3-Year off-site storage & records management contract – umlalazi municipality, kwazulu-natal

Closing

• Date: 26 November 2026
• Time: 12:00
• Venue: Tender Box, SCM Offices, KV Challenor Street (Industrial Area), Eshowe; bids opened in public.

Tender document sale

• Opens: 27 October 2026
• Closes: 24 November 2026
• Collection: weekdays 08:30–14:30, Financial Services Revenue Section, Hutchinson Street, Eshowe
• EFT payment cut-off: 16:00 on the last purchasing day

Other dates

• Advert display date: 22 October 2026
• Bid validity: 90 days from the closing date
• Appeal period against the award: 14 days

Technical enquiries

• Name: Ms Gina Govender
• Telephone: +27 35 473 3300 (ext 3307)
• Email: [email protected]

SCM enquiries

• Name: Sanele Duma
• Telephone: +27 35 473 3300 (ext 3457)
• Email: [email protected]

Supplier database registration

• Telephone: 035 473 3300 (ext 3445)

Submission address

Tender Box, SCM Offices

uMlalazi Municipality

KV Challenor Street (Industrial Area)

Eshowe, 3815

Postal address

P O Box 37

Butcher Street

Eshowe, 3815

Tender document collection

Financial Services Revenue Section

Hutchinson Street

Eshowe

Submission method

• Hand delivery only: a sealed envelope endorsed with the tender number and description, addressed to the Municipal Manager, uMlalazi Municipality, and placed in the Tender Box at the SCM Offices, KV Challenor Street (Industrial Area), Eshowe.
• Bids are opened in public at the closing time.
• Emailed, faxed, telegraphic, computer-edited or altered bids are rejected; late bids are rejected.

Tender document purchase

• Available free on the e-Tenders Portal; purchased copies are collected from the Financial Services Revenue Section, Hutchinson Street, Eshowe, weekdays 08:30–14:30.
• Sale period: 27 October 2026 to 24 November 2026.
• Cost: R1000.00 non-refundable. EFT by 16:00 on the last purchasing day to First National Bank, account 52191090523, branch 220230, using the company name as reference; proof of payment is required.

Returnable documents (compulsory unless marked)

• A: proof of purchase of the tender document, only where bought directly from the municipality.
• B: original valid tax clearance certificate, valid on the closing date.
• C: company/CC/trust/partnership registration plus certified IDs of directors, owners, members and shareholders; JV agreement and power of attorney for joint ventures.
• D: proof of Central Supplier Database registration.
• E: rates and municipal services clearance certificate.
• F: proof of Workmen's Compensation registration.
• G: audited annual financial statements, only where the offer exceeds R10 million.
• H: certified copy of a valid NARSSA compliance certificate.
• I: certified copy of a valid fumigation certificate.
• J: certified copy of a valid Municipal Fire Service compliance certificate.
• K: certified copy of the security company's PSIRA certificate plus the agreement letter.
• L: proof of valid insurance covering the storage premises, contents and vehicles.
• M: certified copy of a fire detection service certificate, excluding CO2 suppression.
• N: Preferential Procurement Points Claim Form (PPPR 2022).
• O: supporting documents for the goal points claimed.
• P: Declaration of Interest.
• Q: Declaration of Bidder's Past Supply Chain Management Practices.
• R: Certificate of Independent Bid Determination.
• S: MBD 5 declaration for procurement above R10 million, only where applicable.
• T: agreement in terms of section 37(2) of the Occupational Health and Safety Act, for contract purposes.
• U: record of addenda to the tender document.
• V: certificate of authority to sign documents.
• W: amendments or qualifications by the tenderer, if any.

Signing

• Every form must be completed and signed; every page with a signing space must be signed.
• Authority to sign on the bidder's behalf must accompany the bid and remains in force until replaced and accepted by the municipality.

Disqualification risks

• Late, emailed, faxed or computer-altered bids.
• Missing or unsigned returnable documents.
• Canvassing any municipal official.
• Fraudulent or collusive practice.

