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Offsite Records Storage

Highlands and Islands Enterprise

This public procurement record has 2 releases in its history.

Award

07 Dec 2021 at 16:15

Award Notice
Tender

29 Jul 2021 at 15:14

Tender Notice
Summary of the contracting process

Highlands and Islands Enterprise (HIE) is seeking a suitably qualified supplier to provide offsite records storage services through an open tender process. The procurement is categorised under storage and retrieval services (CPV 63121000) and is based in Inverness, UK (region UKM6). The tender process is currently active, having a submission deadline of 7th September 2021, with a potential contract value ranging from GBP 170,000 to GBP 200,000. The awarded contract will be based on a framework agreement with flexibility for call-off by HIE and associated organisations, including The Crofting Commission and the University of the Highlands and Islands.

This tender presents a significant opportunity for businesses in the storage and logistics sector, particularly those specialising in records management, archival services, and secure disposal. Small and medium-sized enterprises (SMEs) and experienced suppliers who can demonstrate strong quality management, sustainability practices, and compliance with specific insurance and security standards would be well-suited to compete. The evaluation will also take into account community benefit proposals, encouraging bidders to showcase their commitment to local development alongside their technical and financial capabilities.

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Notice Information

Notice Title

Offsite Records Storage

Notice Description

HIE requires a suitably qualified and experienced supplier to provide the following services for records: storage, retrieval and delivery from storage; uplift from user sites, scanning of files, secure disposal and supply of ancillary items e.g. archive boxes etc.

Lot Information

Lot 1

The contract will be awarded under a Framework Agreement to a single supplier and under this agreement, no minimum workload is guaranteed. Services will be agreed on an "as required" basis only. It will be available for call-off by any current or future HIE subsidiary organisation, associated company, joint venture or similar, all subject to a case-by-case prior approval by HIE, plus the following organisations: - Crofting Commission (CC) - University of the Highlands and Islands (UHI) The price used in II.1.7 and V.2.4 is the potential total cost if all extensions are invoked. The successful 3 year bid price used for evaluation was 119432 GBP. Additional information: Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Options: HIE reserves the right, on giving reasonable written notice from time to time, to require changes to the Services (whether by way of the removal of Services, the addition of new Services, or increasing or decreasing the Services). HIE shall not require any such change other than where it is permitted by Regulation 72 of the Public Contracts (Scotland) Regulations 2015.

Renewal: It is expected that these services will be required from February 2022 for an initial period of 3 years, unless terminated in accordance with the provisions of the framework agreement, with HIE having the option to extend for a period or periods together not exceeding 1 year following the initial term.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-02ce26
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/030395-2021
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
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
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£226,667 £100K-£500K

Notice Dates

Publication Date
7 Dec 20214 years ago
Submission Deadline
7 Sep 2021Expired
Future Notice Date
Not specified
Award Date
7 Dec 20214 years ago
Contract Period
Not specified - Not specified
Recurrence
HIE reserves the right to re-tender for these services upon termination of the framework or at the end of the contract period, including any extension period.

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Highlands and Islands Enterprise
Additional Buyers

The Crofting Commission

University of the Highlands and Islands

Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
INVERNESS
Postcode
IV2 5NA
Postcode Area
Inverness
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM2 Highlands and Islands
Small Region (ITL 3)
TLM20 Highlands and Islands
Delivery Location
TLM6 Highlands and Islands
Local Authority
Highland
Electoral Ward
Inverness South
Westminster Constituency
Inverness, Skye and West Ross-shire

Supplier Information

Number of Suppliers
1
Supplier Name

fileVAULT

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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