World aids day event services – cape town (RFQ pr10119296)

Evaluation criteria

The bid is evaluated on the basis of the Bidder's Disclosure form (SBD 4).

Disqualification risks include:

• Listing on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Failure to declare any employment by an organ of state.
• Failure to declare any relationship with RAF employees.
• Failure to declare any interest in other CSD-registered active companies linked to directors.
• Certifying false information in the disclosure form.
• Evidence of collusion or any consultation/communication with competitors regarding the bid.

No other evaluation criteria such as price points, functionality scores, or minimum qualifying scores are stated in the available document.

Compliance requirements

• The Bidder's Disclosure form (SBD 4) must be completed and submitted.
• Bidders must disclose any employment by an organ of state, any relationship with RAF employees, and any interest in other CSD-registered companies.
• Bidders must certify independent bid preparation and no collusion.

No other compliance requirements such as CSD registration, tax clearance, B-BBEE level, or CIDB grading are stated in the available document.

The evaluation focuses on the Bidder's Disclosure form (SBD 4). Disqualification occurs if the bidder is listed on the Register for Tender Defaulters or the List of Restricted Suppliers, fails to declare employment by an organ of state, relationships with RAF employees, or interests in other CSD-registered companies, or if false information is certified. Collusion or any consultation/communication with competitors regarding the bid also disqualifies the bid.

Fire suppression: the provider's premises must have a fire suppression system (e.g., fire extinguishers with carbon dioxide) to prevent damage or loss of documents.

Secure facility: the provider's premises must have a secure perimeter with controlled access and/or surveillance systems, including secure doors, locks, and alarms to prevent unauthorised access.

Physical security measures must be in place for document storage facilities.

The service provider must implement and maintain technical and organisational security measures throughout the contract term. The provider is responsible for the actions and compliance of any subcontractors or third parties engaged in providing services to the RAF.

• Physical security: controlled access points, surveillance cameras, and/or 24/7 security monitoring for document storage facilities. Any real, attempted, or suspected breach of physical security must be reported to the RAF, and the provider must supply CCTV footage, a police report, and linked alarm system records.
• Access control: grant access to documents and records on a need-to-know basis; use strong authentication; regularly review and update access permissions.
• Network security: digital storage systems must have firewalls, intrusion detection, and encryption.
• Data protection: handle personal and sensitive data in compliance with applicable laws (including POPIA); safeguard against unauthorised access, disclosure, alteration, and destruction; inform the RAF immediately of any data breaches or incidents.
• Incident response: maintain a documented incident response plan; report security incidents or data breaches to the RAF in a timely manner.
• Cybersecurity: implement robust measures against malware, phishing, and unauthorised access; use encryption for data in transit and at rest; regularly update and patch systems.
• Audits: the RAF may audit and monitor compliance; the provider must cooperate with such assessments.

The RAF requires a service provider to assist with and provide the World Aids Day event at the Cape Town offices. The event is virtual via MS Teams, with speakers, HIV testing, and exhibition.

Closing date: 09 November 2026 at 15:00

Event date: 01 December 2026

Speakers and testing/exhibition: 01 December 2026 from 09:00 to 14:00

Expected service date: 01 December 2026 via MS Teams Platform

RFQ issued date: 02 November 2026

RFQ validity period: 30 days from closing date

Compulsory briefing session / site visit: Not applicable

Enquiries (technical / SCM):

Contact: Harold N

Email: [email protected]

Submission email: [email protected]

Delivery address of goods/services:

1 Thibault Square, Long Street, Cape Town

Submission method: email only

Submission email: [email protected]

Late quotations will not be accepted.

All quotations must be emailed to the correct address above; failure to do so means the quote will not be considered.

Returnable documents (all must be completed, signed and submitted with the quotation):

• SBD 4 (Bidders Disclosure): declares any interest or connection with state officials.
• SBD 6.1 (Preference Points Claim under PPR 2022): claims points for specific goals.
• Annexure A (Security Measures): acknowledges and accepts security requirements.
• Annexure B (Bidder Client List): lists relevant client references.
• Proof of HPCSA registration for the healthcare professional speaker.
• Proof of SANC registration for the two nurses.
• Reference letter for the HIV activist/speaker (as per mandatory requirements).

Disqualification risks:

• Submitting a late quotation.
• Emailing to the wrong address.
• Not completing or signing any required annexure or form.
• Collusive behaviour – submitting more than one proposal from companies with a common director or shareholder.
• Offering gifts or hospitality to RAF officials (including branded marketing material); must report solicited bribery via the fraud line.

Evaluation is in two phases:

Phase 1 – Mandatory Requirements (pass/fail):

• The HIV activist/speaker must have at least one reference letter confirming experience in providing HIV-related testimonials. The letter must be on company letterhead, include contact person and contact details, state that the service was rendered, and bear a signature (electronic acceptable).
• The healthcare professional speaker must be registered with HPCSA; valid proof of registration must be submitted by closing date/time.
• The two nurses must be registered with SANC (active membership); valid proof must be submitted by closing date/time.

