Rental of secure office space for raf nelspruit cec office (6-Month contract)

Submit the SBD 6.1 Preference Points Claim Form as part of the tender. Include all required proof or documentation to claim preference points for specific goals (e.g., HDI, women, disability). Failure to submit proof will result in no points awarded for those goals. The organ of state may request substantiation of preference claims at any time, either before or after adjudication.

Evaluation uses the 80/20 preference point system. Points are allocated as follows: 80 points for price, 20 points for specific goals (HDI: 10 points, Women: 8 points, Persons with Disability: 2 points). Bidders must be a registered entity (e.g., company, partnership, sole proprietor). Fraudulent claims or breaches in state contracts may lead to disqualification, cost recovery, contract cancellation, or blacklisting for up to 10 years.

Submit proof of B-BBEE status or other valid documentation to claim preference points for specific goals (Historically Disadvantaged Individuals, Women, Persons with Disability). Failure to submit required proof will result in no points awarded for those goals. The organ of state may verify claims at any stage.

RFQ issued: 09 June 2026. Closing date and time: 15 June 2026 at 15:00. RFQ validity period: 30 days from closing date. Expected service start: 01 September 2026 for a 6-month lease.

Enquiries: [email protected]. Submission email: [email protected]. RAF reception hours: 07h45 to 16h00, Monday to Friday. Fraud hotline (for bribery reporting): 0800 005919.

Submit all RFQ responses via email to: [email protected]. Late quotations will not be accepted. Complete and sign all Annexures (Standard Bidding Documents and Mandatory Evaluation documents). Collusive bidding or multiple submissions from entities with common directors/shareholders will result in disqualification. If not contacted within 14 working days of RFQ closure, consider the proposal unsuccessful. Prohibition of gifts/hospitality to RAF officials; report solicitation to 0800 005919 or risk disqualification.

Evaluation occurs in 3 phases: Phase 1 (Mandatory Requirements) – disqualification if any mandatory requirement is not met. Phase 2 (Site Visit) – compliance with site-specific requirements (e.g., ground floor preference, accessibility, parking, security). Phase 3 (Price and Specific Goals) – 80/20 preference point system (80 points for price, 20 points for Preferential Procurement Specific Goals). Mandatory requirements include: CSD-registered supplier, tax compliance (SARS), submission of all annexures (lease agreement draft, floor plans, proof of mandate/title deed), building availability from 01 September 2026, no shopping mall location, disabled access, signage permission. Disqualifications: late submissions, incomplete/unsigned documents, VAT charged by non-VAT-registered suppliers, failure to disclose agent mandates or property ownership.

Scope: Provide 400m² SAPOA Grade B office space for RAF Nelspruit CEC (Client Service Centre) for 6 months from 01 September 2026. Location: Nelspruit Central Business District, near public transport, easily accessible. Building: Existing Grade B structure (10-30 years old, refurbished), preferably ground floor. Must include: Open plan/enclosed offices, reception area, meeting rooms, storeroom, ablutions (with disabled facilities per floor), 28 parking bays (2 disabled), backup power (generator/UPS), backup water, OHS and National Building Regulations compliance. Additional: 35m² storage (load-bearing for documentation), air-conditioning, fire detection/prevention (SANS 10400), electrical COC, double-tier cable trays, kitchen area (hot/cold water, appliances), security (burglar proofing, alarms, guards, electric fences, biometrics), emergency evacuation measures. Landlord responsibilities: Draft layout drawings, submit for Council approval/Certificate of Occupancy, maintain air-conditioning, lifts, exterior windows (bi-annual washing), gardens, and building Grade B standard. Exclusions: RAF pays for tenant installation (aligned with RAF standards) and maintenance of tenant-specific installations. Signage: Exterior/shop front signage approval required. Lease terms: Option for first refusal on additional space/renewal, no levies/taxes/rates paid by RAF.

Pricing: VAT-inclusive (if VAT-registered) in ZAR. Non-VAT vendors must not charge VAT (disqualification if violated). Submit detailed cost breakdown (Rent, Operational Costs, Parking, Storage, Maintenance, etc.) in provided tables. No price changes after Award Letter/PO issuance. Operational costs include: Diesel generator maintenance (6 months), aircon maintenance, fire equipment servicing, backup water system maintenance, plumbing/carpentry, exterior window washing. Parking: 28 bays (2 disabled) at market-related rates. Payment terms: Aligned with RAF Award Letter/PO (signed by SCM Manager or authorised official).

Mandatory: CSD registration (RAF only conducts business with CSD-registered suppliers). Tax compliance: SARS tax matters must be in order. B-BBEE: Points claimed for Preferential Procurement Specific Goals verified via CSD. Disability: Suppliers with disabilities must provide a valid medical certificate (verifiable by RAF). Anti-corruption: Prohibition of gifts/hospitality to RAF officials (report solicitation to 0800 005919 or risk disqualification). Mandatory documents: Proposed 6-month lease agreement, floor plan (readable scale), proof of building availability from 01 September 2026, confirmation office space is not in a shopping mall, proof of mandate (if agent/broker) or title deed/registered bond (if owner/landlord), confirmation of signage/branding permission, confirmation of disabled ablution facilities. Collusive bidding: Disqualification for multiple submissions from linked entities.

Evaluation will be based on the following criteria:

• General Requirements:
• Must be a legally registered service provider in South Africa.
• Ability to provide office space in Nelspruit meeting RAF’s specifications.
• Financial and operational capacity to fulfill the 6-month contract.

