uMlalazi Municipality seeks a service provider for a three-year contract to provide off-site records storage and management, including storage rental, retrieval, scanning, digitisation, and destruction. Bidders must be NARSSA-registered, hold fumigation, fire and insurance certificates, and be evaluated on an 80/20 price and preference basis with functionality thresholds.
uMlalazi Municipality, located in Eshowe on the north-eastern coast of KwaZulu-Natal within the King Cetshwayo District, is inviting tenders for a three-year contract for the provision of an off-site storage facility and the management of its records. This is a re-advertisement (tender reference KZN ULM 17/26/27) and the closing date is 26 November 2026 at 12:00. Tender documents cost a non-refundable R1,000.00 and must be purchased from the Municipality's Financial Services Revenue Section in Hutchinson Street, Eshowe.
The service requires the successful provider to supply and operate a secure off-site warehouse for municipal records, billed as a fixed monthly storage rental subject to annual escalation linked to CPIX capped at 10%. Payable activities on a call-off basis include collection and transport of records, location handling, data entry, retrieval with delivery or scan-to-email, return handling, destruction with destruction certificates, disposal reports, and per-page digitisation. The contract is a re-measurement contract, so schedule quantities are estimates and payment is based on work actually measured. Response to requests is required within 48 hours and delivery of goods or commencement of services within five days of an order. Penalties of 10% of the current invoice apply for late performance.
Mandatory compliance requirements include a valid original SARS tax clearance certificate, CSD registration, rates clearance, COIDA good standing, audited annual financial statements where the offer exceeds R10 million, a NARSSA compliance certificate, a fumigation certificate, a municipal fire service compliance certificate, proof of private security compliance, fire detection and insurance cover for premises, contents and vehicles, and an OHSA section 37(2) agreement. Evaluation is 80 points for price and 20 points for specific goals (preference), with a minimum of 60 out of 80 functionality points required. Functionality criteria cover proven experience on similar projects in the past ten years (up to 30 points), key personnel including a records management project leader registered with SASA (up to 30 points), and plant and equipment, specifically two fully enclosed vehicles with alarm and satellite tracking and a loading capacity of at least 4,100kg (up to 20 points). Successful bidders must also provide a performance security of 10% of contract value within 30 days of award. Benefits for the Municipality include secure, compliant, and accessible records management that supports governance and audit obligations.
Records management and archiving companies registered with NARSSA, document storage and digitisation providers, and logistics firms with secure warehousing and enclosed vehicle fleets operating in KwaZulu-Natal, particularly those based in or able to serve King Cetshwayo District. Suitable for bidders with at least three to five similar completed projects, a qualified records management project leader registered with SASA, and the ability to meet the compulsory tax, compliance, insurance, and certification requirements. Small and black-owned enterprises, EMEs and QSEs, and local businesses may benefit from preference points under the specific goals.
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