CNR COLE AND GRAHAM STREET - BARKLY EAST - BARKLY EAST - 9786
Organization Type
GOVERNMENT
Published
17 Jul 2026
OCDS Reference
ocds-9t57fa-162776
Summary
Joe gqabi district municipality is re-advertising a tender for the provision of a secure document disposal service on an as-and-when-required basis for a period of three years. The successful bidder will be responsible for the secure offloading, destruction (via shredding, pulping, or incineration), and certification of disposal of municipal documents, with an initial batch of approximately 10,000 kg. This tender is open to suitably qualified and experienced service providers registered on the central supplier database (csd).
Key Requirements
Bids must be submitted in a sealed envelope marked with the tender number JGDM2026/27-007, with a USB flash drive, and deposited in the Tender Box at Joe Gqabi District Municipality, Barkly East, by 18 August 2026 at 12:00 noon.
Bidders must be registered on the Central Supplier Database (CSD) and declare their SARS PIN and Tax Reference Number on the cover page.
Bids will be evaluated on an 80/20 preference point system (80 price, 20 specific goals) and must achieve a minimum of 24 out of 38 points on functionality to qualify.
The service provider must ensure secure, irreversible destruction of documents using approved methods (shredding, pulping, or incineration) and issue a Certificate of Destruction with specified details.
Weighing equipment must be calibrated by a SANAS-accredited laboratory, and the calibration certificate must be available for inspection annually and upon request.
Pricing must be submitted per the schedule (per kg and per batch), with rates fixed for 12 months and CPI escalation applicable from month 13 and 25.
Bids must remain valid for 120 days after closing; late, incomplete, unsigned, or faxed/emailed bids will not be accepted.
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
7 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
The Joe Gqabi District Municipality (JGDM) is re-advertising a tender for the provision of a secure document disposal service for a period of three years. The service involves the secure offloading, handling, weighing, and irreversible destruction (via shredding, pulping, or incineration) of municipal documents, with an initial batch of ~10,000 kg. The service provider must comply with legal, environmental, and confidentiality standards, including POPIA and ISO 9001. A Certificate of Destruction must be issued post-disposal. The tender closes on 18 August 2026 at 12:00 (UTC).
Not sure if your business is ready for this tender? Check CSD, CIDB, and B-BBEE requirements, run a readiness assessment, and move from opportunity to submission.
CONSTRUCTION OF TSHILAPFENE SPORT FACILITY AND CONSTRUCTION OF COMBO COURTS AT THENGWE MAPATE, GONDENI STERKSTROOM AND TSHIKAMBE VILLAGES ALSO INCLUDING INSTALLATION OF OUTDOOR GYM AT NGOVHELA VILLAGE
Based on Municipal avg. Companies with similar profiles typically bid near the median.
* Estimates are based on historical data and do not guarantee actual award values.
Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
We refine every tender document through these stages so you can brief your team and prepare your bid with confidence. Anything marked as "in progress" will be upgraded automatically — no action required from you.
Document read
Compliance review
Bid-ready summary
Provision of a secure document disposal service as and when required for a period of three years.
Service involves secure offloading, destruction, and certification for municipal documents, with an initial batch of approximately 10,000 kg.
Destruction methods include shredding, pulping, or incineration at a secure facility.
Submit bid documents in a sealed envelope clearly marked with the tender title and reference number JGDM2026/27-007.
Include an electronic submission on a USB flash drive clearly marked with the tender number.
Deposit submissions in the formal Tender Box outside the Main Building at Joe Gqabi District Municipality, Corner of Cole & Graham Streets, Barkly East.
Closing date and time: 18 August 2026 at 12:00 noon.
Bids must remain valid for 120 days after the closing date.
Bids that are late, incomplete, unsigned, submitted by fax or email, or not deposited in the tender box will not be accepted.
All pages must be signed where necessary; use of Tippex or erasable ink will render the bid non-responsive.
