Office space rental in beaufort west – 36-Month lease (road accident fund)

Closing date: 21 October 2026 at 16:00

RFQ issued: 15 October 2026

Validity period: 60 days from closing date

Service period: 01 January 2027 to 31 December 2029

Compulsory briefing/site inspection: to be confirmed in due course

Enquiries:

• Contact: Harold N (name as per email)
• Email: [email protected]

Submission:

• Email: [email protected]

Service delivery address:

Beaufort West, Western Cape

Submission method: email only, to [email protected]. Quotations sent to any other address will not be considered.

• Late quotations will not be accepted.
• All annexures (Standard Bidding Documents and documents for Mandatory Evaluation) must be completed and signed.
• Returnable forms:
• SBD 4 (Bidders Disclosure): discloses any interest or connection with state employees.
• SBD 6.1 (Preference Points Claim under PPR 2022): claims specific goals points.
• Annexure A (Security Measures): acknowledges security obligations.
• Disqualification risks:
• Submitting to the wrong email address.
• Late submission.
• Collusive behaviour: submitting more than one proposal from companies with a common director/shareholder, or responding with more than one entity, disqualifies all involved.
• Offering gifts or hospitality to RAF officials; branded marketing material counts as a gift. Solicited bribery must be reported to 0800 005919, otherwise the bidder is deemed an accomplice and restricted from doing business with all Organs of State.

Evaluation stages: Mandatory Requirements, then Site Visit, then Price and Specific Goals (80/20). Bidders failing mandatory requirements are disqualified and not evaluated further.

Mandatory requirements (must tick Comply/Not Comply; failure to tick results in disqualification):

• Full set of clear floor plans at a readable scale, submitted by closing date and time.
• Confirmation that the building will be available from 01 January 2027.
• If an agent/broker: signed proof of mandate from the owner/landlord. RAF pays no commission on agent fees. If owner/landlord: title deed or registered bond on the property.
• Confirmation that exterior and shop front signage and branding will be allowed.
• Confirmation that the building has ablution facilities, including at least one for the physically disabled on the ground floor.

Site Visit Assessment (each proposed building is evaluated):

• Office space on the ground floor.
• Gross lettable area not less than 80m2 and not more than 100m2.
• Suitably located for safety, security, accessibility, and within 200m of public transport routes from the main road.
• Ablution facilities.
• Enough space for free movement in and out via entrance/exit.
• Kitchen with hot and cold water supply.
• Waiting room for approximately 10 people.
• 2 secure on-site parking bays, 1 for disabled; alternatively, minimum 2 bays within 100m radius.
• Burglar bars on all external windows and lockable security gates at access doors, or allowance for installation before occupation.
• Accessible electric distribution board(s).
• Existing fire detection and prevention services, or provision before occupation.
• Access for people with special needs/disability (e.g. wheelchair ramp), or allowance.
• Existing building.
• Grade B office accommodation.
• Natural light and ventilation (air-conditioning).
• No visible defects, water leaks, or pest infestations.
• If items 9, 11, or 12 are not met, the appointed service provider gets one month to rectify.

Price and Specific Goals (80/20 system):

• Price: 80 points.
• Specific Goals: 20 points.
• HDI (minimum 51% ownership): 10 points, proof via CSD report.
• Women (minimum 51% ownership): 8 points, proof via ID copy or CSD report.
• Persons living with disabilities (minimum 51% ownership): 2 points, proof via valid medical certificate from an accredited medical practitioner.
• Total: 100 points.

The RAF requires rental of office space in Beaufort West for 36 months.

Space requirements:

• Grade B office accommodation (per SAPOA standards).
• Gross lettable area: not less than 80m2 and not more than 100m2.
• Must be on the ground floor.
• Gross lettable area must include kitchenette, ablution facility, waiting room, and office space.

Site accessibility:

• Close proximity to public transport routes within 200m from the main road.
• Enough space for free movement in and out via entrance/exit.
• Must allow RAF to implement their own access control per RAF standards.
• Access for people with special needs/disability (e.g. wheelchair ramp), or willingness to comply within an agreeable period after award.

Building general requirements:

• Must be an existing building.
• Exterior and shop front signage and branding must be allowable.
• Waiting room for approximately 10 people.
• Burglar bars on all external windows/glass fixtures and lockable security gates at all access doors, or allowance for installation before occupation.

Parking:

• 2 secure on-site parking bays, 1 for physically disabled; alternatively, minimum 2 bays within 100m radius.
• RAF has right of first refusal to any additional parking that becomes available during the 36 months.

Building services:

• Ablution facilities (minimum 1 cubicle).
• Lighting per building regulations.
• Fully air-conditioned and ventilated.
• Backup water supply for 72 hours (at least 50 litre capacity) or provision before occupation.
• Kitchen with hot and cold water supply.
• Own electric distribution board(s) complying with electrical standards.
• Existing fire detection and prevention services, or provision before occupation.

