Emergency services for raf employee community outreach – 24 october 2026

Procurement and information scope

• The appointment covers emergency services for a community outreach event involving RAF employees on 24 October 2026.
• During the contract, the provider is entrusted with RAF confidential, private, personal and sensitive information, including files, data and documents, and must apply the document, facility, data-protection and cybersecurity controls set out in Annexure A.

Service date: 24 October 2026

Information protection

• Maintain policies throughout the contract that comply with RAF requirements and the Protection of Personal Information Act.
• Prevent unauthorised access to and disclosure, alteration or destruction of personal and sensitive data, and comply fully with applicable data-protection law.
• Notify RAF immediately of any data breach or incident affecting information security; all security incidents must also be reported promptly.
• Extend confidentiality, data-protection and cybersecurity duties to agents, subcontractors and third parties; the provider remains accountable for their conduct and compliance.
• RAF may screen or vet company directors and resources provided.

Access and document security

• Use documented protocols for handling and transporting files, a lockable transport system, and lockable containers or packaging to prevent loss, theft or damage.
• Apply need-to-know permissions, strong authentication and regular reviews of access rights; only authorised personnel may handle, view or transport records.
• Protect digital storage with firewalls, intrusion detection, encryption and other suitable technical controls.

Expected record controls

• Maintain accurate records showing each stored document's location, access history and retention schedule, organised for easy tracking.
• Verify the requester's identity and transport documents securely during retrieval; log the date, time, requester identity and reason for each retrieval.
• Store physical documents and records in lockable cabinets, available only to authorised personnel, with controlled and monitored access.
• Provide fire-suppression capability or similar protection, together with carbon dioxide extinguishers.
• Secure the premises perimeter with controlled access and/or surveillance, and use secure doors, locks and alarms.

Physical breach response

• Use controlled access points, surveillance cameras and/or 24/7 security monitoring, and adequately protect every storage facility.
• Report any actual, attempted or suspected physical-security breach to RAF and provide CCTV footage, a police report and linked alarm-system records.

Cybersecurity and third parties

• Guard against malware, phishing and unauthorised access; encrypt data in transit and at rest using industry-standard methods.
• Keep systems, software and applications updated and patched to close known vulnerabilities.
• Maintain a documented incident-response plan.
• Screen or vet third-party processors of personal information and require a data-protection agreement.
• Ensure subcontractors follow the same data-protection and cybersecurity standards.
• RAF may audit and monitor compliance; the provider must cooperate with audits and assessments.

Fire and premises protection

• The provider's premises should have a suppression system or equivalent protection, supported by carbon dioxide extinguishers, to reduce damage or loss of records.
• Maintain a secure perimeter with controlled access and/or surveillance, secure doors, locks and alarms.
• Use controlled entry points, surveillance cameras and/or 24/7 monitoring, and protect all record-storage areas against unauthorised access.
• Restrict physical records to authorised personnel and monitor access through documented policies and procedures.

Duration and information protection

• These requirements apply throughout the full contract term.
• RAF confidential, private, personal and sensitive information must remain protected at all times.
• The provider's policies and information processing must comply with RAF requirements and the Protection of Personal Information Act.

Breach and third-party responsibility

• Any actual, attempted or suspected physical-security breach must be reported to RAF, with CCTV footage, a police report and linked alarm-system records supplied.
• Data breaches or incidents that may affect information security must be reported immediately; other security incidents must be reported promptly under the incident-response process.
• Confidentiality, data-protection and cybersecurity duties must extend to agents, subcontractors and other third parties, and the provider remains responsible for their conduct and compliance.

Oversight

• RAF may audit and monitor compliance and conduct assessments; the provider must cooperate with them.

Continuing information-security condition

• For the entire contract term, the provider must safeguard RAF confidential, private, personal and sensitive files, data and documents.
• Internal policies and all information processing must comply with RAF requirements and the Protection of Personal Information Act.

Document handling and transport

• Establish protocols for safe handling and movement of files to and from the provider's premises.
• Use a lockable transport system, with lockable containers or packaging, to prevent loss, theft or damage.
• Maintain accurate storage records showing each document's location, access history and retention schedule, organised for easy tracking.