• Security and Compliance:
• Demonstrated policies and procedures for document security, data protection, and cybersecurity.
• Compliance with the Protection of Personal Information Act (POPIA) and other relevant legislation.
• Willingness to undergo RAF security screening for directors and staff.
• Ability to implement and maintain all technical and organizational measures outlined in Annexure A.

• Experience:
• Prior experience in providing secure office spaces or handling sensitive documents is advantageous.
• Proven track record of compliance with data protection and security standards.

The service provider must provide office space for rental for the RAF Nelspruit CEC Office for a period of six (6) months starting from 01 September 2026. The space must meet the following security and operational requirements:

• Secure handling, transportation, and storage of RAF’s confidential, private, personal, or sensitive information (files, data, or documents).
• Compliance with the Protection of Personal Information Act (POPIA).
• Secure transportation system using lockable containers for transferring files to and from the premises.
• Accurate record-keeping for all documents, including location, access history, and retention schedule, organised for easy tracking.
• Secure retrieval protocols, including identity verification of requesters and secure transport of documents.
• Physical documents must be stored in lockable cabinets to prevent unauthorised access or tampering.
• Access to documents restricted to authorised personnel only, with controlled and monitored access.
• Premises must have a fire suppression system (e.g., CO2 fire extinguishers) to prevent damage or loss of documents in case of fire.
• Secure perimeter with controlled access and/or surveillance systems to prevent unauthorised access.
• Secure doors, locks, and alarms to enhance physical security.

The service provider must comply with the following:

• Full adherence to the Protection of Personal Information Act (POPIA) for handling personal and sensitive data.
• Implementation of data protection measures to safeguard against unauthorised access, disclosure, alteration, or destruction.
• Immediate reporting of any data breaches or security incidents to the RAF.
• Confidentiality obligations imposed on all agents, subcontractors, or third parties handling RAF records.
• Third-party service providers handling personally identifiable information (PII) must be vetted for data protection policies and required to sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting of company directors and assigned resources.

• Cybersecurity Standards*:
• Robust measures against cyber threats (malware, phishing, unauthorised access).
• Encryption for data in transit and at rest, using industry-standard protocols.
• Regular updates and patching of systems, software, and applications to address vulnerabilities.

• Subcontractor Requirements*:
• Subcontractors must adhere to the same data protection and cybersecurity standards as the primary service provider.
• The service provider is responsible for the actions and compliance of any subcontractors or third parties engaged in providing services to RAF.

• Audit and Monitoring*:
• Cooperation with RAF audits or assessments to evaluate compliance with data protection and cybersecurity standards.

• Physical Security Requirements*:
• Secure perimeter with controlled access and/or surveillance systems.
• Secure doors, locks, and alarms to prevent unauthorised access.
• 24/7 security monitoring for document storage facilities.
• Immediate notification to RAF of any real, attempted, or suspected physical security breaches, including provision of CCTV footage, police reports, and alarm system records.

• Network Security Measures*:
• Firewalls, intrusion detection, and encryption to protect against unauthorised access or attacks.

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

The service provider’s premises must include the following health and safety measures:

• Fire suppression system or similar measures in place, including CO2 fire extinguishers, to prevent damage or loss of documents and records in the event of a fire.
• Secure perimeter with controlled access and/or surveillance systems to prevent unauthorised access.
• Secure doors, locks, and alarms to enhance physical security.

The service provider must ensure the following contractual obligations:

• Maintain the physical security of all RAF documents and records in their possession.
• Protect document storage facilities against unauthorised access.
• Report any real, attempted, or suspected physical security breaches to RAF, including providing CCTV footage, police reports, and alarm system records.
• Implement network security measures such as firewalls, intrusion detection, and encryption to prevent unauthorised access or attacks.
• Grant access to documents and systems on a need-to-know basis, using strong authentication methods.
• Regularly review and update access permissions.
• Handle and process personal and sensitive data in compliance with applicable data protection laws and regulations (including POPIA).
• Implement measures to safeguard data against unauthorised access, disclosure, alteration, or destruction.
• Immediately inform RAF of any data breaches or incidents impacting information security.
• Ensure confidentiality of personal, confidential, and sensitive data, including imposing confidentiality obligations on agents, subcontractors, or third parties.
• Screen or vet third-party service providers handling PII for their data protection policies and require them to sign a data protection agreement.
• Allow RAF to conduct security screening or vetting of company directors and assigned resources.
• Implement robust cybersecurity measures to protect against threats such as malware, phishing, and unauthorised access.
• Use encryption for data in transit and at rest, complying with industry standards.
• Regularly update and patch systems, software, and applications to address security vulnerabilities.
• Maintain a documented incident response plan to address and mitigate data breaches promptly.
• Report any security incidents or data breaches to RAF in a timely manner.
• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Accept responsibility for the actions and compliance of any subcontractors or third parties engaged in providing services to RAF.
• Cooperate with RAF audits or assessments to evaluate compliance with data protection and cybersecurity standards.

The service provider must adhere to the following special conditions:

• Handle RAF’s confidential, private, personal, or sensitive information (files, data, or documents) in compliance with the Protection of Personal Information Act (POPIA).
• Implement secure document handling and transportation protocols, including the use of lockable containers to prevent loss, theft, or damage.
• Maintain accurate records of each document stored, including its location, access history, and retention schedule, organised for easy and accurate tracking.
• Use secure protocols for retrieving documents, including verifying the identity of the requester and ensuring secure transport.
• Maintain detailed records of all retrieval activities, including date, time, identity of the requester, and reason for the activity.
• Store physical documents and records in lockable cabinets to prevent unauthorised access or tampering.
• Ensure access to documents is restricted to authorised personnel only, with controlled and monitored access.