Tracing tool for forensic investigations — road accident fund (12 months)

The Road Accident Fund, a Schedule 3A public entity established under the Road Accident Fund Act, 1996 (Act No. 56 of 1996), provides compulsory social insurance cover to road users, rehabilitates and compensates persons injured by negligent driving, and promotes road safety. Its head office is in Centurion, Pretoria, with offices countrywide.

The RAF requires an experienced service provider to supply a tracing tool for forensic investigations for a period of twelve (12) months. The tool must support lawful, auditable identity, contact, employment, company, property and relationship tracing, with confidence scoring, evidence trails, audit reporting, secure integration, bulk screening, role-based access control and POPIA compliance, delivered as a managed SaaS service.

Compulsory briefing session

• Date and time: 29 September 2026 at 11:00.
• Venue: Microsoft Teams — https://teams.microsoft.com/meet/343982920573670?p=vO039HQ8zpKGgG2jGT

Closing

• 02 October 2026 at 11:00.

Other dates

• RFQ issued: 23 September 2026.
• Quotation validity: 30 days from the closing date.
• Service commencement: as soon as the SLA is signed.
• Unsuccessful bidders are notified by implication if not contacted within 14 working days.

Enquiries

• Contact: Jonathan Matjila
• Email: [email protected]
• Telephone: 012 621 1962

Submission

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

Delivery address for goods/services

Raf

420 Witch-Hazel Avenue

Eco-glades 2

Centurion

Reception hours for deliveries

• 07:45 to 16:00, Monday to Friday.

Submission method

• Email only, to [email protected] (Head Office quotations).
• Quotations sent to any other address will not be considered.
• Closing: 02 October 2026 at 11:00. Late quotations are rejected.
• Quotation validity: 30 days from the closing date.
• Reference to quote on all correspondence: PR10117099.

Returnable documents

• All annexures to the RFQ must be completed and signed.
• SBD 4 (Bidder's Disclosure): discloses directors' or shareholders' interests and state employment links.
• SBD 6.1 (Preference Points Claim, PPR 2022): claims preference points under the applicable preference system.
• Annexure B (Bidder's Client References): at least three references evidencing tracing-solution experience.
• Annexure E cost breakdown table: priced per line item, VAT inclusive where the bidder is VAT registered.
• Signed letter of authorisation, reseller, partnership or licence agreement (or equivalent) from the technology/data provider confirming the bidder may supply the proposed solution to the RAF for the contract term.
• Valid medical certificate from a registered medical practitioner where disability is claimed.

Disqualification risks

• Quotation received after the closing time.
• Quotation sent to the wrong email address.
• Any annexure or returnable form not completed and signed.
• Prices not entered on the prescribed cost breakdown table.
• A non-VAT-registered bidder charging VAT.
• Collusive behaviour, including more than one bid from separate registered companies sharing a director or shareholder, or one bidder responding through more than one entity.
• Offering gifts, hospitality or other benefits (including branded marketing material) to RAF officials.

Four sequential phases; failure at any phase ends the bid.

Phase 1 — Mandatory requirements

• Bidders tick comply or do not comply; non-compliant bids are disqualified and not evaluated further.
• Mandatory item: signed partner letter or equivalent authorisation from the technology/data provider. The RAF may validate all letters submitted.

Phase 2 — Technical requirements (50 points)

• Track record: 25 points. Minimum three references on Annexure B showing tracing-solution experience; the RAF may validate references.
• Project proposal: 25 points. Five points for each required item present in the proposal, zero if absent.
• Minimum qualifying score: 40 out of 50 to proceed.

Phase 3 — Presentation (50 points)

• Presentation of the tool's capabilities to the RAF; 40 minutes, with a maximum of five days' notice.
• Five points for each required capability demonstrated, zero if absent.
• Minimum qualifying score: 40 out of 50 to proceed to price and specific goals.

Phase 4 — Price and specific goals (100 points)

• Price: 80 points.
• Specific goals: 20 points.
• Preference point system: 80/20, applicable to quotations from R30 000 up to R1 000 000 including all taxes. The RAF may also apply 80/20 to quotations below R30 000.

Scope

• Supply of a Software-as-a-Service tracing tool for RAF forensic investigations, for a period of twelve (12) months, including hosting, platform management, maintenance, monitoring, updates, incident management, service reporting, backup and recovery, user support and account management.

