Security guarding services for raf menlyn office with strict data protection and physical security requirements

RFQ issued: 15 June 2026. Closing date and time: 22 June 2026 at 09:00. RFQ validity period: 30 days from closing date. Expected service start: Six (6) months from the date of the last signatory. No compulsory briefing session or site visit.

Enquiries: [email protected]. Submission email: [email protected]. Delivery address: 38 Ida Street, Menlo Park, Pretoria, 0081. RAF reception hours: 07h45 to 16h00, Monday to Friday. Fraud hotline: 0800 005919 (for reporting solicited bribery or gifts).

Submit all RFQ responses via email to: [email protected]. Late submissions 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 the RFQ closing date, consider your proposal unsuccessful. Ensure all required forms (SBD 4, SBD 6.1) are included. Failure to follow submission instructions (e.g., incorrect email) will disqualify your bid.

Evaluation follows a two-phase process: Phase 1 (Mandatory Requirements) and Phase 2 (Price and Specific Goals). Mandatory Requirements: Compliance is non-negotiable. Bidders must tick (√) to confirm compliance with: Valid CSD registration; PSIRA letter of good standing for company and directors; PSIRA certificate for the registered company; COIDA letter of good standing (Nature of Business: Security Services); Office within 50km of RAF Menlyn (proof: title deed, lease, or utility bill <3 months old); Tax compliance (SARS confirmation); No criminal records for guards. Phase 2 (80/20 Preference Point System): 80 points for Price (lowest compliant bid scores highest); 20 points for Specific Goals (HDI status, disability). Points claimed for Preferential Procurement Specific Goals will be verified via CSD. Disability: Valid medical certificate required. Disqualifications: Late submissions; missing mandatory annexures; collusive bidding; non-compliance with 80/20 criteria; incorrect VAT treatment.

Scope: Provide 24/7 security guarding services for RAF Menlyn Office (38 Ida Street, Menlo Park, Pretoria) for six (6) months starting July 2026. Staffing: Security officers must be PSIRA-registered with no criminal record, minimum Grade 12 (Matric), fluent in English and one other official language, and have at least 2 years’ security experience (3 years for shift leaders). Guards must self-post to the office. Supervision: Service provider must perform weekly supervisory site visits and daily inspections (day and night shifts). Services: Provide armed response, ad-hoc security, VIP protection, event security, and install guard monitoring patrol clock points. Access Control: Use handheld scanners for access control; maintain visitor and after-hours registers; record incidents in Occurrence Book; manage traffic congestion at entrance. Patrol Duties: Regular day/night patrols; check perimeter fences, lighting, doors, windows, and gates; identify intruders; report fire/safety hazards. Equipment: Base radios, rechargeable torches, handheld two-way radios, guard monitoring system (10 patrol points), metal detectors, alarm system with 24/7 armed response, ID/driver’s license scanners, pocket books, batons, whistles, raincoats, pepper spray, handcuffs, and PPE (e.g., bulletproof vests). Uniforms: Neat, corporate (non-combat) with visible PSIRA-issued identification. Control Room: Maintain a 24/7 security control room for constant communication. Office Requirement: Service provider must have an office within 50km of RAF Menlyn Office. Ad-hoc Services: Capacity to provide armed/unarmed officers, close protection, tactical response units, and mobile panic buttons on request.

Pricing must be VAT-inclusive (if VAT-registered) and quoted in ZAR. VAT vendors must include VAT in their prices; non-VAT vendors must not charge VAT (disqualification if violated). Prices must be submitted in the provided cost breakdown table (Part A and Section B for ad-hoc services). Failure to complete the table results in disqualification. No price changes allowed after the Award Letter/PO is issued. Ad-hoc services (armed/unarmed officers, close protection, tactical response, panic buttons) must be priced separately and will be procured via separate POs as needed. Payment terms: Goods/services delivered only against an official RAF Award Letter or PO signed by an authorised SCM Manager.

