Appointment of a Service Provider to Render Off-site Document Storage and Digitization Services for a Period of 36 Months

052/2025/EWSS/STORAGE/RFB

2025-10-08 11:00

Tender Closed on: 2025-11-03 10:00

https://tenderbulletins.co.za/tender-award/tender-award-appointment-of-a-service-provider-to-render-off-site-document-storage-and-digitization-services-for-a-period-of-36-months/

Records Management, Digital Imaging and Electronic Archiving, Storage and Archiving

Gauteng, Pretoria

Trans-Caledon Tunnel Authority

Scroll down for tender details and to access the tender documents

Trans-Caledon Tunnel Authority Tenders

Account Functions

You will need an account login to View Tender Documents, Create a Business Listing on the site or to add your details to show your interest in joining a Joint Venture or working as subcontractor for this tender


  • Sign Up
Or Login Using
Please wait. Signing you in...
Or Login Using
Please wait. Signing you in...
Lost your password? Please enter your username or email address. You will receive a link to create a new password via email.
Tender Number: 052/2025/EWSS/STORAGE/RFB
Department: Trans-Caledon Tunnel Authority
Tender Type: Request for Bid(Open-Tender)
Province: Gauteng
Closing Date: Monday, 03 November 2025 - 10:00
Place where goods, works or services are required: Byls Bridge, Cnr Olievenhoutsbosch and Jean Avenue - Pretoria - Pretoria - 0157
Special Conditions: N/A
ENQUIRIES:
Contact Person: Receiving Officer
Email: [email protected]
Telephone number: 012-683-1251
FAX Number: 012-683-1361
BRIEFING SESSION:
Is there a briefing session?: Yes Is it compulsory? NO
Briefing Date and Time: Wednesday, 08 October 2025 - 11:00
Briefing Venue: Online

This tender is also available from www.etenders.gov.za


Tender Summary

Objectives

The primary objective of this tender is to appoint a qualified service provider to deliver off-site document storage and digitization services. The selected provider will be responsible for managing records storage, digitization of various document sizes, data transfer, licensing, training, and related services over a period of 36 months, ensuring efficient and secure handling of records throughout the contract duration.

Scope

The scope of work includes:

  • Provision of off-site storage for existing and new records, including boxes stored at current service providers and TCTA filing rooms.
  • Digitization of documents in A4, A3, and A1 sizes.
  • Data transfer of scanned images to a new system, specifically transferring 500 GB of data.
  • Provision of licenses for records management systems and SharePoint integration.
  • Training staff on the records management system.
  • Supply of stationery items such as storage boxes, backing boards, and tubes with lids.
  • Delivery services including same-day and next-day delivery, as well as collection of new boxes.
  • Record withdrawal services, including permanent withdrawal fees and destruction of records with certification.

Technical Requirements

The technical requirements for the tender include:

  • Provision of off-site storage for approximately 4,000 boxes at current service provider rates and 1,000 boxes at TCTA filing rooms, plus 3,000 new boxes, over 36 months.
  • Digitization of documents in specified sizes (A4, A3, A1), with a total of 1,000,000 documents.
  • Data transfer capabilities for moving 500 GB of scanned images from the current system to a new system.
  • Supply of licenses for a records management system for 10 users over 36 months.
  • Integration with SharePoint for records management.
  • Provision of training on the records management system for 10 users over the contract period.
  • Supply of stationery items, including boxes, backing boards, and tubes, in specified quantities.
  • Delivery and collection services, including same-day and next-day delivery options.
  • Record withdrawal and destruction services, including destruction certificates.
  • Pricing must include provisional sums for additional services and stationery, with bidders paid based on actual services rendered.
This summary is AI generated. Download the tender documents for all the information.

How to Submit a Response / Quote to this Tender

The information needed for submitting your quote is in the description of the tender and the Tender Documents. You will also need documents and templates supplied by the entity that issued the tender, in order to supply the correct business and quote information.

To get the Tender Documents, click on the “Download Tender Documents” button below. This will take you to the Download page for this specific tender. To download the documents, you will need to create a Free Download account and then Login to this account. There is a Registration and Login form on the Download page, or above the tender description on this page. There are also Register and Login links at the top of all pages of this website.

Once you have the Tender Documents, complete them with your details and the quote details and submit to the entity or organisation that issued the tender. The details and method to submit are in the tender description and the tender documents.

Joint Ventures, Consortia and Subcontracting:

Most large tenders are composed of tasks in a number of different fields, and it is not always possible for a single company to cater for all of them, and therefore Joint Ventures and Consortia are formed to then submit a tender together.

Government tenders are also requiring the subcontracting of a percentage of the tender work, and the trouble is then finding Subcontractors to comply with the tender requirements

To assist companies with finding tender partners and subcontractors, you can now submit your contact details and company information on this page, so other interested parties can contact you for purposes of forming Joint Ventures and subcontracting

You will need to supply your details on every tender you are interested in tendering for. For this you need an active Business Listing - Register and Login at My Account to create a Business Listing

NOTE: This is not a tender application form, it is meant to facilitate the meeting of partners to form a Joint Venture or Subcontractor relationship for this tender only


To submit your details for this tender, you will need to Register an account - see the Registration form on this page or go to My Account

If you already registered, please login at My Account

You will also need to create a Business Listing in order to show your information here

Potential Subcontractor and Joint Venture Partners

To view a list of Businesses that match the Categories of this tender,
please Subscribe to a Paid Notification Plan

(If you are already a Paid Subscriber - not Trial, please Login to view this information on this tender)

Why not let us send tenders to your inbox?

from R120 per month