Award

Off-site Records Storage

NEWCASTLE-UNDER-LYME BOROUGH COUNCIL

This public procurement record has 1 release in its history.

Award

20 Jun 2017 at 16:45

Award Notice
Summary of the contracting process

The Newcastle-under-Lyme Borough Council is seeking a provider for off-site records storage, following an assessment of its physical records in light of a move to a new Civic Hub complex. This procurement, classified under storage and warehousing services, is in the award stage, having been officially awarded on 9th January 2017. The contract spans two years, from 9th January 2017 to 9th January 2019, with a contract value of £32,811. The services required include storing and retrieving records, with a notable focus on compliance records that need to be retained for legal purposes. The procurement method used is an open procedure, inviting various suppliers to compete for the contract.

This tender presents a significant opportunity for businesses in the storage and logistics industry, especially those that have experience with managing records and compliance documentation. Firms capable of providing secure storage solutions, retrieval services, and management of document disposal would be particularly well-suited to compete. Small and medium-sized enterprises (SMEs) are encouraged to participate, given the council's emphasis on engaging diverse suppliers to enhance local business growth.

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Notice Information

Notice Title

Off-site Records Storage

Notice Description

During the past 6 months Newcastle-under-Lyme Borough Council (NULBC) has undertaken an assessment of the physical records (in paper and other formats) that it retains on site at its existing Civic Offices in the Merrial Street buildings. This assessment was designed to inform a planned move to the new Civic Hub complex which is of a much smaller footprint than the existing offices. The assessment process was to identify physical records to be retained in one of two given alternatives: i) "Secure Offsite" - semi current records for which there would be no room at the new Hub complex building but which would need reasonably frequent retrieval ; ii) "Archival" - records which it was felt needed to be kept for legal and compliance reasons but which did not need to be consulted, or hardly at all . In estimating volumes staff used a variety of measures depending on storage used (filing cabinets, shelves, basement racking etc.) but these were translated into an Archive Box equivalent using the standard R-Kive storage box with internal dimensions H 254 mm x W 330 mm x D 381 mm and external dimensions H 260 mm x W 340 mm x L 400 mm. The Council is now seeking to procure the services of a provider able to store, retrieve and where appropriate manage the disposal of these records on behalf of the authority.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-1f7aac69-cd38-4d52-abf5-47313dcbbb81
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/6dbf84b4-55fa-4ddb-9b87-9a03a594a81c
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

63 - Supporting and auxiliary transport services; travel agencies services

CPV Codes

63120000 - Storage and warehousing services

63121000 - Storage and retrieval services

63121100 - Storage services

Notice Value(s)

Tender Value
£66,888 Under £100K
Lots Value
Not specified
Awards Value
£32,811 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
20 Jun 20178 years ago
Submission Deadline
10 Oct 2016Expired
Future Notice Date
Not specified
Award Date
9 Jan 20179 years ago
Contract Period
9 Jan 2017 - 9 Jan 2019 2-3 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
NEWCASTLE-UNDER-LYME BOROUGH COUNCIL
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
MERRIAL STREET
Postcode
ST5 2AG
Post Town
Stoke-on-Trent
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG2 Shropshire and Staffordshire
Small Region (ITL 3)
TLG24 Staffordshire CC
Delivery Location
TLG West Midlands (England)
Local Authority
Newcastle-under-Lyme
Electoral Ward
Town
Westminster Constituency
Newcastle-under-Lyme

Supplier Information

Number of Suppliers
1
Supplier Name

DATASPACE

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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