Objectives

The primary objective of this tender is to appoint a qualified and experienced service provider to supply off-site storage facilities and document management services for PSiRA over a period of five (5) years. The service aims to ensure the safe, secure, and efficient management of PSiRA's documents in compliance with the National Archives Act 43 of 1996, including provisions for storage, retrieval, scanning, destruction, and reporting of records.

Scope

The scope of work includes:

• Provision of off-site storage and document management services, including onsite file management, image processing, data protection, backup, and confidential records destruction in line with POPIA and MISS standards.
• Supply of packaging, stationery, and consumables, as well as staffing for labeling and indexing records before storage.
• Collection, transportation, and delivery of records between PSiRA offices, current storage providers, and the off-site facility, ensuring secure transport.
• Verification, inventory compilation, and electronic database management of stored records.
• Scanning physical documents to electronic format if required.
• Meeting turnaround times: delivery of records within 24 hours, with same-day delivery for urgent requests.
• Provision of reports related to records management, destruction, and inventory.
• Destruction of records in accordance with policies and legal requirements, with issuance of disposal certificates.
• Access to premises for site inspections and security screening of staff and management.
• Storage of IT tapes in secure, fire, and water-resistant facilities.
• Implementation of security measures including CCTV, access control, fire prevention, and emergency backup power.
• Training of PSiRA staff on record management, labeling, indexing, and data protection.
• Development of a Business Continuity Plan for emergency or disaster scenarios.

Technical Requirements

The technical requirements for the service provider include:

• Location of storage facility within a 70 km radius of PSiRA Head Office in Centurion, Pretoria.
• Facility must be climate-controlled, pest and rodent-proof, and compliant with Occupational Health and Safety standards, including fire prevention systems (smoke detectors, fire extinguishers, carbon monoxide detection).
• Physical security measures such as electric fencing, access control, CCTV monitoring, 24/7 security patrols, and alarm systems with armed response.
• Availability of emergency backup power (UPS or generator) to ensure operational continuity.
• Provision of detailed costed price list, including monthly and total costs over five years.
• Willingness to undergo security screening, including submission of company profile, CIPC registration, and ID/passport copies of directors.
• Capability to verify records, compile inventories, and maintain electronic records management systems.
• Capacity to handle an initial estimated 30,000 boxes, with a projected increase of 5% monthly.
• Provision of training manuals and programs for staff involved in record management processes.
• Implementation of a track and trace system for records.
• Storage of IT tapes in secure, fire, and water-resistant facilities.
• Compliance with all relevant legislation, standards, and security protocols as specified in the tender documentation.