Office space sourcing in beaufort west – raf RFQ for 36-Month lease

RFQ issued: 15 September 2026

Closing date and time: 29 September 2026 at 14:00

RFQ validity period: 60 days from closing date

Expected service period: 01 January 2027 to 31 December 2029 (36 months)

Compulsory briefing session/site inspection: date to be confirmed (will be communicated in due course)

Lease commencement: 01 January 2027

Lease term: 36 months with 1-month cancellation clause

Enquiries:

• Contact: Harold (surname not provided)
• Email: [email protected]
• Role: Not specified

Submission:

• Method: email
• Submission email: [email protected]

Service delivery address:

Beaufort West, Western Cape

(Exact property address to be provided by bidder in submission)

Submission method: email only

Submission email: [email protected]

Closing date and time: 29 September 2026 at 14:00

Late submissions will not be accepted

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

• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the RAF
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 preference point system
• Annexure A: Security Measures (RAF-specific annexure)
• Full set of clear floor plans at a readable scale
• Proof of building availability from 01 January 2027
• If agent/broker: signed proof of mandate from owner/landlord (RAF does not pay commission)
• If owner/landlord: title deed or registered bond on the property
• Confirmation that exterior/shop front signage and branding is allowed
• Confirmation of ablution facilities including at least one for physically disabled on ground floor

Disqualification risks:

• Any returnable form left unsigned or omitted
• Quotation received after closing time
• Failure to tick "Comply" or "Not Comply" for mandatory requirements
• Collusive behaviour (multiple proposals from entities with common directors/shareholders)
• Non-VAT vendor charging VAT
• Prices not completed in the prescribed cost breakdown table

Evaluation method: 80/20 preference point system (Price 80 points, Specific Goals 20 points)

Applicable to bids with Rand value equal to or above R2 000.01 up to R1 000 000.00 (all taxes included)

Three-stage evaluation:

1. Mandatory Requirements (pass/fail) - bidders who fail are disqualified and not evaluated further
2. Site Visit Assessment (pass/fail) - only bidders passing mandatory requirements proceed
3. Price and Specific Goals (80/20) - only bidders passing site visit proceed

Mandatory Requirements (all must be met):

• Floor plan submitted
• Building available from 01 January 2027
• Proof of ownership/mandate provided
• Signage/branding allowed
• Ablution facilities including disabled access on ground floor

Site Visit Assessment (18 criteria, all must be met except items 9, 11, 12 which allow 1 month to rectify):

• Office on ground floor
• 80-100m² gross lettable area
• Suitably located (safety, accessibility, within 200m of public transport on main road)
• Ablution facilities
• Free movement space at entrance/exit
• Kitchen with hot/cold water
• Waiting room for ~10 people
• 2 secure parking bays (1 for disabled) or 2 bays within 100m radius
• Burglar bars on external windows/glass, lockable security gates at access doors (or allowance for installation)
• Accessible distribution board(s)
• Fire detection/prevention services (or provision before occupation)
• Disability access (wheelchair ramp) or allowance for installation
• Existing building
• Grade A or B office accommodation per SAPOA standards
• Natural light and ventilation (air-conditioning)
• No visible defects
• No water leaks
• No pest infestations

Specific Goals points allocation (verified via CSD):

• HDI (minimum 51% ownership): 10 points
• Women (minimum 51% ownership): 8 points
• Persons with disabilities (minimum 51% ownership, valid medical certificate): 2 points

Total: 100 points (80 Price + 20 Specific Goals)

No minimum qualifying score stated

Scope: Rental of office space in Beaufort West, Western Cape for 36 months with 1-month cancellation option

Grade: A or B office accommodation per SAPOA standards

Size: 80-100m² gross lettable area on ground floor (inclusive of kitchenette, ablution facility, waiting room, office space)

Location requirements:

• Ground floor
• Within 200m of public transport routes on main road
• Suitably located for safety, security and accessibility
• Space for free movement at entrance/exit
• RAF to implement own access control per RAF standards
• Disability access (wheelchair ramp) or willingness to comply within agreed period

Building requirements:

• Existing building
• Exterior/shop front signage and branding allowed
• Waiting room for ~10 people
• Burglar bars on all external windows/glass fixtures
• Lockable security gates at all access doors (or allowance for installation before occupation)
• Ablution facilities (minimum 1 cubicle, including disabled facility on ground floor)
• Lighting per building regulations
• Fully air-conditioned and ventilated
• Backup water supply for 72 hours (minimum 50 litre capacity) or provision before occupation
• Kitchen with hot and cold water supply
• Own electrical distribution board(s) compliant with standards
• Fire detection and prevention services (or provision before occupation)
• No visible defects, water leaks, or pest infestations
• Natural light and ventilation

Parking:

• 2 secure on-site parking bays (1 for physically disabled)
• Alternatively: 2 parking bays within 100m radius if not on premises
• RAF has right of first refusal to additional parking during lease

Lease terms:

• 36-month lease
• 1-month cancellation clause
• Right of first refusal for additional space/lease renewal
• Landlord responsible for building condition; RAF liable only for wear and tear from daily use
• Certificate of Occupancy and Certificate of Compliance (COC) required before occupation

No specific experience or qualification requirements stated for the service provider/landlord beyond ownership/mandate proof and building compliance. RAF is a Schedule 3A Public Entity established under the Road Accident Fund Act, 1996, with head office in Centurion and Customer Experience Centres in each province.

