Certified data sanitisation & e-waste recycling services for mine health and safety council (RFQ 2436)

• The Mine Health and Safety Council (MHSC) is a national public entity advising the Minister on mine health and safety.
• This RFQ seeks a service provider for secure data destruction and environmentally compliant e-waste recycling of ICT assets, as per MHSC's ICT Asset Disposal SOP.

• Closing date and time: 16 July 2026 at 11:00am.
• No briefing sessions, site visits, or clarification deadlines are mentioned in the document.

• All enquiries and submissions: Supply Chain Management – MHSC.
• Email: [email protected].
• Telephone: 011 656 1797.
• Address: Western Woods Office Park, 145 Western Service Road, B7 Maple Place, Woodmead, Gauteng.
• Do not contact any other MHSC staff regarding this tender.

• Submit electronically only to [email protected] by 16 July 2026 at 11:00am. No late submissions accepted.
• Use official bid forms (SBD 1, SBD 3, SBD 4, SBD 6.1) – do not retype.
• Returnable documents required: fully completed and signed SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Claim Form), and SBD 3 (Pricing Schedule).
• Provide proof of Central Supplier Database (CSD) registration.
• Provide Tax Compliance Status PIN from SARS or CSD number.
• Disqualification risks: Late submission, incomplete documents, non-compliance with tax/CSD, fraudulent information, or contacting unauthorised MHSC staff.
• MHSC warns against scammers – bid documents are free on MHSC website and National Treasury eTender Portal.

• Submit fully completed and signed SBD 1, SBD 4, SBD 6.1, and SBD 3.
• Provide proof of CSD registration and tax compliance (SARS PIN or CSD number).
• Include reference letters, methodology document, compliance portfolio, and operational plan as per technical criteria.

Must be registered on National Treasury Central Supplier Database (CSD) with tax matters in order (TCS PIN from SARS). Cannot be in service of the state, have directors/members in state service, or be a restricted supplier. Must hold valid ISO/IEC 27001 (or equivalent data destruction certification) and a current Waste Management Licence/Integrated Environmental Authorisation for e-waste issued by DFFE or provincial authority. Must achieve minimum 70% on functionality evaluation (experience, methodology, environmental compliance, operational plan). Foreign suppliers must complete questionnaire and prove RSA tax liability if applicable.

• Scope: Appointment of a service provider for certified data sanitisation and compliant e-waste recycling of ICT assets on an as-needed basis.
• Two core components:

1. Certified Data Sanitisation Service: Irreversibly destroy data from storage media (HDDs, SSDs, mobile devices). Must use verifiable methods (e.g., NIST SP 800-88, DoD 5220.22-M) and maintain secure chain of custody. Deliverables per batch: signed Chain of Custody Form, Data-Bearing Asset Register, Certificate of Data Sanitisation.
2. E-Waste Recycling/Scraping Service: Lawful, environmentally sound disposal post-sanitisation. Provider must hold valid e-waste waste management licence, demonstrate zero-landfill policy, and comply with National Waste Management Standards. Deliverables per batch: Certificate of Recycling.

• Project timeline: Acknowledge collection within 2 working days of PO. Complete data sanitisation and issue certificate within 5 working days of collection. Complete recycling and issue certificate within further 5 working days.
• Contract period: 36 months from SLA signing, services on ad-hoc basis.
• Mandatory certifications: Data sanitisation accreditation (e.g., ISO/IEC 27001) and valid e-waste waste management licence.

• Data sanitisation methodology must cover both software-based wiping and physical destruction, using standards like NIST 800-88.
• Service initiation: Acknowledge collection within 2 working days of Purchase Order.
• Processing timeline: Complete data sanitisation within 5 working days of collection; complete recycling within further 5 working days.
• Provide operational plan detailing secure logistics, tracking, reporting, and contingency plans.

• Provide at least three reference letters from organisations where similar data sanitisation or e-waste recycling services were delivered in the past 48 months.
• Letters must be on company letterhead with contactable details, scope, and value.
• Scoring: 5 points for three or more letters, 3 for two, 1 for one, 0 for none or non-compliant.

• Complete SBD 3 pricing schedule with unit prices for all line items: data sanitisation services (software-based per device, physical destruction per device/kg, collection transport) and e-waste recycling services (general e-waste per kg/ton, CRT disposal per unit, collection transport, certificate).
• Prices must be inclusive of all costs and VAT.
• Price validity: 30 days from RFQ closure.
• Payment within 30 days of invoice after deliverables.

• Prices must be quoted in South African Rand (R), inclusive of all taxes (VAT) and costs.
• Complete pricing schedule (SBD 3) fully with unit prices for:

• Data Sanitisation: Software-based (per device), physical destruction (per device or kg), secure collection & transport (per batch).
• E-Waste Recycling: General e-waste (per kg/ton), safe disposal of CRT monitors (per unit), secure collection & transport (per batch), certificate of recycling (per batch).

• No hidden costs allowed; total price is quantity × unit price.
• Price validity: 30 days from RFQ closing date.
• Payment terms: Within 30 days of invoice after deliverables completed, per PFMA and Treasury Regulations.
• MHSC reserves right to cancel RFQ or negotiate prices if not market-related.

• Tax Compliance: Submit SARS Tax Compliance Status PIN or CSD number. Consortium/joint venture members each submit separate proof.
• Central Supplier Database (CSD): Proof of registration required.
• B-BBEE: Submit valid B-BBEE certificate or certified sworn affidavit to claim specific goals points via SBD 6.1.
• Mandatory Certifications: Provide valid accreditation for data sanitisation (e.g., ISO/IEC 27001) and valid e-waste waste management licence.
• General Compliance: Bidder must not be in service of the state. Must complete SBD 4 (disclosure) and SBD 7 (contract if awarded).
• Disqualification: Failure to provide tax/CSD compliance, incomplete documents, fraudulent information, or unethical conduct.

• Preference points claimed via SBD 6.1, supported by B-BBEE certificate or sworn affidavit.
• Points allocated for Black ownership, Black women ownership, and Youth ownership as per table in SBD 6.1.

• The service provider must acknowledge awareness of the Occupational Health and Safety Act and its duties as an employer.
• MHSC promotes a culture of health and safety in mining, but no specific safety plan is required from the bidder.

• The service must ensure environmentally compliant e-waste recycling per South African waste legislation.
• Provider must hold valid e-waste waste management licence and demonstrate zero-landfill policy for hazardous components.
• Deliverables include Certificate of Recycling with details on weight, processing date, and downstream compliance.

• Contract duration: 36 months from Service Level Agreement signing.
• Services are provided on an ad-hoc, as-needed basis per disposal batch.
• General Conditions of Contract (GCC) revised July 2010 apply; SBD 7 contract form required upon award.
• MHSC reserves right to conduct due diligence (site visits, reference checks).
• Award is via official purchase order; no services without PO.
• Breach of contract may lead to termination, disqualification, or legal action.

• MHSC warns against scammers – bid documents free on MHSC website and National Treasury eTender Portal; no gratuities accepted.
• MHSC adheres to POPIA for personal information protection.

• Foreign suppliers must answer questionnaire on residency, branch, establishment, income, and tax liability in RSA.
• If no presence/liability in RSA, SARS PIN registration not required.
• Mandatory requirements include data sanitisation accreditation and e-waste licence.

• The evaluation uses a four-phase process: SCM compliance, mandatory, technical/functionality, and price/Specific Goals.
• The applicable preference point system (80/20 or 90/10) will be determined after tender receipt based on value.
• Points are awarded for price (max 80) and Specific Goals (max 20) as per Preferential Procurement Regulations 2022.