Award

Off Site Record Management Service

LONDON BOROUGH OF HILLINGDON

This public procurement record has 2 releases in its history.

Award

17 May 2019 at 14:10

Award Notice
Tender

04 Apr 2018 at 16:13

Tender Notice
Summary of the contracting process

The London Borough of Hillingdon has completed a public procurement process for an Off Site Record Management Service, aimed at securing a single experienced supplier for offsite document storage, management of confidential waste, and secure destruction services. The contract value is £85,000 and was awarded to MJF Records Management on 24th January 2019. The contract commenced on 8th March 2019 and has an initial duration of three years, with an option to extend for an additional year. Interested organisations were invited to submit tenders through the Council's electronic tendering portal before the deadline of 25th April 2018.

This procurement presents significant opportunities for businesses specialising in records management, storage solutions, and data protection services, particularly small and medium-sized enterprises (SMEs). Firms capable of providing secure facilities, integrated inventory software, and comprehensive support services will find a suitable market here. The contract requires the supplier to manage an extensive volume of highly confidential information, making it an attractive prospect for established and compliant record management companies seeking to expand their portfolios in the public sector.

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Notice Information

Notice Title

Off Site Record Management Service

Notice Description

The London Borough of Hillingdon ("the Council") sought a single experienced supplier to provide off site document storage, the management off the Council's offsite records and secure destruction of its confidential waste. The Council currently has approximately 6,500 standard sized (40cm x 32cm) Boxes, 13,000 Files and 1,200 Tapes containing highly confidential information stored in a secure offsite facility. The supplier shall have a secure offsite storage facility that complies with the forthcoming General Data Protection Regulations Contract Conditions: Commencement date: 1st July 2018 (envisaged) Contract duration: The Contract will be for an initial term of 3 (three) years with the option to extend for a further 1 (one) giving a total permissible contract term of 4 (four) years. The supplier will be required to deliver the following service elements, but is not limited to the following; - Intake of records (Files/Boxes/Tapes/Other Media) - Records retrievals / returns - New records collection - Access to a records management platform (Inventory software) with live overview of what is stored and with compulsory fields such as destruction date and description for each new submission - One single auditable online channel for intake of new record requests Barcoding / Records indexing / Database management - Retrieval - Consumable items e.g. boxes, labels - Transportation - Telephone Help Desk - Stored within a secure environment within store - Report on inactive records (inactive duration of 12 months) - Retrieved records to be flagged as possibly permanently removed after 60 days from removal date without return. Contract Administrator to be notified for final decision. Additional information: The London Borough of Hillingdon did not seek expressions of interest in this project but invite all interested organisations to tender through the Council's nominated electronic tendering portal, www.capitalesourcing.com Please register on the above portal where the tender documents for this project can be downloaded.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-ae38500d-7e87-43e6-8018-f35c775a459c
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/c6252fc6-0d08-4297-8719-fb4c704a99cc
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure (below threshold)
Tender Suitability
SME
Awardee Scale
SME

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
£85,000 Under £100K
Lots Value
Not specified
Awards Value
£74,709 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
17 May 20196 years ago
Submission Deadline
25 Apr 2018Expired
Future Notice Date
Not specified
Award Date
24 Jan 20197 years ago
Contract Period
8 Mar 2019 - 7 Mar 2022 3-4 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
LONDON BOROUGH OF HILLINGDON
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
UXBRIDGE
Postcode
UB8 1UW
Post Town
Southall
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI7 Outer London - West and North West
Small Region (ITL 3)
TLI74 Harrow and Hillingdon
Delivery Location
TLI London
Local Authority
Hillingdon
Electoral Ward
Uxbridge
Westminster Constituency
Uxbridge and South Ruislip

Supplier Information

Number of Suppliers
1
Supplier Name

MJF 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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