Pricing schedule requires monthly rental for 3 years (2027, 2028, 2029) with 12-month quantities each year. Parking bays priced separately unless included in rent (must confirm). Variable costs (refuse/sewerage, water, electricity) quoted monthly for each year, both VAT excluded and VAT included. All prices VAT inclusive if VAT registered; non-VAT vendors must not charge VAT. Prices benchmarked against SAPOA market rates. No price changes after Award Letter/PO. Grand total over 3 years required.

Pricing format: Fixed monthly rental for 3-year period with annual breakdown

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

Non-VAT vendors must not charge VAT (automatic disqualification if they do)

Prices must be completed in the prescribed cost breakdown table (failure leads to disqualification)

No price changes accepted after Award Letter/Purchase Order issued

Quoted prices benchmarked against South African Property Market Rates (SAPOA) for reasonableness

Cost breakdown structure:

• Year 1 (2027): 12 months rent for 80-100m² + parking bays (unless included in rent)
• Year 2 (2028): 12 months rent + parking
• Year 3 (2029): 12 months rent + parking
• VAT (if registered) shown separately
• Grand total over 3 years (VAT inclusive if registered)

Variable costs (monthly, per year):

• Refuse/Sewerage
• Water
• Electricity
• Quoted both VAT excluded and VAT included

No bid security, bonds, guarantees, retention or payment terms specified in document

Central Supplier Database (CSD) registration: mandatory (RAF only conducts business with CSD registered suppliers)

Tax compliance: SARS tax matters must be in order (verified via CSD)

B-BBEE / Specific Goals: Preference points claimed via CSD report; evidence required:

• HDI (minimum 51% ownership): CSD report
• Women (minimum 51% ownership): ID copy / CSD report
• Persons with disabilities (minimum 51% ownership): valid medical certificate from registered medical practitioner

Standard Bidding Documents required:

• SBD 4: Declaration of Interest
• SBD 6.1: Preference Points Claim (PPR 2022)
• Annexure A: Security Measures

Other requirements:

• No collusive behaviour (one proposal per entity, no common directors/shareholders across multiple bids)
• Disability proof: valid medical certificate if claiming disability points
• Certificate of Occupancy and COC before occupation
• Floor plans at readable scale
• Proof of ownership (title deed/bond) or mandate if agent
• Confirmation of signage/branding allowance
• Confirmation of ablution facilities including disabled access

Building must have existing fire detection and prevention services or make provision before occupation. Ablution facilities must include at least one facility for physically disabled on ground floor. Building must allow disability access (wheelchair ramp) or make allowance for installation. No visible defects, water leaks, or pest infestations permitted. Lighting per building regulations. Electrical distribution board(s) must comply with standards. Backup water supply for 72 hours (minimum 50 litre capacity) required.

Contract type: Lease agreement for office accommodation

Duration: 36 months (01 January 2027 – 31 December 2029)

Cancellation: 1-month notice period by either party

Extension: RAF has right of first refusal for lease renewal/additional space

Landlord obligations: Maintain building in good working condition; provide Certificate of Occupancy and COC before occupation; ensure fire detection/prevention services; provide backup water supply; ensure electrical compliance

RAF obligations: Liable only for wear and tear from daily utilisation; implement own access control per RAF standards

General Conditions of Contract: Referenced as National Treasury General Conditions of Contract (with CIBD inclusion)

Prohibition of gifts/hospitality: Service providers may not offer any gift, hospitality or benefit to RAF officials (branded marketing material considered a gift); any solicitation must be reported to fraud line 0800 005919

Collusion prohibition: Multiple proposals from entities with common directors/shareholders disqualified; single entity may not submit multiple responses

Evaluation follows three stages: (1) Mandatory Requirements (pass/fail) - floor plan, availability from 01 Jan 2027, ownership/mandate proof, signage allowance, ablution facilities; (2) Site Visit Assessment (pass/fail) - 18 criteria covering location, size, facilities, security, building condition; (3) Price and Specific Goals (80/20) - Price 80 points, Specific Goals 20 points (HDI 10, Women 8, Disability 2) verified via CSD. Items 9, 11, 12 of site visit allow 1-month rectification period. No minimum qualifying score stated.