Provision of pest control services – wood borer infestation

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{"name":"Simphiwe Yende Email: [email protected]","email":"[email protected]","phone":"087 353 5679","department":null,"address":"squalification"}

The PPECB is a Schedule 3A public entity as defined in the Public Finance Management Act

and is established in terms of Section 2 of the Perishable Products Export Control Act . The

main purpose of the PPECB is to promote the orderly, efficient, and sustainable export of perishable

products from South Africa. The PPECB manages and monitors the cold chain for the export of

perishable products from South Africa. The PPECB operates under two mandates, namely the

Agricultural Products Standards Act , and the Perishable Products Export Control Act .

2.1 Compulsory Site Inspection and Briefing Session

• Attendance Requirement: Bidders must attend a strictly compulsory physical site briefing and

inspection session.

• Disqualification: Failure to attend the briefing session, sign the official attendance register, or

remain for the entire duration of the site walkthrough will result in the immediate disqualification

of the bidder’s submission.

• Logistics:

o Date & Time: 7th July 2026(Tuesday) at 10:00am

o Venue: PPECB Physical Address, 2 Old Mission Road, Bluff Durban]

o Contact person - Zaheer Hoosen - Regional Operations Manager. Contact details: Tel:

087 353 5679 Cell: +27 82 451 0498 email: [email protected]

o The infestation is considered severe, with extensive evidence of wood borer activity

and deterioration of timber components within the office premises.

2.2 Bidder Responsibility for Diagnostics and Species Identification

• Expert Onus: The site is located within the Bluff area, which is a known high-infestation zone

for various coastal wood-destroying insects. The Employer makes no representation regarding

the specific species, extent, or depth of the current woodborer infestation.

• Diagnostic Access: During the compulsory site inspection, bidders will be granted access to all

accessible parts of the 1,000m2 structure, including areas with wooden trusses, ceilings, and

underground flooring.

• Tools: Bidders must bring their own diagnostic equipment (e.g. high-powered torches, moisture

meters, sounding hammers, or borescopes) to conduct a preliminary assessment. No

destructive testing or drilling is permitted during the inspection.

2.3 Pricing Based on Quantified Expert Proposals

• Quantification: Bidders must calculate and submit their own quantities (e.g., total building cubic

volume for gas fumigation, square meterage for timber spray) based on their physical site

assessment.

• Fixed-Firm Pricing: The total price submitted in the pricing schedule must be all-inclusive and

fixed for the duration of the contract.

• Liability for Omissions: Should a bidder under-estimate the quantities or miss an infested area

of the building during their inspection, the cost to rectify and successfully eradicate the

infestation to achieve a clearance certificate will be borne solely by the contractor. No variation

orders will be entertained for miscalculations of the scope.

2.4 Core Scope Of Work (Sow) Guidelines

The appointed contractor will be required to execute the final approved scope of work based on their

diagnosis report. The project must align with these absolute structural parameters:

• Structural Tenting and Gas Fumigation:

o Complete enveloping of the entire 1,000m2 structure using gas-tight tarpaulins to

eliminate 100% of all life cycles of woodboring beetles.

o Bidders must specify the registered fumigant gas to be used (e.g., Sulfuryl Fluoride /

Profume), noting that Methyl Bromide is restricted.

• In-Situ Residual Preservation Treatment:

o Post-fumigation application of a registered, odorless, deeply penetrating chemical

preservative to all exposed, accessible raw timber surfaces (including roof trusses and

floor joists) to prevent future re-infestation.

• Heritage Property Safeguards:

o No invasive drilling or pressure-injection is permitted on visible heritage woodwork,

ceilings, or decorative flooring without explicit written approval.

o The contractor must utilize weighted sandbags, clamping mechanisms, or non-

destructive anchor points to secure tarpaulins. No historic masonry or structural

components may be drilled into for tent anchors.

• Gas Clearance and Safety Venting:

o Controlled gas ventilation and clearance following the exposure period. The building

must remain locked and barricaded during venting.

o The contractor must conduct electronic gas-level testing and issue an official Gas-Free

Certificate for Safe Re-entry before handing back the vacant site.

2.5. Performance Guarantee & Post-Treatment Warranty

2.5.1 Statutory Clearance and Certification

• Mandatory Deliverable: Upon completion of the chemical venting and safety clearance

process, the Contractor must issue a statutory Wood-Destroying Insect Clearance

Certificate for the entire 1,000m2 structure.

• Payment will be in terms of PPECB "Purchase Order Terms and Conditions". Payment is

on the condition that a formal clearance certificate is issued, verified, and signed off by the

project manager.

2.5.2 Minimum Warranty Period

• Duration: The Contractor must provide an unconditional, written 5-year (five-year) warranty

against any re-infestation of woodboring beetles or wood-destroying insects within the

treated structure.

• Effective Date: This warranty period begins on the exact date of issue stated on the final

Woodborer Clearance Certificate.

2.6 Scope of the Warranty

Under this warranty, if any active woodborer activity, fresh frass (wood dust), or new flight holes are

detected in any treated structural timber, trusses, ceilings, or wooden floors, the Contractor is legally

bound to:

• Re-inspect: Respond and conduct a physical site inspection within 48 hours of receiving a

written notice from the Employer.

• Re-treat: Re-treat the affected areas, or the entire structure, if necessary, to completely

eradicate the active infestation.

• Zero Cost: All secondary inspections, labor, transportation, scaffolding, gas fumigants, or

residual chemicals required for re-treatment will be executed entirely at the Contractor’s

own cost.

2.7 Latent Defects and Non-Performance

• Failure to Eradicate: If active woodborer activity is discovered within the first 12 months

following treatment, it will be legally deemed as "latent non-performance" (failure of the

initial treatment methodology).

• Third-Party Intervention: Should the Contractor fail to respond to a warranty claim or fail to

successfully eradicate the re-infestation within 14 business days of notice, the Employer

reserves the right to appoint an independent, third-party registered Pest Control Operator

to rectify the work and recover all associated costs directly from the original Contractor.

2.8 Inspection and Assessment

• Conduct a comprehensive inspection of the entire office facility.
• Identify the extent and severity of the wood borer infestation
• Determine the source and contributing factors to the infestation.
• Identify all affected wooden structures, fixtures, furniture, ceilings, roof timbers, skirting,

doors, and any other susceptible materials

• Provide a detailed assessment report with recommendations.

2.9 Treatment and Eradication

• Implement an effective treatment programme to eradicate all active wood borer

infestations.

• Apply appropriate pesticides, fumigation methods, wood preservatives, injections, surface

treatments, or any other suitable control measures in accordance with industry best

practice.

• Ensure treatment reaches concealed and inaccessible infestation areas where practical.

• Minimise disruption to normal office operations.

2.10 Preventative Measures

• Apply preventative treatments to protect unaffected timber from future infestation.
• Provide recommendations to prevent recurrence, including moisture control, maintenance

requirements, and structural interventions where necessary.

2.11 Waste Removal and Housekeeping

• Remove and dispose of pest-related waste and contaminated materials in accordance with

applicable environmental regulations.

• Leave all treated areas clean and safe for occupation.

2.12 The service provider must:

• Be registered and licensed to provide pest control services in South Africa.
• Use products approved for commercial office environments.
• Comply with all Occupational Health and Safety Act requirements.
• Provide Safety Data Sheets (SDS) for all chemicals used.
• Ensure all personnel are adequately trained and competent.

2.13 The service provider shall provide:

• Initial inspection report.
• Detailed treatment methodology.
• Schedule of treatment activities.
• Completion report confirming treatment undertaken.
• Warranty/guarantee period for the treatment.
• Follow-up inspection plan and recommendations.

2.14 Follow-Up and Monitoring

• Conduct follow-up inspections at intervals recommended by the service provider.
• Provide written reports following each inspection.
• Retreat affected areas at no additional cost during the guarantee period should activity

persist.

3. Terms and conditions of bid

3.1 Bid submission

All quotations must be submitted to the address and instructions stipulated in the SBD1 or in the

following method:

Via email to: [email protected]

Or

submitted electronically via Microsoft One Drive and shared with this email address

[email protected] This submission must contain all information and

documentation relating to the PROVISION OF PEST CONTROL SERVICES – PEST

Control services – wood borer infestation

RFQ/FAC/PESTCONTROL/2026/06

3.2 Closing date

3.2.1 Bids must be delivered by the stipulated date and time to the correct address.

Late bids will not be accepted for consideration.

3.2.2 PPECB reserves the right to extend the closing date. Bidders invited to bid, will be

informed should the closing date change.

3.3 Revisions to request for quotation

If it becomes necessary to revise any part of this Request for Quotation, an addendum

setting out such revisions will be provided to all Bidders by an email.

3.4 Bid validity period

The quotation must be valid for the duration specified on (Bid Validity Period).

3.5 Csd registration

3.5.1 Only bid responses from bidders that are registered on the Central Supplier

Database (CSD) will be considered.

3.5.2 Bidders are required to register on the CSD and to include in the SBD1 the Master

Registration Number in order to enable the PPECB to verify the supplier’s status

on the CSD.

3.5.3 Responses from bidders not registered on the CSD at bid closing time or bidders

that are prohibited from doing business with the state will be disqualified.

3.6 Acknowledgement and acceptance

The bidder warrants by signature in this document that the bidder has read and accepts each

page of the RFQ, including the terms and conditions of this bid.

3.7 Declaration of interest

Bidders must make full disclosure where interest exists or may exist between parties under

the proposed contract. In the event that a conflict of interest exists between the most

advantageous Bidder and the PPECB, and this was not disclosed, the said Bidder’s bid will

not be accepted. The next most advantageous Bidder will be awarded the contract.

3.8 Insurance

3.8.1 The successful bidder will be responsible for its work and every part thereof, and for

all materials, tools, equipment, appliances, and property of all descriptions issued in

connection with this Request for Proposal.

3.9 Response preparation cost and ongoing engagement

The PPECB is not liable for any costs incurred by a bidder in the process of responding to this Bid

Invitation, including on-site presentations.

3.10 Reservations

3.10.1 PPECB’s decision/s regarding the acceptance or non-acceptance of a quotation shall

be final and PPECB is not obliged to furnish any reason for such decision.

3.10.2 Proposals shall be considered and evaluated against a pre-determined value

structure determined by PPECB. All Suppliers shall provide all information requested

in this RFQ to facilitate the evaluation process. Suppliers shall strictly adhere to the

instructions stated in this RFQ.

