Request for proposals for the appointment of a service provider to provide offsite records storage to the unemployment insurance fund for a period of thirty-six (36) months.

Briefing session

• Date: 12 November 2026 at 11:00
• Format: virtual Microsoft Teams meeting
• Meeting ID: 362162819175472
• Passcode: 4PH65mj3
• Attendance: optional but highly recommended
• Registration: email [email protected] before 11 November 2026 at 10:00 to receive the link.

Clarification queries

• Deadline for questions: 19 November 2026 at 11:00
• UIF response date: 23 November 2026 at 11:00

Closing

• Closing date and time: 27 November 2026 at 11:00
• Bid validity: 120 calendar days from the closing date.

Enquiries

• Email: [email protected]
• Telephone: not stated
• Contact name: not stated

Submission address (tender box)

Unemployment Insurance Fund

ABSA Towers

Ground Floor

230 Lillian Ngoyi Street

Pretoria

0002

Submission method

• Sealed hard-copy proposal delivered to the UIF tender box; no electronic submission channel is provided.
• One original plus two exact copies, each sealed separately and labelled as original or copy.
• Each file cover must show the bidder's company name and details.
• Complete and sign the bid register when placing the bid in the tender box.
• Complete all documents in non-erasable ink, initial every page in the bottom right-hand corner, initial all corrections, and number all pages.
• Compile the proposal in six sections: (1) mandatory documents; (2) SBD 3.1, B-BBEE certificate or affidavit, CIPC certificate and directors' IDs; (3) company profile and JV or subcontracting agreements; (4) financial information; (5) technical mandatory requirements and functionality response (Annexures A and B); (6) all other documents.

Returnable documents

• SBD 1 (Invitation to Bid): completes and signs the offer.
• SBD 3.1 (Pricing Schedule, Annexure D): states one total tender price inclusive of all taxes for the full 36 months.
• SBD 4 (Declaration of Interest, Annexure E): discloses all CSD-registered active companies linked to every director.
• SBD 6.1 (Preference Point Claim, Annexure F): claims specific goal points under Table 1 of the form.
• CSD registration certificate showing the unique vendor number.
• Tax compliance status PIN or MAAA number.
• Original valid B-BBEE certificate or certified copy from a SANAS-accredited verification agency, or a sworn affidavit where applicable.
• Current valid CIPC certificate with copies of IDs of directors holding ownership.
• Copies of IDs of all persons who own, manage and control the company, for vetting.
• Financial information as required for financial analysis.
• Technical mandatory documents listed in Part B.

Disqualification risks

• Late submission; late bids are returned unopened where practical.
• Missing or unsigned SBD 3.1, or an SBD 3.1 without a total bid price.
• Failure to disclose all CSD-registered active companies linked to directors on SBD 4.
• Non-submission of any technical mandatory document.
• Counter conditions or amendments to bid conditions.
• Tax non-compliance at submission or award stage.

Evaluation stages

• Phase 1 — Mandatory and administrative compliance: all documents in Table 4 must be submitted and signed. Only compliant bidders proceed.
• Phase 2 — Technical/functionality: scored out of 100 against the criteria in Annexures A and B. Minimum qualifying score: 70/100. Bidders below 70 are excluded from Phase 3.
• Phase 3 — Price and specific goals (80/20 preference point system): price 80 points, specific goals 20 points.
• Financial analysis: conducted on the recommended bidder after Phase 3.

Price scoring (80 points)

• Formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin the lowest acceptable price.
• The total price on SBD 3.1 is used as the price for scoring.

Specific goals (20 points)

• Black ownership 100%: 10 points.
• Women ownership 51–100%: 5 points.
• Youth ownership 51–100%: 3 points.
• Disability 51–100%: 2 points.
• EME/QSE black-owned 51–100%: 5 points.
• Township and rural development: 5 points.
• EME/QSE women-owned 51–100%: 5 points.
• EME/QSE youth-owned 51–100%: 5 points.
• Military veteran ownership 100%: 5 points.
• Co-operatives: 10 points.
• Maximum total: 20 points. Non-compliant evidence scores zero for that goal.

