THE PROVISION OF ARCHIVING AND OFFSITE STORAGE FACILITY FOR THE RECORDS OF THE DEPARTMENT OF COOPERATIVE GOVERNANCE FOR A PERIOD OF 36 MONTHS.Closed

Overview

THE PROVISION OF ARCHIVING AND OFFSITE STORAGE FACILITY FOR THE RECORDS OF THE DEPARTMENT OF COOPERATIVE GOVERNANCE FOR A PERIOD OF 36 MONTHS. The contract covers secure offsite storage and records management for DCoG, including indexing, barcoding, packaging, and transport, for 10,000 D1 boxes (with a potential 2,000 additional boxes) in climate-controlled facilities meeting NARSSA standards. Submissions are via the e-tender portal only (no physical bids). See attached documents for details (BID DOCUMENT COGTA T02-2026.pdf; TOR FOR OFFISITE STORAGE.pdf).

Requirements

• Must be registered on the National Treasury Central Suppliers Database (CSD) before bid closing.
• Submit completed SBD1, SBD3.2, SBD4 (plus Annexures A–D) in ink; ensure authority to sign (board resolution or equivalent).
• Provide Tax compliance (SARS PIN) or CSD number; separate TCS for joint ventures/consortia.
• Include NARSSA letter of compliance for offsite storage; evidence of CSD/SARS where applicable.
• Demonstrate experience and provide proposed project team (Annexures A & B); minimum roles: Project Manager, Records Management Specialist, Storage Facility Supervisor.
• Offsite storage facility must be climate-controlled and NARSSA-compliant; capable of handling 10,000 D1 boxes with 36-month pricing (including handling, indexing, transport); ability to add ~2,000 boxes; secure transport and strict access controls.
• Include detailed project plan, pricing (inclusive of VAT) on Schedule C, and regular reporting/monitoring provisions.
• POPIA/commercial confidentiality obligations and security measures are required.

How to Apply

• Submission deadline: 29 September 2026 at 11:00. Briefing: 15 September 2026 at 10:00 (non-compulsory) via MS Teams (link in the bid docs). See (BID DOCUMENT COGTA T02-2026.pdf).
• Submission method: through the e-tender portal on the National Treasury website; no physical, faxed, emailed, or mailed bids.
• Documents to submit: SBD1, SBD4, SBD6.1; CSD report (not older than 30 days); Package 1 must include SBDs and compliance; Package 2 must include pricing (SBD3.2) and Annexure C cost breakdown. See (BID DOCUMENT COGTA T02-2026.pdf) and (TOR FOR OFFISITE STORAGE.pdf) for specifics.
• Pre-qualifications: CSD registration; SARS tax compliance where applicable; proof of authority to sign; separate TCS/CSD for consortium members.
• Where to obtain documents: the attached bid document (BID DOCUMENT COGTA T02-2026.pdf) and the TOR (TOR FOR OFFISITE STORAGE.pdf).