Healthy lifestyle awareness day services – raf durban office (3 days)

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

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.

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

RAF reserves the right to audit and monitor the provider's compliance with the security policy.

The service provider must implement technical and organisational security measures to protect RAF's confidential, private, personal or sensitive information.

Document handling and transportation:

• Must have protocols for proper handling and transport of files to and from the provider's premises.
• Must use a secure (lockable) transportation system.
• Files must be kept in lockable containers or packaging during handling and transportation.
• Must maintain accurate records of each document stored, including location, access history, and retention schedule.

Document retrieval and handling:

• Must use secure protocols for retrieving documents, including verifying the identity of the requester.
• Must maintain a detailed record of all retrieval activities, including date, time, requester identity, and reason.
• Physical documents must be stored in lockable cabinets.
• Access to physical documents must be restricted to authorised personnel, with policies and procedures for controlled and monitored access.
• Premises must have a fire suppression system (e.g., carbon dioxide fire extinguishers).

Security and secure facility:

• Premises must have a secure perimeter with controlled access and/or surveillance systems.
• Premises must have secure doors, locks, and alarms.
• Must have physical security measures including controlled access points, surveillance cameras, and/or 24/7 security monitoring.
• Must inform RAF of any real, attempted, or suspected physical security breach and provide CCTV footage, police report, and linked alarm system records.

Access control:

• Grant access on a need-to-know basis.
• Use strong authentication methods.
• Regularly review and update access permissions.

Data protection obligations:

• Must handle and process personal and sensitive data in compliance with applicable data protection laws.
• Must implement measures to safeguard data against unauthorised access, disclosure, alteration, and destruction.
• Must inform RAF immediately of any data breaches or incidents.
• Must impose confidentiality obligations on agents, subcontractors, or third parties receiving records.
• Must comply fully with legislative and regulatory frameworks in processing personal information.
• Third-party service providers handling PII must be screened or vetted and must sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting of company directors and resources provided.

Cybersecurity standards:

• Must implement robust cybersecurity measures against malware, phishing, and unauthorised access.
• Must use encryption for data in transit and at rest, complying with industry standards.
• Must regularly update and patch systems, software, and applications.

Incident reporting and response:

• Must have a documented incident response plan.
• Must report security incidents or data breaches to RAF in a timely manner.

Subcontractors and third-party oversight:

• Subcontractors must adhere to the same data protection and cybersecurity standards.
• The provider is responsible for the actions and compliance of any subcontractors or third parties.

Audit and monitoring:

• RAF reserves the right to audit and monitor compliance with this policy.
• The provider must cooperate with audits or assessments conducted by RAF.

The provider must have protocols for proper handling and transport of files, including a secure (lockable) transportation system.

Files must be kept in lockable containers or packaging during handling and transportation.

Must maintain accurate records of each document stored, including location, access history, and retention schedule.

Must use secure protocols for retrieving documents, verifying requester identity, and ensuring secure transport.

Must maintain detailed records of all retrieval activities.

Physical documents must be stored in lockable cabinets.

Access to physical documents must be restricted to authorised personnel.

Premises must have a secure perimeter, controlled access, surveillance systems, secure doors, locks, and alarms.

Must have physical security measures including controlled access points, surveillance cameras, and/or 24/7 security monitoring.

Must inform RAF of any physical security breach and provide CCTV footage, police report, and alarm records.

Access control: need-to-know basis, strong authentication, regular review of permissions.

Must handle and process personal data in compliance with data protection laws.

Must implement measures to safeguard data against unauthorised access, disclosure, alteration, and destruction.

Must inform RAF immediately of data breaches.

Must impose confidentiality obligations on agents, subcontractors, or third parties.

Must comply with legislative and regulatory frameworks in processing personal information.

Third-party service 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.

Must implement robust cybersecurity measures against malware, phishing, and unauthorised access.

Must use encryption for data in transit and at rest.

Must regularly update and patch systems.

Must have a documented incident response plan.

Subcontractors must adhere to the same data protection and cybersecurity standards.

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

The premises must have a secure perimeter with controlled access and/or surveillance systems, secure doors, locks, and alarms to prevent unauthorised access.

The provider must implement security measures to protect RAF's confidential information.

• Must inform RAF immediately of any data breaches or incidents.
• Must implement measures to ensure confidentiality of personal, confidential and sensitive data, including imposing confidentiality obligations on agents, subcontractors, or third parties.
• Must report security incidents or data breaches to RAF in a timely manner.
• The provider is responsible for the actions and compliance of any subcontractors or third parties.
• RAF reserves the right to audit and monitor compliance with the security policy.
• The provider must cooperate with audits or assessments conducted by RAF.

Preference points are awarded under the 80/20 system (price 80 points, specific goals 20 points). Specific goals and points: historically disadvantaged individuals 10, women 8, persons with disability 2. Bidders must submit proof or documentation for any specific goal claimed; otherwise, those preference points are not awarded. Fraudulent claims or failure to fulfil contract conditions may lead to disqualification, recovery of costs, cancellation of contract, restriction from doing business with organs of state for up to 10 years, and criminal prosecution.

The Road Accident Fund (RAF) requires a service provider to deliver Healthy Lifestyle Awareness Day services at its Durban office over three days, covering health education stands, wellness sessions, massages, and aerobics/yoga, for approximately 380 attendees.

Closing date and time: 09 October 2026 at 11:00

Event dates: 27 to 29 October 2026, 09:00 to 15:00 daily

Compulsory briefing/site visit: none (n/a)

RFQ validity period: 30 days from closing date

Feedback report due: within two weeks after the event

Enquiries:

• Contact: Phakamani
• Email: [email protected]
• Telephone: 031 365 2979

Submission email: [email protected]

Delivery address:

RAF, 12th Floor, Embassy Building

199 Anton Lembede Street

Durban, 4000

Submission method: email only

Submission email: [email protected]

Use reference number PR10117672 in the subject line and all correspondence.

