Offsite backup tape storage and collection services

Closing date: 22 October 2026 at 11:00.

Issue date: 15 October 2026 (reissue).

Contract commencement: 1 November 2026.

Expected delivery: November 2026.

Enquiries and submissions:

• Contact: Ms Katlego Motsepe
• Email: [email protected]
• Telephone: 012 740 8543

Submission address:

Sanas

Libertas Office Park

Cnr Libertas and Highway Streets

Equestria

Pretoria, 0184

Submission method: complete the RFQ form and submit together with all required documents and the quotation.

Submission address: SANAS, Libertas Office Park, Cnr Libertas and Highway Streets, Equestria, Pretoria, 0184.

Closing time: 22 October 2026 at 11:00.

Quote validity: 60 calendar days from the closing date.

Returnable documents (all must be completed, signed and submitted with the quotation):

• SBD 4 (Declaration of Interest): discloses any interest or connection with the state.
• SBD 6.1 (Preference Points Claim): claims preference points under the 80/20 system.
• Valid B-BBEE certificate or sworn affidavit signed by a commissioner of oath.
• Valid tax reference number and PIN, and Central Supplier Database (CSD) report or summary with compliant tax status.
• Annexure A pricing schedule, completed and included for evaluation.
• Supplier details section: supplier name, CSD number, contact person, contact number, tax reference and PIN, email, VAT number (if applicable), physical address.

Disqualification risks:

• Late or incomplete submissions.
• Failure to submit by the closing date and time.
• Any required document missing or unsigned.
• Failure to quote in line with the specification.

Two-stage evaluation.

Stage 1 – Administrative: bidders must submit a completed and signed SBD 4, a completed and signed SBD 6.1, a valid B-BBEE certificate or sworn affidavit signed by a commissioner of oath, and a valid tax PIN with a CSD report/summary showing compliant tax status. Clarification response times apply: 48 working hours for SBD 4 and 7 working days for the tax PIN/CSD report. Bidders who do not respond within the indicated time are deemed non-responsive and will not be evaluated further.

Stage 2 – Price and SANAS specific goals: responsive offers are evaluated on the 80/20 preference point system (Price 80 points, SANAS specific goals 20 points) in accordance with the Preferential Procurement Policy Framework Act (No. 5 of 2000).

Specific goal points (20-point scale, 10-point scale in brackets):

• 100% Black Owned: 6 (4)
• 51%–99% Black Owned: 4 (2)
• 100% Black Women Owned: 6 (3)
• 51%–99% Black Women Owned: 4 (2)
• 5% Youth Owned: 2 (1)
• 2% Owned by Persons with Disabilities: 1 (1)
• Exempt Micro Enterprise (EME): 5 (0)
• Qualifying Small Enterprise (QSE): 3 (1)

Failure to submit supporting documents may result in zero points for that goal.

To claim points, bidders must submit a valid B-BBEE certificate or sworn affidavit signed by a commissioner of oath, together with a fully completed and signed SBD 6.1 indicating the preference points claimed.

SANAS requires offsite storage of backup tapes and collection services.

Service requirements:

• Deliver tapes for the following week each Friday and collect the previous week's tapes on a Monday; this arrangement may change if Friday or Monday is a public holiday.
• Provide sealed and secure container transport, storage and rotation according to the given schedule.
• All SANAS tapes must be secured in a secure box within a temperature-controlled and fireproof vault.
• Store 50 tapes at any one time in the service provider's vault.
• Provide tapes on request.
• Track each tape using barcodes for check-in/check-out of the vault and SANAS.
• Release tapes only to pre-designated and authorised personnel.
• Secure all canisters with tamper-proof seals during transport to and from SANAS.
• Maintain a complete audit trail of tape movement between SANAS and the service provider.

Vault requirements:

• SABS-approved facility with controlled temperature and humidity.
• Fireproof.
• Available for emergency service 24/7, 365 days a year.
• Security and monitoring 24/7.
• High-quality insulated steel boxes for storage media within the vault.

Contract period: 36 months, commencing 1 November 2026.

All consumables such as tags, boxes and books must be included in the quoted price.

The service provider must be a credible document management company with a track record, holding ISO, PRISM and POPI compliance. Evidence of these credentials must be provided.

Annexure A pricing schedule must be completed and submitted with the quotation. All prices must be quoted in South African Rand (ZAR), inclusive of all costs and VAT unless stated otherwise, and all prices quoted must be firm. Table 1 – rotation of 2 days per week (pickup on a Monday and delivery on a Friday), including offsite storage canisters, transport canisters with a capacity of at least 5 tapes (to hold tapes Monday to Friday), seals and a delivery book; pricing required for Year 1, Year 2 (with escalations) and Year 3 (with escalations), plus total pricing including VAT. Table 2 – ad hoc services if and when required: scheduled call, emergency call, weekend call and weekend emergency, each including VAT.

