12-Month office space rental: raf gqeberha customer service centre

This is a leasing tender for office accommodation. The RAF requires office space for its Gqeberha Customer Service Centre for a 12-month period commencing November 2026. The procurement uses the preferential procurement regulations with an 80/20 scoring system, favouring price competitiveness (80 points) combined with empowerment objectives (20 points) targeting historically disadvantaged individuals, women, and persons with disabilities.

Closing date: 12 October 2026 at 11:00

Contract start: 01 November 2026

Contract period: 12 months

Preference point system: 80/20 (applicable to contracts up to R50 million)

Points allocation:

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

Specific goals points (80/20 system):

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

Price scoring formula for leasing (income-generating contract):

Ps = (Pt / Pmax) × 80

Where Pt = price of tender under consideration; Pmax = price of highest acceptable tender

Important notes:

• Failure to submit proof or documentation to claim specific goals points will be interpreted as not claiming those points
• The RAF reserves the right to require substantiation of any preference claim before or after adjudication
• Points claimed fraudulently may result in disqualification, cost recovery, contract cancellation, restriction from state business for up to 10 years, and criminal prosecution

Procurement: Office space rental for RAF Gqeberha CSC Office

Location: Gqeberha, Eastern Cape

Contract type: Income-generating lease (disposal/leasing of state asset)

Duration: 12 months from 01 November 2026

Mandatory returnable form:

• SBD 6.1 (Preference Points Claim Form): claim and substantiate points for specific goals; must be completed, signed and submitted with the bid

Required evidence for specific goals claims:

• Proof or documentation as stated in tender conditions to support points claimed for historically disadvantaged individuals, women, and persons with disability

General requirements:

• CSD registration (standard for all government tenders)
• Valid tax compliance status

Scope: Office space rental for RAF Gqeberha CSC Office

Location: Gqeberha, Eastern Cape

Contract period: 12 months from 01 November 2026

Security requirements for the premises:

Physical security

• Secure perimeter with controlled access and/or surveillance systems
• Secure doors, locks, and alarms
• Controlled access points with 24/7 security monitoring or surveillance cameras
• All document storage facilities protected against unauthorised access

Document handling and storage

• Lockable cabinets for physical documents and records
• Lockable containers or packaging for file transport
• Secure transportation system (lockable) for files to and from premises
• Accurate record-keeping of each document stored, including location, access history, and retention schedule

Fire safety

• Fire suppression system or similar in place
• Carbon dioxide fire extinguishers

Access control

• Need-to-know basis for access grants
• Strong authentication methods for systems and data
• Regular review and update of access permissions
• Identity verification for document requesters
• Detailed records of all retrieval activities (date, time, requester identity, reason)

Network and data security

• Firewalls, intrusion detection, and encryption for digital storage systems
• Encryption for data in transit and at rest using industry-standard protocols
• Regular system and software patching

Incident response

• Documented incident response plan for data breaches
• Immediate reporting of any data breaches or security incidents to RAF
• Provision of CCTV footage, police reports, and alarm system records for any physical security breach

Subcontractor oversight

• Subcontractors must adhere to same data protection and cybersecurity standards
• Service Provider remains responsible for subcontractor compliance
• Third-party service providers handling personal information must sign data protection agreements and be vetted

Audit and monitoring

• RAF reserves right to audit and monitor compliance
• Service Provider must cooperate with all audits and assessments
• Security screening or vetting may be conducted for company directors and resources provided

Legal compliance

• Full compliance with Protection of Personal Information Act and applicable data protection laws
• Confidentiality obligations imposed on agents, subcontractors, and any third parties receiving records

Data protection compliance

• Compliance with Protection of Personal Information Act mandatory
• Handling and processing of personal and sensitive data per applicable laws and regulations

Security vetting

• RAF reserves right to conduct security screening or vetting of company directors and resources provided
• Third-party service providers must be screened or vetted for data protection policies and procedures

