Maintenance, service and repair of security system at raf hatfield office (6 months)

The Road Accident Fund (a Schedule 3A public entity) intends to appoint a service provider to maintain, service and repair the security system at its Hatfield office in Pretoria. The contract runs month-to-month for six months. The office is the Pretoria Regional Office located at 1040 Burnett Street, Hatfield, Pretoria.

Closing date and time: 06 November 2026 at 11:00

RFQ issued: 30 October 2026

Validity period: 60 days from closing date

Service commencement: six months from the date of the last signature

Compulsory briefing/site visit: none (not applicable)

Enquiries: Khensani Mabasa

Email: [email protected]

Submission email: [email protected]

Fraud line: 0800 005919

Delivery address:

1040 Burnett Street

Hatfield

Pretoria

0028

Submission must be emailed to [email protected]. Use RFQ reference PR10119129 in the subject. No other submission method is accepted. Late quotations will not be considered. All annexures and mandatory documents must be completed and signed. Collusive behaviour or submitting more than one proposal from entities with common directors/shareholders will disqualify all involved.

Returnable forms:

• SBD 4 (Bidder's Disclosure): discloses any state employment or connection to RAF officials.
• SBD 6.1 (Preference Points Claim under PPR 2022): claims specific goals points.
• Annexure A: Security Measures.
• Annexure B: Company experience details (minimum two references).
• Signed RFQ acknowledgement and declaration of understanding of conditions.

Evaluation in two phases.

Phase 1 – Mandatory requirements (pass/fail):

• 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.
• Minimum two (2) company references for maintenance, service and repair of security systems (Annexure B).
• All mandatory proof must be submitted by closing date and time.

Failure of any mandatory requirement means disqualification.

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

• Price: 80 points.
• Specific Goals: 20 points.

The 80/20 preference point system is applicable (for bids between R2,000.01 and R1,000,000 excluding VAT).

Scope: maintain, service and repair the security system at the RAF Hatfield Office on a month-to-month basis for six months.

Visit frequency: twice a month, one technician.

Required tasks (each twice a month unless noted):

• Access control database maintenance: analyse reports, backup/restore data, archive offsite.
• Access control hardware: clean exterior equipment boxes, check overheating/water leaks, inspect wiring, clean power supply units, check battery runtime, check and clean face/fingerprint readers, verify device functionality.
• X-ray machine: general condition, clean, service mechanism.
• Walk-through metal detector: general condition, clean, service mechanism.
• Fixtures: check, repair/replace if required.
• Training and support: when required, train RAF security employees on security systems and networking.
• Monthly maintenance report: monthly.

Response times:

• Priority 1 (Urgent): 2 hours
• Priority 2 (High): 4 hours
• Priority 3 (Medium): 6 hours
• Priority 4 (Low): normal schedule

Site details: Access control system at Pretoria Regional Office, Hatfield – includes 18 Hikvision face/fingerprint readers, turnstiles (full height and waist height), access control software (Impro Access Portal V5), X-ray machine, metal detectors, etc.

All visits require a job card; monthly report required.

Parts supplied with invoice of purchase.

Pricing must be VAT inclusive (if VAT registered) and quoted in ZAR. If a VAT-registered bidder omits VAT, the quoted price is deemed all-inclusive and no VAT is added later. Non-VAT registered bidders charging VAT will be disqualified.

Prices must be entered in the cost breakdown table; failure to price in the table leads to disqualification.

No price changes after award.

Cost breakdown items:

• Maintenance, service and repair of security system: unit price per month and total for six months (with VAT and grand total).
• Other/ad hoc services (outside primary scope):
• Call-out fee (per call)
• Labour rate during working hours (per hour)
• Labour rate outside working hours including weekends/public holidays (per hour)
• Travelling rate per km (based on SARS AA rates)
• Material mark-up percentage (must provide supplier quotes to verify mark-up is market-related)

CSD: mandatory – RAF only deals with CSD-registered suppliers.

SARS: tax matters must be in order.

COIDA: valid letter of good standing from the Compensation Commissioner or authorised entity, required under Compensation for Occupational Injuries and Disease Act 130 of 1993. Successful bidder must also comply with Occupational Health and Safety Act 85 of 1993.

PSIRA: valid letter of good standing for the company and directors, plus valid PSIRA certificate for the registered company. Registration must cover installing, servicing or repairing security equipment.

B-BBEE: specific goals points claimed via SBD 6.1; verified through CSD. Disability must be supported by a valid medical certificate if claiming such points.

No CIDB grading (RFQ not construction-related); no local content requirement mentioned.

Returnable form: SBD 6.1 (Preference Points Claim Form in terms of the Preferential Procurement Regulations 2022) — must be completed, signed and submitted with the quotation. The form claims preference points for specific goals and must be accompanied by the required supporting proof.

Failure to submit the form or its supporting documentation will be treated as not claiming preference points for specific goals. Quotations are invited under the 80/20 preference point system.

Evaluation applies the 80/20 preference point system (for requirements up to R50 million, all taxes included).

• Price: maximum 80 points.
• Specific goals: maximum 20 points, allocated as follows:
• Historically disadvantaged individuals: 10 points.
• Women: 8 points.
• Persons with disability: 2 points.

Bidders must indicate how they claim each goal. The organ of state may require substantiation of any preference claim before or after adjudication. Fraudulent or unsupported claims may lead to disqualification, contract cancellation, recovery of costs, restriction from doing business with organs of state for up to 10 years, and criminal prosecution.

Pricing must be quoted inclusive of all applicable taxes, and the total price forms the basis for the price points calculation under the 80/20 system.

SBD 6.1 preference points may only be claimed with proof/documentation as required.

Security obligations: the service provider must protect RAF-confidential files, data and documents during the contract. They must maintain secure storage, controlled access, and monitoring of all records.

Breach obligations: on any actual, attempted or suspected security breach, the provider must notify the RAF and supply CCTV footage, a police report and linked alarm-system records.

Subcontractor liability: the provider remains responsible for compliance by any subcontractors and must ensure they meet the same data protection and cybersecurity standards.

Audit rights: the RAF may audit or monitor the provider's compliance; the provider must cooperate with such assessments.