Terms of reference for prospective service provider to bid for provision of resources for arrangement and description of archival records in Qonce archives for a period of twenty-four (24) months.

Overview

Terms of reference for provision of resources to arrange and describe archival records in Qonce archives, for twenty-four (24) months. The contract covers assessment, sorting, arrangement, description, indexing and preparation of archival records for digitisation readiness, under the Eastern Cape Department of Sport, Recreation, Arts and Culture. Suitable bidders are archival/records management specialists with digitisation-readiness experience.

Requirements

• Fully completed and signed SBD1 attached.
• Fully completed and signed SBD4 attached (declaration of interest; alignment with CSD).
• Fully completed and signed SBD6.1 attached (Preference Points).
• Fully costed proposal for a 24-month period covering scope and deliverables.
• Mandatory briefing attendance (see Bid document: 21 Oct 2026, 10:00 via MS Teams; mandatory).

How to Apply

• Submission deadline: 04 November 2026 at 11:00 (closing time).
• Briefing: Mandatory pre-bid information session on 21 October 2026 at 10:00 (MS Teams link provided in the bid).
• Submission method: Bids in a sealed envelope delivered to the Supply Chain Management Unit at the King Williams Town address (No. 5 Eales Street, Buffalo Road, King Williams Town 5601); bid box hours 8:00–16:30 (Mon–Thu) and 8:00–16:00 (Fri).
• Documents to submit: SBD1, SBD4, SBD6.1 (original inked signatures); Pricing Schedule forms; a fully costed 24-month proposal.
• Additional notes: Ensure disclosures align with CSD; pricing must be inclusive of VAT and firm (no ROE claims). See BID DOC-SCMU14-26 27-0011.pdf for details.