Appointment of a service provider to render archiving, storage and secure disposal services for the eastern cape rural development agency (ecrda)

Closing: 31 August 2026 at 11:00. Compulsory briefing session: 14 August 2026 at 11:00, hybrid (physical at ECRDA Offices, 2nd Floor, Phase 3, 3-33 Phillip Frame Road, Waverley Office Park, Chiselhurst, East London; virtual via Microsoft Teams – Meeting ID: 343 377 091 519 740, Passcode: qv7cR64F).

Compulsory hybrid briefing session: 14 August 2026 at 11:00. Physical venue: ECRDA Offices, 2nd Floor, Phase 3, 3-33 Phillip Frame Road, Waverley Office Park, Chiselhurst, East London. Virtual link: https://teams.microsoft.com/meet/343377091519740?p=pj6nxxWcleAv2yQPz8, Meeting ID: 343 377 091 519 740, Passcode: qv7cR64F.

Administrative enquiries: Mr Aviwe Langa, telephone 043 703 6300, email [email protected].

Submit via email only to [email protected]. Each email must not exceed 30MB. Use the tender reference number in the email subject line. Bids received after the closing time will not be considered. All prices must be in South African currency inclusive of VAT and valid for 90 days from closing. Only firm prices accepted. ECRDA may negotiate a fair market price with the preferred bidder. Bidders must indicate the capacity under which the bid is signed and provide proof of authority (e.g., a resolution). Trust/consortium/joint venture agreements must be formalised and submitted with the bid. Returnable forms: Authority to Sign/Resolution, SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 7.1 (Contract Form), and the General Conditions of Contract (GCC). Failure to submit any completed form renders the bid non-responsive. Incomplete SBD 6.1 results in no allocation of points for specific goals.

Bidders must submit the following documents: Authority to sign/Resolution, Invitation to Bid (SBD 1), Pricing Schedule (SBD 3.3), Bidder's Disclosure (SBD 4), Preference Points Claim Form (SBD 6.1), Contract Form (SBD 7.1), and the General Conditions of Contract (GCC). All bidders must be registered on the CSD. Failure to submit duly completed documents will render the bid non-responsive.

Three-phase evaluation: Phase 1 (Eligibility/Pre-qualification) – CSD registration and submission of signed SBD 1, SBD 3.3, SBD 4, and Authority to Sign/Resolution. Phase 2 (Technical Evaluation) – assessment of information submitted per Section C and E. Phase 3 (Financial and Specific Goals) – 80/20 preference point system. Price: 80 points. Specific goals: 20 points (Race 6, Gender 6, Disability 4, Youth 4).

Scope: archiving, storage and secure disposal services for ECRDA. Contract period: 5 years. Facility must be located within KuGompo (East London area). Current off-site storage: 31,736 files, 3,129 boxes, three vault containers. Services: box storage, records management, collection of boxes, secure access-controlled off-site storage, off-site storage for external hard drives (weekly rotation using son-father-grandfather principle). Retrieval: original documents within 7 hours of request. Facility must comply with SANS 10400 and hold a NARSSA compliance certificate. Transfer: service provider collects and removes all boxes from current location (Westbank, KuGompo City). Disposal: when documents are due, service provider must dispose in accordance with the National Environmental Management: Waste Act, using only lawfully permitted landfill or recycling facilities. Must provide original safe disposal certificate. No payment without valid proof of disposal/destruction records. Service provider indemnifies ECRDA against claims from failure to comply with environmental law or safety regulations. Must submit quarterly performance reports. Key performance indicators provided at kick-off meeting.

ECRDA invites experienced and competent service providers to submit bids. No specific minimum experience or qualifications stated.

The archiving warehouse must comply with SANS 10400 specifications. A NARSSA compliance certificate must be provided. The supplier must demonstrate compliance with a recognised ISO standard (e.g., ISO 27001, ISO 9001) and submit a valid certificate. Quarterly performance reports required; KPIs provided at kick-off meeting.

Bidders must submit a detailed quotation in line with the pricing schedule or complete the provided template. The schedule includes: initial intake and setup (3,129 boxes, 5 vaults), archiving storage (120 boxes/month), vault storage (5 vaults/weekly rotation), boxes and lids for four regions, retrieval fees (50 boxes/month), re-filing fees (50 boxes/month), next-day delivery (5 files/month), emergency same-day delivery (2 files/month), secure shredding and destruction (5,000 boxes/year), and permanent withdrawal fee (5 boxes/year). All costs VAT inclusive. Prices firm for the contract period.

Pricing must be submitted on SBD 3.3 (Pricing Schedule – Firm Prices). Total bid price must include all costs for labour, transportation, collection, and storage. Pricing schedule items: initial intake and setup (3,129 boxes, 5 vaults), archiving storage (estimated 120 boxes/month, 1,440/year, 7,200 over 5 years), vault storage (5 vaults weekly rotation, 260/year, 1,300 over 5 years), boxes and lids for regions (Southern 500/year, Northern 1,000/year, Eastern 1,000/year, Head Office 1,000/year), retrieval fees (50 boxes/month), re-filing fees (50 boxes/month), next-day delivery (5 files/month), emergency same-day delivery (2 files/month), secure shredding and destruction certificate (5,000 boxes/year), permanent withdrawal fee (5 boxes/year). All costs VAT inclusive. Prices firm for the contract period. Offer valid for 90 days from closing.

CSD registration required at time of submission. Tax compliance: submit SARS Tax Compliance Status PIN or CSD number. B-BBEE: complete SBD 6.1 (Preference Points Claim Form) to claim specific goals points. Local content: not designated. Persons in service of the state, tender defaulters, or restricted suppliers are disqualified. Trust/consortium/joint venture agreement must be formalised and submitted. Proof of physical address in Eastern Cape required (municipal statement, lease/rental agreement, or letter from councillor/traditional leader). Valid NARSSA compliance certificate required. Fire compliance certificate (SANS 10400-T) required. Recognised ISO certificate (e.g., ISO 27001, ISO 9001) required.

The service provider indemnifies ECRDA against any claims, damages, or liabilities arising from failure to comply with safety regulations during disposal. The archival warehouse must comply with SANS 10400-T (Fire Protection); a valid fire compliance inspection report or certificate from a registered fire engineer, municipal fire authority, or accredited fire inspection body must be submitted.

Contract period: 5 years. Commencement within 7 days of purchase order. Contract form SBD 7.1, Letter of Award, Service Level Agreement, and Purchase Order to be issued at award. ECRDA may not appoint the highest scoring bidder or any bidder. ECRDA may conduct due diligence to verify information. POPIA applies: personal information processed only for bid evaluation and award; bidders must protect any personal information received from ECRDA.

Bids via email only to [email protected], max 30MB per email, tender reference in subject. Late bids not accepted. Prices in ZAR inclusive of VAT, valid 90 days, firm only. ECRDA may negotiate fair market price. Proof of authority to sign required. Trust/consortium/joint venture agreement must be formalised and submitted. POPIA compliance required.

Three-phase evaluation: Phase 1 (Eligibility/Pre-qualification) – CSD registration and signed SBD 1, SBD 3.3, SBD 4, Authority to Sign. Phase 2 (Technical Evaluation) – assessment per Section C and E. Phase 3 (Financial and Specific Goals) – 80/20 system: Price 80 points, Specific Goals 20 points (Race 6, Gender 6, Disability 4, Youth 4).