Enterprise classification

• EME: turnover below R10 million per year.
• QSE: turnover between R10 million and R50 million per year.
• Generic: turnover above R50 million per year.

Scope

• Off-site storage of inactive paper records generated by 20 UIF offices nationwide, including collection, retrieval and delivery.
• Contract period: 36 months.
• Records volumes will fluctuate; monthly packing and manual indexing remain the responsibility of the 20 UIF offices.
• Compliance with POPIA, the National Archives and Records Service Act, and all records management and information security requirements.

Mandatory technical requirements (non-submission disqualifies)

• At least one records storage facility in each of a minimum of five provinces.
• For owned facilities: title deed or municipal rates and taxes statement not older than three months showing the physical address.
• For leased facilities: valid lease agreement strictly for a records management facility. Residential leases or title deeds are not accepted.
• At least five valid compliance inspection letters issued by a National or Provincial Archivist within the last three years, under section 13(1) and 13(2)(a) of the National Archives and Records Service of South Africa Act, 1996.
• Per facility, proof of security measures: surveillance cameras with installation certificate; 24-hour security guards with PSIRA certificate of the security company; alarm system with installation certificate.

Facility compliance certificates

• Occupancy certificate.
• Electrical installation certificate.
• Fire-fighting systems and equipment certificate (mechanical, electrical and water-based).
• Mechanical installations certificate.
• Pest control certificate.
• HVAC certificate.
• Gas suppression system certificate.
• Lift certificate, only where records are stored on an upper floor.
• Glazing certificate.

Operational requirements

• Records management process for tracking and retrieval of documents.
• Retrieval of stored records and delivery to UIF offices.
• Supply of storage boxes and tracking labels for records transferred from the 20 offices.
• Collection and delivery using the bidder's own transport.
• Verification and confirmation of all records and boxes on site before loading.
• Retrieval by the bidder's generated box numbers; the whole box must be delivered unless otherwise indicated.

Turnaround times

• Standard retrieval and delivery to provincial/regional offices and UIF head office: within 48 hours of request.
• Emergency retrieval and delivery: within 12 hours.
• Collection of records and boxes: within 60 hours of request.

Site inspections

• The UIF may inspect facilities before award and during the 36-month contract.

Bidders must declare in their technical response that they will:

• act honestly, fairly and with due skill, care and diligence in the UIF's interests;
• employ effective resources, procedures, technological systems and equipment;
• act with circumspection where interests conflict;
• comply with all statutory and common law requirements;
• disclose relevant material information, including actual or potential interests;
• avoid fraudulent or misleading advertising, canvassing and marketing;
• act transparently and put the UIF's interests first;
• not use or disclose information acquired from the UIF without written consent.

A penalty of 2.5% of the contract value applies for failure to finalise the implementation plan on time.

The proposal must be compiled in six sections:

• Section 1: mandatory documents.
• Section 2: SBD 3.1, B-BBEE certificate or affidavit, CIPC certificate and directors' IDs.
• Section 3: company profile and supplementary agreements (JV, subcontracting).
• Section 4: financial information.
• Section 5: technical mandatory requirements and functionality response (Annexures A and B).
• Section 6: all other documents.

Technical mandatory experience: at least one records storage facility in each of five provinces, and at least five valid archivist compliance inspection letters issued in the last three years.

Facilities must be suitable for records storage and mitigate storage risks. Bidders must provide a records management process for easy tracking and retrieval. The UIF may conduct site inspections, product evaluations or explanatory meetings before or after adjudication to verify the nature and quality of the service. Failure to comply with requirements may lead to withdrawal of the award at any stage before or during the contract.

