Objectives

The primary objective of this tender is to appoint a service provider to provide safe, secure, and compliant offsite storage and shredding of records and files for a period of five years. The service aims to ensure efficient record management, timely retrieval, proper labeling for easy identification, and adherence to relevant legislation such as POPIA.

Scope

The scope of work includes:

• Provision of comprehensive offsite document storage and shredding services.
• Ensuring compliance with all relevant regulations, including the Protection of Personal Information (POPI) Act.
• Managing risks associated with record keeping.
• Facilitating timeous tracking and retrieval of documents upon request.
• Labeling and organizing documents for quick identification and access.
• Handling approximately 2000 archived records, with flexibility to store documents at the BANKSETA office or at alternative locations as required.

Technical Requirements

The service provider must demonstrate:

• Provision of a secure and compliant storage facility.
• Experience in offsite records management, including document archiving and secure storage solutions.
• Possession of a valid fire certificate.
• Ability to provide timely document retrieval and tracking.
• Compliance with all relevant legislation, including POPIA.
• Capacity to handle current and future storage needs efficiently.

Skills and Competency Requirements

Prospective service providers must meet the following minimum criteria:

• Provision of a valid fire certificate.
• Experience in operating offsite document storage facilities or similar secure repositories.
• Submission of CVs or profiles of personnel responsible (e.g., Account Manager or Coordinator) demonstrating relevant experience and expertise.
• At least two signed reference letters from previous clients for whom offsite storage or records management services have been provided. These references should include contact details, service description, and be on client letterhead.

Additional skills include:

• Understanding of legislation related to records management and data protection.
• Ability to implement labeling, tracking, and retrieval systems for efficient document management.
• Capacity to manage approximately 2000 archived records with flexibility for storage at different locations.