Addendum: Amendment to Tender Document: Suitable service providers are invited to bid for the provision of off-site storage services of departmental paper-based records and data tapes for the department of transport for a period of 5 years. Scope of work: - Record Storage (Off-site): The service provider is required to possess well – established facilities in order to provide off-site storage of documents for the Department and be able to provide enough physical storage capacity at the initiation of the contract. Additional boxes may be required to be accommodated at the rate offered for the contract term. The service provider must store records at a facility located in the Province of KwaZulu-Natal. The service provider must meet the standards prescribed in the Provincial Records Management Policy Manual of 2007; - Records Pickup and delivery: The service provider shall accept and respond to pick up and delivery requests from authorised Departmental officials. Pickups and delivery of records shall be executed during the official business hours 7:30 am to 16:00 pm, Monday to Friday, excluding public holidays and weekends. Orders for delivery must be delivered within 24hours. Orders for collection of new or refilling of records shall be picked up within 2 business days. Deliveries shall be made to the requesting Departmental office. New or refilling records for pickups shall be picked up from the requesting Departmental offices, unless the Department requests pickup from a different location; - Transition Services: Should the Department decide to transfer all records, the successful service provider must assume full responsibility for the transfer of all Departmental Records as and when required to do so. This responsibility includes new barcoding, labelling, data entry and inventorying for the boxes to be stored at the service providers facility at the beginning of the contract period. The service provider shall replace boxes damaged during the transfer of records from the Department to the service providers facility. The service provider shall furnish the Department with a report detailing boxes which were damaged and replaced. The service provider shall provide an inventory report to the Department of records moved to the storage facility; the report shall list records for each Departmental office; - Permanent Removal and Destruction of Records: The Department may require permanent withdrawal or destruction of specified records stored at the service providers offsite storage facility. Records which have been permanently withdrawn or destroyed shall not appear on subsequent monthly invoices for storage. The costs relating to this service shall be provided by the service provider in the pricing schedule. The service provider shall issue a destruction certificate for records destroyed to the respective Departmental Office. No Records shall be destroyed without the written approval from the authorised Departmental official and the Provincial Archivist; - Transportation: The service provider must provide vehicles designated for the transportation of Records. The service provider must have the appropriate security features (anti-theft device) and be secured while at a delivery/pick up site. All vehicles must be equipped with a fire extinguisher. Vehicles must be clearly branded and fitted with satellite tracking; - Inventory Tracking: The service provider shall maintain an accurate, bar coded and computer-based inventory tracking system. The system must be web enabled, with adequate security to provide internet access to information by the Departmental users; - Reporting: The service provider shall provide monthly reports to the Assistant Director: Registry Services at Head Office and Regional Offices indicating the details of the relevant records submitted to off-site storage. Provide consolidated Quarterly reports to the Assistant Director: Registry Services at Head Office and Regional Offices indicating the details of all Records submitted to off-site storage as well as those which are due for destruction; - Account Representation: The service provider shall appoint an account representative for the Department as a single point of contact in order to ensure a high level of responsiveness to the Department’s needs. A backup contact shall also be designated to the purposes of providing coverage during the primary contacts absence; - Supply of Consumables: Supply boxes and lids for paper records. (Tender №99549385)