Scanning, Indexing, and Storage Services for City of Cape Town.
City of Cape Town
In plain English
The City of Cape Town is procuring a scanning, indexing, and storage service for its Motor Vehicle Registration and Licensing Section and Ethics and Forensics Services Department. Any eligible company or individual can bid, with no specific registrations or eligibility criteria mentioned.
Always check the official documentDescription
The City of Cape Town is seeking a service provider for the scanning, indexing, and storage of documents for its Motor Vehicle Registration and Licensing section and the Ethics and Forensics Services department. The work involves digitizing approximately 500,000 images per month and managing physical document storage and destruction. The service provider must collect documents weekly from the Civic Centre in Cape Town and upload digital files to the City’s server within seven working days. The contract will run for 60 months, starting from July 2028. The provider must ensure all data handling complies with POPIA and relevant archival legislation. Additionally, the provider must maintain a secure, cloud-based backup system and provide disaster recovery plans for both physical and electronic records.
What you need to qualify
- CSD registration — Registration on the Central Supplier Database — required to do business with government.
- Tax clearance — A valid SARS tax compliance status (PIN) showing your tax affairs are in order.
- Letter of Good Standing — COID registration and a Letter of Good Standing from the Compensation Fund.
- Other registration — An industry registration the tender requires (e.g. PSIRA, NHBRC, a professional or trade licence).
Full requirements
- Registered on CCT Supplier Database and National Treasury CSD
- Valid Tax Compliance Status PIN
- Public Liability insurance of at least R20 million and Motor Vehicle liability insurance
- Valid Letter of Good Standing from the Compensation Commissioner
- PSIRA registration for all security personnel
- Proof of business premises within City of Cape Town boundaries
- Audited financial statements for the past 3 years if value exceeds R10 million
- Minimum 2 years experience in scanning and indexing services
Contact & how to apply
Name: Finance Tenders
Email: Finance.Tenders@capetown.gov.za
Phone: 000-000-0000
How to apply: Submit the completed and signed tender document in a sealed envelope marked with the tender number, description, and box number (214). Deliver the package to the Tender & Quotation Boxes Office, 2nd Floor, Civic Centre, 12 Hertzog Boulevard, Cape Town, before the closing date.
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