Appointment of a service provider to render archiving, storage and secure disposal services for the eastern cape rural development agency (ecrda)

Closing: 30 October 2026 at 11:00

Bid issue date: 16 October 2026

Compulsory briefing: none - no briefing session is held for this bid

Bid validity: 90 days from the closing date

Commencement: within 7 days of the purchase order being issued

Contract period: 5 years

No briefing session or site visit is held for this bid.

Administrative enquiries

• Contact: Mr Aviwe Langa (also cited as Mr A Langa)
• Role: administrative and bidding procedure enquiries
• Telephone: 043 703 6300
• Email: [email protected]

Submission

• Method: email
• Submission email: [email protected]

ECRDA address

2nd Floor

Phase 3

3-33 Philip Frame Road

Waverley Office Park

Chiselhurst

East London

Current records storage location

Westbank

KuGompo City (East London)

Submission method

• Email only, to [email protected]. Telephonic, telex and facsimile bids are not accepted.
• Each email must be smaller than 30MB; split large submissions across separate emails.
• Do not submit different bid documents under one email.
• PDF format preferred, compressed where possible.
• The tender reference must appear in the email subject line; a descriptive subject (reference number followed by the bid description) is recommended.
• Send large submissions well in advance; bids received after the closing time are not considered.
• Bid preparation costs are for the bidder's own account.

Returnable documents (complete, sign and submit with the bid)

• Authority to sign / company resolution: confirms the signatory is authorised to bind the bidder.
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule - Professional Services, firm prices): the priced offer, including the commencement period.
• SBD 4 (Bidder's Disclosure): discloses state employment and related interests; a false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim Form): claims the specific-goal points; an incomplete form scores no goal points.
• SBD 7.1 (Contract Form): the agreement signed by ECRDA and the successful bidder.
• General Conditions of Contract: must be submitted in full with the bid.
• Trust, consortium or joint venture agreement, where applicable: signed by all parties and showing the parties, management, percentage participation and banking details.

Disqualification risks

• Any returnable form omitted, incomplete or unsigned renders the bid non-responsive.
• Bids received after the closing time.
• Failure to meet the pre-qualification requirements.
• Bids from persons in the service of the state, or from companies or close corporations with such directors or members.

Authority to sign/Resolution; SBD 1 (Invitation to Bid); SBD 3.3 (Pricing Schedule - firm prices); SBD 4 (Bidder's Disclosure); SBD 6.1 (Preference Points Claim Form); SBD 7.1 (Contract Form); General Conditions of Contract. All must be completed in full and signed where relevant; omission renders the bid non-responsive, and an incomplete SBD 6.1 forfeits the specific-goal points.

Evaluated under the ECRDA Supply Chain Management Policy, the Preferential Procurement Policy Framework Act 2000 and the Preferential Procurement Regulations 2022, in three phases.

Phase 1 - Eligibility / pre-qualification

• Registered on the National Treasury Central Supplier Database at the time of submission.
• Signed and completed Authority to sign/Resolution, SBD 1, SBD 3.3 and SBD 4.
• Bidders failing pre-qualification are not evaluated further.

Phase 2 - Technical evaluation

• Submission of the information required by the terms of reference and the technical section.
• The commencement period (within seven days of the purchase order) must be stated in SBD 3.3.

Phase 3 - Price and specific goals (80/20 preference point system)

• Price: 80 points.
• Specific goals: 20 points - race 6, gender 6, disability 4, youth 4.
• Only bids meeting the technical requirements proceed to this phase.
• No minimum qualifying score is stated.

Other

• ECRDA may negotiate a fair market price with the preferred bidder if the highest-scoring bid exceeds fair market value.
• ECRDA may decline to appoint the highest-scoring bidder or make no appointment, and may conduct due diligence on the information submitted.

Scope

• Off-site archiving, storage, records management and secure disposal of ECRDA records, including collection and removal of boxes from the current facility.
• Contract period: 5 years; service must commence within 7 days of the purchase order.

Facility

• Storage facility must be located within KuGompo (East London area).
• Secure, access-controlled off-site facility; equipment storage must be fireproof, access-controlled and temperature- and humidity-controlled.
• Warehouse must comply with SANS 10400-T.
• Proof of physical address: municipal statement in the service provider's name, a valid lease or rental agreement, or a letter from a councillor or traditional leader.