Fire safety

• Fire suppression system or similar required
• Carbon dioxide fire extinguishers to prevent damage or loss of documents

Physical security

• Secure perimeter with controlled access and/or surveillance systems
• Secure doors, locks, and alarms
• Controlled access points
• 24/7 security monitoring or surveillance cameras
• All document storage facilities protected against unauthorised access

Access control

• Policies and procedures to ensure access is controlled and monitored
• Only authorised personnel permitted to handle, view, or transport documents
• Access monitoring and control procedures for documents, records, and storage facility

Incident reporting

• Service Provider obliged to inform RAF of any real, attempted, or suspected breach of physical security
• CCTV footage, police reports, and linked alarm system records must be provided for incidents

Contract duration: 12 months from 01 November 2026

Data protection obligations

• Service Provider entrusted with RAF confidential, private, personal, and sensitive information
• Compliance with RAF requirements and Protection of Personal Information Act mandatory
• Confidentiality obligations imposed on agents, subcontractors, and third parties receiving records
• Full compliance with legislative and regulatory frameworks for processing personal information

Subcontractor and third-party oversight

• Subcontractors must adhere to same data protection and cybersecurity standards
• Service Provider responsible for actions and compliance of all subcontractors and third parties
• Third-party service providers handling personal information must sign data protection agreements

Audit rights

• RAF reserves right to audit and monitor Service Provider compliance
• Service Provider must cooperate with all audits and assessments

Security incident obligations

• Immediate reporting of any data breaches or security incidents to RAF
• Provision of CCTV footage, police reports, and alarm system records for physical security breaches
• Documented incident response plan required for data breaches

Vetting rights

• RAF may conduct security screening or vetting of company directors and resources provided

Data protection and security conditions

• Service Provider entrusted with RAF confidential, private, personal, and sensitive information during contract
• Compliance with RAF requirements and Protection of Personal Information Act mandatory

Document handling and transportation

• Protocols for proper handling and transport of files to and from premises
• Secure transportation system (lockable) required
• Files kept in lockable containers or packaging during handling and transportation

Record keeping

• Accurate records of each document stored, including location, access history, and retention schedule
• Records organised for easy and accurate tracking
• Detailed records of all retrieval activities (date, time, requester identity, reason)

Secure storage

• Physical documents stored in lockable cabinets
• Access limited to authorised personnel only

Fire suppression

• Fire suppression system or similar in place
• Carbon dioxide fire extinguishers

Premises security

• Secure perimeter with controlled access and/or surveillance systems
• Secure doors, locks, and alarms

Physical security measures

• Controlled access points, surveillance cameras, and/or 24/7 security monitoring
• Immediate notification to RAF of any physical security breach with CCTV footage, police reports, and alarm records

Document access control

• Only authorised personnel permitted to handle, view, or transport documents
• Access monitoring and control procedures for storage facility

Network security

• Firewalls, intrusion detection, and encryption for digital storage systems
• Need-to-know access grants
• Strong authentication methods
• Regular review and update of access permissions

Data protection obligations

• Compliance with applicable data protection laws and regulations
• Safeguards against unauthorised access, disclosure, alteration, and destruction
• Immediate notification of data breaches or incidents
• Confidentiality obligations on agents, subcontractors, and third parties
• Third-party service providers screened, vetted, and required to sign data protection agreements
• Security screening or vetting may be conducted for company directors and resources

Cybersecurity standards

• Robust measures against malware, phishing, and unauthorised access
• Encryption for data in transit and at rest using industry-standard protocols
• Regular system and software patching

Incident reporting and response

• Documented incident response plan required
• Timely reporting of security incidents and data breaches to RAF

Subcontractor oversight

• Subcontractors must adhere to same standards
• Service Provider responsible for subcontractor and third-party compliance

Audit and monitoring

• RAF right to audit and monitor compliance
• Service Provider must cooperate with audits and assessments