Award

CT0818 Council Records - Storage and Management (Second Publication)

THE CITY OF EDINBURGH COUNCIL

This public procurement record has 5 releases in its history.

Award

21 Sep 2022 at 09:23

Tender

28 Oct 2021 at 12:55

Award

07 Oct 2021 at 07:55

Tender

03 Sep 2021 at 14:04

Planning

21 Jan 2021 at 14:56

Summary of the contracting process

The City of Edinburgh Council has completed a procurement process for the storage and management of its paper records. The requirement included secure offsite storage for up to 65,000 boxes, routine and emergency access, online inventory management, and disposal of records. The awarded contract, valued at £1,725,241 GBP, was signed on 18th August 2022.

This tender process by The City of Edinburgh Council presents opportunities for businesses providing storage and management services. Suitable businesses should be able to offer secure offsite storage, access solutions, and online inventory management. Companies interested in future similar contracts should engage with the Council's procurement notices to explore potential opportunities for growth.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Notice Title

CT0818 Council Records - Storage and Management (Second Publication)

Notice Description

The Council has an ongoing requirement for offsite storage and management of its paper records. Interested parties must be able to provide: - Secure offsite storage arrangements for up to 65,000 boxes; - Routine and Emergency Access requirements to boxes and files (on-site and delivery); - Online inventory and retention policy management solution (Accessible to Council Staff); and - Secure and auditable disposal of records.

Lot Information

Lot 1

Centralised offsite storage of Council records has been a long-standing requirement, which has become essential over the years due to office rationalisations and increasing compliance requirements around Scottish public sector records management. The Council requires new arrangements for its offsite storage and management of its paper records. This is a recurring need and breaks down as follows: - Secure offsite physical storage arrangements for up to 65,000 boxes at the start, but aiming to reduce this significantly over a 10 year period. - Routine and emergency access requirements to boxes and files, both onsite and by delivery to multiple Council office locations via dedicated transport. - Online inventory management solution that manages both boxes and individual files (where required), including audited and authenticated disposal and retrieval processes, legal holds, classification by business function and data sensitivity, and record retention policy management. - This solution must also provide self-service access to a wide range of Council staff that need to store, retrieve / return and dispose of boxes stored under this arrangement. Under the Public Records (Scotland) Act, 2011, the Council is required to create, manage and apply record retention policies to all of its records. Currently the Council has over 900 individual retention policies - covering adoptions through to waste site management. Additional information: Please note - this is a Contract award notice. This procurement activity is now completed.

Renewal: Initial 5 year contract term, with two optional extensions of 3 and 2 years. (5+3+2).

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-028c37
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/026315-2022
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
Planning Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

63 - Supporting and auxiliary transport services; travel agencies services

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


CPV Codes

63120000 - Storage and warehousing services

63121000 - Storage and retrieval services

63121100 - Storage services

72317000 - Data storage services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£1,725,241 £1M-£10M

Notice Dates

Publication Date
21 Sep 20223 years ago
Submission Deadline
29 Nov 2021Expired
Future Notice Date
1 Mar 2021Expired
Award Date
17 Aug 20223 years ago
Contract Period
Not specified - Not specified
Recurrence
2030

Notice Status

Tender Status
Complete
Lots Status
Cancelled
Awards Status
Active, Unsuccessful
Contracts Status
Active

Contracting Authority (Buyer)

Main Buyer
THE CITY OF EDINBURGH COUNCIL
Contact Name
Jamie Smart
Contact Email
jamie.smart@edinburgh.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
EDINBURGH
Postcode
EH8 8BG
Post Town
Edinburgh
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM Scotland

Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Supplier Information

Number of Suppliers
1
Supplier Name

IRON MOUNTAIN

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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.

