Cleaning services for raf mafikeng customer experience centre (12 months)

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. Bidders must complete and submit the Bidder's Disclosure form (SBD 4 equivalent) with truthful declarations. The bidder must not have engaged in collusive bidding or price disclosure. The bidder must not have had unauthorised consultations with procuring institution officials. The bidder must not have been involved in drafting the specifications or terms of reference.

The Road Accident Fund (RAF) requires cleaning services at its Mafikeng Customer Experience Centre (CEC) for a period of twelve (12) months, starting 16 October 2026. The service provider will supply labour, equipment, consumables and perform daily, weekly, monthly and deep cleaning tasks, plus ad hoc services on request.

Closing date and time: 28 September 2026 at 11:00

RFQ issued date: 21 September 2026

RFQ validity period: 30 days from the closing date

Expected service start: 16 October 2026 (contract duration 12 months)

Compulsory site visit: N/A

Enquiries:

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

Submission:

• Email: [email protected]

Service delivery address:

4214 Leopard Park

Nelson Mandela Drive

Mafikeng

Submission method: email only

Submission email: [email protected]

Closing date and time: 28 September 2026 at 11:00

Quotations must reference RFQ number PR10118296 in the subject line and all correspondence.

All quotations must be emailed to the address above; failure to do so means the quote will not be considered.

Late quotations will not be accepted for consideration.

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

• SBD 4 (Bidders Disclosure): discloses any interest or connection with the state.
• SBD 6.1 (Preference Points Claim in terms of PPR 2022): claims preference points for specific goals.
• Annexure A (Security Measures): acknowledges security obligations.
• Annexure B (Company Experience): details at least one cleaning services contract.
• Valid COIDA letter of good standing for cleaning services.
• Proof of CSD registration.
• Valid tax compliance status (SARS).
• If claiming disability preference, a valid medical certificate from a registered medical practitioner.

Disqualification risks:

• Submitting more than one proposal from companies with common directors/shareholders.
• Collusive behaviour.
• Charging VAT when not VAT-registered.
• Omitting or not signing any returnable document.
• Quotations received after the closing time.

Evaluation is in two phases:

Phase 1 – Mandatory requirements (pass/fail):

• Valid COIDA letter of good standing for cleaning services (e.g., Office Cleaning, Industrial Cleaning) submitted by closing date.
• Company experience: minimum one (1) cleaning services contract, completed in Annexure B, submitted by closing date.
• CSD registration and tax matters in order with SARS.
• All annexures completed and signed.

Bidders failing mandatory requirements are disqualified and not considered further.

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

• Price: 80 points
• Specific Goals: 20 points
• The 80/20 system applies to bids with a rand value between R2 000.01 and R1 000 000.00 (all taxes included).
• Points for specific goals are verified through CSD.

Scope: Provision of cleaning services at RAF Mafikeng Customer Experience Centre (CEC).

Premises: 4214 Leopard Park, Nelson Mandela Drive, Mafikeng. Floor area: 613 square metres. Two floors (ground and first).

Staff complement: Two (2) cleaners (male and female) with valid RSA ID or valid work permit for the duration of the contract.

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

Services required:

• Daily office cleaning (sweeping, mopping, dusting, waste disposal, glass/metal cleaning, entrance/reception cleaning).
• Weekly tasks: polishing furniture, vacuuming cloth-covered furniture, cleaning windows inside, strip and seal floors in walkways.
• Monthly: machine scrub of tiled floors, interior window cleaning.
• Deep cleaning (4 times during contract): includes moving furniture, strip and seal tile flooring and balcony, interior window cleaning, deep cleaning of office, pause area and ablution facilities.
• Ad hoc services (on request, against separate PO): water disaster cleaning (flooding), office sanitation and decontamination, cleaning of office chairs, rental of machine, cleaning of blinds.

Equipment and consumables:

• Service provider must supply all cleaning consumables and equipment.
• All equipment and consumables must be SABS approved.
• Defective equipment must be replaced or repaired within 48 hours of being reported.
• Service provider must install, maintain and service all equipment.
• Monthly delivery of consumables checked by an RAF employee and confirmed by the contract owner.
• Material Safety Data Sheets (MSDS) must be displayed on the wall for all chemical products.
• Attendance register for staff required; monthly invoices must be accompanied by job cards.
• Service provider responsible for replacing and repairing cleaning consumables and equipment when broken or damaged.
• Compliance with Occupational Health and Safety Act, Act 85 of 1993.
• Staff must wear PPE/safety clothes with company logo.
• Reporting to Manager Facilities – Business Support.
• Delivery and installation of equipment and consumables must happen the day before the contract start date.
• Specific quantities of equipment and consumables are listed in the specification (e.g., 4 mops, 2 industrial vacuum cleaners, 9 toilet brushes, etc.).

