Cleaning services for raf hatfield office (4 months)

Returnable form

• SBD 4 (Bidder's Disclosure): must be completed and signed by the bidder, disclosing whether the bidder or any of its directors, trustees, shareholders, members, partners or controlling-interest holders is employed by the state, is connected to anyone at the procuring institution, or holds an interest in another related enterprise.

Disqualification risks

• A bidder appearing on the Register for Tender Defaulters or the List of Restricted Suppliers is automatically excluded from the process.
• A disclosure found to be untrue or incomplete disqualifies the bid.

Cleaning services for the Road Accident Fund Hatfield Office, Gauteng, for a four-month period commencing 14 January 2027.

SBD 4 (Bidder's Disclosure) must be signed and submitted with the bid, declaring any state employment or institutional relationship held by the bidder or its principals.

• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• Bids suspected of restrictive or collusive practices may be referred to the Competition Commission or the National Prosecuting Authority, and the bidder may be barred from public-sector business for up to ten years.

The Road Accident Fund requires cleaning services for its Hatfield office (PRASA House, 1040 Burnett Street, Hatfield, Pretoria) for a period of four months starting 14 January 2027. The service provider must supply all cleaning consumables and equipment, manage daily, weekly, monthly and ad hoc cleaning activities, and comply with SABS and COIDA requirements.

Closing date: 22 October 2026 at 11:00.

Compulsory site visit: 19 October 2026 at 11:00 at PRASA House, 1040 Burnett Street, Hatfield, Pretoria.

RFQ issued date: 14 October 2026.

Validity period: 30 days from closing date.

Contract start: 14 January 2027 (four-month period).

Enquiries (email only):

• Email: [email protected]

Submission email: [email protected]

Service/delivery address:

PRASA House

1040 Burnett Street

Hatfield

Pretoria

Submission method: email only.

Submission email: [email protected]

Use reference PR10118875 in all correspondence.

Quotations must be received by 22 October 2026 at 11:00; late submissions are not considered.

Returnable documents (all must be completed and signed):

• SBD 4 (Bidders 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): acknowledges security obligations.
• Annexure B (Company Experience): records at least one reference where cleaning services were rendered.
• Cost breakdown table: prices must be entered in the provided table; failure to do so disqualifies the bid.

Disqualification risks:

• Submitting to the wrong email address.
• Omitting or leaving unsigned any returnable document.
• Charging VAT while not VAT-registered.
• Collusive behaviour, or submitting more than one proposal from companies with a common director or shareholder.
• Offering gifts or hospitality to RAF officials; solicited bribery must be reported to the fraud line at 0800 005919.

Evaluation is in two phases.

Phase 1 – Mandatory requirements (non-compliance disqualifies):

• Valid COIDA letter of good standing from the Compensation Commissioner, covering office, domestic, industrial, window, building, or commercial cleaning services. Must be submitted by closing date and time.
• Company experience: at least one reference where cleaning services were rendered, recorded on Annexure B and submitted by closing date and time.

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

• Price: 80 points.
• Specific Goals: 20 points.
• Total: 100 points.

Points claimed for specific goals are verified through the CSD.

Scope: Daily, weekly, monthly and ad hoc cleaning of PRASA House, 1040 Burnett Street, Hatfield, Pretoria.

Building details:

• Floor area: 16 457 m² (including basement).
• Floors: 4.
• Facilities: 70 female cubicles, 45 male cubicles, 44 urinals, 2 disabled toilets, 3 showers.

Staffing: 2 supervisors and 24 cleaners (total 26).

Daily activities include cleaning of ablutions, balconies, basement parking, building exterior, kitchens, lifts, floors, staircases, walls, waste disposal, and window spot cleaning.

Weekly activities include dusting blinds, polishing floors, washing rugs and carpets, and cleaning shopfronts.

Monthly activities include pressure washing basement parking and defrosting fridges.

Quarterly activities include washing partition glass and interior windows.

