APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE OFFSITE STORAGE/ARCHIVING INCLUDING DOCUMENT MANAGEMENT SERVICES FOR ALL PPSA OFFICES, FOR A PERIOD OF THREE (3) YEARS.Closed

Overview

APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE OFFSITE STORAGE/ARCHIVING INCLUDING DOCUMENT MANAGEMENT SERVICES FOR ALL PPSA OFFICES, FOR A PERIOD OF THREE (3) YEARS. The PPSA seeks a single provider to store/archive PPSA documents offsite, manage indexing, retrieval, and destruction, across all offices (3-year contract). Suitable bidders are those with professional offsite storage, records management, secure indexing/retrieval, destruction in line with the National Archives Act, and compliance with the Protection of Information Act; sub-contracting is not allowed per the bid declaration. (Offsite Storage bid document.pdf)

Requirements

• Central Supplier Database (CSD) registration or provide CSD number and proof; separate CSD for joint ventures/sub-contractors.
• Tax compliance: SARS PIN and/or Tax Compliance Status, with TCS evidence; where applicable, proof for each party.
• Mandatory documents: COIDA registration, Information Regulator Information Officer proof, public liability insurance, National/Provincial Archives compliance letter, and proof of address for each site.
• Facilities and security: offsite storage facility meeting National Archives standards; security/controlled access; NDA; security clearance for responsible representative.
• Project scope specifics: indexing system, 24-hour delivery/return, 30 days prior to end date electronic indexed file, destruction as required, and load of records onto external drives for retrieval.
• Subcontracting: not allowed; if a Joint Venture/consortium, provide JV agreement and CSD for both parties.
• Evaluation (Functionality): company experience (up to 50 points from references), implementation plan (20 points), implementation period (10), disaster recovery/BCP (20). Pricing and specific goals (80/20) finalize at Phase 4. (Offsite Storage bid document.pdf)

How to Apply

• Submission deadline: 06 October 2026 at 11:00; deposit in the PPSA Bid Box. Address: Public Protector South Africa, 175 Lunnon Street, Hillcrest Office Park, Pretoria 0083.
• Submission format: one original and one electronic copy (USB); sealed, with bidder name, proposal description, bid number, closing date/time; signed by authorized representative.
• Documents to submit: SBD 1, SBD 3.3 Pricing Schedule, SBD 4, SBD 6.1, Annexure A, CSD proof, COIDA, Information Regulator proof, and site addresses; JV agreements if applicable.
• Briefing: Non-compulsory briefing on 23 September 2026, 10:00–12:00 via Microsoft Teams (Meeting ID: 382 378 490 293 034; Passcode: CJ92nV9W). Briefing address also noted in documents.
• Contacts and where to obtain: Technical enquiries to Kabelo Lekalakala; PPSA email: kabelol@pprotect.org; Tiyani Thuketane: TiyaniT@pprotect.org; phone 012-366-7157/7252. (Offsite Storage bid document.pdf)