# 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.

> This tender closed on 2026-10-19.

- **Reference:** 5/2/2/1- DLRRD 0012 2026/2027
- **Issuer:** [Department of Rural Development & Land Reform](https://za.bidwunder.com/tenders/issuer/department-of-rural-development-land-reform.md)
- **Region:** National
- **Type:** Open tender
- **Published:** 2026-09-22
- **Closing date:** 2026-10-19 13:00 SAST
- **Briefing:** 2026-09-29 12:00 SAST (compulsory)
- **Sectors:** [Professional, scientific, technical](https://za.bidwunder.com/tenders/sector/M.md)

## Summary

#### 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)

## Description

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.

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.

Conditions: NB: THERE WILL BE BRIEFING SESSION FOR THIS BID. DATE: 29 SEPTEMBER 2026 VENUE: DEEDS REGISTRY OFFICE, 85 NELSON MANDELA DRIVE, BLOEMFONTEIN, 1ST FLOOR BOARDROOM, BLOEMFONTEIN) TIME:10:00 Briefing Venue: DEEDS REGISTRY OFFICE, 85 NELSON MANDELA DRIVE, BLOEMFONTEIN, 1ST FLOOR BOARDROOM

## Documents

- 5-2-2-1 DLRRD 0012 (2026-2027).pdf..pdf

Documents download with a free BidWunder account.

## Published on

- [eTenders.gov.za](https://www.etenders.gov.za)

More open tenders: https://za.bidwunder.com/tenders.md

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> Source: https://za.bidwunder.com/tenders/appointment-of-a-suitably-qualified-service-provider-to-provide-an-off-site-stor-4afc906e