Mandatory: CSD registration (RAF only conducts business with CSD-registered suppliers). Submit valid: COIDA letter of good standing (Nature of Business: Security Services); PSIRA letter of good standing for company and directors; PSIRA company certificate; proof of office within 50km of RAF Menlyn (title deed, lease, or utility bill <3 months old); SARS tax compliance confirmation. B-BBEE: Points claimed for Specific Goals (HDI status) will be verified via CSD. HDI definition: South African citizens who were disenfranchised pre-1994, females, or persons with disabilities. Disability: Suppliers must provide a valid medical certificate (verified by RAF). Ethical Requirements: Prohibition of gifts, hospitality, or benefits to RAF officials. Branded marketing material is considered a gift. Report any solicitation to the fraud hotline (0800 005919) or face restrictions from conducting business with Organs of State.

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

Evaluation uses the 80/20 preference point system. Points are allocated as follows: 80 points for price (calculated using the formula Ps = 80

• (Pmin / Pt)), and 20 points for specific goals (HDI: 10 points, Women: 8 points, Persons with Disability: 2 points). Total maximum points: 100. Bidders must indicate claimed points for each goal in the SBD 6.1 form. Fraudulent claims may lead to disqualification or other penalties.

Must comply with Preferential Procurement Regulations, 2022, and RAF’s general conditions. Submit proof of compliance for specific goals (Historically Disadvantaged Individuals, Women, Persons with Disability) to claim preference points. Fraudulent claims may result in: disqualification from the tendering process, recovery of costs/losses/damages by the organ of state, contract cancellation, business restrictions for up to 10 years, or criminal prosecution.

Evaluation will be based on the following criteria:

• Capability to meet all technical and organisational security measures outlined in the tender.
• Compliance with the Protection of Personal Information Act (POPIA) and other relevant South African regulations.
• Proven track record in providing security guarding services, preferably for government or sensitive data environments.
• Company directors and personnel may be subject to RAF security screening or vetting.
• Ability to ensure subcontractors meet the same data protection, cybersecurity, and physical security standards as the primary service provider.

Scope: Provide Security Guarding Services for RAF Menlyn Office for a 6-month period starting July 2026.

Key Requirements:

• Secure handling, transportation, and storage of RAF’s confidential, private, personal, or sensitive information (files, data, documents).
• Full compliance with the Protection of Personal Information Act (POPIA) and RAF’s data protection policies.

Document Handling and Transportation:

• Use secure, lockable transportation systems for transferring files to/from premises.
• Files must be kept in lockable containers during transit to prevent loss, theft, or damage.
• Maintain accurate records of document location, access history, and retention schedule for easy tracking.

Document Retrieval and Handling:

• Implement secure protocols for document retrieval, including identity verification of requesters.
• Transport retrieved documents securely.
• Maintain detailed records of all retrieval activities (date, time, requester identity, reason).
• Store physical documents in lockable cabinets to prevent unauthorised access or tampering.
• Restrict access to authorised personnel only, with controlled and monitored procedures.

Facility and Physical Security:

• Secure perimeter with controlled access and/or surveillance systems.
• Install secure doors, locks, and alarms to prevent unauthorised access.
• Implement 24/7 security monitoring for document storage facilities.
• Install and maintain fire suppression systems (e.g., CO2 fire extinguishers) to protect documents from fire damage.
• Report any real, attempted, or suspected physical security breaches to RAF, including CCTV footage, police reports, and alarm records.

Digital and Network Security:

• Implement firewalls, intrusion detection, and encryption for digital document storage systems.
• Grant access on a need-to-know basis with strong authentication methods.
• Regularly review and update access permissions.
• Use industry-standard encryption for data in transit and at rest.
• Regularly update and patch systems, software, and applications to address vulnerabilities.

Data Protection and Cybersecurity:

• Handle and process personal/sensitive data in compliance with POPIA and other applicable laws.
• Safeguard data against unauthorised access, disclosure, alteration, or destruction.
• Immediately inform RAF of any data breaches or security incidents.
• Impose confidentiality obligations on agents, subcontractors, or third parties handling records.
• Screen/vet third-party service providers for data protection policies and require signed data protection agreements.

Incident Reporting and Response:

• Maintain a documented incident response plan for data breaches.
• Report security incidents or data breaches to RAF promptly.

