Certified data sanitisation and e-waste recycling service for ICT assets

The Mine Health and Safety Council (MHSC) seeks a service provider for certified data sanitisation and compliant e-waste recycling of ICT assets. The scope includes two interlinked services: irreversible data destruction (software/physical) and environmentally compliant disposal of ICT assets (post-sanitisation or non-functional). Services are required on an ad-hoc, as-needed basis for disposal batches.

Closing date and time: 08 July 2026 at 11:00. RFQ validity period: 30 days from closure. No briefing sessions or site visits are mentioned.

Enquiries and submissions: Supply Chain Management – MHSC. Email: [email protected]. Phone: 011 656 1797. Address: Western Woods Office Park, 145 Western Service Road, B7 Maple Place, Woodmead, Gauteng.

Submit bids electronically to [email protected] by 08 July 2026 at 11:00. Only submissions via this email will be accepted. Required returnable documents: SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure Form), SBD 6.1 (Preference Claim Form), SBD 3 (Pricing Schedule), proof of CSD registration, and tax verification (SARS TCS PIN or CSD number). All forms must be fully completed, signed, and submitted in their original format (not re-typed). Late submissions will be disqualified. Bids remain binding for 30 days from submission. No modifications to pricing are allowed during this period.

SCM COMPLIANCE REQUIREMENTS (RETURNABLE DOCUMENTS) a) Phase 1: SCM compliance requirements (returnable documents). b) Phase 2: Mandatory Evaluation c) Phase 3: Technical/functionality evaluation d) Phase 4: Price and Specific Goals evaluation. Phase 1: SCM Compliance requirements (Returnable documents) an RFQ based on the completeness and correctness of the documentation and information provided. Invitation to Bid (SBD 1) Fully completed and signed. Bidders’ Disclosure form (SBD 4) Fully completed and signed. SBD 6.1 (Preference Claim Form) Fully completed and signed. Database (CSD) of National Treasury registered with the Central Supplier Database (CSD) will be considered. supplier number NB: MHSC only conducts business with bidders whose tax matters and CSD registration are in order. responsive and disqualified. It is the responsibility of the bidder to ensure they are tax compliant and are registered on CSD at time of submitting their response.

1. Mandatory: Valid accreditation/certification for data destruction (e.g., ISO/IEC 27001). 2. Mandatory: Valid Waste Management Licence for e-waste from DFFE or provincial authority. 3. Must be registered on National Treasury's Central Supplier Database (CSD). 4. Must submit fully completed SBD forms (1, 3, 4, 6.1) with pricing schedule. 5. No state employees or their relatives may bid.

Scope: Certified data sanitisation and compliant e-waste recycling of ICT assets. Two core components: Component A (Data Sanitisation): Irreversibly remove/destroy data from storage media (HDDs, SSDs, mobile devices, tapes) using verifiable methods (e.g., NIST SP 800-88, DoD 5220.22-M). Physical destruction must render recovery impossible. Maintain secure chain of custody. Deliverables: Chain of Custody Form, Data-Bearing Asset Register, Certificate of Data Sanitisation/Destruction (per batch). Optional: Witnessed destruction. Component B (E-Waste Recycling): Dispose of ICT assets lawfully and environmentally sound, per National Environmental Management: Waste Act. Must hold valid waste management licence, demonstrate zero-landfill policy for hazardous components, and adhere to national standards. Deliverables: Certificate of Recycling/Destruction (per batch), proof of compliance (e.g., waste carrier licences). Contract period: 36 months, ad-hoc basis. Processing timeline: Data sanitisation within 5 working days of collection; recycling within 5 additional working days.

Data Sanitisation Methodology: Must employ verifiable, auditable methods (e.g., NIST 800-88, DoD 5220.22-M). Physical destruction (shredding/crushing) must prevent data recovery. Chain of custody required from collection to certification. Operational Plan: Detail secure logistics (collection, transport, tracking), turnaround times (5 days for sanitisation, 5 additional for recycling), customer reporting, and contingency plans. Real-time or daily updates for MHSC required.

Relevant Experience: Minimum 3 reference letters from organisations where similar services (data sanitisation and/or e-waste recycling) were provided in the past 48 months. Letters must include: company letterhead, contactable details, scope of work, and value. Points: 5 (3+ letters), 3 (2 letters), 1 (1 letter), 0 (none/non-compliant). Key Personnel: No explicit qualifications listed, but methodology and operational plan must demonstrate competence.

Pricing Schedule (SBD 3.1): Complete for all line items. Unit prices required for: Data Sanitisation (software per device, physical per device/kg, collection/transport), E-Waste Recycling (per kg/ton, CRT disposal, collection/transport, certificates). Total price = sum of line items × quantities. Include VAT (15%) and all costs. Validity: 30 days from RFQ closure. Payment: Within 30 days of invoice receipt post-deliverables. Price adjustments (CPI/PPI) allowed per contract terms.

