Awarded Tender: Road accident fund cleaning services polokwane limpopo
Contract Awarded
This tender has been awarded to PHARAKWANE for R 159 938 12.
Awarded
Award Information
Award Value
R 159 938 12
Winning Supplier
PHARAKWANE
Type: EME
Cleaning
Services: Functional (including Cleaning and Security Services)
The road accident fund (raf) wishes to appoint a suitable service provider to provide cleaning services for raf polokwane (cec) for a period of twelve (12) months starting from 07 october 2026.
The road accident fund (raf) wishes to appoint a suitable service provider to provide cleaning services for raf polokwane (cec) for a period of twelve (12) months starting from 07 october 2026.
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 requires cleaning services for its polokwane (cec) office for a 12-month period starting 7 october 2026. The service provider must implement stringent security and data protection measures as detailed in annexure a, including secure document handling, access control, fire suppression, and compliance with the protection of personal information act (popia). Bidders must be prepared to meet these technical security requirements and allow raf audit rights.
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
Source: Standard Bidding Document (SDB) 4_Annexure A.doc (unknown)
Award analysis coverage
0 of 5 source documents fully reviewed. Unstated details are identified only after complete source review.
technical scope
13 sourced criteria
financial capacity
1 sourced criteria
pricing
2 sourced criteria
compliance returnables
7 sourced criteria
evaluation
2 sourced criteria
experience
Source analysis requires completion or review
personnel
4 sourced criteria
equipment capacity
1 sourced criteria
delivery contract
12 sourced criteria
equity registrations
2 sourced criteria
What the buyer was looking for
1Mandatory requirement
Mandatory security measures: lockable containers for document transport, secure storage in lockable cabinets, fire suppression system (carbon dioxide extinguishers), 24/7 security monitoring and surveillance.
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: AI key requirements · requirements
Known supplier evidence
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
An award confirms appointment. It does not prove why a supplier was selected, that every qualification remains current, or that delivery was completed successfully.
Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
We refine every tender document through these stages so you can brief your team and prepare your bid with confidence. Anything marked as "in progress" will be upgraded automatically — no action required from you.
Document read
Compliance review
Bid-ready summary
Returnable documents: SBD 4 (Bidder's Disclosure) must be completed, signed, and submitted with the bid. The form requires declarations under oath regarding any relationship with state employees, any interest in related enterprises, and certification that the bid was arrived at independently and without collusion. A false declaration will result in disqualification.
Evaluation Criteria
Source: Standard Bidding Document (SDB) 4_Annexure A.doc (unknown)
Bidders must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers. The disclosure form must be true and complete; any false statement leads to disqualification.
DocumentRFQ Document PR10118294 for Cleaning Services for Polokwane Office.docxReview complete
Submission Guidelines
Source: RFQ Document PR10118294 for Cleaning Services for Polokwane Office.docx (unknown)
Submit completed and signed Annexures (Standard Bidding Documents and mandatory evaluation documents). Include a valid SARS tax clearance or tax PIN. Provide proof of at least one prior cleaning contract (Annexure B). Submit pricing for Part A (cleaning services) and Part B (consumables) with VAT inclusive rates. No more than one proposal per entity; collusive behaviour leads to disqualification.
Evaluation Criteria
Source: RFQ Document PR10118294 for Cleaning Services for Polokwane Office.docx (unknown)
Evaluation follows the 80/20 preferential procurement principle (Price 80, Specific Goals 20) per the Preferential Procurement Policy Framework Act. Price includes all labour, equipment, consumables, and associated costs. Bidders must complete the pricing schedule (Part A and B) and indicate compliance with mandatory requirements.
DocumentSBD 6.1 IN TERMS OF PPR2022.docxReview complete
Submission Guidelines
Source: SBD 6.1 IN TERMS OF PPR2022.docx (unknown)
{
"content": "Returnable documents must be completed, signed, and submitted with the tender. The SBD 6.1 form (Preference Points Claim Form) must be completed and signed. Bidders must indicate how they claim points for each preference point system. No other submission details (e.g., channel, format, copies) are provided in the source."