Retrieval, access and storage

• Verify the requester's identity and use secure transport when retrieving documents or records.
• Record the date, time, requester identity and reason for each retrieval.
• Keep physical documents and records in lockable cabinets and accessible only to authorised personnel.
• Apply documented access-control and monitoring procedures.

Evaluation criteria\n- Preference point system: 80/20 (tender estimated value R2026, below R50 million threshold)\n- Price allocation: 80 points\n- Specific goals allocation: 20 points\n- Total points: 100\n- Specific goals and points: historically disadvantaged individuals 10 points, women 8 points, persons with disability 2 points\n- Proof requirement: documentation must be submitted to claim points for specific goals\n- Unsubstantiated claims: zero points awarded for goals without proof\n- Certification: bidders must certify information is true and correct

The Road Accident Fund (RAF) requires a service provider to supply emergency medical services for a Community Outreach event for RAF employees on 24 October 2026 at Mthatha Townhall. The service comprises one fully equipped ambulance and two qualified paramedics on site from 08:00 to 16:00. The appointed provider must submit an Emergency Medical Plan for the event date.

Enquiries:

• Email: [email protected]
• No named contact or telephone number provided in the document.

Submission:

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

Service delivery address:

Mthatha Townhall

Two-phase evaluation:

Phase 1 – Mandatory Requirements (pass/fail): Bidders who fail any mandatory requirement are disqualified and not evaluated further.

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

• Price: 80 points
• Specific Goals: 20 points
• Total: 100 points

Mandatory requirements (both must be satisfied for DIFFERENT personnel):

1. HPCSA registration certificate for one paramedic. Accepted categories: Emergency Medical Technician, Emergency Care Practitioner, Emergency Medical Responder, Emergency Care Worker, Ambulance Practitioner, Prehospital Care Provider, Emergency Healthcare Professional, First Responder, Advanced Life Support Practitioner, Emergency Services Medic, Medical Rescue Technician, Critical Care Paramedic, Ambulance Emergency Assistant, Emergency Care Assistant, Paramedic, Emergency Care Technician.
2. First Aid Level 3 Certificate for another paramedic.

Proofs must be submitted by the closing date and time; RAF reserves the right to validate and confirm registrations.

Scope: Emergency Services for RAF Community Outreach event.

Date: 24 October 2026

Time: 08:00–16:00

Venue: Mthatha Townhall

Required resources on site for the full duration:

• 1 x Fully Equipped Ambulance
• 2 x Qualified Paramedics

Post-appointment requirement: Submit an Emergency Medical Plan for the event date.

Personnel certification requirements (must be two different individuals):

• Paramedic 1: Valid HPCSA registration (any of the listed categories).
• Paramedic 2: Valid First Aid Level 3 Certificate.

Both certificates must be submitted by the closing date and time.

Pricing format: Fixed price per cost breakdown table (VAT inclusive if VAT registered).

Currency: South African Rand (ZAR).

VAT: VAT vendors must include VAT; non-VAT vendors charging VAT are automatically disqualified.

Cost breakdown items:

• Ambulance – quantity 1
• Paramedics – quantity 2

Grand total must be VAT inclusive (if applicable).

No price changes accepted after Award Letter/Purchase Order.

Preference point system: 80/20 (price 80, specific goals 20) for bids between R2,000.01 and R1,000,000 (all taxes included).

Payment: Against official RAF Award Letter or Purchase Order signed by authorised SCM Manager; no payment for services delivered before Award Letter/PO.

CSD registration: Mandatory (RAF only transacts with CSD-registered suppliers).

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

B-BBEE: Specific Goals points verified through CSD; 80/20 preference point system applies.

Personnel certifications (mandatory, for two different people):

• HPCSA registration for one paramedic (accepted categories listed in evaluation criteria).
• First Aid Level 3 Certificate for another paramedic.

Standard bidding documents:

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

Disability: If claiming, a valid medical certificate from a registered medical practitioner is required.

Collusive behaviour: Disqualification.

Multiple proposals: Not permitted from entities with common directors/shareholders; all related bids disqualified.

Gifts/hospitality: Prohibited; branded marketing material considered a gift. Solicited bribery must be reported to fraud line 0800 005919; failure to report deems accomplice and restricts from all Organs of State.