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-028c37-2022-09-21T10:23:40+01:00",
    "date": "2022-09-21T10:23:40+01:00",
    "ocid": "ocds-h6vhtk-028c37",
    "description": "Please note, this notice is a Contract Award notice. This procurement process is now completed. (SC Ref:701984)",
    "initiationType": "tender",
    "tender": {
        "id": "CT0818",
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        },
        "title": "CT0818 Council Records - Storage and Management (Second Publication)",
        "status": "complete",
        "classification": {
            "scheme": "CPV",
            "id": "63121100",
            "description": "Storage services"
        },
        "mainProcurementCategory": "services",
        "description": "The Council has an ongoing requirement for offsite storage and management of its paper records. Interested parties must be able to provide: - Secure offsite storage arrangements for up to 65,000 boxes; - Routine and Emergency Access requirements to boxes and files (on-site and delivery); - Online inventory and retention policy management solution (Accessible to Council Staff); and - Secure and auditable disposal of records.",
        "lots": [
            {
                "id": "1",
                "description": "Centralised offsite storage of Council records has been a long-standing requirement, which has become essential over the years due to office rationalisations and increasing compliance requirements around Scottish public sector records management. The Council requires new arrangements for its offsite storage and management of its paper records. This is a recurring need and breaks down as follows: - Secure offsite physical storage arrangements for up to 65,000 boxes at the start, but aiming to reduce this significantly over a 10 year period. - Routine and emergency access requirements to boxes and files, both onsite and by delivery to multiple Council office locations via dedicated transport. - Online inventory management solution that manages both boxes and individual files (where required), including audited and authenticated disposal and retrieval processes, legal holds, classification by business function and data sensitivity, and record retention policy management. - This solution must also provide self-service access to a wide range of Council staff that need to store, retrieve / return and dispose of boxes stored under this arrangement. Under the Public Records (Scotland) Act, 2011, the Council is required to create, manage and apply record retention policies to all of its records. Currently the Council has over 900 individual retention policies - covering adoptions through to waste site management. Additional information: Please note - this is a Contract award notice. This procurement activity is now completed.",
                "status": "cancelled",
                "awardCriteria": {
                    "criteria": [
                        {
                            "name": "Quality",
                            "type": "quality",
                            "description": "40"
                        },
                        {
                            "type": "price",
                            "description": "60"
                        }
                    ]
                },
                "contractPeriod": {
                    "durationInDays": 3600
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Initial 5 year contract term, with two optional extensions of 3 and 2 years. (5+3+2)."
                },
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "hasOptions": false
            }
        ],
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "63120000",
                        "description": "Storage and warehousing services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "63121000",
                        "description": "Storage and retrieval services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72317000",
                        "description": "Data storage services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKM"
                    },
                    {
                        "region": "UKM"
                    },
                    {
                        "region": "UKM"
                    },
                    {
                        "region": "UKM"
                    },
                    {
                        "region": "UKM"
                    }
                ],
                "deliveryLocation": {
                    "description": "The City of Edinburgh"
                },
                "relatedLot": "1"
            }
        ],
        "communication": {
            "futureNoticeDate": "2021-03-01T00:00:00Z"
        },
        "coveredBy": [
            "GPA"
        ],
        "submissionMethod": [
            "electronicSubmission"
        ],
        "submissionMethodDetails": "https://www.publiccontractsscotland.gov.uk/Default.aspx",
        "selectionCriteria": {
            "criteria": [
                {
                    "type": "suitability",
                    "description": "Declaration of enrolment in relevant professional or trade registers.",
                    "appliesTo": [
                        "supplier"
                    ]
                }
            ]
        },
        "documents": [
            {
                "id": "economic",
                "documentType": "economicSelectionCriteria"
            },
            {
                "id": "technical",
