alarms.
• Physical security: controlled access points, surveillance cameras, 24/7 monitoring; report any breach, providing CCTV footage, police report and alarm system records.
• Access control: need-to-know basis, strong authentication, regular review of permissions.
• Data protection: comply with data protection laws; safeguard against unauthorised access, disclosure, alteration and destruction; immediately inform RAF of data breaches; impose confidentiality obligations on agents, subcontractors and third parties.
• Screen or vet third-party providers handling PII; require data protection agreements.
• Cybersecurity: protect against malware, phishing and unauthorised access; use encryption; update and patch systems.
• Incident reporting: documented incident response plan; report security incidents promptly.
• Subcontractors: must adhere to same standards; provider responsible for their compliance.
• RAF may audit and monitor compliance; provider must cooperate with audits.