Cleaning services for raf tzaneen customer experience centre – 12-Month contract

The document is Annexure A, titled 'Technical and Organisational Security Measures'. It sets out the security obligations the service provider must implement when handling RAF's confidential, private, personal or sensitive information.

Returnable documents: none stated in the provided document. The document is Annexure A (Security Measures) and does not specify submission method, address, or closing time.

No evaluation criteria are stated in the provided document. The RAF reserves the right to conduct security screening or vetting of company directors and resources.

The service provider must implement technical and organisational security measures to protect RAF confidential, private, personal or sensitive information, in line with the Protection of Personal Information Act (POPIA).

• Document handling and transportation: use lockable containers or packaging to prevent loss, theft, or damage; maintain accurate records of each document stored (location, access history, retention schedule) for easy tracking.
• Document retrieval: verify requester identity; keep detailed records of all retrieval activities (date, time, requester identity, reason).
• Secure storage: store physical documents in lockable cabinets; control access to authorised personnel only.
• Fire suppression: premises must have a fire suppression system, including carbon dioxide fire extinguishers.
• Physical security: secure perimeter with controlled access, surveillance cameras, 24/7 security monitoring, secure doors, locks, and alarms.
• Network security: firewalls, intrusion detection, and encryption for digital storage systems.
• Access control: grant access on a need-to-know basis; use strong authentication; regularly review and update access permissions.
• Data protection: comply with applicable data protection laws; safeguard data against unauthorised access, disclosure, alteration, and destruction; impose confidentiality obligations on agents, subcontractors, and third parties.
• 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 reporting: have a documented incident response plan; report security incidents or data breaches to RAF promptly.
• Subcontractors: ensure they adhere to the same data protection and cybersecurity standards; the service provider is responsible for their compliance.
• Audit and monitoring: RAF may audit and monitor compliance; the service provider must cooperate with audits.

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

• The RAF reserves the right to conduct security screening or vetting of company directors and resources.
• No other compliance requirements (e.g., CSD, tax, B-BBEE, CIDB) are stated in the provided document.

The service provider's premises must have a fire suppression system, including carbon dioxide fire extinguishers, to prevent damage or loss of documents in the event of a fire. The premises must have a secure perimeter with controlled access, secure doors, locks, and alarms to prevent unauthorised access.

The service provider must comply with the Protection of Personal Information Act (POPIA) and implement measures to ensure confidentiality of personal, confidential, and sensitive data. This includes imposing confidentiality obligations on agents, subcontractors, and third parties. The RAF reserves the right to conduct security screening or vetting of company directors and resources. The service provider must report any security incidents or data breaches to RAF in a timely manner and cooperate with audits or assessments conducted by RAF.

The service provider must implement technical and organisational security measures including: secure document handling and transportation with lockable containers; secure retrieval protocols verifying requester identity; storage in lockable cabinets; access control limited to authorised personnel; fire suppression systems with carbon dioxide extinguishers; secure facility perimeter with controlled access and alarms; network security with firewalls, intrusion detection, and encryption; access control on a need-to-know basis with strong authentication; data protection obligations including immediate breach notification; cybersecurity standards including encryption for data in transit and at rest, regular updates and patching; documented incident response plan; oversight of subcontractors to ensure adherence to same standards; and audit and monitoring rights for RAF.

Returnable documents: SBD 6.1 Preference Points Claim Form, completed and signed, with supporting documentation for any specific goals claimed. Failure to submit proof means no preference points for those goals. The organ of state may require substantiation of claims at any time.

Evaluation uses the 80/20 preference point system. Maximum 80 points for price, 20 points for specific goals. Specific goals and points: Historically disadvantaged individuals (10 points), Women (8 points), Persons with disability (2 points). Bidders must claim points on the SBD 6.1 form and provide proof; otherwise points are not awarded.

Bidders must complete the SBD 6.1 Preference Points Claim Form. The 80/20 preference point system applies (contract value up to R50 million including taxes).

The Road Accident Fund requires cleaning services at its Tzaneen Customer Engagement Centre (CEC) for a period of twelve (12) months, starting 19 October 2026.

Returnable documents:

• Bidder's Disclosure form (SBD 4): declares whether any director, trustee, shareholder, member, partner or controlling person is employed by the state, has a relationship with anyone at the RAF, or has an interest in a related enterprise. A false declaration disqualifies the bid.
• The form must be completed, signed and submitted with the quotation.

Disqualification risks:

• Being listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Submitting a false or incomplete disclosure.

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Bidders must complete the Bidder's Disclosure form, declaring any directors, trustees, shareholders, members, partners, or controlling persons employed by the state, and any relationship with persons employed by the procuring institution.

Bidders must certify that the bid was prepared independently and without collusion, and that no bid terms were disclosed to competitors prior to the bid opening or contract award.