Joint ventures/consortiums must provide signed copies of agreements and all returnable documents for each partner.
Failure to complete and submit all required information will result in the bid being deemed non-responsive.
Bid documents must be submitted as original; additional annexures accepted only if cross-referenced and signed.
Hard copies available for R200 (non-refundable) from SCM offices from 17 July 2026; free download from etenders.gov.za and jgdm.gov.za.
Bids evaluated under 80/20 preference point system (80 price, 20 specific goals) per PPPFA 2022 and JGDM SCM Policy.
Functionality: minimum 24 out of 38 points to qualify for price and preference evaluation.
Functionality criteria:
Company Experience (Capacity): max 18 points. >6 projects = 18, 3 projects = 9, <3 = 0. Evidence: appointment letters, orders, contracts, service invoices, and signed JGDM Performance Assessment Forms from previous clients.
Methodology: max 20 points. Comprehensive (covers all TOR) = 20, Good (covers all TOR but lacks detail) = 15, Poor (does not comply) = 0. Must address receipt/handover, secure offloading/controlled access, verification/weighing, destruction process, environmental/legal compliance, post-destruction verification, issuance of Certificate of Destruction.
Scope: Secure disposal of municipal documents as and when required over three years, with an initial batch of approximately 10,000 kg.
Municipality transports documents to disposal site; service provider responsible for secure offloading and destruction.
Destruction methods: shredding, pulping, or incineration to render documents beyond recognition.
Process must occur within agreed timeframe at a secure, designated facility.
Municipal representative will observe disposal to ensure compliance.
Service provider must provide Certificate of Destruction confirming date, method, weight, and compliance with legal and environmental standards.
Weighing equipment must be calibrated by SANAS-accredited laboratory; calibration certificate available upon request.
Must adhere to POPIA and ISO 9001.
Storage of documents not permissible without written confirmation; storage may not exceed 1 month.
Personnel must be vetted and trained in confidentiality and information security.
Destruction must be irreversible; no recoverable information remains.
Post-destruction verification and written confirmation required.
Methodology
Source: BID DOCUMENT - DISPOSAL SERVICE.pdf
Service provider must implement a controlled, secure, and traceable destruction methodology covering:
Receipt and handover of documents (with signed handover register)
Secure offloading and controlled access (limited to authorised, vetted personnel)
Verification and weighing (using calibrated scale, verified in presence of institutional representative)
Destruction process (shredding, pulping, or incineration at approved facility)
Environmental and legal compliance (POPIA, environmental legislation, OHS)
Post-destruction verification (written confirmation that all documents destroyed, no recoverable information)
Issuance of Certificate of Destruction (with date, location, method, weight, compliance statement, authorised signature)
Detailed methodology proposal required in bid, addressing all stages.
Experience & Qualifications
Source: BID DOCUMENT - DISPOSAL SERVICE.pdf
Bidders must demonstrate experience in document destruction services, with points awarded based on number of completed projects:
6 projects = 18 points
3 projects = 9 points
<3 projects = 0 points
Evidence includes appointment letters, orders, contracts, or service invoices, plus completed JGDM Performance Assessment Forms signed by previous clients.
References must be provided, with assessment forms attached to the tender submission.
Quality Management
Source: BID DOCUMENT - DISPOSAL SERVICE.pdf
Service provider must adhere to ISO 9001 and all applicable legislation, including POPIA.
A Certificate of Destruction must be issued upon completion, confirming compliance with legal, regulatory, and environmental requirements.
Calibration certificate for weighing equipment must be issued by a SANAS-accredited laboratory and made available upon request.
The municipality may inspect premises and records related to performance.
Poor performance, including failure to destroy documents timely or completely, breach of confidentiality, or non-compliance, may lead to remedial action, penalties, or termination.