3.10.3 PPECB may, during and after the evaluation of the Proposals and in its sole and

absolute discretion, decide to:

• Accept a Quotation other than the lowest priced quotation.

• Refuse to consider any Quotation not conforming with the requirements of this RFQ;
• Ask any Service Provider to supply further information after the closing date;
• Cancel this RFQ or any part thereof at any time.
• Award the contract pursuant to this RFQ or any part thereof to any one or more Suppliers,
• Not to award the quotation at all.

4. Data protection

4.1 Any personal information and Confidential Information of the PPECB which may be

provided during the bidding process may only be processed by the bidder for the

purposes of this bid.

5. News and press releases

5.1 Bidders or their agents shall not make any news releases concerning this RFP or the

awarding of the same or any resulting agreement(s) without the consent of, and then only in

co-ordination with PPECB.

6. Disclaimer

6.1 This RFQ is a request for quotation only and not an offer document; answers to it

must not be construed as acceptance of an offer or imply the existence of a contract

between the parties.

6.2 By submission of its proposal, bidders shall be deemed to have satisfied themselves

with and to have accepted all Terms & Conditions of this RFQ.

6.3 The PPECB makes no representation, warranty, assurance, guarantee or

endorsements to bidder concerning the RFQ, whether with regard to its accuracy,

completeness or otherwise and the PPECB shall have no liability towards the bidder

or any other party in connection therewith.

7. Compliance documents

The following documents are required for the proposal to be considered for evaluation process.

1. SBD1 – Invitation to bid;

2. SBD3.2 – Pricing Schedule

3. SBD4 - Bidder’s Disclosure;

4. Valid Tax Clearance Certificate or Pin;

5. Valid B-BBEE Certificate or EME/QSE Affidavit;

6. SBD6.1 – Preference Point Claim Form;

7. Central Supplier Database Registration (CSD) Report – Proof of CSD registration.

8. RFQ evaluation process and criteria

All quotations or bids will be evaluated according to the following stages. Should a bidder fail

any of the previous stages, they will be disqualified and not be considered for the next

evaluation stage.

The following preference point systems are applicable to all bids whereby preference points

shall be awarded for Price; and Specific Goals.

• the 80/20 Preference Point System for bids with a Rand value of more than

R2,000-00 but not exceeding R50,000,000-00 (all applicable taxes included);

8.1 Stage 1 – compliance evaluation

Bidders must comply with all the terms and conditions of the RFQ and must submit all

returnable documents as listed in Section 7. Bidders must ensure that they complete and

sign returnable documents.

8.2 Stage 2 – mandatory criteria

In their responses, bidders must state whether (or not) they comply with each of the

requirements below and provide a comment substantiating their claim or provide a cross

reference where in their quotation/proposal they address this requirement.

If a Bidder does not comply with any requirement in the table below, they will be

disqualified and will not be considered for further evaluation.

Bidders are not provided with a pre-defined treatment methodology. This is a specialized heritage

asset, the bidder must act as the expert. To be considered responsive, the bidder’s proposal must

include:

No. Mandatory Functional/Technical Evaluation Criterion Comply Comments

1. Entomological Diagnosis Report: A formal statement

identifying the specific woodborer or wood-destroying insect YES No

species present (e.g. Hylotrupes bajulus, Powder post beetle,

Drywood termites, etc.) based on visible evidence and

localized environmental factors of the Bluff

2. Site-Specific Treatment Methodology: A comprehensive risk YES No

assessment and written methodology detailing the exact

treatment combination proposed (e.g., whole-site gas tenting,

localized deep-pesticide injections, or surface-applied

residual preservatives).

3. Heritage Protection Protocol: A clear plan demonstrating how YES No

the bidder will protect the historic fabric of the building during

treatment. This must specify non-destructive anchoring

methods for tarpaulins (no drilling into historic

masonry/timber) and verify that proposed chemicals will not

stain, discolour, or degrade historic wood finishes.

Failure to provide the following mandatory documents at the closing date and time will result in

immediate disqualification:

1. Proof of valid registration with the Department of Agriculture (Act ) as a Pest Control

Operator (PCO) in the Structural Fumigation category.

2. Proof of active corporate membership with the South African Pest Control Association (SAPCA)

or an equivalent recognized professional body.

A minimum of three (3) signed reference letters from previous clients for successful structural

woodborer eradication projects executed on heritage buildings, museums, or structures older than

60 years

8.3 Stage 3 – functional/technical evaluation

A technical evaluation will be conducted to determine the preferred supplier.

Weighted Functional Criteria

Bidders will be evaluated based on the following Weighted Functional Evaluation Criteria.

Functional Criteria Max.

No.

Points

Heritage site experience & track records 30

2 Site inspection diagnosis and methodology 30

Qualification of key employee’s onsite work

3 20

Project plan, timelines & capacity

4 20

Total 100

Scoring criteria breakdown

• 1. Heritage Site Experience & Track Record (30 Points Max)

o 30 Points: Submitted 4 or more reference letters for structural gas

fumigation/treatment of registered heritage sites or structures older than 60 years in

the last 5 years.

o 20 Points: Submitted 3 reference letters for structural gas fumigation/treatment of

registered heritage sites or structures older than 60 years in the last 5 years.

o 10 Points: Submitted 1 to 2 reference letters for structural gas fumigation/treatment of

registered heritage sites or structures older than 60 years in the last 5 years.

o 0 Points: No reference letters submitted, or references do not relate to heritage

structures.

• 2. Site-Specific Diagnosis & Methodology (30 Points Max)

o 30 Points: Exceptional methodology. Includes a precise insect species diagnosis,

clear mapping of vulnerable areas (trusses, ceilings, floors), a detailed gas-tenting

plan, and an explicit, non-destructive heritage protection protocol.

o 15 Points: Standard methodology. Describes basic gas tenting and chemical

application, but lacks specific heritage safety safeguards or clear insect diagnosis

tailored to the Bluff environment.

o 0 Points: Poor or generic "cut-and-paste" methodology. Does not address the unique

structural layout or heritage risks of this specific site.

• 3. Qualifications of Key Personnel (20 Points Max)

o 20 Points: Lead PCO has a valid Act registration in Structural Fumigation

AND more than 7 years of active field experience.

o 10 Points: Lead PCO has a valid Act registration in Structural Fumigation

AND 3 to 7 years of active field experience.

o 0 Points: Lead PCO has less than 3 years of experience, or registration card is

expired/does not cover "Structural Fumigation."

• 4. Project Plan, Timelines & Capacity (20 Points Max)

o 20 Points: Comprehensive project schedule (Gantt chart) provided. Explicitly outlines

timelines for site preparation, tenting setup, gas introduction, exposure, safety

venting, electronic clearance testing, de-tenting, and handover. Proof of sufficient

equipment capacity for a 1,000m2 footprint included.

o 10 Points: Generic timeline provided with basic start and end dates but lacks step-by-

step phases or proof of equipment capacity.

o 0 Points: No project schedule or timeline submitted.

The minimum functional threshold is [70]. Points. Bidders who score less than this threshold

will be disqualified and not considered for any further evaluation.

8.4 Stage 4 – price and specific goals

Bidders that passed the previous evaluation stage(s) will be evaluated on one of the following two

options:

8.4.1 Price and Specific Goals - Where the price of the lowest acceptable bidder is R 2,000

or greater, the bid will be evaluated using the 80/20 preference point system as per

the current Preferential Procurement Regulations;

8.4.2 Price - Where the price of the lowest acceptable bidder is less than R 2,000, the bid

will be evaluated using price as the key determinant.

8.5 Points awarded for specific goals

8.5.1 In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement

Regulations, preference points must be awarded for specific goals stated in the

tender. For the purposes of this tender the tenderer will be allocated points based on

the goals stated in table 1 below as may be supported by proof/ documentation stated

in the conditions of this tender:

8.5.2 In cases where organs of state intend to use Regulation 3(2) of the Regulations, which

states that, if it is unclear whether the 80/20 or 90/10 preference point system applies,

an organ of state must, in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10

preference point system will apply and that the highest acceptable tender will be used to

determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point

system will apply and that the lowest acceptable tender will be used to determine

the applicable preference point system,

then the organ of state must indicate the points allocated for specific goals for both

the 90/10 and 80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the

table below. (Note to organs of state: Where the 80/20 preference point system is

applicable, corresponding points must also be indicated as such.

(Note to tenderers: The tenderer must indicate how they claim points for each preference

point system.)

No Specific Goal Supporting Evidence Preference Points Number of

points

claimed

(80/20

system)

(To be

completed by

the bidder)

1 Small business Proof of B-BBEE status level of Total Points: 20

including EMEs contributor, specifically in line with EME = 20

or QSEs; the respective Sector Codes which QSE = 20

the company operates - SANAS Enterprises with

Approved certificate or turnover above R50m

Commissioned affidavit or Annual = 5

Financial Statements

Total Specific Goals 20

9. Stage 5 - objective criteria

In terms of Preferential Procurement Regulation 11 and section 2(1)(f) of the Preferential

Procurement Policy Framework Act, the PPECB may consider the following objective

criteria in the bid award:

I. The risk of fruitless and wasteful expenditure to the PPECB;

II. The risk of an abnormally low bid;

III. The risk of a material irregularity;

IV. The PPECB reserve the right not to consider bids from Bidders who are

currently in litigation with the PPECB; and

V. The PPECB further reserve the right not to award this tender to any Bidder

based on the proven poor record of accomplishment of the Bidder in

previous projects within the PPECB and the referee submitted by the

Bidder.

10. Declaration by the bidder

Only bidders who have completed the declaration below will be considered for evaluation.

RFQ No: RFQ/FAC/PESTCONTROL/2026/06

Provision of pest control services – pest control services –

Wood borer infestation

I hereby undertake to render services described in the attached RFQ documents to

PPECB in accordance with the requirements and task directives / proposal

specifications stipulated in RFQ mentioned above at the price/s quoted. My offer/s

remains binding upon me and open for acceptance by the PPECB during the validity

period indicated and calculated from the closing date of the proposal.

I confirm that I am satisfied with the correctness and validity of my proposal; that the price(s)

and rate(s) quoted cover all the services specified in the proposal documents; that the price(s)

and rate(s) cover all my obligations, and I accept that any mistakes regarding price(s) and

rate(s) and calculations will be at my own risk.

I accept full responsibility for the proper execution and fulfilment of all obligations and

conditions devolving on me under this proposal as the principal liable for the due fulfilment of

this proposal.