Quotations must be received by the closing time; late submissions are not considered.

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

• SBD 4 (Bidder's Disclosure): declares any interest or connection with the state.
• SBD 6.1 (Preference Points Claim in terms of PPR 2022): claims specific goals points.
• Annexure A (Security Measures): acknowledges security obligations.
• Cost breakdown table (Annexure E): prices must be entered in the provided table only.
• Proof of SANC registration for four registered nurses.
• Proof of HPCSA/AHPCSA registration for chiropractor, reflexologist and psychologist.
• CSD unique supplier registration number.
• Valid tax compliance status (SARS).
• Medical certificate for suppliers with a disability (if applicable).

Disqualification risks:

• Omitting or leaving unsigned any returnable document.
• Submitting to the wrong email address.
• Submitting more than one proposal from companies with a common director/shareholder, or responding with more than one entity.
• Collusive behaviour.
• Charging VAT when not VAT-registered.
• Failing to provide prices in the cost breakdown table.
• Late submission.

Evaluation is in two phases:

Phase 1 – Mandatory requirements (pass/fail):

• Valid SANC registration for four registered nurses (submit e-Register proof or certificate).
• Valid HPCSA or AHPCSA registration for chiropractor, reflexologist and psychologist (submit e-Register proof, certificate or registration number).
• Practitioners must have active, current and valid membership.
• Bidders failing any mandatory requirement are disqualified and not evaluated further.

Phase 2 – 80/20 preference point system (PPPFA 2022):

• Price: 80 points
• Specific Goals: 20 points
• Points claimed for specific goals are verified through CSD.

No minimum qualifying score is stated.

Scope: Provide Healthy Lifestyle Awareness Day services at the RAF Durban office for 3 days.

Event dates: 27 to 29 October 2026, 09:00 to 15:00 daily.

Expected attendance: 380 people spread over the 3 days.

Required services and stands:

• Smoothie Bar: includes a bicycle-powered blender, industrial spec blender, 250ml cups, portable fridge for refrigerated items, and a table wrap identifying the stand.
• Healthy Lifestyle Awareness Sessions:
• Chiropractor: on-site spinal evaluations (inspection for scoliosis, posture advice, range of motion, palpation, orthopaedic and neurological assessments as needed), advice on exercises/stretches and workstation setup, chiropractic bed, bedside screens, life-size spine model.
• Reflexologist: one-on-one sessions in a private room, focusing on relaxation, circulation, and stress-related ailments.
• Psychologist: individual consultations on psychosocial challenges, administer mental health questionnaire.
• Women's Health Stand: education on contraception, osteoporosis, menopause, cervical cancer, breast cancer, gynaecological disorders; provided by registered nurses.
• Men's Health Stand: education on erectile dysfunction, testosterone deficiency, prostate and testicular cancer, circumcision, cardiometabolic disease and sexual function.
• Health Check Machine: wellness advisor trained in basic health advice; topics include BMI, hypertension, obesity, cardiovascular risk factors, diabetes, high cholesterol.
• Addictions stand: display of illegal drugs common in South Africa, education on identifying addictive behaviour, prescription/OTC drug addiction, illegal drugs and accessories; Smokerlyzer devices (max 30) to test carbon monoxide levels; wellness advisor trained to advise smokers on quitting; awareness of gambling forms.
• Massages: over-the-shirt head, neck and shoulder massage; foot massage; aromatherapy oils; privacy screens only.
• Lunch Time Aerobics/YOGA: 12:30 to 13:15; aerobics on days 1 and 2, yoga on day 3.

Deliverables:

• A fully detailed feedback report with recommendations for each activity, submitted within two weeks after the event.

Experience: The service provider must have experience providing health education services at corporate wellness days for large corporates or government departments.

Pricing format: Fixed prices in South African Rand (ZAR), VAT inclusive if VAT-registered.

All prices must be entered in the cost breakdown table (Annexure E); only prices in that table are accepted for evaluation.

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

A non-VAT-registered bidder who charges VAT is automatically disqualified.

No price changes accepted after the Award Letter / Purchase Order is issued.

Cost breakdown items (quantities):

• Smoothie Bar: 380
• Healthy Lifestyle Awareness Sessions: 380
• Addictions stand: 380
• Massages: 380
• Lunch Time Aerobics/YOGA: 380
• Utilization Report: 1
• Any other costs (specify): 1

No bid security, guarantee, retention or payment terms are stated.

CSD registration: Mandatory – RAF will only do business with CSD-registered suppliers; provide CSD unique supplier registration number.

Tax compliance: Must be in order with SARS; RAF will not do business with suppliers whose tax matters are not declared in order.

Professional registrations (mandatory, submit proof by closing date/time):

• Four registered nurses: SANC e-Register proof or registration certificate.
• Chiropractor, reflexologist, psychologist: HPCSA or AHPCSA e-Register proof, registration certificate or registration number; must be active, current and valid.

B-BBEE: Preference points claimed under SBD 6.1 (PPR 2022); specific goals points verified through CSD. No specific B-BBEE level threshold stated.

Disability: Suppliers with a disability must provide a valid medical certificate from a registered medical practitioner.

Gifts and hospitality: Prohibited – must not offer any gift, hospitality or benefit to RAF officials, including branded marketing material. Report any solicitation to the fraud line at 0800 005919; failure to report makes the supplier an accomplice and restricts business with all Organs of State.