Awarded Tender: Sasseta gauteng request for proposal for records management

Tender source analysis

What the tender required and what the award supports

Source material and existing AI analysis appear first. Supplier conclusions remain qualified by the evidence Tenders-SA holds.

Summary

Sasseta seeks to appoint a reputable and experienced records management specialist service provider for a contract running until 31 march 2030. The tender is open to suppliers capable of delivering compliant, high-standard services under south african procurement regulations.

AI Document AnalysisMethodology3 documents

Document being processed

Review in progress

The information shown on this card is preliminary. Our procurement team is currently finalising the submission guidelines, evaluation criteria, technical specifications, financial requirements, and compliance sections so you have a clean, bid-ready summary to work from. Documents being finalised: Annexure A GCC.pdf, RFP Records Management Specialist.pdf, Annexure B CV Template Records Management.pdf. You don’t need to refresh — this page will pick up the updated review automatically.

DocumentAnnexure A GCC.pdfCompliance review in progress

Award analysis coverage

0 of 3 source documents fully reviewed. Unstated details are identified only after complete source review.

technical scope

5 sourced criteria

financial capacity

16 sourced criteria

pricing

Source analysis requires completion or review

compliance returnables

10 sourced criteria

evaluation

3 sourced criteria

experience

2 sourced criteria

personnel

1 sourced criteria

equipment capacity

1 sourced criteria

delivery contract

3 sourced criteria

equity registrations

1 sourced criteria

What the buyer was looking for

1Inferred operational need

Scope: Appointment of a records management specialist service provider from date of appointment to 31 March 2030. Key deliverables and obligations:

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

Source: Annexure A GCC.pdf · technical_specifications

Known supplier evidence

Tenders-SA records other appointments with overlapping scope terms for METROFILE.

An award confirms appointment. It does not prove why a supplier was selected, that every qualification remains current, or that delivery was completed successfully.

DocumentRFP Records Management Specialist.pdfCompliance review in progress

Important Dates

Source: RFP Records Management Specialist.pdf

Compulsory virtual briefing session: 04 June 2026, 12:30–14:00 (Join by 12:44; late arrivals after 12:45 will be disqualified). Clarification deadline: 04 June 2026. Closing date: 15 June 2026 at 11:00.

Contact Information

Source: RFP Records Management Specialist.pdf

Technical and SCM Enquiries: Ms. Kholofelo Leshabana, email: [email protected]. Submission email: [email protected].

Submission Guidelines

Source: RFP Records Management Specialist.pdf

Proposals must be submitted electronically via email to [email protected]. Key requirements include: 1. Maximum email size is 30MB; 2. Files may be sent via email or WeTransfer (ensure no expiry date is set); 3. Google Drive or external cloud links requiring access requests are prohibited and will be disqualified; 4. Use the specified reference number (RFP/SASSETA/24251114/6) in all correspondence; 5. Return all completed SBD forms (1, 3.3, 4, 6.1) and initialed General Conditions of Contract (Annexure A); 6. Do not use SBD forms from other entities.

Evaluation Criteria

Source: RFP Records Management Specialist.pdf

The tender follows a multi-phase evaluation: Phase 1 (Compliance/Mandatory): Verification of mandatory documents and registrations. Phase 2 (Functionality): Scored out of 100% with a minimum threshold of 100% required to proceed. Criteria include: 1. Certification, Compliance, and Security (30 points); 2. Operational Excellence and Environmental Responsibility (30 points); 3. Presentation of proposed system (40 points). Phase 3 (Price and Specific Goals): 80/20 preference point system. Specific goals include: 10 points for 100% Black Ownership, 5 points for 30% Black Women Ownership, and 5 points for 30% Black Youth Ownership.

Technical Specifications

Source: RFP Records Management Specialist.pdf

The service provider must manage physical and electronic records until 31 March 2030. Key deliverables: 1. Migration of ~15,000 boxes from current off-site storage; 2. Implementation of an Electronic Records Management System (ERMS) within 60 working days; 3. Hosting of electronic records (Azure integration required); 4. Provision of off-site and on-site storage; 5. 24-hour retrieval and collection turnaround; 6. Staff training; 7. Ongoing support and maintenance.

Financial Requirements

Source: RFP Records Management Specialist.pdf

Bidders must provide an all-inclusive cost on SBD 3.3. Travel and disbursement claims are subject to Department of Transport rates, with specific caps (e.g., R1,400 per night for accommodation) and prior approval requirements.

Compliance Requirements

Source: RFP Records Management Specialist.pdf

Mandatory requirements for disqualification: 1. Valid registration certificate with the Information Regulator of South Africa (POPIA compliance); 2. Proof of ownership or valid lease/contingent lease agreement for a document storage warehouse valid until at least 31 March 2030; 3. CSD registration; 4. Submission of all required SBD forms; 5. Signed reference letters for 3 previous relevant assignments; 6. CV of Project Manager with minimum 3 years' experience.