I declare that I have not participation in any collusive practices with any bidder or any other

person regarding this or any other proposal.

I accept that the PPECB may take appropriate action should there be a conflict of interest or

if this declaration proves to be false.

The bidder herewith consents to the processing of it’s Personal Information, as defined in the Protection

of Personal Information Act and any other applicable data protection legislation, for the

purposes of the evaluation, adjudication, and appointment of a successful bidder. Where applicable,

the bidder warrants that it has obtained the necessary consent to process any personal information of

its employees and/or any third parties whose personal information is provided for this bid.

The bidder consents that the PPECB may verify personal information, where necessary, with the

National Treasury CSD website and any other regulatory/ industry or any accredited/certification bodies.

Should the bidder wish to withdraw its consent as discussed above at any time, it must do so in writing

and address such notification to the Procurement Manager of the PPECB. The personal information

collected for the purpose of this bid will be retained for a period of three years after the bid has been

awarded.

The bidder further consents to retention of its information including personal information pursuant to

this Agreement and agrees that such information may be stored on a private/public cloud hosted in

Western Europe/European Union for the relevant retention periods as may be provided for in the

PPECB’s retention policy.

I confirm that I have read and accepts each

page of this RFQ. I confirm that I am duly

authorised to sign this proposal.

NAME (PRINT) .......................................... Signature ........................................

Witness

Es: 1 .........................................................

2 ........................................................

Sbd1

Part a

Invitation to bid

You are hereby invited to bid for requirements of the (name of department/ public entity)

BID NUMBER: RFQ/FAC/PESTCONTROL/2026/06 CLOSING DATE: 03 July 2026 CLOSING TIME: 16h00

Description provision of pest control services – wood borer infestation

Bid response documents may be deposited in the bid box situated at (street address)

[email protected]

Compulsory Site Briefing to be held on 7th July 2026 (Tuesday) at 10:00am.

Venue: PPECB Physical Address, 2 Old Mission Road, Bluff Durban]

Contact person - Zaheer Hoosen - Regional Operations Manager. Contact details: Tel: 087 353 5679 Cell: +27 82 451 0498 email:

[email protected]

Bidding procedure enquiries may be directed to technical enquiries may be directed to:

CONTACT PERSON Mr Simphiwe Yende CONTACT PERSON Mr Simphiwe Yende

Telephone number 021 930-1134 telephone number 021 930-1134

Facsimile number facsimile number

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration

Number

Supplier tax compliance central

Compliance status system pin: supplier

Or

Database

No: MAAA

B-bbee status level tick applicable box] b-bbee status level sworn [tick applicable box]

Verification affidavit

Provision of pest control services – wood borer infestation

Name of Bidder...............................................................Bid number -RFQ/FAC/PESTCONTROL/2026/06

Closing Time 16:00 ............................................................. Closing date 9 July 2026.........

Offer to be valid for...60......DAYS From the closing date of bid.

• ---------------------------------------------------------------------------------------------------------------------------- ----------------------------

Supplier name:

Item description total cost

Total Inclusive Cost for the Services required 1

Total

Value added tax

Total inclusive of value added tax

Pricing Notes

Please also include a price breakdown for the above Total Cost

Bidder’s disclosure

1. Purpose of the form

1.1 Any person (natural or juristic) may make an offer or offers in terms of

this invitation to bid. In line with the principles of transparency,

accountability, impartiality, and ethics as enshrined in the Constitution

of the Republic of South Africa, 1996 (Constitution), and further

expressed in the various applicable legislation, it is required for the

bidder to make this declaration in respect of the details required

hereunder.

1.2 If a person is listed in the Register for Tender Defaulters and/or the List

of Restricted Suppliers, that person will automatically be disqualified

from the bid process.

2. Declaration on employment by organ of state

2.1 Is the bidder, or any of the directors / trustees / shareholders / members

/ partners of the bidder employed by an organ of state, as defined in

section 239 of the Constitution? YES/NO

2.2 If YES, furnish particulars of the names, individual identity numbers, in

the table below:

Full Name Identity Number Name of organ of

state

1. the power, by one person or a group of persons holding the majority of the equity of

an enterprise, alternatively, the person/s having the deciding vote or power to influence

or to direct the course and decisions of the enterprise.

Sbd4

2.3 Do you, or any person connected with the bidder, have a relationship

with any person who is employed by the procuring institution? YES/NO

2.3.1 If so, furnish particulars:

.............................................................................................

.............................................................................................

.............................................................................................

2.4 Does the bidder or any of its directors/trustees/shareholders

members/partners or any person having a controlling interest in the

enterprise have any interest in any other related enterprise, whether or

not they are bidding for this contract? YES/NO

2.4.1 If so, indicate all companies registered in the CSD in the table below:

Supplier registration number Status (active/inactive/deleted)

(Maaa)

Failure to disclose all CSD-registered active companies linked to all

Directors will lead to disqualification.

3 general declaration

I, ............................................................................................., the

undersigned, in submitting the accompanying bid, do hereby make the

following statements that I certify to be true and complete in every respect:

3.1 I have read and I understand the contents of this disclosure.

3.2 I understand that the accompanying bid will be disqualified if this

disclosure is found to be false.

3.3 The bidder has arrived at the accompanying bid independently from, and

without consultation, communication, agreement or arrangement with

any competitor.

3.4 In addition, there have been no consultations, communications,

agreements or arrangements with any competitor regarding the quality,

quantity, specifications, prices, including methods, factors or formulas

used to calculate prices, market allocation, the intention or decision to

submit or not to submit the bid, bidding with the intention not to win the

bid and conditions or delivery particulars of the products or services to

which this bid invitation relates.

Sbd4

3.5 The terms of the accompanying bid have not been, and will not be,

disclosed by the bidder, directly or indirectly, to any competitor, prior to

the date and time of the official bid opening or of the awarding of the

contract.

3.6 There have been no consultations, communications, agreements or

arrangements made by the bidder with any official of the procuring

institution in relation to this procurement process prior to and during the

bidding process except to provide clarification on the bid submitted

where so required by the institution; and the bidder was not involved in

the drafting of the specifications or terms of reference for this bid.

3.7 I am aware that, in addition and without prejudice to any other remedy

provided to combat any restrictive practices related to bids and contracts,

bids that are suspicious will be reported to the Competition Commission

for investigation and possible imposition of administrative penalties in

terms of section 59 of the Competition Act, 1998 (Act No. )

and or may be referred to law enforcement agencies for criminal

investigation and or may be restricted from conducting business with the

state for a period not exceeding 10 years in terms of the Prevention and

Combating of Corrupt Activities Act, 2004 (Act No. ) or any

other applicable legislation.

I certify that the above is correct.

I accept that the procuring institution may reject the

Bid or take appropriate action against me if this

Declaration is false.

.................................... ................................................

Signature Date

.................................... ................................................

Designation Name of bidder

PURCHASE ORDER TERMS AND CONDITIONS 1.1.5. “Goods” means the movable Goods to be 2.2. Without such written acceptance, execution of the

supplied and delivered by the Supplier to the order whether partially or complete, is in itself an

The following Terms and Conditions apply between the PPECB, as described in the Purchase Order; acceptance of the Purchase Order and this Terms

PPECB and the SUPPLIER. 1.1.6. “PPECB” means the Perishable Products and Conditions by the SUPPLIER.

Export Control Board;

1. INTERPRETATION AND APPLICABILITY 1.1.7. "Personal Information" is Personal 3. PRICES

1.1. In this Terms and Conditions of Purchase, unless Information as defined in the Protection of 3.1. FIXED PRICES

the context indicates otherwise; Personal Information Act No. ; 3.1.1. Unless otherwise agreed upon by the PPECB

1.1.1. “Agreement” / “Terms and Conditions” 1.1.8. “Purchase Order” means the Purchase and the SUPPLIER in writing, prices shall be

means this Purchase Order Terms and Order issued for this transaction and to which considered to be fixed and will not be subject

Conditions; these Terms and Conditions are attached; to change.

1.1.2. "Confidential Information" means any 1.1.9. "Receiving Party" means the Party, other 3.1.2. For avoidance of doubt, clause 3.1.1 includes

information or data, including any Personal than the Disclosing Party, to the extent that it prices subject to fluctuations in the exchange

Information, shared by the Disclosing Party receives any Confidential Information from rate, the price quoted must be done on a fixed

which by its nature or content is identifiable as the Disclosing Party; rate of exchange and will not be subject to

confidential and/or proprietary to the 1.1.10. “Services” means the Services to be change.

Disclosing Party and/or any third party, or rendered by the Supplier to the PPECB as 3.1.3. Prices will include the cost of delivery as per

which is provided or disclosed in confidence described in the Purchase Order; the delivery address indicated on the

and which the Disclosing Party or any person 1.1.11. “SUPPLIER” means the natural person or Purchase Order.

acting on its behalf may disclose or provide to juristic person described in the Purchase 3.1.4. Where prices are subject to change, such

the Receiving Party or which may come to the Order. changes will be calculated on the basis set

knowledge of the Receiving Party by 1.2. Save for as set out below, in the event of any out in the Purchase Order, or as accepted by

whatsoever means, including all information conflict, ambiguity or inconsistency between the PPECB in writing.

relating to the Disclosing Party's current and these Terms and Conditions and any other 3.1.5. Should the basis not have been agreed upon

existing strategic objectives, its business document relating to this transaction, including prior to the issue of this order, then

activities, business relationships, technical, any Terms and Conditions in any invoice, documentary proof of all changes shall be

scientific, commercial, financial and market proposal or other SUPPLIER document, these furnished by the SUPPLIER and the price

information and trade secrets, data Terms and Conditions shall prevail. shall then be subject to acceptance by the

concerning its architectural information, 1.3. Any Terms and Conditions incorporated in or PPECB in its sole discretion.

demonstrations, processes and machinery, affixed to the SUPPLIER’s quotation will be of no 3.1.6. If the changed price is unacceptable, then the

all agreements to which it or its clients is/are force and effect, unless the PPECB has agreed to PPECB shall be entitled to cancel the order

a Party, information relating to the Services them, or to any part thereof, expressly and in with immediate effect and without prejudice.

and information relating to its clients and writing. 3.1.7. Unless stipulated to the contrary in the order,

facilities; 1.4. These Terms and Conditions will only apply and additional charges of whatsoever nature will

1.1.3. "Data Protection Legislation" means any be binding on the Parties where there is no not be accepted by the PPECB unless the

and all applicable laws relating to data agreement in place between the Parties SUPPLIER has obtained acceptance in

protection in force in the Republic of South regarding the purchase of the item/s and/or writing of such additional charges prior to the

Africa, including but not limited to the service/s, described in this Purchase Order. performance or delivery of this order.

