Three year contract for off-site storage facility and management of records for umlalazi municipality

Closing date: 31 August 2026 at 12:00.

Tender documents available: 03 August 2026 to 28 August 2026, collection from Financial Services Revenue Section, Hutchinson Street, Eshowe, Monday to Friday 08:30 to 14:30. Non-refundable cost R1000.00; EFT payments accepted until 16:00 on the last purchase day.

No briefing session or site visit is stated.

Technical queries: Ms Gina Govender, Tel +27 35 473 3300 (Ext 3307), Email [email protected].

SCM queries: Sanele Duma, Tel +27 35 473 3300 (Ext 3457), Email [email protected].

Submission address: Municipal Manager, uMlalazi Municipality, P O Box 37, KV Challenor Street (Industrial Area), Eshowe, 3815.

Submission channel: sealed envelope endorsed with the tender number and description, hand delivered to the Tender Box at the Municipal Buildings, KV Challenor Street, Eshowe, by 12:00 on the closing date. Late, emailed, faxed, or computer-edited tenders are rejected.

Returnable documents: all must be completed, signed, and each page with a signing space signed. Include proof of tender document purchase (if bought), valid tax clearance, company registration certificates and ID copies of directors, CSD registration, rates clearance, Workmen's Compensation proof, NARSSA compliance certificate, fumigation certificate, fire compliance certificate, PSIRA certificate with agreement letter, insurance cover, fire detection certificate, preference points claim form, supporting documents for preferential procurement goals, declaration of interest, declaration of past SCM practices, certificate of independent bid determination, declaration for procurement above R10 million (if applicable), OHSA Section 37(2) agreement, record of addenda, certificate of authority to sign, and amendments or qualifications.

Disqualification risks: any returnable form omitted or unsigned, fraudulent practice, canvassing, or outstanding municipal rates or service charges for more than 3 months.

Returnable documents include: proof of purchase of tender document (if purchased), valid tax clearance certificate, company/CC/trust/partnership registration certificates and ID documents of directors/owners, proof of CSD registration, rates clearance certificate, proof of Workman's Compensation registration, audited annual financial statements (if offer above R10 million), certified copy of valid NARSSA compliance certificate, certified copy of valid fumigation certificate, certified copy of valid compliance certificate from Municipal Fire Service, proof of PSIRA compliance (certified copy of security company's PSIRA certificate and agreement letter), proof of valid insurance cover for storage premises and contents including vehicles, certified copy of fire detection service certificate, preference points claim form, supporting documents for preferential procurement goals, declaration of interest, declaration of bidder's past SCM practices, certificate of independent bid determination, declaration for procurement above R10 million, agreement in terms of Section 37(2) of OHSA, record of addenda, certificate of authority to sign documents, and amendments or qualifications by tenderer.

Evaluation stages: eligibility (NARSSA registration), compliance with completion of tender document, compulsory returnable documents, functionality, then price and preferential procurement.

Functionality (80/20 system): Experience of bidder = 30, Key personnel = 30, Proof of plant and equipment = 20. Total functionality = 80.

Preference points (20 points total):

• B-BBEE ownership: Level 1 (100%) = 10, Level 2 (60%) = 6, Level 3 and below (20%) = 2.
• RDP goals: enterprise located within uMlalazi Municipality = 4, within District Municipality = 2, within Province = 1.
• SMME development: EME/QSE 100% black-owned = 4, 51% black-owned = 2, 25-50% black-owned = 1.
• Combination of other goals: EME/QSE 100% owned by black youth, women, disabled, or military veterans residing within uMlalazi Municipality = 2.

Key personnel presented at bidding must remain unchanged for the contract duration unless written approval is given.

Scope: collect, transfer, and record municipal records from the current external storage facility to the new facility; provide a fully functional processing area; supply empty boxes (preferably acid-free) with lids, minimum size 430mm x 330mm x 260mm; collect records as required; data entry; location handling; retrieval, delivery, collection, and return of records; scan-to-email and return; destruction handling with destruction certificate; disposal only with prior approval; regular reporting on files due for disposal per National Archives Act; digitalisation of records.

