APPOINTMENT OF A SERVICE PROVIDER TO RENDER ARCHIVING, STORAGE AND SECURE DISPOSAL SERVICES FOR THE EASTERN CAPE RURAL DEVELOPMENT AGENCY (ECRDA)

Overview

Appointment of a service provider to render archiving, storage and secure disposal services for the Eastern Cape Rural Development Agency (ECRDA). Bids are invited from experienced archiving/records management providers to supply a five-year off-site storage and destruction service, including retrieval, IT storage, and environmental disposal, in compliance with NARSSA, SANS 10400-T, ISO and POPIA. The storage facility must be located in KuGompo, East London; current storage includes 31,736 files, 3,129 boxes and three vault containers.

Requirements

• Must be registered on the National Treasury Central Supplier Database (CSD).
• Complete and sign SBDs: Authority to sign/Resolution, SBD 1, SBD 3.3 (Pricing Schedule), SBD 4, SBD 6.1 (Preference Points), SBD 7.1 (Contract).
• Submit via email to tenders@ecrda.co.za (max 30MB per email); include the tender reference in the subject; PDFs preferred; one bid per email.
• Prices must be firm, VAT inclusive, valid for 90 days; include all costs (labour, transport, collection, storage).
• Provide proof of Eastern Cape physical address (lease, municipal account, or councillor/traditional leader letter).
• Compliance evidence: NARSSA compliance certificate, fire compliance (SANS 10400-T), ISO certificate, disposal certificates; disposal must be via licensed facilities per NEM: Waste Act; weekly rotation of hard drives; retrieval of originals within 7 hours.
• Contract duration five years; commencement within seven days of PO.
• ECRDA reserves right not to appoint the highest scorer; due diligence possible.

How to Apply

• Closing date 30 October 2026 at 11:00; no compulsory briefing session (SCMU 03 – 2026/27 Tender Document).
• Submissions via email to tenders@ecrda.co.za; max 30MB per email; subject must include reference; no multiple bids per email; PDFs preferred (SCMU 03 – 2026/27 Tender Document).
• Bid documents obtainable from www.ecrda.co.za or via email; include SBD 1, SBD 3.3, SBD 4, SBD 6.1, SBD 7.1; GCC; Annexure II etc. (SCMU 03 – 2026/27 Tender Document).
• Pre-qualification/registrations: CSD registry and tax compliance; standard bidding documents to be submitted.
• No briefing session; refer to the Tender Document for details (SCMU 03 – 2026/27 Tender Document).