Objectives

The primary objective of this tender is to engage a service provider capable of providing an off-site storage facility for Stats SA backup tape cartridges over a period of 24 months. The service aims to ensure secure, reliable, and accessible storage of backup media to support data recovery and business continuity.

Scope

The scope of work includes:

• Provision of a secure, fireproof, waterproof storage facility suitable for storing tape cartridges.
• Implementation of access controls to prevent unauthorized access, loss, damage, or theft of data.
• Deployment of a digital record management system for tracking and retrieving cartridges.
• Guaranteeing tape retrieval within 2 hours for urgent requests and within 8 working hours for non-urgent requests.
• Scheduled collections and deliveries on Wednesdays, with alternative arrangements for holidays or unforeseen circumstances.
• Assignment of dedicated personnel with identification and branded vehicles to service Stats SA.
• Notification procedures for personnel changes or unavailability.
• System controls to ensure only authorized personnel can request tapes.
• Provision of storage vaults and labels for packaging, capable of holding up to 24 tapes per canister.
• Storage of tapes with retention periods ranging from 4 weeks to 5 years, with corresponding canister capacities.

Technical Requirements

The technical specifications include:

• A secure, fireproof, waterproof storage facility designed specifically for tape cartridges.
• Efficient access control systems to safeguard data confidentiality and integrity.
• A digital tracking system for managing inventory and retrieval of tapes.
• Rapid response capabilities for urgent tape requests (within 2 hours).
• Scheduled and reliable collection/delivery services aligned with Stats SA requirements.
• Dedicated personnel with proper identification and branded vehicles.
• Canisters capable of storing 24 tapes each, supporting retention periods of 4 weeks, 1 year, and 5 years with respective canister counts.
• Compliance with mandatory requirements, including relevant documentation and service standards.

Skills Requirements

The service provider must demonstrate:

• Experience in managing off-site storage facilities for sensitive data or media.
• Capability to implement and operate secure storage and digital record management systems.
• Ability to provide rapid response and reliable logistics for tape retrieval and delivery.
• Provision of dedicated, identifiable personnel trained in data handling and customer service.
• Capacity to supply references from similar service engagements.
• Compliance with all mandatory technical and administrative requirements specified in the tender.