Deliverables: clear labelling procedure; boxes collected from municipal buildings within 24 hours of request; movement of records within 24 hours; collection and storage of existing records in excess of ±3000 boxes; retrieval within 8 office hours (emergency 1-4 hours); indexing and cataloguing; monthly updates to Records/Archives Officer; quarterly monitoring management report.

Storage facility requirements: located near arterial roads; protected from fire, direct sunlight, dust, theft, water, pests, extreme temperature and humidity; ventilated with humidity 45-50% and temperature 18-20°C for paper records (electronic: humidity 30-40%, temperature 8-12°C); non-flammable construction; burglar proofing; stand-alone building in non-flood prone area; non-flammable racking and shelving; reliable telephone/computer network; fumigated at least annually.

Storage capabilities: capable of storing various media; secure climate-controlled data storage vault; fireproof, dust-free, humidity and climate-controlled vault; independent alarm system for digital media vault; temperature-controlled and tracked vehicles for digital storage; uniquely barcoded containers; coated metal racking lifted above floor.

Disaster prevention: fire detection system connected to central monitoring panel; alarm for abnormal conditions; automatic fire suppression systems; portable fire extinguishers; staff trained in extinguisher use; only CO2 extinguishers; digital media vault must have Halon or CO2 gas fire prevention cylinders; SABS approved door, ceiling, concrete walls and floor.

Security: 24-hour monitored security; CCTV cameras; authorised access; secured/functional loading and off-loading equipment tested regularly; vehicles conveying records must be properly secured and enclosed, fitted with CO2 fire extinguisher.

Policy and confidentiality: comply with Municipality's records management policy; employees must sign confidentiality agreement; ongoing employee education; comply with National Archives and Records Services requirements; all records strictly confidential; staff dealing with confidential documents must be vetted; no records removed or destroyed without explicit permission of Senior Manager: Corporate Services.

Staff and equipment: response must include CVs of key personnel indicating role, skills, experience; contractor must detail storage warehouse, equipment, stationery, fire prevention and detection system, security, and vehicles.

Response times: response to requests within 48 hours; delivery of goods within 5 days from receipt of order.

Project site: uMlalazi Municipal Offices (Eshowe, Gingindlovu, Mthunzini).

Expected deliverables: clear labelling procedure; boxes collected from municipal buildings within 24 hours; movement of records within 24 hours; collection and storage of existing records in excess of ±3000 boxes; retrieval within 8 office hours (emergency 1-4 hours); indexing and cataloguing; monthly updates to Records/Archives Officer; quarterly monitoring management report.

Response times: 48 hours for requests, 5 days for delivery.

Contract administration meetings: regular and special meetings chaired by municipality; minutes/register prepared and circulated; minutes not used for confirming actions or instructions.

Format of communication: formal approval requests in hardcopy; ad-hoc via fax or email; plans and contract documents in hardcopy.

Functionality: Experience of bidder = 30, Key personnel = 30, Proof of plant and equipment = 20.

Key personnel: CVs must be submitted indicating role, skills, experience, and expertise; key personnel must remain unchanged for contract duration unless written approval given.

Minimum resources: project leader and vehicle.

Qualified and experienced personnel required; unqualified personnel may assist qualified personnel; contract may be terminated if unqualified personnel used.

Quality requirements: comply with Municipality's records management policy; employees sign confidentiality agreement; ongoing employee education; comply with National Archives and Records Services requirements.

Inspections: service provider's premises, quality of materials, workmanship and compliance with specifications, project stages/milestones.

Monitoring: performance measured against indicators; written progress reports; presentation of progress/performance reports.

Quality presented during bidding must be maintained for contract duration and forms part of service level agreement.

Pricing schedule items: once-off collection and recording of municipal records (lump sum); monthly storage rental (per month); collection of records (per trip); data entry (per box); location handling (per box); retrieval handling, delivery, collection, and return (per box); retrieval handling, scan to email, and return (per box); destruction handling and certificate (per box); disposal report (per box); supply and delivery of empty boxes with lids (per box); digitisation of records (per page).

