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Off-site Records Storage Management Facility for Science Records (including records containing sensitive Medical Data)

UK SHARED BUSINESS SERVICES LIMITED

This public procurement record has 6 releases in its history.

Award

16 Oct 2026 at 12:21

Award Notice
AwardUpdate

16 Sep 2025 at 10:24

Award Notice
AwardUpdate

16 Oct 2024 at 13:48

Award Notice
AwardUpdate

04 Oct 2023 at 13:43

Award Notice
AwardUpdate

24 Feb 2021 at 11:01

Award Notice
Award

28 Sep 2020 at 14:43

Award Notice
Summary of the contracting process

UK Shared Business Services Limited bought a secure off-site records storage and management service for UK Research and Innovation’s Medical Research Council files, including records containing sensitive medical data. The service covers physical records storage and management, with an online portal for managing files, plus retrieval, withdrawal, labelling, destruction and shredding. Transport is also part of the requirement. The work is records storage and retrieval services (CPV 63121000), delivered in the South West of England. The requirement combines secure custody of physical records with digital tools to administer the records and associated movements and disposal. It is relevant to providers of secure document storage and records management services, particularly those able to handle sensitive health-related files.

The procurement is complete and the contract was awarded to Restore Plc following a mini-competition under a Crown Commercial Service framework for records and information management. The award was made on 28 September 2020, and the contract period runs from 29 September 2020 to 29 September 2027. The recorded contract value is £192,000. The original tender deadline was 27 August 2020. The initial term was three years, with an option for four further annual extensions; those extensions are not guaranteed. The opportunity was classified as a selective, framework call-off procedure. No award evaluation criteria are recorded in the available process details.

This award shows a buyer’s requirement for managed off-site storage of scientific and medical research records, including sensitive medical data, rather than storage space alone. A credible provider for a comparable requirement would need secure physical records handling and the ability to manage the full records lifecycle: labelling, retrieval, withdrawal, destruction and shredding. The service also calls for transport and an intuitive online portal through which the physical holdings and their movements can be managed. Suppliers with established records-management operations and the capacity to provide these connected services are best aligned with the requirement. Small and medium-sized enterprises were considered suitable for the procurement, so the work was not restricted to large suppliers.

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Notice Information

Notice Title

Off-site Records Storage Management Facility for Science Records (including records containing sensitive Medical Data)

Notice Description

**This is not a call for competition, this is an award notice for a contract awarded via mini competition via Crown Commercial Service RM3781 Multifunctional Devices, Managed Print and Content Services and Records and Information Management - Lot 4 Records Information Management Service to provide a secure off-site storage management facility for UKRI-MRC files with a functional and intuitive online portal to support the management of the physical storage and file destruction, shredding, retrieval, labelling and withdrawal service, including provision of transport. Additional information: The initial term of this contract shall be for 3 years with an option to extend annually for a further 4 years, although this is not guaranteed.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-74ff7bc5-968a-4db3-a3c4-cc9e5ec0ec01
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/8fc2067a-c168-4555-ac46-a9701857c62e
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Call-off from a framework agreement
Tender Suitability
SME
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

63 - Supporting and auxiliary transport services; travel agencies services

CPV Codes

63121000 - Storage and retrieval services

Notice Value(s)

Tender Value
£192,000 £100K-£500K
Lots Value
Not specified
Awards Value
£192,000 £100K-£500K
Contracts Value
Not specified

Notice Dates

Publication Date
16 Oct 20261 weeks ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
27 Aug 20206 years ago
Contract Period
29 Sep 2020 - 29 Sep 2027 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
UK SHARED BUSINESS SERVICES LIMITED
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
SWINDON
Postcode
SN2 1FF
Postcode Area
Swindon
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK7 Gloucestershire and Wiltshire
Small Region (ITL 3)
TLK71 Swindon
Delivery Location
TLK South West (England)
Local Authority
Swindon
Electoral Ward
Rodbourne Cheney
Westminster Constituency
Swindon North

Supplier Information

Number of Suppliers
1
Supplier Name

RESTORE PLC

Further Information

Open Contracting Data Standard (OCDS)

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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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