Volumes

• Current off-site holdings: 31 736 files, 3 129 boxes and three vault containers; volumes are expected to grow.
• Initial intake and setup (once-off): 3 129 boxes and 5 vaults.
• Archiving: about 120 boxes per month (1 440 per year; 7 200 over five years).
• Vault storage: 5 vaults on weekly rotation (260 vaults per year; 1 300 over five years).
• Boxes and lids per year: Southern (Qonce and Gqeberha) 500; Northern (Cradock and Komani) 1 000; Eastern (Mthatha and Kokstad) 1 000; Head Office (KuGompo City) 1 000.
• Retrieval: 50 boxes per month (600 per year; 3 000 over five years).
• Re-filing: 50 boxes per month (600 per year; 3 000 over five years).
• Next-day scheduled delivery to head office: 5 files per month (60 per year; 300 over five years).
• Emergency same-day delivery: 2 files per month (24 per year; 120 over five years).
• Secure shredding and destruction certificate: 5 000 boxes per year (25 000 over five years).
• Permanent withdrawal fee: 5 boxes per year (25 over five years).

Service levels

• Original documents must be retrieved within 7 hours of a request.
• External hard drives used for system backups must be stored off-site and collected weekly on a son-father-grandfather rotation.
• Boxes must be collected as and when required.
• Quarterly performance reports must be submitted; key performance indicators are set at the kick-off meeting.

Disposal

• The service provider disposes of documents when they fall due and issues the original safe disposal certificate.
• Disposal must comply with the National Environmental Management: Waste Act, with proof provided, and only lawfully permitted landfill or recycling facilities may be used.
• No payment is processed without valid proof of disposal or destruction.
• The service provider indemnifies ECRDA against claims arising from non-compliance with environmental law or safety regulations during disposal.

Certification

• Valid fire compliance inspection report or certificate for SANS 10400-T, issued by a registered fire engineer, municipal fire authority or accredited fire inspection body.
• Valid NARSSA compliance certificate or inspection report from the Provincial Archivist.
• Valid certificate for a recognised ISO standard (for example ISO 27001 or ISO 9001).

Box storage and records management, including collection of boxes as required. Storage in a secure, access-controlled off-site facility. Off-site storage of external hard drives used for system backups, collected and rotated weekly on the son-father-grandfather principle. Original documents retrieved within 7 hours of request. The service provider collects and removes all boxes from the current facility at Westbank, KuGompo City (East London) to its own facility. Disposal follows the National Environmental Management: Waste Act, using only lawfully permitted landfill or recycling facilities. Quarterly performance reports are submitted.

ECRDA invites experienced and competent service providers to bid. No minimum years of experience or reference projects are specified.

Warehouse must comply with SANS 10400-T. A NARSSA compliance certificate or inspection report from the Provincial Archivist is required. A valid certificate for a recognised ISO standard (for example ISO 27001 or ISO 9001) must be submitted. Quarterly performance reports are required, with key performance indicators set at the kick-off meeting.

Pricing

• Detailed quotation in line with the pricing schedule, or complete the schedule template in the bid document.
• All prices in South African rand, inclusive of VAT.
• Firm prices only; non-firm prices are not accepted.
• Prices hold for 90 days from the closing date.
• SBD 3.3 requires a ceiling price covering all phases and all expenses including applicable taxes, plus the period required to commence after acceptance of the purchase order.
• The total bid price must cover labour, transportation, collection and storage costs relating to the disposal service.

Quantities to be priced

• Initial intake and setup (once-off): 3 129 boxes and 5 vaults.
• Archiving: 120 boxes per month / 1 440 per year / 7 200 over five years.
• Vault storage: 5 vaults weekly rotation / 260 per year / 1 300 over five years.
• Boxes and lids: Southern (Qonce and Gqeberha) 500 per year / 2 500 over five years; Northern (Cradock and Komani) 1 000 per year / 5 000 over five years; Eastern (Mthatha and Kokstad) 1 000 per year / 5 000 over five years; Head Office (KuGompo City) 1 000 per year / 5 000 over five years.
• Retrieval fee: 50 boxes per month / 600 per year / 3 000 over five years.
• Re-filing fee: 50 boxes per month / 600 per year / 3 000 over five years.
• Next-day scheduled delivery to head office: 5 files per month / 60 per year / 300 over five years.
• Emergency same-day delivery: 2 files per month / 24 per year / 120 over five years.
• Secure shredding and destruction certificate: 5 000 boxes per year / 25 000 over five years.
• Permanent withdrawal fee: 5 boxes per year / 25 over five years.

