Objectives

The primary objective is to appoint a qualified service provider to securely manage the end-of-life disposal of obsolete, redundant, or unserviceable IT assets for a three-year period. The appointment ensures complete derecognition of assets from accounting records and guarantees secure data eradication to mitigate information security and privacy risks.

Scope of Work

The contractor will provide comprehensive IT asset disposal services on an as-and-when-required basis, activated through individual purchase orders. Core activities include:

• Secure collection, handling, and transportation of IT equipment and general e-waste.
• Data sanitisation and physical destruction of data-bearing media (hard drives, SSDs, removable storage).
• Off-site processing at authorised recycling or destruction facilities, including segregation and environmentally compliant recycling.
• Provision of on-site destruction when requested by the client, conducted under direct supervision.
• Generation of batch-specific documentation, including certificates of destruction/recycling, chain-of-custody records, photographic evidence, and final disposition reports.

Technical Requirements

Bidders must meet strict technical and compliance thresholds:

• Hold a valid e-waste management licence in accordance with the National Environmental Management: Waste Act (Act No. 59 of 2008).
• Demonstrate relevant experience in IT asset disposal over the preceding five years, supported by verifiable reference letters.
• Submit a detailed operational methodology covering logistics, data sanitisation protocols, chain-of-custody controls, downstream recycling pathways, and regulatory compliance.
• Provide mandatory proof per disposal batch, including certificates, serial number tracking, device disposition records, and confirmation of health, safety, and environmental adherence.
• Achieve a minimum technical score of 70 out of 100 points (weighted 40% for experience, 60% for approach) to qualify for financial evaluation.

Skills and Competencies

Successful bidders must possess:

• Specialised expertise in secure data sanitisation and hardware destruction methodologies.
• Proficiency in managing complex logistics, inventory tracking, and chain-of-custody documentation.
• In-depth knowledge of South African data protection (POPIA) and environmental waste legislation.
• Operational capability to conduct supervised on-site destruction and coordinate multi-facility off-site processing.
• Strong administrative and reporting skills to generate audit-ready compliance documentation and disposal certificates.

Key Terms and Service Clarifications

Secure Data Sanitisation: Standard deletion or reformatting is explicitly rejected as insufficient. Acceptable methods include cryptographic erase, overwriting, degaussing, or physical shredding to ensure irreversible data removal.

As-and-When-Required Contract: No fixed volumes or schedules are specified. Service delivery is triggered ad hoc via purchase orders throughout the three-year term, requiring flexible resource allocation.

Preferential Procurement (80/20 System): Evaluation allocates 80 points to price and 20 points to specific socio-economic goals. Points are awarded based on Broad-Based Black Economic Empowerment (B-BBEE) status (targeting enterprises that are at least 51% black-owned) and subcontracting commitments (allocating at least 20% of work to qualifying small businesses).

Functional Equipment Rebates: Where recoverable, buy-back or rebate values for functional assets and e-waste may offset costs. Bidders must clearly indicate any applicable rebates in their pricing schedule.