Tender Application Workspace for

• Submission method: Email to [email protected]
• Closing date and time: 22 October 2026 at 11:00
• Late submissions are not accepted under any circumstances.
• Returnable forms (all must be completed, signed and submitted with the quotation):
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the RAF.
• SBD 6.1 (Preference Points Claim under PPR 2022): claims B-BBEE specific goals points on the 80/20 system.
• Annexure A: Security Measures.
• Proof of CSD registration (RAF only conducts business with CSD-registered suppliers).
• Valid tax compliance status (tax matters must be declared in order by SARS).
• Any returnable form left unsigned or omitted.
• Quotation received after the closing time.
• Collusive behaviour or submission of more than one proposal from companies with common directors/shareholders.
• Non-VAT vendor charging VAT.
• Failure to submit mandatory personnel certifications by closing time.

• Evaluation criteria\n- Preference point system: 80/20 (tender estimated value R2026, below R50 million threshold)\n- Price allocation: 80 points\n- Specific goals allocation: 20 points\n- Total points: 100\n- Specific goals and points: historically disadvantaged individuals 10 p…
• Phase 1 – Mandatory Requirements (pass/fail): Bidders who fail any mandatory requirement are disqualified and not evaluated further.
• Phase 2 – Price and Specific Goals on the 80/20 preference point system:
• Price: 80 points
• Specific Goals: 20 points
• Total: 100 points
• Mandatory requirements (both must be satisfied for DIFFERENT personnel):
• HPCSA registration certificate for one paramedic.
• Accepted categories: Emergency Medical Technician, Emergency Care Practitioner, Emergency Medical Responder, Emergency Care Worker, Ambulance Practitioner, Prehospital Care Provider, Emergency Healthcare Professional, First Responder, Advanced Life Support Practitioner, Emergenc…
• First Aid Level 3 Certificate for another paramedic.
• Proofs must be submitted by the closing date and time; RAF reserves the right to validate and confirm registrations.

• Service: Emergency services for a community outreach event involving RAF employees.
• Service date: 24 October 2026.
• Provider responsibility: Safeguard RAF confidential, private, personal and sensitive files, data and documents throughout the contract.
• Control framework: Annexure A sets requirements for document handling, premises security, data protection and cybersecurity.
• Date: 24 October 2026
• Time: 08:00–16:00
• Venue: Mthatha Townhall
• Required resources on site for the full duration:
• 1 x Fully Equipped Ambulance
• 2 x Qualified Paramedics
• Post-appointment requirement: Submit an Emergency Medical Plan for the event date.
• Personnel certification requirements (must be two different individuals):
• Paramedic 1: Valid HPCSA registration (any of the listed categories).
• Both certificates must be submitted by the closing date and time.

• Pricing format: Fixed price per cost breakdown table (VAT inclusive if VAT registered).
• Currency: South African Rand (ZAR).
• VAT: VAT vendors must include VAT; non-VAT vendors charging VAT are automatically disqualified.
• Ambulance – quantity 1
• Paramedics – quantity 2
• Grand total must be VAT inclusive (if applicable).
• No price changes accepted after Award Letter/Purchase Order.
• Preference point system: 80/20 (price 80, specific goals 20) for bids between R2,000.01 and R1,000,000 (all taxes included).
• Payment: Against official RAF Award Letter or Purchase Order signed by authorised SCM Manager; no payment for services delivered before Award Letter/PO.

• Information protection
• Maintain policies throughout the contract that comply with RAF requirements and the Protection of Personal Information Act.
• Prevent unauthorised access to and disclosure, alteration or destruction of personal and sensitive data, and comply fully with applicable data-protection law.
• Notify RAF immediately of any data breach or incident affecting information security; all security incidents must also be reported promptly.
• Extend confidentiality, data-protection and cybersecurity duties to agents, subcontractors and third parties; the provider remains accountable for their conduct and compliance.
• RAF may screen or vet company directors and resources provided.
• Access and document security
• Use documented protocols for handling and transporting files, a lockable transport system, and lockable containers or packaging to prevent loss, theft or damage.
• Apply need-to-know permissions, strong authentication and regular reviews of access rights; only authorised personnel may handle, view or transport records.
• Protect digital storage with firewalls, intrusion detection, encryption and other suitable technical controls.
• Expected record controls
• Maintain accurate records showing each stored document's location, access history and retention schedule, organised for easy tracking.
• Verify the requester's identity and transport documents securely during retrieval; log the date, time, requester identity and reason for each retrieval.
• Store physical documents and records in lockable cabinets, available only to authorised personnel, with controlled and monitored access.
• Provide fire-suppression capability or similar protection, together with carbon dioxide extinguishers.
• Secure the premises perimeter with controlled access and/or surveillance, and use secure doors, locks and alarms.
• Physical breach response
• Use controlled access points, surveillance cameras and/or 24/7 security monitoring, and adequately protect every storage facility.
• Report any actual, attempted or suspected physical-security breach to RAF and provide CCTV footage, a police report and linked alarm-system records.
• Guard against malware, phishing and unauthorised access; encrypt data in transit and at rest using industry-standard methods.

+ 14 more requirements in the full document analysis

• Fire and premises protection
• The provider's premises should have a suppression system or equivalent protection, supported by carbon dioxide extinguishers, to reduce damage or loss of records.
• Use controlled entry points, surveillance cameras and/or 24/7 monitoring, and protect all record-storage areas against unauthorised access.
• Restrict physical records to authorised personnel and monitor access through documented policies and procedures.

• Duration and information protection
• These requirements apply throughout the full contract term.
• RAF confidential, private, personal and sensitive information must remain protected at all times.
• The provider's policies and information processing must comply with RAF requirements and the Protection of Personal Information Act.
• Breach and third-party responsibility
• Data breaches or incidents that may affect information security must be reported immediately; other security incidents must be reported promptly under the incident-response process.
• Oversight

• Continuing information-security condition

• Document handling and transport
• Establish protocols for safe handling and movement of files to and from the provider's premises.
• Retrieval, access and storage
• Verify the requester's identity and use secure transport when retrieving documents or records.
• Keep physical documents and records in lockable cabinets and accessible only to authorised personnel.
• Apply documented access-control and monitoring procedures.