Objectives

The primary objective of this tender is to appoint a service provider to provide offsite storage facilities and document management services for Queen Nandi Regional Hospital (QNRH) for a period of up to 36 months. The service aims to ensure secure, efficient, and compliant storage, retrieval, and disposal of hospital records in line with the National Archives Act 43 of 1996, including providing skills transfer and training to hospital staff.

Scope

The scope of work includes:

• Provision of offsite storage for patient records and related documents.
• Rendering comprehensive document management services such as onsite file management, image processing, data protection, backup, paper management, labeling, indexing, and confidential records destruction.
• Supply of packaging boxes, stationery, and staff for labeling and indexing before records are moved.
• Secure collection and transportation of documents to and from the hospital.
• Providing reports on document retention, destruction, and related activities.
• Destruction of documents due for disposal in accordance with policies, with issuance of disposal certificates.
• Adherence to security, safety, and environmental standards, including climate control, fire prevention, pest control, and security clearances.
• Skills transfer and training to hospital staff on document management processes.

Technical Requirements

The technical requirements specify that the offsite storage facilities must:

• Be located within uMhlathuze Municipality.
• Be secure, access-controlled, and compliant with Minimum Information Safety and Security Standards (MISS).
• Have climate-controlled environments to prevent record degradation, including ventilation, humidity control, and pest management.
• Be equipped with fire prevention systems such as sprinklers, smoke detectors, and fire extinguishers.
• Allow for secure collection, transportation, and retrieval of documents within 45 minutes.
• Support reporting functionalities for destruction, retention, and inventory management.
• Comply with Occupational Health and Safety standards.

Skills Requirements

The service provider must:

• Possess a minimum of 10 years’ experience in offsite storage and document management services for public sector documents.
• Provide at least five reference letters from previous clients demonstrating relevant experience.
• Attach a detailed project execution plan outlining the provision and location of storage facilities, including Bills of Quantities and cost breakdowns for 36 months.
• Provide a detailed Business Continuity Plan (BCP) for the stored documents in case of emergencies or disasters.
• Attach valid security clearance certificates for the company and key personnel.
• Offer skills transfer and training programs for at least ten hospital staff members on various aspects of document management, labeling, indexing, and disposal.