Subcontractor and Third-Party Oversight:

• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Take full responsibility for subcontractor/third-party compliance.

Audit and Monitoring:

• RAF reserves the right to audit and monitor compliance with security policies.
• Cooperate fully with RAF audits or assessments.

Mandatory Compliance:

• Full compliance with the Protection of Personal Information Act (POPIA) for handling personal/sensitive data.
• Adherence to RAF’s data protection, cybersecurity, and physical security policies.

Data Protection and Cybersecurity:

• Comply with all applicable data protection laws and regulations (e.g., POPIA).
• Safeguard data against unauthorised access, disclosure, alteration, or destruction.
• Immediately inform RAF of any data breaches or security incidents.
• Impose confidentiality obligations on agents, subcontractors, or third parties.
• Screen/vet third-party service providers for data protection policies and require signed data protection agreements.

Security Screening:

• RAF reserves the right to conduct security screening or vetting of company directors and assigned personnel.

Subcontractor Compliance:

• Subcontractors must comply with the same data protection, cybersecurity, and physical security standards as the primary service provider.
• Service provider is responsible for ensuring subcontractor compliance.

Physical Security:

• Ensure physical security of records in possession, including protection against unauthorised access.
• Implement controlled access points, surveillance cameras, and 24/7 security monitoring for document storage facilities.

Fire Safety:

• Install and maintain a fire suppression system (e.g., CO2 fire extinguishers) at the service provider’s premises.

Audit and Compliance:

• RAF reserves the right to audit and monitor compliance with security policies.
• Service provider must cooperate with RAF audits or assessments.

Fire Safety:

• Install and maintain a fire suppression system (e.g., CO2 fire extinguishers) at the service provider’s premises to prevent damage or loss of documents/records in the event of a fire.

Physical Security:

• Secure perimeter with controlled access and/or surveillance systems.
• Secure all doors, locks, and alarms to prevent unauthorised access to premises and document storage areas.
• Implement 24/7 security monitoring for all document storage facilities.

Security Obligations:

• Ensure physical security of all records in possession, including protection against unauthorised access.
• Report any real, attempted, or suspected physical security breaches to RAF, providing CCTV footage, police reports, and alarm records.
• Implement controlled access points, surveillance cameras, and 24/7 security monitoring for document storage facilities.

Data Protection and Cybersecurity:

• Comply with all applicable data protection laws and regulations, including POPIA.
• Safeguard data against unauthorised access, disclosure, alteration, or destruction.
• Immediately inform RAF of any data breaches or security incidents.
• Impose confidentiality obligations on agents, subcontractors, or third parties handling records.
• Screen/vet third-party service providers for data protection policies and require signed data protection agreements.
• RAF reserves the right to conduct security screening or vetting of company directors and assigned personnel.

Technical Security:

• Implement firewalls, intrusion detection, and encryption for all digital systems.
• Use industry-standard encryption for data in transit and at rest.
• Regularly update and patch systems, software, and applications to address vulnerabilities.

Audit and Compliance:

• RAF reserves the right to audit and monitor compliance with all security policies.
• Service provider must fully cooperate with RAF audits or assessments.

Confidentiality and Data Handling:

• Service provider must handle RAF’s confidential, private, personal, or sensitive information (files, data, documents) in full compliance with the Protection of Personal Information Act (POPIA).

Document Handling and Transportation:

• Use secure, lockable transportation systems for transferring files to/from premises.
• Files must be kept in lockable containers during transit to prevent loss, theft, or damage.

Record Keeping:

• Maintain accurate and up-to-date records of document location, access history, and retention schedule for easy tracking.

Document Retrieval:

• Verify the identity of requesters before retrieving any documents.
• Ensure documents and records are transported securely during retrieval.
• Maintain detailed records of all retrieval activities, including date, time, requester identity, and reason.

Secure Storage:

• Store physical documents in lockable cabinets to prevent unauthorised access or tampering.

Access Control:

• Restrict document access to authorised personnel only.
• Implement controlled and monitored access procedures for documents and storage facilities.