Appointment of a service provider for 36-month offsite storage of UIF paper records across at least five provinces, including collection, retrieval within 48 hours, secure storage, and destruction. Closes 27 November 2026.
The Unemployment Insurance Fund (UIF), a Schedule 3A public entity under the PFMA, is seeking a service provider to provide offsite storage for its inactive paper-based records for 36 months. The Fund's records are generated at 20 offices across nine provinces. Once records become inactive, they must be collected, stored securely off-site, and retrieved on request until their retention periods expire. The current volume is approximately 63,000 storage boxes, and quantities are expected to fluctuate as the Fund moves toward electronic claims processing. The records contain confidential personal information of employees and employers, so the service must comply with POPIA, the National Archives and Records Service Act, and related information security requirements.
The successful bidder must operate at least one records storage facility in each of a minimum of five provinces, whether owned or leased under a valid records-management lease, and must hold valid compliance inspection letters from a National or Provincial Archivist issued within the last three years. Each facility must have surveillance cameras, 24-hour PSIRA-registered security guards, and a security alarm system. Facilities must also hold current compliance certificates for electrical, fire-fighting, mechanical, pest control, HVAC, gas suppression, and glazing, along with an occupancy certificate. The service provider must supply archive boxes, barcode labels, and index forms, and must provide a tracking and retrieval process. Turnaround times are 48 hours for normal retrieval and delivery to provincial, regional, and head offices, 12 hours for emergency retrieval, and 60 hours for collections. Destruction services must be available on written authorisation, with capacity for at least 10,000 records per month, and must include a destruction certificate for each batch.
The bid is evaluated in three phases: mandatory document compliance, a functionality score of at least 70 out of 100 (covering project plan, turnaround capability, references, operational management experience, and facility coverage), and then price and specific goals on an 80/20 preference point system. Bidders must submit a CSD registration, a tax compliance PIN, a B-BBEE certificate, a CIPC certificate, and financial statements, and must complete the SBD forms. A virtual briefing session takes place on 12 November 2026 and is recommended. The tender closes on 27 November 2026 at 11:00 at the UIF tender box in Pretoria, and the bid remains valid for 120 days.
This tender suits established records management and document storage companies that already operate secure, compliant facilities in at least five South African provinces and can show a track record of similar contracts. Applicants should have their own or leased facilities with the required occupancy and compliance certificates, PSIRA-registered security, a fleet or transport capacity for collection and urgent delivery, and experience handling confidential records under POPIA. Joint ventures or consortiums may bid if they meet the combined requirements. Small or emerging businesses without national facilities are unlikely to meet the mandatory criteria on their own, but may find subcontracting opportunities with the successful bidder.
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