Pricing Schedule
Source: BID DOCUMENT - DISPOSAL SERVICE.pdf
Pricing schedule must include:
Secure document destruction (per kg)
Offloading and handling at disposal facility (per batch)
Weighing and verification with calibrated scale (per batch)
Issuance of Certificate of Destruction (per batch)
Rates fixed for 12 months; CPI escalation applies from month 13 and 25.
Prices must include all operational costs.
Failure to complete the schedule renders the bid non-responsive.
Mandatory registration on Central Supplier Database (CSD).
SARS tax reference number declared on cover page; separate Tax Clearance Certificates for each party in trust/JV/consortium.
Proof of company registration and completed Declaration of Interest form required.
Bid completed in black ink on original documents; documents must remain intact.
Joint ventures awarded contract must register as separate company with SARS and have separate bank account.
No bids from persons in service of the state.
Specific goals evidence: CSD forms, company registration, proof of address (municipal account <90 days, clearance certificate, lease agreement, or affidavit).
General Conditions of Contract apply; performance security may be required within 30 days of award (bank guarantee or certified cheque).
Warranty: 36 months after delivery or 18 months after shipment, whichever earlier.
Price escalation based on CPI from month 13 and 25.
Municipality reserves right to extend tender period or alter conditions.
Specific Goals include HDI ownership (51% by Black, Women, Youth, Disabled persons) and locality within Joe Gqabi District Municipality or Eastern Cape.
Points awarded: Black ownership (4), Women (2), Youth (2), Disabled (2); locality within JGDM (10), within Eastern Cape but outside JGDM (5).
Evidence required: CSD forms, company registration documents, and proof of address (municipal account <90 days, clearance certificate, lease agreement, or affidavit).
Health & Safety
Source: BID DOCUMENT - DISPOSAL SERVICE.pdf
All destruction activities must comply with occupational health and safety requirements.
Personnel must be vetted and trained in confidentiality and information security procedures.
Secure, access-controlled areas must be maintained during offloading and destruction.
Environmental
Source: BID DOCUMENT - DISPOSAL SERVICE.pdf
All destruction activities must comply with environmental legislation and waste management regulations.
Certificate of Destruction must confirm compliance with environmental requirements.
Pricing must include environmental controls.
Contractual Terms
Source: BID DOCUMENT - DISPOSAL SERVICE.pdf
Contract duration: 36 months.
General Conditions of Contract apply, covering definitions, application, standards, confidentiality, patent rights, performance security, inspections, packaging, delivery, insurance, transportation, incidental services, spare parts, warranty, payment, prices, amendments, assignment, subcontracts, delays, penalties, termination for default, anti-dumping duties, force majeure, termination for insolvency, dispute settlement, limitation of liability, governing language (English), applicable law (South African), notices, taxes and duties, transfer, and amendments.
Performance security may be required within 30 days of award in the form of a bank guarantee or certified cheque.
Warranty: Goods/services warranted for 36 months after delivery or 18 months after shipment, whichever is earlier.
Price escalation based on CPI from month 13 and 25.
The municipality reserves the right to extend the tender period or alter conditions at its discretion.
Penalties for poor performance: rejection of services, withholding payment, re-performance at no cost, financial penalties, termination, recovery of costs, blacklisting.
Special Conditions
Source: BID DOCUMENT - DISPOSAL SERVICE.pdf
Service provider must make calibration certificate available annually or upon request.
Certificate must be issued by a SANAS-accredited laboratory.
Deliverables include secure offloading, lawful disposal, and valid Certificate of Destruction.
Methodology must be detailed, covering receipt, handover, offloading, weighing, destruction, compliance, verification, and certification.
Storage of documents not permissible without written confirmation; storage may not exceed 1 month.
CNR COLE AND GRAHAM STREET - BARKLY EAST - BARKLY EAST - 9786
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Source confidence
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Official source
eTenders.gov.za
Documents found
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Last checked
04 Aug 2026
AI status
Enhanced
Data conflicts
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This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.