Awarded Tender: Road accident fund eastern cape request for quotation

Awarded Tender: Road accident fund eastern cape request for quotation

Tender source analysis

What the tender required and what the award supports

Source material and existing AI analysis appear first. Supplier conclusions remain qualified by the evidence Tenders-SA holds.

Summary

The road accident fund (raf) seeks to appoint a service provider to rent secure office space for its mafikeng cec office for six months starting 1 september 2026. The tender requires strict compliance with popia and comprehensive security measures for handling, storing, and transporting confidential documents.

AI Document AnalysisMethodology3 documents

Document being processed

Review in progress

The information shown on this card is preliminary. Our procurement team is currently finalising the submission guidelines, evaluation criteria, technical specifications, financial requirements, and compliance sections so you have a clean, bid-ready summary to work from. Documents being finalised: Standard Bidding Document (SDB) 4_Annexure A.doc, RFQ Document PR10116122 for Rental of Office Space Mafikeng.docx, Annexure A - Security Measures.pdf. You don’t need to refresh — this page will pick up the updated review automatically.

DocumentStandard Bidding Document (SDB) 4_Annexure A.docCompliance review in progress

What the buyer was looking for

1Inferred operational need

- Provide office space for rental for 6 months from 01 September 2026 in Mafikeng. - Comply fully with the Protection of Personal Information Act (POPIA) and RAF security policies. - Implement secure document handling, transportation (lockable containers), and storage (lockable cabinets). - Ensure physical security: controlled access, surveillance, alarms, and fire suppression systems. - Maintain detailed records of document access, retrieval, and retention. - Provide network security: firewalls, encryption, intrusion detection, and strong authentication. - Report all security incidents or breaches to RAF immediately with supporting evidence.

Threshold: 6 months

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

An award confirms appointment. It does not prove why a supplier was selected, that every qualification remains current, or that delivery was completed successfully.

DocumentRFQ Document PR10116122 for Rental of Office Space Mafikeng.docxCompliance review in progress

Important Dates

Source: RFQ Document PR10116122 for Rental of Office Space Mafikeng.docx

RFQ issued: 18 May 2026. Closing date and time: 22 May 2026 @ 15:00. RFQ validity period: 30 days from closing date. Expected service start: 01 September 2026 (6-month lease). No compulsory briefing or site visit scheduled.

Contact Information

Source: RFQ Document PR10116122 for Rental of Office Space Mafikeng.docx

Submission email: [email protected]. Enquiries email: [email protected]. Delivery address: Mafikeng. RAF reception hours: 07h45 to 16h00, Monday to Friday.

Submission Guidelines

Source: RFQ Document PR10116122 for Rental of Office Space Mafikeng.docx

Submit quotations and supporting documentation via email to [email protected]. Use RFQ number PR10116122 as reference in the subject line. Late submissions will not be accepted. Complete and sign all Annexures, including Standard Bidding Documents (SBD 4, SBD 6.1) and Mandatory Evaluation documents (e.g., lease draft, floor plan). Failure to follow email submission instructions or submit required documents will disqualify your bid. Do not offer gifts, hospitality, or other benefits to RAF officials. Report any solicitation of bribes to the RAF fraud line at 0800 005919; failure to report may result in disqualification.

Evaluation Criteria

Source: RFQ Document PR10116122 for Rental of Office Space Mafikeng.docx

Evaluation occurs in three phases: Mandatory Requirements, Site Visit, and Price/Specific Goals (80/20 preference point system). Mandatory Requirements: Must comply with all to proceed. These include: submission of a proposed 6-month lease agreement, floor plan, proof of property ownership or mandate (if agent), confirmation of availability from 01 September 2026, confirmation the property is not in a shopping mall, permission for exterior signage/branding, and confirmation of ablution facilities (including disabled access on every floor). Site Visit: Only service providers meeting all Mandatory Requirements will undergo a site visit. The building must meet all site visit criteria (e.g., ground floor preference, accessibility, security, parking, compliance with SANS 10400, fire safety, air-conditioning, and backup power/water). Price and Specific Goals: 80 points for price, 20 points for Specific Goals (HDI ownership 51%+ = 10 points, Women ownership 51%+ = 8 points, Persons with Disabilities ownership 51%+ = 2 points). Points are verified via CSD. Disqualifiers: Late submissions, non-compliance with mandatory criteria, failure to provide VAT-inclusive pricing (if registered), or offering gifts/hospitality to RAF officials.

Technical Specifications

Source: RFQ Document PR10116122 for Rental of Office Space Mafikeng.docx

Scope: Provide 600m² SAPOA Grade B office space for RAF Mafikeng CEC Office for 6 months (01 September 2026 start). Requirements: Ground floor preferred (or multi-floor with lifts and disability access), open plan/enclosed offices, reception area, meeting rooms, storeroom, ablution facilities (including disabled access on every floor), 30 secure on-site parking bays (2 disabled). Building must be existing, Grade B, free of defects (e.g., water leaks, pests), with air-conditioning, ventilation, fire detection/prevention, double-tier cable trays, and SANS 10400-compliant ablutions. Location: Mafikeng Central Business District, near public transport, accessible. Security: Controlled access, burglar proofing, alarms, guards, electric fences, biometrics, and emergency evacuation measures. Landlord must provide: layout drawings (if alterations required), maintenance (air-conditioning, lifts, fire systems, water, power, exterior windows), garden upkeep, and tenant installation allowance. Exclusions: RAF will not pay levies, taxes, or rates. Operational costs: Diesel generator maintenance, aircon maintenance, fire system servicing, backup water maintenance, plumbing/carpentry, exterior window washing. Parking: Right of first refusal for additional parking. Signage: Approval for exterior and shop front signage/branding required.