Pricing must be in South African Rand (ZAR), inclusive of all costs and VAT unless stated otherwise. All prices must be firm.

Annexure A pricing schedule must be completed and submitted with the quotation.

Table 1 – Rotation of 2 days per week (pickup Monday, delivery Friday), including:

• Offsite storage canisters
• Transport canisters with capacity of at least 5 tapes (to hold tapes Monday to Friday)
• Seals
• Delivery book

Pricing required for Year 1 (including VAT), Year 2 (including VAT with escalations), Year 3 (including VAT with escalations), and total pricing including VAT.

Table 2 – Ad hoc services if and when required:

• Scheduled call (including VAT)
• Emergency call (including VAT)
• Weekend call (including VAT)
• Weekend emergency (including VAT)

Payment terms: payment within 30 working days after receipt of a valid invoice.

Mandatory technical evidence:

• SABS certificate confirming the facility's temperature and humidity are controlled.
• Certificate or confirmation letter of fireproofing issued by the relevant authority or certified service provider.

Company requirements:

• Credible document management company with a track record.
• ISO certified.
• PRISM certified.
• POPI compliant.
• Evidence of the above must be provided.

Administrative compliance:

• Completed and signed SBD 4.
• Completed and signed SBD 6.1.
• Valid B-BBEE certificate or sworn affidavit signed by a commissioner of oath.
• Valid tax PIN and Central Supplier Database (CSD) report or summary with compliant tax status.

Disqualification grounds:

• Non-compliant tax status at the time of award (7 working days to rectify; if still non-compliant, disqualification).
• Fraudulent, factually untrue or inaccurate information (e.g. non-existent memberships, B-BBEE credentials, experience).
• False declarations on Standard Bidding Documents or misrepresentation of facts.
• Listing on National Treasury's Database of restricted suppliers and defaulters.
• Failure to quote in line with the specification.

SANAS specific goals under the Preferential Procurement Regulations, 2022 and the SANAS Supply Chain Management Policy allocate preference points in support of previously disadvantaged groups: black-owned businesses (as defined in the B-BBEE Act, meaning Africans, Coloureds and Indians who are South African citizens by birth or descent, or who became citizens by naturalisation before 27 April 1994 or on or after that date and would have been entitled to acquire citizenship by naturalisation before that date), black women, black youth, black persons with disabilities, exempt micro enterprises (EMEs) and qualifying small enterprises (QSEs). To claim points, bidders must submit a valid B-BBEE certificate or a sworn affidavit signed by a commissioner of oath, together with a fully completed and signed SBD 6.1 indicating the preference points claimed.

The vault must be a SABS-approved facility with controlled temperature and humidity, be fireproof, be available for emergency service 24/7 365 days a year, have security and monitoring 24/7, and use high-quality insulated steel boxes for storage media.

Payment will be made within 30 working days after receipt of a valid invoice.

This RFQ is subject to the general conditions of the RFQ, National Treasury's General Conditions of Contract (GCC) and, if applicable, any other special conditions of contract imposed by SANAS.

Mandatory technical evidence to be provided: (1) a SABS certificate confirming that the facility's temperature and humidity are controlled; (2) a certificate or confirmation letter of fireproofing issued by the relevant authority or a certified service provider. The service provider must be a credible ISO, PRISM and POPI compliant document management company with a track record, and evidence must be provided. Grounds for disqualification include: non-compliant tax status at the time of award (7 working days to rectify, failing which the bidder is disqualified); submission of fraudulent, factually untrue or inaccurate information (e.g. non-existent memberships, B-BBEE credentials, experience); false declarations on the Standard Bidding Documents or misrepresentation of facts; listing on National Treasury's Database of restricted suppliers and defaulters; and failure to quote in line with the specification.

Two-stage evaluation. Stage 1 (administrative): bidders must submit a completed and signed SBD 4, a completed and signed SBD 6.1, a valid B-BBEE certificate or sworn affidavit signed by a commissioner of oath, and a valid tax pin with a Central Supplier Database report/summary showing compliant tax status. Clarification response times apply: 48 working hours for the completed and signed SBD 4 and 7 working days for the valid tax pin/CSD report with compliant tax status; bidders who do not adhere to the indicated response time will be deemed non-responsive and their submissions will not be evaluated further. Stage 2 (price and SANAS specific goals): all responsive offers are evaluated on the 80/20 preference point system in accordance with the Preferential Procurement Policy Framework Act (No. 5 of 2000) — Price 80 points, SANAS specific goals 20 points. Points on the 20-point scale (10-point scale in brackets): 100% black owned 6 (4); 51%–99% black owned 4 (2); 100% black women owned 6 (3); 51%–99% black women owned 4 (2); 5% youth owned 2 (1); 2% owned by persons with disabilities 1 (1); exempt micro enterprise (EME) 5 (0); qualifying small enterprise (QSE) 3 (1). Failure to submit supporting documents may result in a bidder being allocated zero points.