ANNEXURE A TERMS OF REFERENCE

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1 ANNEXURE A TERMS OF REFERENCE PROVISION OF OFF-SITE STORAGE FOR THE NRCS OFFICES SITUATED AT PRETORIA, CAPE TOWN, DURBAN, BLOEMFONTEIN, PORT ELIZABETH AND PRETORIA FOR A PERIOD OF THIRTY-SIX (36) MONTHS (NRCS /2015)

2 Enquiry: Lillian Phasha Telephone: TERMS OF REFERENCE / SPECIFICATIONS ANNEXURE A PROVISION OF OFF-SITE STORAGE FOR THE NRCS OFFICES SITUATED AT PRETORIA, CAPE TOWN, DURBAN, BLOEMFONTEIN AND PORT ELIZABETH FOR A PERIOD OF THIRTY-SIX (36) MONTHS 1.1 BACKGROUND The National Regulator for Compulsory Specification (NRCS) was established on the 1 st of September 2008, under the auspices of the National Regulator for Compulsory Specifications Act (NRCS Act), Act 5 of It emerged as an independent organisation from the original Regulatory Division of the South African Bureau of Standards and is defined as a Section 3A organisation under the Public Finance Management Act. The NRCS is primarily responsible for the administration of three Acts that reside under its jurisdiction, namely the NRCS Act 5 of 2008, the Legal Metrology Act No 9 of 2014 and the National Building Regulations and Building Standards Act 103 of The NRCS also administers regulations that fall under the jurisdiction of other governments departments, as per agreements 1.2 Objective The NRCS invites prospective bidders/ prospective service provider for the provision of an off-site storage facility for the records and files for the NRCS for a period of 36 (thirty-six) months. 1.3 SCOPE OF WORK The prospective bidder/service provider is expected to provide a comprehensive and reliable off-site records archiving and retrieval programme, comprising of the following: A secure and safe archiving facility, which is suitable for the purpose and mitigate the risks associated with records storage; A records management system to enable the tracking and retrieval of documents; Retrieval services for stored records at the off-site storage facility and delivery to the NRCS offices; The provision of storage boxes and relevant tracking labels for the records to be transferred from the NRCS offices to the off-site storage; The collection and removal (delivery/transportation) of records, boxes and files from the NRCS offices to the off-site storage, as and when necessary; Destruction and disposal services; Relocation of the existing records and files from the current off-site storage to the new off-site storage as follows: The number of boxes for the Pretoria offices from off-site storage is estimated at 1315, in addition estimated new boxes to be archived as an when required by the NRCS; The number of boxes for the Cape Town offices from off-site storage is estimated at 227, in addition estimated new boxes to be archived as an when required by the NRCS; The number of boxes for the Durban offices from off-site storage is at 0, in addition estimated new boxes to be archived on monthly basis or as required by the NRCS; Page 1

3 The number of boxes for the Bloemfontein offices from off-site storage is estimated at 0, in addition estimated new boxes to be archived on monthly basis or as required by the NRCS; The number of boxes for the Port Elizabeth offices from off-site storage is estimated at 0, in addition estimated new boxes to be archived on monthly basis or as required by the NRCS. 1.4 DESTRUCTION SERVICES The bidder shall receive a written directive instruction from the NRCS Records Management to destroy any files. The NRCS shall be solely responsible for the consequences of the destruction of files except in cases where the bidder was negligent and likewise be solely responsible for determining the date upon which files are destroyed. 1.5 RETRIEVAL The NRCS shall be entitled, at its sole discretion, to require retrieval of records to take place either by way of: Hand delivery of the requested files; The transmission of the files by facsimile/electronic. Note: Records stored off-site must be available for online and retrieval requests (online search). 1.6 SYSTEM SETUP Display system to the NRCS for records stored off-site which must be available for online and retrieval requests; Exception reports; Electronic approval for documents movement by the NRCS 1.7 TURN AROUND TIMES FOR DELIVERY The retrieval services below apply to physical (original), fax (copy) and (scan on demand); Next day retrieval-meaning the document should be delivered by the bidder or prospective bidder during normal working hours; The NRCS will lodge requests before close of business; The NRCS might require the documents on an urgent basis which should be delivered by the bidder/prospective service provider on the same day within 2 hours; The bidder/prospective bidder will collect the files/boxes from the NRCS premises upon request by the NRCS in writing and both parties to agree on the time lines for collecting the files/boxes; The bidder/prospective service provider to deliver the boxes (flat packs) within 24 (twenty-four) hours to the NRCS; The bidder/prospective service provider to return the files or boxes to the NRCS as and when required by the NRCS. 1.8 DURATION OF THE PROJECT The duration of the project is for thirty-six (36) months from the date of appointment and subject to the Service Level Agreement being concluded and agreed by both Parties within 1 (one) month of the bid being awarded, failing which the NRCS reserves the right to cancel the contract. 1.9 SPECIAL CONDITION OF TENDER The NRCS may, at its sole discretion award an assignment or any part thereof to the bidder; The NRCS may at its own discretion vary an instruction to include more assignment; Page 2

