Cleaning services for the raf gqeberha customer service centre – 9-Month contract

Returnable documents:

• SBD 6.1 (Preference Points Claim Form): must be completed and signed; claims preference points for specific goals.
• Any other forms or documents specified in the tender pack must be submitted.

Submission method and address: not stated in the provided document.

Closing time: not stated in the provided document.

Evaluation uses the 80/20 preference point system.

• Price: 80 points
• Specific goals: 20 points
• Historically disadvantaged individuals: 10 points
• Women: 8 points
• Persons with disability: 2 points

Bidders must submit proof or documentation to claim specific-goal points; failure to do so means those points are not claimed. The organ of state may require substantiation of any preference claim at any time.

Bidders must complete and sign the SBD 6.1 Preference Points Claim Form, including the declaration that the information furnished is true and correct. Fraudulent claims may lead to disqualification, contract cancellation, recovery of costs, restriction from doing business with the state for up to 10 years, and criminal prosecution.

The service provider will be entrusted with the RAF's confidential, private, personal or sensitive information (files, data, documents). Must have policies to comply with RAF requirements and POPIA.

Bidders must have policies in place to comply with RAF requirements and the Protection of Personal Information Act (POPIA). They must be able to implement and maintain the specified physical and cybersecurity measures, and accept the RAF's right to conduct security screening or vetting for company directors and resources provided.

Document Handling and Transportation

• Secure, lockable containers or packaging for files during handling and transport.
• Maintain accurate records of each document: location, access history, retention schedule.

Document Retrieval and Handling

• Verify requester identity before retrieval; transport documents securely.
• Keep detailed logs of retrieval activities: date, time, requester identity, reason.
• Store physical documents in lockable cabinets.
• Restrict access to authorised personnel only; control and monitor access.

Fire Suppression

• Premises must have a fire suppression system, including carbon dioxide fire extinguishers.

Physical Security

• Secure perimeter with controlled access and/or surveillance systems.
• Secure doors, locks, alarms.
• Controlled access points, surveillance cameras, 24/7 security monitoring.
• Report any real, attempted, or suspected physical security breach to RAF; provide CCTV footage, police report, and linked alarm system records.

Network Security

• Firewalls, intrusion detection, encryption for digital storage systems.
• Access on a need-to-know basis; strong authentication; regularly review and update permissions.

Cybersecurity Standards

• Robust measures against malware, phishing, unauthorised access.
• Encryption for data in transit and at rest, using industry-standard protocols.
• Regularly update and patch systems, software, applications.

Incident Reporting and Response

• Documented incident response plan; report security incidents or data breaches to RAF promptly.

Subcontractors and Third Parties

• Ensure subcontractors adhere to same data protection and cybersecurity standards.
• Service Provider responsible for actions and compliance of subcontractors.

Audit and Monitoring

• RAF reserves right to audit and monitor compliance; cooperate with audits and assessments.

Protocols for proper handling and transport of files, secure retrieval protocols, detailed record keeping of retrieval activities, secure storage in lockable cabinets, access control policies, fire suppression systems, network security measures (firewalls, intrusion detection, encryption).

Data Protection

• Comply with applicable data protection laws and regulations.
• Implement measures to safeguard data against unauthorised access, disclosure, alteration, destruction.
• Inform RAF immediately of any data breaches or incidents.
• Impose confidentiality obligations on agents, subcontractors, and third parties.
• Third-party providers handling PII must be screened/vetted and sign a data protection agreement.
• RAF reserves right to conduct security screening or vetting for company directors and resources.

Physical security measures: controlled access points, surveillance cameras, 24/7 security monitoring. Storage facilities protected against unauthorised access. Report any real, attempted, or suspected breach to RAF and provide CCTV footage, police report, and linked alarm system records.

Comply with data protection laws, implement safeguards, inform RAF immediately of data breaches, impose confidentiality obligations on agents and subcontractors, vet third-party PII handlers and require data protection agreements. RAF may conduct security screening of company directors and resources.

Implement robust cybersecurity measures: encryption for data in transit and at rest, regular system updates and patching, documented incident response plan, timely reporting of security incidents, ensure subcontractors adhere to same data protection standards, cooperate with RAF audits and assessments.

The Road Accident Fund (RAF) requires cleaning services for its Gqeberha Customer Service Centre office for a period of nine (9) months, starting 24 November 2026. The service includes daily office cleaning, consumables, equipment, and ad-hoc cleaning services on request.

