Appointment of a records management specialist service provider for sasseta (2024–2030)

Compulsory virtual briefing session: 04 June 2026, 12:30–14:00 (Join by 12:44; late arrivals after 12:45 will be disqualified). Clarification deadline: 04 June 2026. Closing date: 15 June 2026 at 11:00.

Technical and SCM Enquiries: Ms. Kholofelo Leshabana, email: [email protected]. Submission email: [email protected].

Proposals must be submitted electronically via email to [email protected]. Key requirements include: 1. Maximum email size is 30MB; 2. Files may be sent via email or WeTransfer (ensure no expiry date is set); 3. Google Drive or external cloud links requiring access requests are prohibited and will be disqualified; 4. Use the specified reference number (RFP/SASSETA/24251114/6) in all correspondence; 5. Return all completed SBD forms (1, 3.3, 4, 6.1) and initialed General Conditions of Contract (Annexure A); 6. Do not use SBD forms from other entities.

The tender follows a multi-phase evaluation: Phase 1 (Compliance/Mandatory): Verification of mandatory documents and registrations. Phase 2 (Functionality): Scored out of 100% with a minimum threshold of 100% required to proceed. Criteria include: 1. Certification, Compliance, and Security (30 points); 2. Operational Excellence and Environmental Responsibility (30 points); 3. Presentation of proposed system (40 points). Phase 3 (Price and Specific Goals): 80/20 preference point system. Specific goals include: 10 points for 100% Black Ownership, 5 points for 30% Black Women Ownership, and 5 points for 30% Black Youth Ownership.

The service provider must manage physical and electronic records until 31 March 2030. Key deliverables: 1. Migration of ~15,000 boxes from current off-site storage; 2. Implementation of an Electronic Records Management System (ERMS) within 60 working days; 3. Hosting of electronic records (Azure integration required); 4. Provision of off-site and on-site storage; 5. 24-hour retrieval and collection turnaround; 6. Staff training; 7. Ongoing support and maintenance.

Bidders must provide an all-inclusive cost on SBD 3.3. Travel and disbursement claims are subject to Department of Transport rates, with specific caps (e.g., R1,400 per night for accommodation) and prior approval requirements.

Mandatory requirements for disqualification: 1. Valid registration certificate with the Information Regulator of South Africa (POPIA compliance); 2. Proof of ownership or valid lease/contingent lease agreement for a document storage warehouse valid until at least 31 March 2030; 3. CSD registration; 4. Submission of all required SBD forms; 5. Signed reference letters for 3 previous relevant assignments; 6. CV of Project Manager with minimum 3 years' experience.

Submit a completed Annexure B (CV template) for the Records Management Team Leader/Project Manager. This is a returnable document and will be used for evaluation. Ensure all sections are filled, including: duties undertaken, employer history, positions held, start and end dates.

Evaluation will assess the years of experience of the Team Leader/Project Manager as demonstrated in the submitted CV (Annexure B). The CV must clearly document all relevant experience, including duties, employer names, positions, and dates.

Scope: Appointment of a reputable, suitable, and experienced records management specialist service provider. Contract duration: From date of appointment to 31 March 2030. Key requirement: The Team Leader/Project Manager must have a documented employment history, including duties, employer names, positions held, and start/end dates.