Request for quotation: certified data sanitisation and e-waste recycling of ICT assets for mine health and safety council

Closing date and time: 08 July 2026 at 11:00. RFQ validity period: 30 days from closure. No briefing sessions or site visits are mentioned.

Enquiries and submissions: Supply Chain Management – MHSC. Email: [email protected]. Phone: 011 656 1797. Address: Western Woods Office Park, 145 Western Service Road, B7 Maple Place, Woodmead, Gauteng. All enquiries and clarifications must be requested in writing via the designated email.

Submit bids electronically to [email protected] by 08 July 2026 at 11:00. Only submissions via this email will be accepted. Required returnable documents: SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure Form), SBD 6.1 (Preference Claim Form), SBD 3 (Pricing Schedule), proof of CSD registration, and tax verification (SARS TCS PIN or CSD number). All forms must be fully completed, signed, and submitted in their original format (not re-typed). Late submissions will be disqualified. Bids remain binding for 30 days from submission. No modifications to pricing are allowed during this period. No service will be rendered without an official MHSC Purchase Order.

Returnable documents required for SCM compliance: Fully completed and signed SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure Form), SBD 6.1 (Preference Claim Form). Proof of B-BBEE status (certificate or affidavit). Fully completed Pricing Schedule (SBD 3). Proof of registration on the Central Supplier Database (CSD). Tax verification proof (SARS TCS PIN or CSD supplier number). Failure to provide these will render the bid non-responsive.

Evaluation is in four phases: Phase 1 (SCM Compliance): Check completeness of returnable documents. Phase 2 (Mandatory): Must provide valid accreditation for data destruction (e.g., ISO/IEC 27001) and a valid Waste Management Licence for e-waste. Failure disqualifies bid. Phase 3 (Technical/Functionality): Must score at least 70% to progress. Criteria and weights: Relevant Service Experience (20 points) – requires 3 reference letters from past 48 months. Data Sanitisation Methodology & Security (30 points). Environmental Compliance & E-Waste Processing (30 points). Service Delivery & Operational Plan (20 points). Phase 4 (Price and Specific Goals): Price scored out of 80 points using formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific Goals (B-BBEE) scored out of 20 points based on ownership categories.

Scope: Certified data sanitisation and compliant e-waste recycling of ICT assets. Two core components: Component A (Data Sanitisation): Irreversibly remove/destroy data from storage media (HDDs, SSDs, mobile devices, tapes) using verifiable methods (e.g., NIST SP 800-88, DoD 5220.22-M). Physical destruction must render recovery impossible. Maintain secure chain of custody. Deliverables: Chain of Custody Form, Data-Bearing Asset Register, Certificate of Data Sanitisation/Destruction (per batch). Optional: Witnessed destruction. Component B (E-Waste Recycling): Dispose of ICT assets lawfully and environmentally sound, per National Environmental Management: Waste Act. Must hold valid waste management licence, demonstrate zero-landfill policy for hazardous components, and adhere to national standards. Deliverables: Certificate of Recycling/Destruction (per batch), proof of compliance (e.g., waste carrier licences). Contract period: 36 months, ad-hoc basis. Processing timeline: Data sanitisation within 5 working days of collection; recycling within 5 additional working days.

Data Sanitisation: Must employ a verifiable and auditable data destruction method (e.g., NIST SP 800-88, DoD 5220.22-M). Physical destruction (shredding, crushing) must render data recovery impossible. Maintain a secure chain of custody from asset collection to final certification. Operational Plan: Must detail secure logistics (collection, transport, tracking), proposed turnaround times (5 working days for data sanitisation, plus 5 for recycling), customer reporting protocol, and contingency plans. Real-time or daily updates for MHSC are required.

Relevant Experience: Submit signed reference letters on company letterhead from at least three (3) organisations where similar data sanitisation and/or e-waste recycling services were provided in the past 48 months. Letters must include contactable details, scope of work, and value. Points awarded: 5 points for three or more letters, 3 for two letters, 1 for one letter, 0 for none or non-compliant letters.

