Objectives

The primary objective of this tender is to appoint a qualified service provider to render archiving, storage, and secure disposal services for the Eastern Cape Rural Development Agency (ECRDA). The aim is to ensure effective management of physical records, secure storage, timely retrieval, and environmentally compliant disposal of documents over a contract period of five years.

Scope

The scope of work includes:

• Provision of off-site secure storage facilities within KuGompo (East London area).
• Management of current and future records, including collection, storage, and retrieval of files and boxes.
• Secure, access-controlled storage for physical records, external hard drives, and IT equipment.
• Disposal of documents when due, with proper certification and environmental compliance.
• Provision of storage for vault containers, with specified quantities and rotation schedules.
• Regular collection, transportation, and disposal services, including emergency and scheduled deliveries.
• Compliance with relevant standards such as SANS 10400, NARSSA, ISO 27001, and environmental laws.
• Reporting and performance monitoring through quarterly reports.

Technical Requirements

The technical specifications include:

• Storage facilities must be secure, access-controlled, and compliant with SANS 10400 standards.
• Provision of secure vault storage (minimum of 5 vaults) with weekly rotation of hard drives using the "son-father-grandfather" principle.
• Original documents must be retrievable within 7 hours of request.
• Disposal must be conducted in accordance with the National Environmental Management: Waste Act, with valid proof of destruction.
• Certificates of compliance including NARSSA, ISO 27001, and SANS 10400 occupancy certificates must be submitted.
• Proper document management and environmental safety measures must be maintained.
• Pricing must include all costs related to collection, transportation, storage, and disposal services.

Skills and Capacity Requirements

The service provider must demonstrate:

• Experience in records management, secure storage, and document disposal services.
• Compliance with relevant standards (SANS 10400, NARSSA, ISO 27001) and environmental laws.
• Ability to provide secure, access-controlled storage facilities within the Eastern Cape.
• Capacity to handle current storage volumes and scale for future needs.
• Proven track record of secure disposal with valid certification and adherence to environmental regulations.
• Capability to provide detailed quarterly performance reports and meet specified KPIs.
• Qualified personnel with expertise in records management, security, and environmental compliance.