Secure indoor storage services for ICT and office equipment (33 m², month-to-month)

• The Mine Health and Safety Council (MHSC) is relocating and requires temporary secure storage for office and ICT equipment.
• The objective is to appoint a service provider to supply a 33 m² secure indoor storage facility.
• The storage will accommodate equipment for approximately 68 personnel.

• Closing date: 16 July 2025.
• Closing time: 11:00 AM.
• No briefing sessions, site visits, or clarification deadlines are mentioned in the document.

• All enquiries and submissions must be directed to Supply Chain Management at MHSC.
• Email: [email protected].
• No phone numbers, physical addresses, or named contacts are provided.

• Submit your bid electronically only to [email protected]. No other submission methods are accepted.
• Ensure your bid arrives by the closing date and time. Late bids will not be considered.
• You must use the official bid forms (SBD forms) provided; do not retype them.
• The following returnable documents must be fully completed, signed, and attached:

• Invitation to Bid (SBD 1).
• Bidders’ Disclosure form (SBD 4).
• Preference Claim Form (SBD 6.1).
• Fully completed Pricing Schedule (SBD 3).

• Provide proof of registration on the Central Supplier Database (CSD). Only CSD-registered suppliers will be considered.
• Provide proof of tax compliance: a Tax Compliance Status (TCS) PIN from SARS or your CSD number.
• Failure to provide any required document or comply with submission rules will render your bid invalid.

Bidder must be a South African resident entity or have a branch/permanent establishment in RSA. Must have 3-5 years experience in storage/warehousing services. Must provide valid insurance certificates for public liability, warehouse cover, and goods in-transit. Must be registered on National Treasury's Central Supplier Database (CSD) with tax matters in order (valid SARS tax compliance PIN). Must not be in service of the state or have directors/members in state service. Must submit all mandatory returnable documents fully completed and signed.

• Scope: Provide secure indoor storage for office and ICT equipment for approximately 68 personnel.
• Facility requirements:

• Minimum 33 m² of secure, indoor, climate-controlled space.
• Must be dust-free, protected from water damage, and have fire detection/suppression.
• Requires 24/7 security presence, CCTV, access control, and incident reporting.
• Must have proper shelving/racking.

• Services include:

• Inventory management with detailed register, asset tagging, and regular reconciliation reports.
• Proof of insurance covering theft, damage, fire, and natural disasters.

• Deliverables:

• Facility ready by 20 July 2026.
• Daily storage and security reports, incident reports, and a final reconciliation report.

• Experience: Bidder must have 3–5 years’ experience in storage services and warehousing.

• The bidder must have a minimum of 3–5 years’ experience in providing storage services and warehousing.
• MHSC reserves the right to conduct site inspections to verify qualifications, experience, and references before award.

• Pricing must be submitted on SBD 3, fully completed.
• Prices must be in ZAR, inclusive of all taxes and costs.
• The pricing schedule is valid for 30 days from the RFQ closing date.
• Payment will be made within 30 days of invoice after deliverables are completed.
• The bid is a binding offer for 30 days; prices cannot be modified during this period.

• All prices must be quoted in South African Rand (ZAR), inclusive of VAT and all costs.
• Complete the Pricing Schedule (SBD 3) in full. It is valid for 30 days from the RFQ closing date.
• Payment terms: Payment within 30 days of receipt of a valid invoice after deliverables are completed.
• The bid constitutes a binding offer valid for 30 days from submission; you cannot modify pricing during this period.
• No services may be rendered before an official MHSC purchase order is issued.

• Mandatory requirements (failure to comply leads to disqualification):

• Valid certificates for Public Liability Insurance.
• Valid certificates for Warehouse Insurance Cover.
• Valid certificates for Goods In-Transit Insurance.

• Tax Compliance: You must be tax compliant and provide either a SARS TCS PIN or your CSD number.
• Central Supplier Database (CSD): Registration on the CSD is mandatory.
• B-BBEE: Submit proof (certificate or sworn affidavit) to claim preference points on SBD 6.1.
• Foreign suppliers: If you are not resident in South Africa and have no branch, permanent establishment, income, or tax liability in RSA, you do not need a SARS PIN but must still register on CSD if bidding.

• The service provider acknowledges awareness of the Occupational Health and Safety (OHS) Act and its duties as an employer.
• MHSC adheres to the Protection of Personal Information Act (POPIA).
• Bidders are warned against scammers posing as MHSC employees.

• The contract will be month-to-month, extendable based on MHSC’s needs.
• The service provider must ensure safe storage, maintain security and confidentiality, and prevent loss or damage.
• The service provider must comply with all applicable safety and legal requirements.
• Mandatory insurance certificates (public liability, warehouse, goods in-transit) must be provided.
• The bidder declares the accuracy of information and acknowledges that fraudulent claims can lead to disqualification, contract cancellation, and legal prosecution.

• The evaluation follows the Preferential Procurement Regulations.
• Price scoring formula: Ps = 80(1 - (Pt - Pmin) / Pmin) for goods/services, or Ps = 80(1 + (Pt - Pmax) / Pmax) for income-generating contracts.
• Specific Goals points (up to 20) are allocated for Black ownership, Black women ownership, and Youth ownership as detailed in SBD 6.1.
• You must indicate how you claim points for each preference point system.