Tender Summary: Wastepaper Collection Service

Objectives

The primary objective is to establish a reliable, secure, and compliant service for the weekly collection and disposal of shredded documentation from the SASSA Head Office. The initiative aims to eliminate storage bottlenecks, protect sensitive client information, ensure adherence to national privacy and regulatory standards, support environmental sustainability, and generate consistent revenue for the agency through waste paper recovery.

Scope of Services

• Contract Duration: Five-year service agreement.
• Collection & Logistics: Regular weekly collection supplemented by ad-hoc pickups during peak operational periods. Provision and placement of designated bins/bags at photocopiers and workstations.
• Supervision & Documentation: All collections must occur under the direct supervision of a SASSA official. Original collection vouchers remain at the Head Office; duplicate copies are retained by the service provider for accountability.
• Volume Management: Capability to scale operations rapidly to accommodate unexpected surges in document volume without disrupting office workflows.
• Payment Structure: Monthly payments made to SASSA based on the total tonnage of collected wastepaper.

Technical Requirements

• Fleet & Equipment: Vehicles specifically suited for secure, high-volume paper transport. Heavy-duty, stable trolleys capable of safely moving large loads across building premises.
• Regulatory Compliance: Valid registration with the National Treasury Central Supplier Database (CSD), current Tax Compliance Status PIN, fully completed and signed Standard Bid Document (SBD) forms, and valid BBBEE certificates or sworn affidavits.
• Pricing Format: Quotation must be submitted as a single rate per ton (R/ton), inclusive of all logistical costs, personnel wages/benefits, overtime, vehicle capacity, fuel, and the provision of digital educational materials.
• Digital Educational Package: Submission of electronic training resources covering step-by-step collection procedures, sorting/storage best practices, safety guidelines, and recycling efficiency tips.

Skills Requirements

• Personnel Training: All collection staff must be trained in handling confidential documents, strictly following data privacy and security protocols during pickup, transit, and disposal.
• Operational Expertise: Demonstrated capability in managing fluctuating waste volumes, optimizing collection routes, and maintaining strict chain-of-custody documentation.
• Administrative Proficiency: Bidders must possess strong knowledge of South African public procurement frameworks, including compliance verification, financial reporting, and preference point claim substantiation.

Clarification of Unusual or Complex Terms

• Income-Generating Contract: Unlike standard service tenders where the client pays the provider, this is a reverse-payment model. The appointed service provider will pay SASSA a predetermined rate per ton for the right to collect and commercially dispose of the wastepaper.
• 80/20 or 90/10 Preference Point System: A standard South African government procurement scoring mechanism. Up to 80 or 90 points are awarded based on the highest quoted price (since providers pay SASSA), while 10 or 20 points are allocated for Broad-Based Black Economic Empowerment (BBBEE) status and demographic ownership targets (women, youth, or persons with disabilities).
• SBD Forms & Disclosure Declarations: Mandatory National Treasury templates requiring bidders to declare financial standing, tax compliance, and any conflicts of interest, state employment ties, or collusive bidding arrangements. False declarations result in immediate disqualification and potential legal action under anti-corruption legislation.