Protection of Personal Information Act No. ; 2. ACKNOWLEDGEMENT AND ACCEPTANCE OF 3.2. DISCOUNT

1.1.4. "Disclosing Party" means either Party THE ORDER 3.2.1. All discounted rates, including early payment,

and/or any third Party to the extent that it 2.1. Acceptance of the order must be acknowledged should be communicated to the PPECB and

discloses any Confidential Information in by the SUPPLIER in writing. reflected as a separate invoiced amount.

terms of this Agreement;

4. TERMS OF PAYMENT recover any loss or damages suffered as a result 7.3. Refuse to take delivery, or, having taken delivery,

4.1. Unless other arrangements have specifically of late delivery by the SUPPLIER, or the to reject the Goods and service and to recover

been agreed upon in writing, the PPECB shall pay cancellation of this order by the PPECB. from the SUPPLIER all direct costs and damages

the SUPPLIER for the Goods and Services within 5.4. Any Goods delivered that do not comply with the sustained by the PPECB arising from the

thirty (30) days of the receipt by the PPECB of a specifications of this order, or out of box failures SUPPLIER’s breach of the conditions; or

correct, undisputed, and properly due statement. shall be returned / collected by the SUPPLIER at 7.4. Purchase Goods and Services of the specified

4.2. The PPECB shall not be liable for any amounts the SUPPLIER’s own cost. quality on the open marker, in which case, the

not explicitly set out in the Purchase Order, or as 5.5. The PPECB reserves the right to amend the excess between the price then paid and the price

agreed by the Parties in writing. delivery date originally specified in this order agreed to in terms of this order shall be payable

provided that the date of delivery shall not be by the SUPPLIER to the PPECB.

4.3. INVOICING advanced without the consent of the SUPPLIER.

4.3.1. Invoices, reflecting the PPECB order number, 5.6. All Goods and/or Services delivered must be 8. CONFIDENTIALITY

shall be submitted to the PPECB by the accompanied by a delivery note and every 8.1. The Parties shall keep confidential and shall not

SUPPLIER within seven (7) days of the date delivery note or invoice delivered shall: disclose to any third Party (other than for the

of delivery of the Goods, if it is not delivered 5.6.1. Be accompanied by a waybill which shall purposes of performing Services under this

with the Goods. reflect the SUPPLIER’s name, PPECB order Agreement) any of the Confidential Information

4.3.2. Each invoice must be a valid tax invoice and number, and an accurate description of the disclosed to either Party during the discussions or

shall contain a sufficient and correct Goods delivered; and negotiations or implementation of this Agreement

description of the Goods and/or Services and 5.6.2. Include the serial number of equipment, or at any time thereafter.

must reflect the correct order number as set where applicable. 8.2. The provisions of 8.1 shall not apply to any

out in the Purchase Order. confidential information which:

6. PACKAGING AND SHIPMENT 8.2.1. is or hereafter becomes part of the public

5. DELIVERY 6.1. All equipment ordered shall be suitably packed or domain (otherwise than as result of a breach

5.1. The SUPPLIER shall immediately notify the otherwise prepared and to meet shipping agent of the provisions of 8.1 above);

PPECB in the event that the SUPPLIER’s timely requirements. 8.2.2. can be shown to have been lawfully in the

performance under this Purchase Order is 6.2. Returnable containers shall be clearly marked as possession of the Receiving Party, or its

delayed or likely to be delayed, in whole or part, returnable and show the name of the SUPPLIER affiliates, prior to its disclosure and is not

and the SUPPLIER shall provide all available and the price chargeable if not returned. subject to any existing Contract between the

information of such delay. Such notice shall not 6.3. If the shipment is not forwarded according to the Parties and/or their affiliates;

constitute a waiver by the PPECB of any of the PPECB’s instructions, the difference in cost will 8.2.3. is acquired by a Party or its affiliates

SUPPLIERs obligations hereunder. be charged to the SUPPLIER. independently from a third Party, who lawfully

5.2. If only a portion of the order is available for 6.4. No charges will be allowed for containers, crating acquired such information without restriction,

delivery, the SUPPLIER shall, on agreement by boxing, drayage, etc. unless agreed to between or information which acquired or developed

the PPECB, deliver the available Goods and/or the Parties prior to delivery of any orders. by a Party or its affiliates independently

Services, and deliver, at the SUPPLIER’S own without access or reference to Confidential

cost, the remaining portion of the order as per the 7. QUALITY AND SPECIFICATION Information of the Disclosing Party; or

new agreed delivery date. 7.1. Goods and Services delivered shall be in 8.2.4. is disclosed or released with prior written

5.3. If the SUPPLIER fails to deliver the Goods and/or compliance with the order and shall be to the authorisation by the Disclosing Party to

Services on or before the delivery date, and fails complete satisfaction of the PPECB. If the Goods satisfy an order of Court or otherwise comply

to notify the PPECB of any delays, or then fails to do not comply with these requirements, the with the provisions of any law or regulation in

deliver as per the new agreed date, then the PPECB shall, at its sole discretion, be entitled to: force at the time.

PPECB reserves the right to cancel the order 7.2. Call upon the SUPPLIER to make good any 8.3. In the event of termination or cancellation of this

entirely or partially, and in which event the defects in workmanship and material within a Agreement, the SUPPLIER shall return all

PPECB shall, at its sole discretion, be entitled to specified period at the cost of the SUPPLIER; or PPECB Confidential Information to PPECB or

destroy such Confidential Information and provide SUPPLIER indemnifies and holds the PPECB, similar protection by reason of the manufacture of

a signed certificate of destruction, at PPECB’s its employees, officials, and board members Goods or materials covered by this order by the

election. harmless against any claim as envisaged in the SUPPLIER, the resale thereof by the PPECB, or

said section 21, notwithstanding the provisions use of said Goods or materials or any part thereof

9. INTELLECTUAL PROPERTY of Section 20. for purpose known to SUPPILER.

9.1. All Intellectual Property Rights belonging to a

Party and/or its licensors prior the Effective Date 11. RISK 14. RESTRICTED DATABASE OF SUPPLIERS

will remain vested in that Party and/or its 11.1. The SUPPLIER shall be liable for all loss and 14.1. The PPECB may terminate this agreement with

licensors. damage to the Goods from whatsoever cause immediate effect if the SUPPLIER is listed on

9.2. Unless agreed by the Parties to the contrary, arising, until the Goods have been delivered to National Treasury’s database of restricted

reduced to writing and signed by both Parties, all and accepted by the PPECB, or its receiving suppliers.

Intellectual Property rights in all proposals and agent. Rejected Goods shall be held by the

documentation furnished by the PPECB in or in PPECB for collection by the SUPPLIER if 15. DISPUTES

relation to this Agreement are and shall remain at required, at the SUPPLIER’s sole risk and cost. 15.1. If there is any dispute regarding the interpretation

all times vested in the PPECB. Such rejected Goods shall, at the PPECB’s sole of this Agreement, or if there is any other dispute

9.3. All Intellectual Property Rights in and to any discretion, be replaced with new Goods meeting between the Parties arising from or in connection

PPECB Materials shall vest in and shall remain the required specifications by the SUPPLIER with this Agreement or action taken pursuant to

vested in PPECB and where the SUPPLIER is forthwith its provisions or its termination, the Parties shall

provided access to any PPECB Materials, the 11.2. The PPECB cannot be held liable for any loss, make every effort to resolve amicably such

SUPPLIER shall use such PPECB Materials direct or indirect, including loss to third Parties, dispute or difference by mutual consultation. This

strictly in accordance with the terms of this arising while Goods ordered are in transit prior to clause does not detract from a party’s right to

Agreement. the SUPPLIER shall perform all such delivery. institute action or motion proceedings in the High

actions and take all such steps as may be Court or any other Court of competent jurisdiction

reasonably required for the purpose of preserving 12. GUARANTEE in respect of any dispute that may arise out of or

or perfecting such vesting and shall only use 12.1. The SUPPLIER undertakes to deliver Goods and in connection with this Agreement.

PPECB Intellectual Property in accordance with Services that are free from defects. Further to this 15.2. If after thirty (30) days the Parties have failed to

this Agreement. the SUPPLIER guarantees the Goods and resolve their dispute or difference by mutual

9.4. In the event of termination or cancellation of this Services delivered to be as specified in this order consultation, then such matter ("the Dispute")

Agreement, the SUPPLIER shall return all and free from defects in workmanship and shall be determined by an independent expert in

PPECB Intellectual Property to PPECB. material for a period of not less than twelve (12) the particular field.

9.5. Neither Party’s trademarks nor brands shall be months from the date of delivery. This guarantee 15.3. Within 5 (five) days after the failure to resolve the

used by the other Party for any purpose without shall be over and above any rights and remedies dispute, the Parties shall agree upon such

obtaining prior written consent of the relevant which the PPECB has at law. The SUPPLIER independent expert.

Party and then only in the manner prescribed. shall replace, free of charge, all such Goods and 15.4. Such expert shall act as an expert and not as an

Services which fails to meet this guarantee. arbitrator and shall in his sole discretion lay down

10. INDEMNITY the procedure to be followed and the manner in

10.1. The SUPLLIER hereby indemnifies the PPECB 13. TRADEMARKS AND PATENTS which evidence, if any, shall be allowed.

against any loss or damage to the property or 13.1. The SUPPLIER shall indemnify the PPECB 15.5. The dispute shall be determined in Cape Town,

person resulting from or in connection with the against any and all liability, damage, costs, claims Republic of South Africa.

work or Goods or materials furnished by the or expenses which may be suffered by the 15.6. This Agreement shall be governed by the laws of

SUPPLIER or by any sub-contractor hereunder. PPECB by reason of any claims, demands or the Republic of South Africa.

10.2. SUPPLIER confirms that it is aware of the actions brought against the PPECB and/or its

provisions of section 21 of the Perishable customers for actual or alleged infringement of 16. AMENDMENT OF THE ORDER

Products Export Control Act . any trade Mark, Letters Patent, Copyright or other

16.1. Any amendments to this Terms and Conditions or

the purchase order shall only be of force and

effect, if confirmed in writing and accepted by the

PPECB and the SUPPLIER.

