Five-year storage solutions services contract for w&rseta

W&RSETA seeks a nationally based service provider for offsite storage of official records for 48 months (not exceeding 30 September 2030). The provider must ensure secure, efficient, and compliant storage, retrieval, and disposal of physical records across all nine provinces, safeguarding integrity, confidentiality, and availability. Services must align with National Archives Act, PoPIA, PAIA, PFMA, and ISO 15489 standards.

Closing date: 09 July 2026 at 11:00. Contract period: 48 months, not exceeding 30 September 2030.

Submit proposals with all costing inclusive of VAT. Use the pricing table in Annexure A for detailed cost breakdowns. Ensure all required forms are completed and signed: SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), and SBD 6.1 (Preference Claim Certificate). Include proof of Central Supplier Database (CSD) registration and SARS PIN for tax verification. Failure to submit complete documentation may result in disqualification.

Evaluation follows the 80/20 principle. Phase 1: Compliance Evaluation. Stage 1 (Administrative Requirements): Fully completed SBD 1, signed SBD 4, SBD 6.1 with original/certified B-BBEE Status Proof, CSD registration, and SARS PIN. Stage 2 (Mandatory Requirements): National/Provincial Archives Inspection Letter (valid within 3 years) for each storage site; Technical specification document proving OCR document imaging capability. Phase 2: Technical Evaluation (Annexure B). Criteria include: Demonstrated national footprint with active storage sites in at least 8 provinces; Live inventory system accessible to W&RSETA; Reference letters from at least 3 public/private entities for offsite storage services. Bids failing Phase 1 are disqualified.

Scope: Offsite physical records management for 10 W&RSETA regional offices and head office. Service Provider must have a national footprint covering all nine provinces. Services include: Secure transportation with tracked, tamper-proof vehicles, chain-of-custody controls, and confidentiality agreements for staff; Scheduled and ad hoc collections (including same-day urgent pickups); Climate-controlled, access-controlled storage with 24/7 CCTV, waterless fire suppression, pest control, and electronic access; Real-time cloud-based inventory management system compliant with ISO/SANS 15489, NARSSA, PAIA, PoPIA, and cybersecurity standards; Retrieval: Urgent requests fulfilled same day if requested by 12:00, else by 12:00 next business day; Standard requests fulfilled within 24 hours; High-volume digitization with OCR, file indexing, and archival formats (PDF/A, TIFF); Retention scheduling and secure destruction (crosscut shredding, incineration) with written authorization and disposal logs retained for 10 years; Training and ongoing support. All services must align with National Archives Act, PoPIA, PAIA, PFMA, and ISO 15489 standards.

Secure Transportation: Use tracked, tamper-proof vehicles with chain-of-custody controls; Staff handling records must sign confidentiality agreements; Provide scheduled and ad hoc collections (including same-day urgent pickups); Report incidents (delays, tampering, loss) within 2 hours. Storage: Climate-regulated environments with waterless fire suppression, pest control, and 24/7 CCTV; Electronic access control limited to authorized personnel; Annual security and infrastructure audits required. Inventory System: Cloud-based, real-time tracking with searchable metadata; Compliant with ISO/SANS 15489, NARSSA, PAIA, PoPIA, and cybersecurity standards. Retrieval: Urgent requests fulfilled same day if requested by 12:00, else by 12:00 next business day; Standard requests fulfilled within 24 hours; Secure packaging and verified delivery/receipt processes. Digitization: High-volume, OCR-capable, with file indexing and output in PDF/A or TIFF; Secure handling and return of originals. Destruction: Certified methods (crosscut shredding, incineration) with written authorization; Disposal logs retained for 10 years, including items destroyed, method, date, and authorized approver. Training: Onboarding, system manuals, and ongoing technical support as requested.

Provider must submit Archives Inspection Letters (valid within 3 years) for each storage site. Technical specifications must confirm OCR document imaging capability. Annual security and infrastructure audits required to ensure compliance and fitness for purpose. System must comply with ISO/SANS 15489, NARSSA, PAIA, PoPIA, and cybersecurity standards.

Submit all-inclusive pricing (VAT included) in Annexure A. Breakdown must cover: Collection, transportation, storage (climate-controlled, access-controlled), retrieval, digitization (OCR, indexing, archival formats), and destruction. Pricing applies to all 10 W&RSETA offices and head office. Escalation rates may apply for years 2026-2030.

Proposals must include all-inclusive pricing (VAT included). Submit cost breakdowns in Annexure A, covering: Collection, transportation, storage (climate-controlled, access-controlled), retrieval, digitization (OCR, indexing, archival formats), and destruction. Pricing applies to all 10 W&RSETA offices and head office. Escalation rates may apply for subsequent years (2026-2030).

Administrative: Fully completed SBD 1 (Invitation to Bid), signed SBD 4 (Declaration of Interest), SBD 6.1 (Preference Claim Certificate) with original/certified B-BBEE certificate; Proof of Central Supplier Database (CSD) registration; SARS PIN for tax status verification. Mandatory: National/Provincial Archives Inspection Letter (valid within 3 years) for each storage site; Technical specification document proving OCR capability. Compliance: National Archives Act, PoPIA, PAIA, PFMA, ISO 15489, SANS 10400, Occupational Health and Safety Act, Fire Protection Compliance, Municipal By-Laws, security measures (24/7 CCTV, biometric access control, alarms, secure perimeter fencing), and environmental controls (temperature/humidity regulation). W&RSETA reserves the right to conduct on-site inspections and request compliance proof at any time.

Facility must comply with Occupational Health and Safety Act: Safe, hazard-free environment with demarcated access routes, emergency exits, and fire evacuation protocols. Fire Protection Compliance: Certified fire detection/suppression systems and adherence to local fire regulations. Security: 24/7 CCTV, biometric access control, alarms, secure perimeter fencing. Environmental controls: Temperature and humidity regulation for long-term record preservation.

Contract duration: 48 months, not exceeding 30 September 2030. Service Level Agreement (SLA) required, covering: Measurable targets (retrieval times, system uptime, destruction cycles); Penalties for non-performance (financial penalties, service credits, termination); Escalation protocols for repeated breaches. Quarterly SLA compliance reviews and performance reports required. W&RSETA reserves the right to terminate for non-compliance and conduct on-site inspections.

Administrative: Fully completed SBD 1 (Invitation to Bid), signed SBD 4 (Declaration of Interest), SBD 6.1 (with B-BBEE certificate), CSD registration, SARS PIN. Mandatory: Archives Inspection Letter (≤3 years old) for each storage site; Technical specification document proving OCR capability. Compliance: National Archives Act, PoPIA, PAIA, PFMA, ISO 15489, SANS 10400, Occupational Health and Safety Act, Fire Protection Compliance, Municipal By-Laws, security measures, and environmental controls.

Evaluation uses the 80/20 principle. Phase 1: Compliance Evaluation (Administrative and Mandatory Requirements). Phase 2: Technical Evaluation (criteria in Annexure B). Administrative Requirements: SBD 1 (fully completed), SBD 4 (signed), SBD 6.1 (with B-BBEE certificate), CSD registration, SARS PIN. Mandatory Requirements: Archives Inspection Letter (valid within 3 years) for each storage site; OCR capability proof. Technical criteria include national footprint, live inventory system, and compliance with standards.