Objectives

The primary objective of this tender is to appoint a service provider to supply off-site storage facilities and deliver comprehensive document management services for uMgungundlovu District Municipality (uMDM) over a period of twelve (12) months. The services aim to ensure secure storage, proper handling, processing, and disposal of documents in compliance with the National Archives Act 43 of 1996.

Scope

The scope of work includes:

• Provision of off-site storage facilities capable of accommodating approximately 1000 boxes, with potential for increase or decrease in quantity.
• Processing, labeling, and indexing of stored documents and boxes.
• Data protection, backup, and paper management services.
• Secure transportation and delivery of documents when required.
• Management of retention periods, destruction lists, and disposal of documents according to policies and procedures.
• Issuance of disposal certificates upon document destruction.
• Compliance with the National Archives Act and relevant security standards for storage facilities.

Technical Requirements

The technical requirements for the service provider include:

• Storage facilities must be located at the uMDM head office or a secure, fenced, and patrolled site with 24/7 security.
• Facilities must have adequate ventilation, humidity control, pest and rodent prevention, sprinkler systems, smoke detectors, and fire extinguishers.
• Provision of secure transport/delivery services for documents as needed.
• Implementation of labeling, indexing, and document management systems.
• Maintenance of detailed records including take-on dates, retention periods, destruction schedules, and disposal reports.
• Adherence to the National Archives Act 43 of 1996 and related policies.
• Signing of a Service Level Agreement (SLA) with the municipality upon contract finalization.

Skills Requirements

The successful service provider must demonstrate:

• Experience in secure off-site document storage and management services.
• Capability to process, label, index, and manage large volumes of documents and boxes.
• Knowledge of compliance requirements under the National Archives Act and security standards.
• Ability to provide secure transportation and disposal services.
• Provision of security clearance documentation, including company profile and ID/passport copies of directors.
• Capacity to develop and adhere to detailed record-keeping and reporting systems.
• Proven track record of working with municipal or government clients.