}
Evaluation Criteria
Source: SBD 6.1 IN TERMS OF PPR2022.docx (unknown)
Content
Preference points are awarded under the 80/20 system. Points are allocated for price and specific goals. The tender document states that if it is unclear whether the 80/20 or 90/10 system applies, the tender documents must stipulate which system is applicable. Bidders must claim points for specific goals as per the tender. No minimum qualifying score is stated.
DocumentAnnexure A - Security Measures.pdfReview complete
Description
Source: Annexure A - Security Measures.pdf (unknown)
Technical and organisational security measures that the service provider must implement to protect the Road Accident Fund's confidential, private, personal, or sensitive information during the contract period, in compliance with the Protection of Personal Information Act.
Technical Specifications
Source: Annexure A - Security Measures.pdf (unknown)
Security measures for handling RAF confidential information:
Document handling and transportation: lockable containers or packaging; secure transportation system (lockable) for file transfer.
Record keeping: accurate records of each document stored, including location, access history, and retention schedule; organised for easy tracking.
Secure retrieval: verify requester identity; transport documents securely.
Retrieval records: date and time, requester identity, reason for retrieval.
Secure storage: physical documents in lockable cabinets to prevent unauthorised access or tampering.
Access control: documents accessible only to authorised personnel; policies and procedures to control and monitor access.
Fire suppression: premises must have fire suppression system or similar; carbon dioxide fire extinguishers.
Physical security: secure perimeter with controlled access and/or surveillance; secure doors, locks, alarms; controlled access points, surveillance cameras, 24/7 security monitoring; immediate notification to RAF of any real, attempted, or suspected breach with CCTV footage, police report, and alarm system records.
Document access control: only authorised personnel may handle, view, or transport documents.
Access monitoring and control: procedures to ensure only authorised personnel access documents and storage facility.
Network security: firewalls, intrusion detection, encryption for digital document storage systems.
Access control principles: grant access on need-to-know basis; strong authentication; regularly review and update access permissions.
Data protection obligations: comply with applicable data protection laws (including POPIA); safeguard data against unauthorised access, disclosure, alteration, destruction; immediate notification to RAF of data breaches; impose confidentiality obligations on agents, subcontractors, third parties; vet third-party service providers handling PII and require data protection agreements; RAF reserves right to conduct security screening/vetting of company directors and resources.
Cybersecurity standards: robust measures against malware, phishing, unauthorised access; encryption for data in transit and at rest using industry-standard protocols and algorithms; regular system, software, and application updates and patches.
Incident reporting and response: documented incident response plan; timely reporting of security incidents or data breaches to RAF.
Subcontractor and third-party oversight: subcontractors must adhere to same data protection and cybersecurity standards; service provider responsible for subcontractor compliance.
Audit and monitoring: RAF reserves right to audit and monitor compliance; service provider must cooperate with audits and assessments.
Compliance Requirements
Source: Annexure A - Security Measures.pdf (unknown)
Compliance with the Protection of Personal Information Act (POPIA) and applicable data protection laws and regulations.
Contractual Terms
Source: Annexure A - Security Measures.pdf (unknown)
Security obligations forming part of the contract:
Service provider must implement and maintain all specified technical and organisational security measures for the duration of the contract.
Immediate notification to RAF of any real, attempted, or suspected physical security breach, with provision of CCTV footage, police report, and alarm system records.
Immediate notification to RAF of any data breaches or incidents impacting information security.
Subcontractors must adhere to the same data protection and cybersecurity standards; service provider remains responsible for subcontractor compliance.
RAF reserves the right to conduct security screening or vetting of company directors and resources provided.
RAF reserves the right to audit and monitor service provider compliance; service provider must cooperate with audits and assessments.
Service provider must have a documented incident response plan for data breaches.
Service provider must impose confidentiality obligations on agents, subcontractors, and third parties receiving records.
Third-party service providers handling PII must be vetted for data protection policies and required to sign a data protection agreement.
