Award

Document Storage and Retrieval Services

LEICESTERSHIRE COUNTY COUNCIL

This public procurement record has 1 release in its history.

Award

11 Apr 2024 at 13:18

Award Notice
Summary of the contracting process

The Leicestershire County Council awarded a contract for "Document Storage and Retrieval Services". The council required a supplier to securely store physical files, mainly paper files with an urgent delivery service. The tender, valued at £504,000, was procured via the ESPO Framework 390_22 Document Management Solutions. The contract period is from April 1, 2024, to March 31, 2029.

This tender presents a business opportunity for companies providing document storage, retrieval, and management services. Small and medium-sized enterprises (SMEs) and voluntary, community, and social enterprises (VCSEs) would be suited to compete. The Leicestershire County Council, the buying organisation, based in Leicester, East Midlands, initiated this tender under the "services" category. The tender deadline for submissions was July 5, 2023.

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Notice Information

Notice Title

Document Storage and Retrieval Services

Notice Description

Leicestershire County Council required a supplier that can safely secure storage for physical files, mainly paper files but some photographs and negatives which require a temperature-controlled environment. The Council has approximately 350,000 files in off-site storage, held in 23,000 boxes. This is likely to decrease gradually over time as rates of destruction increase. The Council requires a delivery and pick-up service available each working day but with the flexibility to restrict the service to specified days as required, files to be delivered and picked up between 08:30 and 10:00 at the latest. The Council also requires an urgent order service by which files should be delivered to County Hall within 2 hours of being requested. There should be an out of hours (emergency) service available. The Council requires a secure and confidential file and box destruction service, with a reasonable turnaround time and with the timely provision of destruction certificates. The Council indexes files using their own system at box and file level. The Council requires a web-based ordering and tracking interface with the off-site storage supplier. Procured via further competition ESPO Framework 390_22 Document Management Solutions.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-5ee3515e-dc36-4c7d-9474-125ad6619773
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/0c19fda3-f6fb-454d-bf26-0c020fd9730c
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Other -
Tender Suitability
SME, VCSE
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

63 - Supporting and auxiliary transport services; travel agencies services

72 - IT services: consulting, software development, Internet and support

79 - Business services: law, marketing, consulting, recruitment, printing and security

92 - Recreational, cultural and sporting services

CPV Codes

48311100 - Document management system

63121000 - Storage and retrieval services

72300000 - Data services

72512000 - Document management services

79995100 - Archiving services

79996100 - Records management

79999100 - Scanning services

92512100 - Archive destruction services

Notice Value(s)

Tender Value
£504,000 £500K-£1M
Lots Value
Not specified
Awards Value
£504,000 £500K-£1M
Contracts Value
Not specified

Notice Dates

Publication Date
11 Apr 20241 years ago
Submission Deadline
5 Jul 2023Expired
Future Notice Date
Not specified
Award Date
27 Mar 20241 years ago
Contract Period
31 Mar 2024 - 31 Mar 2029 Over 5 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
LEICESTERSHIRE COUNTY 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
LEICESTER
Postcode
LE3 8RA
Post Town
Leicester
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF2 Leicestershire, Rutland and Northamptonshire
Small Region (ITL 3)
TLF22 Leicestershire CC and Rutland
Delivery Location
TLF East Midlands (England)
Local Authority
Blaby
Electoral Ward
Glenfield Faire
Westminster Constituency
Mid Leicestershire

Supplier Information

Number of Suppliers
1
Supplier Name

STOR-A-FILE

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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