Evaluation stages

1. Eligibility to tender (NARSSA registration).
2. Compliance with completion and signing of the tender document.
3. Compulsory returnable documents.
4. Functionality.
5. Price and preference points under the 80/20 system.

Functionality (80 points)

• Experience of the bidder on projects submitted: 30
• Key personnel: 30
• Proof of plant and equipment: 20

Preference points (20 points, Preferential Procurement Regulations 2022)

• B-BBEE Level 1: 10; Level 2: 6; Level 3 or lower: 2
• Enterprise located in uMlalazi Municipality: 4; in the district municipality: 2; in KwaZulu-Natal: 1
• EME or QSE 100% black-owned: 4; 51% black-owned: 2; 25–50% black-owned: 1
• EME or QSE 100% owned by black youth, women, people with disabilities or military veterans resident in uMlalazi: 2

Other evaluation points

• Bid validity: 90 days.
• The municipality may negotiate a reasonable price with the lowest acceptable bid before the final recommendation.
• The municipality is not bound to accept the lowest or any bid and may accept part of a bid.

Contract period: 36 months.

Scope of service

• Collect, transfer and record municipal records from the current external storage facility to the new facility.
• Provide a fully functional off-site storage facility and records management service from the date of award.
• Supply empty boxes with lids, preferably acid-free, minimum 430 mm × 330 mm × 260 mm.
• Collect records for storage as and when required; data entry; location handling; retrieval, delivery, collection and return of records; scan-to-email retrieval; destruction handling with destruction certificates; disposal reporting; digitisation of records.
• Dispose of records only with prior municipal approval.
• Report regularly on all files due for disposal under the National Archives Act.

Volumes and service levels

• Take over and store existing records from the outgoing provider: approximately 3000 boxes, with the quantity changing monthly.
• Collection of boxes from municipal buildings and delivery to the storage facility: within 24 hours of request.
• Movement of records from storage to municipal departments or sites: within 24 hours of request.
• Retrieval to the municipal records department: within 8 office hours; emergency retrieval within 1 to 4 hours.
• Response to requests: 48 hours.
• Delivery of goods: 5 days from receipt of order.
• Indexing and cataloguing of records to enable access and retrieval.
• Monthly status report to the Records/Archives Officer; quarterly monitoring report advising on risks to archive integrity.

Storage facility requirements

• Located close to arterial roads; stand-alone building in a non-flood-prone area.
• Protection from fire, direct sunlight, dust, theft, water, pests, extreme temperature and humidity.
• Paper records: humidity 45–50%, temperature 18–20 °C. Electronic records: humidity 30–40%, temperature 8–12 °C.
• Non-flammable walls, floors and roof (brick and cement); burglar-proofed doors and windows; electrical installation designed to prevent fire.
• Non-flammable racking and shelving; coated metal shelving raised off the floor.
• Reliable telephone and computer network.
• Fumigation at least annually.
• Capable of storing various media types, including a secure climate-controlled data vault that is fireproof and dust-free with an independent intrusion alarm.
• Vehicles transporting digital media must be temperature controlled and tracked at all times.
• All containers, packets and boxes uniquely barcoded.

Disaster prevention and security

• Fire detection throughout, connected to a central monitoring panel; automatic fire suppression; portable extinguishers; facility staff trained in their use.
• CO2 extinguishers only; Halon or CO2 gas cylinders in the data vault.
• Data vault with SABS-approved door, ceiling, concrete walls and floor.
• 24-hour monitored security, CCTV, controlled access, and functional loading and offloading equipment tested regularly.
• Records in transit secured and enclosed against rain and wind; transport vehicles fitted with a CO2 extinguisher.

Staff, reporting and sites

• CVs of key personnel showing their role, skills and experience must be submitted.
• The proposal must detail the warehouse, storage equipment, stationery, fire prevention and detection systems, security and transport vehicles.
• Performance measured monthly and quarterly; progress reports may be required in support of invoices.
• Project sites: uMlalazi municipal offices at Eshowe, Gingindlovu and Mthunzini.
• Employees must sign confidentiality agreements and be vetted; ongoing awareness training on record protection.
• Compliance with the municipality's records management policy and NARSSA requirements.

