APPOINTMENT OF THE SERVICE PROVIDER FOR PHYSICAL DOCUMENT STORAGE FOR A PERIOD OF 36 MONTHSClosed

Overview

Procurement of a service provider for physical document storage, off-site archiving, indexing, retrieval, and destruction for 36 months. Bidders should have records-management, off-site storage capabilities, secure facilities in Gauteng, ability to transfer ~600 boxes/year, and comply with POPIA and National Archives requirements. The contract covers secure storage, retrieval, indexing, and destruction of organisational records with monthly reporting; confidentiality is required.

Requirements

• Proof of evaluation of off-site storage from the National Archives and Records Service of South Africa in the past 3 years.
• Registration on the National Treasury Central Supplier Database (CSD) and tax-compliant status at award.
• Complete and sign: SBD 1, SBD 4, SBD 6.1, SBD 7.2, and GCC (as per RFQ).
• B-BBEE: provide B-BBEE status level verification or sworn affidavit to claim specific goals; full documentation as required to claim points.
• Provide Tax Compliance Status PIN or, if not available, CSD number; each party in a joint venture/subcontract must provide its own.
• Demonstrate capacity: secure, Gauteng-based off-site storage with environmental controls, CCTV, fire protection, disaster recovery, and confidentiality; capable of transferring ~500–600 boxes per year and providing retrieval, delivery, indexing, and destruction with certificates; barcode/tracking system and monthly reports.
• Pricing schedule: fully completed with rates (boxes, lids, transport, storage per month, retrieval, destruction, etc.) and fixed for 36 months.

How to Apply

• Submission deadline: 9 October 2026, 11:00 (RFQ010-2026/2027).
• Submission method: via email to scmquotations@ceta.co.za; no hand delivery. (Download Document 1 for full requirements.)
• Documents to submit: completed pricing schedule; SBD 1, 4, 6.1, 7.2; GCC; CSD proof; TAX PIN or CSD; B-BBEE documentation; reference letters; and other documents per Schedule 1–7 as listed in the RFQ.
• Registrations/pre-qualifications: CSD registration and tax compliance; POPIA/confidentiality undertakings.
• Clarifications or questions: refer to the RFQ document (Download Document 1).
• There is no briefing session indicated in the provided text.
• Documents to obtain: the RFQ is attached as “Download Document 1” for full details and the pricing schedule.