Required tracing capabilities

• Identity and address tracing from lawful, auditable and approved data sources.
• Telephone and contact-number verification, including current and historical contact information.
• Employment history and current employer verification where legally permissible.
• Company directorship, beneficial-interest and business-affiliation checks.
• Property ownership and property-linked information checks.
• Identification of associated persons, entities and relationship networks.
• Deceased, estate and historical-record checks where legally permitted.
• Cross-checking and corroboration across multiple independent data sources.
• Search by name, South African identity number, company registration number, address, phone number and other approved identifiers.

Data sources and provenance

• Bidders must disclose the categories of data sources used and confirm lawful acquisition, processing, storage and availability.
• Evidence required of provenance, permitted-use rights, refresh frequency, coverage, accuracy controls and use restrictions per data category.
• The solution must distinguish verified data, inferred data and unconfirmed candidate matches.

Search, matching and confidence scoring

• Support exact, fuzzy and partial matching against approved identifiers.
• Provide confidence scores or match indicators.
• Describe matching methodology and controls against false positives and false negatives.
• Provide evidence trails showing which data points produced a match.
• Allow users to review, filter and export results in a controlled, auditable manner.

Reporting and audit

• Generate formal, timestamped reports suitable for internal use, audit review and evidentiary support, covering search criteria, data sources queried, result summaries, confidence indicators, user details, timestamps and the basis for results.
• Include an auditing and reporting module tracking individual staff usage, with timestamps and a mandatory operational reason or case reference per search.
• Maintain a secure, tamper-evident log of all user activity across tracing functions.

Integration and bulk screening

• Secure integration via documented APIs or equivalent mechanisms, subject to RAF security and architecture requirements.
• Controlled bulk screening, batch uploads, structured outputs, error handling and reconciliation reporting.

Security and access control

• Role-based access control for users, administrators and support personnel.
• Least-privilege access, segregation of duties and user lifecycle management.
• Logging of all searches, views, exports, administrative and configuration changes.
• Tamper-resistant, searchable audit logs retained per agreed retention requirements.
• Description of encryption, authentication, monitoring, vulnerability management and incident response.

Legal and POPIA compliance

• Demonstrated compliance with the Protection of Personal Information Act, applicable South African data protection law, lawful processing principles, information security obligations and sector-specific requirements.
• Description of data retention, deletion, data-subject-rights, breach-notification and subcontractor-management processes.
• Confirmation of support for the RAF's accountability, audit and reporting obligations under the public-sector governance framework.

Service levels and performance

• Measurable service levels proposed for availability, response times, incident resolution, support hours and reporting frequency.
• Scalability for agreed user volumes, transaction volumes and bulk screening.
• Disaster recovery and business continuity commitments.
• Monthly service reports covering usage, incidents, availability, changes, security events and service improvements.

Implementation, training and transition

• Complete implementation plan covering initiation, requirements confirmation, configuration, integration, testing, security assurance, user acceptance testing, training, go-live, hypercare and transition to steady-state support.
• Implementation resources, project governance, risk management and knowledge transfer included in the proposal.

Report content required

• Individuals: telephone and cellular numbers (historical and current, with network provider), physical address, passport numbers, employment history and address, marital status, criminal checks, educational history, properties registered in the individual's name, movable assets, shareholding and directorship, credit checks, and unabridged birth certificate.
• Companies: physical and postal address, registration numbers, properties registered in the company's name, and shareholding and directorship.

Pricing format

• Prices quoted in South African Rand (ZAR) and VAT inclusive for VAT-registered bidders.
• VAT-registered bidders must include VAT in proposed prices; if omitted, the quoted price is treated as all-inclusive and no VAT is added after award.
• A non-VAT-registered bidder that charges VAT is automatically disqualified.
• Only prices completed on the prescribed cost breakdown table are accepted; failure to price on that table leads to disqualification.
• Bidders must indicate any items bundled as a single priced item.
• No price changes are accepted after the official award letter or purchase order is issued.

Cost breakdown line items (quantity 1 each)

• Individual reports: telephone/cellular numbers, physical address, passport numbers, employment history, marital status, criminal checks, educational history, properties registered in the individual's name, shareholding/directorship, unabridged birth certificate.
• Company reports: physical/postal address, registration numbers, properties registered in the company's name, shareholding/directorship.
• Utilisation report: management and utilisation report.
• Implementation costs, if applicable.
• VAT (if VAT registered) and grand total (VAT inclusive, if VAT registered).

