The road accident fund (raf) wishes to appoint a suitable service provider to provide pest control services to raf bloemfontein office, the treatment will be done in two intervals. Every after three months

Service provider must have: secure premises with controlled access and surveillance systems; documented protocols for document handling and transportation; compliance with POPIA and data protection laws; robust cybersecurity measures including encryption; ability to handle confidential RAF information; policies for subcontractor oversight if applicable; and willingness to undergo RAF security audits and vetting.

The service provider will handle RAF's confidential, private, personal, or sensitive information (files, data, documents). You must comply with the Protection of Personal Information Act and implement the following security measures:

• Document Handling and Transportation: Have protocols for secure handling and transport. Use a lockable, secure transportation system to transfer files to and from your premises.
• Security Measures During Transport: Keep files in lockable containers or packaging to prevent loss, theft, or damage.
• Record Keeping: Maintain accurate records of each stored document, including its location, access history, and retention schedule. Organise records for easy and accurate tracking.
• Document Retrieval and Handling: Use secure protocols for retrieval, including verifying requester identity and ensuring secure transport.
• Retrieval Record Keeping: Maintain detailed records of all retrieval activities (date, time, requester identity, reason).
• Secure Storage: Store physical documents and records in lockable cabinets to prevent unauthorised access or tampering.
• Access Control: Ensure physical documents and records are accessible only to authorised personnel. Have policies and procedures to control and monitor access.
• Fire Suppression: Your premises should have a fire suppression system or similar (e.g., carbon dioxide fire extinguishers) to prevent document loss in a fire.
• Physical Security: Have a secure perimeter with controlled access and/or surveillance systems. Have secure doors, locks, and alarms to prevent unauthorised access. Implement physical security measures like controlled access points, surveillance cameras, and/or 24/7 monitoring. Always ensure physical security of records. Protect all storage facilities against unauthorised access. Report any real, attempted, or suspected breach to RAF and provide CCTV footage, police reports, and alarm system records.
• Document Access Control: Control access to documents and records, permitting only authorised personnel to handle, view, or transport them.
• Access Monitoring and Control: Have procedures to ensure only authorised personnel are granted access to documents, records, and storage facilities.
• Network Security: Digital storage systems must have technical security measures like firewalls, intrusion detection, and encryption to protect against unauthorised access or attacks.
• Data Protection Obligations: Handle and process personal and sensitive data in compliance with applicable data protection laws. Safeguard data against unauthorised access, disclosure, alteration, and destruction. Inform RAF immediately of any data breaches or incidents impacting information security. Implement measures to ensure confidentiality, including imposing confidentiality obligations on agents, subcontractors, or third parties who receive records. Comply fully with legislative and regulatory frameworks for processing personal information.
• Third-Party Providers: Screen or vet third-party service providers handling PII for their data protection policies and procedures. Require them to sign a data protection agreement.
• RAF Screening: RAF reserves the right to conduct security screening or vetting for company directors and resources provided.
• Cybersecurity Standards: Implement robust cybersecurity measures to protect against malware, phishing, and unauthorised access. Use encryption for data in transit and at rest, using protocols and algorithms complying with industry standards. Regularly update and patch systems, software, and applications to address security vulnerabilities.
• Incident Reporting and Response: Have a documented incident response plan to address and mitigate data breaches promptly. Report any security incidents or data breaches to RAF in a timely manner.
• Subcontractors and Third-Party Oversight: If using subcontractors, ensure they adhere to the same data protection and cybersecurity standards. You are responsible for their actions and compliance.
• Audit and Monitoring: RAF reserves the right to audit and monitor your compliance with this policy. You must cooperate with any audits or assessments.

You will handle RAF's confidential, private, personal, or sensitive information (files, data, documents). Implement the following quality management measures:

• Document Handling and Transportation: Have protocols for secure handling and transport. Use a lockable, secure transportation system.
• Security Measures During Transport: Keep files in lockable containers or packaging to prevent loss, theft, or damage.
• Record Keeping: Maintain accurate records of each stored document, including location, access history, and retention schedule. Organise records for easy tracking.
• Document Retrieval and Handling: Use secure protocols for retrieval, verifying requester identity and ensuring secure transport.
• Retrieval Record Keeping: Maintain detailed records of all retrieval activities (date, time, requester identity, reason).
• Secure Storage: Store physical documents and records in lockable cabinets to prevent unauthorised access or tampering.
• Access Control: Ensure physical documents and records are accessible only to authorised personnel. Have policies and procedures to control and monitor access.
• Document Access Control: Control access to documents and records, permitting only authorised personnel to handle, view, or transport them.
• Access Monitoring and Control: Have procedures to ensure only authorised personnel are granted access to documents, records, and storage facilities.
• Network Security: Digital storage systems must have technical security measures like firewalls, intrusion detection, and encryption.

You must comply with the Protection of Personal Information Act and applicable data protection laws and regulations. RAF reserves the right to conduct security screening or vetting for company directors and resources provided.

Your premises should have a fire suppression system or similar (e.g., carbon dioxide fire extinguishers) to prevent document loss in a fire. Implement physical security measures: secure perimeter with controlled access and/or surveillance systems, secure doors, locks, and alarms to prevent unauthorised access.

The service provider must ensure physical security of documents, including controlled access points, surveillance cameras, and/or 24/7 monitoring. Protect all storage facilities against unauthorised access. Report any real, attempted, or suspected breach to RAF and provide evidence (CCTV, police reports, alarm records). Implement network security measures like firewalls, intrusion detection, and encryption.