16.2. If such amendment affects the prices or the

agreed delivery date, then the SUPPLIER shall

notify the PPECB in writing and such changes

shall only be of force and effect if agreed upon by

the PPECB.

17. General

17.1. All the work, including preliminary work, relating

to any of the products supplied in respect of a

purchase order, shall remain the property of the

PPECB and may not be reproduced in any form

without the PPECB’s written permission.

DATA PROTECTION ADDENDUM Information under the Agreement. Such notification must 1.11. The SUPPLIER warrants that, where it discloses

(to be signed by the SUPPLIER and returned to the provide sufficient information to allow affected individuals to Personal Information to the PPECB that it has obtained the

PPECB) take measures against the potential consequences of the necessary consent of the relevant Data Subject who’s

compromise, including, if known to the SUPPLIER, the Personal Information it is disclosing under the Agreement

1. DATA PROTETION identity of the unauthorised person who may have accessed and/or is otherwise authorised to make such disclosure to

1.1. The SUPPLIER acknowledges that the Parties or acquired the Personal Information; the PPECB in accordance with Data Protection Legislation.

are required to Process each other’s Personal Information 1.6.2. within 3 Business Days of receipt thereof, of any 1.12. The SUPPLIER indemnifies the PPECB and

insofar as is necessary for each Party to comply with its request for access to Personal Information or correction of holds the PPECB harmless from all losses, liabilities,

obligations in terms of this Purchase Order. Personal Information or complaints received by the penalties, fines, damages and claims, and related costs and

1.2. The SUPPLIER shall Process such Personal SUPPLIER and provide the PPECB with full details of such expenses (including legal fees on the scale as between

Information only: request or complaint; and attorney and client, interest and penalties) arising from any

1.2.1. in compliance with Data Protection Legislation, 1.6.3. Promptly of any legally binding request for claim or action brought against the PPECB due to the

the PPECB's instructions and these Terms and Conditions; disclosure of Personal Information or any other notice or SUPPLIER's breach of the provisions of these Terms and

1.2.2. for purposes connected with performing in terms communication which relates to the Processing of the Conditions.

of this Purchase Order or as specifically otherwise Personal Information from any regulatory, supervisory, or 1.13. Notwithstanding any other provision in these

instructed or authorised by the PPECB in writing. governmental body whatsoever. Terms and Conditions, this clause shall survive any

1.3. The SUPPLIER shall treat the Personal 1.7. The SUPPLIER acknowledges and agrees that termination, cancellation, or expiration of the Agreement.

Information that comes to its knowledge or into its the PPECB and/or the applicable Data Subject retains all

possession as confidential and the SUPPLIER shall comply right, title, and interest in and to the Personal Information. REPRESENTING THE SUPPLIER

with all the provisions of this clause, and not disclose such The SUPPLIER shall not possess or assert any lien or other

Personal Information without the prior written consent of the right against or to such Personal Information and no such

PPECB. Personal Information shall be sold, assigned, leased, or SIGNED AT

1.4. The SUPPLIER warrants that it shall secure the otherwise disposed of to third parties by the SUPPLIER or

integrity of the Personal Information in its possession or commercially exploited by or on behalf of the SUPPLIER or ______________________________________________

under its control by taking appropriate, reasonable technical its Staff.

and organisational measures to prevent: 1.8. Where applicable, the SUPPLIER shall not be

1.4.1. Loss of, or damage to, or unauthorised entitled to transfer Personal Information to a foreign country Date: ____________________________________2025.

destruction of the Personal Information; and/or unless the PPECB consents in writing to such transfer of

1.4.2. Unlawful access to or unlawful Processing of the Personal Information to the foreign country in question,

Personal Information. which country must provide an adequate level of protection

1.5. The SUPPLIER agrees that it may not modify any that effectively upholds the protection of Personal Signed By: _____________________________________.

Personal Information which comes into its possession in Information principles contained in these Terms and

terms of the Agreement, merge it with other data, Conditions.

commercially exploit it or engage in any other practice or 1.9 The SUPPLIER hereby consents to the retention

activity that may in any manner adversely affect the and storage of its Personal Information pursuant to this Designation: __________________________________.

integrity, security or confidentiality of such Personal Agreement on a private/public cloud hosted in Western

Information, other than as specifically permitted herein or as Europe/European Union for the relevant retention periods

directed by the PPECB in writing. as may be provided for by relevant statute(s), PPECB

1.6. The SUPPLIER shall notify the PPECB in writing: retention policy or this Agreement. Signature: ____________________________________.

1.6.1. within 1 Business Day or otherwise as soon as 1.10. The obligations in this clause shall also apply to

reasonably possible if any Personal Information has been and extend to any Personal Information disclosed or

or is reasonably believed to have been accessed or received by the SUPPLIER prior to the signature date of the

acquired by an unauthorised person or if a breach has Agreement. .............................................................................................

occurred with reference to its use of the Personal Business Name

Sbd 6.1

Preference points claim form in terms of the preferential

Procurement regulations 2022

This preference form must form part of all tenders invited. It contains general information

and serves as a claim form for preference points for specific goals.

Nb: before completing this form, tenderers must study the

General conditions, definitions and directives applicable in

Respect of the tender and preferential procurement

Regulations, 2022

1. General conditions

1.1 The following preference point systems are applicable to invitations to tender:

• the 80/20 system for requirements with a Rand value of up to R50 000 000 (all

applicable taxes included); and

• the 90/10 system for requirements with a Rand value above R50 000 000 (all

applicable taxes included).

1.2 To be completed by the organ of state

(delete whichever is not applicable for this tender).

a) The applicable preference point system for this tender is the 80/20 preference point

system.

1.3 Points for this tender (even in the case of a tender for income-generating contracts)

shall be awarded for:

(a) Price; and

(b) Specific Goals.

1.4 To be completed by the organ of state:

The maximum points for this tender are allocated as follows:

Points

Price 80

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of

this tender to claim points for specific goals with the tender, will be interpreted to mean

that preference points for specific goals are not claimed.

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1.6 The organ of state reserves the right to require of a tenderer, either before a tender is

adjudicated or at any time subsequently, to substantiate any claim in regard to

preferences, in any manner required by the organ of state.

2. Definitions

(a) “tender” means a written offer in the form determined by an organ of state in

response to an invitation to provide goods or services through price quotations,

competitive tendering process or any other method envisaged in legislation;

(b) “price” means an amount of money tendered for goods or services, and

includes all applicable taxes less all unconditional discounts;

(c) “rand value” means the total estimated value of a contract in Rand, calculated at the

time of bid invitation, and includes all applicable taxes;

(d) “tender for income-generating contracts” means a written offer in the form

determined by an organ of state in response to an invitation for the origination of

income-generating contracts through any method envisaged in legislation that will

result in a legal agreement between the organ of state and a third party that produces

revenue for the organ of state, and includes, but is not limited to, leasing and disposal

of assets and concession contracts, excluding direct sales and disposal of assets

through public auctions; and

(e) “the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No.

).

3. Formulae for procurement of goods and services

3.1. Points awarded for price

3.1.1 The 80/20 or 90/10 preference point systems

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

Pt−Pmin Pt−Pmin

Ps= 80(1− ) or Ps= 90(1− )

Pmin Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.2. Formulae for disposal or leasing of state assets and income

Generating procurement

3.2.1. Points awarded for price

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A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

Pt−Pmax Pt−Pmax

Ps= 80(1+ ) or Ps= 90(1+ )

Pmax Pmax

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

4. Points awarded for specific goals

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement

Regulations, preference points must be awarded for specific goals stated in the tender.

For the purposes of this tender the tenderer will be allocated points based on the goals

stated in table 1 below as may be supported by proof/ documentation stated in the

conditions of this tender:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which

states that, if it is unclear whether the 80/20 or 90/10 preference point system applies,

an organ of state must, in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20

or 90/10 preference point system will apply and that the highest acceptable

tender will be used to determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point

system will apply and that the lowest acceptable tender will be used to

determine the applicable preference point system,

then the organ of state must indicate the points allocated for specific goals for both the

90/10 and 80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table

below.

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is

applicable, corresponding points must also be indicated as such.

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Note to tenderers: The tenderer must indicate how they claim points for each

preference point system.)

Number of points Number of points

The specific claimed (80/20 allocated

goals allocated system)

(80/20 system) points in terms (To be completed

of this tender (To be completed by the organ by the tenderer)

of state)

1 Small business Proof of B-BBEE status level of Total Points: 20

including EMEs contributor, specifically in line with the EME = 20

or QSEs; respective Sector Codes which the QSE = 20

company operates - SANAS Approved Enterprises with turnover

certificate or Commissioned affidavit or

above R50m = 5 Annual Financial Statements

Total Specific Goals 20

Declaration with regard to company/firm

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown

in paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary

proof to the satisfaction of the organ of state that the claims are correct;

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iv) If the specific goals have been claimed or obtained on a fraudulent basis or any

of the conditions of contract have not been fulfilled, the organ of state may, in

addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered

as a result of having to make less favourable arrangements due

to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

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1. SBD1 – Invitation to bid;

2. SBD3.2 – Pricing Schedule

3. SBD4 - Bidder’s Disclosure;

4. Valid Tax Clearance Certificate or Pin;

5. Valid B-BBEE Certificate or EME/QSE Affidavit;

6. SBD6.1 – Preference Point Claim Form;

7. Central Supplier Database Registration (CSD) Report – Proof of CSD registration.

points

claimed

(80/20

system)

(To be

completed by

the bidder)

1 Small business Proof of B-BBEE status level of Total Points: 20

including EMEs contributor, specifically in line with EME = 20

or QSEs; the respective Sector Codes which QSE = 20

the company operates - SANAS Enterprises with

Approved certificate or turnover above R50m

Commissioned affidavit or Annual = 5

State.”

Nb: failure to provide / or comply with any of the above particulars may render the bid invalid.

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

Date: ...................................................

Sbd 3.2

Pricing schedule

Provision of pest control services – wood borer infestation

Name of Bidder...............................................................Bid number -RFQ/FAC/PESTCONTROL/2026/06

Closing Time 16:00 ............................................................. Closing date 9 July 2026.........

Offer to be valid for...60......DAYS From the closing date of bid.

