Office space rental for raf tzaneen cec office (6 months)

Service providers/suppliers should ensure that RFQ responses are emailed to the correct email address;

Closing date and time: 10 September 2026 @ 11:00. RFQ issued date: 04 September 2026. Service required from 01 October 2026 for six (6) months. Validity period: 30 days from closing date.

Enquiries regarding this RFQ should be submitted via e-mail to [email protected].

All quotations should be emailed to [email protected]. Failure to follow these instructions will result in your quote not being considered.

Phase 1: Mandatory Requirements. Phase 2: Site Visit. Phase 3: Price and Specific Goals based on the 80/20 preference point system. Price 80 points, Specific Goals 20 points. Total 100 points.

Office space of 250m². Must be Grade B as defined by SAPOA. Must be in Tzaneen Central Business District. Must have reception area, meeting rooms, storeroom, ablution facilities, backup power supply and UPS, backup water supply, parking bays (minimum 4, one for disabled), accessibility for people with disabilities, air conditioning, fire detection and prevention, security measures, and compliance with SANS 10400 and OHS.

Prices must be VAT inclusive if VAT registered. Cost breakdown required for rental, operational costs, parking, etc. Total price for six (6) months must be provided.

Service providers must be CSD registered. Must submit proof of ownership or mandate if agent. Must comply with all mandatory requirements and provide all required documentation.

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

Bidders must complete and return the SBD 4 (Declaration of Interest) and SBD 9 (Certificate of Independent Bid Determination) forms as part of their bid submission. The bidder must disclose any relationship with any person employed by the state or connected to the procuring institution. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. Bidders must not have engaged in collusive practices or disclosed bid terms to competitors.

Bids will be evaluated in accordance with the 80/20 or 90/10 preference point system as applicable. The evaluation will consider functionality, price, and B-BBEE status. Bidders must meet all mandatory compliance requirements and submit all required returnable documents. The bidder must not be disqualified for any false declaration or non-compliance with the tender conditions.

The service provider is required to provide office space for rental for the Road Accident Fund (RAF) Tzaneen CEC office for a period of six (6) months starting from 01 October 2026. The office space must be suitable for the RAF's operational needs and must comply with all applicable health, safety, and environmental regulations.

Bidders must be registered on the Central Supplier Database (CSD) and have a valid tax clearance certificate. Bidders must comply with all applicable B-BBEE requirements and provide proof of their B-BBEE status level. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

{"name":null,"email":null,"phone":null,"department":null,"address":"gorithms that comply with"}

Returnable Documents:

Annexure A outlines technical and organisational security measures the Service Provider must implement while handling the RAF's confidential, private, personal or sensitive information (files, data, documents). Measures include: document handling and transportation protocols (lockable containers, record keeping, retention schedules), secure document retrieval with identity verification and detailed activity logs, secure storage in lockable cabinets with access control and fire suppression, physical security of the facility with controlled access and surveillance, access control procedures, cybersecurity measures (strong authentication, encryption, patching), incident reporting, subcontractor oversight, and audit and monitoring rights for RAF.

[Source: Annexure A - Security Measures.pdf — unknown]

Bidders must be able to provide office space in Tzaneen, Limpopo, for a six-month period starting 01 October 2026. They must have policies and measures in place to comply with the Protection of Personal Information Act (POPIA) and other applicable data protection laws. Bidders must be willing to allow RAF to audit and monitor compliance, and to undergo security screening or vetting of company directors and resources. If subcontractors are used, they must also meet the same data protection and cybersecurity standards.

provisions of the Protection of Personal Information Act, .

The Service

provisions of the Protection of Personal Information Act, .

The Service

[Source: Annexure A - Security Measures.pdf — unknown]

No specific requirements found

security of the documents, including controlled access points, surveillance cameras, and or

24/7 security monitoring. The Service Provider must always ensure the physical security of

records in their possession. All document storage facilities must be adequately protected

against unauthorised access. Should there be any real, attempted, or suspected breach of

physical security the Service Provider will be obliged to inform the RAF and provide any

place, such as firewalls, intrusion detection, and encryption, to protect against unauthorised

access or attacks.

1.3.5 Access Control

• Grant access on a need-to-know basis.
• Use strong authentication methods to control access to systems and data.
• Regularly review and update access permissions.

1.3.6 Data Protection Obligations

• The Service Provider must handle and process personal and sensitive data in

compliance with applicable data protection laws and regulations.

• Implement measures to safeguard data against unauthorised access, disclosure,

alteration, and destruction.

• Inform the RAF immediately of any data breaches or incidents that may impact the

security of the information.

• The Service Provider shall implement appropriate measures designed to ensure

the confidentiality of personal, confidential and sensitive date, including by

imposing confidentiality obligations on any of its agents or subcontractors, or any

third party who has received records.

processing of personal information.

• Third-party service providers that handle PII on behalf of the organization should

be screening or vetted for their data protection policies and procedures and should

be required to sign a data protection agreement.

• Raf reserve the right to conduct security screening or vetting for company directors

and resources provided.

1.3.7 Cybersecurity Standards:

• The Service Provider is required to implement robust cybersecurity measures to

protect against cyber threats, including but not limited to malware, phishing, and

unauthorised access.

• Use encryption for data in transit and at rest to ensure the confidentiality of

sensitive information. Utilise encryption protocols and algorithms that comply with

industry standards.

• Regularly update and patch systems, software, and applications to address

security vulnerabilities.

1.3.8 Incident Reporting and Response:

• The Service Provider must have a documented incident response plan to address

and mitigate data breaches promptly.

• The Service Provider must report any security incidents or data breaches to RAF in

a timely manner.

1.3.9 Subcontractors and Third-Party Oversight

• If subcontractors are engaged, the Service Provider must ensure that they also

adhere to the same data protection and cybersecurity standards outlined in this

policy.

• The Service Provider is responsible for the actions and compliance of any sub-

contractors or third parties engaged in providing services to the RAF.

1.3.10 Audit and Monitoring

• The RAF reserves the right to audit and monitor the Service Provider ’s compliance

with this policy.

• The Service Provider must cooperate with any audits or assessments conducted

by RAF to evaluate compliance with data protection and cybersecurity standards.

[Source: Annexure A - Security Measures.pdf — unknown]

the Service Provider should have policies and procedures in place to ensure that access is

controlled and monitored.

1.2.5 Fire Suppression

The Service Provider’s premises should have a fire suppression system or similar in place,

fire extinguishers with carbon dioxide, to prevent damage or loss of documents and records in

the event of a fire.

1.3 Security including secure facility.

The Service Provider ’s premises should have a secure perimeter with controlled access and

or surveillance systems. The premises should have secure doors, locks, and alarms to

prevent unauthorised access.

1.3.1 Physical Security