Frequently Asked Questions — Off-Site Records Management Storage Services – 3 Year Tender in KwaZulu-Natal

Question 1

What are the submission requirements for this tender (Ref: )?

Accepted Answer

Returnable Documents:

Question 2

How will bids be evaluated?

Accepted Answer

5. EVALUATION PROCESS 12. SBD 6.1 Preference Points Claim Form Yes Yes 5.3. PHASE 3: FUNCTIONALITY 5.3.1 Only bidders who meet the minimum qualifying score for Stage 1 (written functionality) will proceed to stage 2 (site inspection). Site inspection is mandatory for bidders who have qualified for stage 2 5.3.2 Bidders must achieve a minimum of 70% for Stage 1 and a minimum of 70% for Stage 2. Failure to Stage Points Minimum Required Stage 1 – Written 80 56/80 (70%) Stage 2 – Site inspection 70 49/70 (70%) Combined Functionality 150 105/150 (70%) 5.3.3 The service providers will be evaluated on functionality in accordance with the below functionality FUNCTIONALITY (GUIDELINES FOR CRI FUNCTIONALITY (GUIDELINES FOR CRITERIA APPLICATION) WEIGHT STAGE 1: WRITTEN FUNCTIONALITY teria Points 1. Black Owned Enterprises: 51% or more = 05 points services to be rendered. = 15 points Total Points 20 RFQ responses will be evaluated on the 80/20 Price & specific goals. Completed SBD 6.1. Preference Points Claim Form in terms of The Preferential Procurement Regulations 2022 must be completed and submitted to claim specific goals points. Failing to submit will result in your company scoring zero (0) points for specific goals. of the bidding, evaluation, and selection process. and serves as a claim form for preference points for specific goals. 1.1 The following preference point systems are applicable to invitations to tender

Question 3

What are the technical specifications?

Accepted Answer

1.1 Trade & Investment KwaZulu-Natal is a South African trade and inward investment promotion agency, established as a Schedule 3C public entity, to promote the province of KwaZulu-Natal as an investment destination and to facilitate trade by assisting local companies to access international markets. In terms of the Public Finance Management Act, Act No., as amended (PFMA), Trade & Investment KwaZulu-Natal, must fully comply with all the requirements of the PFMA and all other relevant and applicable legislation. 1.2 Trade & Investment KwaZulu-Natal is governed by the KwaZulu-Natal Trade and Investment Agency Act, 2010 (Act No. ). In terms of chapter 2 section 4 (1) of the KwaZulu-Natal Trade and Investment Act, the main functions of the entity are to: 1.2.1 Identify, develop, market and promote investment opportunities in the province to international and domestic investors. 1.2.2 Develop the export capacity of the province. 1.2.3 Develop the export market of the province. 1.2.4 Foster trade and investment within the province. 1.2.5 Develop a provincial investment and export plan for the development, promotion and marketing of inward investments and exports from the province. 1.2.6 Keep and maintain a database of investment opportunities within the province in such a manner as to benefit all sectors of the economy. Trade & Investment KwaZulu-Natal (TIKZN) generates and maintains a significant volume of physical records in the execution of its mandate. The increasing volume of records requires a secure and reliable off-site storage solution to optimise office space, safeguard organisational information and ensure efficient retrieval when required for operational, audit and compliance purposes. The proposed service will provide secure, organised and environmentally controlled storage, tracking, retrieval and authorised disposal of records in accordance with applicable legislation, including the National Archives and Records Service of South Africa Act, 1996 and the Protection of Personal Information Act, 2013. The purpose of this Request for Quotation (RFQ) is to request suitable qualified service providers to submit their proposals for the provision of off-site storage facility and management of records for Trade & Investment KwaZulu-Natal for a period of three years with an option to renew for two years based on performance. 4. SCOPE OF WORK AND SPECIFICATIONS 4.1. Service provider to collect, transfer and record TIKZN records from current external storage facility to the new storage facility. 4.2. Provision of a fully functional processing area for the provision of an Off- Site Storage Facility and Management of Records for TIKZN. 4.3. Provision of empty boxes (preferably acid free) with Lids (Minimum box side of 430mm x 330mm x 260mm). 4.4. Collection of TIKZN records for storage as and when required. 4.5. Data entry as required. 4.6. Location handling of records as and when required. 4.7. Retrieval handling, delivery, collection and return of records. VO.1 RFQ General February 2025 4.8. Retrieval handling, scan to email and return handling. 4.9. Destruction handling and provision of destruction certificate as and when required. 4.10. Disposal of records to be done with prior approval of TIKZN. 4.11. Submission of regular reporting in terms of all files due for storage, retrieval and disposal in terms of the National Archive Act. 4.12. Digitization of records. 4.13. EXPECTED DELIVERABLES 4.13.1 To provide from the outset clear labelling procedure using TIKZN terminology for each type of record that is needed to be archived. 4.13.2 To provide boxes for storage of records and all other stationery items. 4.13.3 To collect boxes of records from TIKZN building and deliver to the storage premises within 24 hours of receipt of the request. 4.13.4 To undertake/cater for movement of records from the storage facility to TIZN within 24 hours of receipt of the request. 4.13.5 To provide for the collection and storage from the outgoing service provider of existing records in excess of ±3000 boxes. The quantity of records changes monthly. 4.13.6 To provide for the indexing and cataloguing of records/data to ensure easily access and retrieval of documentation quarterly. 4.13.7 To provide on monthly basis update documentation to the Records/Archives Officer on all archived material housed in the offsite storage facility. 4.13.8 To provide on a quarterly basis a monitoring management report and advising TIKZN on any aspects that could compromise the integrity of the archiving. 4.14. REQUIREMENTS OF THE STORAGE FACILITY 4.14.1 The storage facility must be in such a way that records are protected from perils like fire, direct sunlight, dust, theft, water, pests, extreme temperature & humidity. 4.14.2 The storage facility is to be sufficiently ventilated ensuring that the humidity and temperature is per the required standards. 4.14.3 As far as possible, the walls, floors and roof should be constructed of non-flammable materi…

Question 4

What compliance and legal requirements must bidders meet?