4 1.9.3 The bidder may not cede or assign any part of its agreement with the NRCS nor subcontract any part of the assignment assigned to them without the prior written authorization of the NRCS; The bidder need to note that the number of boxes to be submitted to all the NRCS offices mentioned herein might not be fixed as some records or files might be destroyed or dispose or added on a need basis; The Facility should meet the National Archives and Records Services of South Africa requirements standards for off-site records storage facility and destruction of records; Access to the off-site storage facility should be controlled in order to protect records against unauthorized access, loss, damage, destruction, theft and breach of confidentiality; Any damage to the records and files due to unforeseen circumstances should be reported to the NRCS immediately; Boxes in which records are stored should be replaced when there is damage due to regular handling; The bidder may prepare a separate pricing schedule in light of the items provided in the pricing schedule for the NRCS requirements; The General Conditions of Contract (GCC) must be signed on each and every page by the bidder as included in the bid document; The NRCS reserves the right to conduct a mandatory site visits to the successful bidder Bidders are expected to complete the checklist as provided herein as part of the bid document PROCUREMENT POLICIES AND PROCEDURES The general conditions of tender, contract and order will be applicable to this tender The NRCS reserves the right to award the bid in full or part MINIMUM REQUIREMENTS Please note that failure to lodge and adhere to the following requirements will lead to an immediate disqualification: 1. Submissions of an original and valid South African Revenue Services Tax Clearance Certificate 2. Latest company registration certificate from the Companies and Intellectual Property Commission (CIPC) / Proof of company registration 3. Proof of registration for the off-site storage in terms of the National Archives and Records Services Act of 43 of Completed and signed SBD forms 1, 3.1, 4, 6.1, 8 and 9 5. Late Submissions will not be accepted 1.12 EVALUATION CRITERIA (FUNCTIONALITY) For the purpose of comparison and in order to ensure a meaningful evaluation, bidders must submit detailed information in substantiation of compliance to the evaluation criteria mentioned. Phase of SCM processes Desktop evaluation criteria Minimum qualification criteria for the phases Confirm responsiveness of bids and verify documents submitted Total Points Weight % Page 3

