APPOINTMENT OF A SUITABLY QUALIFIED SERVICE PROVIDER TO PROVIDE AN OFF-SITE STORAGE FACILITY, BACK SCANNING AND DIGITIZATION OF DEPARTMENTAL RECORDS FOR THE DEPARTMENT OF LAND REFORM AND RURAL DEVELOPMENT (REGIONAL 1: GAUTENG PROVINCE, FREE STATE PROVINCE AND KWA-ZULU NATAL PROVINCE) FOR THE PERIOD OF (03) YEARS.Closed

Overview

APPOINTMENT OF A SUITABLY QUALIFIED SERVICE PROVIDER TO PROVIDE AN OFF-SITE STORAGE FACILITY, BACK SCANNING AND DIGITIZATION OF DEPARTMENTAL RECORDS FOR THE DEPARTMENT OF LAND REFORM AND RURAL DEVELOPMENT (REGIONAL 1: GAUTENG PROVINCE, FREE STATE PROVINCE AND KWA-ZULU NATAL PROVINCE) FOR THE PERIOD OF (03) YEARS. Bidders should have experience in off-site storage, archival handling, and end-to-end digitisation/back-scanning with lifecycle management and regulatory compliance.

(Document details: terms of reference and attached bid forms are in the DLRRD package for 5/2/2/1- DLRRD 0012 (2026/2027).pdf)

Requirements

• Proven ability to provide off-site storage, back scanning, digitisation, and lifecycle records management aligned to archival standards.
• Compliance with applicable archival/records-management legislation and Departmental standards.
• Capability to operate across Regional 1 areas (Gauteng, Free State, Kwa-Zulu Natal) with secure storage and controlled retrieval.
• Mandatory briefing attendance prior to bid closure.
• Compliance prerequisites: register with National Treasury Central Supplier Database (CSD) and include the reference on SBD1; SARS Tax Compliance Status (TCS) or equivalent; where applicable, provide CSD number.
• Complete and submit the official bid forms (GCC, SBD1, SBD4, SBD5) and, if successful, SBD7 contract form; price adjustments not allowed outside SCC unless stated.
• Adherence to NIP/Procurement requirements and bid-disclosure norms; must avoid restrictive practices.

(Note: these conditions and forms are outlined in the attached bid documents (5-2-2-1 DLRRD 0012 (2026/2027).pdf).)

How to Apply

• Submission deadline: 19 October 2026 at 11:00. (see attachment for bid format)

• Submission method: sealed bid in the Bid Box at the Department of Land Reform and Rural Development; 600 Lillian Ngoyi Street, Pretoria 0001. (see attached forms)

• Documents to submit: official bid forms and contracts (GCC), SBD1, SBD4, SBD5; Tax/Tax Clearance (TCS PIN or CSD number); proof of CSD/TCS as applicable; SBD7 to be signed if awarded. (see Annexure in the bid package)

• Registrations/Pre-qualifications: CSD registration with reference numbers on SBD1; SARS Tax Compliance Status (PIN) or CSD number; proof of authority if signing on behalf of the bidder.

• Briefing session: Mandatory briefing on 29 September 2026 at Deeds Registry Office, 85 Nelson Mandela Drive, Bloemfontein, 1st Floor Boardroom, Bloemfontein, 10:00. (see document for venue details; briefing address also noted in the package)

• Where to obtain bid documents: the attached GCC and SBD forms within the tender packet (see filename above). Technical enquiries: Mr Pheko Khatlake; Bids enquiries: Bids Management Unit (contacts in the package).

• Additional notes: See Terms of Reference for detailed scope (off-site storage, back scanning, digitisation, controlled retrieval, and lifecycle management) and expected outcomes (centralised records, reduced physical storage, improved access, and compliance).

Contacts for queries:

• Technical: recordsmanagement@dlrrd.gov.za; 012-312-8796
• Bids: Bids@dlrrd.gov.za; 012-312-8383/8381/9627

(Reference: TOR and SBD forms within 5/2/2/1 DLRRD 0012 (2026/2027).pdf)