Ethics and unethical misconduct investigations – road accident fund (RFQ pr10118030)

Any person (natural or juristic) may make an offer or offers in terms

Returnable form: SBD 4 (Bidder's Disclosure) — must be completed and signed. It requires the bidder to declare whether any director, trustee, shareholder, member, partner or controlling-interest person is employed by the state, has a relationship with anyone employed by the procuring institution, or has an interest in any related enterprise. A false declaration disqualifies the bid. Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

The Road Accident Fund (RAF) seeks to appoint a qualified service provider to conduct ethics and unethical misconduct investigations. The reference number for this RFQ is PR10118030.

Returnable documents: Annexure C (CV Template) must be completed and signed by the company representative. The template requires the bidder to indicate whether the CV is for a Senior Investigator or Senior Manager / Investigations Lead, and to confirm that the information is a true representation of the individual's personal information, qualifications, and experience in corporate, forensic, or ethics investigations.

The service provider must supply a Senior Investigator or Senior Manager / Investigations Lead with the following qualifications and experience:

• Senior Investigator: Relevant investigation qualification (Degree or Postgraduate, minimum NQF level 7 in Law, Policing, Forensic Investigation, or Industrial Psychology).
• Senior Manager / Investigations Lead: Relevant investigation qualification (Degree or Postgraduate, minimum NQF level 8 in Law, Policing, Forensic Investigation, or Industrial Psychology).
• Certification as a Certified Fraud Examiner, EO, or ICFP SA accreditation is required.
• The CV must list corporate, forensic, or ethics investigation experience, including companies, dates, total months, and job level (Executive, General, or Senior Management). The total listed experience must meet the minimum years of experience required.

Mandatory requirements (Phase 1) include submission of the completed CV template for the Senior Investigator or Senior Manager / Investigations Lead, confirming the individual's qualifications and experience as specified.

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The service provider must implement technical and organisational security measures to protect the RAF's confidential, private, personal or sensitive information. Required measures include:

• Document handling and transportation: secure, lockable containers or packaging to prevent loss, theft or damage; secure transportation system for files to and from the provider's premises.
• Record keeping: maintain accurate records of each document stored, including location, access history and retention schedule, organised for easy tracking.
• Secure retrieval: verify requester identity and ensure secure transport of documents.
• Secure storage: physical documents in lockable cabinets; access restricted to authorised personnel with controlled and monitored access.
• Fire suppression: premises must have a fire suppression system, including carbon dioxide fire extinguishers, to protect documents.
• Physical security: secure perimeter, controlled access, surveillance cameras, 24/7 security monitoring, secure doors, locks and alarms.
• Network security: digital storage systems must have firewalls, intrusion detection and encryption.
• Access control: grant access on a need-to-know basis, use strong authentication, regularly review and update permissions.
• Data protection: comply with applicable data protection laws, safeguard data against unauthorised access, disclosure, alteration and destruction; inform RAF immediately of any data breaches.
• 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 response: documented incident response plan; report security incidents or data breaches to RAF in a timely manner.
• Subcontractor oversight: ensure subcontractors adhere to the same data protection and cybersecurity standards; provider is responsible for their compliance.
• Audit and monitoring: RAF reserves the right to audit and monitor compliance; provider must cooperate with audits and assessments.

The service provider must have policies in place to comply with RAF requirements and the Protection of Personal Information Act (POPIA).

• Third-party service providers handling personal information must be screened or vetted for data protection policies and must sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting of company directors and resources provided.
• The provider must comply fully with legislative and regulatory frameworks in processing personal information.

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 service provider must implement security measures including physical security, access control, data protection, cybersecurity, incident reporting, subcontractor oversight, and audit and monitoring. The provider must inform the RAF immediately of any real, attempted or suspected breach of physical security and provide CCTV footage, police report and linked alarm system records. The provider must report any security incidents or data breaches to RAF in a timely manner. The provider is responsible for the actions and compliance of any subcontractors or third parties engaged. The RAF reserves the right to audit and monitor the provider's compliance with the security policy.

The service provider must have policies in place to comply with RAF requirements and the Protection of Personal Information Act. The provider must implement measures covering document handling and transportation, secure retrieval, record keeping, secure storage, access control, fire suppression, physical security, network security, data protection obligations, cybersecurity standards, incident reporting and response, subcontractor oversight, and audit and monitoring.

The document provided is the SBD 6.1 Preference Points Claim Form, which is a standard form used to claim preference points under the Preferential Procurement Regulations 2022. It does not contain tender-specific scope details.

Returnable documents: SBD 6.1 (Preference Points Claim Form) must be completed and submitted with the tender. The form must be signed by an authorised representative. Failure to submit proof or documentation required to claim specific goals will be interpreted as not claiming those points.

The 80/20 preference point system applies. Maximum 80 points for price and 20 points for specific goals. Specific goals and points: Historically disadvantaged individuals – 10 points; Women – 8 points; Persons with disability – 2 points. Bidders must indicate how they claim points for each specific goal and provide supporting documentation.

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

Bidders must complete and submit SBD 6.1 (Preference Points Claim Form) to claim preference points for specific goals. The form includes a declaration that the information furnished is true and correct, and that preference points claimed are in accordance with the general conditions. Fraudulent claims may lead to disqualification, recovery of costs, contract cancellation, restriction from doing business with the state for up to 10 years, and criminal prosecution.