Pricing instructions: fixed monthly rental subject to annual escalation equivalent to CPIX but not exceeding 10%; tendered rates must not exceed prescribed rates; price must be unconditional; municipality reserves right to negotiate reasonable price with lowest acceptable bid; offer accepted as a whole; no part payments; invoice only after complete delivery; pricing strategy is a re-measurement contract, actual work measured for payments.

Payment conditions: payment via electronic transfer upon delivery of service, subject to valid tax invoice and supporting documents; progress claims with original tax invoice; invoice submitted with signed monthly reports, travel log books, job cards or time sheets; valid tax invoice on last day of month, payment within 30 days; municipality may withhold payment if performance unsatisfactory; incomplete services not paid; disputed invoices withheld until resolved.

Purchase orders: issued as and when service required; works orders based on accepted unit prices; no work without official purchase order or written instruction.

Performance security: 10% of contract value within 30 days of award notification.

Eligibility: companies must be registered with the National Archives and Records Services of South Africa (NARSSA).

Compulsory returnable documents: valid tax clearance certificate (original, valid at closing date); CSD registration; rates clearance certificate; Workmen's Compensation registration; NARSSA compliance certificate; fumigation certificate; compliance certificate from Municipal Fire Service; PSIRA certificate of security company with agreement letter; insurance cover for storage premises and contents including vehicles; fire detection service certificate.

If tender price is R10 million or above: audited annual financial statements and MBD5 declaration for procurement above R10 million.

Registration on the Council's Database is preferred prior to submission and mandatory for the successful bidder.

Bidders must not have outstanding municipal rates or service charges for more than 3 months, and must have satisfactory past performance over the last 5 years.

Standard forms: SBD 4 (Declaration of Interest), SBD 8 (Declaration of Bidder's Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), SBD 6.1 (Preference Points Claim), SBD 6.2 (Supporting documents for preferential procurement goals), and Certificate of Authority to Sign.

OHSA compliance: service provider must adhere to all health and safety requirements in accordance with OHSA; agreement in terms of Section 37(2) of OHSA required for contract purposes.

Disaster prevention: fire detection system connected to central monitoring panel; alarm for abnormal conditions; automatic fire suppression systems; portable fire extinguishers; staff trained in extinguisher use; only CO2 extinguishers; digital media vault must have Halon or CO2 gas fire prevention cylinders; SABS approved door, ceiling, concrete walls and floor.

Security: 24-hour monitored security; CCTV cameras; authorised access; secured/functional loading and off-loading equipment tested regularly; vehicles conveying records properly secured and enclosed, fitted with CO2 fire extinguisher.

Contract duration: 36 months.

Acceptance: award subject to written acceptance of offer; municipality not bound to accept lowest or any bid; reserves right to accept whole or part.

Validity period: bid valid for 90 days from closing.

Key personnel: must remain unchanged for contract duration; no substitution without written approval.

Confidentiality: all records and information strictly confidential; staff vetted; no removal or destruction without permission of Senior Manager: Corporate Services.

Obligations: provide quality services; maintain quality presented during bidding; no assignment without prior written consent; notify of subcontracts; attend contract administration meetings at own cost; adhere to OHSA; maintain good standing with SARS, CSD, COID; give notice of circumstances preventing completion; invite municipal official for inspection.

Response times: 48 hours for requests, 5 days for delivery.

Performance security: 10% of contract value within 30 days of award.

Insurance: goods/services fully insured against loss or damage.

Warranty: goods new, unused, no defects.

Termination: contract may be terminated if unqualified personnel used.

Appeals: 14-day objection period per Section 62 of Municipal Systems Act.

Evaluation stages: eligibility (NARSSA registration), compliance with completion of tender document, compulsory returnable documents, functionality, then price and preferential procurement.

Functionality: Experience of bidder = 30, Key personnel = 30, Proof of plant and equipment = 20. Total = 80.

Preference points: 20 points as per specific goals table.

Key personnel presented at bidding must remain unchanged for contract duration unless written approval given.