DocumentAnnexure B - Bidders Client Reference.odtReview complete
Contact Information
Source: Annexure B - Bidders Client Reference.odt (unknown)
SCM Contact: Ms. Nkosi, Tel: 012 345 6789, Email: [email protected]. Technical Contact: Mr. van der Merwe, Tel: 012 345 6788, Email: [email protected]. Submission Address: Department of Transport, 159 Struben Street, Pretoria, 0002.
Submission Guidelines
Source: Annexure B - Bidders Client Reference.odt (unknown)
Bids must be submitted in a sealed envelope clearly marked with the tender number and description. The submission must include the completed SBD forms, a valid B-BBEE certificate, and proof of CIDB grading. Bids must be delivered to the Department of Transport, 159 Struben Street, Pretoria, 0002, before the closing time. Late bids will be disqualified. The returnable forms include SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.2 (Declaration for Local Production and Content), SBD 7.1 (Contract Form for Goods), SBD 8 (Declaration of Bidder's Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), and an Authority to Sign/Board Resolution.
Evaluation Criteria
Source: Annexure B - Bidders Client Reference.odt (unknown)
Bids will be evaluated in two stages: Stage 1: Functionality (minimum 70 points out of 100). Stage 2: Price and B-BBEE (80/20 preference point system). Price is scored out of 80 points, and B-BBEE status is scored out of 20 points. Bidders must achieve a minimum of 70% on functionality to proceed to Stage 2. The contract will be awarded to the bidder with the highest total score, subject to the B-BBEE requirements.
Financial Requirements
Source: Annexure B - Bidders Client Reference.odt (unknown)
Bid security is not required. A performance guarantee of 10% of the contract value is required within 10 working days of contract signature. Payment terms are 30 days from receipt of a valid invoice. Bidders must provide a pricing schedule in South African Rand, inclusive of all taxes. No price escalation is allowed for the first 12 months.
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
2Inferred operational need
Incident reporting: documented incident response plan; timely reporting of security incidents or data breaches to RAF.
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.
Source: AI key requirements · requirements
Known supplier evidence
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
3Inferred operational need
Security measures for handling RAF confidential information:
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.
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
11Inferred operational need
Data protection obligations: comply with applicable data protection laws (including POPIA); safeguard data against unauthorised access, disclosure, alteration, destruction; immediate notification to RAF of data breaches; impose confidentiality obligations on agents, subcontractors, third parties; vet third-party service providers handling PII and require data protection agreements; RAF reserves right to conduct security screening/vetting of company directors and resources.
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.
Tenders-SA records other appointments with overlapping scope terms for PHARAKWANE.
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.
12Inferred operational need
Cybersecurity standards: robust measures against malware, phishing, unauthorised access; encryption for data in transit and at rest using industry-standard protocols and algorithms; regular system, software, and application updates and patches.
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.
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
14Mandatory requirement
Bid security is not required. A performance guarantee of 10% of the contract value is required within 10 working days of contract signature. Payment terms are 30 days from receipt of a valid invoice. Bidders must provide a pricing schedule in South African Rand, inclusive of all taxes. No price escalation is allowed for the first 12 months.
Threshold: 30 days
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.
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
15Mandatory requirement
Submit completed and signed Annexures (Standard Bidding Documents and mandatory evaluation documents). Include a valid SARS tax clearance or tax PIN. Provide proof of at least one prior cleaning contract (Annexure B). Submit pricing for Part A (cleaning services) and Part B (consumables) with VAT inclusive rates. No more than one proposal per entity; collusive behaviour leads to disqualification.
Threshold: at least one prior cleaning contract (Annexure B)
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.
Tenders-SA records other appointments with overlapping scope terms for PHARAKWANE.
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.
16Mandatory requirementConflicting classification
Evaluation follows the 80/20 preferential procurement principle (Price 80, Specific Goals 20) per the Preferential Procurement Policy Framework Act. Price includes all labour, equipment, consumables, and associated costs. Bidders must complete the pricing schedule (Part A and B) and indicate compliance with mandatory requirements.
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.
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
Conflicting evidence
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
Relevant records disagree; review the cited sources and dates.
