Monthly pest control services for raf durban offices with strict data security and popia compliance

Scope: Appointment of a service provider to deliver monthly pest control services at RAF Durban offices for 24 months. Bidders must provide evidence of past or current experience in delivering similar services.

Submit the Bidders Client Reference form with the following details for past or current pest control service contracts: project description, services rendered, contract start and end dates, client name (entity that obtained your services, not sub-contractors), client contact person, and contactable details (email and/or telephone). Additional supporting documents may be provided. Falsified or misrepresented information will result in disqualification from the procurement process. The RAF reserves the right to contact listed clients to verify the information provided.

Evaluation is based on: Prior or current experience in providing pest control services. Accuracy and verifiability of all submitted information. Disqualification will occur for falsified or misrepresented information or failure to meet documentation requirements.

Scope: Provide monthly pest control services at RAF Durban offices for a 24-month period. Bidders must demonstrate experience in delivering similar services by providing verifiable client references and supporting documentation.

The Road Accident Fund (RAF) seeks to appoint a service provider for monthly pest control services at its Durban offices (12th Floor, Embassy Building, 199 Anton Lembede Street) for a 24-month period. Services include fumigation, spraying, and gel application across ~7,200 square meters (Ground, 8th–12th floors). Chemicals must comply with SANS, and MSDS documentation is required. A service certificate must be issued after each service.

RFQ issued: 03 June 2026. Closing date and time: 11 June 2026 at 11h00. RFQ validity period: 30 days from closing date. Expected service start date: July 2026. No compulsory briefing session or site visit.

Submit RFQ responses to: [email protected]. Enquiries: Email [email protected] or call Phakamani on 031 365 2979. Delivery address for services: RAF, 12th Floor, Embassy Building, 199 Anton Lembede Street, Durban, 4000.

Submit all RFQ responses via email to: [email protected]. Late submissions will not be accepted. Complete and sign all Annexures (Standard Bidding Documents and Mandatory Evaluation documents where applicable). Collusive bidding (e.g., multiple submissions from companies with common directors/shareholders) will result in disqualification. Only one proposal per entity is permitted. Suppliers must be CSD-registered; non-CSD suppliers will not be considered. If not contacted within 14 working days of RFQ closure, consider the proposal unsuccessful. Prohibition: Do not offer gifts, hospitality, or benefits to RAF officials. Branded marketing material is considered a gift. Report any solicitation for gifts/hospitality to the RAF fraud line at 0800 005919. Failure to report may result in a business restriction with all Organs of State.

Evaluation follows the 80/20 preference point system for bids valued between R2,000.01 and R1,000,000.00 (VAT-inclusive). Mandatory requirements must be met to proceed to evaluation. Phase 1: Mandatory Requirements - Bidders must comply with all mandatory criteria (tick box required). Failure to meet any mandatory requirement results in disqualification. Phase 2: Price (80 points) and Specific Goals (20 points). Specific Goals include HDI status (Black South Africans, females, or persons with disabilities). Disability status requires a valid medical certificate (verifiable by RAF). Points claimed for Preferential Procurement Specific Goals will be verified through CSD.

Scope: Monthly pest control services for RAF Durban offices (24-month contract). Areas to service: Ground floor, 8th, 9th, 10th, 11th, and 12th floors (total ~7,200 square meters). Tasks: Spray and apply gel in all kitchens; fumigation as required. Chemicals: Must use approved chemicals compliant with South African National Standards (SANS). Documentation: Material Safety Data Sheet (MSDS) required for all chemicals used. Service certificate required after every service. RAF reception accessibility: 07h45–16h00, Monday–Friday (for deliveries, if applicable).

Pricing: All prices must be VAT-inclusive (if VAT-registered) and quoted in ZAR. VAT vendors must include VAT; failure to do so will deem the quoted price as all-inclusive. Non-VAT-registered suppliers must NOT charge VAT (disqualification if violated). Pricing table: Must complete the provided cost breakdown table (Annexure E) for Year 1 (12 months) and Year 2 (12 months). No price changes accepted after Award Letter/PO issuance. Payment: Goods/services accepted only against an official RAF Award Letter or PO (signed by SCM Manager or authorized official). PO must include: Supply Chain Management signature, item description, quantity, delivery date, and total amount (VAT-inclusive where applicable).

Mandatory: CSD registration (RAF will only conduct business with CSD-registered suppliers). Tax compliance: Must have tax matters in order (verified by SARS). COIDA: Valid letter of good standing from the Compensation Commissioner (not older than 12 months) for Pest Control/Fumigation services. OHS Act: Must comply with Occupational Health and Safety Act, Act 85 of 1993. Pest Control Operator: Company Director/Operator/Contractor/Employee must be registered with the Department of Agriculture (valid certificate required). B-BBEE: Points claimed for Specific Goals verified via CSD. HDI status: Suppliers with disabilities must provide a valid medical certificate (RAF may verify).

The tender is for the appointment of a service provider to provide monthly pest control services at RAF Durban offices for a period of 24 months.

Submit the SBD 6.1 Preference Points Claim Form as part of the tender. Include all required proof or documentation to claim preference points for specific goals. Failure to submit these will result in no points being awarded for those goals. The Road Accident Fund may request substantiation of claims at any time, either before or after adjudication.

