Objectives

The primary objective of this tender is to secure a service provider for offsite storage of records, documents, and media tapes for the Western Cape Gambling and Racing Board (WCGRB) over a period of ten (10) years. The service aims to ensure secure, efficient, and compliant storage, retrieval, and disposal of physical and media records, supporting WCGRB’s regulatory functions.

Scope

The scope includes:

• Provision of offsite storage facilities for paper records and documents, including supply of storage boxes, barcodes, and stationery.
• Collection, transportation, storage, and retrieval of records with specified turnaround times (next-day or same-day retrieval).
• Disposal services in line with WCGRB retention schedules and legal requirements, including destruction certificates.
• Scanning services, including secure storage and accessible retrieval in multiple formats.
• Relocation of existing records from current offsite storage (Metrofile) to the new facility.
• Media tape storage, retrieval, weekly collection, and secure handling of LTO tapes with environmental controls and tracking systems.
• Provision of containers, seals, locks, and tracking labels for media tapes, with capacity for four tapes per container.
• Regular collection and delivery schedules, emergency retrieval capabilities, and chain-of-custody documentation.
• Site inspection and due diligence to verify storage facilities’ compliance with specified standards.

Technical Requirements

The technical specifications include:

• Storage facilities must be within 40 km of WCGRB offices at 24 Fairway Close, Parow.
• Environmental controls for media tapes: temperature, humidity, fire detection, and suppression systems.
• Use of barcode-labelled, catalogued media handling with web-based inventory management.
• Secure containers with tamper-evident features, internal compartments, and internal design to hold tapes firmly.
• Provision of tracking labels, secure transport containers, and chain-of-custody documentation.
• Next-day or same-day retrieval of documents, with requests submitted before 12:00 for same-day service.
• Disposal of records in accordance with legal retention schedules, with destruction certificates issued.
• Compliance with ISO standards: ISO 27001, ISO 9001, ISO 14001, ISO 11799, ISO 45001, and adherence to the National Archives and Records Service requirements.
• Environmental controls, fire safety, security, and occupational health and safety standards at storage sites.
• Provision of containers, seals, locks, and additional containers as needed.

Skills and Capabilities Requirements

The bidder must demonstrate:

• Experience in secure offsite storage, media handling, and document management services, with evidence of at least 10 years’ experience.
• Capacity to provide scanning, destruction, and environmental controls compliant with ISO standards.
• Ability to manage inventory via web-based systems, including real-time tracking and reporting.
• Provision of secure transport, chain-of-custody procedures, and emergency retrieval services.
• Compliance with relevant legislation, including PFMA, POPIA, and tax regulations.
• Capability to relocate existing records and media tapes, including handling approximately 4,415 paper boxes and 17 media tape boxes.
• Qualified personnel with expertise in records management, security, environmental controls, and ISO standards.
• Ability to conduct site inspections and demonstrate compliance with technical and safety standards.
• Provision of dedicated account management and support services.