Emergency services (ambulance and paramedics) at jack botes hall, polokwane – RFQ pr10118841

The service provider will be entrusted with RAF confidential files, data, and documents during the contract. The provider must have policies in place to comply with RAF requirements and the Protection of Personal Information Act (POPIA).

Returnable documents: none specified beyond the security measures annexure. The bidder must implement the technical and organisational security measures described in Annexure A and initial each page where indicated. No submission method, address, or closing time is stated in the provided document.

Bidders must have policies in place to comply with RAF requirements and POPIA. They must handle personal and sensitive data in compliance with applicable data protection laws. Third-party service providers handling PII must be screened or vetted and sign a data protection agreement. Bidders must inform RAF immediately of any data breaches or security incidents. RAF may conduct security screening or vetting of company directors and resources.

The service provider must implement technical and organisational security measures to protect RAF confidential files, data, and documents. Specific requirements include:

• Document handling and transportation: lockable containers or packaging to prevent loss, theft, or damage.
• Record keeping: accurate records of each document stored, including location, access history, and retention schedule.
• Secure retrieval: verify identity of requester and ensure secure transport.
• Secure storage: lockable cabinets to prevent unauthorised access or tampering.
• Access control: only authorised personnel may access documents; policies and procedures must control and monitor access.
• Fire suppression: premises must have a fire suppression system, including carbon dioxide fire extinguishers.
• Physical security: secure perimeter, controlled access, surveillance cameras, 24/7 monitoring, secure doors, locks, and alarms.
• Network security: firewalls, intrusion detection, and encryption for digital storage systems.
• Access control: grant access on a need-to-know basis, use strong authentication, regularly review and update permissions.
• Data protection: comply with POPIA and other applicable laws, safeguard data against unauthorised access, disclosure, alteration, and destruction.
• Cybersecurity: implement robust measures against malware, phishing, and unauthorised access; use encryption for data in transit and at rest; regularly update and patch systems.
• Incident reporting: have a documented incident response plan and report any security incidents or data breaches to RAF promptly.
• Subcontractor oversight: ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Audit and monitoring: RAF reserves the right to audit and monitor compliance; the service provider must cooperate with audits.

The service provider 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.

The service provider must implement technical and organisational security measures to protect RAF confidential files, data, and documents. This includes physical security with controlled access, surveillance cameras, and 24/7 monitoring. All document storage facilities must be adequately protected against unauthorised access. In case of any real, attempted, or suspected breach of physical security, the provider must inform RAF and provide CCTV footage, police report, and linked alarm system records. The provider must impose confidentiality obligations on any agents, subcontractors, or third parties who receive records. The provider must report any security incidents or data breaches to RAF promptly and cooperate with audits.

The service provider shall implement technical and organisational security measures to protect RAF confidential files, data, and documents. This includes document handling and transportation protocols with lockable containers; record keeping for tracking and retrieval; secure retrieval with identity verification; secure storage in lockable cabinets; access control limited to authorised personnel; physical security with controlled access, surveillance, and 24/7 monitoring; network security with firewalls, intrusion detection, and encryption; data protection obligations under POPIA and other applicable laws; cybersecurity standards including encryption for data in transit and at rest, regular patching, and incident response; subcontractor oversight to ensure compliance; and audit and monitoring rights for RAF. The service provider must report any security incidents or data breaches to RAF promptly and cooperate with audits.

The Road Accident Fund requires a service provider for Emergency Services on 31 October 2026 at Jack Botes Hall in Polokwane. No further scope details are provided in the document.

Closing date: 16 October 2026 at 11:00.

Returnable documents:

• Bidder's Disclosure (SBD 4): discloses whether the bidder, its directors, trustees, shareholders, members, partners, or controlling persons are employed by the state, have relationships with procuring institution staff, or have interests in related enterprises. Must be completed and signed.
• Certificate of Independent Bid Determination (SBD 9): certifies the bid was prepared independently, without collusion or disclosure of terms to competitors.

Submission method: not specified in the document.

Closing time: 11:00 on 16 October 2026.

Evaluation stages:

• Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• The Bidder's Disclosure form must be completed and signed; false declarations may lead to disqualification or legal action.
• No specific scoring split or minimum qualifying score is stated.

The Road Accident Fund requires a service provider for Emergency Services on 31 October 2026 at Jack Botes Hall in Polokwane. No further scope details are provided in the document.

The Road Accident Fund (RAF) requires emergency services for an event on 31 October 2026 at Jack Botes Hall in Polokwane. The service includes an ambulance, two paramedics, and a first aid kit on site for the duration of the event.

Closing date and time: 16 October 2026 at 11:00

Service date: 31 October 2026, 08:00 – 16:00

RFQ issued date: 12 October 2026

Validity period: 30 days from the closing date.

Compulsory briefing / site visit: none (N/A).

Enquiries (email only):

• Email: [email protected]

Submission email:

• [email protected]

Service delivery address:

Jack Botes Hall

Polokwane

Submission method: email only.

Submission email: [email protected]

Use RFQ reference PR10118841 in the subject line and all correspondence.

Quotations received after the closing time will not be 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.
• Annexure A (Security Measures): acknowledges security obligations.
• HPCSA registration certificates for both paramedics (see compliance requirements).

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

Evaluation is in two phases.

Phase 1 – Mandatory requirements: bidders must comply with all mandatory items, including HPCSA registration of paramedics. Bidders failing any mandatory requirement are disqualified and not evaluated further.

Phase 2 – Price and specific goals: evaluated on the 80/20 preference point system.

Points allocation:

• Price: 80 points
• Specific Goals: 20 points

Total: 100 points

Specific goals claimed are verified through the CSD.

Scope: provision of emergency services at Jack Botes Hall, Polokwane, on 31 October 2026 from 08:00 to 16:00.

Required resources:

• One (1) fully equipped ambulance on site throughout the day.
• Two (2) paramedics on site throughout the day.
• One (1) fully stocked first aid kit.

The recommended service provider must submit a copy of the Emergency Medical Plan for the planned date.

Pricing must be quoted in South African Rand (ZAR), VAT inclusive if VAT registered.

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.

If a non-VAT-registered bidder charges VAT, the bid will be disqualified.

Prices must be provided in the cost breakdown table; failure to do so leads to disqualification.

No price changes accepted after the award letter or purchase order is issued.

Evaluation uses the 80/20 preference point system (applicable to bids from R2,000.01 to R1,000,000).

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

Tax compliance: SARS tax matters must be declared in order.

HPCSA registration: both paramedics must be registered with the Health Professions Council of South Africa (HPCSA) as Emergency Medical Technician, Emergency Care Practitioner, Paramedic, or equivalent. Valid proof of registration must be submitted by the closing date and time.

B-BBEE: preference points claimed under the 80/20 system; verified through CSD.

Disability: suppliers with a disability must provide a valid medical certificate as proof.

Collusive behaviour or submitting more than one proposal from companies with common directors/shareholders will result in disqualification.

Gifts and hospitality: offering any gift or benefit to RAF officials is prohibited; solicited bribery must be reported to the fraud line at 0800 005919.