Tender Application Workspace for

• Submission method: email to [email protected]
• Closing date and time: 16 October 2026 at 11:00
• Returnable forms (must be completed, signed and submitted):
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the department.
• SBD 6.1 (Preference Points Claim under PPR 2022): claims B-BBEE points under the 80/20 preference point system.
• Annexure A (Security Measures): details security provisions for the building.
• Mandatory documents due by closing date and time:
• Floor plan at a readable scale.
• Confirmation that the building will be available from 01 November 2026.
• Confirmation that the office space is in the Central Business District of Gqeberha and not in a shopping mall.
• If agent/broker: signed proof of mandate; if owner/landlord: title deed or registered bond.
• Confirmation that exterior and shop front signage and branding will be allowed.
• Confirmation of ablution facilities including at least one facility for the physically disabled on every floor to be leased.
• Any returnable form left unsigned or omitted.
• Failure to tick 'Comply' or 'Not Comply' on mandatory confirmation items.
• Quotation received after closing time.
• Non-VAT registered supplier charging VAT.
• Collusive behaviour: submitting more than one proposal through companies with common directors/shareholders, or responding with more than one entity.
• Suppliers not registered on CSD.
• Tax matters not in order with SARS.

+ 1 more requirement in the full document analysis

• Phase 1: Mandatory Requirements – bidders must comply with all listed mandatory items (floor plan, availability confirmation, CBD location confirmation, mandate/title deed, signage confirmation, ablution confirmation).
• Non-compliance leads to disqualification.
• Phase 2: Site Inspection – all bidders passing Phase 1 subject to site visit.
• Building evaluated against criteria: ground floor preferred (lifts required if other floors), CBD location, large floor plates, minimal columns, double door entrance, access control, disability access, 18 secure parking bays (3 disabled), existing building Grade B, interior fini…
• Phase 3: Price and Specific Goals – evaluated on 80/20 preference point system: Price 80 points, Specific Goals 20 points.
• Total 100 points.
• Specific goals verified through CSD.
• Disability claims require valid medical certificate from registered medical practitioner.
• 80/20 preference point system applies for price and specific goals evaluation.
• Price scored out of 80 points.
• Specific goals scored out of 20 points.
• Three specific goal categories carry points: Historically disadvantage individuals (10 points), Women (8 points), Persons with disability (2 points).
• Proof or documentation required for any claimed specific goal points.
• Failure to submit proof results in specific goal points not being awarded.
• Total maximum score is 100 points.
• No minimum qualifying score specified.

• Any person (natural or juristic) may make an offer or offers in terms
• Scope: Provide office space for rental for RAF Gqeberha Client Service Centre for 12 months from 01 November 2026.
• SAPOA Grade B office space, 300 m² gross lettable area (office space), plus 30 m² storage space with load-bearing capacity.
• 18 secure on-site parking bays, 3 for persons with disabilities.
• Preferably ground floor; if multi-floor, lifts and consecutive floors required.
• Location: Gqeberha Central Business District, near public transport nodes, easily accessible.
• Building: existing complete structure, Grade B (older building 10-30 years, refurbished to near modern standards), free of defects (water leaks, pest infestations).
• Disability access: handrails, wheelchair ramps, ablutions per floor, at least one disabled toilet per floor.
• Building systems: fully air-conditioned and ventilated per SAPOA Grade B minimum; backup water supply preferred; full backup power (generator and UPS) or space for RAF to install generator; own electrical distribution board with up-to-date Electrical Certificate of Compliance; l…
• Internal layout: suitable for open plan and enclosed offices, reception area, meeting rooms, storeroom, ablutions per floor, disability facilities, pause area, kitchen with hot/cold water, wash-up, appliances (fridge, microwave, kettle), cupboard storage.
• Safety equipment serviced (firefighting) per legislative requirements.
• Preferably multiple entrances/exits for staff, clients, goods.
• Controlled access for staff and visitors; adequate security measures (burglar proofing, alarm, guarding, electric fences, biometrics).
• Emergency evacuation measures per SANS 10400.
• Draft office layout submission drawings, submit for City Council approval and Certificate of Occupancy, provide RAF digital copy.
• Lease includes air-conditioning maintenance.
• Maintain lift if fitted.
• Maintain backup water and power for lease duration.
• Wash exterior windows bi-annually.
• Maintain gardens and campus clean.

+ 32 more requirements in the full document analysis

• Pricing format: Cost breakdown in two parts.
• Part A: Rental of office space (300 m²) and storage (30 m²) – rate per square meter, price per month, total for 12 months.
• Part B: Parking (18 bays) – price per month for 12 months.
• All prices VAT inclusive (if VAT registered) in South African Rand (ZAR). Non-VAT registered suppliers charging VAT will be disqualified.
• Variable costs (monthly): refuse/sewerage, water, electricity.
• Ad-hoc service: diesel for generator – indicate percentage mark-up.
• Rental rate must be in line with existing market rates.
• No price changes accepted after award letter/purchase order issued.
• Lease period: 12 months.

• No specific requirements found
• CSD registration: RAF only conducts business with CSD-registered suppliers.
• Tax compliance: Suppliers must have tax matters declared in order by SARS.
• Disability claims: Valid medical certificate issued by a registered medical practitioner required; RAF reserves right to verify.
• Standard bidding documents: SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), Annexure A (Security Measures) must be completed and signed.
• All annexures to the RFQ must be completed and signed.
• No collusive bidding: cannot submit multiple proposals through entities with common directors/shareholders.
• Data protection laws and regulations must be followed.
• Third-party service providers handling personal information must be vetted and sign data protection agreements.
• RAF may conduct security screening of directors and staff.
• Audit and monitoring cooperation required.

• Physical security: secure perimeter with controlled access and/or surveillance; secure doors, locks, alarms to prevent unauthorised access.
• Access control: policies and procedures to ensure access is controlled and monitored; only authorised personnel permitted in storage facilities.

• Service provider must maintain physical security: secure perimeter, controlled access, surveillance, 24/7 monitoring, secure doors, locks, alarms.
• Breach notification: any real, attempted, or suspected physical security breach must be reported to RAF with CCTV footage, police report, and alarm system records.
• Data protection: comply with POPIA and applicable laws; safeguard personal and sensitive data; immediate breach notification; confidentiality obligations on agents, subcontractors, third parties.
• Personnel vetting: RAF reserves right to screen company directors and resources.
• Subcontractor responsibility: service provider liable for subcontractor compliance.

• Implement protocols for secure handling and transport of files using lockable transportation and containers.
• Use secure retrieval protocols with identity verification and secure transport; log all retrieval activity.
• Store physical documents in lockable cabinets; restrict access to authorised personnel; monitor and control access.
• Ensure digital storage systems have firewalls, intrusion detection, encryption.
• Enforce need-to-know access, strong authentication, regular permission reviews.
• Comply with POPIA and data protection laws; protect against unauthorised access, disclosure, alteration, destruction; notify RAF immediately of breaches.
• Vet third-party PII handlers; require data protection agreements.
• Deploy cybersecurity measures against malware, phishing, unauthorised access; encrypt data in transit and at rest; patch systems regularly.
• Maintain documented incident response plan; report incidents to RAF promptly.
• Ensure subcontractors adhere to same standards; remain responsible for their compliance.
• Cooperate with RAF audits and compliance assessments.