Off-site storage and records management service for pseta records until 31 march 2030

Closing date: 27 October 2026

Closing time: 12:00

No compulsory briefing or site visit mentioned in the document.

SCM / Procurement enquiries:

• Contact: Lungile Mokoena
• Role: Supply Chain Management
• Email: [email protected]
• Telephone: 012 423 5700 / 012 423 5800

Technical enquiries: no separate technical contact listed; same as above.

Submission address (email): [email protected] (CC: [email protected])

Service delivery address: PSETA offices (exact physical address not specified in the document).

Submission method: electronic only via email to [email protected] with CC to [email protected]

Closing: 27 October 2026 at 12:00 – late bids will not be accepted

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): cover page with bidder details and authorised signature
• SBD 4 (Declaration of Interest): discloses any director/shareholder employed by the state or connected to evaluators; false declaration disqualifies the bid
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system; must be supported by documentary proof

Mandatory supporting documents:

• Company profile
• Track record and experience
• Certified copies of directors' identity documents
• Certified copy of B-BBEE certificate or sworn affidavit (EME/QSE)
• Valid SARS Tax Compliance Status (TCS) PIN or proof of exemption
• CIPC registration certificate
• Central Supplier Database (CSD) registration proof
• For disability points: certified doctor's certification with medical practice number and medical report/letter from authorised body

Disqualification risks:

• Any returnable form left unsigned or omitted
• Submission after closing time
• Failure to provide mandatory supporting documents
• Non-compliance with tax or CSD requirements

Evaluation follows a two-phase process:

Phase 1 – Functionality Evaluation (minimum qualifying threshold not stated in the document; bidders must meet unspecified minimum functionality criteria to proceed)

Phase 2 – Preferential Point System (80/20):

• Price: 80 points (lowest acceptable tender used as baseline)
• Specific Goals: 20 points allocated as follows:

• Black-owned company (51–100% black ownership): 8 points

• Women-owned (51–100% women ownership): 4 points

• Youth-owned (51–100% youth ownership): 5 points

• Disability-owned (51–100% disability ownership): 3 points

Total maximum: 100 points

Failure to submit proof for claimed specific goals means those points are not awarded.

The organ of state may require substantiation of any claim at any time.

Scope: Provision of off-site storage service for PSETA records for a period ending 31 March 2030.

Key deliverables:

• Secure off-site archiving facility with fire protection, access control, CCTV, pest control and disaster recovery measures
• Electronic records management system for registration, barcode tracking, indexing and retrieval
• Once-off relocation of approximately 7,000 existing archive boxes from current off-site facility
• Supply and delivery of approximately 13,000 M3 archival boxes (with lids and barcode labels) as required over the contract period
• Packing, labelling, registering and capturing records on the electronic system
• Collection and transportation of approximately 13,000 archive boxes from PSETA offices to the storage facility as required
• Monthly off-site storage, secure records management and inventory control for an estimated 13,000 boxes (final quantity verified at initial inventory reconciliation)
• Retrieval and delivery of archived records to PSETA offices upon request (estimated 8,000 retrievals)
• Secure destruction and disposal per NARSSA requirements, subject to prior written authorisation from PSETA
• Digital archiving and records management system training for 60 PSETA employees
• Monthly inventory and service performance reports

Turnaround times:

• Standard document retrieval: within 24 hours
• Urgent retrieval: within 6 working hours
• Emergency retrieval: within 3 working hours
• Electronic retrieval (where available): within 2 working hours
• Collection of returned records: within 2 working days
• Collection of new archive boxes: within 3 working days

Contract duration: from date of appointment until 31 March 2030.

Reporting: to PSETA Supply Chain Management and Corporate Services Executive (CSE) as required.

Quantities are estimates for pricing and planning; monthly storage payment based on actual boxes stored, verified and approved by PSETA.

Pricing: fixed rates for the contract period; price quoted must be based on the estimated quantities, not the number of years. PSETA may require a breakdown of rates and reserves the right to negotiate deliverables in line with the contract price.

Performance security: successful bidder must furnish performance security within 30 days of contract award notification, amount and form specified in the Special Conditions of Contract (SCC) (not provided in the extracted text). Acceptable forms: bank guarantee/irrevocable letter of credit or cashier's/certified cheque.

Payment terms: supplier submits invoice with delivery note; payment within 30 days of invoice submission. Payment in Rand.

Price adjustments: only if authorised in SCC or through bid validity extension.

No bid security, retention or advance payment requirements stated in the extracted text.

Eligibility:

• Must be registered on the Central Supplier Database (CSD)
• Must have a valid SARS Tax Compliance Status (TCS) PIN or proof of exemption
• No director, shareholder or member may be a person in the service of the state (or close corporation with such members)
• Must submit SBD 1, SBD 4 and SBD 6.1 fully completed and signed

B-bbee:

• B-BBEE status level verification certificate (SANAS accredited) or sworn affidavit (for EMEs/QSEs) required to claim preference points
• Specific-goal points claimed via SBD 6.1 with supporting proof (ownership certificates, medical certification for disability)
• Affidavit must contain required ownership and revenue information; deponent and Commissioner of Oaths must sign on same date; Commissioner must be independent

Other mandatory documents:

• Company profile and track record
• Certified copies of directors' IDs
• CIPC registration certificate
• CSD registration proof
• For disability points: certified doctor's certification with practice number and medical report/letter from authorised body

Local content: not mentioned.

CIDB grading: not applicable (non-construction service).

Evaluation is conducted in two phases. Phase 1: Functionality Evaluation – bidders must meet a minimum functionality threshold (not specified in the document) to proceed. Phase 2: Preferential Point System (80/20) – 80 points for price (lowest acceptable tender baseline) and 20 points for specific goals. Specific goals and points: Black-owned company (51–100% black ownership) 8 points; Women-owned (51–100% women ownership) 4 points; Youth-owned (51–100% youth ownership) 5 points; Disability-owned (51–100% disability ownership) 3 points. Documentary proof must be submitted with the bid for any claimed points; failure to provide proof means points are not awarded. The organ of state may require substantiation of claims at any time.