Objectives

The primary objective of this tender is to appoint a qualified service provider to deliver comprehensive pest control and treatment services across seven National Health Laboratory Service (NHLS) facilities in the Free State province for a fixed three-year contract period.

Scope of Work

The contractor will perform quarterly spray treatments targeting cockroaches, fleas, flies, ants, wasps, bees, mosquitoes, snakes, and lizards. Services will cover NHLS facilities in Bethlehem, Botshabelo, Kroonstad, Manapo, Pelonomi, Sasolburg, and Welkom. The scope is fully inclusive, covering all labour, travel, materials, consumables, supervision, overheads, and statutory levies. Prices are quoted in South African Rand with Value Added Tax (VAT) listed separately. The contractor must adhere to strict laboratory manufacturing practices, submit Material Safety Data Sheets (MSDS) for all chemicals used, and provide a treatment completion certificate valid for six to twelve months. Quoted rates remain fixed for the entire three-year duration.

Technical Requirements

• Valid Central Supplier Database (CSD) registration with an updated summary report.
• Current South African Revenue Service (SARS) Tax Compliance Status (TCS) PIN or printed certificate.
• Fully completed and signed RFQ documentation, including the General Conditions of Contract, Declaration of Interest (SBD 4), and Preferential Points Claim Form (SBD 6.1).
• Valid Broad-Based Black Economic Empowerment (B-BBEE) verification certificate issued by a SANAS-accredited agency or a compliant sworn affidavit.
• Structural pest control licence approved by the Department of Agriculture or equivalent provincial authority.
• Proof of registration with the South African Pest Control Association board.
• Submission of MSDS documentation for all proposed hazardous chemicals.
• Client references for similar pest control projects completed within the past three years. Technical scoring allocates up to 50% for references and 50% for MSDS compliance, requiring a minimum 80% threshold to advance.

Skills and Experience Requirements

• Proven operational experience in commercial, institutional, or laboratory pest management with demonstrated capacity to handle multi-site logistics across the Free State province.
• Qualified technicians capable of conducting site inspections, applying regulated pesticides safely, and maintaining compliance with occupational health and safety standards.
• Ability to execute scheduled quarterly visits reliably, maintain accurate treatment logs, and issue valid post-service certificates.
• Administrative competence to prepare, compile, and submit statutory documentation, tax compliance records, and B-BBEE proof without delays or errors.

Key Terms and Unusual Requirements

PPPFA 80/20 Preference System: Evaluation follows South Africa’s Preferential Procurement Policy Framework Act, allocating 80 points to price competitiveness and 20 points to specific socio-economic goals (primarily B-BBEE ownership demographics and enterprise size). This is standard public sector procurement practice but significantly impacts final ranking.

Fixed Pricing Clause: Quoted rates remain unchanged for the three-year term, shielding the client from inflation or market volatility. Adjustments are only permitted through formal contract amendments under the General Conditions of Contract.

Treatment Certificate Validity: Post-service documentation must remain legally valid for six to twelve months, ensuring traceability, accountability, and compliance with laboratory hygiene standards.

Two-Stage Filtering Process: Bids undergo strict administrative and mandatory technical screening. Failure to submit required licences, tax pins, B-BBEE proof, or complete forms results in immediate disqualification before price evaluation begins.