Pricing must be in South African Rand (R), inclusive of VAT and all costs (delivery, maintenance, overheads). Complete SBD 3 (Pricing Schedule) with unit prices for: Data Sanitisation (software-based per device, physical destruction per device/kg, secure collection/transport), E-Waste Recycling (per kg/ton, CRT disposal, collection/transport, certificates). Total price = sum of line items. Validity period: 30 days from RFQ closure. Payment terms: Within 30 days of invoice receipt after deliverables, per PFMA and Treasury Regulations. Price changes (CPI, PPI) allowed per signed contract. If quote and SBD 3 differ, SBD 3 is considered correct. No hidden costs accepted.

Mandatory: Tax Compliance (SARS TCS PIN or CSD number). CSD registration (proof required). Bidders must submit SBD 1, SBD 4, SBD 6.1, and SBD 3. For consortia/joint ventures, each party must submit separate TCS/CSD documentation. B-BBEE: Preference points (max 20) for specific goals (e.g., black ownership, women/youth ownership). Supported by valid B-BBEE certificate or sworn affidavit. Disqualification risks: Non-compliance with tax/CSD, incomplete/incorrect documents, fraudulent information, or state-employed directors/members. Foreign suppliers: Must answer questionnaire if applicable.

B-BBEE Requirements: Preference points (max 20) for specific goals. Points allocated for: Black Ownership (10 points max: 100% = 10, 76-99% = 8, 61-75% = 6, 41-60% = 4, 20-40% = 2, 0-19% = 0). Black Women Ownership (5 points max: 100% = 5, 76-99% = 4, 61-75% = 3, 41-60% = 2, 20-40% = 1, 0-19% = 0). Youth Ownership (5 points max: 100% = 5, 76-99% = 4, 61-75% = 3, 41-60% = 2, 20-40% = 1, 0-19% = 0). Points must be supported by valid B-BBEE certificate or sworn affidavit. Preference system: 80/20 or 90/10, determined by tender value.

Service provider must acknowledge awareness of OHS Act duties as an employer. MHSC adheres to POPIA (Protection of Personal Information Act) for handling personal data. Bidders must ensure compliance with all health and safety regulations during service delivery.

Environmental compliance: Provider must hold valid waste management licence for e-waste (per National Environmental Management: Waste Act). Zero-landfill policy required for hazardous components. Processes must adhere to National Waste Management Standards and municipal by-laws. Deliverables: Certificate of Recycling/Destruction per batch, including weight/volume, processing date, proof of compliance, and declaration of no illegal resale/export. Downstream processor partnerships must be licensed.

Contract terms: 36-month appointment from SLA signing date. Services provided ad-hoc per disposal batches. Binding offer period: 30 days from submission. No service rendered without official MHSC Purchase Order. MHSC reserves right to cancel RFQ for: changed circumstances, unavailable funds, no compliant bids, material irregularities, or bidder misrepresentation. Termination possible in first week if provider misrepresents capabilities. Contract subject to General Conditions of Contract (GCC) 2010 and PFMA. SBD 7 contract form required upon award. Due diligence may include site visits or reference checks.

Special Conditions: MHSC does not sell bid documents; all are available on MHSC website and National Treasury eTender Portal. No monetary gratuity will be requested or accepted for bid information or awards. Bidders must not contact MHSC staff other than designated officials (Supply Chain Management). Award notifications published on MHSC website; no regret letters issued. Official Purchase Order required before service delivery.

Mandatory Requirements: Bid submission on official forms (not re-typed). Tax compliance (SARS TCS PIN or CSD number). CSD registration. No bids from state employees or entities with state-employed directors/members. Bid validity: 30 days. Late bids disqualified. No discussions during evaluation. Alterations to bid document only as instructed by MHSC. Disqualification for: incomplete documentation, fraudulent information, non-compliance with mandatory/technical requirements, or misrepresentation.

Technical/Functionality Evaluation: Bidders must score at least 70% to progress. Criteria: Relevant Service Experience (20 points): Requires 3 reference letters from past 48 months (5 points for 3+, 3 for 2, 1 for 1). Data Sanitisation Methodology & Security (30 points): Comprehensive methodology (5), adequate (3), basic (1). Environmental Compliance & E-Waste Processing (30 points): Excellent process (5), good (3), basic (1). Service Delivery & Operational Plan (20 points): Detailed plan (5), adequate (3), basic (1). Price Evaluation: 80/20 or 90/10 system. Formula: Ps = 80(1 - (Pt - Pmin)/Pmin) for 80/20. Preference points (20 max) for B-BBEE goals.