Payment

• Goods or services are delivered and accepted only against an official RAF award letter or purchase order signed by an authorised RAF official.
• The RAF may refuse payment or acceptance where goods or services are delivered before the award letter or purchase order is issued.
• No bid security, performance guarantee or retention requirement is stated.

Registration and tax

• CSD registration is mandatory; the RAF conducts business only with CSD-registered suppliers.
• Tax matters must be declared in order by SARS.

B-BBEE and specific goals

• Preference points are claimed on SBD 6.1 under PPR 2022, within the 80/20 system.
• Race and gender points claimed for Historically Disadvantaged Individuals are verified through the CSD.
• Disability claims require a valid medical certificate from a registered medical practitioner.

Mandatory authorisation

• Signed letter of authorisation, reseller agreement, partnership agreement, licence agreement or equivalent from the technology/data provider confirming the bidder is authorised to supply the proposed solution to the RAF for the contract duration. The RAF may validate all letters.

Bidder qualification requirements

• Demonstrated experience in SaaS-based tracing, verification, data-enrichment or investigative-intelligence solutions.
• Demonstrated managed-services and implementation support to public-sector or enterprise clients.
• Evidence of financial standing, operational capacity, information security capability and legal authority to provide the services.
• References for comparable engagements, including scale, duration and service scope.
• Confirmation of registration on applicable supplier databases and compliance with applicable tax and statutory requirements.

Conduct

• No gifts, hospitality or other benefits (including branded marketing material) to RAF officials; any request for such benefits must be reported to the toll-free fraud line 0800 005919.
• No collusive bidding; multiple bids from entities with common directors or shareholders, or one bidder bidding through more than one entity, result in disqualification of all.

Returnable form

• SBD 4 (Bidder's Disclosure): must be completed and signed, disclosing any state employment of the bidder or its directors, shareholders, members or partners, any relationship with staff of the procuring institution, and any interest in a related enterprise.

Disqualification risk

• A bidder listed on the Register for Tender Defaulters or the List of Restricted Suppliers is automatically excluded from the bid process.
• A disclosure found to be untrue or incomplete disqualifies the bid.

No evaluation criteria, scoring split or preference point system is set out in the available material.

Stated exclusion

• Bidders appearing on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

Mandatory declaration

• SBD 4 (Bidder's Disclosure) must be signed and submitted; it covers state employment of the bidder or its controlling persons, relationships with employees of the procuring institution, and interests in other related enterprises.

Exclusion

• Listing on the Register for Tender Defaulters or the List of Restricted Suppliers bars the bidder from the process.
• False or incomplete disclosure leads to disqualification and possible action under PFMA SCM Instruction 03 of 2021/22, the Competition Act 89 of 1998 or the Prevention and Combating of Corrupt Activities Act 12 of 2004.

Returnable form

• SBD 6.1 (Preference Points Claim Form): claims preference points for specific goals under the Preferential Procurement Regulations 2022 and must be completed and submitted with the bid.

Consequences of omission

• If the proof or documentation required to support a specific-goal claim is not submitted with the bid, no preference points are awarded for those goals.
• The organ of state may call for substantiation of any preference claim before adjudication or at any later stage.

Preference point system

• 80/20 system applies (contract value up to R50 000 000, all applicable taxes included).

Point allocation

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals (80/20 allocation)

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

Notes

• Points for specific goals are awarded only where the claim is supported by the proof or documentation required in the tender.
• The organ of state may require a bidder to substantiate any preference claim at any time.

Mandatory form

• SBD 6.1 (Preference Points Claim Form): must be completed and submitted to claim points for specific goals.

Disqualification and sanction risks

• A preference claim made on a fraudulent basis may lead to disqualification from the tendering process.
• The organ of state may recover costs, losses or damages suffered as a result of the conduct.
• The contract may be cancelled, with damages claimed for any less favourable replacement arrangement.
• The bidder, its shareholders and directors may be restricted from doing business with any organ of state for up to 10 years, after the audi alteram partem rule has been applied.
• The matter may be referred for criminal prosecution.