Objectives

The primary objective of this tender is to appoint a qualified and experienced service provider to manage the offsite archiving of Coega Development Corporation (CDC) documents and records. The provider will ensure secure storage, efficient retrieval, proper indexing, and secure disposal of records in compliance with relevant legal, regulatory, and quality standards, thereby supporting CDC’s records management policy and ISO 9001 requirements.

Scope

The scope of work includes:

• Provision of offsite storage facilities within Nelson Mandela Bay Metropolitan Municipal Area, either owned or leased by the service provider for the duration of 60 months.
• Implementation of best practices for document archiving, indexing, retrieval, and disposal.
• Supply of archiving materials such as archive boxes, labeling stationery, tracking labels, and secure storage containers.
• Secure handling, storage, and disposal of CDC records in accordance with regulatory and operational requirements.
• Ensuring access controls, disaster recovery measures, and compliance with ISO standards and South African legislation.
• Conducting facility inspections prior to contract award and ongoing compliance monitoring.

Technical Requirements

The technical requirements for the service provider include:

• Ownership or formal lease of storage facilities in Nelson Mandela Bay Metropolitan Area.
• Implementation of industry best practices for document management, including indexing, retrieval, and secure disposal.
• Compliance with ISO 9001:2015 (Quality Management), ISO 27001 (Information Security), ISO 14001 (Environmental Management), ISO 45001 (Occupational Health & Safety), and other relevant standards.
• Adherence to the National Archives and Records Service of South Africa (NARSSA) regulations and the National Archives Act.
• Provision of secure access controls, disaster recovery measures, and confidentiality safeguards.
• Provision of necessary archiving materials and equipment.
• Regular review and compliance with applicable legislation, including the PFMA, National Treasury Regulations, and the Public Procurement Act.

Skills Requirements

The successful bidder must demonstrate:

• Proven experience in offsite records management and secure storage solutions.
• Capability to implement industry best practices for document indexing, retrieval, and disposal.
• Compliance with ISO standards relevant to quality, information security, environment, and occupational health and safety.
• Knowledge of South African legislation governing records management, data protection, and environmental standards.
• Capacity to provide secure, accessible storage facilities with appropriate access controls and disaster recovery measures.
• Ability to supply necessary archiving materials and manage inventory effectively.
• Capacity to conduct facility inspections and ongoing compliance monitoring.
• Demonstrated track record and references in similar projects.