Award

FRAM-926-23-TH

COVENTRY UNIVERSITY

This public procurement record has 2 releases in its history.

Award

18 Oct 2023 at 09:16

Award Notice
Tender

25 May 2023 at 17:47

Tender Notice
Summary of the contracting process

The Coventry University Higher Education Corporation is seeking an offsite records storage provider for its physical records in Coventry, London, Scarborough, and beyond. The procurement, titled "GROUP PHYSICAL RECORD REPOSITORY" under the industry category of Filing services, aims to store approximately 3000 boxes of physical records for an initial two-year term, extendable up to four years. The procurement method is selective, through a framework agreement, with a tender deadline of 23rd June 2023 and a contract period starting from 1st November 2023.

This tender by Coventry University presents an opportunity for businesses specializing in offsite records storage services to secure a long-term contract with a reputable institution. Companies experienced in managing large-scale physical records and providing cataloguing services are well-suited to compete for this tender. The selective procurement method allows for targeted submissions, with potential for contract extensions beyond the initial two-year term, providing stability for the selected supplier and fostering business growth in the records management sector.

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Notice Information

Notice Title

FRAM-926-23-TH

Notice Description

Coventry University Higher Education Corporation and its subsidiary companies (to be subsequently referred to as "CU / Group") is looking for an offsite records storage provider to store its Group physical records, e.g. paper. Whilst the Group is a global organisation, with records held in Coventry, London, Scarborough, and outside of the UK, immediate storage requirements are for records held in our UK campuses, namely Coventry. However, this is likely to still require collection and delivery of records from multiple locations. Our initial storage requirement can be split into three stages ordered by priority: 1. The Group has approximately 1000 boxes of physical records (the majority are paper files though some contain CD's and microform), needing to be moved from the ground floor of the Alma Building, CV1 5QA, due to environmental concerns. 2. The Group has a further ~1000 boxes of physical records, e.g. paper, stored with an offsite storage provider based in Lutterworth, whose contract is due to end. 3. In addition to the above, the Group has undertaken an exercise to determine any other records stored on site within various onsite locations, this has highlighted approximately 1500 boxes of physical records. These records will need to be stored offsite. It is also understood that these records will need cataloguing. Records as per points 1 and 2 are unlikely to require cataloguing but will require their existing inventories to be migrated into one catalogue. The Agreement will be awarded for a duration of two years, with an option for Coventry University, at its discretion, to elect to extend the term of the Agreement for two further one year periods. For the avoidance of doubt, the term of the Agreement shall not exceed a maximum of four years. The procurement document can be accessed for free at https://in-tendhost.co.uk/coventryuniversity/. This is the same location to reply to this Tender.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-6a7329f9-9e5c-454c-8d6d-66f0b1b7e472
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/e3d7edb0-8227-4968-95c3-1de6e81ec82e
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Framework
Procurement Category
Goods
Procurement Method
Selective
Procurement Method Details
Call-off from a framework agreement
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

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

CPV Codes

79560000 - Filing services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
£75,000 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
18 Oct 20232 years ago
Submission Deadline
23 Jun 2023Expired
Future Notice Date
Not specified
Award Date
10 Oct 20232 years ago
Contract Period
1 Nov 2023 - 31 Oct 2027 4-5 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
COVENTRY UNIVERSITY
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
COVENTRY
Postcode
CV1 5FB
Post Town
Coventry
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG3 West Midlands
Small Region (ITL 3)
TLG33 Coventry
Delivery Location
TLG West Midlands (England)
Local Authority
Coventry
Electoral Ward
St Michael's
Westminster Constituency
Coventry South

Supplier Information

Number of Suppliers
1
Supplier Name

RESTORE RECORDS MANAGEMENT

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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