Provision of off-site physical record management services for samsa (3-Year contract)

For submission and queries: Ivor Mothoane. Email: [email protected] (quote Bid No. SAMSA/116/2025/26 in subject line). Phone: 012 366 2600. Address for submission: South African Maritime Safety Authority, 146 Lunnon Road, Cnr Jan Shoba & Lunnon Road, Hillcrest, 0183. Technical and administrative queries must be in writing; telephonic requests not accepted.

Submit one (1) original and one (1) copy of the bid document. Both must be initialled on each page and signed where required. Separate submission into two sealed envelopes: Envelope 1 (Technical Proposal) and Envelope 2 (Pricing Proposal). Clearly mark each envelope. Include a digital PDF version of the complete bid on a USB/memory stick inside the main bid envelope. Deliver sealed envelopes to: South African Maritime Safety Authority, 146 Lunnon Road, Cnr Jan Shoba & Lunnon Road, Hillcrest, 0183. Deposit in the box at reception. The bid number (SAMSA/116/2025/26) and tender description must be clearly indicated on the cover. Complete the Tender Register at reception upon submission. Closing date and time: 19 June 2026 at 11:00. Late submissions will not be accepted. Facsimile and email submissions are not accepted. If using a courier or driver, ensure they register the bid in the Bid Register; otherwise, it will not be considered. Returnable documents include: fully completed SBD 1 (Invitation to Bid), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Claim Certificate), General Conditions of Contract (GCC), and Pricing Schedule (Part 5) in a separate envelope. Failure to attend the compulsory briefing session on 03 June 2026 results in automatic disqualification.

Evaluation is conducted in phases. Phase 1 (Pre-Evaluation): Verify declarations (SBD 4), check for government official participation, confirm signed forms, and validate tax certificate and CSD submission. Failure to comply may lead to disqualification. Phase 2 (Mandatory Requirements): Bidders must have offsite storage representation in all four SAMSA regions (Gauteng, Western Cape, Eastern Cape, KwaZulu-Natal) with proof of address. Must provide a letter from the National Archives confirming compliance with ISO 15489 and ISO/IEC 27001. Must submit a valid COIDA Letter of Good Standing and proof of comprehensive contents insurance cover of at least R2,000,000. Phase 3 (Functionality/Technical Evaluation): Minimum threshold is 75/100. Criteria include: Company Experience (50 points): Organizational structure, vehicle/fleet requirements, Business Continuity Plan (BCP), and all necessities for service delivery. Project Portfolio (25 points): Evidence of records management experience, volume, scale, and client references. Reference Letters (30 points): Must be on client letterhead, signed, dated, and not older than 5 years. Project Plan/Methodology (20 points): Detailed plan including scope, tasks, timelines, and deliverables. Bidders scoring below 75% are eliminated. Shortlisted bidders proceed to site visits.

Scope: Provision of off-site physical record management services, including electronic and paper-based records management, for three (3) years. Key Deliverables: Digitisation of paper-based records with imaging, indexing, and metadata. Transportation of records from all SAMSA offices to offsite location with insured, GPS-tracked, lockable, and secure vehicles. Secure storage in a facility with 24-hour monitored security, pest control, and environmental controls (ISO 11799, ISO 45001). Development of a methodology for record identification for digitisation and disposal. Regular progress reports on digitisation activities (monthly). An easy-to-use system for searching and retrieving records (electronic and paper-based) via a web service interface. Development of a schedule for record disposal per NARSSA, SAMSA Records Management & Disposal Policy. Business continuity and disaster recovery assurance for transportation and storage. Provision of storage boxes, barcoding of physical records, and vault storage for sensitive documents. Relocation of stored records at contract expiry. Compliance Standards: Must comply with ISO/IEC 27001, ISO 9001, ISO 14001, ISO 11799, ISO 45001, and relevant South African legislation (NARSA, PAIA, POPIA, PFMA, etc.). Timelines: Contract commences within 30 days of signing appointment letter. Initial take-on phases: Eastern Region (KwaZulu-Natal): 120 days from appointment. Western Region (Western Cape): 90 days after Eastern completion. Southern Region (Eastern Cape): 90 days after Western completion. Northern Region (Gauteng): 90 days after Southern completion. Records Volume: Approximately 7,750 boxes across 11 SAMSA offices.

Payment terms are negotiable with the successful bidder before award. SAMSA pays for services rendered in line with the contract; no additional amounts without prior approval. Invoices must comply with VAT Act; payment made into bidder's bank account or by cheque normally within 30 days of receipt of valid invoice. Bidder responsible for Income Tax, VAT, and other applicable taxes. Pricing must be detailed in the Pricing Schedule (Part 5), submitted in a separate envelope. Costs should include initial take-on fees, ongoing rates, digitising fees, box collection and delivery, and monthly storage fees (including liability insurance and security). Bid must remain valid for 120 days after closing date.

Tax Compliance: Submit tax compliance status PIN. No award to non-compliant bidders. Central Supplier Database (CSD): Proof of registration required. B-BBEE: Submit a certified B-BBEE certificate from an accredited verification agency (SANAS, IRBA, or Accounting Officer). Joint ventures/consortiums must submit a consolidated B-BBEE certificate and signed agreement, clearly identifying the Lead Partner with power of attorney. Subcontracting: Only allowed with SAMSA approval after award. POPIA Compliance: Bidder must comply with Protection of Personal Information Act and have physical, technological, administrative, and technical security measures. Fronting: SAMSA may investigate; fronting leads to invalidation and potential restriction from public sector business for up to 10 years. Fraudulent Documents: Submission results in disqualification; includes misrepresentation, collusion, corruption, or offering gifts/benefits to SAMSA employees. Returnable Documents: SBD 1, SBD 4, SBD 6.1, GCC, and Pricing Schedule. All must be fully completed and signed.