Accepted Answer

Yes No Yes No [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE] ARE YOU THE ACCREDITED ARE YOU A FOREIGN BASED REPRESENTATIVE IN Yes No SUPPLIER FOR THE GOODS SOUTH AFRICA FOR Yes No /SERVICES /WORKS OFFERED? THE GOODS [IF YES, ANSWER THE /SERVICES /WORKS [IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW ] OFFERED? QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW. SBD1 PART B TERMS AND CONDITIONS FOR BIDDING BID SUBMISSION: 1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION. 1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR IN THE MANNER PRESCRIBED IN THE BID DOCUMENT. 1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT. 1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7). TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA. 2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER. 2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE.” NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF BIDDER: ................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ................................................... (Proof of authority must be submitted e.g. company resolution) DATE: ................................................... SBD 6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2022 This preference form must form part of all tenders invited. It contains general information and serves as a claim form for preference points for specific goals. NB: BEFORE COMPLETING THIS FORM, TENDERERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF THE TENDER AND PREFERENTIAL PROCUREMENT REGULATIONS, 2022 GENERAL CONDITIONS 1.1 The following preference point systems are applicable to invitations to tender the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); and the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes included). 1.2 To be completed by the organ of state (Delete whichever is not applicable for this tender). The applicable preference point system for this tender is the 90/10 preference point system. The applicable preference point system for this tender is the 80/20 preference point system. Either the 90/10 or 80/20 preference point system will be applicable in this tender. The lowest/ highest acceptable tender will be used to determine the accurate system once tenders are received. 1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall be awarded for: (a) Price; and (b) Specific Goals. 1.4 To be completed by the organ of state: The maximum points for this tender are allocated as follows: POINTS PRICE 80 SPECIFIC GOALS 20 Total points for Price and SPECIFIC GOALS 100 of 5 1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of this tender to claim points for specific goals with the tender, will be interpreted to mean that preference points for specific goals are not claimed. 1.6 The organ of state reserves the right to require of a tenderer, either before a tender is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner r…

Question 5

What are the important dates and deadlines for this tender?

Accepted Answer

{"closingDate":"17 SEPTEMBER 2026","closingTime":"12h00 PM","briefingSession":"{\"date\":\"30 SEPTEMBER 2026\",\"time\":\"12h00 PM\",\"venue\":\"E & TIME 30 SEPTEMBER 2026 @ 12h00 PM.\",\"is_compulsory\":false}"}

Question 6

Who should be contacted for queries about this tender?

Accepted Answer

{"name":null,"email":"quotations@tikzn.co.za","phone":null,"department":"ies in the province to","address":"quotations@tikzn.co.za before or on the stipulated date and"}

Off-site records management storage services – 3 year tender in kwazulu-natal

Related opportunities

Related active categories

Active provinces

Active buying organisations

Intelligence and resources

Tender context

Related opportunities

Related active categories

Active provinces

Active buying organisations

Intelligence and resources

Transport & Logistics Industry Profile

Regulatory Bodies

Typical Documents

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

Kwa-Zulu Natal - Trade and Investment KwaZulu-Natal

Similar Tenders

Appointment of Service Providers who own Tractors and Agricultural Equipment (Implements) to Provide Mechanization for the Multi-Planting Season Programme for a Period of three (3) years

RE – ISSUE REQUEST FOR TENDER [RFT] FOR THE APPOINTMENT OF A SERVICE PROVIDER FOR THE PROVISION OF CIVIL SERVICES FOR SANPC REFINERY OVER A PERIOD OF 36 MONTHS AS AND WHEN REQUIRED BASIS.

SUPPLY & DELIVER & INSTALLATION OF SHED HOUSES FOR THE UGU MUNICIPALITY AREA

SUPPLY & DELIVER SOUND SYSTEM EQUIPMENT FOR THE UGU MUNICIPALITY AREA

SUPPLY AND DELIVERY OF ROAD MARKING PAINT FOR THE CITY OF UMHLATHUZE AS AND WHEN REQUIRED FOR THE PERIOD OF THIRTY- SIX (36) MONTHS

SUPPLY & DELIVER PERISHABLES & MEAT PRODUCTS FOR THE UGU MUNICIPALITY AREA

Supplier Readiness Hub

Preferential Procurement Policy Framework Act (PPPFA)

Prevention and Combating of Corrupt Activities Act (PRECCA)

Public Procurement Act, 2024 (PPA)

Promotion of Access to Information Act (PAIA)

Promotion of Administrative Justice Act (PAJA)

Sector-specific rules

Occupational Health and Safety Act (OHS Act)

National Land Transport Act (NLTA)

National Road Traffic Act

Supplies and Procurement JVs for SMMEs: Small Suppliers Winning Government Bids

POPIA Compliance for Tender Bidders: The Complete Data Protection Guide for South African Government Procurement

Tender Submission Packaging and Presentation Best Practices: Make Your Bid Stand Out for the Right Reasons