Objectives

The primary objective of the tender is to appoint qualified service provider(s) to supply offsite document storage facilities and deliver comprehensive document management services to Transnet National Ports Authority (TNPA) over a period of five (5) years. The aim is to improve records decongestion, ensure compliance with records management legislation, and enhance efficiency through secure, accessible, and well-managed offsite storage solutions.

Scope

The scope encompasses the provision of:

• Secure offsite storage facilities across four (4) regions: Eastern, Western, Central, and Gauteng.
• Management of physical records, including storage, retrieval, and disposal in line with legal and organizational requirements.
• Provision of document management systems for tracking, reporting, and retrieval of records.
• Delivery of related services such as stationery supply, scanning, digitization, and backup of electronic records.
• Training and capacity building for TNPA personnel on records management and system use.
• Implementation of security, fire safety, and disaster recovery measures at storage sites.

Technical Requirements

• Facilities must meet standards for security, fire safety, environmental controls, and access control.
• Provision of physical storage for specified quantities of boxes per region, with a plan for roll-out if current facilities are insufficient.
• Compliance with the National Archives and Records Service Act (Act No. 43 of 1996) and related legislation.
• Use of a document management system capable of tracking records, generating reports, and supporting digitization and backup processes.
• Physical site evaluation and inspection to verify compliance with safety, security, and operational standards.
• Implementation of security measures including CCTV, access controls, fire detection, and suppression systems.
• Disaster recovery and business continuity planning, including backup of electronic records.
• Provision of training, refresher courses, and system support to TNPA staff.

Skills and Skills Requirements

• Experience in managing offsite records storage and document management systems.
• Technical expertise in security systems, fire safety, environmental controls, and disaster recovery.
• Capacity to provide physical infrastructure that complies with relevant legislation and standards.
• Proficiency in digitization, scanning, and electronic record backup processes.
• Ability to train and transfer skills to TNPA personnel, including system operation, record tracking, and reporting.
• Project management skills for site evaluation, roll-out planning, and ongoing service delivery.
• Compliance with B-BBEE and socio-economic development requirements.
• Proven track record in similar records management and storage services, supported by references and certifications.