Provision of archival arrangement and description services at qonce archives for 24 months

Compulsory pre-bid information meeting: 21 October 2026 at 10:00–11:00 via Microsoft Teams. Join link: https://teams.microsoft.com/meet/340247859991106?p=aRvmeHuZsf3VyJRvXW

Specification enquiries:

• Name: Mr. N. H Mtamzeli
• Telephone: 043 492 1310 / 066 474 2755
• Email: [email protected]

Bid procedures enquiries:

• Name: Ms. T. Mgojo
• Telephone: 043 492 1366
• Email: [email protected]

Submission address:

Supply Chain Management Unit

Department of Sport, Recreation, Arts and Culture

Wilton Mkwayi Building

No.5 Eales Street, Buffalo Road

King Williams Town

Submission method: sealed envelope, clearly marked with the bid number, bid description, and the Department of Sport, Recreation, Arts and Culture's name.

Submission address: Supply Chain Management Unit, Department of Sport, Recreation, Arts and Culture, Wilton Mkwayi Building, No.5 Eales Street, Buffalo Road, King Williams Town.

Bid box hours: 08:00–16:30 Monday to Thursday; 08:00–16:00 Friday.

Closing time: 04 November 2026 at 11:00.

Bids received after the closing time and date will not be accepted.

Bids by telegram, facsimile or similar apparatus will not be accepted.

All forms must be completed and signed in ink; photocopied signatures will be rejected.

Returnable documents:

• SBD 1 (Invitation to Bid): bidder's information and offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to the department; false declarations lead to disqualification.
• SBD 6.1 (Preference Points Claim): claims preference points under the PPPFA.
• Fully costed proposal covering the 24-month scope of work and deliverables.
• For partnerships, close corporations or companies: certificates reflecting names, identity numbers and addresses of partners, members or directors.
• For consortia: a legally binding consortium agreement, nomination of a lead member, and authorisation for the lead member to act for the consortium; otherwise the bid is disqualified.
• Details of the bidder's nearest office to the service location.
• Financial particulars and standing.
• Details of experience in the relevant trade and current contracts.

Preference point system: 80/20 (price 80 points, specific goals 20 points).

Specific goals and points:

• Women: 4 points
• Persons with disabilities: 3 points
• Promotion of Youth: 3 points
• Enterprises located in the Eastern Cape Province: 10 points
• South African citizens who had no franchise in national elections prior to the 1983 or 1993 Constitutions: 0 points
• Promotion of Co-operatives and Non-Profit Organizations: 0 points

Price is scored on the 80/20 formula; the lowest acceptable tender receives maximum price points.

Preference points for specific goals are only awarded if the bidder submits the required proof with the bid; failure to do so means those points are not claimed.

The department may require substantiation of any preference claim before or after adjudication.

Fraudulent claims may lead to disqualification, contract cancellation, recovery of damages, and criminal prosecution.

The department does not bind itself to accept the lowest or any bid and may waive minor requirements.

The department requires a service provider to assess, sort, arrange, classify, index and prepare archival and records collections at the Qonce archives for digitisation, over a 24-month period.

Scope of work:

• Conduct standard assessments of archival collections in the eQonce repository, including format, volume, condition and access status.
• Assess the condition and status of archival groups/collections, providing guidance and monitoring.
• Identify records requiring preservation and conservation intervention.
• Design and implement structured inventory templates tailored to different record types and media, aligned with national archival standards.
• Provide hands-on support to ECSRAC staff in inventory creation, sorting, arrangement and indexing of archival materials.
• Establish clear prioritisation criteria for preservation, access and future digitisation, considering risk, demand and historical value.
• Assist with physical sorting, grouping, labelling and preparation of selected collections for potential digitisation phases.
• Deliver ongoing monitoring, reporting and feedback to ECSRAC management on progress, challenges and mitigation measures.
• Provide advisory support on digitisation workflows, equipment requirements and readiness considerations, aligned with provincial and national strategies.
• Identify and prepare suitable records for scanning and digitisation.
• Remove duplicates and non-record material where applicable.

Objectives:

• Improve accessibility and retrieval of records.
• Ensure compliance with archival legislation and records management standards.
• Improve physical control, arrangement and condition awareness of collections.
• Strengthen internal staff capacity through hands-on support and mentoring.
• Enable informed decision-making for future digitisation projects and equipment procurement.
• Reduce long-term preservation risks and improve access readiness.

Pricing must be submitted on the attached Pricing Schedule form(s).

The bid price must be firm — no escalation or price adjustment claims (no ROE claims).

Pricing must be inclusive of VAT.

Bidders must complete all aspects of the Pricing Schedule to show the basis of their pricing calculation.

Bidders must provide full financial particulars and standing; if not submitted, the bidder is assumed not to be in good standing with its financial institutions.

Mandatory returnable forms:

• SBD 1 (Invitation to Bid): bidder's information and offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to the department; false declarations lead to disqualification.
• SBD 6.1 (Preference Points Claim): claims preference points under the PPPFA.
• Fully costed proposal covering the 24-month scope of work and deliverables.

Tax compliance: bidders must provide a valid Tax Compliance Status (TCS) PIN, obtainable via SARS e-filing, or be registered on the Central Supplier Database (CSD) and provide the CSD number.

Bidders must be registered on the Central Supplier Database (CSD).

Bidders must submit detailed information on their experience in the relevant trade and current contracts; if not submitted, the bidder is deemed to have no experience.

For partnerships, close corporations or companies: certificates reflecting names, identity numbers and addresses of partners, members or directors must be submitted.

Consortium bids must include a legally binding consortium agreement, nominate a lead member, and provide authorisation for the lead member to act for the consortium; otherwise the bid is disqualified.

Bidders must submit details of their nearest office to the service location.

Bidders must submit financial particulars and standing.