• ---------------------------------------------------------------------------------------------------------------------------- ----------------------------

The specific claimed (80/20 allocated

goals allocated system)

(80/20 system) points in terms (To be completed

of this tender (To be completed by the organ by the tenderer)

of state)

1 Small business Proof of B-BBEE status level of Total Points: 20

including EMEs contributor, specifically in line with the EME = 20

or QSEs; respective Sector Codes which the QSE = 20

company operates - SANAS Approved Enterprises with turnover

certificate or Commissioned affidavit or

above R50m = 5 Annual Financial Statements

Total Specific Goals 20

Yes No Yes No [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE] ARE YOU THE ACCREDITED ARE YOU A FOREIGN BASED REPRESENTATIVE IN Yes No SUPPLIER FOR THE GOODSSOUTH AFRICA FOR Yes No /SERVICES /WORKS OFFERED? THE GOODS [IF YES, ANSWER THE /SERVICES /WORKS [IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW ] OFFERED? QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW. SBD1 PART B TERMS AND CONDITIONS FOR BIDDING

Bid submission: 1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted for consideration. 1.2. All bids must be submitted on the official forms provided–(not to be re-typed) or in the manner prescribed in the bid document. 1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the preferential procurement regulations, 2017, the general conditions of contract (gcc) and, if applicable, any other special conditions of contract. 1.4. The successful bidder will be required to fill in and sign a written contract form (sbd7).

TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA. 2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER. 2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE.” NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF BIDDER: ................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ................................................... (Proof of authority must be submitted e.g. company resolution) DATE: ................................................... SBD 3.2

Points Allocation: 3 points

B-BBEE Details: to have accepted all Terms & Conditions of this RFQ.

6.3 The PPECB makes no representation, warranty, assurance, guarantee or

endorsements to bidder concerning the RFQ, whether with regard to its accuracy,

completeness or otherwise and the PPECB shall have no liability towards the bidder

or any other party in connection therewith.

7. Compliance documents

The following documents are required for the proposal to be considered for evaluation process.

1. SBD1 – Invitation to bid;

2. SBD3.2 – Pricing Schedule

3. SBD4 - Bidder’s Disclosure;

4. Valid Tax Clearance Certificate or Pin;

5. Valid B-BBEE Certificate or EME/QSE Affidavit;

6. SBD6.1 – Preference Point Claim Form;

7. Central Supplier Database Registration (CSD) Report – Proof of CSD registration.

8. RFQ evaluation process and criteria

All quotations or bids will be evaluated according to the following stages. Should a bidder fail

any of the previous stages, they will be disqualified and not be considered for the next

evaluation stage.

The following preference point systems are applicable to all bids whereby preference points

shall be awarded for Price; and Specific Goals.

• the 80/20 Preference Point System for bids with a Rand value of more than

R2,000-00 but not exceeding R50,000,000-00 (all applicable taxes included);

8.1 Stage 1 – compliance evaluation

Bidders must comply with all the terms and conditions of the RFQ and must submit all

returnable documents as listed in Section 7. Bidders must ensure that they complete and

sign returnable documents.

8.2 Stage 2 – mandatory criteria

In their responses, bidders must state whether (or not) they comply with each of the

requirements below and provide a comment substantiating their claim or provide a cross

reference where in their quotation/propos

RFQ Number: RFQ/FAC/PESTCONTROL/2026/06

Opening Date: 03 July 2026

Closing Date: 09 July 2026 Time: 16:00

Contact Person: Simphiwe Yende Email: [email protected]

Bid Validity Period 60 Days

fumigation for Wood Borer Infestation at PPECB DBN (2 Old Mission Road, Bluff/Durban). PPECB DBN

requires the services of a qualified and experienced pest control contractor to assess, treat, and

eradicate a severe wood borer infestation affecting the Bluff office premises. The infestation has

resulted in visible damage to wooden structures, fittings and air quality within the building and poses a

risk to the integrity of the facility, employee wellbeing, and overall working environment.

1. Background

The PPECB is a Schedule 3A public entity as defined in the Public Finance Management Act

and is established in terms of Section 2 of the Perishable Products Export Control Act . The

main purpose of the PPECB is to promote the orderly, efficient, and sustainable export of perishable

products from South Africa. The PPECB manages and monitors the cold chain for the export of

perishable products from South Africa. The PPECB operates under two mandates, namely the

2.6 Scope of the Warranty

Under this warranty, if any active woodborer activity, fresh frass (wood dust), or new flight holes are

detected in any treated structural timber, trusses, ceilings, or wooden floors, the Contractor is legally

bound to:

• Re-inspect: Respond and conduct a physical site inspection within 48 hours of receiving a

written notice from the Employer.

• Re-treat: Re-treat the affected areas, or the entire structure, if necessary, to completely

eradicate the active infestation.

• Zero Cost: All secondary inspections, labor, transportation, scaffolding, gas fumigants, or

residual chemicals required for re-treatment will be executed entirely at the Contractor’s

own cost.

2.7 Latent Defects and Non-Performance

• Failure to Eradicate: If active woodborer activity is discovered within the first 12 months

following treatment, it will be legally deemed as "latent non-performance" (failure of the

initial treatment methodology).

• Third-Party Intervention: Should the Contractor fail to respond to a warranty claim or fail to

successfully eradicate the re-infestation within 14 business days of notice, the Employer

reserves the right to appoint an independent, third-party registered Pest Control Operator

to rectify the work and recover all associated costs directly from the original Contractor.

2.8 Inspection and Assessment

• Conduct a comprehensive inspection of the entire office facility.
• Identify the extent and severity of the wood borer infestation
• Determine the source and contributing factors to the infestation.
• Identify all affected wooden structures, fixtures, furniture, ceilings, roof timbers, skirting,

doors, and any other susceptible materials

• Provide a detailed assessment report with recommendations.

2.9 Treatment and Eradication

• Implement an effective treatment programme to eradicate all active wood borer

infestations.

• Apply appropriate pesticides, fumigation methods, wood preservatives, injections, surface

treatments, or any other suitable control measures in accordance with industry best

practice.

• Ensure treatment reaches concealed and inaccessible infestation areas where practical.

• Minimise disruption to normal office operations.

2.10 Preventative Measures

• Apply preventative treatments to protect unaffected timber from future infestation.
• Provide recommendations to prevent recurrence, including moisture control, maintenance

requirements, and structural interventions where necessary.

2.11 Waste Removal and Housekeeping

• Remove and dispose of pest-related waste and contaminated materials in accordance with

applicable environmental regulations.

• Leave all treated areas clean and safe for occupation.

2.12 The service provider must:

• Be registered and licensed to provide pest control services in South Africa.
• Use products approved for commercial office environments.
• Comply with all Occupational Health and Safety Act requirements.
• Provide Safety Data Sheets (SDS) for all chemicals used.
• Ensure all personnel are adequately trained and competent.

2.13 The service provider shall provide:

• Initial inspection report.
• Detailed treatment methodology.
• Schedule of treatment activities.
• Completion report confirming treatment undertaken.
• Warranty/guarantee period for the treatment.
• Follow-up inspection plan and recommendations.

2.14 Follow-Up and Monitoring

• Conduct follow-up inspections at intervals recommended by the service provider.
• Provide written reports following each inspection.
• Retreat affected areas at no additional cost during the guarantee period should activity

persist.

3.1 Bid submission

All quotations must be submitted to the address and instructions stipulated in the SBD1 or in the

following method:

Via email to: [email protected]

[email protected] This submission must contain all information and

documentation relating to the PROVISION OF PEST CONTROL SERVICES – PEST

Control services – wood borer infestation

RFQ/FAC/PESTCONTROL/2026/06

3.2 Closing date

3.2.1 Bids must be delivered by the stipulated date and time to the correct address.

3.2.2 PPECB reserves the right to extend the closing date. Bidders invited to bid, will be

informed should the closing date change.

3.3 Revisions to request for quotation

setting out such revisions will be provided to all Bidders by an email.

3.4 Bid validity period

The quotation must be valid for the duration specified on (Bid Validity Period).

3.5 Csd registration

3.5.1 Only bid responses from bidders that are registered on the Central Supplier

Database (CSD) will be considered.

3.5.2 Bidders are required to register on the CSD and to include in the SBD1 the Master

Registration Number in order to enable the PPECB to verify the supplier’s status

on the CSD.

3.5.3 Responses from bidders not registered on the CSD at bid closing time or bidders

that are prohibited from doing business with the state will be disqualified.

3.6 Acknowledgement and acceptance

3.10 Reservations

3.10.1 PPECB’s decision/s regarding the acceptance or non-acceptance of a quotation shall

be final and PPECB is not obliged to furnish any reason for such decision.

3.10.2 Proposals shall be considered and evaluated against a pre-determined value

structure determined by PPECB. All Suppliers shall provide all information requested

in this RFQ to facilitate the evaluation process. Suppliers shall strictly adhere to the

instructions stated in this RFQ.

3.10.3 PPECB may, during and after the evaluation of the Proposals and in its sole and

absolute discretion, decide to:

• Accept a Quotation other than the lowest priced quotation.

• Refuse to consider any Quotation not conforming with the requirements of this RFQ;
• Ask any Service Provider to supply further information after the closing date;
• Cancel this RFQ or any part thereof at any time.
• Award the contract pursuant to this RFQ or any part thereof to any one or more Suppliers,
• Not to award the quotation at all.

4.1 Any personal information and Confidential Information of the PPECB which may be

provided during the bidding process may only be processed by the bidder for the

purposes of this bid.

5.1 Bidders or their agents shall not make any news releases concerning this RFP or the

awarding of the same or any resulting agreement(s) without the consent of, and then only in

co-ordination with PPECB.

1. Entomological Diagnosis Report: A formal statement

identifying the specific woodborer or wood-destroying insect YES No

species present (e.g. Hylotrupes bajulus, Powder post beetle,

Drywood termites, etc.) based on visible evidence and

localized environmental factors of the Bluff

2. Site-Specific Treatment Methodology: A comprehensive risk YES No

assessment and written methodology detailing the exact

treatment combination proposed (e.g., whole-site gas tenting,

localized deep-pesticide injections, or surface-applied

residual preservatives).

3. Heritage Protection Protocol: A clear plan demonstrating how YES No

the bidder will protect the historic fabric of the building during

treatment. This must specify non-destructive anchoring

methods for tarpaulins (no drilling into historic

masonry/timber) and verify that proposed chemicals will not

stain, discolour, or degrade historic wood finishes.

criteria in the bid award:

I. The risk of fruitless and wasteful expenditure to the PPECB;

II. The risk of an abnormally low bid;

III. The risk of a material irregularity;

currently in litigation with the PPECB; and

based on the proven poor record of accomplishment of the Bidder in

previous projects within the PPECB and the referee submitted by the

specifications stipulated in RFQ mentioned above at the price/s quoted. My offer/s

remains binding upon me and open for acceptance by the PPECB during the validity

period indicated and calculated from the closing date of the proposal.