Complete SBD 3.1 Pricing Schedule with unit prices (R excl VAT) for all line items: Data Sanitisation Services (software-based per device, physical destruction per device/kg, secure collection & transport per batch). E-Waste Recycling Services (recycling per kg/ton, safe disposal of CRTs per unit, secure collection & transport per batch, certificate of recycling per batch). Calculate total excluding VAT, add VAT (15%), and state total inclusive VAT. Prices must be fully inclusive of all costs. Validity: 30 days from RFQ closure.

Pricing must be in South African Rand (R), inclusive of VAT and all costs (delivery, maintenance, overheads). Complete SBD 3 (Pricing Schedule) with unit prices for: Data Sanitisation (software-based per device, physical destruction per device/kg, secure collection/transport), E-Waste Recycling (per kg/ton, CRT disposal, collection/transport, certificates). Total price = sum of line items. Validity period: 30 days from RFQ closure. Payment terms: Within 30 days of invoice receipt after deliverables, per PFMA and Treasury Regulations. Price changes (CPI, PPI) allowed per signed contract. If quote and SBD 3 differ, SBD 3 is considered correct. No hidden costs accepted.

Mandatory: Tax Compliance (SARS TCS PIN or CSD number). CSD registration (proof required). Bidders must submit SBD 1, SBD 4, SBD 6.1, and SBD 3. For consortia/joint ventures, each party must submit separate TCS/CSD documentation. B-BBEE: Preference points (max 20) for specific goals (e.g., black ownership, women/youth ownership). Supported by valid B-BBEE certificate or sworn affidavit. Disqualification risks: Non-compliance with tax/CSD, incomplete/incorrect documents, fraudulent information, or state-employed directors/members. Foreign suppliers: Must answer questionnaire if applicable.

Preference points (maximum 20) are allocated for Specific Goals: Black Ownership (10 points max, scaled from 100% = 10 to 0-19% = 0). Black Women Ownership (5 points max, scaled from 100% = 5 to 0-19% = 0). Youth Ownership (5 points max, scaled from 100% = 5 to 0-19% = 0). Points must be supported by a valid B-BBEE certificate or certified sworn affidavit. The applicable preference point system (80/20 or 90/10) will be determined by the tender value.

Service provider must acknowledge awareness of the OHS Act and its duties as an employer. MHSC adheres to POPIA (Protection of Personal Information Act) for handling personal data. Bidders must ensure compliance with all health and safety regulations during service delivery.

Provider must hold a valid Waste Management Licence or Integrated Environmental Authorisation for e-waste, issued by the Department of Forestry, Fisheries and the Environment or relevant provincial authority. Must demonstrate a zero-landfill policy for hazardous e-waste components and ensure maximum material recovery. Processes must adhere to the National Waste Management Standards and relevant municipal by-laws. Downstream processor partnerships must be licensed.

Contract term: 36 months from Service Level Agreement signing. Services are provided on an ad-hoc, as-needed basis per disposal batch. Bid offer is binding and irrevocable for 30 days from submission. No service may commence without an official MHSC Purchase Order. MHSC reserves the right to cancel the RFQ due to changed circumstances, lack of funds, no compliant bids, material irregularities, or bidder misrepresentation. Contract is subject to the General Conditions of Contract (GCC) 2010 and PFMA. SBD 7 contract form required upon award. Due diligence (site visits, reference checks) may be conducted.

MHSC does not sell bid documents; all are available on the MHSC website and National Treasury eTender Portal. No monetary gratuity will be requested or accepted for bid information or awards. Bidders must not contact MHSC staff other than designated Supply Chain Management officials. Award notifications are published on the MHSC website; no regret letters are issued. An official Purchase Order is required before any service delivery.

Mandatory: Bid submission on official forms (not re-typed). Tax compliance (SARS TCS PIN or CSD number). CSD registration. No bids from persons in the service of the state or entities with state-employed directors/members. Bid validity: 30 days. Late bids disqualified. No discussions during evaluation. Alterations to bid document only as instructed by MHSC.

Technical/Functionality Evaluation: Bidders must score at least 70% to progress. Criteria and weights: Relevant Service Experience (20 points) – requires 3 reference letters from past 48 months. Data Sanitisation Methodology & Security (30 points). Environmental Compliance & E-Waste Processing (30 points). Service Delivery & Operational Plan (20 points). Scoring per criterion: 5 points (excellent/comprehensive), 3 points (adequate/good), 1 point (basic), 0 points (incomplete/non-compliant).