Offsite records storage, collection, retrieval, destruction, scanning and archiving box supply for umngeni-uthukela water

SCM enquiries:

• Name: Lungelo Madlala
• Telephone: 033 341 1209
• Email: [email protected]

Technical enquiries:

• Name: Sibongile Mabaso
• Telephone: 033 341 1113
• Email: [email protected]

Appeals/objections:

• Email: [email protected]
• Address: The Supply Chain Management Office, Attention: Supply Chain Management, PO Box 10512, Centurion, 0046

Tip-Offs Anonymous Hotline:

• Free call: 0800 864 463
• Email: [email protected]
• Sms: 30916
• Fax: 0867 261 681

Submission address: 310 Burger Street, Pietermaritzburg, 3201.

Submission method: physical tender box only. No emailed or faxed bids accepted.

Submission address: uMngeni-uThukela Water Head Office, 310 Burger Street, Pietermaritzburg, 3201.

Closing: 3 December 2026 at 12h00. Late submissions are rejected regardless of reason.

Format: original plus one electronic copy on a USB stick. Structure proposals clearly with numbered pages and a contents list. Proposals must be in English.

No bid documents issued at the briefing; collect and pay for documents before the briefing (collection from 30 October 2026 to 13 November 2026).

Returnable documents (complete, sign, and submit):

• SBD 1: Invitation to Bid with company and contact details.
• SBD 4: Bidder's Disclosure – disclose any state employment or connections to the procuring institution.
• SBD 6.1: Preference Points Claim form for B-BBEE and specific goals.
• Authority to Sign / board resolution: authorises the named signatory to bind the bidder.
• POPI declaration: consent to the collection and processing of personal information for evaluation.
• Letter from the Provincial/National Archives confirming the storage facility has been inspected/audited.
• CSD registration number and Tax Compliance Status (TCS) PIN.
• B-BBEE certificate or sworn affidavit (EME/QSE) to claim preference points.
• CPG declaration: commitment to 35% Contract Participation Goals.
• Health and Safety declaration.
• Record of addenda to tender documents.
• Official briefing session/site inspection certificate.
• Pricing schedule (SBD 3.1) and bill of quantities as provided.

Corrections: initial any alterations in black ink; no erasures or omissions.

Disqualification risks: missing or unsigned returnable forms, late or faxed/emailed submissions, incomplete submissions, incorrect or misleading information, contact with UUW officials outside the named contacts.

Three-stage evaluation:

Stage 1 – Mandatory/Administrative: SBD 4, Provincial/National Archives inspection/audit letter, and POPI declaration must be submitted; non-submission may disqualify.

Stage 2 – Functionality (100 points, minimum qualifying score: 70):

• Tenderer experience in offsite records storage, collection, retrieval, delivery, destruction, scanning, and archiving box supply, valued at R800 000 per annum.
• Scoring: 1 contract = 40 points; 2 contracts = 65; 3 contracts = 80; then +10 for each additional contract up to a maximum of 5 contracts.
• Evidence: signed reference letters.

Only bidders scoring 70+ proceed to Stage 3.

Stage 3 – Price and Preference:

• 80/20 preference point system (value up to R50 million, all taxes included).
• Price: 80 points.
• Preference goals: 20 points – bidder must be located within KwaZulu-Natal, proven by CSD report or CIPC document (RDP goal).
• B-BBEE preference points are claimed via SBD 6.1; failure to submit proof for specific goals means those points are not awarded.

UUW may negotiate with qualifying bidders and reserves the right not to accept the lowest or any offer.

Provision of offsite records storage facility and related services including:

• Collection, retrieval, delivery, and destruction of records.
• Scanning of records.
• Supply of archiving boxes.

Storage facility must be inspected/audited by the Provincial or National Archives (evidenced by a letter).

Contract period: 60 months.

Contract value: subject to 80/20 preference system (estimated above R5 million excluding VAT, as CPG applies).

Pricing: Submit in South African Rand, including VAT where applicable, as per SBD 3.1 pricing schedule.

Payment: Monthly payment certificate submitted by the 25th of each month (or nearest previous working day), including CPG partner's signature agreeing to measurements and rates.

Payment to service provider: by the last day of the following month.

CPG partner must be paid no later than 3 working days after the main service provider receives payment.

Insurance (minimum cover, for period of performance):

• Public Liability: R10,000,000.
• Professional Indemnity: R5,000,000.

Insurances to be confirmed with the Risk Department on award.

Contract price adjustment (annual escalation) applies – details in section 27 of the tender.

CSD registration: required (provide CSD number).

Tax Compliance Status (TCS) PIN: required, unless the bidder is a foreign supplier with no RSA tax liability (as per the foreign supplier questionnaire).

B-BBEE: valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) must be submitted to claim preference points.

POPI declaration: mandatory.

Contract Participation Goal (CPG): mandatory – at least 35% of contract value (excluding VAT, CPA and contingencies), comprising minimum 25% from uMngeni-uThukela Water area of operations enterprises and 10% local participation.

Foreign suppliers: must complete the foreign supplier questionnaire.

No CIDB grading specified (not construction).