Lease terms:

• 36 months.
• Must allow for further extension if required, or include a 1-month cancellation clause.
• Landlord responsible for building condition; RAF liable only for wear and tear from daily use.
• RAF has right of first refusal for additional space or lease renewal.

Bidders must provide full and accurate answers to mandatory questions, explicitly stating Comply or Not Comply where required. Responses must be substantiated with full details on how the proposal addresses functional requirements. All indicated documents must be supplied as part of the submission.

No specific experience or qualification requirements are stated beyond the mandatory requirements for the property (floor plans, availability, ownership proof, signage allowance, and ablution facilities).

Pricing must be submitted in the cost breakdown table, with monthly rent for rentable space (80-100m2) and parking bays for each year (2027, 2028, 2029), plus variable costs for refuse/sewerage, water, and electricity. Prices must be VAT inclusive if VAT registered. Failure to complete the table leads to disqualification. Quoted prices will be benchmarked against SAPOA rates.

Pricing format:

• All prices must be VAT inclusive (if VAT registered) and quoted in South African Rand.
• If a VAT vendor fails to include VAT, the quoted price is deemed all-inclusive; no VAT will be added after award.
• Non-VAT registered bidders who charge VAT will be automatically disqualified.
• Only prices completed in the cost breakdown table will be accepted; failure to provide prices leads to disqualification.
• No price changes accepted after the Award Letter / Purchase Order is issued.

Cost breakdown structure (per year for 2027, 2028, 2029):

• Rentable space (80-100m2 gross lettable area) – 12 months per year.
• Parking bays (unless included in rent – confirm if yes) – 12 months per year.
• Variable costs (monthly): refuse/sewerage, water, electricity.
• Total, VAT (if registered), and grand total over the 3-year period.

Benchmarking:

• Quoted prices will be benchmarked against SAPOA market rates to assess reasonableness.

Other financial conditions:

• Certificate of Occupancy and Certificate of Compliance (COC) required before occupation.

CSD registration:

• Bidders must be registered on the National Treasury Central Supplier Database (CSD) prior to submitting; registration will be verified.
• RAF will only conduct business with CSD-registered suppliers.

Tax compliance:

• RAF will not do business with suppliers whose tax matters are not declared in order by SARS.

Specific goals proof:

• Points claimed for Preferential Procurement Specific Goals will be verified through CSD.
• HDI (minimum 51% ownership): CSD report.
• Women (minimum 51% ownership): ID copy or CSD report.
• Persons living with disabilities (minimum 51% ownership): valid medical certificate from an accredited medical practitioner.

Disability:

• Suppliers with a disability must provide a valid medical certificate issued by a registered medical practitioner as proof.

Returnable forms:

• SBD 4 (Bidders Disclosure).
• SBD 6.1 (Preference Points Claim under PPR 2022).
• Annexure A (Security Measures).
• All annexures must be completed and signed.

The office space must meet safety requirements including burglar bars on external windows, lockable security gates, fire detection and prevention services, and access for people with disabilities. The building must be in good working condition for the tenure of the contract.

The RAF is a Schedule 3A public entity established under the Road Accident Fund Act, 1996. Its mandate is to provide compulsory social insurance cover to road users, rehabilitate and compensate persons injured by negligent driving, and promote road safety. The RAF head office is in Centurion, with Customer Experience Centres in each province.

Quotations must be emailed to the correct address; late quotations are not accepted. All annexures must be completed and signed. Points claimed for Specific Goals will be verified through CSD. Suppliers with disabilities must provide a medical certificate. RAF only does business with CSD-registered suppliers. Collusive behaviour disqualifies. Bidders not contacted within 14 working days may consider their proposal unsuccessful.

Prohibition of Gifts & Hospitality: Bidders must not offer any gift, hospitality, or other benefit to RAF officials; branded marketing material is considered a gift. If an RAF official requests a gift, the bidder must report it to the toll-free fraud line at 0800 005919. Failure to report solicited bribery deems the bidder an accomplice and restricts them from doing business with all Organs of State.

Bidders must be registered on the CSD prior to submitting; registration will be verified. Bidders who do not comply with mandatory requirements will not be considered. The Certificate of Occupancy and Certificate of Compliance (COC) must be provided before occupation. Quoted prices will be benchmarked against SAPOA rates.

Evaluation is based on Mandatory Requirements, Site Visit, and Price and Specific Goals (80/20). Mandatory requirements include floor plans, building availability from 01 January 2027, proof of mandate or title deed, signage allowance, and ablution facilities. Site visit requirements cover 18 items including ground floor, size, location, parking, security, and building condition. Price is 80 points, Specific Goals 20 points.