Tender Application Workspace for

• Returnable documents: Bidders Client Reference form (Annexure B) must be completed and signed.
• The form requires details of up to five current or previous clients for whom the bidder has rendered the required services, including project description, services rendered, contract start and end dates, client name, contact person, and contactable details (email and/or telephon…
• Any falsified or misrepresented information on the client reference form will lead to disqualification.
• The RAF reserves the right to contact the listed clients to authenticate the information.
• SBD 6.1 (Preference Points Claim Form): must be completed and signed; claims preference points for specific goals.
• Any other forms or documents specified in the tender pack must be submitted.
• Submission method and address: not stated in the provided document.
• Closing time: not stated in the provided document.
• Submission method: email only
• Submission email: [email protected]
• Reference number: PR10118662 must be used in all correspondence
• Closing date and time: 16 October 2025 at 10:00
• Late quotations will not be considered.
• All annexures must be completed and signed, including SBD 4 (Bidders Disclosure) and SBD 6.1 (Preference Points Claim).
• SBD 4: discloses any interest or connection with the state.
• SBD 6.1: claims preference points under the 80/20 system.
• Annexure B: company experience form, completed with at least one reference.
• Valid COIDA letter of good standing (cleaning services).
• Proof of CSD registration.
• Valid tax compliance status.

+ 2 more requirements in the full document analysis

• Unable to extract eligibility criteria from the available document.
• Evaluation uses the 80/20 preference point system.
• Price: 80 points
• Specific goals: 20 points
• Historically disadvantaged individuals: 10 points
• Women: 8 points
• Persons with disability: 2 points
• Bidders must submit proof or documentation to claim specific-goal points; failure to do so means those points are not claimed.
• The organ of state may require substantiation of any preference claim at any time.
• Bidders must have policies in place to comply with RAF requirements and the Protection of Personal Information Act (POPIA).
• They must be able to implement and maintain the specified physical and cybersecurity measures, and accept the RAF's right to conduct security screening or vetting for company directors and resources provided.
• Phase 1: Mandatory requirements – bidders must comply with all mandatory items, including COIDA letter of good standing, company experience, and completion of all annexures.
• Non-compliance leads to disqualification.
• Phase 2: Price and Specific Goals – 80/20 preference point system.
• Specific goals are verified through CSD.
• Minimum qualifying score: not stated.
• Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Bidders must complete and sign the Bidder's Disclosure form, declaring any state employment, relationships with procuring institution employees, and interests in related enterprises.
• The bid will be disqualified if the disclosure is found to be false or incomplete.

• Bidders must provide client references for services currently or previously rendered that are similar to the required cleaning services for the RAF Gqeberha Customer Service Centre Office.
• Document Handling and Transportation
• Secure, lockable containers or packaging for files during handling and transport.
• Maintain accurate records of each document: location, access history, retention schedule.
• Document Retrieval and Handling
• Verify requester identity before retrieval; transport documents securely.
• Keep detailed logs of retrieval activities: date, time, requester identity, reason.
• Store physical documents in lockable cabinets.
• Restrict access to authorised personnel only; control and monitor access.
• Fire Suppression
• Premises must have a fire suppression system, including carbon dioxide fire extinguishers.
• Physical Security
• Secure perimeter with controlled access and/or surveillance systems.
• Secure doors, locks, alarms.
• Controlled access points, surveillance cameras, 24/7 security monitoring.
• Report any real, attempted, or suspected physical security breach to RAF; provide CCTV footage, police report, and linked alarm system records.
• Network Security
• Firewalls, intrusion detection, encryption for digital storage systems.
• Access on a need-to-know basis; strong authentication; regularly review and update permissions.
• Cybersecurity Standards

+ 36 more requirements in the full document analysis

• Protocols for proper handling and transport of files, secure retrieval protocols, detailed record keeping of retrieval activities, secure storage in lockable cabinets, access control policies, fire suppression systems, network security measures (firewalls, intrusion detection, e…

• Pricing must be VAT inclusive (if VAT registered) and quoted in South African Rand.
• If a VAT-registered bidder fails to include VAT, the quoted price will be deemed all-inclusive; no VAT will be added after award.
• Non-VAT registered bidders who charge VAT will be disqualified.
• Prices must be submitted on the provided cost breakdown table; failure to do so leads to disqualification.
• No price changes accepted after award letter / purchase order is issued.
• No upfront payment; payment only after service delivery and receipt of original invoice, submitted to [email protected] by the 18th of the month.
• Ad-hoc services are priced separately (per square metre, per chair, per metre) and are not part of the contract value.

• No specific compliance requirements were stated in the available document.
• Bidders must complete and sign the SBD 6.1 Preference Points Claim Form, including the declaration that the information furnished is true and correct.
• Fraudulent claims may lead to disqualification, contract cancellation, recovery of costs, restriction from doing business with the state for up to 10 years, and criminal prosecution.
• Data Protection
• Comply with applicable data protection laws and regulations.
• Implement measures to safeguard data against unauthorised access, disclosure, alteration, destruction.
• Inform RAF immediately of any data breaches or incidents.
• Third-party providers handling PII must be screened/vetted and sign a data protection agreement.
• CSD registration: mandatory – RAF will only do business with CSD-registered suppliers.
• Tax compliance: tax matters must be in order with SARS.
• Company experience: minimum one (1) reference confirming operational experience in cleaning services, submitted via Annexure B.
• Collusive behaviour or submitting multiple proposals from companies with common directors/shareholders leads to disqualification.
• Gifts and hospitality: prohibited; any solicitation must be reported to the fraud line at 0800 005919.

• Storage facilities protected against unauthorised access.

• Comply with data protection laws, implement safeguards, inform RAF immediately of data breaches, impose confidentiality obligations on agents and subcontractors, vet third-party PII handlers and require data protection agreements.