Servicing of fire extinguishers and hose reels at raf menlyn office

RFQ responses must be emailed to the correct email address: [email protected]

RFQ issued: 05 November 2026

Closing date and time: 11 November 2026 at 12:00

RFQ validity period: 60 days from the closing date

Expected date services are required: once a Purchase Order is issued

Compulsory site visit: not applicable

Enquiries email: [email protected]

Submission email: [email protected]

Delivery address:

38 Ida Street

Menlo Park

Pretoria

0083

Fraud line (gifts, hospitality or solicited bribery): 0800 005919

Submission method: email

Submission email: [email protected]

Quote reference: PR10119244 (use as reference when sending quotations and supporting documentation)

Late quotations are not accepted for consideration

Quotes sent to the wrong email address will not be considered

All Annexures and Standard Bidding Documents must be completed and signed

Returnable forms:

• SBD 6.1 (Preference Points Claim): claims preference points for specific goals under the 80/20 system
• Annexure A: Security Measures
• Annex A: Terms and Conditions of RFQ
• Annex B: General Conditions of Contract
• Annex C: RFQ Specification
• Annex D: Evaluation Criteria
• Annex E: Cost Break Down
• Annex F: Standard Bidding Documents

Disqualification risks:

• Late submission
• Incorrect submission email
• Non-VAT registered bidder charging VAT
• Price not completed in the cost breakdown table
• Collusive behaviour or more than one entity with a common director or shareholder
• Supplier not registered on CSD
• Tax matters not declared in order by SARS

Phase 1: Mandatory Requirements (pass or fail)

Phase 2: Price and Specific Goals evaluated on the 80/20 preference point system

Price: 80 points

Specific Goals: 20 points

Total: 100 points

80/20 system applies to bids with a Rand value from R2 000.01 up to R1 000 000.00 (all applicable taxes included); RAF may apply 80/20 to quotations below R2 000.01

Bidders that do not meet mandatory requirements are disqualified and are not evaluated for price or specific goals

Mandatory requirement: the service provider must have membership with the Fire Fighting Equipment Trader's Association, or membership with the Fire Protection Association of Southern Africa, or provide personnel registered with the South African Qualification and Certification Committee for the Fire Industry

Valid proof of membership or registration must be submitted by the closing date and time

Service providers must tick the Comply or Not Comply box for each requirement

Scope: service all firefighting equipment (fire extinguishers and hose reels) at RAF Menlyn Office

Service location: 38 Ida Street, Menlo Park, Pretoria, 0083

Equipment is located on different floors, including basement, ground floor and first floor

Service frequency: once off service

Quantities:

• Horse Reels 30m: 15
• Fire Extinguisher 9kg DCP: 11
• Fire Extinguisher 4.5kg DCP: 21
• Fire Extinguisher 5kg CO2: 1

Services are required once a Purchase Order is issued

All prices must be VAT inclusive (if VAT registered) and quoted in South African Rand (ZAR)

VAT vendors must include VAT; if omitted, the quoted price is deemed all-inclusive and no VAT is added after award

A non-VAT registered service provider that charges VAT is automatically disqualified

Only prices completed in the cost breakdown table are accepted for evaluation; failure to provide a price in the table leads to disqualification

No price changes are accepted after the official Award Letter or Purchase Order is issued

RFQ validity period: 60 days from the closing date

Evaluation applies the 80/20 preference point system to bids from R2 000.01 up to R1 000 000.00 (all applicable taxes included)

CSD registration is mandatory; RAF only conducts business with CSD registered suppliers

Tax matters must be declared to be in order by SARS

Mandatory proof by closing date and time: membership with the Fire Fighting Equipment Trader's Association, or membership with the Fire Protection Association of Southern Africa, or personnel registered with the South African Qualification and Certification Committee for the Fire Industry

RAF reserves the right to validate and confirm the validity of membership or registration

Suppliers claiming disability must provide a valid medical certificate issued by a registered medical practitioner

Preference points for specific goals are verified through CSD

Collusive behaviour results in disqualification; a bidder may not submit more than one proposal from more than one registered company with a common director or shareholder, and may not respond with more than one entity

Returnable form: SBD 6.1 (Preference Points Claim Form in terms of the Preferential Procurement Regulations 2022) must be completed and submitted with the tender to claim preference points for specific goals.