The Road Accident Fund requires cleaning services at its Tzaneen Customer Engagement Centre (CEC).

The contract period is twelve (12) months, starting 19 October 2026.

No specific compliance requirements beyond the standard disclosure obligations are stated in the document.

The Road Accident Fund (RAF) requires cleaning services at its Tzaneen Customer Experience Centre for a period of 12 months, starting 19 October 2026. The service provider will supply labour, cleaning consumables and equipment, and perform daily, weekly, monthly and ad-hoc cleaning tasks as specified.

Closing date: 29 September 2026 at 11:00

RFQ issued date: 22 September 2026

Contract start date: 19 October 2026

Contract period: 12 months

Compulsory site visit: None (N/A)

Enquiries:

• Contact: Thendo Ma2 (name as per email)
• Email: [email protected]

Submission email: [email protected]

Service delivery address:

Tzaneen 08

2nd Avenue Medipark

Tzaneen

Submission method: email only

Submission email: [email protected]

Closing date and time: 29 September 2026 at 11:00

Quotations must be valid for 30 days from the closing date.

Use RFQ reference PR10118293 in all correspondence.

Late quotations will not be accepted.

Returnable documents (all must be completed, signed and submitted):

• SBD 4 (Bidders Disclosure): discloses any interest or connection with the state.
• SBD 6.1 (Preference Points Claim under PPR 2022): claims preference points.
• Annexure B: company experience form for cleaning services.
• COIDA letter of good standing.
• Proof of CSD registration.
• Valid tax compliance status (SARS).
• Medical certificate if claiming disability preference.

Failure to submit any required document by the closing time will disqualify the bid.

Evaluation is in two phases:

Phase 1 – Mandatory requirements (pass/fail):

• Valid COIDA letter of good standing for cleaning services.
• At least one company reference for cleaning services (Annexure B).
• CSD registration and SARS tax compliance.

Bidders failing any mandatory requirement are disqualified.

Phase 2 – Price and Specific Goals (80/20 system):

• Price: 80 points
• Specific Goals: 20 points

Total: 100 points

Preference points claimed will be verified through the CSD.

Scope: Day-to-day office cleaning at RAF Tzaneen Customer Experience Centre (CEC), including consumables, equipment and labour.

Premises: Tzaneen 08, 2nd Avenue Medipark, ground floor, 200 sqm.

Staff: One cleaner (female) required, with a valid RSA ID or work permit.

Working hours: Monday to Friday, 07:00 to 15:00 (8 hours per day).

Daily tasks include: floor sweeping and damp mopping, vacuuming carpets, dusting, waste disposal, cleaning entrance and reception, spot cleaning walls and glass.

Weekly tasks include: polishing furniture, cleaning windows inside, machine burnishing floors.

Monthly tasks include: machine scrubbing floors, deep cleaning of office and ablutions.

Deep cleaning (strip and seal floors, interior window cleaning, deep clean office and ablution, move furniture) to be done 4 times during the contract.

Ad-hoc services (not part of contract value, charged at specified rates): water disaster cleaning, office sanitation and decontamination, cleaning of office chairs, rental of machine, cleaning of blinds.

All equipment and consumables must be SABS approved.

Defective equipment must be replaced or repaired within 48 hours of being reported.

Service provider must supply all cleaning consumables and equipment.

Monthly invoices must be accompanied by job cards and attendance registers.

Material Safety Data Sheets (MSDS) for chemicals must be displayed.

Compliance with the Occupational Health and Safety Act, Act 85 of 1993 required.

Staff must wear PPE with company logo.

Pricing must be VAT inclusive (if VAT registered) and quoted in South African Rand.

Non-VAT registered bidders who charge VAT will be disqualified.

Prices must be submitted in the provided cost breakdown tables (Part A, Part B, Part C).

No price changes accepted after award.

No upfront payment; payment made against delivery of service and original invoice submitted to [email protected] by the 18th of the month.

Pricing structure:

• Part A: Monthly cost for labour (one cleaner), monthly rentals for equipment and sanitary bins, monthly consumables.
• Part B: Deep cleaning services (4 times during contract).
• Part C: Ad-hoc services at specified rates per square metre, per chair, per day, per metre.

CSD registration: mandatory – RAF will only do business with CSD-registered suppliers.

Tax compliance: SARS tax matters must be in order.

COIDA: valid letter of good standing from the Compensation Commissioner (or authorised entity) for cleaning services, submitted by closing date.

B-BBEE: preference points claimed under PPR 2022 (SBD 6.1).

Disability: bidders with disabilities must submit a valid medical certificate.

Collusion: bidders must not submit more than one proposal from companies with common directors/shareholders; collusive behaviour leads to disqualification.

Gifts and hospitality: offering gifts to RAF officials is prohibited; solicited bribery must be reported to the fraud line at 0800 005919.