Emergency services for sports and wellness games – 18 september 2026 (raf)

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Bidders must have policies in place to comply with the Protection of Personal Information Act (POPIA) and RAF requirements. They must be able to implement the specified physical and cybersecurity measures. The RAF reserves the right to conduct security screening or vetting of company directors and resources. No specific forms are mentioned in the provided content.

The service provider must implement comprehensive security measures to protect RAF confidential, private, personal or sensitive information. Requirements include: secure document handling and transportation using lockable containers; secure retrieval protocols verifying requester identity; physical storage in lockable cabinets with controlled access; access control on a need-to-know basis with strong authentication; network security with firewalls, intrusion detection, and encryption; fire suppression systems with carbon dioxide extinguishers; secure premises with controlled access, surveillance, doors, locks, and alarms; 24/7 security monitoring; and robust cybersecurity measures including encryption for data in transit and at rest, regular updates and patching, and a documented incident response plan.

The service provider must have protocols for secure handling and transportation of files, including lockable containers or packaging. Secure retrieval protocols must verify requester identity and ensure secure transport. Physical documents must be stored in lockable cabinets with access controlled and monitored. Digital storage systems must have firewalls, intrusion detection, and encryption. Access must be granted on a need-to-know basis with strong authentication, and access permissions regularly reviewed. Robust cybersecurity measures must be implemented, including encryption for data in transit and at rest, regular updates and patching, and a documented incident response plan.

The service provider must maintain accurate records of each document stored, including location, access history, and retention schedule, organised for easy tracking. Detailed records of all retrieval activities must be kept, including date, time, requester identity, and reason. The service provider must cooperate with audits and assessments conducted by the RAF to evaluate compliance with data protection and cybersecurity standards.

Bidders must comply with the Protection of Personal Information Act (POPIA) and applicable data protection laws. They must implement measures to safeguard data against unauthorised access, disclosure, alteration, and destruction, and inform the RAF immediately of any data breaches. Confidentiality obligations must be imposed on agents, subcontractors, and third parties. The RAF reserves the right to conduct security screening or vetting of company directors and resources, and to audit and monitor compliance with this policy.

The service provider's premises must have a fire suppression system or similar in place, including carbon dioxide fire extinguishers, to prevent damage or loss of documents and records in the event of a fire. The premises must have a secure perimeter with controlled access and/or surveillance systems, secure doors, locks, and alarms to prevent unauthorised access. Physical security measures must include controlled access points, surveillance cameras, and/or 24/7 security monitoring. Any real, attempted, or suspected breach of physical security must be reported to the RAF, including providing CCTV footage, police reports, and alarm system records.

Returnable documents: the SBD 4 Declaration of Interest must be completed, signed, and submitted with the quotation. Bidders must also provide any other forms specified in the full tender pack.

Bidders must complete and sign the SBD 4 Declaration of Interest form, disclosing any relationships with state employees or the procuring institution. Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers will be disqualified. Bidders must not have engaged in collusive bidding or undisclosed communications with competitors or procuring institution officials.

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder.

SBD 4 (Declaration of Interest): discloses whether any director, shareholder, or person with controlling interest is employed by the state or connected to anyone at the procuring institution. A false declaration disqualifies the bid.

The 80/20 preference point system applies, with a maximum of 80 points for price and 20 points for specific goals.

Specific goals and their point allocations: historically disadvantaged individuals (10 points), women (8 points), persons with disability (2 points).

Bidders must complete and submit the SBD 6.1 Preference Points Claim Form, indicating points claimed for each specific goal.

Claims for specific goals must be supported by proof or documentation as required by the tender conditions; failure to submit such proof means no preference points are claimed.

The organ of state may require substantiation of any preference claim before or after adjudication.

Fraudulent claims may lead to disqualification, contract cancellation, recovery of costs, restriction from doing business with organs of state for up to 10 years, or criminal prosecution.

Preference points claim form in terms of the preferential procurement regulations 2022

Bidders must complete and submit the SBD 6.1 Preference Points Claim Form, which includes company details, type of company, and a declaration that the information is true and correct.