Pricing format:

• All prices must be VAT inclusive (if VAT registered) and quoted in South African Rand (ZAR).
• If a VAT-registered bidder fails to include VAT, the quoted price will be deemed all-inclusive and no VAT will be added after award.
• Non-VAT registered bidders must not charge VAT; doing so leads to automatic disqualification.
• Only prices completed in the provided cost breakdown tables will be accepted for evaluation; failure to provide prices in the table leads to disqualification.
• No price changes accepted after the Award Letter / Purchase Order is issued.

Pricing structure:

• Part A: Monthly cost for cleaning services (labour and all associated costs) – for 12 months.
• Part B: Deep cleaning services (4 times during contract) – total cost for duration.
• Part C: Ad hoc services – rates per unit (per square metre, per chair, per day, per metre) as and when required.

Payment terms:

• No upfront payment. Payment only after service delivery and receipt of original invoice.
• Invoices must be submitted to [email protected] not later than the 18th of the month.
• Goods/services delivered before an official Award Letter or PO is issued will not be paid for.
• No bid security or guarantees mentioned.

Mandatory compliance:

• CSD registration: RAF will only conduct business with CSD-registered suppliers.
• Tax compliance: Tax matters must be in order with SARS.
• COIDA: Valid letter of good standing from the Compensation Commissioner (or authorised entity) under section 30(1) of COIDA, for cleaning services (e.g., Office Cleaning, Industrial Cleaning). Must be submitted by closing date.
• Company experience: Minimum one (1) cleaning services contract, completed in Annexure B.
• B-BBEE: Preference points claimed under SBD 6.1 (PPR 2022). Specific goals verified through CSD.
• Disability: If claiming disability preference, a valid medical certificate from a registered medical practitioner is required.
• All annexures must be completed and signed.

The Road Accident Fund (RAF) wishes to appoint a suitable service provider to provide cleaning services at RAF Mafikeng CEC for a period of twelve (12) months starting from 16 October 2026.

Returnable documents: Bidders Client Reference form (Annexure B) must be completed and signed. The form requires details of up to five current or previous contracts for similar services, including project description, services rendered, contract start and end dates, client name, client contact person, and client contact details (email and/or telephone). Bidders may attach additional supporting documents. Falsified or misrepresented information will lead to disqualification. The RAF may contact the listed clients to verify the information.

Bidders must not submit falsified or misrepresented client reference information; doing so will result in disqualification from the procurement process. The RAF may contact the listed clients to verify the information.

The service provider will provide cleaning services at the RAF Mafikeng CEC for a period of twelve (12) months, starting from 16 October 2026. Bidders must provide client references for current or previous rendering of similar services.

Returnable documents: none specified in the provided document. Submission method, address, and closing time are not stated in the source.

No evaluation criteria are stated in the provided document.

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

• Document handling and transportation: secure, lockable containers; accurate records of storage, location, access history, retention schedule.
• Document retrieval: verify requester identity; record date, time, requester identity, and reason for each retrieval.
• Secure storage: lockable cabinets; access limited to authorised personnel with controlled and monitored access.
• Fire suppression: premises must have a fire suppression system, including carbon dioxide fire extinguishers.
• Physical security: secure perimeter, controlled access points, surveillance cameras, 24/7 security monitoring, secure doors, locks, alarms.
• Network security: firewalls, intrusion detection, encryption for digital storage systems.
• 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 (including POPIA); safeguard data against unauthorised access, disclosure, alteration, destruction; report data breaches to RAF immediately.
• Cybersecurity: implement robust measures against malware, phishing, 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 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 reserves the right to audit and monitor compliance; service provider must cooperate with audits.
• Security screening: RAF may conduct security screening or vetting of company directors and resources provided.

Compliance with the Protection of Personal Information Act (POPIA) is required. The service provider must have policies in place to comply with RAF requirements and POPIA. Third-party service providers handling PII must be screened or vetted for data protection policies and must sign a data protection agreement.

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 technical and organisational security measures to protect RAF's confidential, private, personal or sensitive information. This includes document handling and transportation protocols, secure storage, access control, network security, data protection obligations, cybersecurity standards, incident reporting, subcontractor oversight, and audit and monitoring. The service provider must comply with the Protection of Personal Information Act and RAF requirements.