A six-month, month-to-month contract to maintain, service and repair security systems at a Road Accident Fund facility in Polokwane. Bidders must meet strict POPIA-aligned information security and records handling requirements.
The Road Accident Fund (RAF) is seeking a qualified service provider to maintain, service and repair the security system at its Polokwane Customer Experience Centre (CEC). The contract runs on a month-to-month basis for six (6) months, giving the RAF flexibility while it keeps its physical security infrastructure operational. The request is issued as a Request for Quotation (RFQ) under the Preferential Procurement Regulations 2022, and the supporting Standard Bidding Documents (SBD) must be completed and submitted with the bid.
The core scope covers preventive maintenance, servicing, fault diagnosis and repair of the installed security systems at the Polokwane site. This typically includes components such as CCTV cameras, alarm systems, access control and related monitoring equipment. Bidders should expect to respond promptly to breakdowns and to keep the systems in reliable working order for the duration of the contract. Because the RAF handles confidential claimant files and personal information, the annexed Technical and Organisational Security Measures apply to any service provider that may come into contact with RAF records, premises, or data. These measures require compliance with the Protection of Personal Information Act (POPIA), 4 of 2013.
The annexure sets out detailed expectations. Service providers must demonstrate secure document handling and transport, including lockable containers and accurate record keeping. Physical security controls such as controlled access, surveillance, and 24/7 monitoring are required. Access to systems and data must follow need-to-know principles with strong authentication. Cybersecurity measures, including encryption, patching, and a documented incident response plan, are mandatory. Any suspected or actual security breach must be reported to the RAF immediately, and the RAF reserves the right to audit compliance and vet company directors and staff. Subcontractors must meet the same standards, and the provider remains fully accountable for them. Suitable bidders should therefore be able to show established security maintenance capability, appropriate technical certifications, and robust data protection policies. Supporting documents, including the client reference form (Annexure B), should be prepared carefully, as they form part of the evaluation. Interested businesses should review all documents closely before the closing date to confirm they can meet both the technical and compliance requirements.
This tender suits electronic security and access control companies, CCTV and alarm system service providers, and security systems integrators with technicians experienced in servicing and repairing commercial security installations. Businesses should be based in or able to respond quickly to Polokwane, Limpopo. Bidders must be able to meet the POPIA and information security requirements in Annexure A, provide client references (Annexure B), and complete the SBD forms, including tax and B-BBEE documentation. Companies without a responsive maintenance capability, or without documented data protection and incident response policies, are unlikely to be competitive.
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