Preference point system: the 80/20 system applies to this tender.

Price: maximum 80 points.

Specific goals: maximum 20 points.

Total points: 100.

Specific goals under the 80/20 system: historically disadvantaged individuals 10 points; women 8 points; persons with disability 2 points.

Proof: proof or documentation for each claimed specific goal must be submitted with the tender; failure to submit means those points are not claimed.

Substantiation: the organ of state may require a bidder to substantiate any preference claim before or after adjudication.

This annexure sets out the technical and organisational security measures that apply during the subsistence of the contract. The service provider will be entrusted with RAF confidential, private, personal or sensitive information and must implement the measures described.

Compliance with the Protection of Personal Information Act is required for the duration of the contract.

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

Document handling and transportation

• Files must be kept in lockable containers or packaging during handling and transportation to prevent loss, theft or damage.
• A secure, lockable transportation system is required to transfer files to and from the service provider's premises.
• Accurate records of each document stored must be maintained, including location, access history and retention schedule, organised for easy and accurate tracking.

Document retrieval and storage

• Secure retrieval protocols must verify the identity of the requester and ensure documents are transported securely.
• Detailed records of all retrieval activities must be maintained, including date, time, requester identity and reason.
• Physical documents and records must be stored in lockable cabinets to prevent unauthorised access or tampering.
• Access to documents and records is restricted to authorised personnel only, with access controlled and monitored.

Premises security

• The premises must have a secure perimeter with controlled access and/or surveillance systems.
• Secure doors, locks and alarms must prevent unauthorised access.
• Physical security measures must include controlled access points, surveillance cameras and/or 24/7 security monitoring.
• All document storage facilities must be adequately protected against unauthorised access.
• Any real, attempted or suspected breach of physical security must be reported to the RAF, with CCTV footage, police reports and linked alarm system records provided.

Fire suppression

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

Network and systems security

• Digital document storage systems must have appropriate technical security measures, including firewalls, intrusion detection and encryption.
• Access must be granted on a need-to-know basis using strong authentication methods.
• Access permissions must be regularly reviewed and updated.
• Systems, software and applications must be regularly updated and patched to address security vulnerabilities.

Cybersecurity

• Robust cybersecurity measures must protect against malware, phishing and unauthorised access.
• Encryption for data in transit and at rest must use protocols and algorithms that comply with industry standards.

Incident reporting

• A documented incident response plan must be in place to address and mitigate data breaches promptly.
• Security incidents or data breaches must be reported to the RAF in a timely manner.

Subcontractors

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

Audit

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

Protection of Personal Information Act (POPIA)

• The service provider must have policies in place to comply with RAF requirements and the Protection of Personal Information Act.
• Personal and sensitive data must be handled and processed in compliance with applicable data protection laws and regulations.
• Measures must safeguard data against unauthorised access, disclosure, alteration and destruction.
• The RAF must be informed immediately of any data breaches or incidents affecting information security.
• Confidentiality of personal, confidential and sensitive data must be ensured, including by imposing confidentiality obligations on agents, subcontractors and third parties who receive records.
• Third-party service providers handling personal information must be screened or vetted for data protection policies and must sign a data protection agreement.

Security screening and vetting

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

Fire suppression

• The service provider's premises must 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.

Premises security

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

Duration and application

• These security measures apply during the subsistence of the contract.

Breach notification

• Any real, attempted or suspected breach of physical security must be reported to the RAF.
• The service provider must provide CCTV footage, police reports and linked alarm system records for any security incident.

Audit and monitoring

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

Incident response

• 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 the RAF in a timely manner.

Subcontractor responsibility

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