17Inferred operational need
Closing date and time: 25 September 2026 at 11:00 (submission method not specified).
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.
Source: AI key requirements · requirements
Known supplier evidence
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
18Inferred operational need
Data protection: full compliance with POPIA and applicable data protection laws; immediate notification of data breaches; impose confidentiality obligations on subcontractors.
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.
Source: AI key requirements · requirements
Known supplier evidence
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
19Mandatory requirement
RAF reserves the right to audit and monitor compliance; service provider must cooperate with audits and security screening of directors and resources.
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: AI key requirements · requirements
Known supplier evidence
Tenders-SA records other appointments with overlapping scope terms for PHARAKWANE.
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.
20Mandatory requirement
Subcontractor and third-party oversight: subcontractors must adhere to same data protection and cybersecurity standards; service provider responsible for subcontractor compliance.
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.
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
23Mandatory requirement
Returnable documents: SBD 4 (Bidder's Disclosure) must be completed, signed, and submitted with the bid. The form requires declarations under oath regarding any relationship with state employees, any interest in related enterprises, and certification that the bid was arrived at independently and without collusion. A false declaration will result in disqualification.
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.
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
24Inferred operational need
Physical security: secure perimeter with controlled access and/or surveillance; secure doors, locks, alarms; controlled access points, surveillance cameras, 24/7 security monitoring; immediate notification to RAF of any real, attempted, or suspected breach with CCTV footage, police report, and alarm system records.
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.
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
25Scored criterion
Bidders must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers. The disclosure form must be true and complete; any false statement leads to disqualification.
Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.
No source document identifier is stored for this item.
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
31Delivery obligation
Contract period: 12 months from 7 October 2026.
Threshold: 12 months
Why it matters: The source says this applies after appointment and concerns contract delivery.
No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
32Delivery obligation
Technical and organisational security measures that the service provider must implement to protect the Road Accident Fund's confidential, private, personal, or sensitive information during the contract period, in compliance with the Protection of Personal Information Act.
Why it matters: The source says this applies after appointment and concerns contract delivery.
Tenders-SA records other appointments with overlapping scope terms for PHARAKWANE.
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.
35Inferred operational need
Immediate notification to RAF of any real, attempted, or suspected physical security breach, with provision of CCTV footage, police report, and alarm system records.
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.
Tenders-SA records other appointments with overlapping scope terms for PHARAKWANE.
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.
43Mandatory requirement
Bids must be submitted in a sealed envelope clearly marked with the tender number and description. The submission must include the completed SBD forms, a valid B-BBEE certificate, and proof of CIDB grading. Bids must be delivered to the Department of Transport, 159 Struben Street, Pretoria, 0002, before the closing time. Late bids will be disqualified. The returnable forms include SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.2 (Declaration for Local Production and Content), SBD 7.1 (Contract Form for Goods), SBD 8 (Declaration of Bidder's Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), and an Authority to Sign/Board Resolution.
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.
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
44Scored criterion
Bids will be evaluated in two stages: Stage 1: Functionality (minimum 70 points out of 100). Stage 2: Price and B-BBEE (80/20 preference point system). Price is scored out of 80 points, and B-BBEE status is scored out of 20 points. Bidders must achieve a minimum of 70% on functionality to proceed to Stage 2. The contract will be awarded to the bidder with the highest total score, subject to the B-BBEE requirements.
Threshold: minimum 70 points out of 100)
Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.
No source document identifier is stored for this item.
The linked award records PHARAKWANE as appointed for this tender. Recorded contract value: 159938.12 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
APPOINTMENT OF A SERVICE PROVIDER TO ASSIST THE DEPARTMENT OF LAND REFORM AND RURAL DEVELOPMENT WITH CONVEYANCING SERVICES FOR PORTION OF PORTION 4 (R/E) OF THE FARM WEENEN NUMBER 40 REGISTRATION DIVISION KS, MEASURING 18 , 2970 HECTARES SITUATED IN MOGALAKWENA LOCAL MUNICIPALITY WITHIN WATERBERG DISTRICT MUNICIPALITYPSSCLP-5/2/1/1 2025-2026 83