The South African Maritime Safety Authority (SAMSA) is seeking a reputable service provider for offsite physical record management services for a period of three years. This includes electronic and paper-based records management, and offsite storage of physical records. A compulsory briefing session will be held on June 3, 2026. Bids must be submitted by June 19, 2026, at 11:00 AM. Failure to attend the compulsory briefing session will result in automatic disqualification. Bidders must have representation in all four geographical regions (Northern, Western, Southern, Eastern) and provide proof of storage facilities. A site visit is mandatory for shortlisted bidders. The evaluation will consider administrative requirements, mandatory technical requirements, functionality, site inspections, and preferential procurement points for price and specific goals (HDI, female, youth, locality). Payment terms are 30 days after receipt of a valid tax invoice. SAMSA is not liable for any costs incurred by bidders in responding to this bid invitation.
The closing date for the submission of proposals is 19 June 2026 at 11:00 AM, as stated in the bid notice.
SAMSA undertakes to pay tax invoices in full within thirty 30 days from the receipt of a valid tax invoice for services rendered.
The service provider warrants that all materials, deliverables, and work products supplied under this tender are original, or that the service provider has obtained all necessary rights and permissions to use and transfer such materials to SAMSA. The service provider further warrants that the use of such materials by SAMSA will not infringe the intellectual property rights of any third party.
The bid evaluation will be conducted in phases, including administrative requirements, mandatory technical requirements, functionality, site inspections, and preferential procurement points for price and specific goals (80/20 or 90/10 system).
Bidders must have offsite storage representation in each of the four geographical regions and provide proof of address for these facilities. They must also provide a letter from the National Archives confirming compliance with ISO **** and ISOIEC ****, a valid COIDA letter of good standing, and proof of comprehensive contents insurance cover of not less than R2,000,****.
SAMSA reserves the right to implement remedies as provided for in the SLA, including penalties, contract termination or alternative arrangements, in case of noncompliance with delivery terms.
A site visit is mandatory for bidders to assess various items related to the offsite storage facility, and bidders must obtain a minimum of 70 on the site visit evaluation checklist to qualify for further evaluation.
Failure by the bidder to attend the compulsory briefing session will result in automatic disqualification. Bidders may also be disqualified for not complying with tax matters, submitting incomplete or fraudulent information, failing to comply with technical requirements, or misrepresenting material information.