Closing date and time: 16 October 2025 at 10:00

RFQ issued date: 12 October 2026

Contract start date: 24 November 2026

Contract duration: nine (9) months

Validity period: 30 days from closing date

Compulsory briefing/site visit: N/A

Enquiries

• Contact: Mihlali
• Email: [email protected]
• Telephone: 043 707 4710

Submission

• Email: [email protected]

Service delivery address

575 Govan Mbeki Avenue

North End

Port Elizabeth (Gqeberha)

Submission method: email only

Submission email: [email protected]

Reference number: PR10118662 must be used in all correspondence

Closing date and time: 16 October 2025 at 10:00

Late quotations will not be considered.

All annexures must be completed and signed, including SBD 4 (Bidders Disclosure) and SBD 6.1 (Preference Points Claim).

Returnable documents:

• SBD 4: discloses any interest or connection with the state.
• SBD 6.1: claims preference points under the 80/20 system.
• Annexure B: company experience form, completed with at least one reference.
• Valid COIDA letter of good standing (cleaning services).
• Proof of CSD registration.
• Valid tax compliance status.
• Medical certificate if claiming disability preference.

Failure to submit any required document by closing time may lead to disqualification.

Evaluation is in two phases:

Phase 1: Mandatory requirements – bidders must comply with all mandatory items, including COIDA letter of good standing, company experience, and completion of all annexures. Non-compliance leads to disqualification.

Phase 2: Price and Specific Goals – 80/20 preference point system.

• Price: 80 points
• Specific Goals: 20 points

Specific goals are verified through CSD.

Minimum qualifying score: not stated.

Scope: Day-to-day office cleaning for the RAF Gqeberha Customer Service Centre, including consumables, equipment, and labour.

Ad-hoc cleaning services (e.g., deep cleaning, carpet cleaning, water disaster cleaning) are available on request at specified rates, against a separate purchase order.

Building details:

• Floor area: 158 m²
• Number of floors: 1
• Facilities: 1 female cubicle, 1 male cubicle, 1 urinal, 1 disabled toilet, no showers

Staff complement: 1 full-time cleaner (female), Monday to Friday, 07:00–15:00 (8 hours per day)

Daily, weekly, and monthly cleaning activities include:

• Ablution facilities: clean and sanitise toilets, basins, urinals; replenish consumables (toilet paper, soap, hand towels, sanitary bags); clean sanitary bins – 3x daily
• Balconies, staircases, building exterior: dust, sweep, mop, clean handrails – daily
• Basement parking: sweep and mop – 2x monthly (1st and 15th); pressure wash – 1x monthly
• Blinds: dust – weekly
• Floor maintenance: sweep, wash, damp mop – daily; polishing – weekly; machine scrub/buff as needed
• Kitchens: clean and wipe surfaces, replenish stock – daily; defrost fridges – monthly
• Windows: spot clean – weekly; wash – quarterly
• Waste disposal: empty and clean receptacles – 2x daily
• Catering assistance for RAF meetings: on request, with a call logged at FM Helpdesk

Equipment and consumables:

• All equipment and consumables must be SABS approved.
• Service provider must supply, install, maintain, and service all equipment.
• Defective equipment must be repaired or replaced within 24 hours (8 hours for emergencies).
• Consumables delivered monthly, checked by RAF employee.
• Delivery of stock between 07:45 and 15:00 on working days.
• MSDS (Material Safety Data Sheet) required before commencement, approved by SABS.
• Fumigation chemicals must be SABS approved and not harmful to humans.

Reporting:

• Monthly reports to Facilities Manager by the 5th of each month, covering complaints, challenges, consumables used, and HR issues.
• Monthly meetings and ad hoc meetings.
• Service provider reports to Manager Facilities – Business Support.

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

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

Non-VAT registered bidders who charge VAT will be disqualified.

Prices must be submitted on the provided cost breakdown table; failure to do so leads to disqualification.

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

No upfront payment; payment only after service delivery and receipt of original invoice, submitted to [email protected] by the 18th of the month.

Ad-hoc services are priced separately (per square metre, per chair, per metre) and are not part of the contract value.

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

Tax compliance: tax matters must be in order with SARS.

COIDA: valid letter of good standing from the Compensation Commissioner (or authorised entity) for cleaning services, submitted by closing date.

Company experience: minimum one (1) reference confirming operational experience in cleaning services, submitted via Annexure B.

B-BBEE: preference points claimed via SBD 6.1; specific goals verified through CSD.

Disability: medical certificate required if claiming disability preference.

Collusive behaviour or submitting multiple proposals from companies with common directors/shareholders leads to disqualification.

Gifts and hospitality: prohibited; any solicitation must be reported to the fraud line at 0800 005919.

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. Bidders must complete and sign the Bidder's Disclosure form, declaring any state employment, relationships with procuring institution employees, and interests in related enterprises. The bid will be disqualified if the disclosure is found to be false or incomplete.