Eligibility

• The bidder must be registered with the National Archives and Records Service of South Africa (NARSSA).

Functionality scoring

• Experience of the bidder on projects submitted: 30 points
• Key personnel: 30 points
• Proof of plant and equipment: 20 points

Submission requirements

• CVs of key personnel proposed for the contract, showing their role, skills, experience and expertise.
• The proposal must detail the storage warehouse, storage equipment, stationery, fire prevention and detection systems, security arrangements and vehicles used to transport records.
• Minimum resources: a project leader and a vehicle.

Contract conditions

• Key personnel presented for evaluation must remain unchanged for the contract duration; no substitution without the municipality's written approval.
• Qualified and experienced personnel must perform the work; proven use of unqualified personnel may result in termination.

Performance monitoring

• Performance is measured monthly and quarterly against set indicators and specifications.
• Progress and performance reports must be submitted, including in support of invoices where required.
• The municipality may add performance measures during contract administration.

Service levels

• Response to requests: 48 hours.
• Delivery of goods: 5 days from receipt of order.
• Collection and delivery of records: within 24 hours of request.
• Retrieval: within 8 office hours; emergency retrieval within 1 to 4 hours.

Inspections and testing

• The provider's premises are open to inspection at all reasonable hours, as and when required.
• Inspection covers quality of materials, quality control tests, workmanship and compliance with specification, and project milestones.
• The provider must invite a municipal official to inspect and certify work before leaving site or during progress.
• Pre-bidding testing is for the bidder's account.

Personnel quality

• Only qualified and experienced personnel may perform the work; proven use of unqualified personnel may lead to termination of the contract.
• Unqualified personnel may only assist qualified personnel.
• All quality presented during bidding must be maintained for the contract duration.

Rates required (carried to the Form of Offer)

• Once-off collection and recording of municipal records from the current external storage facility: lump sum
• Monthly storage rental of records: per month
• Collection of municipal records for storage as and when required: per trip
• Data entry as and when required: per box
• Location handling of records as and when required: per box
• Retrieval — handling, delivery, collection and return: per box
• Retrieval — handling, scan to email and return: per box
• Destruction handling and destruction certificate: per box
• Disposal report as and when required: per box
• Supply and delivery of empty boxes with lids: per box
• Digitisation of records as and when required: per page

Totals

• Total cost excluding VAT, VAT at 15%, and total cost including VAT, carried to the Form of Offer.
• Monthly rental is fixed with annual escalation equal to CPIX, capped at 10%.
• Re-measurement contract: quantities are estimates and actual work is measured for payment.

Pricing

• Pricing schedule rates: once-off collection and recording (lump sum); monthly storage rental (per month); collection per trip; data entry, location handling, retrieval/delivery/collection/return, scan-to-email retrieval, destruction handling and certificate, disposal report and empty boxes (per box); digitisation (per page).
• Totals are carried to the Form of Offer, exclusive of VAT, plus 15% VAT.
• Monthly rental is fixed with an annual escalation equal to CPIX, capped at 10%.
• Re-measurement contract: scheduled quantities are estimates only; actual work is measured for payment.
• Prices must be unconditional; any attempt to raise tendered prices renders the bid invalid.

Security and insurance

• Performance security: 10% of the contract value, furnished within 30 days of notification of award.
• Goods and services must be fully insured against loss or damage during manufacture, acquisition, transport, storage and delivery.

Payment

• Valid tax invoice submitted on the last day of each month; payment within 30 days of the invoice date.
• Invoices must be accompanied by signed monthly reports, travel log books, job cards or municipal time sheets.
• No payment for work outside the contract or approved price; variations require written approval.
• No part payments; invoices are accepted only after complete delivery of an order.
• Disputed invoices are withheld in full until the dispute is resolved.
• No work may be performed without an official purchase order or written instruction.

