Off-site storage and document management services for nfvf (5-year contract)

{"closingDate":"26 August 2016","closingTime":"11:00","briefingSession":{"date":null,"time":null,"venue":null,"is_compulsory":false}}

{"name":null,"email":"[email protected]","phone":"011 483 0880","department":null,"address":null}

Bidders must submit their bids via email to [email protected]. The bid must be received by 11:00 on 26 August 2016. Bidders should ensure that their bids are delivered timeously to the correct email address. If the bid is late, it will not be accepted for consideration. All bids must be submitted on the official forms, which must not be re-typed.

Bidders will be evaluated in three stages: Stage 1 - Administrative Compliance, Stage 2 - Functionality Evaluation, and Stage 3 - Price and Specific Goals Evaluation. In Stage 1, bidders will be assessed on their submission of mandatory documents. In Stage 2, bidders will be evaluated on functionality, with a minimum threshold of 70 points. In Stage 3, bidders will be evaluated on price and specific goals, using the 80/20 preference points system.

The service provider must provide off-site storage facilities and render document management services for the National Film and Video Foundation for a period of five years. The scope of work includes off-site storage and document management services such as onsite file management, image processing, data protection, data backup, paper management, document management, and confidential records destruction.

The service provider must provide a project implementation plan, which details how the service will be carried out, including the collection of 1000 boxes from the current facility.

The service provider must have a minimum of 5 years' experience in providing off-site storage and document management services. The service provider must also submit a minimum of five reference letters from their clients.

Bidders must indicate a ceiling price based on the total estimated time for completion of all phases and including all expenses inclusive of all applicable taxes for the project. The pricing schedule must be fully completed and signed.

Bidders must comply with the requirements outlined in the tender document, including the submission of mandatory documents such as SBD 1, SBD 2, SBD 3.3, SBD 4, SBD 6.1, SBD 7.1, SBD 8, and SBD 9. Bidders must also comply with the National Archives Act and the Broad-Based Black Economic Empowerment Act.

The service provider must ensure that the off-site storage facilities comply with Occupational Health and Safety Standards, including fire prevention mechanisms and climate-controlled services.

The contract will be subject to the General Conditions of Contract (GCC) and, if applicable, any other special conditions of contract. The successful bidder will be required to sign a Service Level Agreement with the National Film and Video Foundation.