Security guarding services for raf polokwane office (month-to-month, up to 6 months)

Returnable documents: none stated in the provided document. The document is Annexure A (Security Measures) only; the full tender pack is not included.

No evaluation criteria are stated in the provided document. Bidders must be able to implement the specified technical and organisational security measures and comply with the Protection of Personal Information Act (POPIA).

The service provider must implement technical and organisational security measures for RAF confidential, private, personal or sensitive information, including:

• Document handling and transportation: secure, lockable transport system for files to and from the provider's premises; files kept in lockable containers to prevent loss, theft or damage.
• Record keeping: accurate records of each document stored, including location, access history and retention schedule; records organised for easy tracking.
• Document retrieval: secure protocols verifying requester identity; detailed records of retrieval activities (date, time, requester, reason).
• Secure storage: physical documents stored in lockable cabinets to prevent unauthorised access or tampering.
• Access control: only authorised personnel may handle, view or transport documents; access granted on a need-to-know basis; strong authentication; regular review of access permissions.
• Fire suppression: premises must have a fire suppression system, including carbon dioxide fire extinguishers.
• Physical security: secure perimeter with controlled access, surveillance systems, secure doors, locks and alarms; controlled access points, surveillance cameras and/or 24/7 security monitoring.
• Network security: digital storage systems must have firewalls, intrusion detection and encryption.
• Cybersecurity: robust measures against malware, phishing and unauthorised access; encryption for data in transit and at rest; regular updates and patching.
• Incident reporting: documented incident response plan; report any security incidents or data breaches to RAF promptly.
• Subcontractors: must adhere to the same data protection and cybersecurity standards; provider is responsible for their compliance.
• Audit and monitoring: RAF may audit and monitor compliance; provider must cooperate with audits.

Compliance with the Protection of Personal Information Act (POPIA) is required. The provider must have policies in place to comply with RAF requirements and POPIA. RAF reserves the right to conduct security screening or vetting of company directors and resources provided. Third-party service providers handling PII must be screened or vetted and required to sign a data protection agreement.

The provider's premises must have a fire suppression system, including carbon dioxide fire extinguishers, to prevent damage or loss of documents in the event of a fire. The premises must have a secure perimeter with controlled access, surveillance systems, secure doors, locks and alarms.

The service provider must implement technical and organisational security measures for RAF confidential information, including compliance with POPIA, secure handling and transportation of files in lockable containers, accurate record keeping, secure retrieval with identity verification, storage in lockable cabinets, access control limited to authorised personnel, access monitoring, and network security for digital systems.

The service provider must implement technical and organisational security measures for RAF confidential, private, personal or sensitive information, including: compliance with the Protection of Personal Information Act; secure handling and transportation of files in lockable containers; accurate record keeping of document location, access history and retention schedule; secure retrieval with identity verification; detailed records of retrieval activities; storage of physical documents in lockable cabinets; access control limited to authorised personnel; access monitoring and control; and network security for digital document storage systems.

The Road Accident Fund (RAF) requires security guarding services for its Polokwane Office on a month-to-month basis for a period not exceeding six months, starting 07 November 2026. The service includes guarding, alarm and armed response.

Closing date: 20 October 2026 at 11:00

RFQ issued date: 14 October 2026

RFQ validity period: 30 days from the closing date.

Expected service start: 07 November 2026 (month-to-month, not exceeding six months).

Compulsory briefing/site visit: N/A

Enquiries:

• Contact: Patience Ph
• Email: [email protected]

Submission email: [email protected]

Service delivery address:

79 Hans Van Rensburg Street

Polokwane

Limpopo

Submission method: email only.

Submission email: [email protected]

Use reference number PR10118911 in all correspondence.

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

All annexures and mandatory documents must be completed, signed, and submitted with the quotation.

Returnable forms:

• SBD 4 (Bidders Disclosure): discloses any interest or connection with the state.
• SBD 6.1 (Preference Points Claim under PPR 2022): claims preference points for specific goals.
• Annexure A (Security Measures): acknowledges security-related conditions.

Failure to follow submission instructions will result in the quotation not being considered.