Eligibility

• Registered with the National Archives and Records Service of South Africa (NARSSA).
• Registered on the Central Supplier Database (CSD).
• Registration on the municipal supplier database is preferred at bid stage and mandatory for the successful bidder on award.

Compulsory certificates and registrations

• Original valid tax clearance certificate, valid on the closing date.
• Rates and municipal services clearance certificate.
• Workmen's Compensation registration.
• Certified copy of a valid NARSSA compliance certificate.
• Certified copy of a valid fumigation certificate.
• Certified copy of a valid Municipal Fire Service compliance certificate.
• PSIRA certificate of the security company plus the agreement letter.
• Certified copy of a fire detection service certificate, excluding CO2 suppression.
• Insurance cover for the storage premises, contents and vehicles.
• Company registration documents and certified IDs of all directors, owners and members; JV agreement and power of attorney where applicable.
• Audited annual financial statements and MBD 5 declaration only where the offer exceeds R10 million.

B-BBEE and preference

• Preference points are claimed on the PPPR 2022 Preferential Procurement Points Claim Form, supported by proof of the goals claimed: B-BBEE level, locality of the enterprise, and EME/QSE black ownership.

Grounds for rejection

• Municipal rates or service charges in arrears for more than 3 months.
• Unsatisfactory performance on a previous contract in the last 5 years after written notice.
• Canvassing, fraudulent or collusive practice.
• Late, emailed, faxed or computer-altered bids.

• The provider must comply with all health and safety requirements under the Occupational Health and Safety Act.
• An agreement in terms of section 37(2) of the Occupational Health and Safety Act must be concluded for contract purposes.
• The storage facility must have fire detection connected to a central monitoring panel, automatic fire suppression, and portable extinguishers.
• Facility staff must be trained in the use of portable extinguishers.
• Only CO2 extinguishers may be used; the data vault must have Halon or CO2 gas fire prevention cylinders.
• Transport vehicles carrying records must be fitted with a CO2 extinguisher.
• Electrical installations must be designed to prevent faults causing fire, and building materials, racking and shelving must be non-flammable.

Duration and agreement

• Contract period: 36 months.
• A service level agreement or contract is signed with the municipality and incorporates the terms of the bid document.
• The contract provides for termination for default, settlement and dispute resolution.

Performance security

• 10% of the contract value, furnished within 30 days of notification of award; payable to the municipality as compensation for failure to meet obligations.

Obligations during the contract

• Key personnel presented at bid stage may not be substituted without the municipality's written approval.
• Quality presented during bidding must be maintained and forms part of the service level agreement.
• The provider may not assign its obligations or subcontract without prior written consent, and must notify the municipality in writing of any subcontract.
• Contract administration meetings are held at the provider's cost, attended by senior delegates with delegated authority.
• Secretarial services for meetings, agendas and minutes are the provider's responsibility.
• The provider indemnifies the municipality against third-party patent, trademark or industrial design claims.
• Contract information may not be disclosed or used for any purpose other than performing the contract; the municipality may inspect and audit the provider's records.
• The provider must remain in good standing with SARS, the CSD and COID for the duration of the contract.
• The provider must give immediate notice of any circumstance preventing performance.

Price

• Upward variation of tendered prices is not accepted and any attempt to invoke an increase invalidates the bid.
• Withdrawal of an offer after written acceptance makes the bidder liable for re-advertising costs.

Appeals

• A 14-day appeal period applies to the award decision under section 62 of the Municipal Systems Act.

Functionality (80 points)

• Experience of the bidder on projects submitted: 30
• Key personnel: 30
• Proof of plant and equipment: 20

Preference points (20 points, 80/20 system)

• B-BBEE Level 1: 10; Level 2: 6; Level 3 or lower: 2
• Enterprise located in uMlalazi Municipality: 4; in the district: 2; in the province: 1
• EME or QSE 100% black-owned: 4; 51% black-owned: 2; 25–50% black-owned: 1
• EME or QSE 100% owned by black youth, women, people with disabilities or military veterans resident in uMlalazi: 2

Sequence: eligibility, document compliance, compulsory returnable documents, functionality, then price and preference points.