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

• Price: 80 points
• Specific Goals: 20 points (allocated as follows)
• HDI (minimum 51% ownership): 10 points – proof: CSD report
• Women (minimum 51% ownership): 8 points – proof: ID copy or CSD report
• Persons living with disabilities (minimum 51% ownership): 2 points – proof: valid medical certificate from a registered medical practitioner
• Points claimed for specific goals will be verified through CSD.

Event: World Aids Day event at the RAF Cape Town offices.

Theme: "HIV Today: What Has Changed?"

Platform: Virtual – access to MS Teams required.

Event date: 01/12/2026 from 09:00 to 11:00 for speakers; testing and exhibition run until 14:00.

Deliverables and services:

• Speaker (Healthcare Professional) – virtual talk on theme, must be HPCSA registered.
• Speaker (HIV Activist/person living with HIV) – virtual testimonial on living positively with HIV; must submit at least 1 reference letter.
• HIV testing for RAF employees – facilitated by 2 Enrolled Nurses (80 tests). Starts at 11:00 – 14:00; RAF provides the space for testing.
• Metal Red Ribbon Brooches – 300 (symbol of solidarity).
• Exhibition with information dissemination – 300 pamphlets on HIV/AIDS and ARVs adherence, facilitated by an HIV Counsellor, from 11:00 – 14:00.

The event is at Cape Town offices; delivery address as stated.

Healthcare professional speaker must be registered with HPCSA – proof required.

The HIV activist/person living with HIV speaker must have a minimum of one reference letter confirming experience in providing HIV-related testimonials. The letter must be on company letterhead, include contact details, confirm the service, and bear a signature (electronic allowed).

Two enrolled nurses must be registered with SANC (active membership).

Speakers must each speak for 1 hour.

The event must run virtually via MS Teams; access required.

Speakers' sessions from 09:00 – 11:00; testing and exhibition up to 14:00.

HIV testing to be facilitated by 2 enrolled nurses, 80 tests.

Exhibition requires 300 pamphlets on HIV/AIDS and ARVs adherence, facilitated by an HIV counsellor.

All necessary equipment/access for virtual event must be arranged by the service provider.

Prices must be VAT inclusive (if VAT registered) and quoted in South African Rand (ZAR).

If a VAT-registered vendor fails to include VAT, the quoted price will be deemed all-inclusive and no VAT will be added after award.

Non-VAT registered suppliers who charge VAT will be automatically disqualified.

Only prices in the provided cost breakdown table will be accepted for evaluation; missing pricing leads to disqualification.

No price changes accepted after the award letter or purchase order is issued.

CSD registration: mandatory – RAF will only do business with CSD registered suppliers.

Tax status: tax matters must be declared in order by SARS.

B-BBEE / Preferential Procurement: specific goals claimed are verified through CSD.

HDI definition: South African citizen who had no franchise in national elections prior to 1983 (or 1993 Interim Constitution), or is female, or has a disability.

Proof for specific goals:

• HDI (min 51% ownership): CSD report
• Women (min 51% ownership): ID copy or CSD report
• Persons with disabilities (min 51% ownership): valid medical certificate issued by a registered medical practitioner

Professional registrations:

• Healthcare professional speaker: HPCSA registration (proof required)
• Nurses: SANC registration (active, current – proof required)

Standard forms:

• SBD 4, SBD 6.1, Annexure A (Security Measures), Annexure B (Bidder Client List) – all must be completed and signed.

Other:

• Bidders with disability must submit a valid medical certificate.
• Collusive behaviour or multiple bids from entities with common directors/shareholders leads to disqualification.

The event involves HIV testing of RAF employees – must be conducted by enrolled nurses (SANC registered).

Employees will be tested on-site; the service provider must ensure safe and professional handling of testing.

No other specific OHS requirements are stated.

RAF is a schedule 3A public entity established under the Road Accident Fund Act, 1996.

Standard conditions of purchase apply.

Delivery and acceptance against an official award letter or purchase order (PO) signed by an authorised RAF official.

No payment or acceptance of goods/services delivered before the award letter/PO is issued.

The PO must include description, quantity, delivery date, and total amount including VAT.

Validity period: 30 days from closing date.

Mandatory requirements and 80/20 preference point system apply.

Specific goals points are 20 in total; price gets 80 points.

Points for specific goals are verified through CSD.

The document is limited to a client reference template. It does not describe the event scope, quantities, or deliverables beyond assisting with the World Aids Day event.

Complete and submit the client reference table as provided.

• The table must list at least one reference for services currently or previously rendered.
• Provide project description, contract dates, client name, contact details, and whether the client is contactable.
• Bidders may attach additional supporting documents.
• Falsified or misrepresented information leads to disqualification.
• The RAF may contact the listed clients to verify the information.
• Name of Bidder, signature, and date are required.
• Returnable form: Annexure B – Bidders Client References.

Evaluation will include assessment of the completed client reference table.

• Misrepresentation or falsification of reference information is grounds for disqualification.
• No further evaluation criteria are provided in the document.

The procurement involves providing and assisting with the World Aids Day event at the RAF's Cape Town offices.

• No further technical specifications are provided in this extract.

No specific compliance requirements are provided in the document.