10-Year offsite storage services for records, documents, and media tapes (lto) – western cape gambling and racing board

Bidding procedure enquiries: Laverne Sawall, 021 480 7400, [email protected]. Technical enquiries: Zoe Siwa, 021 480 7400, [email protected]. Submission address: 24 Fairway Close, Parow, 7500. All written communication must be sent to [email protected].

Submit bids by 15 May 2026 at 11:00 to the bid box at 24 Fairway Close, Parow, 7500. Methods: tender box (front porch), hand-delivery (07:00–15:00, Mon–Fri), or courier. Bids must be sealed, clearly marked with bid number (WCGRB 022627) and description. Late bids will not be accepted. Use official forms: WCBD 1 (Invitation to Bid), WCBD 3.3 (Pricing Schedule), WCBD 4 (Declaration of Interests), WCBD 6.1 (Preference Points Claim), WCBD 7.1 (Contract Form). Submit 3 copies: Envelope A (company docs, mandatory/functional criteria) and Envelope B (pricing schedule). Initial each page. Two-envelope system required. Failure to comply may disqualify your bid.

Evaluation follows a 5-stage process: Administrative Compliance, Mandatory Requirements, Functionality Criteria, Site Inspection/Due Diligence, and Price/B-BBEE. Mandatory requirements: 1) Valid ISO certifications (27001, 9001, 14001, 11799, 45001). 2) Public liability insurance. 3) NARSSA or Western Cape Archives compliance letter. 4) Occupational Health and Safety certificate for the facility. 5) Facility within 40km of WCGRB offices (24 Fairway Close, Parow). 6) Disaster recovery plan. Functionality criteria (100 points, 70-point threshold to proceed): Company profile (30 points), reference letters (30 points), methodology (40 points). Site inspection is pass/fail. Final evaluation: 80 points for price (lowest bid), 20 points for B-BBEE status level. Joint ventures/consortia must submit consolidated B-BBEE scorecards. No counter conditions or late bids accepted.

Scope: Offsite storage services for records, documents, and media tapes (LTO) for 10 years. Paper records: secure archiving, records management system, retrieval (24-hour or 4-hour same-day if requested before 12:00), supply of boxes/barcodes/stationery, collection/transport, disposal per WCGRB retention schedule, scanning services, relocation of ~4,415 boxes from Metrofile. Media tapes: LTO storage, barcode-labelled/catalogued, web-based inventory system, environmental controls (temperature/humidity), fire protection (SANS 10139), 24/7 security, tamper-evident containers, weekly collection/delivery (Mon–Fri, 08:00–16:00), 2-hour emergency retrieval, chain of custody documentation, audit trail, relocation of ~17 boxes from Metrofile. Containers must be secure, foam-lined, dustproof, waterproof, and hold 4 LTO tapes each. Dedicated account manager required.

Pricing must include 15% VAT. Provide detailed cost breakdown for: initial take-on (barcode labels, container registration, handling fees, collection, etc.), Year 1 costs (storage, disposal, scanning, transport, stationery, media storage/collection), and termination costs at end of Year 10. Submit annual escalation rate for Years 2–10. Total cost must cover the 10-year contract period. Include a schedule of rates for additional services. Actual costs will depend on usage. Unforeseen fees require prior written approval from WCGRB.

Mandatory: CSD registration, Tax Compliance Status (TCS) PIN or CSD number, valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs), WCBD 6.1 form for preference points. Foreign bidders must comply with tax obligations or provide proof of arrangements with SARS. Consortia/joint ventures: each party must submit separate TCS certificates and CSD numbers. No bids from state employees or entities with state-employed directors/members. Anti-fraud/corruption: zero tolerance; fronting will result in disqualification and potential 10-year public sector restriction. POPIA compliance required. Sub-contractors remain the bidder’s responsibility.