Evaluation is in two phases:

Phase 1 – Mandatory requirements (pass/fail). Bidders must indicate compliance by ticking the correct box. Non-compliance disqualifies the bid.

Phase 2 – Price and Specific Goals, using the 80/20 preference point system (applicable to bids valued between R2,000.01 and R1,000,000, all taxes included).

Points allocation:

• Price: 80 points
• Specific Goals: 20 points

Total: 100 points

Points claimed for Preferential Procurement Specific Goals will be verified through the CSD.

Scope: Provide security guarding services for the RAF Polokwane Office, 24 hours a day, 7 days a week.

Contract period: Month-to-month, not exceeding six months, starting 07 November 2026.

Personnel required:

• 1 x Grade B security guard, day shift, Monday to Friday.
• 3 x Grade C security guards, day shift, Monday to Sunday and public holidays.
• 2 x Grade C security guards, night shift, Monday to Sunday and public holidays.

Security officers must be PSIRA registered, have no criminal record, and be at least 18 years old.

Minimum education: Grade 12 (Matric); able to read and write in English and one other official language.

Experience:

• Shift leaders: minimum 3 years security experience, of which 1 year at the same position.
• Security officers: minimum 2 years security experience.

Duties include access control, patrol duties, event security, VIP protection (pay-as-you-go), and acting as authorised officers under the Control of Access to Public Premises and Vehicles Act 53 of 1985.

Supervisory site visits required at least once per week; daily inspections by supervisory/management staff.

Service provider must have an office within 50 km radius of the RAF Polokwane Office.

Service provider must provide armed response, guard monitoring patrol clock points, handheld scanners, and standard security aids (handcuffs, batons, registers, whistle).

Service provider must have a fully equipped 24/7 security control room.

Service provider must have capacity for ad-hoc security services at RAF events and provide personal protection services as required.

Equipment to be provided includes base radio, rechargeable torches, guard monitoring system with 5 patrol clock points, handheld metal detectors, alarm system with 24/7 armed response, ID/driver's license scanners, pocketbooks, baton sticks, whistles, raincoats, pepper spray, handcuffs, two-way radios, uniforms with PSIRA insignia, and PPE as required.

Pricing must be in South African Rand (ZAR).

Prices must be VAT inclusive if VAT registered; if not VAT registered, prices must exclude VAT.

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

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

Only prices completed in the provided cost breakdown table will be accepted; failure to provide prices in the table leads to disqualification.

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

Ad hoc services are priced separately and will be ordered against separate purchase orders.

Ad hoc rates required for:

• Armed and unarmed security officers (Grade B and C), hourly rates.
• Armed close protection officers (Grade C), hourly rates.
• Mobile personal panic buttons, price per button.
• Tactical Response Unit (vehicle and 2 armed officers), rate per day.

Mandatory requirements (must be submitted by closing date and time):

• Valid COIDA letter of good standing (Compensation for Occupational Injuries and Disease Act, Act 130 of 1993).
• Valid PSIRA letter of good standing for the company and directors.
• Valid PSIRA certificate for the registered company.
• Proof of an office within 50 km of the RAF Polokwane Office, in the name of the service provider or owner/director, showing physical address. Acceptable proof: title deed, valid lease agreement, or municipality statement (utility bill) not older than 3 months.

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

Tax matters must be in order with SARS.

Bidders with disabilities must provide a valid medical certificate issued by a registered medical practitioner.

Collusive behaviour or submitting multiple proposals from companies with common directors/shareholders will result in disqualification.

Bidders must not offer gifts or hospitality to RAF officials; solicited bribery must be reported to the toll-free fraud line at 0800 005919.

Preference points are claimed via SBD 6.1 (Preference Points Claim Form) under the 80/20 system.

• Price: 80 points
• Specific goals: 20 points

Specific goals and points:

• Historically disadvantaged individuals: 10 points
• Women: 8 points
• Persons with disability: 2 points

Bidders must study the Preferential Procurement Regulations, 2022 and the general conditions of the tender.

Failure to submit proof or documentation for specific goals with the bid means those points are not claimed.

The organ of state may require substantiation of any preference claim before or after adjudication.

Bidders must complete and submit SBD 6.1 (Preference Points Claim Form) to claim preference points for specific goals.