5 Service Providers that then qualify in terms of the functionality cut-off points of 60 points will then be evaluated in terms of price and preference point system. A detailed response to each element in the evaluation matrix must be prepared. Prospective bidders may include an Annexure. Failure to address each element of the matrix will be perceived as non-compliance with the terms of reference and will thus invalidate the bid proposal Detailed Functionality Criteria Description Of Functionality Criteria Desktop Evaluation The storage facility must have 24 (twenty-four) hours monitored security. If security services are outsourced the bidder must provide a security registration (with PSIRA) certificate for the company providing security services A timeframe plan showing delivery and collection of records within 24 hours, emergency pickups and same day pickups or delivery of records The bidder to provide a detail disaster recovery plan and indication of how they test their plan. Also provide evidence of compliant testing System used needs to show how exceptional reports are generated and the approval route of the electronic system Provide a detail training plan on the electronic system and how this training will be conducted Strictly controlled access to records and the mechanism put in place Weight 20 Points The safety of the surrounding area where the location site is located (e.g. safety, cameras of the bidder site etc) The process of change management should be displayed and what measure are in place to ensure confidentiality of records The bidder must demonstrate relevant experience as off-site storage service provider with in depth knowledge and expertise of archiving records. The bidder must provide a minimum of 5 (Five) relevant references for similar work done in a government entity (ies) in the last 3(three) years on the company s letter head. Total Points 100 Points Minimum threshold score 60 % The bids will be evaluated on a scale of 1-5. Each panel member will rate individual criterion on the score sheet using the following scale: Value Description 5 Excellent Meets and exceed the functionality requirements 4 Very Good Above average compliance to the requirements 3 Good Satisfactory and should be adequate for stated element 2 Average Compliance to the requirements 1 Poor Unacceptable, does not meet set criteria The value scored for each criterion will be multiplied with the specified weighting for the relevant criterion to obtain the marks scored for each criterion. Theses marks will be added and expressed as a fraction of the best possible score for all criteria This score will be converted to a percentage and only bidders that have met or exceeded the minimum threshold of 60% for overall functionality will be evaluated and scored in terms 90/10 preference point system A bidder/s that score less than 60 points in respect of overall functionality will be regarded as submitting a non-responsive bid and will be disqualified Bidder/s that meets the minimum required percentage or minimum points, will be evaluated in terms of price and preference as per the PPPFA Act, No.5 of 2000 and its associated Regulations issued by the National Treasury. Page 4

6 NOTE: For the purpose of comparison and in order to ensure a meaningful evaluation, bidders must submit detailed information in substantiation of compliance to the evaluation criteria mentioned-above Bid will be evaluated on the basis of the PPPFA 90/10 point system as presented in the Preferential Procurement Regulations 2011, for this purpose SBD 6.1 form should be scrutinized, completed and submitted together with your quotation. The 90/10 point system will be as follows: Price Assessment 90 Points TOTAL 90 Preferential Elements B-BBEE Status Level of Contributor Number of Points (90/10 system) Non-compliant contributor PACKAGING OF BID The bidder shall place proposal package and must be clearly marked as follows: Bid No. NRCS /2015 Description: provision of off-site storage for the NRCS offices situated at Pretoria, Cape Town, Durban, Bloemfontein and Port Elizabeth for a period of thirty-six (36) months Bid closing date and time: 14 December 2015 at 11H00 Name and address of the bidder: Note: Bid documents could be downloaded on the NRCS website ( or/and the National Treasury e-portal website. Should a bidder opt to collect the documents from the NRCS and amount of R should be paid into the following account and proof of payment (receipt) be produced: Account Name: Bank: Branch Name: National Regulator for Compulsory Specifications ABSA Brooklyn Branch Code: Account No: Account Type: Current Sealed documents individually marked the above reference and description, must be placed in the Tender box situated at ground floor, SABS Campus by the closing date and time. All Suppliers are encouraged to make their submission before the closing date and time. Bids will be publicly opened at SABS Campus 1 Dr Lategan Road, Groenkloof, Pretoria. No tenders will be accepted after the closing time. No tender per facsimile, posted or ed will be accepted. Page 5

7 All Suppliers are encouraged to make their submission before the closing date and time. Bids will be publicly opened at the addresses mentioned above. No tenders will be accepted after the closing time. No tender per facsimile, posted or ed will be accepted. NB: The bid proposal envelope shall contain one original hard copy document, clearly marked original, and three (3) hard copies, clearly marked Copy (i.e. three documents to be included in each envelope BID DOCUMENT CHECKLIST A completed and signed bid document must be submitted in a file. The bid/tender documentation must be placed into a file with dividers between every schedule. The schedule must be numbered as follows: Schedule 1 Schedule 2 Schedule 3 Schedule 4 Description All documents for minimum requirements The Functionality criteria documentation Certified ID copies of the directors / trustees / shareholders and their shareholding percentages Original and valid B-BBEE status levels verification certificate or a certified copy thereof, substantiating your B-BBEE rating. Submitted (Yes/No) Page 6

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