Objectives

The primary objective of this tender is to appoint a qualified service provider to undertake the appraisal and disposal of records of non-archival value across all SANParks locations. The goal is to efficiently manage and shred outdated records in various formats, ensuring proper disposal in accordance with relevant standards and legislation, thereby maintaining effective records management and environmental sustainability.

Scope

The scope of work includes:

• Assessment and appraisal of records of non-archival value at multiple SANParks locations.
• Disposal or shredding of records in various formats, including physical and digital records.
• Supervision of the disposal process by SANParks officials at the service provider’s premises.
• Transporting disposed documents to recyclers or disposal facilities.
• Provision of disposal equipment and relevant vehicles as needed.
• Engagement across all SANParks regions and parks, including Kruger, Addo, Tsitsikamma, and others.
• Contract duration of one (1) year, with potential for renewal or extension.

Technical Requirements

The technical requirements for the tender include:

• Experience and Qualifications:
  • Team leader with a minimum of 5 years’ experience in archives and records management.
  • Qualification: Master’s degree or equivalent in Information Science or related field.
• Project Plan:
  • Detailed project plan demonstrating compliance with the National Archives and Records Service of South Africa (NARSSA) standards.
  • Inclusion of a methodology for appraisal, shredding, and disposal processes.
  • Provision of at least four (4) reference letters from previous clients attesting to records disposal services.
• Vehicle and Equipment:
  • Availability of suitable vehicles (e.g., closed vans with compartments) for transporting documents.
  • Relevant disposal equipment that is fit for purpose and exceeds expectations.
• Compliance:
  • Registration on the Central Supplier Database (CSD).
  • Tax compliance verification via SARS PIN or CSD registration.
  • Adherence to POPIA (Protection of Personal Information Act) requirements.
• Supervision and Reporting:
  • Supervision of disposal activities by SANParks officials.
  • Provision of feedback and reports on disposal activities and performance.
• Pricing:
  • Comprehensive pricing schedule covering appraisal, assessment, disposal, and transportation costs, inclusive of VAT.
  • Prices to remain valid for 150 days from the bid closing date.