I confirm that I am satisfied with the correctness and validity of my proposal; that the price(s)

and rate(s) quoted cover all the services specified in the proposal documents; that the price(s)

and rate(s) cover all my obligations, and I accept that any mistakes regarding price(s) and

rate(s) and calculations will be at my own risk.

and address such notification to the Procurement Manager of the PPECB. The personal information

collected for the purpose of this bid will be retained for a period of three years after the bid has been

awarded.

PPECB’s retention policy.

You are hereby invited to bid for requirements of the (name of department/ public entity)

BID NUMBER: RFQ/FAC/PESTCONTROL/2026/06 CLOSING DATE: 03 July 2026 CLOSING TIME: 16h00

Description provision of pest control services – wood borer infestation

Bid response documents may be deposited in the bid box situated at (street address)

[email protected]

Compulsory Site Briefing to be held on 7th July 2026 (Tuesday) at 10:00am.

Venue: PPECB Physical Address, 2 Old Mission Road, Bluff Durban]

Contact person - Zaheer Hoosen - Regional Operations Manager. Contact details: Tel: 087 353 5679 Cell: +27 82 451 0498 email:

[email protected]

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

PURCHASE ORDER TERMS AND CONDITIONS 1.1.5. “Goods” means the movable Goods to be 2.2. Without such written acceptance, execution of the

supplied and delivered by the Supplier to the order whether partially or complete, is in itself an

The following Terms and Conditions apply between the PPECB, as described in the Purchase Order; acceptance of the Purchase Order and this Terms

PPECB and the SUPPLIER. 1.1.6. “PPECB” means the Perishable Products and Conditions by the SUPPLIER.

Export Control Board;

1. INTERPRETATION AND APPLICABILITY 1.1.7. "Personal Information" is Personal 3. PRICES

1.1. In this Terms and Conditions of Purchase, unless Information as defined in the Protection of 3.1. FIXED PRICES

the context indicates otherwise; Personal Information Act No. ; 3.1.1. Unless otherwise agreed upon by the PPECB

1.1.1. “Agreement” / “Terms and Conditions” 1.1.8. “Purchase Order” means the Purchase and the SUPPLIER in writing, prices shall be

means this Purchase Order Terms and Order issued for this transaction and to which considered to be fixed and will not be subject

Conditions; these Terms and Conditions are attached; to change.

1.1.2. "Confidential Information" means any 1.1.9. "Receiving Party" means the Party, other 3.1.2. For avoidance of doubt, clause 3.1.1 includes

information or data, including any Personal than the Disclosing Party, to the extent that it prices subject to fluctuations in the exchange

which by its nature or content is identifiable as the Disclosing Party; rate of exchange and will not be subject to

confidential and/or proprietary to the 1.1.10. “Services” means the Services to be change.

Disclosing Party and/or any third party, or rendered by the Supplier to the PPECB as 3.1.3. Prices will include the cost of delivery as per

which is provided or disclosed in confidence described in the Purchase Order; the delivery address indicated on the

and which the Disclosing Party or any person 1.1.11. “SUPPLIER” means the natural person or Purchase Order.

acting on its behalf may disclose or provide to juristic person described in the Purchase 3.1.4. Where prices are subject to change, such

the Receiving Party or which may come to the Order. changes will be calculated on the basis set

knowledge of the Receiving Party by 1.2. Save for as set out below, in the event of any out in the Purchase Order, or as accepted by

whatsoever means, including all information conflict, ambiguity or inconsistency between the PPECB in writing.

relating to the Disclosing Party's current and these Terms and Conditions and any other 3.1.5. Should the basis not have been agreed upon

existing strategic objectives, its business document relating to this transaction, including prior to the issue of this order, then

activities, business relationships, technical, any Terms and Conditions in any invoice, documentary proof of all changes shall be

scientific, commercial, financial and market proposal or other SUPPLIER document, these furnished by the SUPPLIER and the price

information and trade secrets, data Terms and Conditions shall prevail. shall then be subject to acceptance by the

concerning its architectural information, 1.3. Any Terms and Conditions incorporated in or PPECB in its sole discretion.

demonstrations, processes and machinery, affixed to the SUPPLIER’s quotation will be of no 3.1.6. If the changed price is unacceptable, then the

all agreements to which it or its clients is/are force and effect, unless the PPECB has agreed to PPECB shall be entitled to cancel the order

a Party, information relating to the Services them, or to any part thereof, expressly and in with immediate effect and without prejudice.

and information relating to its clients and writing. 3.1.7. Unless stipulated to the contrary in the order,

facilities; 1.4. These Terms and Conditions will only apply and additional charges of whatsoever nature will

1.1.3. "Data Protection Legislation" means any be binding on the Parties where there is no not be accepted by the PPECB unless the

and all applicable laws relating to data agreement in place between the Parties SUPPLIER has obtained acceptance in

protection in force in the Republic of South regarding the purchase of the item/s and/or writing of such additional charges prior to the

5.2. If only a portion of the order is available for 6.4. No charges will be allowed for containers, crating acquired such information without restriction,

delivery, the SUPPLIER shall, on agreement by boxing, drayage, etc. unless agreed to between or information which acquired or developed

the PPECB, deliver the available Goods and/or the Parties prior to delivery of any orders. by a Party or its affiliates independently

Services, and deliver, at the SUPPLIER’S own without access or reference to Confidential

cost, the remaining portion of the order as per the 7. QUALITY AND SPECIFICATION Information of the Disclosing Party; or

new agreed delivery date. 7.1. Goods and Services delivered shall be in 8.2.4. is disclosed or released with prior written

5.3. If the SUPPLIER fails to deliver the Goods and/or compliance with the order and shall be to the authorisation by the Disclosing Party to

10.2. SUPPLIER confirms that it is aware of the actions brought against the PPECB and/or its

provisions of section 21 of the Perishable customers for actual or alleged infringement of 16. AMENDMENT OF THE ORDER

16.2. If such amendment affects the prices or the

agreed delivery date, then the SUPPLIER shall

notify the PPECB in writing and such changes

shall only be of force and effect if agreed upon by

the PPECB.

without the PPECB’s written permission.

DATA PROTECTION ADDENDUM Information under the Agreement. Such notification must 1.11. The SUPPLIER warrants that, where it discloses

(to be signed by the SUPPLIER and returned to the provide sufficient information to allow affected individuals to Personal Information to the PPECB that it has obtained the

PPECB) take measures against the potential consequences of the necessary consent of the relevant Data Subject who’s

compromise, including, if known to the SUPPLIER, the Personal Information it is disclosing under the Agreement

1.4. The SUPPLIER warrants that it shall secure the otherwise disposed of to third parties by the SUPPLIER or

integrity of the Personal Information in its possession or commercially exploited by or on behalf of the SUPPLIER or ______________________________________________

under its control by taking appropriate, reasonable technical its Staff.

and organisational measures to prevent: 1.8. Where applicable, the SUPPLIER shall not be

1.4.1. Loss of, or damage to, or unauthorised entitled to transfer Personal Information to a foreign country Date: ____________________________________2025.

destruction of the Personal Information; and/or unless the PPECB consents in writing to such transfer of

1.4.2. Unlawful access to or unlawful Processing of the Personal Information to the foreign country in question,

2.5. Performance Guarantee & Post-Treatment Warranty

2.5.1 Statutory Clearance and Certification

• Mandatory Deliverable: Upon completion of the chemical venting and safety clearance

process, the Contractor must issue a statutory Wood-Destroying Insect Clearance

Certificate for the entire 1,000m2 structure.

• Payment will be in terms of PPECB "Purchase Order Terms and Conditions". Payment is

on the condition that a formal clearance certificate is issued, verified, and signed off by the

project manager.

2.5.2 Minimum Warranty Period

• Duration: The Contractor must provide an unconditional, written 5-year (five-year) warranty

against any re-infestation of woodboring beetles or wood-destroying insects within the

treated structure.

• Effective Date: This warranty period begins on the exact date of issue stated on the final

the proposed contract. In the event that a conflict of interest exists between the most

advantageous Bidder and the PPECB, and this was not disclosed, the said Bidder’s bid will

not be accepted. The next most advantageous Bidder will be awarded the contract.

3.8 Insurance

3.8.1 The successful bidder will be responsible for its work and every part thereof, and for

all materials, tools, equipment, appliances, and property of all descriptions issued in

connection with this Request for Proposal.

3.9 Response preparation cost and ongoing engagement

6.1 This RFQ is a request for quotation only and not an offer document; answers to it

must not be construed as acceptance of an offer or imply the existence of a contract

between the parties.

6.2 By submission of its proposal, bidders shall be deemed to have satisfied themselves

with and to have accepted all Terms & Conditions of this RFQ.

6.3 The PPECB makes no representation, warranty, assurance, guarantee or

endorsements to bidder concerning the RFQ, whether with regard to its accuracy,

completeness or otherwise and the PPECB shall have no liability towards the bidder

or any other party in connection therewith.

Protection of Personal Information Act No. ; 2. ACKNOWLEDGEMENT AND ACCEPTANCE OF 3.2. DISCOUNT

1.1.4. "Disclosing Party" means either Party THE ORDER 3.2.1. All discounted rates, including early payment,

and/or any third Party to the extent that it 2.1. Acceptance of the order must be acknowledged should be communicated to the PPECB and

discloses any Confidential Information in by the SUPPLIER in writing. reflected as a separate invoiced amount.

terms of this Agreement;

4. TERMS OF PAYMENT recover any loss or damages suffered as a result 7.3. Refuse to take delivery, or, having taken delivery,

4.1. Unless other arrangements have specifically of late delivery by the SUPPLIER, or the to reject the Goods and service and to recover

been agreed upon in writing, the PPECB shall pay cancellation of this order by the PPECB. from the SUPPLIER all direct costs and damages

the SUPPLIER for the Goods and Services within 5.4. Any Goods delivered that do not comply with the sustained by the PPECB arising from the

thirty (30) days of the receipt by the PPECB of a specifications of this order, or out of box failures SUPPLIER’s breach of the conditions; or

correct, undisputed, and properly due statement. shall be returned / collected by the SUPPLIER at 7.4. Purchase Goods and Services of the specified

4.2. The PPECB shall not be liable for any amounts the SUPPLIER’s own cost. quality on the open marker, in which case, the

not explicitly set out in the Purchase Order, or as 5.5. The PPECB reserves the right to amend the excess between the price then paid and the price

agreed by the Parties in writing. delivery date originally specified in this order agreed to in terms of this order shall be payable

provided that the date of delivery shall not be by the SUPPLIER to the PPECB.