Financial Requirements

Source: RFQ Document PR10116122 for Rental of Office Space Mafikeng.docx

Pricing must be VAT-inclusive (if VAT-registered) and quoted in ZAR. Non-VAT vendors must not charge VAT. Submit detailed cost breakdown in provided tables: Part A (Rental of 600m² office space and 30m² storage space) and Part B (Parking and operational costs). Include variable costs (refuse/sewerage, water, electricity) and ad-hoc services (diesel for generator). Total price must cover 6 months. Pricing format: Rate per m², price per month, total for 6 months. Separate totals for Part A, Part B, and combined. VAT vendors must include VAT; failure to do so will deem the quoted price all-inclusive. No price changes after award. Rental rate must align with market rates.

Compliance Requirements

Source: RFQ Document PR10116122 for Rental of Office Space Mafikeng.docx

CSD registration is mandatory; RAF will only conduct business with CSD-registered suppliers. Tax compliance: SARS tax matters must be in order. B-BBEE: Points claimed for Preferential Procurement Specific Goals (HDI, Women, Persons with Disabilities) will be verified via CSD. Disability: Suppliers with disabilities must provide a valid medical certificate issued by a registered medical practitioner. Mandatory documents: SBD 4 (Bidders Disclosure), SBD 6.1 (PPR 2022), Annexure A (Security Measures). Professional registrations: Proof of mandate (agents/brokers) or title deed/bond (owners/landlords) required. Local content: Preference for HDI (51%+ ownership), Women (51%+ ownership), Persons with Disabilities (51%+ ownership).

DocumentAnnexure A - Security Measures.pdfCompliance review in progress

Evaluation Criteria

Source: Annexure A - Security Measures.pdf

Evaluation will focus on compliance and security readiness. Key criteria include:

Compliance with POPIA and other relevant data protection laws.
Implementation of physical, digital, and organizational security measures as outlined in Annexure A.
Readiness for RAF audits, including screening or vetting of personnel and systems.
Documented incident reporting and response processes for security breaches.
Subcontractor management to ensure adherence to RAF’s security and compliance requirements.

Technical Specifications

Source: Annexure A - Security Measures.pdf

Scope: Provide office space for rental for RAF Mafikeng CEC office for 6 months starting 01 September 2026.

Security and Compliance Requirements:

Implement policies to comply with RAF requirements and the Protection of Personal Information Act (POPIA).
Document Handling and Transportation:

Use lockable containers for transport.
Maintain accurate records of document location, access history, and retention schedule.

Secure Retrieval:

Verify requester identity.
Transport documents securely.
Log all retrieval activities (date, time, requester, reason).

Secure Storage:

Store physical documents in lockable cabinets.
Restrict access to authorised personnel only.

Physical Security:

Secure perimeter with controlled access and surveillance systems.
Secure doors, locks, and alarms.
Fire suppression systems (e.g., CO2 fire extinguishers) required.
Report any security breaches to RAF with CCTV footage, police reports, and alarm records.

Access Control:

Monitor and control access to documents and storage facilities.

Network Security:

Implement firewalls, intrusion detection, and encryption.
Use strong authentication methods.
Grant access on a need-to-know basis and regularly review permissions.

Data Protection:

Comply with POPIA and other data protection laws.
Safeguard data against unauthorised access, disclosure, alteration, or destruction.
Immediately report breaches to RAF.

Cybersecurity:

Use encryption for data in transit and at rest.
Regularly update and patch systems to address vulnerabilities.
Implement robust measures against cyber threats (e.g., malware, phishing).

Incident Reporting:

Maintain a documented incident response plan.
Report security incidents to RAF promptly.

Subcontractors:

Ensure subcontractors adhere to the same data protection and cybersecurity standards.

Audit and Monitoring:

Cooperate with RAF audits to evaluate compliance with security standards.

Compliance Requirements

Source: Annexure A - Security Measures.pdf

Mandatory compliance requirements:

Full compliance with the Protection of Personal Information Act (POPIA).
Data protection agreements required for third-party service providers handling personal information.
RAF reserves the right to conduct security screening or vetting for company directors and resources provided.

6Mandatory requirement

Scope: Provide 600m² SAPOA Grade B office space for RAF Mafikeng CEC Office for 6 months (01 September 2026 start). Requirements: Ground floor preferred (or multi-floor with lifts and disability access), open plan/enclosed offices, reception area, meeting rooms, storeroom, ablution facilities (including disabled access on every floor), 30 secure on-site parking bays (2 disabled). Building must be existing, Grade B, free of defects (e.g., water leaks, pests), with air-conditioning, ventilation, fire detection/prevention, double-tier cable trays, and SANS 10400-compliant ablutions. Location: Mafikeng Central Business District, near public transport, accessible. Security: Controlled access, burglar proofing, alarms, guards, electric fences, biometrics, and emergency evacuation measures. Landlord must provide: layout drawings (if alterations required), maintenance (air-conditioning, lifts, fire systems, water, power, exterior windows), garden upkeep, and tenant installation allowance. Exclusions: RAF will not pay levies, taxes, or rates. Operational costs: Diesel generator maintenance, aircon maintenance, fire system servicing, backup water maintenance, plumbing/carpentry, exterior window washing. Parking: Right of first refusal for additional parking. Signage: Approval for exterior and shop front signage/branding required.

Threshold: 6 months

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Source: RFQ Document PR10116122 for Rental of Office Space Mafikeng.docx · technical_specifications

Known supplier evidence

Tenders-SA records other appointments with overlapping scope terms for MAMARI HOLDINGS.

Qualified inference

Supported inference

The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.

Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.