Objectives

The primary objective of this tender is to appoint a qualified service provider to collect, dispose of wastepaper from the Department of Water and Sanitation (DWS) offices, and manage records disposal in compliance with relevant legislation, over a period of 36 months. The aim is to ensure sound records management, environmental responsibility, and compliance with legal requirements such as the NARSSA Act and POPI Act, while supporting good governance, transparency, and accountability.

Scope

Scope of Work for the Service Provider:

• Collection of wastepaper as required, including shredded paper, old newspapers, cardboard boxes, and records due for destruction.
• Provision of disposable bags for shredded paper and cardboard boxes for records.
• Provision of manpower and transport for wastepaper collection.
• Site clearing and cleaning after waste collection.
• Reimbursement of revenue from wastepaper disposal based on pre-agreed rates.
• Monthly proof of payment (remittance advice) indicating weight, code, and monetary value.
• Disposal of documents in accordance with section 14(4) and (5) of the POPI Act.

Scope of Work for DWS Offices:

• Monitoring of disposal processes by designated office staff.
• Oversight by the Department’s Records Management team for overall coordination.
• Scheduling collection dates and times in consultation with the service provider.

Technical Requirements

The technical evaluation will consider:

• Company Experience: Demonstrated experience in wastepaper collection and disposal, supported by reference letters (weighting 30 points).
• Infrastructural Resources: Ownership or lease agreements for collection vehicles, presence in Gauteng, proof of company address or rates and taxes statement (40 points).
• Methodology and Project Plan: Detailed description of waste management methods, including collection, storage, transportation, and disposal processes, with a comprehensive project plan (30 points).

Only bidders scoring at least 65% in technical evaluation will proceed to the next phase.

Skills Requirements

• Proven experience in wastepaper collection and disposal services.
• Availability of suitable vehicles and equipment such as recycling bins, secure storage facilities, shredders, and baling machines.
• Capability to implement detailed waste management methodologies and adhere to scheduled collection and disposal timelines.
• Compliance with legal and environmental standards, including record management and document disposal legislation.
• Capacity to provide proof of compliance, including registration, tax clearance, and relevant licenses.