Ad hoc services (not part of contract value, priced separately):

• Special cleaning of server rooms and hub rooms.
• Deep cleaning of carpets, chairs, and ablution facilities.
• Storeroom cleaning.
• Water disaster (flooding) cleaning.
• Washing and drying curtains.
• Dry cleaning of blinds.

Equipment and consumables:

• Service provider supplies all cleaning consumables and equipment.
• Equipment must be SABS approved; defective equipment replaced or repaired within 24 hours (8 hours for emergencies).
• Consumables delivered monthly and checked by an RAF employee.
• Stock deliveries between 07:45 and 15:00 on working days.
• Cleaning chemicals must be SABS approved and not harmful; Safety Data Sheets (SDS) required; no chemicals used without prior RAF approval.
• Service provider must provide lists quantifying equipment (once-off, monthly, quarterly), cleaning materials per quarter, consumables per month, and dispensers.
• Cleaning checklists for kitchens, offices and ablution facilities required.
• Delivery and installation of equipment and consumables must occur the day before contract start.
• Service provider reports to Manager Facilities Management.

Once-off items include 70 sanitary bins, 49 air freshener dispensers, 115 toilet roll holders, 44 auto janitor dispensers, and various cleaning equipment (e.g., 6 industrial vacuum cleaners, 1 scrubbing machine, 24 cleaning trollies).

Monthly consumables include 140 packs of toilet paper, 70 packs of hand towels, cleaning chemicals, bin liners, and sanitary bags.

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

Non-VAT registered bidders must not charge VAT; doing so disqualifies the bid.

Prices must be entered in the provided cost breakdown table; failure to do so disqualifies the bid.

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

No upfront payment; payment made against delivery of service and original invoice submitted to [email protected] by the 18th of the month.

Ad hoc services are priced separately and provided against a separate purchase order.

Cost breakdown includes:

• Cleaning services for four months (labour and associated costs).
• Cleaning consumables, equipment and chemicals for four months.
• Ad hoc rates per square metre or per item as listed.

CSD registration: mandatory; RAF only conducts business with CSD-registered suppliers.

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

COIDA: valid letter of good standing required (mandatory).

B-BBEE: preference points claimed under 80/20 system; verified through CSD.

Disability: suppliers claiming disability must provide a valid medical certificate from a registered medical practitioner.

SABS approval: all cleaning equipment and consumables must be SABS approved.

Safety Data Sheets (SDS) for cleaning chemicals required.

The service provider must have policies in place that comply with RAF requirements and the Protection of Personal Information Act.

RAF reserves the right to conduct security screening or vetting of company directors and the resources provided.

Third-party service providers handling personal information on the organisation's behalf must be screened or vetted for their data protection policies and procedures and must sign a data protection agreement.

Subcontractors must adhere to the same data protection and cybersecurity standards, with the service provider responsible for their actions and compliance.

The service provider must implement technical and organisational security measures to protect the Road Accident Fund's confidential, private, personal or sensitive information, in compliance with the Protection of Personal Information Act.

Measures include:

• Secure document handling and transportation (lockable containers).
• Record keeping for each document stored, including location, access history, and retention schedule.
• Secure retrieval with identity verification of the requester.
• Secure storage in lockable cabinets.
• Access control limited to authorised personnel.
• Fire suppression system with carbon dioxide fire extinguishers.
• Physical security: controlled access points, surveillance cameras, 24/7 security monitoring.
• Network security: firewalls, intrusion detection, encryption.
• Data protection obligations: handle personal and sensitive data in compliance with applicable laws, safeguard against unauthorised access, disclosure, alteration, and destruction.
• Cybersecurity standards: robust measures against malware, phishing, unauthorised access; encryption for data in transit and at rest; regular updates and patching.
• Incident reporting and response: documented incident response plan, report security incidents or data breaches to RAF in a timely manner.
• Subcontractor oversight: ensure subcontractors adhere to same standards; service provider responsible for their actions.
• Audit and monitoring: RAF reserves the right to audit and monitor compliance; service provider must cooperate.