Other

• Payment is withheld until valid proof of disposal or destruction records is submitted.
• ECRDA may negotiate a fair market price with the preferred bidder.

Pre-qualification

• Registered on the National Treasury Central Supplier Database at the time of bidding; the CSD verifies business registration and directors, bank account holder, state employment status, tax compliance, identity number, and tender default and restriction status.
• SARS Tax Compliance Status PIN, or a printed TCS certificate; consortia, joint ventures and sub-contractors must each provide a separate TCS certificate, PIN or CSD number. Where no TCS PIN is available but the bidder is on the CSD, a CSD number must be provided.
• Signed and completed Authority to sign/Resolution, SBD 1, SBD 3.3 and SBD 4.
• General Conditions of Contract submitted in full.
• Trust, consortium or joint venture agreement formalised before submission and submitted with the bid.
• Proof of authority for the signatory, and the capacity in which the bid is signed.

B-BBEE and preference points

• SBD 6.1 (Preference Points Claim Form) claims the 20 specific-goal points; an incomplete form scores no goal points.
• No minimum B-BBEE level is stated.

Facility and certification

• Physical address in the Eastern Cape, proven by a valid lease agreement, a municipal account not older than 3 months, or a letter from the ward councillor or traditional leader.
• SANS 10400-T fire compliance report or certificate.
• NARSSA compliance certificate or inspection report.
• Valid ISO certificate (for example ISO 27001 or ISO 9001).

Disqualification

• Bids from persons in the service of the state, companies with such directors, or close corporations with such members are not considered.
• Bidders on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• Failure to disclose all CSD-registered active companies linked to directors leads to disqualification.
• Omission or non-completion of the returnable documents renders the bid non-responsive.

Disposal must comply strictly with the National Environmental Management: Waste Act, with proof provided. Only lawfully permitted landfill or recycling facilities may be used. No payment is processed without valid proof of disposal or destruction records.

Contract period: 5 years. Service must commence within 7 days of the purchase order being issued. Award is subject to ECRDA issuing the contract form (SBD 7.1), a letter of award (accepted by the bidder's signature), a service level agreement and a purchase order. ECRDA may decline to appoint the highest-scoring bidder or make no appointment at all, and may conduct due diligence on the information submitted. The service provider indemnifies ECRDA against claims, damages or liabilities arising from non-compliance with environmental law or safety regulations during disposal.

Storage facility must be within KuGompo (East London area), with proof of address. Warehouse must comply with SANS 10400-T and a valid fire compliance report or certificate from a registered fire engineer, municipal fire authority or accredited inspection body must be submitted. A valid NARSSA compliance certificate or inspection report is required. A valid ISO certificate (for example ISO 27001 or ISO 9001) is required. A physical address in the Eastern Cape must be proven by a lease agreement, a municipal account not older than 3 months, or a letter from the ward councillor or traditional leader. A detailed quotation in line with the pricing schedule must be submitted. The service provider indemnifies ECRDA against claims arising from non-compliance with environmental law or safety regulations during disposal.

CSD registration is mandatory. Signed and completed Authority to sign/Resolution, SBD 1, SBD 3.3, SBD 4, SBD 6.1 and SBD 7.1 must be submitted; failure renders the bid non-responsive. The General Conditions of Contract must be submitted in full. Trust, consortium or joint venture agreements must be formalised and submitted with the bid. The signatory's capacity and proof of authority must be provided.

Three-phase evaluation.

• Phase 1: eligibility and pre-qualification - CSD registration and signed, completed Authority to sign/Resolution, SBD 1, SBD 3.3 and SBD 4. Failure disqualifies the bid.
• Phase 2: technical evaluation against the terms of reference and the technical section; the commencement period must be stated in SBD 3.3.
• Phase 3: price and specific goals under the 80/20 preference point system - price 80 points; specific goals 20 points (race 6, gender 6, disability 4, youth 4).
• An incomplete SBD 6.1 forfeits the specific-goal points.