Pricing is submitted on SBD 3.1 (Annexure D). One total tender price inclusive of VAT and all related costs for the full 36-month period must be entered. Only one SBD 3.1 with one total price is permitted. Non-submission of SBD 3.1, or an SBD 3.1 without a total price, leads to immediate disqualification. The total price is used to calculate the 80 price points. Annual escalation is CPI-related plus legislative taxes.

Pricing

• Submit one SBD 3.1 (Annexure D) with a single total tender price inclusive of VAT and all related costs for the full 36-month period.
• The SBD 3.1 total is the price used for the 80/20 scoring.
• Annual escalation: CPI-related as published by Stats SA, plus legislative taxes.

Financial analysis

• Conducted on the recommended bidder after price and specific goal evaluation.
• Evidence of financial soundness for the last full financial year: audited financial statements signed by the relevant parties, or a letter signed by the CEO/CFO stating the financial position.
• Unincorporated joint ventures: separate audited financial statements for the last full financial year for each member, plus the JV agreement showing percentage ownership.
• Incorporated joint ventures: financial statements in the name of the JV entity.
• The successful bidder may be required to submit audited financial statements during the contract.

Penalties

• Failure to finalise the implementation plan on time: penalty of 2.5% of the contract value.

Bid security

• Not stated.

Registration and tax

• CSD registration with a valid vendor number; the CSD registration certificate is the proof.
• Tax compliance status PIN or MAAA number; tax compliance must be maintained for the full contract term and at award stage.
• Sub-contractors, if used, must also be tax compliant.

B-BBEE and ownership evidence

• Original valid B-BBEE certificate or certified copy from a SANAS-accredited verification agency, or a sworn affidavit where applicable.
• Current valid CIPC certificate with copies of IDs of directors holding ownership.
• Municipal rates and taxes statement not older than three months from the advertisement date showing the physical business address, or a valid lease agreement for rented premises.
• For disability claims: doctor's letter on letterhead stating the applicable International Disability Code 10 (IDC10).
• For military veteran claims: proof of registration on the Department of Military Veterans central database.

Exclusion

• No award to bidders on National Treasury's Register of Tender Defaulters or List of Restricted Suppliers.
• No award to bidders with a conflict of interest, collusive tendering, fronting or fraud.

Vetting

• The successful bidder will be security screened before contract commencement; IDs of owners, managers and controllers must be submitted.

Each storage facility must hold valid compliance certificates for: electrical installation; fire-fighting systems and equipment (mechanical, electrical and water-based); mechanical installations; pest control; HVAC; gas suppression system; lifts where records are on an upper floor; and glazing. Security measures per facility: surveillance cameras with installation certificate, 24-hour security guards with PSIRA certificate, and an alarm system with installation certificate.

Contract period: 36 months.

• The bid specifications form part of the service level agreement; the SLA prevails over the bidder's proposal in case of conflict.
• Annual escalation is CPI-related plus legislative taxes.
• The UIF may cancel the tender if needs cease, funds are unavailable, no acceptable bid is received, or a material irregularity occurs; it may negotiate a market-related price, accept part of a bid, or award to multiple bidders.
• Penalty of 2.5% of contract value for late finalisation of the implementation plan.
• Sub-contracting arrangements may not change during the contract without the UIF's written approval; the bidder remains responsible for sub-contractors.
• Misrepresentation in the bid may lead to termination and a claim against the bidder.
• The bidder indemnifies the UIF against costs arising from breach.
• South African law governs; the bidder submits to South African courts.
• Confidentiality obligations apply to the bid and the UIF's proprietary information; bidders must declare on the cover letter that they had no access to proprietary information.
• Bidders bear all bid preparation costs.

Evaluation is in three phases. Phase 1 checks mandatory documents. Phase 2 scores functionality out of 100 against Annexures A and B; a minimum of 70 points is required to proceed. Phase 3 applies the 80/20 preference point system: price 80 points and specific goals 20 points. Price points use the formula Ps = 80 × (1 − (Pt − Pmin) / Pmin). Specific goals are allocated as per Table 5, with a maximum of 20 points. Financial analysis follows on the recommended bidder.