Three-Year Contract for Off-Site Storage and Records Management
Ms Gina Govender
In plain English
The uMlalazi Municipality is procuring a three-year contract for the provision of an off-site storage facility and management of records. Companies registered with the National Archives and Records Services of South Africa (NARSSA) are eligible to bid.
Always check the official documentDescription
The uMlalazi Municipality invites tenders for a three-year contract to provide off-site storage and records management services. The project involves collecting, indexing, digitizing, and storing municipal records from offices in Eshowe, Gingindlovu, and Mthunzini. Key deliverables include supplying acid-free storage boxes, managing data entry, providing scan-to-email services, and handling secure document destruction. The service provider must maintain a secure, stand-alone storage facility in a non-flood-prone area. The contract duration is 36 months, with specific response times required for record retrieval and document delivery. The municipality requires monthly and quarterly progress reports. Bidders must demonstrate relevant experience, provide qualified personnel with records management expertise, and utilize specialized, secure transport vehicles for record movement.
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
- Valid Tax Clearance Certificate
- Proof of Central Supplier Database (CSD) registration
- Valid Municipal Rates and Services Clearance Certificate
- Proof of COIDA registration
- Audited Annual Financial Statements for offers exceeding R10 million
- NARSSA, Fumigation, and Fire Service compliance certifications
- PSIRA registration for security services
- Valid insurance for premises, contents, and vehicles
- Signed Occupational Health and Safety Act agreement
Contact & how to apply
Name: Ms Gina Govender
Email: GinaG@umlalazi.gov.za
Phone: 035-473-3300
How to apply: Tenders must be hand-delivered to the Tender Box at the Municipal Buildings, KV Challenor Street, Eshowe, by 12:00 on 26 November 2026. Late, emailed, or faxed submissions will not be accepted.
Related tenders
Three-year contract for performance management system.
The uMlalazi Municipality seeks bids for a web-based Organisational and Individual Performance Management System. The contract includes supply, installation, training, and maintenance over three years. Key deliverables are performance tracking, SDBIP and IDP drafting, and professional support services in Eshowe. Bidders need six years of relevant experience and must meet technical personnel requirements. The contract covers annual license fees, hosting, and professional service rates, with a 10% performance security requirement.
Archiving and disposal services for ECRDA.
The Eastern Cape Rural Development Agency (ECRDA) seeks a service provider for archiving, storage, and secure disposal services in the KuGompo (East London) area. The five-year contract involves managing over 31,000 files and 3,000 boxes, with key deliverables including secure off-site storage, climate-controlled IT equipment storage, weekly hard drive rotation, and document retrieval within seven hours. The provider must also ensure secure document disposal in compliance with environmental waste laws. Services are to commence within seven days of the purchase order, with expected volume growth over the contract period.
Records Storage Management for IPPO.
The Independent Power Producer’s Office seeks a service provider for secure off-site document storage and records management for 36 months. Tasks include migrating 1600 boxes to a secure facility, ongoing storage, tracking, retrieval, delivery services, document destruction, and an exit strategy. The facility must be secure, access-controlled, and monitored 24/7. The volume of records will increase to 2000 boxes by year three. A compulsory online briefing session is on 27 October 2026.
Youth Driver’s License Program Contract.
The uMlalazi Municipality seeks bids for a program to train 56 local youths in Eshowe to obtain their learner’s and driver’s licenses (Code 08 and 10) over eight months. The project includes providing training materials, booking test appointments, arranging transport, and achieving an 85% pass rate. The service provider must supply qualified instructors and necessary vehicles. Progress will be monitored through quarterly reports and contract meetings.
Operation and Management of uMlalazi Crematorium Facility.
The uMlalazi Municipality seeks a service provider to manage and operate the crematorium facility at Mpushini Park Cemetery in Eshowe for three years. Responsibilities include daily operations, facility maintenance, gas supply, refrigeration, equipment inspections, ash disposal, and monthly reporting. The operator must maintain high standards of grounds and building maintenance while complying with health and safety regulations. The tender closes on 02 November 2026.
Security Services for KZN Public Works Facilities.
The KwaZulu-Natal Department of Public Works and Infrastructure invites bids for 24-hour security services at five locations: Hazelmere House, Umlazi V Clinic, State Vet, Esplanade Government Building, and Enduduzweni Centre for Disabled. The contract duration ranges from six to eight months. Services include access control, patrolling, and asset protection. Bidders must provide trained security staff, necessary equipment, and transportation. Site inspections on 16 October 2026 are mandatory. Compliance with PSIRA rates and EPWP reporting standards is required.