4.3. INVOICING advanced without the consent of the SUPPLIER.

4.3.1. Invoices, reflecting the PPECB order number, 5.6. All Goods and/or Services delivered must be 8. CONFIDENTIALITY

shall be submitted to the PPECB by the accompanied by a delivery note and every 8.1. The Parties shall keep confidential and shall not

SUPPLIER within seven (7) days of the date delivery note or invoice delivered shall: disclose to any third Party (other than for the

of delivery of the Goods, if it is not delivered 5.6.1. Be accompanied by a waybill which shall purposes of performing Services under this

with the Goods. reflect the SUPPLIER’s name, PPECB order Agreement) any of the Confidential Information

4.3.2. Each invoice must be a valid tax invoice and number, and an accurate description of the disclosed to either Party during the discussions or

shall contain a sufficient and correct Goods delivered; and negotiations or implementation of this Agreement

description of the Goods and/or Services and 5.6.2. Include the serial number of equipment, or at any time thereafter.

must reflect the correct order number as set where applicable. 8.2. The provisions of 8.1 shall not apply to any

out in the Purchase Order. confidential information which:

6. PACKAGING AND SHIPMENT 8.2.1. is or hereafter becomes part of the public

5. DELIVERY 6.1. All equipment ordered shall be suitably packed or domain (otherwise than as result of a breach

5.1. The SUPPLIER shall immediately notify the otherwise prepared and to meet shipping agent of the provisions of 8.1 above);

PPECB in the event that the SUPPLIER’s timely requirements. 8.2.2. can be shown to have been lawfully in the

performance under this Purchase Order is 6.2. Returnable containers shall be clearly marked as possession of the Receiving Party, or its

delayed or likely to be delayed, in whole or part, returnable and show the name of the SUPPLIER affiliates, prior to its disclosure and is not

and the SUPPLIER shall provide all available and the price chargeable if not returned. subject to any existing Contract between the

information of such delay. Such notice shall not 6.3. If the shipment is not forwarded according to the Parties and/or their affiliates;

constitute a waiver by the PPECB of any of the PPECB’s instructions, the difference in cost will 8.2.3. is acquired by a Party or its affiliates

to notify the PPECB of any delays, or then fails to do not comply with these requirements, the with the provisions of any law or regulation in

deliver as per the new agreed date, then the PPECB shall, at its sole discretion, be entitled to: force at the time.

PPECB reserves the right to cancel the order 7.2. Call upon the SUPPLIER to make good any 8.3. In the event of termination or cancellation of this

entirely or partially, and in which event the defects in workmanship and material within a Agreement, the SUPPLIER shall return all

PPECB shall, at its sole discretion, be entitled to specified period at the cost of the SUPPLIER; or PPECB Confidential Information to PPECB or

destroy such Confidential Information and provide SUPPLIER indemnifies and holds the PPECB, similar protection by reason of the manufacture of

a signed certificate of destruction, at PPECB’s its employees, officials, and board members Goods or materials covered by this order by the

election. harmless against any claim as envisaged in the SUPPLIER, the resale thereof by the PPECB, or

said section 21, notwithstanding the provisions use of said Goods or materials or any part thereof

9. INTELLECTUAL PROPERTY of Section 20. for purpose known to SUPPILER.

9.1. All Intellectual Property Rights belonging to a

Party and/or its licensors prior the Effective Date 11. RISK 14. RESTRICTED DATABASE OF SUPPLIERS

will remain vested in that Party and/or its 11.1. The SUPPLIER shall be liable for all loss and 14.1. The PPECB may terminate this agreement with

licensors. damage to the Goods from whatsoever cause immediate effect if the SUPPLIER is listed on

9.2. Unless agreed by the Parties to the contrary, arising, until the Goods have been delivered to National Treasury’s database of restricted

reduced to writing and signed by both Parties, all and accepted by the PPECB, or its receiving suppliers.

documentation furnished by the PPECB in or in PPECB for collection by the SUPPLIER if 15. DISPUTES

relation to this Agreement are and shall remain at required, at the SUPPLIER’s sole risk and cost. 15.1. If there is any dispute regarding the interpretation

all times vested in the PPECB. Such rejected Goods shall, at the PPECB’s sole of this Agreement, or if there is any other dispute

9.3. All Intellectual Property Rights in and to any discretion, be replaced with new Goods meeting between the Parties arising from or in connection

vested in PPECB and where the SUPPLIER is forthwith its provisions or its termination, the Parties shall

provided access to any PPECB Materials, the 11.2. The PPECB cannot be held liable for any loss, make every effort to resolve amicably such

actions and take all such steps as may be Court or any other Court of competent jurisdiction

reasonably required for the purpose of preserving 12. GUARANTEE in respect of any dispute that may arise out of or

or perfecting such vesting and shall only use 12.1. The SUPPLIER undertakes to deliver Goods and in connection with this Agreement.

PPECB Intellectual Property in accordance with Services that are free from defects. Further to this 15.2. If after thirty (30) days the Parties have failed to

this Agreement. the SUPPLIER guarantees the Goods and resolve their dispute or difference by mutual

9.4. In the event of termination or cancellation of this Services delivered to be as specified in this order consultation, then such matter ("the Dispute")

PPECB Intellectual Property to PPECB. material for a period of not less than twelve (12) the particular field.

9.5. Neither Party’s trademarks nor brands shall be months from the date of delivery. This guarantee 15.3. Within 5 (five) days after the failure to resolve the

used by the other Party for any purpose without shall be over and above any rights and remedies dispute, the Parties shall agree upon such

obtaining prior written consent of the relevant which the PPECB has at law. The SUPPLIER independent expert.

Party and then only in the manner prescribed. shall replace, free of charge, all such Goods and 15.4. Such expert shall act as an expert and not as an

10.1. The SUPLLIER hereby indemnifies the PPECB 13. TRADEMARKS AND PATENTS which evidence, if any, shall be allowed.

against any loss or damage to the property or 13.1. The SUPPLIER shall indemnify the PPECB 15.5. The dispute shall be determined in Cape Town,

person resulting from or in connection with the against any and all liability, damage, costs, claims Republic of South Africa.

work or Goods or materials furnished by the or expenses which may be suffered by the 15.6. This Agreement shall be governed by the laws of

1.1. The SUPPLIER acknowledges that the Parties or acquired the Personal Information; the PPECB in accordance with Data Protection Legislation.

are required to Process each other’s Personal Information 1.6.2. within 3 Business Days of receipt thereof, of any 1.12. The SUPPLIER indemnifies the PPECB and

insofar as is necessary for each Party to comply with its request for access to Personal Information or correction of holds the PPECB harmless from all losses, liabilities,

obligations in terms of this Purchase Order. Personal Information or complaints received by the penalties, fines, damages and claims, and related costs and

1.2. The SUPPLIER shall Process such Personal SUPPLIER and provide the PPECB with full details of such expenses (including legal fees on the scale as between

Information only: request or complaint; and attorney and client, interest and penalties) arising from any

1.2.1. in compliance with Data Protection Legislation, 1.6.3. Promptly of any legally binding request for claim or action brought against the PPECB due to the

the PPECB's instructions and these Terms and Conditions; disclosure of Personal Information or any other notice or SUPPLIER's breach of the provisions of these Terms and

1.2.2. for purposes connected with performing in terms communication which relates to the Processing of the Conditions.

of this Purchase Order or as specifically otherwise Personal Information from any regulatory, supervisory, or 1.13. Notwithstanding any other provision in these

instructed or authorised by the PPECB in writing. governmental body whatsoever. Terms and Conditions, this clause shall survive any

1.3. The SUPPLIER shall treat the Personal 1.7. The SUPPLIER acknowledges and agrees that termination, cancellation, or expiration of the Agreement.

terms of the Agreement, merge it with other data, Conditions.

commercially exploit it or engage in any other practice or 1.9 The SUPPLIER hereby consents to the retention

activity that may in any manner adversely affect the and storage of its Personal Information pursuant to this Designation: __________________________________.

integrity, security or confidentiality of such Personal Agreement on a private/public cloud hosted in Western

directed by the PPECB in writing. as may be provided for by relevant statute(s), PPECB

1.6. The SUPPLIER shall notify the PPECB in writing: retention policy or this Agreement. Signature: ____________________________________.

1.6.1. within 1 Business Day or otherwise as soon as 1.10. The obligations in this clause shall also apply to

reasonably possible if any Personal Information has been and extend to any Personal Information disclosed or

or is reasonably believed to have been accessed or received by the SUPPLIER prior to the signature date of the

acquired by an unauthorised person or if a breach has Agreement. .............................................................................................

occurred with reference to its use of the Personal Business Name

Sbd 6.1

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the specific goals as advised in the tender,

qualifies the company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown

in paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary

proof to the satisfaction of the organ of state that the claims are correct;

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iv) If the specific goals have been claimed or obtained on a fraudulent basis or any

of the conditions of contract have not been fulfilled, the organ of state may, in

addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered

as a result of having to make less favourable arrangements due

to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

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in this RFQ to facilitate the evaluation process. Suppliers shall strictly adhere to the

3.10.3 PPECB may, during and after the evaluation of the Proposals and in its sole and

The following documents are required for the proposal to be considered for evaluation process.

6. SBD6.1 – Preference Point Claim Form;

8. RFQ evaluation process and criteria

All quotations or bids will be evaluated according to the following stages. Should a bidder fail

any of the previous stages, they will be disqualified and not be considered for the next

evaluation stage.

The following preference point systems are applicable to all bids whereby preference points

shall be awarded for Price; and Specific Goals.

the 80/20 Preference Point System for bids with a Rand value of more than

8.1 Stage 1 – compliance evaluation

8.2 Stage 2 – mandatory criteria

disqualified and will not be considered for further evaluation.

No. Mandatory Functional/Technical Evaluation Criterion Comply Comments

Warded for specific goals

Regulations, preference points must be awarded for specific goals stated in the

tender. For the purposes of this tender the tenderer will be allocated points based on

states that, if it is unclear whether the 80/20 or 90/10 preference point system applies,

(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10

preference point system will apply and that the highest acceptable tender will be used to

determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point

the applicable preference point system,

then the organ of state must indicate the points allocated for specific goals for both