Pest control services for raf kimberley office with quarterly treatments

The Road Accident Fund (RAF) seeks a service provider for pest control services at its Kimberley Office. Treatments will occur in three intervals, every three months, covering 371 sqm for fleas, dust mites, and cockroaches.

Closing date: 22 July 2026 at 11:00. RFQ validity period: 30 days from closing date. Services to commence from the date of the last signatory on the award letter/PO.

Enquiries: Email [email protected] or contact Ronewa Ramagovhodo at 011 223 0057. Submission email: [email protected]. Delivery address: Road Accident Fund (Kimberley), 3 Reginald de Villiers Street, Monument Heights, Kimberley.

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). Collusive bidding or multiple submissions from related entities will result in disqualification. If not contacted within 14 working days of RFQ closure, consider your quotation unsuccessful.

Scope: Pest control services for RAF Kimberley Office (371 sqm). Treat for fleas, dust mites, and cockroaches using pyrethroid insecticide (e.g., alpha-cypermethrin suspension concentrate) or equivalent (e.g., imidacloprid gel bait). Services to be performed in three intervals, every three months. Timing: Weekday Fridays from 16:00 or as per RAF requirements (may include Saturdays). Provide a job card upon completion of each treatment. Submit Material Safety Data Sheets (MSDS) for all chemicals prior to service commencement.

Pricing must be VAT-inclusive (if VAT-registered) and quoted in ZAR. Non-VAT-registered suppliers must not charge VAT (disqualification if they do). Prices must be completed in the provided cost breakdown table; failure to do so results in disqualification. No price changes allowed after award letter/PO issuance.

Mandatory: CSD registration. Tax compliance (SARS matters must be in order). Submit a valid COIDA Letter of Good Standing (not older than 12 months) for pest control/fumigation/cleaning services. Pest Control Operator must be registered with the Department of Agriculture; submit valid certificate. B-BBEE points claimed will be verified via CSD. Disabled suppliers must provide a valid medical certificate. Prohibition of gifts/hospitality to RAF officials; report solicitation to 0800 005919.

The tender is for pest control services at the RAF Kimberley Office. Treatment will be conducted in three intervals, once every three months.

Compliance with Preferential Procurement Regulations, 2022 is required. Bidders must:

• Submit a completed SBD 6.1 form as part of their tender.
• Certify that all information provided is true and correct.
• Be prepared to furnish documentary proof if awarded the contract.
• Note that fraudulent claims may result in disqualification, cost recovery, contract cancellation, or legal action.

Provide pest control services to RAF Kimberley Office in three intervals, every three months. Services must comply with RAF’s security and data protection requirements as outlined in Annexure A.

Scope: Provide pest control services to RAF Kimberley Office in three intervals, every three months.

Security and Compliance:

• Must comply with the Protection of Personal Information Act (POPIA) for handling RAF’s confidential, private, personal, or sensitive information (files, data, or documents).
• Implement secure document handling, transportation, and storage protocols to prevent loss, theft, or damage.

Data Protection and Security:

• Comply with the Protection of Personal Information Act (POPIA).
• Implement policies for secure handling, transportation, and storage of RAF documents and data.
• Use lockable containers for document transport and secure storage (e.g., lockable cabinets).
• Maintain detailed records of document access, retrieval, and storage, including location, access history, and retention schedules.
• Ensure physical security of premises with controlled access, surveillance, alarms, and 24/7 monitoring.
• Install fire suppression systems (e.g., CO2 fire extinguishers) to protect documents.
• Restrict document access to authorised personnel only, with access monitoring and control procedures.

Network and Cybersecurity:

• Implement technical security measures (firewalls, intrusion detection, encryption) for digital document storage.
• Grant access on a need-to-know basis, using strong authentication methods.
• Regularly review and update access permissions.
• Use encryption for data in transit and at rest, adhering to industry standards.
• Regularly update and patch systems, software, and applications to address vulnerabilities.

Incident Reporting:

• Develop and maintain a documented incident response plan for data breaches.
• Report any security incidents or data breaches to RAF immediately.

Third-Party Oversight:

• Ensure subcontractors or third parties adhere to the same data protection and cybersecurity standards.
• Screen or vet third-party service providers handling personally identifiable information (PII) and require them to sign a data protection agreement.
• RAF reserves the right to conduct security screening or vetting of company directors and resources.

Audit and Monitoring:

• RAF reserves the right to audit and monitor compliance with security policies.
• Cooperate with RAF audits or assessments to evaluate compliance.

Fire Safety:

• Install a fire suppression system or equivalent (e.g., CO2 fire extinguishers) at premises to prevent damage or loss of documents and records in the event of a fire.

Physical Security:

• Ensure premises have a secure perimeter with controlled access and/or surveillance systems.
• Secure doors, locks, and alarms must be in place to prevent unauthorised access.
• Implement physical security measures to protect document storage facilities.

Security and Compliance Obligations:

• Ensure physical security of all RAF documents and records in possession, including protection against unauthorised access.
• Report any real, attempted, or suspected breach of physical security to RAF, providing CCTV footage, police reports, and alarm system records.
• Implement controlled access points, surveillance cameras, and 24/7 security monitoring at premises.
• Store documents in lockable cabinets and use secure transportation systems.

Data Protection:

• Handle and process personal and sensitive data in compliance with POPIA and other applicable laws.
• Safeguard data against unauthorised access, disclosure, alteration, and destruction.
• Impose confidentiality obligations on agents, subcontractors, or third parties handling RAF records.
• Screen or vet third-party service providers handling PII and require data protection agreements.

Cybersecurity:

• Implement robust measures to protect against cyber threats (malware, phishing, unauthorised access).
• Use encryption for data in transit and at rest, adhering to industry standards.
• Regularly update and patch systems to address vulnerabilities.

Incident Reporting:

• Maintain a documented incident response plan for data breaches.
• Report security incidents or data breaches to RAF promptly.

Subcontractors and Third Parties:

• Ensure subcontractors adhere to the same data protection and cybersecurity standards.
• Accept responsibility for the actions and compliance of subcontractors or third parties.

Audit and Monitoring:

• RAF reserves the right to audit and monitor compliance with security policies.
• Cooperate with RAF audits or assessments.

Document Handling and Transportation:

• Must have protocols for secure handling and transport of RAF files to and from the service provider’s premises.
• Use a secure, lockable transportation system to transfer files.

Security Measures:

• Keep files in lockable containers or packaging during handling and transportation to prevent loss, theft, or damage.

Record Keeping:

• Maintain accurate records of each document stored, including its location, access history, and retention schedule.
• Organise records for easy and accurate tracking.

Document Retrieval:

• Use secure protocols for retrieving documents, including verifying the identity of the requester.
• Ensure documents and records are transported securely during retrieval.
• Maintain detailed records of all retrieval activities, including date, time, identity of the requester, and reason for retrieval.

Secure Storage:

• Store physical documents and records in lockable cabinets to prevent unauthorised access or tampering.

Access Control:

• Restrict access to documents and records to authorised personnel only.
• Implement policies and procedures to control and monitor access to documents, records, and storage facilities.