Evaluation uses the 80/20 Preferential Procurement Regulations 2022 system. Points are allocated as follows: Price (80 points), Specific Goals (20 points). Specific Goals include: Historically Disadvantaged Individuals (10 points), Women-owned or majority women-led businesses (8 points), Businesses involving persons with disability (2 points). Tenderers must indicate claimed points for each goal and provide supporting documentation. The lowest acceptable tender price (Pmin) is used for price scoring calculations.

Submit proof of compliance for specific goals (Historically Disadvantaged Individuals, Women, Persons with Disability) to claim preference points. Must be a registered company/firm (e.g., Partnership, Close Corporation, Public Company, etc.). Certify the truthfulness of all claims. Fraudulent claims or non-compliance may result in: disqualification from the tendering process, cost recovery, contract cancellation, business restrictions for up to 10 years, or criminal prosecution.

The Road Accident Fund (RAF) seeks a Service Provider to deliver monthly pest control services at its Durban offices for a 24-month period. The service involves handling RAF’s confidential, private, personal, or sensitive information (files, data, or documents).

The Service Provider must:

• Handle RAF’s confidential, private, personal, or sensitive information (files, data, or documents) in compliance with the Protection of Personal Information Act (POPIA).
• Implement secure document handling and transportation protocols, including lockable containers to prevent loss, theft, or damage.
• Maintain accurate records of document storage, including location, access history, and retention schedules.
• Use secure protocols for document retrieval, verifying requester identity and ensuring secure transport.
• Store physical documents in lockable cabinets to prevent unauthorised access or tampering.
• Restrict document access to authorised personnel only, with controlled and monitored access procedures.

Evaluation will consider the following:

General:

• Must be a registered service provider capable of delivering monthly pest control services.
• Must demonstrate experience in handling confidential/sensitive information securely.
• Must have policies and infrastructure to comply with POPIA and RAF’s security requirements.
• Must pass RAF’s security vetting for directors and assigned personnel.

Technical:

• Secure transportation and storage systems for documents.
• Robust cybersecurity infrastructure (encryption, firewalls, intrusion detection).
• Physical security measures (surveillance, access control, alarms).
• Documented incident response plan for data breaches or security incidents.

Legal:

• Compliance with South African data protection laws (e.g., POPIA).
• Willingness to sign confidentiality and data protection agreements.
• Ability to ensure subcontractors adhere to the same standards.

The Service Provider must provide monthly pest control services at RAF Durban offices for a 24-month period. The scope includes handling RAF’s confidential, private, personal, or sensitive information (files, data, or documents) in compliance with POPIA.

The Service Provider must:

• Comply with the Protection of Personal Information Act (POPIA) and other applicable data protection laws.
• Implement data protection policies and procedures for handling personal/sensitive data.
• Ensure all agents, subcontractors, or third parties handling RAF data sign confidentiality agreements and adhere to the same standards.
• Allow RAF to conduct security screening or vetting of company directors and resources.
• Maintain physical security of records with controlled access points, surveillance cameras, and 24/7 monitoring.
• Protect storage facilities against unauthorised access.
• Report any real, attempted, or suspected physical security breaches to RAF, providing CCTV footage, police reports, and alarm records.
• Implement network security measures (firewalls, intrusion detection, encryption) to prevent unauthorised access or attacks.
• Grant access on a need-to-know basis, use strong authentication, and regularly review permissions.
• Safeguard data against unauthorised access, disclosure, alteration, or destruction.
• Immediately inform RAF of any data breaches or security incidents.
• Ensure subcontractors/third parties adhere to the same data protection and cybersecurity standards.
• Cooperate with RAF audits or assessments to evaluate compliance.
• Maintain a documented incident response plan for data breaches.
• Have a fire suppression system (e.g., CO2 fire extinguishers) to prevent damage or loss of documents/records in case of fire.
• Ensure premises have a secure perimeter with controlled access, surveillance systems, secure doors, locks, and alarms.

The Service Provider’s premises must have:

• A fire suppression system (e.g., CO2 fire extinguishers) to prevent damage or loss of documents/records in case of fire.
• A secure perimeter with controlled access, surveillance systems, secure doors, locks, and alarms to prevent unauthorised access.

The Service Provider must:

• Ensure physical security of records with controlled access points, surveillance cameras, and 24/7 monitoring.
• Protect storage facilities against unauthorised access.
• Report any real, attempted, or suspected physical security breaches to RAF, providing CCTV footage, police reports, and alarm records.
• Implement network security measures (firewalls, intrusion detection, encryption) to prevent unauthorised access or attacks.
• Grant access on a need-to-know basis, use strong authentication, and regularly review permissions.
• Handle and process personal/sensitive data in compliance with POPIA and other applicable laws.
• Safeguard data against unauthorised access, disclosure, alteration, or destruction.
• Immediately inform RAF of any data breaches or security incidents.
• Ensure subcontractors/third parties adhere to the same data protection and cybersecurity standards.
• Cooperate with RAF audits or assessments to evaluate compliance.
• Maintain a documented incident response plan for data breaches.