The service provider must have policies in place that comply with RAF requirements and the Protection of Personal Information Act.

RAF reserves the right to conduct security screening or vetting of company directors and the resources provided.

Third-party service providers that handle personal information on behalf of the organisation must be screened or vetted for their data protection policies and procedures and must sign a data protection agreement.

Subcontractors must adhere to the same data protection and cybersecurity standards, with the service provider responsible for their actions and compliance.

The service provider's premises should have a fire suppression system or similar in place, including fire extinguishers with carbon dioxide, to prevent damage or loss of documents and records in the event of a fire.

The service provider's premises should have a secure perimeter with controlled access and/or surveillance systems, including secure doors, locks, and alarms to prevent unauthorised access.

The service provider must have physical security measures in place to ensure the safety and security of the documents, including controlled access points, surveillance cameras, and/or 24/7 security monitoring.

The service provider must ensure physical security of records in their possession, with all document storage facilities adequately protected against unauthorised access.

In the event of any real, attempted, or suspected breach of physical security, the service provider must inform the RAF and provide any CCTV footage, police report, and linked alarm system records of the incident.

Access to documents and records must be controlled, with only authorised personnel permitted to handle, view, or transport them.

Access monitoring and control procedures must be in place to ensure only authorised personnel are granted access to documents, records, and the storage facility.

Digital document storage systems must have appropriate technical security measures, such as firewalls, intrusion detection, and encryption.

Access control must be granted on a need-to-know basis, with strong authentication methods and regular review of access permissions.

The service provider must handle and process personal and sensitive data in compliance with applicable data protection laws and regulations, and implement measures to safeguard data against unauthorised access, disclosure, alteration, and destruction.

The service provider must inform the RAF immediately of any data breaches or incidents that may impact the security of the information.

The service provider must impose confidentiality obligations on any agents, subcontractors, or third parties who receive records.

The service provider must comply fully with the respective legislative and regulatory frameworks in the processing of personal information.

Third-party service providers that handle PII on behalf of the organisation must be screened or vetted for their data protection policies and procedures and must sign a data protection agreement.

RAF reserves the right to conduct security screening or vetting for company directors and resources provided.

The service provider must implement robust cybersecurity measures to protect against cyber threats, including malware, phishing, and unauthorised access.

Encryption must be used for data in transit and at rest, utilising protocols and algorithms that comply with industry standards.

Systems, software, and applications must be regularly updated and patched to address security vulnerabilities.

The service provider must have a documented incident response plan to address and mitigate data breaches promptly.

Security incidents or data breaches must be reported to RAF in a timely manner.

If subcontractors are engaged, the service provider must ensure they adhere to the same data protection and cybersecurity standards, and the service provider is responsible for their actions and compliance.

RAF reserves the right to audit and monitor the service provider's compliance with this policy, and the service provider must cooperate with any audits or assessments.

The Road Accident Fund (RAF) requires a service provider to supply cleaning services for its Hatfield office for a period of four months, starting 14 January 2027. Bidders must provide client references for similar services.

Returnable documents:

• Bidders Client References form (Annexure B): list up to five client references for services currently or previously rendered, with project description, services rendered, contract start and end dates, client name (the entity that obtained the services, not a sub-contractor), client contact person, and contactable details (email and/or telephone).
• The form must be signed and dated by the bidder.
• Additional supporting documents may be provided.

Disqualification risks:

• Falsified or misrepresented reference information leads to disqualification.
• References must relate to services rendered to the client entity itself; sub-contractor clients are not accepted.

Client references are evaluated for authenticity and relevance.

• References must be for services rendered to the client entity directly, not through a sub-contractor.
• The RAF reserves the right to contact the listed clients to verify the information.
• Falsified or misrepresented information leads to disqualification.

The tender is for the provision of cleaning services for the RAF Hatfield Office.

• Contract period: four (4) months, starting 14 January 2027.
• Bidders must provide client references for similar cleaning services currently or previously rendered.

No specific compliance requirements are stated in the document.