• Access Control: Grant access on a need-to-know basis. Use strong authentication methods. Regularly review and update access permissions.
• Data Protection Obligations: Handle and process personal and sensitive data in compliance with applicable data protection laws. Safeguard data against unauthorised access, disclosure, alteration, and destruction. Inform RAF immediately of any data breaches or incidents impacting information security. Implement measures to ensure confidentiality, including imposing confidentiality obligations on agents, subcontractors, or third parties who receive records. Comply fully with legislative and regulatory frameworks for processing personal information.
• Third-Party Providers: Screen or vet third-party service providers handling PII for their data protection policies and procedures. Require them to sign a data protection agreement.
• RAF Screening: RAF reserves the right to conduct security screening or vetting for company directors and resources provided.
• Cybersecurity Standards: Implement robust cybersecurity measures to protect against malware, phishing, and unauthorised access. Use encryption for data in transit and at rest, using protocols and algorithms complying with industry standards. Regularly update and patch systems, software, and applications to address security vulnerabilities.
• Incident Reporting and Response: Have a documented incident response plan to address and mitigate data breaches promptly. Report any security incidents or data breaches to RAF in a timely manner.
• Subcontractors and Third-Party Oversight: If using subcontractors, ensure they adhere to the same data protection and cybersecurity standards. You are responsible for their actions and compliance.
• Audit and Monitoring: RAF reserves the right to audit and monitor your compliance with this policy. You must cooperate with any audits or assessments.

You must comply with the provisions of the Protection of Personal Information Act.

Address: Not specified in the provided document.

Returnable Documents: The SBD 6.1 Preference Points Claim Form must be completed and submitted with the tender. Failure to submit required proof/documentation for specific goals will be interpreted as not claiming those preference points.

All tenderers are eligible but must comply with the Preferential Procurement Regulations 2022. Points are awarded based on price competitiveness and specific goals related to empowerment. Failure to submit proof for specific goals means no points are claimed for those goals.

The tender requires completion of the SBD 6.1 Preference Points Claim Form.

• Points are allocated for Specific Goals: Historically Disadvantaged Individuals (10 points), Women (8 points), Persons with Disability (2 points) under the 80/20 system.
• The tenderer must declare company details, registration number, and company type.
• The tenderer must certify that information is true and correct and acknowledge potential consequences for fraudulent claims, including disqualification, contract cancellation, recovery of costs, restriction from state business, and criminal prosecution.

Specific goals for preference points under the 80/20 system are:

• Historically Disadvantaged Individuals: 10 points.
• Women: 8 points.
• Persons with Disability: 2 points.
• Tenderers must indicate how they claim points for each preference point system.
• Proof or documentation supporting these claims must be submitted with the tender.

The tenderer must complete a declaration including company name, registration number, and company type.

• The tenderer certifies that the preference points claimed are true and correct.
• If awarded, the contractor may be required to furnish documentary proof to substantiate the claims.
• Fraudulent claims or failure to fulfil contract conditions may result in:
• Disqualification from the tendering process.
• Recovery of costs, losses, or damages by the organ of state.
• Cancellation of the contract and claim for damages.
• Recommendation to restrict the tenderer/contractor, its shareholders, and directors from obtaining state business for up to 10 years.
• Criminal prosecution.

The tender uses the 80/20 preference point system.

• Price carries a maximum of 80 points.
• Specific Goals carry a maximum of 20 points.
• Total points for Price and Specific Goals is 100.
• Points for price are calculated using the formula: Ps = 80(1 - (Pt - Pmin) / Pmin), where Ps is points scored, Pt is your tender price, and Pmin is the lowest acceptable tender price.
• Points for Specific Goals are claimed for Historically Disadvantaged Individuals (10 points), Women (8 points), and Persons with Disability (2 points) under the 80/20 system.
• The organ of state reserves the right to require substantiation of any preference claim.

The bidder must complete the SBD4 declaration form with signature, date, position, and name.

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The bidder must complete the SBD4 declaration form, including:

• Declaration of state employment status for the bidder or any person with a controlling interest, with particulars if applicable.
• Declaration of any relationship with persons employed by the procuring institution, with particulars if applicable.
• Declaration of any interest in other related enterprises bidding for this contract, with particulars if applicable.

Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. They must disclose any state employment or relationships with RAF employees. Bidders must certify independent bidding without collusion. Failure to provide true and complete disclosure will result in disqualification.

The bidder must complete and sign the SBD4 declaration form, including:

• Signature and date.
• Position and name of bidder.

Bidders must:

• Submit a completed SBD4 declaration form.
• Declare if the bidder or any person with a controlling interest is employed by the state, and provide details if yes.
• Declare any relationship with persons employed by the procuring institution and provide particulars.
• Declare any interest in other related enterprises bidding for this contract and provide particulars.
• Ensure the declaration is true and complete; false declarations may lead to disqualification, rejection of the bid, or action under PFMA SCM Instruction /22.
• Not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers; such listing results in automatic disqualification.

The bidder must declare that:

• The bid was prepared independently without consultation, communication, agreement, or arrangement with any competitor, except for communication between partners in a joint venture or consortium.
• There have been no consultations, communications, agreements, or arrangements with any competitor regarding quality, quantity, specifications, prices, market allocation, submission intentions, or delivery particulars.
• The bid terms have not been disclosed to any competitor before the official bid opening or contract award.
• No consultations, communications, agreements, or arrangements have been made with any official of the procuring institution prior to or during the bidding process, except for clarification requests.
• The bidder was not involved in drafting the specifications or terms of reference.
• Suspicious bids may be reported to the Competition Commission or National Prosecuting Authority and may result in restrictions from public sector business for up to ten years.

The bidder must declare no agreements or arrangements with any competitor regarding the quality of the bid.