                "documentType": "technicalSelectionCriteria"
            },
            {
                "id": "economic1",
                "documentType": "economicSelectionCriteria"
            },
            {
                "id": "technical1",
                "documentType": "technicalSelectionCriteria"
            }
        ],
        "otherRequirements": {
            "requiresStaffNamesAndQualifications": true
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "tenderPeriod": {
            "endDate": "2021-11-29T12:00:00Z"
        },
        "submissionTerms": {
            "languages": [
                "en"
            ],
            "bidValidityPeriod": {
                "durationInDays": 180
            }
        },
        "awardPeriod": {
            "startDate": "2021-11-29T13:00:00Z"
        },
        "bidOpening": {
            "date": "2021-11-29T13:00:00Z",
            "address": {
                "streetAddress": "Electronic Opening"
            },
            "description": "Controlled by Procurement."
        },
        "hasRecurrence": true,
        "contractTerms": {
            "electronicInvoicingPolicy": "allowed",
            "hasElectronicPayment": true
        },
        "recurrence": {
            "description": "2030"
        }
    },
    "parties": [
        {
            "id": "GB-FTS-346",
            "name": "The City of Edinburgh Council",
            "identifier": {
                "legalName": "The City of Edinburgh Council"
            },
            "address": {
                "streetAddress": "Waverley Court, 4 East Market Street",
                "locality": "Edinburgh",
                "region": "UKM75",
                "postalCode": "EH8 8BG",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "name": "Jamie Smart",
                "email": "jamie.smart@edinburgh.gov.uk",
                "url": "https://www.publiccontractsscotland.gov.uk/Default.aspx"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.edinburgh.gov.uk",
                "buyerProfile": "https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290",
                "classifications": [
                    {
                        "scheme": "TED_CA_TYPE",
                        "id": "REGIONAL_AUTHORITY",
                        "description": "Regional or local authority"
                    },
                    {
                        "scheme": "COFOG",
                        "id": "01",
                        "description": "General public services"
                    }
                ]
            }
        },
        {
            "id": "GB-FTS-27325",
            "name": "Edinburgh Sheriff Court",
            "identifier": {
                "legalName": "Edinburgh Sheriff Court"
            },
            "address": {
                "streetAddress": "27 Chambers Street",
                "locality": "Edinburgh",
                "postalCode": "EH11 1LB",
                "countryName": "United Kingdom"
            },
            "roles": [
                "reviewBody"
            ]
        },
        {
            "id": "GB-FTS-63860",
            "name": "Iron Mountain",
            "identifier": {
                "legalName": "Iron Mountain"
            },
            "address": {
                "streetAddress": "Unit 4 Nettlehill Road, Houston Ind Estate",
                "locality": "Livingston",
                "region": "UK",
                "postalCode": "EH54 5DL",
                "countryName": "United Kingdom"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "scale": "large"
            }
        }
    ],
    "buyer": {
        "id": "GB-FTS-346",
        "name": "The City of Edinburgh Council"
    },
    "language": "en",
    "awards": [
        {
            "id": "024982-2021-CT0818-1",
            "relatedLots": [
                "1"
            ],
            "status": "unsuccessful",
            "statusDetails": "unsuccessful"
        },
        {
            "id": "026315-2022-CT0818-1",
            "relatedLots": [
                "1"
            ],
            "status": "active",
            "suppliers": [
                {
                    "id": "GB-FTS-63860",
                    "name": "Iron Mountain"
                }
            ]
        }
    ],
    "contracts": [
        {
            "id": "026315-2022-CT0818-1",
            "awardID": "026315-2022-CT0818-1",
            "status": "active",
            "value": {
                "amount": 1725241,
                "currency": "GBP"
            },
            "dateSigned": "2022-08-18T00:00:00+01:00"
        }
    ],
    "bids": {
        "statistics": [
            {
                "id": "1",
                "measure": "bids",
                "relatedLot": "1",
                "value": 4
            },
            {
                "id": "2",
                "measure": "smeBids",
                "relatedLot": "1",
                "value": 0
            },
            {
                "id": "3",
                "measure": "foreignBidsFromEU",
                "relatedLot": "1",
                "value": 0
            },
            {
                "id": "4",
                "measure": "foreignBidsFromNonEU",
                "relatedLot": "1",
                "value": 4
            },
            {
                "id": "5",
                "measure": "electronicBids",
                "relatedLot": "1",
                "value": 4
            }
        ]
    },
    "links": [
        {
            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000671853"
        }
    ]
}